CAREERTECH INFORMATION MANAGEMENT SYSTEM (CTIMS) EDI PROCESS … · 2017-06-27 · Note: The red asterisks* represents a required field. 1. Fiscal Calendar Year*. This field automatically

CAREERTECH INFORMATION MANAGEMENT SYSTEM

(CTIMS)

EDI PROCESS

GUIDEBOOK

IMD

June 27, 2017

Revised August 23, 2018

Logging into CTIMS

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Objective: This section will take you through the submission and approval stages for starting a new EDI Worksheet/Application and agreement in CTIMS.

Logging into 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.

https://ctims.okcareertech.org/CTBDSWeb/

http://www.okcareertech.org/

Help and Troubleshoo�ng

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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 [email protected] 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.

mailto:[email protected]

Help and Troubleshoo�ng

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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. Elizabeth Armstrong Cell (405) 747-0186 Email: [email protected] Lori Broyles Cell (405) 361-5268 Email: [email protected] Lori Laufer Office: (580) 774-0224 x118, Cell: (405) 385-3176 Email: [email protected] Delbo Leach Office: (405) 743-5548, Cell: (405)929-0436 Email: [email protected] Max McKnight Cell: (405) 714-7246 Email: [email protected] Cara (Laverty) Pattison Cell: (405) 664-3679 Email: [email protected] Karen Skidmore Office: (405) 743-5442, Cell: (580) 336-8676 Email: [email protected] Brandon Tucker Cell: (405) 923-0162 Email: [email protected]









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 Coordinator – Creates, completes, saves and submits new worksheet. This starts the Worksheet Approval process. The budget is added here along with the company information. The mandatory excel worksheet is uploaded here.

Stage 2 – EDI State Regional Coordinator – 2nd Approval. Reviews and approves or rejects worksheet and line items and confirms company information is entered completely. If approved, goes to EDI State Supervisor stage. If rejected, goes back to stage 1.

Stage 3 – EDI State Initiative Supervisor - 3rd Approval. ODCTE state staff reveiws and approves or rejects worksheet. If approved, goes to final approval stage. If approved, this completes the Worksheet Approval. If rejected, goes back to stage 1.

Star�ng a New Worksheet

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Starting a new worksheet

Role: EDI Local 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 Coordinator in the top right hand corner. Use the drop down arrow to select this role.

Step 3. Hit + (plus) sign next to Grants on left navigation.



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Step 4. Hit + (plus) sign next to Grant Process.

Step 5. Hit + (plus) sign next to EDI Process.

Step 6. Select EDI New Worksheet Flow.


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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, you will need to request a new business code by going to +Organizations-+Business Master-Request New Business Code (See Business Master guidebook on CTIMS page.)

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.

See next page for screen image.


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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:


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Firefighter Training Worksheet:

New Safety Worksheet:


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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. Select the blue link under the Worksheet column to open you draft and continue your grant worksheet.

Note: Do not select the EDI New Worksheet/Agreement Flow option, as this will start a completely new worksheet.


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Step 10: EDI Grant Submit Worksheet – Step 3

After completing the Funding Request Details form, you can view and download a Worksheet Summary pdf by selecting the Worksheet Summary button.

To print the Worksheet Summary, select the save/download button to download a pdf that you can save or print. Do not use the printer button. Click on the X beside the Grant Worksheet Summary to close out the Worksheet page.


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Step 11: Select Save and Next to continue to the next step.

Step 12: 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. If your school will match any of the funds, enter that amount under Matched

Funds. 6. Hit Add Budget Line to add more budget lines and repeat steps 1-5.


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Step 13: 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.


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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.

Step 14: Click the +(plus) sign next to the Acknowledgements section.

Check the Acknowledgement certification buttons, then add an Acknowledgement Note (required).

Acknowledgement Note Here


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Step 15: Worksheet Summary

You can view or print your worksheet summary page to review before submitting to ensure your worksheet/application is complete and accurate.

To print the Worksheet Summary, select the save/download button to download a pdf that you can save or print. Do not use the printer button.


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Step 16: 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 State Regional Coordinator.

After you submit the worksheet/application, if there are any changes, you will have to use the Change Request process.


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Role: EDI State Regional Coordinator

After the EDI Local Coordinator has created and submitted the worksheet/application, the EDI State Regional Coordinator 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/.


Step 2: Verify that you are signed in with the role of an EDI State Regional Coordinator in the top right hand corner.





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Step 6. Select EDI Manage Grant Worksheet/Application/Invoice to approve individual schools.

Or select EDI Grant Admin Worksheet/Agreement Summary to list all pending requests. Check the ALL boxes on Program Initiative, Organization Type, and Organization to list all the requests.


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Step 7. If you are selecting individual schools from Step 6, complete the EDI Grant Fund Worksheets List form. The tagged numbers on the screen shot correspond to the instruction steps below.


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* using the drop down menu.

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.


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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.


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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.


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You are able to put an Approval or Rejection Note in at this 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 Supervisor.


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Role: EDI State Supervisor

Steps 1-11 are the same as above: The review and approval or rejection process continues using the steps above for the EDI State Supervisor.

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

Stage 1 - EDI Local Coordinator – Agreement process starts. (No changes should need to be made.)

Stage 2 – EDI Local BIS Director

Stage 3 – EDI State Regional Coordinator – Electronic signature for SOU obtained here.

Stage 4 – EDI State Supervisor - Electronic signature for SOU obtained here.

Stage 5 – Local Superintendent (or sesignee) – Electronic signature for SOU obtained here.

State 6 - EDI State Requisition Coordinator – Generate SOU, submit requisition to finance, enter PO number into the agreement.

Stage 7 - EDI Local Finance Coordinator – Enter OCAS codes for each line item. Agreement Approval becomes fully approved.


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The following steps should be followed to finish the approval and agreement process in CTIMS.


After the EDI State Supervisor approves the worksheet, an agreement is created and is available for the EDI Local Coordinator to review and approve and start the agreement process.

Step 1: Sign in at https://ctims.okcareertech.org/CTBDSWeb/ using your email and CTIMS password.


Step 2: Verify that you are signed in with the role of an EDI-Local Coordinator in the top right hand corner. Your account will probably automatically come up as EDI-Local Coordinator, but if not, use the drop down arrow to select the correct role.




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Step 6. Select Manage Grant Worksheets/Agreements/Invoices/Follow-up.


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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.


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*.


need your approval.


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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: Review the SOU and Agreement Summary. Save as Draft to go to the next stage.


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Step 10: Click OK to go to next stage.

Step 11: EDI Grant Agreement. Acknowledgements. Click on the +(plus) sign beside the Acknowledgements tab and check the box and put in an Acknowledgement note. Click on the Submit for Approval button. The agreement will now go to the EDI State Regional Coordinator for the SOU Electronic Signature.


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Roles: EDI Local BIS Director, EDI State Regional Coordinator, EDI State Supervisor, and EDI Local Superintendent (or designee).

Each of these roles will go through the Approval process using the above steps to approve the agreement and attach their electronic signature to the SOU.

Role: EDI State Requisition Coordinator

The EDI State Requisition Coordinator will print the completed SOU, create the requisition, enter the PO number into the agreement and approve the agreement. The Agreement will then go to the EDI Local Finance Coordinator.


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Role: EDI Local Finance Coordinator

The EDI Local Finance Coordinator enters OCAS funding codes for each line item in the budget and approves the agreement.

Step 1: Sign in at https://ctims.okcareertech.org/CTBDSWeb/ using your email and CTIMS password.


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.




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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.


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*.


need your approval.


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Step 8: After hitting the Search button, the agreement column will display a blue agreement number under the Agreement Column. Click on the blue link.


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Step 9: EDI Grant Agreement – OCAS Codes. Go to the Budget Line Items by clicking on the + (plus) sign in front of the Budget Line Items tab. Enter the OCAS coding for each of the line items in the following order: Function-Object-Program Code (e.g. 1000-322-590). To enter the code, 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. After entering all OCAS code information, click on the Approval Process button. The agreement is now fully approved and the EDI Local Coordinator can begin the Invoice Process.

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 2: Verify that you are signed in with your role in the top right hand corner.



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Step 7. Complete the EDI Grant Fund Worksheets List form. The tagged numbers on the screen shot correspond to the instruction steps below.



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*.


need your approval.


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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.


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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.


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Step 12: Select Submit for Approval.

Step 13: Select OK.


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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.

Reques�ng a Budget Adjustment

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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 only be started by the EDI Local Coordinator.

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.

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 Coordinator

EDI Local BIS Director

EDI Local Finance Coordinator

EDI State Regional Coordinator

EDI State Requisition Coordinator

ODCTE EDI Finance Coordinator

Invoicing

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After the school is done with training, the EDI Local Coordinator starts the EDI Invoice Process.


Step 2: Verify that you are signed in with the role of an EDI Local Coordinator in the top right hand corner. If not, use the drop down arrow to select the correct role.



Invoicing

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Step 6. Select EDI Invoice Process.

Invoicing

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Step 7. Complete the EDI Grant Fund Invoices List form. The tagged numbers on the screen shot correspond to the instruction steps below.



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*.


need your approval.

Invoicing

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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.

Invoicing

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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.

Invoicing

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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.

Invoicing

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

Invoicing

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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 Local BIS Director, the EDI Local Finance Coordinator, the EDI State Regional Coordinator, the EDI State Requisition Coordinator and the ODCTE EDI Finance Coordinator for review and processing.

Documents

CAREERTECH INFORMATION MANAGEMENT SYSTEM (CTIMS) EDI PROCESS … · 2017-06-27 · Note: The red asterisks* represents a required field. 1. Fiscal Calendar Year*. This field automatically