Funding Year 4 Improvements

1
Funding Year 4 Improvements
Fall 2000
2
Year 4 Improvements

• to Letters
• to External Communications
• to Internal Communications--CSB
• to Online Filing Process for Form 471
• to Form 471 and Instructions

3
Letters

• Most Letter Production is moving to NCS.
• Improved Quality of Print and therefore
  readability
• Ability to use different Font sizes and styles
• Ability to highlight information with bold and
  underline features

4
Letter Features

• Large print identification of Letter Purpose
• Funding Year designation including dates to help
  avoid confusion
• Appeal information included in letter when
  appropriate.

5
Letter Features

• Important identification information clustered
  together at beginning of letter--not buried in
  other content (will vary from form to form).
• Applicant Identifier
• Form application number
• Entity number
• Other pertinent information such as
• the Date the Form 470 is posted
• Allowable Vendor Selection/Contract Date, etc.

6
External Communications

• Identification of Program Years--color coded
• Year 4 communication PINK
• Year 3 communication YELLOW
• Multi-Year communication WHITE
• Improved Processing controls to ensure correct
  color coding for funding years

7
Internal Communications

• Improved communications with CSB and Forms
  Processing
• daily interaction through phone/email
• meetings twice weekly to review client needs
• meeting weekly to identify issues needing
  improvement and to plan implementation

8
Internal Communications

• Information is made available to CSB BEFORE the
  customer
• allows immediate internal communication to
  prepare CSB staff before calls are received
• Training is prepared and presented to call center
  staff, if required
• Full time person is assigned to training-related
  needs

9
Online Filing Process for Form 471

• Print Improvements
• Print Options
• Maintain Print Screen Option
• Add Capability to Print entire form
• Eliminate time-consuming print messages for each
  screen

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12
Online Filing Process for Form 471

• The functionality which allows the entire
  document to be printed is the basis for a
  possible Phase 2 development
• to be able to Display Form 471 after you have
  clicked submit.
• Possible use of application number and security
  code to access
• would possibly allow state coordinators to assist
  local applicants if applicants choose to provide
  access.

13
Online Filing Process for Form 471

• Improved Navigation to speed online filing in
  continue/incomplete mode
• when you have clicked save and exit but not
  submit
• Additional efforts underway to identify time-out
  issues in loading WS-A and WS-B and in loading
  Block 4 information in Block 5.

14
Online Filing Process for Form 471

• Special Discount Calculation Button in WS-A for
• New School Construction and Administrative
  Entities
• Enter 0 in Column 4 and Column 5
• Use District WAD for Column 7
• Leave Column 8 blank

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Online Filing Process for Form 471

• Same new library construction and administrative
  entity capability available in WS-B for
  libraries--see Form instructions

17
Online Filing Process forForm 471

• Copy worksheet capability
• Enter largest worksheet information first
• then delete and add as necessary

18
Form 471 and Instructions

• Block 1, Item 5--Type of Application rather than
  Type of Applicant
• If you are filing as a school, check Box 1
• If you are filing as a school district, check Box
  2
• If you are filing as a library (outlet/branch,
  system), check Box 3
• If you are filing as a consortium (including a
  library consortium), check Box 4
• The information on this slide was prepared prior
  to final
• approval of Form 471 and is subject to change.

19
Form 471 and Instructions

• Block 2 Minor Modification to Existing Contract
  or Service Agreement
• Use this item for
• Minor Modification to existing contracts
• Change of Services
• See information on web site
• The information on this slide was prepared prior
  to final
• approval of Form 471 and is subject to change.

20
Form 471 and Instructions

• Block 4 on page 2 of 6
• No longer requires an entry
• Block 4, WS-A, B, C-Item 10a
• No longer requires an entry
• Block 4, Worksheet A, Item 10b
• Note addition of School District Name and School
  District Entity Number to
• ease any communications with Problem Resolution
• ties Worksheet A information to Consortium
  Member Entity listed on Worksheet C
• The information on this slide was prepared prior
  to final
• approval of Form 471 and is subject to change.

21
Form 471 and Instructions

• Block 4, WS-A, Item 10b
• Rounding information explicit to minimize Problem
  Resolution contact
• Block 4, Worksheet B, Item 10b
• Note addition of Library System Name and Library
  System Entity Number to
• ease any communications with Problem Resolution
• ties Worksheet B information to Consortium
  Member Entity listed on Worksheet C
• Note elimination of U/R designation in column 3
• The information on this slide was prepared prior
  to final
• approval of Form 471 and is subject to change.

22
Form 471 and Instructions

• Block, 4, Worksheet C, Item 10b
• Note elimination of U/R designation in column 3
• Block 4, Worksheet C, Item 10b, Column 4
• Specific information provided as to where to find
  discount information.
• The information on this slide was prepared prior
  to final
• approval of Form 471 and is subject to change.

23
Form 471 and Instructions

• Block 5, Item 17 Allowable Vendor
  Selection/Contract Date (formerly ACD)
• Form 470 posted to web site for 28 days
• Block 5, Item 19b Service End Date
• For tariff and month-to-month services within the
  funding year
• Block 6 minor edits
• The information on this slide was prepared prior
  to final
• approval of Form 471 and is subject to change.