CLARK ATLANTA UNIVERSITY TITLE III PROGRAM ADMINISTRATION CAT-TRAC OPERATIONS MANUAL

CLARK ATLANTA UNIVERSITY TITLE III PROGRAM ADMINISTRATION CAT-TRAC OPERATIONS MANUAL

TABLE OF CONTENTS I. Overview...................................................... Page 3 II. Entering / Submitting Documents and Transactions a. Purchase Order Requisitions.................................. Page 4 b. Travel Requisitions......................................... Page 5 c. Quarterly Reports.......................................... Page 6-7 d. Submitting a Proposal...................................... Page 8 e. Personnel Action Forms..................................... Page 8 f. Budget Revisions...........................................Page 9 Revised March 11, 2012 1

OVERVIEW CAT-TRAC is Clark Atlanta University s Title III customized grant management system. This system is used for Title III Activities only. Cat-Trac is created from FileMaker Pro database software that is used to manage contacts, projects, assets or any collection of information that needs organizing over a network. The Filemaker Pro software has been installed on all users computers and is implemented by the Title III Office to assist in maintaining up-to-date fiscal and programmatic records related to all aspects of all three Title III Grants. The electronic system is a stand-alone database that supports the Title III internal functions over a secured server. The system facilitates quality, timeliness and provides the program with accurate historical data that can be backed up electronically and stored for years. Cat-Trac was designed to help Activity Directors manage their grant more effectively. Cat- Trac assists with grant administration and tracks Expenditures, Travel, Personnel, Budget Revisions, Quarterly Reports, Site Visit Reports, Activity Operation Plans and Inventory. Cat-Trac also allows the user to run Budget Checks. Cat-Trac ties activity objectives to each expense with each activity. It provides control mechanisms that allow the Title III Administration Office to view data (requisitions, budget modification, travel request, etc.) as it is entered into the software system. This affords the opportunity to ensure request are allowable and in compliance before erroneous documents are submitted. Cat-Trac allows technical assistance and feedback between activity directors and program administration via emails and alert messages generated directly from the software system. It gives the Title III Program Administration Office the ability to lock activities when they are out of compliance. It provides a programmatic and fiscal synopsis of all activities for each Title III grant year. APPROVAL IN CAT-TRAC ONLY MEANS IT IS APPROVED TO PRINT! AFTER PRINTING, PLEASE SUBMIT THE CAT-TRAC REQUISITION ALONG WITH SUPPORTING DOCUMENTATION! Revised March 11, 2012 2

STEPS FOR ENTERING A PURCHASE ORDER REQUISITION Log on to Cat-Trac On the Main Menu, click "Submit Expenditure Requests" Click on "New Requisition" The requisition data entry screen will appear. Enter the Vendor information Indicate the purpose of the request Enter the name of the person entering the requisition request The lower portion of the requisition data entry screen will hold up to TEN line items. Ensure that you enter a description, category, quantity and Unit price for each line item. Follow the steps below to begin entering line item(s). Click in the description area and type in a description of the item. ( Be careful to stay within the space provided. If more room is needed for a description, add a line without the pricing information. Go to the far right of the screen and select the objective that supports the request. The objective for that number will appear in the space provided. Click "Yes" once the form is completed Click SUBMIT After submitting, the request for approval will be routed to the Title III Program Administration Office for review. Once approved, the status will change to "Please print and submit." Revised March 11, 2012 3

STEPS FOR ENTERING A TRAVEL AUTHORIZATION REQUISITION Log on to Cat-Trac On the Main Menu, click "Submit Expenditure Requests" Click on "New Travel (Staff)" Read the Title III Policy Statement Click OK indication you ve read the Policy Statement Enter the general information about the travel request in section 1 Enter a description and justification for the travel in section 2 Enter appropriate Hotel information in section 3 Select the supporting objective in section 4 Enter the estimated cost information in section 5 Click the "Calculate estimate" link to show the requested total Click "Yes" once the form is completed Click SUBMIT After submitting, the request for approval will be routed to the Title III Program Administration Office for review. Once approved, the status will change to "Please print and submit." Revised March 11, 2012 4

STEPS FOR ENTERING A QUARTERLY REPORT Log on to Cat-Trac Click the appropriate QPR link The links for each report will appear on the Main Menu page during the submission period On the QPR Menu page verify the following header information Activity Name Activity Director s Name Appropriate Reporting Period If the header information is correct, then you are ready to proceed. If you find any errors you should report them to the system administrator. Click the SUMMARY button and type or paste in a summary of the progress you have made during the quarter. Click the check box at the top-right of the screen. This will indicate to the system that you have finished this section of the report. Click the Menu button. Click the OBJECTIVE STATUS button and follow the screen instructions until you reach the entry screen. You must complete the following information for each objective listed. Indicate the status Enter a conunent containing quantifiable evidence of progress or completion Compile documentation to support your claims When OBJECTIVE STATUS section is complete, click the check box at the top right Click MENU to complete all sections of the report. Click SUBMIT Revised March 11, 2012 5

STEPS FOR SUBMITTING A PROPOSAL Log on the Cat-Trac Click the "View your Plan" link located on the Activity Director's menu Read the disclaimer in section 1 Verify and/or complete the information in section 2 View section 3 If no LAA categories are present, you will need to add them by clicking the LAA Categories link at the top of section 3. (You should now be on the "Select Your LAA Category..." screen) View the "LAA category Table. Notice that each category is labeled with a code number. You will use this number to attach a category to your activity. To attach an LAA category, enter the code number in the red box as indicated. Make sure that you have added no spaces before or after the code. Click the save button. Your LAA category should now appear next to the code you entered. Click the HOME link when complete. Click the "Summary" link on the right of the screen to input the Project Summary. Click the "Objectives" link on the right of the screen to view the Activity Objectives and Anticipated Results screen. Add your Objective and anticipated result. Click the strategy link to the left of objective and add a strategy Click the back button to return. Repeat this process until all objectives have a strategy. Revised March 11, 2012 6

Click the personnel link on the right side of the screen. Complete individual rows for each position in the activity. Click the Other Budget link on the right side of the screen. Enter a category, description, unit price and quantity for each item requested. Click the "Budget Summary" link to view the budget Revised March 11, 2012 7

STEPS FOR ENTERING A PERSONNEL ACTION FORM (PAF) Log on the Cat-Trac On the Main Menu, click "Submit Expenditure Requests" Click on "New Contract" Fill out the Personnel Action Form. Select the Salary type on the far right side of the screen. Click "Yes" when complete. Click SUBMIT After submitting, the request for approval will be routed to the Title III Program Administration Office for review. Once approved, the status will change to "Please print and submit." Revised March 11, 2012 8

STEPS FOR ENTERING A BUDGET MODIFICATION/REVISION Log on the Cat-Trac On the Main Menu, click "Budget Actions" Click on "New Budget Mod Request" Fill out the Budget Modification Request. Click "Yes" when complete. Click SUBMIT After submitting, the request for approval will be routed to the Title III Program Administration Office for review. Once approved, the status will change to "Please print and submit." Revised March 11, 2012 9