--so much for joining today's webinar, CAEP Fiscal Update, with Neil Kelly, with the state CAEP office, as well as myself, Veronica Parker, with CAEP Technical Assistance Project. Before we get started, I'd like to go over just a few housekeeping items. It's been a while since we have been on a webinar together. So, just to acclimate us with different processes, that would be great. The PowerPoint is available for download in the resources pod. The PowerPoint was sent out to everyone who was registered yesterday as of 3:30 PM. However, if you did not receive the PowerPoint presentation, or you would like to download it again, it is available to you. So please, just select the file titled "CAEP Fiscal Update," and with today's date and "final," and that will provide you with the same PowerPoint that everyone else received yesterday afternoon. You can use it to follow along, to jot down notes, to write down any questions you may have that you would like to add, or however you would like to use it. You can also send it to other participants who were unable to make it to today's webinar. If you have any questions, please be sure to post them in the chat pod. Either myself or Neil will address your questions as time is permitted or when there is an organic pause in the webinar. If we do not get to your question immediately, please be patient, and we will get to your question as soon as we are able to. But we will try to answer everyone's questions before we log off this afternoon. The webinar is being recorded and will be available on the California Adult Education website later on this afternoon, so I'll be sure to post the URL exactly where the PowerPoint presentation, as well as the recording for today's webinar, will be located on the website. Again, if you need to reference any information that was presented this afternoon, or if you would like to send the recording or the PowerPoint presentation to a colleague who was unable to make it, you are able to do so later on this afternoon. Now, if you are having any sound difficulties, please be sure to let us know via the chat pod. We are a little short-staffed when it comes to technical assistance this afternoon. However, we will get to you as soon as we are able to, via a private chat. And how that would work is, at the bottom of the chat pod, there will be a yellow-highlighted tab, and it will either be myself who is trying to connect with you, and potentially Holly Clark who is trying to connect with you. So please be sure to check the bottom of the chat pod if you are experiencing any technical difficulties throughout today's webinar. We will be doing some live demonstration in NOVA. So if you would like to increase the size of your screen to full-screen, you are able to do so by selecting the four outward-facing arrows at the top right-hand corner of the screen. However, when you do so, you will not be able to see or contribute to the chat pod, so please be mindful of that. And if you would like to return into the room, you are able to do so, but the arrows will now be facing inward-- so, four inward-facing arrows-- and that's how you get back to a normal screen. So please be sure to use that as you see fit so that you can have the best experience this afternoon. We are taking attendance. And I noticed, from the attendance sheet, there are a number of participants who are logged in and who have used their consortium name, an acronym, or initials. If you'd have done so, please be sure to let us know exactly who you are. I do see a few people who did let me know who they are and who they are participating in today's webinar with. We greatly appreciate that. It makes taking attendance easier, and we are able to identify who our audience is. So if you have not done so, and you are logged in, participating with multiple people, please be sure to let us know so that we can account for everyone via our attendance record. So that's all I have for you as of right now. If you do have any questions, please be sure to type them in the chat pod, and we will get to them as soon as possible. If you're experiencing any technical difficulties, please be sure to type that in the chat pod, and we'll get to you as soon as we are able to. And if you would like to download today's webinar PowerPoint, you are able to do so by downloading it in the resource pod. I will turn it over to Neil, who will get us started. Neil? All right. Thanks, Veronica. Welcome, everybody. I think this is our first webinar of the year since March. And usually, we have a lot more of these. I think we had 170 people signed up. So, if you look at the agenda, we're going to talk about the exciting stuff in the middle so those people that are coming on late won't miss out. But, just to review the agenda, we'll go over the quarterly expenditure process, the closing out of '17-'18 funds, and then we'll shift gears and talk about the allocations for '20-'21, talk about the COLA, and then the CFAD submission. We'll also talk about the allocation amendment process, NOVA basics and reminders, and then, with extra time, we can answer all your questions. Veronica is going to be doing demos. You guys have screenshots for the CFAD, which she has demos for other things. So, for those of you who aren't too familiar with NOVA or who haven't done it for a while, this can walk you through those steps as well. And I'll take care of the policy-type question. So, if you do have questions while Veronica's doing the demo, I can probably catch up in the chat. So make sure you put those questions in the chat, and I can respond to them either verbally or catch up during the demo. So let's move forward. 12:08. We are going to go to 1:30, so we do have plenty of time. So we will try to get to everyone's questions. And let's go. OK. So, first thing we want to talk about is just the general quarterly expenditure process. And we do have a lot of turnover at the consortium level as well as at the member level, so we're always onboarding new NOVA users and new people at CAEP as well. So, quarterly expenditures are due, and we have a schedule of that. So quarter 2 was due March 1 by the members and certified by March 31 by the consortium. So, we always like to reiterate that the district Accounting office-- when you submit your quarterly expenditure report, we assume that that has been reviewed and approved prior to submission by your business office or your district accounting office, because the consortia-level review does not look at your purchase orders, your time sheets, your encumbrances, whatever. They look at it at the level of, OK, does this align with our three-year plan? Does this align with the annual plan that the members submitted? Does this align with the member-approved budget that we approved earlier in the year? So that consortia-level review is more in the planning, big-picture budget look, where the specific expenditure report-- that has to be approved before you submit by your accounting office. Sometimes, the accounting office will submit it into NOVA, but I just want to make sure there's a clear distinction. We do not want consortia directors asking you for purchase orders and time sheets and stuff like that. That's not their role. And then, also, remember, annual plans and budgets have to be certified before submitting any quarterly expenditure report. So if you're trying to submit quarter 2, and you never submitted quarter 1, or the consortia never certified your annual plan or budget, then, obviously, you won't be able to submit any quarterly expenditure report. So the way the process works is, you have that annual plan. You've submitted in August. Then, you develop your budget. Then, that's certified by the consortia. And then, once your plan and budget is certified by your consortia and its membership, then you can start doing your quarterly reporting. So that's something to remember. A lot of people forget about that. And they call us, and they say, why can't I submit my report? Well, because some of your members haven't submitted their report from Q1. So just keep that in mind. So, let's see if I have any questions about quarterly expenditure reporting. I think I have a frequently asked question here, so let's go through this one. We get a question that says, I have input my member expenses into NOVA, but it won't let me submit. So, we would caution you to check to see if all members have submitted their expense reports in the prior quarter and if the consortia has certified these reports. Remember, you can't move into next quarter unless the prior quarter is certified, so that's always something good to note. And then, another question we get is, NOVA won't let me submit because my expenditure fell below target. How do I fix that? So, because NOVA has a forecasting tool and a target-expenditure tool, the member can submit a corrective action plan in NOVA stating how they will meet expenditure targets, if that's what you want to do. If you do have targets in there, then you'd have to explain why you're not meeting. So it's all about how you set that up and how you set up your targets and stuff like that. So that's another tool you can use, but some people get caught up in that, not realizing that they put their targets in, and now they're being helpful. But those are self-imposed targets. The state doesn't go in and mandate what your targets should be. That's really upon you, when you're in NOVA, to put those targets in. We have some guidance and guidelines on target spending to get you to spend this money down, but really, you have to put those numbers into NOVA. Fine. OK. So, I'm going to turn it over to Veronica. She's going to walk you through this, and I'll look at the chat to see if there's any questions. Go ahead, Veronica. Thank you, Neil. So, I will stop sharing this screen and will begin sharing my screen in NOVA. Again, if you would like to access the full view, you are able to do so by pressing the forward, outward-facing arrows. One second. OK. Neil, are you able to see NOVA? Yes. OK, great. So, I am in NOVA, and we are getting ready to submit our quarter 2 expenditure reports. So here, for example, today, we're using the Allan Hancock College consortium, and I'm going to be looking at Lompoc Unified. They have not submitted their quarter 2 expenditures as of yet, so I will use them as an example, since their information is currently open. Before I submit the quarter 2 expenditure reports, I always want to make sure that I check quarter 1 for two reasons-- A, to see if there are any revisions that need to be made. We understand that, sometimes, there are reconciliations that take place in between quarters, but the reconciliation may take place after quarter 1 has been submitted. So that we don't get into any trouble at the end of the quarter, if there are any revisions that need to be made, we would advise that you make them in the quarter that they need to be made before we close out the end of the year, because once we close out the end of the year, we can't go back and access previous expenditure reports. The second reason I would look at quarter 1 is because NOVA operates on a year-to-date system, and so your year-to-date expenditures will be cumulative in Q2. So you want to make sure that you add your Q2 expenditures to Q1, and NOVA does not do that for you. So that's a manual add. So, now we'll go to Q2 to begin entering my expenditures. Again, this is phony data. This isn't real. I'm in a window where I'm not changing any of their information. I'm just playing with it. And also, I would like to note that the information that you are seeing presented now is different from what's in the PowerPoint. So if you're following along via the PowerPoint, and it's looking different, it's because the numbers are different. However, the process is the same. So, for quarter 2, I'm just going to add arbitrary numbers. So you would click into your cell for the object codes. So, for instructional salaries, quarter 1 was $224,000, $287,000. In this quarter, the instructional salaries will increase by $50,000. So all I would do is select the $224,000, and I will add $50,000 to this. So that will end up being $274,000. So $274,000, $287,000. For noninstructional salaries, I didn't have any changes this quarter, so I'm going to leave that number the way it is. Employee benefits. This number has increased to $30,000 so I will change the $87,059, and that will now be $107,059. And then, supplies and materials-- we only purchased $2,000 worth of supplies of materials, so this number will now be $77,000. And then, other operating expenses and services. We had $10,000 for this object code, so I'm going to add that. And then, we didn't have any capital outlay, any other outgoing expenditures. However, our indirect costs rose to $30,999, so I'll change this number here. So, all of my numbers have changed. The total amount-- now, NOVA has calculated my year-to-date expenditures and has given me the total. And it's also changing my year-to-date forecast of the project budget in the amount that I am now at for the forecast. Underneath here, because I have met all of my forecasted expenditures for quarter 2, I do not have to complete a corrective action plan. However, if I didn't meet my target for quarter 2 underneath the table for your expenditures, you would now see a corrective action plan. NOVA does not allow you to move forward until something is in the corrective action plan. As Neil stated before, the state does not review the corrective action plan at this time. It's for you and your consortium so that you all are aware that the expenditure targets are not being met. And so it is going to ask you for an explanation as to why the expenditures are not met at that time. So you would briefly describe what happened and what you plan to do, moving forward, so that you are able to meet your expenditure targets. The summary of the activities this table should be used to describe what activities took place during that quarter. And then, if there are any changes that have to be made in your revisions that have to be completed, or if there were any unique situations that took place, and you would like to capture this information for future reference, you would put that into the summary of the activities. Once you have completed all of this information, you would scroll down, and you would select Submit. And then, once you select Submit, then another screen will appear. And I will turn it back over to Neil, who will continue on with the presentation, and then I'll go over the closing out '17-'18. In the next segment. So I'm going to go back to the PowerPoint. So, Veronica, I'm going to put you on the spot. We got a few questions while you were talking. So, when you're ready, I can throw them at you. Let me know when you're ready. OK. One second. All right. I'm ready. All right. There we go. All right, so the first question was from Kristen in Salinas Valley. She was talking about a NOVA fix related to-- let me just find her. It says, Veronica is working on the issue with Q1 numbers changing. Do you remember that issue that Kristen brought to your attention? Yes, I do. And Kristen, we can talk offline. It was a unique situation for her consortium. OK. So, then, Shannon from Siskiyou Adult Ed Pathways, says, can the programmers change Q2, Q3, Q4 to not autopopulate to the next quarter? I know it's a process, but it seems like it may be easier for inputting correct year-to-date numbers. I don't know the answer to that. That's a developmental question, and that's something that we would have to talk to the programmers about to see if that's possible. OK, so we could put that on our list? Mm-hmm. And then, Jody asks, when submitting quarterly expenditures, is it required for members to complete the Summary of Activity section when consortia has a local process for reporting activity? So, in order to submit the quarterly report, that section does have to be completed. So it could just be a brief description of the summary of activities. Or, like I said before, if you would like to reference any information in the future, you'll have it documented with that quarterly expenditure report. Right. I think that's similar to Kelly's question, because what kind of detail in CAEP is needed. And, like you said, a brief description, something minimal, because it won't let you submit unless you have something in that section, correct? Yes. OK. And then, Parul from Yosemite also concurs with what Shannon was talking about, so we can ask the programmers about that. OK. Oh, so Kelly says, in the corrective action plan, what are we supposed to write? And I would say, Kelly, it's just enough to say how you're going forward. It doesn't have to be a long litany of things you're doing, but just enough to let your members know, and for historical purposes, how you're working with that. So it's not up for state review, but it does create a little historical record. So you can use that as something to remind you down the road or remind your members what you guys are working through. But it doesn't have to be extensive. And then, Jody said, my members have already submitted their Q2 and did not complete the summary. Do we have to unsubmit and add a summary. Does that have to do with when you certify, or is that just for submission? It's supposed to be for submission. But let me look into that, because I thought that you had to complete that section in order to submit. But I'll check into that, Jody. Thank you for bringing that to our attention. OK. So I'm going to move on. Thank you for your questions. After a few slides, we'll take a few questions, but we don't want to lose the momentum, so we're going to move on. OK, so let's see. This slide is the quarterly expenditure process. And Veronica, this is along Kelly's question. Did you want to talk about the corrective action plan? And this is displaying that question of, if you get to the point where your expenditures fall below target, you would have to fill out this form. Is that correct? Yes, that is correct. So that's the part that I had went over, regarding the corrective action plan. So, in this example, the agency did not meet the targeted expenditures, and so that is a required field, and it asks them to fill that out. And then, they also submitted information about their summary of the activities for that quarter. So, now that we are at this point, I will go ahead and demonstrate the closeout of 2017-'18. So I'll once again share my screen, so one second. OK. Now I am back in NOVA. And as we mentioned before, we are showing the corrective action plan as well as the summary of the activities. Now that we have entered in this information and we have also entered in our quarterly expenditures, we've reviewed it. It is correct to the best of our knowledge, so now we are able to submit so that the consortium can eventually certify. You would do so by submitting the Submit Quarter 2 button. And underneath there, there is a note to let you know that, in this process, you will also be closing out your 2017-'18 monies. So I'm going to hit Submit here, and then I will receive a message. And so, it's basically saying that this is where I am certifying that my expenditure report has been prepared in accordance with the applicable state regulations, and then it has more verbiage. If you agree, then you agree and submit. If not, and you do need to make some changes, then you are able to cancel the submission process and go back and make the changes that you would like to make. So I'm going to hit Agree on Submit. And then, this is where you will close out 2017-'18. We have received questions via the TAP inbox about the 2017-'18 closeout. Some members thought that it's a process where you actually enter in expenditure information. However, you do not have to. That information has already been entered into NOVA, and once the monies expire, December 31, all of that information was captured. So now, it's just saying either A, you still have monies for 2017-'18 that you will be returning to the state, or you are certifying that you do not have any monies. So, this allocation year 2017-'18 closeout box-- it's basically saying, as indicated in the FIFO dashboard, your member agency expenditures reported within NOVA indicate that you have expended all funds for allocation year 2017-'18. If you did have funds that needed to be returned to the state, it would show you dollar amount. So let's say you still have, for example, $10,000 in 2017-'18 monies that you will now be returning to the state. And then, it's going to say, I'll review the fiscal reports for my agency and confirm that all funds for this allocation year have been spent. You check this box, and then you press Submit. And that is the process for closing out 2017-'18 monies. Once you have closed this out, your certifying authority-- so, your primary contact, or whomever is the certifying authority for your consortium-- will be alerted that you have submitted your Q2 expenditure report and you have certified that all of your monies have been spent. Or, if you have dollar amount, NOVA will then generate an invoice for you to return monies back to the state general fund. So that is the process for closing out 2017-'18. I will now go back to the main screen and see if there are any questions. One second. OK. So, while you're doing that, Dana has a question. Our members are getting a red exclamation mark if the amount spent is less than projected. Is this just for informational, where we are still able to submit? A red exclamation point? Typically, you only receive that if you have gone over your budgeted line item. So, for example, if your object code 1000-- you budgeted, let's say, $50,000 for the entire year, but at quarter 2 you have reported $75,000 for object code 1000, then you should have a negative number and an exclamation point. Is that what you're seeing, Dana? So, Veronica, if that's the case, then they would just have to go in and update their budget to reflect the-- Correct. Yes. NOVA will still allow you to submit even though you have that exclamation point. However, we strongly advise that you complete a budget revision. We've had multiple consortia and agencies who have done that. And then, years later, they find out that they had overspent, ad their expenditure reports didn't match, and so we had to do a lot of reconciliation. So, if you do have the exclamation point, and you have gone over budget, please complete a budget revision prior to submitting the quarter 2 expenditure report. Right. And Lourdes says, caution. At the end of the year, Q4, it won't let you submit if you're over budget. So thank you for that one, Lourdes. And then, Dana says, do they have to revise the budget if the bottom line is OK? I think you could still submit it, but it's probably good practice not to get in that habit because, at the year end, you will run into problems-- Yes, absolutely. --and then you'd be over budget. What is the state going to do if the funds are returned? We put it in the general fund, and it goes with all the other general fund money. It does not go back to any Adult Ed consortia. It does not go back to state CAEP. It goes to the general fund, and then we lose it. Lourdes also says, you will have to do a budget amendment at year end. Happened to me last year. Thank you. Can you show us really quick where you can do that in NOVA? OK. Let me just run through the closeout. And Veronica, will you be able to show how to do the budget revision really quick, once I go through these slides? Yes. OK. All right. So, just to go over what Veronica just showed you, just a little policy on the closing out of funds. So, if you look at the life of the CAEP dollars, state practice is 30-month shelf life. So it's really 36 months, which is three years. So, in state administrative policy, it's one year to allocate, three years to spend. So the state has one year to get the money out, and you have three years to spend it. So, when you look at that 30-month shelf life, because I'm taking six months off for the closeout, the 30-month shelf life begins on July 1 of year 1 and ends December 31 of year 3. And then we have that six months of processing to closeout. So, right now, for '17-'18, we're in the closeout phase. It started in January. It'll run through June. And so, I'll run through what this timetable is. Back in 2017, July 1, we issued the '17-'18 funds. So year 1 was July 1, 2017, to June 30, 2018. So, those funds we allocated through the 11 installments, starting in August and going through May. The state was late on the K12 fund, so some of you didn't get this probably until December or January, and then we caught up by May. So, once those 11 installments finally got into your account, usually ramped up your spending in year 2, which was July 1 to June 30, again. And then, what we see is, starting in year 3, most of that money gets spent. And so, by year 3-- and that was 2019-- we see Q1 in NOVA. Most of the '17-'18 funds are spent, and then some stragglers catch up in Q2, which we're reporting right now. So, Q2-- the activity ceased at the end of December, but we don't report Q2 until March 1. So it gives you an extra two-month cushion to tie up all those purchase orders, encumbrances, things that are outstanding, and then the consortia certifies. And so, I want to just go through that six-month process after the end of the 30-month. So, January, February-- member begins to close out the process. So, that was the last two months. So, March 1, just last week, or this week, or the weekend. Member certifies that all '17-'18 funds have been spent-- that's what Veronica showed you-- and submits Q2 and signs off. March 30, the consortia certifies that all these reports are good, and the consortia certifies for that, along with all the members. But then, if we do get any invoices generated, we'll work with that member, because the state is closing our books in April and May. And so, we work with you to remit those funds via the invoice process. We get that back in the general fund. And then, by June, it's the end of the fiscal year. That's the three-year lifecycle of a CAEP dollar, and so that's why we go through the closeout process. So far, the last few closeout processes, we haven't returned-- well, maybe the first year, I think we returned $3,000. Something like that. But last year, no funds were returned. This year, everybody promised to spend their funds, and then I've already reached out to everybody to make sure that the funds would be spent. So, hopefully, we'll have zero funds returned. Let's see. Just another reminder-- next slide here is-- members must follow their three-year and annual plan on their approved budget, by the consortium, with spending down funds over the 30-month lifespan. It's a first-in, first-out methodology. See, we spend down the old money first in NOVA before we hit any new money. So we'll continue to liquidate '17-'18 funds until it's all spent. That's why, when you go into NOVA, and you look at the different years, you're saying, I knew I spent money this year, but it keeps showing it in '17-'18. Well, that's because you haven't spent enough to liquidate '17-'18 and '18-'19. A lot of people have liquidated all their '17-'18 and all their '18-'19, and they're working with current dollars. So that's how NOVA's set up, and you can look at the individual years. But it does do a first-in, first-out. Carrying over money into the next fiscal year could have consequences. Check your local bylaws, because technically, you have 30 months, but within the consortia, you might have some local bylaws that allow for reallocation of funds within the consortia. And then, like we just said, any remitted '17-'18 funds will be returned to the state general fund. So, before we have Veronica go through a budget revision, let's see if we have any questions. "We request quarterly member"-- OK. Kristen says, so, do funds have a 30-month shelf life or a 36-month shelf life? So, it's a 30-month shelf life with six months to close out, so that's two and a half years. So, year 1 of these funds, for '17-'18-- we issued the funds July 1, 2017. You have the full '17-'18 to spend that. Then you've even got '18-'19 to continue spending that. And then, at the first six months of '19-'20, which would have ended December 31-- that's when the 30-month shelf life ended. So December 31, 2019, would have been the end of '17-'18 funds. So then, like I said, the next six months are spent closing out. We give you a couple of months to make sure you have liquidated all those '17-'18 funds. And then, this month, you report that into NOVA, like Veronica just showed you. You certify it. Then the consortia certifies it. And then, hopefully, you're not remitting any funds. So, hopefully, that makes sense. And Mary Ann says, typically, how much money that's returned to the state is then spent in a given year? So, Mary Ann, usually none. Last year, it was none. Two years ago, it was less than $5,000. So we're hoping it's none. And I did contact all the members that had remaining balances, and their consortia leads and directors assured us that this money would be spent. So we don't like to see you it going in the general fund, because that doesn't help anybody is the consortia. That's why your consortia should have bylaws to reallocate those funds-- so they do get spent down before this recapture phase, or putting it back in the general fund. So, usually, no money's returned, but we've always got to stay on top of that. So, with that, Veronica, let's see. What's the next slide? So, the next slide-- oh, here's the question on closeout before we turn it over to Veronica. Question is, my member needs more time to finalize their closeout report in NOVA. What do I do? So our response is, the consortia has until March 31 to certify Q2 and close out. Work with your members to provide them additional time and allow for consortia review and certification within the March 31 deadline. So you really have this whole month to work through this process. It depends on the consortia, how much time you need, how much time are you willing to give your member if they need extra time. But if you are going to be returning funds to the state, or you think there might be a chance, let us know. Contact TAP. Let us know as soon as you can, and then we'll work with you on that process. And if there's a timing process, like the member just needs another week to finalize some invoice or something, we'll work with you on that as well. But the best thing to do is contact TAP immediately. Let us know, and then we can set up some dialogue to see what the issue is and work through it with you. OK. With that, let's turn it over to Veronica. Oh, wait. There's another question. Darn it. OK, another frequently asked question. "My member's accounting office asked if expenditure closeouts include encumbrances rather than expenditures." And then, our response was, all CAEP activities related to '17-'18 ended on December 31, 2019. The closeout reports must include all confirmed expenditures. We cannot allow for open purchase orders or encumbrances for closeout certification. Please have them contact TAP if they have any questions. So that's how we're closing out funds. So, Gloria says, EDGAR regulations allow for encumbrances to be included in expenditure amounts. Why is CAEP different? CAEP is state funds. So I would check with your community college accounting office and look at their budget and accounting manual to see how they're reporting those funds. But when we close them out, they have to be spent. So if you do have an outstanding encumbrance, I would work back through your accounting office at the college. And if they have questions, they can contact us in the Chancellor's office OK. With that, I think we're ready to have Veronica show us a budget revision. Take it away, Veronica. Thank you. Thank you, Neil. And my apologies. I did jump the gun just a little bit, and I closed out '17-'18 prior to the point where I was supposed to. But we do have the budget revision question that came up, so I'll definitely show you all what that process looks like now. I'm going to navigate back to NOVA and share my screen. So I am back in NOVA, and I have opened up the budget and work plan for Allan Hancock College consortium for the Alan Hancock Joint Community College District. What I would do first, once I get to the budget and work plan-- I would ask the primary contact. The primary contact would first uncertify the budget, and then the member representative will be able to go in to make the budget revisions. So I'm going to select Uncertify, and a message is going to come up that says, "By unsubmitting your budget work plan, you are sending it back to drafts status. The budget work plan must be resubmitted to be eligible for fiscal reporting." And that is definitely true. Another thing that I would like to point out is, at any point, if the budget and work plan is opened by any member within the consortium, other members who are attempting to complete their expenditure reports-- they will not be able to submit or certify, because the budget and work plan is open. The budget and work plan does have to be closed in order for expenditure reports to be submitted and certified. So, if you are trying to submit as a member representative for another agency, but you do not have the Submit button highlighted, and you've completed all of the expenditures, you've completed a corrective action plan, if applicable, you've entered in your summary of the activities, but it's still not submitted, this could be a reason why-- because the budget and work plan is opened by the consortium. So you want to make sure that this is back in "certified" status in order to complete your expenditure report. So that's just something to note as you are moving along throughout the process. So, I'm going to select OK, and this is going to open up the budget and work plan for me to be able to make revisions. So I'm going to first click into the work plan. And although I'm not going to make any changes to the work plan, you still should click into this box so that the system can keep up with what it is that you're trying to do. If there are no changes, I would select Next to get to the budget, and this is where you would make changes to the budget. So, for example, I use a hypothetical example where my expenditures exceeded the budget for object code 1000 by $25,000. So what I would do here is, I would add $25,000 to object code 1000. So I'm going to use my handy dandy calculator. Too much math to do in my head. So now my budget amount for object code 1000, by adding the $25,000, will be $259,728. Now that I've added $25,000 to object code 1000, I need to subtract $25,000 from another line item so that the budget can remain balanced. So I'm going to take off $25,000, let's say from supplies and materials. So I'm going to reduce this $144,243 by $25,000. So that's going to bring me down to $119,243. None of my expenditure targets have changed. I'm still able to meet my expenditure targets in the manner in which I have set forth. So you would just scroll down. Make sure everything is completed as it's supposed to be, and once you've reviewed everything-- as you saw, my remaining balance was $25,000, but I have balanced this, so now my remaining amount is $0. Once I've reviewed everything , I will now go to Next. And then, go to the Preview screen. Make sure all of my numbers are still in alignment with what I want. And then, I would submit. Once I submit, this box will appear to see if there are any comments that you would like to add. So, just for record-keeping, I like to make sure I note any changes that I have completed, so I'll type a note for the consortium as well as the consortium lead to let them know that I made the change. So I will put something simple in, like, "went over budget by $25,000 in object code 1000. Reduced supplies and materials by $25,000." Something short and sweet just to document what it is that you have done. This is not a requirement. It's just for record-keeping, because you never know who needs to access this information at what time. And if information is pertinent for any situations, you want to make sure that you have it recorded. So I'll type in my quick little note I'll press OK. My consortium lead now knows that I have made this budget revision, so then they can come in, and they can either reject my budget revision-- so, maybe that was incorrect. I should have done it another way, or I should have reduced another object code. So they can reject it anytime. If the consortium lead rejects the budget revision, it will go back into draft status, and the member representative will have to go back and make another change and resubmit. However, if the consortium lead knows that this information is correct and are OK with it, they are now able to certify that the revision of $25,000 out of object code 1000 into object code 4000 is correct. And so, now, the budget is back in certification status, and member representatives who are completing their expenditure reports are now able to do so, because the budget and work plan is now back in certification status. So I believe I have answered Kelly's question. I will go back into the PowerPoint and see if there are any other questions or if there is more clarification needed. One second while I do this. So, Veronica, you did answer Kelly's question about the having to resubmit once you uncertified. That's what you just went through, right? Yes. OK. So, then, no other questions. I don't see. But people are typing. And just to clarify for Gloria at Compton College, when you submit your closeout of expenditures, you're following your accounting policies and procedures. So every accounting office follows they're generally accepted accounting principles, whatever that is, and when they submit that, they're following that. They're subject to audit. I would follow along with what they're allowing you to submit. That's why it's always good to run it by your accounting office prior to submitting. There's a question from Stephanie and Sean. Let's take Sean first. "What is the CAEP policy for switching"-- oh, they're similar-- "funds between categories from 1000 to 5000?" I don't think we have a policy on that. In the old days and other programs, like WIOA II, I think there was a 10% rule or something like that. But Veronica, is there any prohibition in NOVA for switching money between object codes? Is there some kind of threshold or anything like that? I don't know of any, but I was just checking with you. No, and there aren't any, just as long as the budget remains balanced. Right. And then the members have to approve it in order to get it certified, so there is some kind of oversight from the membership and the consortia when you're doing these switching of funds. So Sean, what might happen is, your membership might say, hey, I don't like you changing over these hundreds of thousands of dollars in a budget change. We're not going to approve that. That could happen. But that's within your consortia. The state doesn't have any kind of policy on that, nor does NOVA restrict you from doing that. But your membership in your consortia could restrict you from doing that, so I would check with them before you go in, making wholesale changes. So I think Stephanie had a similar question. Can you walk through how to update a past quarter that has already been submitted and certified? I think that's what you showed them, right, Veronica? That you uncertify? Or maybe if you just talk Stephanie through that? Yes. I made the revision to the budget and work plan and not the expenditure report. However, the process is pretty similar. The primary contact/consortium lead would uncertify the expenditure report, and then the member representative will unsubmit the expenditure report. The expenditure report would then be open to make changes to the expenditures by object code, and then it'll do its additions and subtractions. But that's how that worked. And in order to move forward with the next quarter, you would want to submit that quarter expenditure report and then move on to the next quarter. And I also made a note, because I know everyone's asking about accounting principles and how I just arbitrarily reduced by $25,000 from one object code to the next. I'm not personally following any accounting principles. I'm just demonstrating how the system works. But like Neil said, definitely use your local accounting principles from your district office. My examples are just to demonstrate how the system works. Right. Thanks, Veronica. And Christian said, I thought CAEP had a 15% threshold. We used to, back in the old days. But when we moved to NOVA-- I just checked the fiscal management guide. We don't really have any thresholds for budget revisions. We took that out. So it's really up to the consortia and the membership to decide whether they want to go ahead and certify that budget revision, if they're comfortable with it. OK, so I think we covered-- now we're into the juicy stuff. We're almost halfway through, and now we're into the juicy stuff. And if you thought the last two areas that we talked about were juicy, wait 'til you get to allocations and COLA. So, as you know, the governor's proposed budget came out in January. Last week, we released the preliminary allocations for '20-'21 for CAEP. And that was by consortia, and I'll be posting those allocation numbers probably next week, if I get a chance, into NOVA. So if you were miraculously ready to submit your CFAD a month early, you would be able to do so probably by the end of next week. I'll get a chance to enter that into NOVA, and then you'll have a chance to work through your CFAD. CFADs are still due May 2, because we have to turn that around and get an interagency agreement so we're not late sending the money out, and we're trying to work through that and fix that process. The governor usually approves that budget by July 1. I know last year, during the May revise, which is in mid-May, we had a reduction. That affects the schedule. So, if that ever happened this year, we'd have to deal with that as well. And then, lastly, CAEP funds are released by August in 11 installments through May, but that requires that the CDE chancellor's office interagency agreement move the money over to CDE so they can release it for the K12 fiscal agent and K12 direct-funded members. So, we're trying to speed up that process, getting approval of this fund this month, and then starting that interagency agreement in April so we can have it all wrapped up so, when the governor signs the budget, we can be ready to move those funds over to CDE. And then, by August, they will be able to send the schedule to controllers. So you'd get that money maybe late August or September, hopefully, and not December, January, like happened this last year. So let's talk about COLA. With the proposed governor's budget, there was a $2.29 million or $12.3 million COLA. As proposed, that rebenches the CAEP base from $538 million last year to $550,897,000 or $100,000 for next year. So all members are eligible for COLA. The COLA is based on the member's allocation percentage from the prior year's CFAD. The CFADs are critical of posting that member's accurate prior-year amount. And the state made the decision the consortia cannot vote to exclude or prevent a member from receiving COLA, provided that that member received funding in a prior year. So they'd have to go back to that prior year. So if that member wasn't around last year or didn't receive funding, then they don't really have the opportunity to get that COLA, because there's nothing to base it on. So there is one way to increase and decrease allocations during the CFAD process. And so, education code 84914 allows you three circumstances of how you can decrease allocations in this case. So, first off, it would be "The member no longer wishes to provide services consistent with plan." The second one would be "The member cannot provide services that address the needs identified in the plan." And the last one-- "The member has been consistently ineffective in providing services that addresses the needs identified in the Adult Ed plan, and reasonable interventions have not resulted in improvements." So, there's a few scenarios that I want to walk through this on with you. So, we had a case where the consortia used to put money in a pot. And then they said, oh, yeah, we used to put the COLA in a pot, and then we'd give it out on projects and stuff like that. Well, we want to shift it somewhere else. We want to shift that COLA pot to a certain member. So if we do the COLA for everyone, then it'll mess things up. And, looking at this, you could use A on 84914, that the member no longer wishes to provide services consistent with the plan, because if you had a structure that put all the money into a pot, and now you're no longer doing that, and you're changing that, and this member or that member no longer wishes to do that, you could change that money and those allocations around. So that gives you that flexibility under this ed code. Now, if the member doesn't want to go along with that, you can't force them. You can't vote them to do that. It says the member no longer wishes to provide these services, so they would have to give up that money, if it was placed in their district account to hold the consortium money, and you no longer want to do that. Where this becomes problematic is if you want to continue doing that. So let's say you have a consortia pot, and you've been doing this every year. And now, this year, with the mandated COLA, you can't do that, but somehow you want to do that. So you would have to make sure that everyone in the consortia didn't want to get their COLA and that put it into the pot. But if one member wants that COLA, you can't force them not to accept their COLA. So this gets a little tricky and a little risky. Plus, if you keep that money in one member's you're actually rebenching their amount. And we had a problem where a member in a consortia was keeping that consortia pot. And then, one day, they said, oh, we want to give it over to another member, because we want them to hold the consortia pot, and they said, no way. We've got the money. It's based on the prior year, and we're going to spend it. So you've got to be careful, because that money-- if you put it into one member's pot for the consortia, it rebenches their amount, and that's the prior-year amount. You've got to be careful. I know some people like to keep it that way, but it's a really risky move, because people change. Leadership changes. Superintendents change. Memories change. And they could say, no, that money's ours, and where does it say I have to use this for my consortia? So it gets into a bylaws question, and it gets a little messy. So if you want to avoid all that, you could do the COLA. And then, after you did the COLA and submitted the CFAD, you could do an allocation amendment. And that's what Veronica's going to show us next. She's going to show us how to do the CFAD, and then we'll talk about how to do an allocation amendment. So if you don't want to use education code 84914, or you're not comfortable with it, or it's a little slippery on qualifying for these criteria, you can always do an allocation amendment. And we'll talk about that a little bit later. But let me pause there, before I turn it over to Veronica, and see if we have any questions. Crystal says, or if the member doesn't want the COLA. Yeah, so the member no longer wishes to provide services or cannot provide services. Crystal, that would be under education code 84914. So doesn't want it or no longer wishes. So, the COLA is tied to services. So if they say, I don't want this COLA because I don't want to do these services, then that fits under the ed code. So, it's how you want to work it, but the ed code is there for you to use. It is flexible, but it would be up to the member's consent there, in Crystal's case. If the member wants their COLA, they get their COLA. Kelly says, the allocation with the COLA was also for '21-'22. You anticipate that allocation would-- so, Kelly, under state law, we're required to provide a two-year preliminary allocation. What we do is, we provide the '20-'21 allocation, and then we just copy and paste the '21-'22. That's to satisfy the requirement. But it seems, in the last few years, the governor has given us a COLA on top of that, so that always changes that amount. But that's the current rebenched amount, is the 550. So we get 550 in '20-'21. And if the governor doesn't give us a COLA or additional funds, we get 550 in '21-'22. John says, what if our plan that all members have agreed upon is to allocate our COLA based on '20-'21 allocations rather than '19-'20? Our funds have shifted a bit due to consortia moving towards direct funding and realignment of transition services to members, rather than COE. So, John, you would have to use this ed code and the flexibility. You said-- if all members have agreed upon, you'll have to figure out a way that members no longer wish or cannot provide services, those kind of things, to shift that money around. And so you guys would have to work that out to see how this would fall under ed code and how you could stay in compliance, because the COLA goes out to everyone, but you could reduce their amounts based on this ed code. So, John, I would take a look at this, have a discussion with your members, see how you can work through it, see how this can meet your needs. But I'm not going to say you can base it on the '20-'21 or the allocation. You'd have to work within the ed code. And Marisol says, can the fiscal agent hold the additional COLA amount into the plan to spend that additional COLA? So, Marisol, you can do that, but it's a little risky, because we're going to need that amount by member before your plan is due for '20-'21. What will happen is, with the CFAD, this fiscal agent doesn't really have to submit that detailed information, because we're not sending that out, direct-funded. But you do have to submit that information when people are submitting their budgets in their annual plan in August and September. So you get a little bit more time as a fiscal agent, Marisol, but you still have to figure out how much each member is going to receive. So what I would advise-- you give the COLA out and then do an allocation amendment to move that money around. If it's held in the fiscal agent, that makes it a lot easier, rather than sending checks around, if you're direct-funded. Kelly says, what if there is a new AE member that wants to join? That's what I would do an allocation amendment for, Kelly. After people get their COLA, then you could do an allocation amendment to fund that member. But they are not guaranteed to get funding year in and year out, because they're not from the prior year. So that's a problem we're looking at at the state level, because we don't get any new funding for new members. That's something we'll have to think about. But for now, if they weren't in the prior year, they don't get the COLA, but you could still do an allocation amendment to give that money to that member. But you would have to do that each year until we figure out the process for new membership outside of the COLA process. Mary Ann says, with CFADs due May 2, we need to have CFADs completed and presented and proofed in board hearings. Meeting in April. I prefer to take it to the board in March. So if we can get the info in next week, as mentioned, we'd greatly appreciate it. I'll do that, Mary Ann. I'll make sure I get that information into NOVA by next week. Kristen says, our consortia has changed. Which member was the administrative unit to handle shared cost? Does this mean that the member who formerly was the administrative unit has to receive the same level of funding as was previously benchmarked when they were in the AU, and each year, it needs to be invoiced by the new AU? So, unfortunately, ed code says you get the same amount in the prior year, you're stuck in that situation. That's why I caution everyone against having one member hold that fund-- because that rebenches that member's amount. So what you're going to have to do, Kristen-- that one member that was the administrative unit is going to get a little extra because they were holding that for everyone. So now you're going to have to do an allocation amendment to move that money around, and everyone would have to approve that. So, rather than invoice-- I don't know if you remember if you have a fiscal agent or are direct-funded, but you'd have to go through that process using the allocation amendment process. Shannon says, we got a schedule a few months back with the disbursements between July and December, and then monthly from then on. We haven't received February with what's happening to everyone. So, Shannon, I'm assuming you're talking about K12, and CDE is looking into that. I know a member just contacted them yesterday because they didn't get their January payment, so they're following up on it. What I would do is contact TAP, and TAP can communicate through to CDE. Carol and Zachary is aware of this, and they're following up on that. So I believe that is an issue, and I haven't heard back on what they found out. So, Shannon, continue. If that is an issue, work back through TAP. So let's have Veronica-- and I'll type in the chat, but I want to turn to Veronica to start her showing you how to do the CFAD. And Veronica, if you want to take over, I'm going to start responding to these other questions in the interest of time. Is that OK? So, for the CFAD process, it isn't open yet in NOVA, so I was unable to access this year's section of the CFAD. Therefore, I have screenshots for this segment of the webinar. And also, please note that these screenshots are from last year. So if you see 2019-'20 appear everywhere, just know that that's the reason why-- because 2020 to '21 is not quite yet open. So this is the first screen. Once you click on the CFAD link on the Consortium Detail page, this is the first area that you will come in contact with. And the first step is to identify your fiscal declaration, and so this is where you identify what your disbursement method will be for this upcoming year. So, it will tell you what your current disbursement method is. So, for this consortium, their disbursement method is fiscal agent. And then it's ask you if you plan to continue with this selection for 2019-'20. This is the one opportunity you have throughout the program year to change your disbursement method. If the consortium as a whole chooses the change it mid-year, you will have to wait until the following year in order to change the disbursement method. So this is the one opportunity, so please be sure that you know what you want to do for the upcoming program year prior to completing this process. And once you have identified what your disbursement method will be, the second screen that will appear will be information about the upcoming program year. So it will ask you to select your fiscal agent, and then you will provide a narrative, and the narrative will justify how the plan allocations are consistent with your annual adult education plan, based on your three-year plan. So you're going to provide us with a narrative of how you're going to be using the monies for the 2020-to-'21 program year. And then you would check if there are any changes. And then, in the following box, you will provide a description if you did make changes. So, for example, you changed from a direct-funded consortium to a fiscal agent. You will describe why those changes were made, because you changed disbursement methods. So please be sure to provide that information to us. And all of these fields are required, so you want to make sure that you have inputted something so that you can continue on with the process. The next part of the CFAD process-- this is about if you change. But the next section will take you to your agencies and your certifiers. So, for those consortia who have new members who are coming on board, you want to make sure that, at this point, you add them as a new member agency or new certifier, because you want to make sure that you complete this prior to the upcoming program year. I believe you are able to do it if you complete an allocation amendment, but if you do not complete an allocation amendment, there is not another opportunity to add additional agencies or certifiers. So if you choose to add an agency or a certifier, you would do so by clicking the Add Certifier button. Or, at the bottom of the screen, it will have Add Agency. This is also an opportunity to clean up your member representative list. So if you have any member representatives who are currently listed, but they are no longer with the agency, or they are no longer a member of the consortium, you're able to update this information as well by either deleting them. And if you select the Trash Can button here, if you delete them-- I'm going to use the arrow so that you can follow along with what I'm talking about. If you choose to click on the Trash Can button, and you decide to delete them, you will delete them as a member representative for this particular agency. However, they are not deleted from the NOVA system. They're just not assigned to an agency at this time. So if they have other programs, they use NOVA. They'll still keep their credentials. They would just not be a member representative for this particular agency. And so, here, this is just another window and opportunity to select your member representatives and make any changes. There's also the Nonallocated Voting Member Only. So if you have a member who does not receive any CAEP funds, but they are still a voting member, you're able to check this box. And, for example, the program area reporting that comes up in the fall-- when that comes up, they will have to do that particular reporting, but they don't have to do any of the other expenditure reports. They will not have to complete a budget and work plan and things of that nature because they do not receive a CAEP allocation. Also, please note, switching from nonallocated to allocated and vice versa can only take place during the CFAD process. So let's say one of the member agencies decide that they will receive a CAEP allocation. After the CFAD has been submitted, you will not be able to add them as an allocated member until the next CFAD cycle. So definitely make sure that you take care of that, that you make those decisions prior to submitting the CFAD. The next section. Again, like I said, if you want to add a certifier for a member agency, you're able to enter their email address. If they do have an account in NOVA, their email will appear, and then you can add them as a member agency. If they do not have an account or a profile with NOVA, this area right here-- invite them. You can click on this button, type in their email address, as well as their name, and then the NOVA system will alert them that they are being invited to the system, and it will allow them to create their account. So there are two ways to add someone-- either by selecting them from a list, or you can invite them to the system. If you are inviting them, as I mentioned before, you would just enter their first name, last name, and their work email. And again, they will receive a notification for them to create an account within NOVA. So now we have taken care of our agencies and certifiers, and we've completed this process. Now we're going to move on to the member allocations. Now, this information-- you're simply entering the allocations. Decisions about the amount should be made prior to getting to this process and voting on prior to get into this process in NOVA. And all you're simply doing is entering in the information. So you would select on each of the individual boxes and type in whatever the allocation amount is for that particular member agency. So you would do it for all of your agencies who are receiving CAEP funds. They'll all be listed on the right-hand side here. And then, once you finish, the total amount will appear, and then your total CAEP funds-- this amount will already be in the system. Once a CFAD is released, this is the amount the CAEP office will enter into the system for you, and then your total remaining. Again, your total remaining must equal zero in order to proceed. So all of the moneys must be distributed, and the total remaining will be zero in order to complete the process. Once you've done that and you've reviewed everything and you have a zero balance, you are now able to submit. Not submit. You will go on to the next screen. Excuse me. And then, the next screen, like I mentioned-- you will enter in all of the allocations for your members. The total allocated to members will appear. The total CAEP funds will be here, and then your total remaining will be zero. And then, the next screen is a preview screen. So again, you're just reviewing all of your information. And definitely make sure that you review everything for accuracy and completeness, because once you submit it, we are unable to open it again. The next screen is a submission screen, so, up top, there will be a Submission button. It will be in this area. You will select Submit, and you receive this box. Here you can type in any comments you may have to let your approvers know what has been done, if you like. This box does not have to be completed if you do not wish to enter in any information. However, you will have to select OK in order to proceed. And then, once you have hit Submit, this will be the Completed window, and you will see "fiscal declaration submitted" here. So this lets you know that all of your information has been inputted, and you have submitted the CFAD. Now your member representatives have been alerted that you have submitted the CFAD. This is a message that your member representatives will receive once you have submitted the CFAD. It's going to let you know that the CFAD for this particular consortium has been submitted for approval, and then it's going to say, as a member representative of whatever the agency you work for-- it's going to appear and then say, you will need to review the CFAD and approve or reject, and Click Here to access the CFAD. Once they click this button, the CFAD will appear, and they will be able to see all of the information that was inputted, how much each members have received for their annual allocations. And then, at that point, you can either approve or reject. So, all of these other members have already approved the CFAD. This particular member did not approve yet, so they have the option to either approve or reject. Now, if a member rejects the CFAD, they can type in comments as to why they rejected the CFAD and then select OK. Comments are not required in order to submit your rejection. If a rejection is submitted, this is the window that will appear. It will let you know which member has rejected the CFAD and the date to which it was rejected. At this point in time, the consortium as a whole has to come back together and make decisions about the allocations in order to come to a consensus where everyone will approve the CFAD. Now, once that conversation has taken place, changes in the CFAD will need to happen, so at least one dollar amount will need to be changed. And that's based on the consistence from the consortium and the vote from the consortium. and now, an approval process will happen again, and then all members will have to reapprove the CFAD. So again, just showing all members have approved the CFAD, and then this one is still waiting for approval. And then, once that member approves the CFAD, then the CFAD will be processed and completed. Any questions I should be aware of, Neil? No. There's a bunch of questions, but not related to submitting the CFAD. I had to answer-- the allocation amendment, which we'll talk about next, does not rebench the amount for the member. It's a one-time allocation. That's why we recommend using that allocation amendment-- because it doesn't really affect the CFAD. It's after the fact. And then, there was a question about-- when you do the CFAD, and you're using education code 84914 to reduce a member's amount, did that take place in the CFAD or the allocation amendment? And I said the CFAD should reflect all allocation reductions based on ed code 84914 and the COLA amount. Make sure you include the background info on those changes and the decision-making process in the CFAD write-up. And then, I think, once I submit the allocation numbers into NOVA, Veronica would have been able to do the demo, and then you could go in and submit your CFAD. That'll be happening next week. And then, if somebody wanted to add a new member and not allocate, that's fine. You can add new members into NOVA. They don't have to be funded members. And then, someone asked, if they had growth, and they wanted to grow their program, how could they get additional funding? And currently, right now, the COLA is the only way to increase your funds via the state, because those are the only new money, because ed code states you get the same amount as you did in the prior years. When new money comes in, the COLA gives you that additional funding for growth. It's not growth money. It's a COLA. But it is your only opportunity to grow that program. And then, someone says, what was the COLA based on? It's based on your prior-year allocation percentage. So a member got 10% last year on the CFAD. They get 10% of that COLA. Conversely, if the member got 50% of the allocation last year, they get 50% share of that COLA. And then, there's a couple of questions that I have that refer to TAP, like if they had new members that didn't get their email. Someone had a question-- what if a member did not receive a COLA in '19-'20 and now wants a COLA? I'm not sure why they didn't receive a COLA last year-- if it was for cause, like they didn't want it, or they couldn't do it, or they were ineffective. That could be a reason why they got reduced funds. But everyone gets the COLA this year unless you use that ed code 84914 to reduce their fund. And I think we're going to talk about allocation amendment in our last 10 minutes here. So, allocation amendments are a reallocation process in NOVA. After, the CFAD has been submitted, it must be approved and certified by all members in NOVA of your consortia. Allocation amendments do not affect your prior-year allocation, and it doesn't impact future years. It's just an in-year, one-time reallocation of funds. So if you wanted to give a new member $10,000, it doesn't rebench them for next year. It would be an in-year allocation amendment, and they would get the 10,000. But you would have to do that again next year and every other year until they were awarded some kind of funds through the CFAD process. Then you would have to figure out a way of how you were going to do that. Also, some consortia have bylaws that support the allocation amendment process, doing reallocations at certain intervals. But if you want to impact future allocations that come up in the CFAD process that Veronica just went over, it must fall under the three criteria under ed code 84914. That's the only recourse we have for reducing somebody's base funding. I'm going to turn it over to Veronica to go through how that process works, and I'll answer any other questions in the chat. OK. Thank you, Neil. So I am going to go back to the NOVA system and show you the allocation amendment process via a live demo. I'm going to share my screen at this time. OK. So we are back in NOVA, and I am currently on the consortia details page. If I scroll up, I'll see Consortium Details. And then, scroll down. Underneath the CFAD section is where the allocations are. I'm going to click on Start Amendment if I choose to complete an allocation amendment, and you can do this at any time throughout the program year. And you can also go back to prior years. If the program years are still open, the monies have not expired, and there are still monies available. I'm going to start with 2019-'20. I'm going to click on Start Amendment. A window will appear that says to amend your allocations for 2019-'20. You will need to follow the workflow steps, and once submitted, the changes will need to be approved by the member representatives. So I'm OK with that, and I would like to start the process. In here, you can just briefly check your agencies and certifiers. And again, I mentioned before, if you want to add a new member agency, you can do so, and this is the only other opportunity you are able to do this outside of the CFAD process. And this is actually a new feature that has just been implemented. So, my agencies and certifiers are OK for now, or for this point in time, so I'm going to select Next. And then, now my Allocations window will appear. The member agency will be listed. Your current allocation is listed, and these are the allocations that are in accordance with the CFAD, and then whatever your proposed allocations are. So here is where you can remove monies from one member and reallocate it to another member. So let's say Lompoc Unified was willing to give Allan Hancock Joint CCD $10,000 for them to continue some aspect of their programming. So we are going to reduce out Lompoc Unified by $10,000, so their amount is going to go from $969,386 down to $959,386. And I would simply just enter in that information. Once I select Enter, now I see, of course, the total allocated to members, and the total CAEP fund will remain. But now I have $10,000 that is still remaining. And as you can see here, the total remaining must be zero in order to complete this process. Up top, the adjustment. So, you can see, I have reduced Lompoc Unified by $10,000. So now, in order to balance the total remaining, I'm going to add the $10,000 to Allan Hancock Joint CCD. So this will go from $724,060 to $734,060. And then I'm going to select Enter. And once I do that, the adjustment. I'm increasing their allocation amount by $10,000, reducing Lompoc Unified by $10,000. Again, my total allocated to members and available CAEP funds are the same, and my total remaining is zero. So, once I've verified all of this information is correct, I'm able to go on to the next screen by selecting Next here. And then, here, you will see the changes that you have made. The first section talks about the fiscal declaration. So this is everything that was in the CFAD-- the consortium name, their funding channel and narrative. And in 2019-'20, they did not have any changes. Underneath here are their member allocations, and then the adjustments that we just made. And then, underneath there are the certification section. So this lists all of the member representatives who are able to certify and approve. So, I'm going to scroll up top, and I'm going to submit this allocation amendment by pressing the Submit button. Once I do that, the Submission window will appear. There is a comment section available if you want to put any comments in here to let the member representatives know what took place. And then I'm going to select OK, because that box is not required. And once I select OK, the members will be notified that the allocation amendment has taken place, and then they will go in, using that box that I showed you all before, and either approve or reject the allocation amendment. If any one member rejects the allocation amendment, then the process has to, A, either start over again once the consortium has come to a consensus and have voted on it. And then, the second instance is the consortium decides that we do not want to carry on with the allocation amendment. And if that is decided, you are able to cancel the allocation amendment, and all of the previous allocations will revert back, and it will be as if you did not even start the process, because NOVA does not capture that information. So that's all I have, in terms of the allocation amendment. I will go back into the main Adobe Connect room and see if there are any questions for me to address. I think we're OK, Veronica, because we're at time, so I just want to wrap up. We had a lot of questions. We know this process is tricky. Money is always a contentious issue, so we thank you for spending an hour and a half packed full of information, demos, and questions. And for follow-up questions, you can always contact TAP, and we can walk through this process. I'll be posting those NOVA allocations next week. And let's see if there's-- I think there's a couple more slides on here. We were going to talk about how to add a new member, how to update a consortium lead, some training resources, the YouTube videos on NOVA, but you can always contact TAP to get those information or those questions. If your new, TAP can walk you through this process. We will follow up on some of the questions. CDE is following up on that January-February disbursement of funds, and then we're following up with the programmers on a couple of the forecasting questions. But other than that, feel free to follow up with TAP. And Veronica, the webinar recording will include the full chat screen and show the Q&A. Is that correct? I believe. Yes, it will. OK, hooray. So, Kristen, when the archive version becomes available, the recording will show all the live chat that was going on and the responses and things like that. So feel free to follow up with questions back through TAP, and we can confirm if something wasn't answered clearly on the webinar today. But we really appreciate everyone for sticking in there, and we really also appreciate your questions. Thank you so much to Veronica for handling the webinar today and during the demo and showing everybody how to use NOVA. She is our NOVA expert. So thank you once again, and we look forward to seeing you either in person or on the next webinar. Veronica, anything you want to add before we go? I am posting the URL in the chat of where the recording as well as a PowerPoint presentation will be available later on this afternoon. Other than that, I also posted a note. If there are any outstanding questions, as Neil mentioned, definitely feel free to contact TAP. In addition, if there are any problems that you are seeing, or you're having a situation where you're unable to complete the expenditure report, your budget and work plan, or your CFAD, and you would like to hop on Zoom, I'm more than willing to conduct one-on-one sessions with members in order to get everyone what they need and be able to submit their deliverables. That's all I have. But thank you all very much for your participation this afternoon. We will close the webinar screen now. And when we do, the evaluation will appear. Please be sure to let us know what you thought about today's webinar and also to let us know if there are any other areas that you would like for us to cover, as it relates to fiscal reporting, fiscal management, the NOVA system, et cetera. We do use the information from those evaluations in order to provide future training, so we value your opinion. We want to make sure that we are providing you all with as much resources and information as possible. So thank you all very much, and have a great afternoon and weekend.