CAREERTECH INFORMATION MANAGEMENT SYSTEM (CTIMS) EDI PROCESS GUIDEBOOK IMD

CAREERTECH INFORMATION MANAGEMENT SYSTEM (CTIMS) EDI PROCESS GUIDEBOOK IMD June 27, 2017 Revised January 5, 2018

Table of Contents Logging in to CTIMS... 1 Help and Troubleshooting... 2 Roles... 4 Starting a New Worksheet... 5 Role: EDI Local BIS Coordinator... 5 Returning to an existing worksheet... 11 Role: EDI Local BIS Director... 17 Role: EDI State Regional Coordinator... 23 Role: EDI State Supervisor... 23 Role: EDI Local Superintendent... 23 Creating and Submitting the Agreement... 24 Invoicing... 33 Making a EDI Change Request... 42 Requesting a Budget Adjustment... 50

Logging in to CTIMS Objective: This section will take you through the submission and approval stages for starting a new EDI Worksheet/Application and agreement in CTIMS. Logging in to CTIMS Sign in using your school email and CTIMS password at https://ctims.okcareertech.org/ctbdsweb Or, Go to http://www.okcareertech.org/ and select CTIMS in the red bar at the top of the page. Do not select the ODCTE Staff Login selection in the red bar. This is not the CTIMS login. Note: Please log in using Microsoft Explorer version 11 or higher. CTIMS is currently not compatible with other browsers. 1

Help and Troubleshoo ng On the CTIMS website, select the green CTIMS Login button. Help and Troubleshooting If you do not have an account set up or are having trouble with the navigation or software, contact CTIMSSupport@careertech.ok.gov and send a message describing your problem. Include your school name and your telephone number and we will contact you. If you have forgotten your password, click the Forgot your password? link to reset your password. 2

Help and Troubleshoo ng EDI Contacts If you have questions on specific EDI requirements or what content you need to input or attach with your worksheet, contact your ODCTE Regional Coordinator. Karen Skidmore Office: (405) 743-5442, Cell: (580) 336-8676 Email: karen.skidmore@careertech.ok.gov Lori Laufer Office: (580) 774-0224 x118, Cell: (405) 385-3176 Email: lori.laufer@careertech.ok.gov Delbo Leach Office: (405) 743-5548, Cell: (405)929-0436 Email: delbo.leach@careertech.ok.gov Nancy Overton Office: (405) 743-5573, Cell (405) 612-0872 Email: nancy.overton@careertech.ok.gov Cara (Laverty) Pattison Cell: (405) 664-3679 Email: cara.laverty@careertech.ok.gov Brandon Tucker Cell: (405) 923-0162 Email: brandon.tucker@careertech.ok.gov Elizabeth Armstrong Cell (405) 863-6983 Email: elizabeth.armstrong@careertech.ok.gov Lori Broyles Cell (405) 361-5268 Email: mailto:lori.broyles@careertech.ok.gov 3

Roles Roles: Worksheet Approval Process The following are the roles representing the stages required in CTIMS for the submission of a New Worksheet (Application). Stage 1 - EDI Local BIS Coordinator Creates, completes, saves and submits new worksheet. The budget is added at this step. Stage 2 EDI Local BIS Director 1 st Approval. Reviews and approves or rejects worksheet. If approved, goes to next stage. If rejected, goes back to stage 1 Stage 3 EDI State Regional Coordinator 2 nd Approval. Reviews and approves or rejects worksheet. If approved, goes to State Supervisor stage. If rejected, goes back to stage 1. Electronic signature for SOUI obtained here. Stage 4 EDI State Supervisor - 3 rd Approval. ODCTE state staff reveiws and approves or rejects worksheet. If approved, goes to final approval stage. If rejected, goes back to stage 1. Electronic signature for SOU obtained here. Stage 5 Local Superintendent Final Approval. Electronic signature for SOU obtained here 4

Star ng a New Worksheet Starting a new worksheet Role: EDI Local BIS Coordinator Step 1: Sign in at https://ctims.okcareertech.org/ctbdsweb/ using your school email and CTIMS password. Note: Please log in using Microsoft Explorer version 11 or higher. CTIMS is currently not compatible with other browsers. Step 2: Verify that you are signed in with the role of an EDI Local BIS Coordinator in the top right hand corner. Use the drop down arrow to select this role. 5

Star ng a New Worksheet Step 3. Hit + (plus) sign next to Grants on left navigation. Step 4. Hit + (plus) sign next to Grant Process. 6

Star ng a New Worksheet Step 5. Hit + (plus) sign next to EDI Process. Step 6. Select EDI New Worksheet Agreement Flow. 7

Star ng a New Worksheet Step 7. Complete the EDI Grant Fund Worksheets List form. The tagged numbers on the screen shot correspond to the instruction steps below. Many of these fields will automatically display based on your organization login credentials. Note: The red asterisks* represents a required field. 1. Fiscal Calendar Year*. This field automatically displays the current year. If you are applying for another year, change this field. 2. Grant Fund Type* automatically displays based on your organization login and role credentials. Should be EDI. 3. Organization Type* should be Tech Center Districts and will automatically display. 4. Select an Organization * by typing in the first three letters of your school or organization name. 5. Select an Organization District* if it does not automatically appear after typing the first three letters of your Organization name or if you need to select a different Organization District. 6. Select a Program Initiative* from the dropdown menu. 7. The Worksheet No.* automatically displays after selecting the Program Initiative. 8. Organization Type* will automatically display as Business Masters. 9. Select the appropriate Client Type* from the drop-down menu. 10. Select an Organization you are requesting training by typing in the first three letters of the organization name*. Note: If this is a new organization not in the Business Master, then you will need to email carol.hall@careertech.ok.gov with the name, FEI#, address, and contact name for the this business. 11. The Business Code* is associated with the Organization and automatically displays after an Organization is selected. 12. After verifying that all information is correct, Click Save & Next button. 8

Star ng a New Worksheet Step 8: Verify the information on the EDI Grant Submit Worksheet Step 2 page. Click on the +(plus) sign to open the sections of the page. Step 9: Open the Funding Request Details form by clicking on the +(plus) sign. You must scroll down to access and complete all the sections. You must put something in every box that has a red asterisk (*).This form is different for each initiative. After you complete the form, select the Worksheet Summary to print a pdf of your worksheet, the select the Save & Next button. Examples: TIP Worksheet: 9

Star ng a New Worksheet Firefighter Training Worksheet: New Safety Worksheet: 10

Star ng a New Worksheet Economic Development Incubator Worksheet: You must finish Step 2 and hit Save and Next for any of the information to be saved. If you cannot finish all the fields, you can put a placeholder character in all the fields (all required fields must have something in them) and hit Save and Next. Returning to an existing Worksheet When you come back to edit the fields after using Save and Next, click on the +(plus) sign next to EDI Manage Grant Worksheet/Agreement on the left navigation panel to go into your worksheet or budget to update. Note: Do not select the EDI New Worksheet/Agreement Flow option, as this will start a completely new worksheet. 11

Star ng a New Worksheet Step 10: After completing the Funding Request Details form, click on either of the Save & Next buttons to continue to the next step. Step 11: EDI Grant Submit Worksheet Step 3 This page is a summary page. You can view and download a Worksheet Summary pdf at this step by selecting the Worksheet Summary button. To print the Worksheet Summary, select the save/download button printer button. to download a pdf that you can save or print. Do not use the Select One Step Back, or select Save and Next to continue to the next step. 12

Step 12: Open the Budget Line Items tab by clicking on the +(plus) sign. Star ng a New Worksheet Step 13: On the Budget Line Items screen, you can click the Add Budget Line, Remove Budget Line, or Cancel Budget Line Changes. The first line automatically come up, so you can start typing in the budget items. Just click in the blank box under the titles to begin. 1. Complete Budget Line Desc with description of the item. 2. Complete Req. Units (Required Units) 3. Complete Req. Unit Cost (Required Unit Cost) 4. Complete Req Unit Type (Required Unit Type)-Select Req Unit Type from drop down. 5. Hit Add Budget Line to add more budget lines and repeat steps 1-4. 13

Star ng a New Worksheet Step 14: Type a Note in the space below the line item budget area if desired. Add supporting or required attachments by clicking on the +Attachments tab. To save as Draft: You can Save as Draft at this point and it will save all the information you have input on the Funding Request Details form and the Budget Line Items without submitting for approval. This will let you stop the process and resume at a later time. You can make any changes you need to the Funding Request Details or the Budget Line Items before you submit by selecting the line and making the changes. Returning to an existing Worksheet When you come back to edit the fields after using Save as Draft, click on the +(plus) sign next to EDI Manage Grant Worksheet/Agreement on the left navigation panel to go into your worksheet or budget to update. Note: Do not select the EDI New Worksheet/Agreement Flow option, as this will start a completely new worksheet. 14

Step 15: Click the +(plus) sign next to the Acknowledgements section. Star ng a New Worksheet Check the Acknowledgement certification buttons, then add an Acknowledgement Note (required). Acknowledgement Note Here Step 16: Worksheet Summary You can view or print your worksheet summary page to review before submitting to ensure your worksheet/application is complete and accurate. 15

Star ng a New Worksheet To print the Worksheet Summary, select the save/download button that you can save or print. Do not use the printer button. to download a pdf Step 17: Submitting the Worksheet Click the Submit for Approval. At this point, your worksheet/application has been successfully submitted. You will receive an email from the CTIMS system stating your worksheet/application has been submitted successfully to the EDI Local BIS Director. After you submit the worksheet/application, if there are any changes, you will have to use the Change Request process. 16

Star ng a New Worksheet Role: EDI Local BIS Director After the EDI Local BIS Coordinator has created and submitted the worksheet/application, the EDI Local BIS Director will receive an email that they can sign in and review the worksheet/application and budget to approve or reject. Step 1: Sign in using your school email and CTIMS password at https://ctims.okcareertech.org/ctbdsweb/. Note: Please log in using Microsoft Explorer version 11 or higher. CTIMS is currently not compatible with other browsers. Step 2: Verify that you are signed in with the role of an EDI Local BIS Director in the top right hand corner. Step 3. Hit + (plus) sign next to Grants on left navigation. 17

Star ng a New Worksheet Step 4. Hit + (plus) sign next to Grant Process. Step 5. Hit + (plus) sign next to EDI Process. Step 6. Select EDI Manage Grant Worksheet/Application/Invoice. 18

Star ng a New Worksheet Step 7. Complete the EDI Grant Fund Worksheets List form. The tagged numbers on the screen shot correspond to the instruction steps below. Note: The red asterisks* represents a required field. 1. Verify Fiscal Calendar Year*. 2. Verify Grant Fund Type is set to EDI*. 3. Select your correct Organization Type from the drop down menu. Should default to Tech Center Districts. 4. Select your Organization by typing in the first three characters of the name. 5. Verify the Organization District*. 6. Select a Program Initiative*. 7. Approval Function Type will remain as All. 8. Filter on Status will remain as All. 9. Select the Search button to search for any outstanding worksheets/applications that need your approval. 19

Star ng a New Worksheet Step 8: The EDI Grant Fund Worksheets List will open and the worksheets/applications that needs to be approved will be listed. Hit + (plus) sign in the first column to open summary of the Approval Stages. The Worksheet Approval Current Stage column will show the current role that needs to take action on the worksheet. Select the blue worksheet number under the Worksheet column to open the worksheet. Step 9: EDI Grant Submit Worksheet - Step 2. We recommend you print a pdf of the Worksheet Summary to help with project and budget verification. Hit the Next Step button to proceed. 20

Star ng a New Worksheet Step 10: EDI Grant Submit Worksheet Step 3: Select Next Step to proceed. Step 11: EDI Grant Submit Worksheet Step 4. Verify the information in each section by hitting the + (plus) sign to open the pages. Verify the Budget Line Items. If everything is correct, select Approval Process at bottom of page. If you need to make any changes to the Funding Request Details, you will need to use the Change Request Process to do so. See the Change Request section for instructions. 21

Star ng a New Worksheet You are able to put an Approval or Rejection Note in at the step. (Note: The private note is for agency use only). When you have verified the worksheet and budget, hit the Approve button to send the worksheet to the next approval level. At this point, your worksheet/application is successfully submitted. You will receive an email from the CTIMS system stating your worksheet/application has been submitted successfully to the EDI State Regional Coordinator. 22

Star ng a New Worksheet Role: EDI State Regional Coordinator, and Role: EDI State Supervisor Steps 1-11 are the same as the EDI Local Finance Coordinator above: The review and approval or rejection process continues using the steps above for the EDI State Regional Coordinator and the EDI State Supervisor. After the worksheet/application is approved by the EDI State Supervisor, the approved worksheet goes to the Local Superintendent for final approval. The electronic signature for the Statement of Understanding (SOU) is obtained at the EDI State Regional Coordinator, EDI State Supervisor, and the Local Superintendent levels. After the Local Superintendent approves the worksheet, the agreement is created and goes to the Local Finance Coordinator. The Local Superintendent can print a copy of the Statement of Understanding (SOU) after they approve the worksheet by going through the EDI Manage Grant Worksheets/Agreements/Invoice in Steps 1-7 above, the selecting the agreement number from the EDI Grant Fund Worksheets List. Select View SOU. 23

Crea ng and Submi ng the Agreement EDI Agreement Process Creating and Submitting the Agreement Objective: This section will take you through the Agreement Process for an EDI worksheet/grant in CTIMS. The Agreement is the working copy of the Budget Line Items that contains the OCAS codes and details of planned expenditures. Only the agreement can be changed once the worksheet is fully approved by ODCTE staff and the agreement created (changes cannot be made to the worksheet after the agreement is created.) Roles: Worksheet/Application Agreement Process EDI Local Finance Coordinator EDI State Requisition Coordinator Note: Please log in using Microsoft Explorer version 11 or higher. CTIMS is currently not compatible with other browsers. 24

Crea ng and Submi ng the Agreement The following steps should be followed to finish the approval and agreement process in CTIMS. Role: Local Finance Coordinator Step 1: Sign in at https://ctims.okcareertech.org/ctbdsweb/ using your email and CTIMS password. Note: Please log in using Microsoft Explorer version 11 or higher. CTIMS is currently not compatible with other browsers. Step 2: Verify that you are signed in with the role of an EDI-Local Finance Coordinator in the top right hand corner. Your account will probably automatically come up as EDI-Local Finance Coordinator, but if not, use the drop down arrow to select the correct role. Step 3. Hit + (plus) sign next to Grants on left navigation. 25

Crea ng and Submi ng the Agreement Step 4. Hit + (plus) sign next to Grant Process. Step 5. Hit + (plus) sign next to EDI Process. Step 6. Select Manage Grant Worksheets/Agreements/Invoices/Follow-up. 26

Crea ng and Submi ng the Agreement Step 7. Complete the EDI Manage Grant Worksheets/Agreements/Invoice/Follow-up form. The tagged numbers on the screen shot correspond to the instruction steps below. Many of these fields will automatically display based on your organization login credentials. Note: The red asterisks* represents a required field. 1. Verify Fiscal Calendar Year to make sure correct year is showing*. 2. Verify Grant Fund Type is set to EDI*. 3. Select your correct Organization Type from the drop down menu. 4. Select your Organization by typing in the first three characters of the name. 5. Verify the Organization District* if it does not automatically appear after typing the first three letters of your Organization name or if you need to select a different Organization District. 6. Select a Program Initiative*. 7. Approval Function Type will remain as All. 8. Filter on Status will remain as All. 9. Select the Search button to search for any outstanding worksheets/applications that need your approval. 27

Crea ng and Submi ng the Agreement Step 8: After hitting the Search button, the agreement column will display New. Select the new agreement by clicking on the word New. Step 9: EDI Grant Agreement: Open the Budget Line Items section by clicking on the + (plus) sign. 28

Crea ng and Submi ng the Agreement Step 10: EDI Grant Agreement OCAS Codes. Go to the Budget Line Items. Enter the OCAS coding for each of the line items in the following order: Object-Program-Function Code (e.g. 610-590-1500). Click in the blank box under the Budget Line (OCAS Code) Column heading. As you begin typing the OCAS code, a drop down of OCAS codes will come up that you can select from. Select the valid OCAS code for each budget item. Use the scroll bar at the bottom of the page to scroll to the right and input any Matched Funds. After entering all budget information, click on the Save as Draft button. 29

Crea ng and Submi ng the Agreement Step 11: EDI Grant Agreement -Acknowledgements. Scroll down the page to the Acknowledgement tab. Click the certify box and put in an acknowledgment note (required). Click on Save as Draft, then click on Submit for Approval. The Agreement will now go to the EDI State Requisition Coordinator for them to enter a PO number. 30

Crea ng and Submi ng the Agreement Role: EDI State Requisition Coordinator Step 12: Open the Project Details tab by hitting the +(plus) sign. Enter the PO number under the Project Details tab. Step 13: Open the Acknowledgements tab by hitting the +(plus) sign. Check the certification box and put in an acknowledgement note. Select Submit for Approval. 31

Step 14: Select Approve. Select OK at the Are you sure? message. Crea ng and Submi ng the Agreement After the Purchase Order Number is entered, the Local BIS Coordinator can begin submitting invoices. 32

Invoicing EDI Grant Process How to Submit Invoices for Reimbursement Objective: This section will take you through the steps to submit an invoice for payment. Roles: EDI Invoice Process EDI Local BIS Coordinator EDI Local BIS Director EDI Local Finance Coordinator EDI State Regional Coordinator ODCTE Document Coordinator ODCTE Finance Coordinator 33

Invoicing Role: EDI Local BIS Coordinator Step 1: Sign in at https://ctims.okcareertech.org/ctbdsweb/ using your school email and CTIMS password. Step 2: Verify that you are signed in with the role of an EDI - Local BIS Coordinator in the top right hand corner. If not, use the drop down arrow to select the correct role. Step 3. Hit + (plus) sign next to Grants on left navigation. 34

Invoicing Step 4. Hit + (plus) sign next to Grant Process. Step 5. Hit + (plus) sign next to EDI Process. Step 6. Select EDI Invoice Process. 35

Invoicing Step 7. Complete the EDI Grant Fund Invoices List form. The tagged numbers on the screen shot correspond to the instruction steps below. Note: The red asterisks* represents a required field. 10. Verify Fiscal Calendar Year*. 11. Verify Grant Fund Type is set to EDI*. 12. Select your correct Organization Type from the drop down menu. Should default to Tech Center Districts. 13. Select your Organization by typing in the first three characters of the name. 14. Verify the Organization District*. 15. Select a Program Initiative*. 16. Approval Function Type will remain as All. 17. Filter on Status will remain as All. 18. Select the Search button to search for any outstanding worksheets/applications that need your approval. 36

Invoicing Step 8: EDI Grant Fund Invoices List - After hitting the Search button, select New Invoice to start the invoice process, not the + (plus) sign. Note: To see the status of an invoice already submitted, click the + (plus) sign. Step 9: EDI Grant Submit Invoice - Step 1 - Verify that the information is correct, then select Save & Next. 37

Invoicing Step 10: Under the Invoice Line Items tab, select the budget line item you want to invoice by clicking on the + (plus) sign. This will add a check mark in the box next to that line item. Step 11: Use the scroll bar below the invoice items to scroll to the right to see total invoiced. Verify that the Invoice OCAS codes in column 3 and the line item amounts match the OCAS report you will attach in Step 12. 38

Invoicing Step 12: Attach the OCAS Expenditure Summary and Detailed Reports that match the amount of reimbursement you are requesting. Attach required receipts and vendor invoices and the PEF s and contracts. To attach a document, use your mouse scroll button to go down to the Attachments tab, hit the +(plus) sign, browse your computer for the file, select Upload and Save File. A message box will say you have successfully uploaded the file. Close this box. Step 13: Go to the Acknowledgements tab. Check the required acknowledgement boxes. Type an acknowledgement note in the box. Select the Submit for Approval button. Step 14: Hit OK. 39

Invoicing Step 15: Go to Invoice Summary to print a pdf report of the claim you have submitted. 40

Invoicing Step 16: Click on the symbol to download a pdf of your invoice. The Invoice has been successfully submitted and will go to the EDI - BIS Director, the EDI Local Finance Coordinator, the EDI State Regional Coordinator, the ODCTE Document Coordinator and the ODCTE Finance Coordinator for review and processing. 41

Making an EDI Change Request Process: EDI Change Request Change Request or Budget Adjustment? Change Request To edit/change a Worksheet or budget before it has been approved by the ODCTE staff, use the Change Request Process. The Change Request can be initiated by any of the local roles and will go through the regular approval process. Budget Adjustment To make budget changes on an Agreement after it has been approved by the ODCTE staff, use the Budget Adjustment Process. The can only be performed by the EDI Local Finance Coordinator. Making a Change Request After a worksheet/application is submitted for approval, you must go through the Change Request Process to make any changes. Step 1: Sign in at https://ctims.okcareertech.org/ctbdsweb/ using your school email and CTIMS password. Note: Please log in using Microsoft Explorer version 11 or higher. CTIMS is currently not compatible with other browsers. Step 2: Verify that you are signed in with your role in the top right hand corner. 42

Making an EDI Change Request Step 3. Hit + (plus) sign next to Grants on left navigation. Step 4. Hit + (plus) sign next to Grant Process. 43

Making an EDI Change Request Step 5. Hit + (plus) sign next to EDI Process. Step 6. Select Manage Grant Worksheets/Agreements/Invoices/Follow-up. 44

Making an EDI Change Request Step 7. Complete the EDI Grant Fund Worksheets List form. The tagged numbers on the screen shot correspond to the instruction steps below. Note: The red asterisks* represents a required field. 1. Verify Fiscal Calendar Year*. 2. Verify Grant Fund Type is set to EDI*. 3. Select your correct Organization Type from the drop down menu. Should default to Tech Center Districts. 4. Select your Organization by typing in the first three characters of the name. 5. Verify the Organization District*. 6. Select a Program Initiative*. 7. Approval Function Type will remain as All. 8. Filter on Status will remain as All. 9. Select the Search button to search for any outstanding worksheets/applications that need your approval. 45

Making an EDI Change Request Step 8: After hitting the Search button, the worksheet/applications that are in the approval process will be listed. Select the worksheet number to open it. Step 9: To make changes to your Worksheet/Application or Budget, select Change Request. 46

Making an EDI Change Request Step 10: The Change Request process cancels the worksheet/application approval process. Click OK to continue. Step 11: You can now make any changes to the Project Details section or Budget Line Items section. After making the changes, go to the Acknowledgement section and check the certification box and put in an acknowledgment note. 47

Making an EDI Change Request Step 12: Select Submit for Approval. Step 13: Select OK. 48

Making an EDI Change Request Step 14: Select Approve to send changes to next approval level. Step 15: Hit OK at the Are you sure? message. The worksheet will go back through the regular approval process. 49

Reques ng a Budget Adjustment EDI Budget Adjustment Process Change Request or Budget Adjustment? Change Request To edit/change a Worksheet or budget before it has been approved by the ODCTE staff and an agreement has been created, use the Change Request Process. This can be started by the EDI Local BIS Coordinator, BIS Local BIS Director, EDI Local Finance Coordinator, or EDI Local Superintendent Budget Adjustment To make budget changes on an agreement after it has been approved by the ODCTE staff, use the Budget Adjustment Process. Requesting a Budget Adjustment After the worksheet is approved and an agreement is made, you cannot make changes to the worksheet, only the agreement. To make a change to an agreement, select the agreement number and select Budget Adjustment Process. The Budget Adjustment Process is the same as the Change Request Process. 50