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Family Resource Centers in ePlan
August 2015
Adding a Budget in ePlan
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What is ePlan?
Tennessee’s online grants management system:
Used to:• Apply for federal funding• Request reimbursements• Process budget amendments
Family Resource Centers in ePlan
Even though the Family Resource Centers program is not using ePlan to complete a funding application in ePlan:• The budget must be completed in ePlan in order to
draw those funds from the Reimbursement Request screens.
• The budget is located within the “Funding Application” portion of ePlan.
Working in ePlan
• In order to complete the Family Resource Centers budget in ePlan, you must be an ePlan user.
• Logging into ePlan requires a User ID and a password.
• Once you are set up in ePlan, your email address will be your user ID.
• To receive a password, you must submit a User Access Form.
Where to Find the User Access Form
• The User Access Form is a Word document that is available for download in the TDOE Resources section of ePlan.
• To obtain a form, go to https://eplan.tn.gov/• Go to TDOE Resources (you do not need to log into
ePlan to obtain a User Access Form).• The form is located at the very bottom of the page
under the heading of “User Access Forms.”• Download the form to your computer.
Completing the User Access Form
• Complete the top and bottom portions of the User Access form.
• Make sure to sign the form and obtain appropriate signatures.
The “Family Resource Center Director” Role• Place an “x” in the space for the role of “Family
Resource Center Director.”• This role is located under the heading of “Funding
Application Roles.”
The ePlan Email – Setting Up a Password• Scan the completed form and follow the instructions
at the top of the form to submit.• Once you are set up in ePlan, you will receive an
email from ePlan at the address below:• [email protected]• The ePlan email will provide instructions on how to
set up a password.• Passwords are maintained within the online system
and are not known by the system administrators.• This is the only way to obtain an ePlan password.• (Note: if you do not see an ePlan email in your email
Inbox, check your spam folder.)
Current ePlan Users
• If you are a current ePlan user, you still need the Family Resource Centers access role to work on the budget.
• Even if you are an ePlan user, you must submit an additional user access form to obtain the role of Family Resource Centers Director.
• You do not need to list all of your other current roles in ePlan.
• If you are a current ePlan user, you will keep your same ePlan password to access this additional role.
Choosing a Browser
• Some ePlan features are not supported with older version of Internet Explorer.
• Users find good results using Google Chrome or Firefox, for example.
• When working in ePlan, users may not use the back button.
Logging In
• From the ePlan homepage, click “ePlan Sign-In."• The address for the ePlan homepage is https://
eplan.tn.gov/• Enter your UserID (your email address is your UserID)
and Password.
This is the ePlan Homepage
• Click on the name of your district (active link) to enter ePlan.
The Funding Application Page
• The “Family Resource Centers” link is located on the Funding Application page in Year 2016.
• You may also get to this page by hovering over “Funding” and selecting “Funding Application.”
The Sections Page
• The first page you will see after clicking the link to enter the funding application is called the SECTIONS page.
• If you get lost while working on your budget, you can return to this page by hovering over FUNDING and selecting SECTIONS.
Click DRAFT STARTED
• To begin working on the budget, click the link “Draft Started.”
• You must have the role of “Family Resource Centers Director” in order to click Draft Started.
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Links you will see on the Sections page:Allocations• This is where you will see your awarded amount of funding.
Budget• This is where you will enter your budget.
Budget Overview• This page is VIEW ONLY. It provides a clear view of your budget.
Plan Relationships• Do NOT enter information here at this time
Related Documents• You will not need any Related Documents for this program.
Accessing the Budget
• Click the Budget link to begin working on your budget.
Click “Modify”
• Click on the word “Modify.”• Note that if you do not see “Modify,” you may not
have the appropriate level of access OR you may not have clicked “Draft Started.”
To Enter a Budget Item
• Click Add Item• Note that you will need to click “Add Item” for each
and every item you add to the budget.
The Budget Detail Page
• Choose the desired expense from the dropdown list.• Note that only allowable budget line items will
appear as options.
Adding a Budget Line Item
• Enter the Quantity• Enter the Cost• The row will total• Do not enter anything in the box for “Optional
Program Code.”• SAVE OFTEN – For best results – save after each line
entry.
Adding a Narrative Description
• You may add a descriptive narrative in the large narrative textbox.
Totals and “Remaining”
• As totals are entered, the system will show the amount remaining – budgeted amounts subtracted from the “Adjusted Allocation” (which is your allocation award).
• When you are done entering your budget, your amount remaining should be zero.
Clicking Draft Completed
• When you are done entering your budget, click DRAFT COMPLETED at the top of the SECTIONS page.
• If you cannot click “Draft Completed,” you may have a validations error.
• A validation error is an error designed to prevent users from submitting (a) a budget that has exceeded the allocation amount or (b) a budget with no dollars entered.
• If you have a validation error, ePlan will not allow your budget to go through.
Checking Errors
• To check for validation errors, go to the top of the SECTIONS page and click on the word “Messages” under the heading of “Validation” across form the word “All.”
• If there is a RED error message, you must correct the error in order to submit.
The Approval Chain
• Once you have cleared your errors, click DRAFT COMPLTED.
• Then you LEA Fiscal Representative (CFO) and your LEA Authorized Representative (Director of Schools) must approve your budget in ePlan before submitting to the TDOE.
Statuses of the Budget
ePlan Workflow Steps
The LEA Family Resource Centers Director clicks “Draft Started” The LEA Family Resource Centers Director completes the budget
The LEA Family Resource Centers Director clicks “Draft Completed”An email is sent from ePlan to the LEA Fiscal Representative
The LEA Fiscal Representative approves the budgetAn email is sent from ePlan to the LEA Authorized Representative
The LEA Authorized Representative approves the budgetThe budget goes to the TDOE
The TDOE Family Resource Centers Director reviews the budget and either approves the budget or returns it to the LEA as “Not approved.”
Comments
• If your budget is returned to you “Not Approved,” please check your History Log (located at the top of the SECTIONS page) for comments from TDOE reviewers.
• Make corrections - then re-submit by clicking DRAFT COMPLETED and re-send through the approval chain.
Questions
• Family Resource Centers Questions(615) [email protected]
• ePlan Questions(615) [email protected]
