Speaker 1: Thanks, Veronica. Welcome everyone. Happy Friday. I'm going to quickly go over the member effectiveness slides. But it's really important today, if you're a consortia lead or you're a member district, so that's just to see how you're doing. These reports are like a dashboard for Nova to see all your progress, who is certified, who still has to certify because as you know some of these deliverables, all members have to certify before the consortia can certify, and we know some of the consortia have lots of members.

Some have between 15 and 20, some have from two to three. But it's all good to find out how everyone's doing because of the member effectiveness that we are tracking. So this gives you another tool to use at the regional level in your consortium to see how everyone's doing. And it's very transparent so anybody can look at anybody in any consortia or you can look at other members in your own consortia. So we think this will really be a valuable tool and we look forward to having Veronica demo it.

So let's go with next slide. And so I'll quickly go over the legislative requirements, talk about the assurances, the consortium responsibility, just quickly go over the process, which you, hopefully, have seen in the guidance memo, and then talk a little bit about the same process that we'll have for TOPSPro, and then just cover Governance Certification that will be coming out as part of this CFAD process next year when you certify your allocations. Next slide, please.

I think you went one slide too far. There you go. So in Ed Code, as you know, member effectiveness is defined in the various Ed Code. There is a specific Ed Code about reducing a member's funding and it states either the member can't do it, doesn't want to do it, or is ineffective. And so, we're getting at this ineffectiveness by defining it as part of the deliverables that you have when we set up this member effectiveness process so we can show that we've had a reasonable intervention, which may or may not work. And if it doesn't work, then that member can change to ineffective status and it's up to the consortia whether they reduce their funds or not.

So we'll get into that a little bit later. And then if you want to look at the assurances, all you have to do is go to your certification for your allocations to CFAD. Then before you certify, there's a long list of assurances that you have to follow as a recipient of state funding. So if you're not sure about those, we have those and there are also listed in the memo that we sent out at the beginning of July. Next slide, please.

So when we talk about those assurances, they're divided up into three categories. We talk about membership and decision making, public meetings, and reporting requirements. I think we'll kind of touch on these but they're pretty detailed, so next slide.

So if you're familiar with this, this is part of the beginning of the Ed Code for the Adult Ed Program. It talks about membership, who can be a member, and the decision making process and how those things are decided. Also, we added at the bottom that if the consortium develops any rules and procedures or additional bylaws, charters in addition to this Ed Code that you're supposed to be following those as well agreed upon covenants there. So next slide, please.

Then, of course, we have on the Ed Code around in public meetings. I'm not going to go over this. You can look at the slides later if you want. This is all in Ed Code, that's on the website. And then, of course, reporting requirements. And this is related to your planning, your budgeting, your expense reporting, your Program Area Reporting.

And then the last one, I certify that I understand as a member, if I do not meet any of these items I have certified I will be deemed ineffective, which may result in the loss of funds or reduction of funds. And the Ed Code there is 84914 (b). So if you wanted to look at that, that's pretty exciting. OK. Next slide, please.

So NOVA Certification, when you go into do the certification before May 2, deadline is May 2, the Consortium Fiscal Administrative Declaration or CFAD, when you click Approve in the NOVA system, you're agreeing to all those assurances that I just went through. And then, if you're certifying, it also includes any additional consortium rules and procedures bylaws, charters that the consortium has agreed upon. Next slide, please.

And here's a sample of where you would find it. So we're using Allan Hancock. If you're going to the Consortium Fiscal Administration Declaration, it appears there right before you click Approve. So this is the screen you would see. Next slide, please. And then here are the approval or certifiers that would show up and the time stamp showing Approved by. Next slide, please.

And then this gets into why we created these reports that Veronica is going to show you. The consortia lead or director must monitor member performance related to those assurances that we just went through and identify those members for noncompliance. The consortia lead or director must provide members technical assistance or connect with CAEP TAP as part of the reasonable intervention to help their members.

So I mean, just to back up one step. So if the consortium has bylaws, rules, and procedures that members have been following, they would also fall into this ineffective. It doesn't have to be the state initiating the technical assistance and reasonable intervention. If you have a consortia bylaw that's in addition to the state assurances that we just went over, and that members isn't following them, you would use the same process.

You would go through some kind of reasonable intervention. You could call on CAEP TAP to help you. Or you could provide your own technical assistance, reasonable intervention. Document it that member still isn't adhering to that bylaw or procedure. Then you can call them out as ineffective and just document that. So I'm not sure if everybody was aware of that.

And then just these last two bullets. Once a reasonable intervention has been attempted without success, the technical assistance or professional development, whatever the reasonable intervention is, the consortia may deem that member as ineffective and their funding may be reduced. So the consortium can do it or the state can tell the consortium that, hey, they weren't doing this deliverable. We gave them help, they still didn't do it. So we're going to deem them ineffective but we'll leave it up to the consortia to reduce that member's funding. So that's your choice. And how much you reduce is up to the consortium.

So that's kind of the kicker so you might decide to do a small amount. It's really your call. Now if you continue having problems with your members, and the state's tracking all this, the state's going to say, hey, what's going on with that consortium? And they might do some technical assistance to the consortium. If there's repeat offenders or multiple offenders, and maybe you're not reducing the members funding so they keep repeating and missing deliverables, then the state might look at the consortia as well as those members. So just keep that in mind.

And then, of course, the last bullet. Make sure you document your reasonable intervention or technical assistance. Any public meeting, minutes of how the decision was made, and post that in the Supporting Documentation in NOVA. There's a little document box that you can post things in NOVA for any additional or supporting-- I think it's called Supporting Documentation in NOVA. It's like the last part of your consortia screen in NOVA. Next slide, please. And then here are the reports. Veronica, is this where you were going to take over or?

Speaker 2: No, this was just included in the last presentation that goes over some of the ways that TAP will be able to assist. But I'll cover that in just a moment with the CASAS slide.

Speaker 1: All right. And then, so here's the guidance we released beginning July 1. And so I think we had our first deliverable was the annual plan. So that was due August 15. Actually, the first deliverable was if you're a K-12 or county office, your end of the year report was due to CASAS this August 1. So we have that. It was due August 1. And then we had the annual plan due August 15.

And so CASAS might have sent out a reminder to you about the report. And probably CAEP TAP might be sending out a reminder soon to anybody that didn't certify their annual plan. And then, as you know, a few weeks later, there's an offer of technical assistance, outreach to the consortia lead. And then as we get into the 30-day period and nothing happens, then you might see some of these getting referred to the state for a decision.

So it's all laid out in the memo. That's on the website. It was in the-- I think the first week of July newsletter if you want a frame of reference. I don't know if Holly or Veronica could put a link to that guidance in the chat if they haven't already. But kind of the same thing, the last two bullets is what I already described. So next slide, please.

And then here are the things that we're tracking. Veronica will go over these as far as reports in NOVA. So we have the leverage funds. The actuals are due December 1. We have your expenditure reporting due every quarter. And your Plan Certification this year is just the annual plan and member work plan. And then, of course, after the member work plan, along with your budget, then you have your expenditure reports.

And then the CFAD and Governance will be due next May 2. And then like I said for K-12 and county office only, you have your quarterly student data report in TOPSPro. So those are the ones we're tracking for effectiveness because of the public meeting and the decision making, those are difficult to track as deliverables. And so we're settling on these particular deliverables for our member effectiveness.

Now you might have at your consortia, like I said, additional rules and procedures or bylaws that might include other member effectiveness requirements. So this is just at the state level. The state is usually the minimum. We always encourage consortia to have maybe beyond the minimum, something a little stronger. But the state always does the minimum because we have so many different consortia, 71 in the state. And so we have to be level to all playing fields but your consortia can do something stronger if they wish and a little different, but you always have to adhere to the state minimum, so to speak. Next slide, please.

And then the TOPSPro process, this is kind of similar. On the second day after submission due date, CASAS will send a reminder. And then one week later, they'll send another late submission reminder. And then after the second week, they'll offer technical assistance. So I think we're beyond the second week. And then if the agency fails to follow up one month after the due date and technical assistance hasn't resulted, CASAS will refer that agency to state CAEP office for determination on effectiveness. So next slide, please.

I think Shannon had a comment. Just making a statement for the last. But the colleges are off the hook. Yeah. Well, so, Shannon, the way the student data is reported for noncredit, it's automatically uploaded at the end of the semester when the student data is reported. The MIS systems report all the student data for the college, credit and noncredit. So you don't have to do something in addition to, it's just part of that process. So I guess you could say the colleges are off the hook.

And then, Serena, says do non-WIOA members need to enter their data into TOPSPro? If so, how would consortium know that deliverable was met? So non-WIOA members that are K-12 and county office are required to enter their data into TOPSPro if they receive CAEP funds and Veronica will show you. Actually, CASAS will notify you, the consortia, if one of these non-WIOA members has not submitted their data. So they are part of that member effectiveness process. So if that makes sense, Serena. OK. Great. Next slide, please.

And then here are the-- sorry, just had some technical difficulties. Governance Questions. This will be next year, May 2, you'll have to do this along with the CFAD. We're not going to go over all these but these are the questions and you can download this and look at it later. But there are questions that most of you have seen before when we did the Governance Documentation back in 2015, '16. So next slide, please.

These are familiar questions. We've added just a couple at the end. So next slide, please. More questions. A lot of questions. Next one. This, I think, is the last one. Yeah. So here are the new questions that we'll be asking you. How does the consortium monitor and administer carryover funds? Do you have a bylaw that governs carryover? And then, how does your consortium define member effectiveness?

What bylaws does your consortium have addressing member effectiveness? And then, does the consortium have a formal document? And if you do have a formal document detailing your bylaws and member effectiveness you would put that link in there as well. So that's it. That's on the Consortium Governance. Next slide, please. Veronica, is that the end of this slide deck?

Speaker 2: Yes.

Speaker 1: OK. That was quick. That was 20 minutes of your day that you won't get back but Barack is now going to go over the reports in NOVA pertaining to the effectiveness. So I'll turn it over to Veronica.

Speaker 2: OK. And before we move forward, John raised his hand.

Speaker 1: OK

Speaker 3: Thank you for recognizing that, Veronica. And I was typing the question in the chat. And I do want to say it's super fantastic to actually see you now. I haven't seen you in a while but it's really great to see you. And thank you, Neil, for all this guidance. The question that I have is so we have a number of members that might have carryover and I'm hoping that this would be a question that another consortium might have.

But let's say that we are in agreement in the course of our planning process, both our annual plan and our work plan in terms of funds needing to be sub-allocated from one member to another, and we're all in agreement and perhaps according to the state's definition around carryover and around a couple of other things. Maybe certain members have not been as effective as we would like them to be.

But do we need to go through all of the processes that the state is laying out for us to just subcontract from funds from one member to another if we're all in agreement and everybody recognizes that this is the way that we're approaching the fulfillment of our annual plan, our three-year plan, and our annual planned budget work plan?

Speaker 1: Thanks, John, for the question. Yeah, the carryover is kind of a separate thing on the member effectiveness. I know there's pending legislation that almost got enacted this year and will probably come back again this next year. And so, that's on a separate track. So I'm going to address what the current rules are.

And so on carryover, the rule that we have is we target two years, 24 months to spend the money. With the corrective action plan, you get an additional six months. So that's the 30 month. And then, you close out funds after 30 months, so you can't just spend the funds on any activities after the 30 months, provided that you get that corrective action plan.

So if the consortium decides to move money around between members, that's between the members. And whatever decision making process you use to do an allocation amendment, that's fine. But member effectiveness doesn't really get into carryover.

Speaker 3: OK. All right. So that's fair enough. Well, I just know that even some of the slides that were up there were-- so you're saying, just so that I'm clear, if somebody has got a significant carryover, that has nothing to do with effectiveness?

Speaker 1: Not at this time. But once if that bill goes into effect, then what was proposed in the language since last year was 12 months. And after 12 months you only get to carry over 15%. Anything above 15% gets reallocated among members.

Speaker 3: OK. Got you.

Speaker 1: That's probably going to resurface this year. And then so that will go into the bill making process, which has until September of next year to get blue penciled or approved. And so if it does get approved, it probably would go into effect July 1, 2023, I think, depending on how those bills work. But it's coming so there will be a little more attention paid to carryover.

But this time, we're still with the 24 months to spend, additional six months with the corrective action plan, all approved by the consortia and their members, and then at the end of 30 months, any additional funds gets returned to the state. So consortia can work out before that 30-month period ways to reallocate funds to other members to spend on any of the existing carryover, if that makes sense.

So we haven't really changed anything yet. We do ask the question on the Governance because we know some consortia are developing bylaws around carryover, so we'd like to hear what those bylaws or procedures look like in anticipating the bill that might change the whole direction of carryover and limiting the amount of carryover that you'll have to bring forward or move forward into the next year.

Speaker 2: Hey, Neil.

Speaker 5: Yes. I had a question about the carryover. So you're looking at three different years and we always money in, money out. So we spend whatever comes in first. We spend that. So if in July of 2023, if this was to go in affect, you would be looking at the which year would it be effective?

Speaker 1: Just reading the current legislation that was proposed, it would be all funds that are active. So if you had year 1, active, year 2, and the current year. So for right now, so July 1, you had 2019-20 funds that were still active. If you got that six-month corrective action, you'd have until the end of the year, December 31, to spend on it.

Then you had your 2021 funds that you just got last year and then you're getting your 2021-22 funds that you certified in the CFAD in May, so you really have three active years. And those do, the proposed language was at the end of Q4, when you certify your Q4, they will look at your remaining balances for all those three years. Anything over 15% is subject to reallocation.

Now it's up to the consortia on how they want to reallocate it. And so the member could go forward to the consortium and say, hey, this is what I plan to do with these carryover funds. They make the pitch. Consortium might say, hey, that sounds really good, and they approve that plan. So it's not a hard reallocation of 15%. It's really up to the consortia but it allows the consortia to make that decision. Members just can't hold on to the funds, if that makes sense.

Speaker 5: And so what you could have is you could have 14% carryover for three years happening at the same time, or two years, I guess?

Speaker 1: Yeah, I think the way they're going to do it is just combine it all. And so you won't be able to say, I have 5% here in 1920 and I have 20% carryover or 20% in 1920 and I only have 10% in 2021. We just got the 2021-22 funding. I think what they're going to do is look at all the active funds. So you won't be able to parcel it out like that. It'll just be anything more than 15% of your total allocation that's active. We'll have time to figure it out.

Speaker 5: Thanks.

Speaker 1: Next time. All right. Let's turn it over to Veronica and I'll go to the chat and answer any questions while Veronica shows us these lovely reports. They're pretty sleek so pay attention.

Speaker 2: All right. So let me log into NOVA and close everything else. I'm going to share my screen. So you should be seeing NOVA. Is everyone seeing NOVA at this time? OK, I see yes in the chat. OK. Great. Thank you so much for confirming that. And I'm going to keep my camera off because I don't want my computer to crash while I'm doing this live demo.

But here are the new dashboards and you can find these by logging into your NOVA account. And when you log into your NOVA account, you will come to this blue pane as you would if you were looking for your consortium details. And you would click on your program, so CAEP. And then right underneath the Consortia & Members, the title is Monitor Reports. And so this is where you will be able to open up the new dashboards. Prior to these new dashboards, there was one report and I believe it was just the CFAD Status that was in this area.

So the first thing that you want to do when you are looking at the reports, because everything that you see here is that the consortium level, but if you're looking for specific details as it relates to your consortium or if you were looking at a member district or region, then you would want to select that in using the filters.

And so here are all of the filters that you have accessible to you. First, starting with the Year. The Year will always be the current year that is open and we have not closed out deliverables for that particular year. So in this case, although the year 2021-2022 started July 1 of this year, we're still working through 2020-21. So that's going to always be your default year. It's going to be the active year where you are currently working on CAEP deliverables.

Now once we submit and certify the Q4 expenditures, September 30, then it will convert to starting the new program year, which is 2021-22 However, you do have other years available to you. And so you could start by using your filter. So you have Equal To contains all of the different starting points. We always is Equal To, that will get you the most information. But you can add in other years or you can take away years.

So let's say you do not want to look at 2020-21, you want to look at, let's say, for example 2018-19 because those allocations are expiring December 31, and so you want to see how your consortium is doing when it comes to spending on those moneys/ so you're able to add the different years and so you just do so by starting to type in the years and then all of the years will be made available to you, starting with 2017-18

Now I do have a note to ask the programmer about why that's still here since we technically closed out 2017-18. So we'll just ignore that for now. But 2018-19, 2019-20, 2021-22 are all of the active years. I'm going to keep it at 2020-21 because I will be a part of the demonstration this afternoon. You are able to filter by Consortium Name. Now please note that the consortia names are categorized based on how they are listed when you go over here to this Consortia & Members and you go to search for your consortium.

The one thing that is different is that the numbers that are associated with consortia are not included in this list. So instead of having, let's say, number 1, which we know as Allan Hancock. If I type in 1, nothing will appear. But if I type in Allan Hancock, then Allan Hancock will appear. So I know a lot of us are used to identifying our consortium by the number that's associated with the consortium, in this case, that does not work. So you want to make sure that you type in the actual consortium name as it is listed in NOVA.

So, again, for this demonstration, I want to look at all consortia. So I'm going to remove that. Showing Expenditures With Status, the default is always Certified and Submitted because we want to see both, but you can look at drafts. So for example, if you want to look at a consortium who their annual plan, for example, is in draft status, you do have the opportunity to select Draft as part of your dropdown.

But, again, I'm going to remove Draft because I don't want to look at any draft status list. K-12 members, you do have the opportunity to include K-12 members or remove K-12 members. For this one, you would put in any value you would put in Is and then Yes or No. So if you did not want to include K-12 members in your dropdown, then that's how you will filter them out. For this demonstration, we will include K-12 members. So I'm going to remove that.

You can filter or draw down by Region. Now the regions are the six identified CAEP regions, starting with the North/Far North all the way down to the San Diego Imperial area. So you just type in the name and here is a list of all of the identified regions. So you would just select whichever one that you want to review and it's going to cluster all of the consortia within that particular region. So you will not just be looking at, for example, your consortium unless you specified it up here that you only wanted to look at your consortium. You'll be looking at all of the consortia within that particular region.

You can also draw down by District. And this is by district name. So you want to start typing in whatever district name and these are all of the district names as they appear in NOVA already. So starting with all of the CCDs and then we move on to the K-12. And then we have Expiring Allocation Year. Now here, again, it starts with 2018-19 as the default because it's going to include the default as the moneys that are going to be expiring first.

However, you do have the opportunity to look at other program years and check on the status of spend down there. So you could include 2019-20 if you wanted to and remove 2018-19, so on and so forth. And it also includes 2021-22. And it has prior years as well. But, again, all of those moneys prior to 2018 have been expended, and so there really isn't any reason to look at that information unless you're looking at it for historical purposes.

Now one thing I did not go over is-- let me put back here my year so I don't get any error messages. One thing that I did not go over is this plus sign. So you can add in multiple, so it would be and/or situation. So you can put in, for example, the year 2020-21 or you could put in 2019-20 if you so choose. But I'm going to remove that. Remember I'm looking at the CAEP as a whole, all 71 consortia for the reports that I want to view.

So once you have put in your filters and the details that you want to drill down to, then you're able to hit the Run button. But before I do that, one area that I didn't go over as the Roll Up By. So here, again, I want to look at all 71 consortium. However, if you wanted to roll up by member, by district, or by region, you will have the opportunity to do so. So know that that is available to you as well.

But again, I'm going to keep it to all of its default settings because remember I want to look at everything across the board. And then I'm going to hit Run here. And then that's when the system will run the report based on what I have specified.

Now here, this year here, you do have the opportunity to export. So here when you're doing these filters, you can export the filters as a PDF or by CSVs. However, all of the independent reports that are included in these dashboards, you can download those pieces by-- it downloads into Excel. So I'll show you how we do that in just a moment.

So I'm going to scroll up and I'm going to collapse our filters options. And then I'm going to go to all of the individual reports. On this left-hand side are some basic instructions for you. So like we just did, you use the filters above to narrow your view, the intricate details that you want to review. And then you can export data and I'll show you exactly how you do that.

So the first three reports where it says status-- CFAD Status, Annual Plan Status, Fiscal Report Status. Those are all just status reports. So basically, that says whether you have done something or you have not done something. It doesn't give you the actual numbers, et cetera. So for our CFAD status for 2020-21, all CFADs have been approved by all members.

This Edits Submitted, again, I have to check in with the programmers regarding this because once the CFAD is approved, there are no edits. So I'm not quite sure why we have that there. More to come there. Annual Plan Status for 2020-21, all members have submitted their annual plans. And then to the far right, we see here Approved Member Workplans. So these are your budget and work plans.

And as you can see, we have 386 approved member plans or work plans out of 461 member agencies that are in NOVA. So there are quite a few member agencies that do not currently have approved no plans. And the reason why this could be, especially since we are closing out the 2020-21 program year, is because as you all know when you're going through the expenditure reporting process, there are times when a member agency will need to make budget revisions.

And so the consortia lead or the primary contact opens up their work plan so that they can make those budget revisions. And then the expectation is that once all of the budget revisions have been completed that the member will resubmit and then the consortia lead will recertify. So these are still currently open.

What I would caution everyone is that once your members go to complete their Q4 expenditure reports, they will not be able to submit their Q4 expenditure reports and you will not be able to certify as a consortium until these work plans are submitted and certified. So as we move through and we get closer to the certification date for the Q4 expenditure reports, all 461 member agencies should have approved member plans and, of course, have approved or certified expenditure reports.

So consortium members just keep an eye on this. And if on the fiscal reporting side, if you're unable to submit or certify, check to make sure that your budget and work plan is submitted and certified. And there's a red sentence in the fiscal reports that come up that let you know if your budget and work plan is not submitted or certified.

Now if you want to check to see who has not submitted and certified their member plans, you click on that number and it'll give you a table with all member agencies in it. So it'll give you their region that they are associated, their consortium name, their member name, a proposal ID that's attached to their consortium, the year in which this member plan is associated with, and then Approved Yes or No.

So as you can see there are some members who do not currently have approved member work plans. If you want to drill down further into this particular consortium or region or even the year, you just click on the region, consortium name or year. And it's going to say CAEP reporting. And if you click on CAEP reporting, you will not be filtering all information by the region. So there are 87 agencies within the Bay Area region and so now we're going to be looking at all of the members information for that particular region.

So that's how you drill down just a little bit further. If you want to just do that consortium, we can click on our Filters, and I'm going to remove the Bay Area from our region, but I do want to just look at the consortium. So I believe that particular consortium was San Mateo who had a member that did not have an approved work plan. So if I go back and I run this filter, then it's going to show me the information for San Mateo.

And it's running now. And so I'm going to collapse my filters. And as you can see, there are six out of seven member work plans that are approved for San Mateo. So as we saw before, there was one member who did not have an approved plan. And so now you're able to see all of those details. And if you want to see which member, then is shows you here. Just like you did in the full view.

And again, you can download results by clicking on this Download button and then is going to prompt you to select different specifications for your download. You can leave it in default and it will produce an Excel report. It's going to give you this Alert button that says something about the information was not accurately downloaded or something like that.

Again, that's a note that I have to the programmers to fix. But when you receive that Alert button, you would just click on, I believe, it's Yes. And I clicked on the wrong thing. Is it a trusted site? And then we don't want to add a Word file of the things that didn't work. So you'll just go Delete there. And then you may not be able to see my screen because I was only NOVA but you'll receive the Excel file. Let me do a new share just so you can see what the Excel file looks like.

So here is the Excel file. Again, this is just a status report. So it'll give the region, it'll give the consortium name, the member name, the proposal ID, the year, and then the approved status, yes and no. So those are the Excel reports that you were able to download out of these new dashboards. So I'm going to pop back over to NOVA.

So now you-all should be seeing NOVA again. So I'm going to click out of this. And we're going to go back to our Consortium view. So I'm going to click out of the Consortium Name. And then I'm going to run the report again so that I can get all of the details for all 71 consortia. And then I'm going to collapse my filters, and now I'm back.

So the next status report is the Fiscal Status Report. So these are the quarterly fiscal reports by quarter. And as you can see, most are certified, however, we do have a small percentage that are currently either in draft status or submitted status and then we're working on Quarter 4, so about half of the 71 consortia have submitted their Q4 expenditure report, and then a little less than half is still in draft status.

Again, this is just a status report. And it's for all 71 consortia. And as I was talking about previously when it comes to budget revisions, we also know that when consortia are reconciling during Quarter 4, there are times when you have to go back and update previous expenditure reports. And so that could be why some of these reports are still in either Submit It or Draft status, although we're talking of Quarter 1, Quarter 2, Quarter 3 of the last program year.

Again, the expectation is that once that September 30 deadline approaches that all consortia and members will have certified Quarter 4 expenditure reports. Now please note that once a consortium certifies Quarter 4, you no longer have access to that Quarter 4 data to make edits. So you are no longer able to make edits to the fiscal report and then you're also not able to make edits to the budget and work plan.

So you want to make sure that everything is accurate and complete in its entirety before you hit that Certification button. Or we'll have to get a little crafty in how to reconcile in Quarter 1 of the next program year, although we don't necessarily like to do that.

So here, again, this is by consortium, if you wanted to drill down, you'll use filters to drill down to either the consortia that you are particularly interested in or the member agency that you're interested in. And you have the opportunity to download this data as well. But again, this is the status report so it's just going to tell you the number that has been submitted and certified and the number that has not.

So moving forward, and I'm looking at time and we have about 30 more minutes, so I want to not necessarily go through this too swiftly but make sure that we keep up with the allotted time we have for today. So the next area is Remaining Budget and Carryover. Again, this is at the consortium level and this is only based on the 2020-21 program year. This area right here. Only based on the 2020-21 program year.

So it's not including 2019-20. It's not including 2018-19. Only the 2020-21 program year. So of the total amount allocated to CAEP as a whole, $384,038,099 have been expended, and this is the remaining budget for this particular program year. So we have 38% of the budget is unspent. Again, this is at the consortium level.

And then we move down to Expiring Allocation. So again, this is for our oldest moneys first. So 2018-19 is about to expire. And here when you hover over the bar, you see the allocation year, 2018-19 and then you see the consortium allocation. So in 2018-19, CAEP was awarded $521,652,969. And when you look at the earmarked expenditures, $518,201,821 have been earmarked for expenditures. And so that leaves us with a little bit more to expand before that December 31 deadline. So just keep that in mind.

And again, you're able to download this data. But at this point, it's going to give you for the entire CAEP and not individual consortium and numbers. Now, if we scroll down here to Year-to-date Expenditures, again, this is at the consortium level. We're going to not pay attention to 2017-18 at this time, but 2018-19 is currently our oldest moneys.

And so you're going to look and you're able to see the expenditures for all 71 consortia by quarter and how much is remaining for the program year for all 71 consortia. So you can see that there's about 19% that is still remaining to be spent, has not been earmarked yet. And then you can see all of the other expenditures and remaining funds.

And then we pop over to the right, Expenditure Category. So this is by object code So 1,000 through 7,000. And you're able to see a pie chart of the CAEP expenditures by object code So as you can see, Instructional Salaries account for about 40% of the total CAEP pot. And you can see the breakdown of the other object codes, including Indirect.

And then underneath here, now this is by consortium. So you are able to see all 71 consortia and their expenditures by their year-to-date expenditures by quarter. I'll get my cursors together so it doesn't keep moving. So here you have the academic year you have the construction the year today expenditures for this particular consortia by quarter.

So it's going to give you the year-to-date expenditure and the year-to-date percent budget spent. And again, that's across all each of the 71 consortia for Quarter 1 through 4. And again, this only includes the 2020-21 program year and how much has been spent in total.

And then the last dashboard that we have available to you-all, is the Expenditure By Object Code by consortium. So here you're able to see by object code how much each consortium is spending of their total budget, including indirect costs. So again, those are all of the dashboards that we have available. All of these dashboards are able to be downloaded by just clicking on this button and clicking on Download Data. It's going to appear in Excel.

Right now there is an error message that is coming up. I will be communicating with the programmers to see what's going on with that. So hopefully, you-all do not have that experience as you are working through these dashboards. n, Again this is the total CAEP Consortium view. You are able to use the filters up here to filter or drill down to the details that you are particularly interested in.

So that is all that I have. I'm going to pop over to the chat because I see that there are questions in there. Looks like no questions for me.

Speaker 1: I think we're OK on questions. Just people are all excited.

Speaker 2: Oh, good.

Speaker 1: The one thing I noticed so we did close up for 2018-19 at Q2 but there could be some members that haven't filed their Q2 yet or haven't certified it, and maybe that's what's showing as the remaining balance. So at the end of this year, we're ending the 2019-20 funds but that'll be December 31.

And this is a good tool, because then you can go back and see, oh, somebody from my consortium forgot to file their Q2. And so, it's showing remaining funds and/or they haven't filed the quarterly reports for the last three quarters and that's going to hold up by member work plan and budget for this coming year. So everything's tied together.

So one member has forgotten to do something, it'll affect the whole consortia. So that's why these reports will be really helpful for you to find those lost sheep out there that might be holding up the whole consortia and they don't even know it. I don't know if anybody had any questions or comments. Veronica, I don't know if there's anything else you wanted to share.

Speaker 2: No. That is all that I had. I'm just showing you all how to use these reports and the different views or lenses that you can review the reports. Again, I think that they will be very beneficial for you-all to have that quick, at-a-glance pulse on what's going on across the CAEP, but then also within your respective consortia or region or whatever reports you're looking at. Hopefully, this will be beneficial for you-all.

Speaker 1: Veronica, a quick question from Lori. Is the program area reports included on this as a lookup for ones doing September and the actuals in December?

Speaker 2: They are not included at this time.

Speaker 1: OK. So that's something we probably want to add for next time. Thank you for pointing that out, Lori. I did have one question. So, Veronica, you'll be using this tool as well or CAEP TAP will be using this tool as well to see who might need a reminder, who might need technical assistance. And then the state also can be using this tool to determine if there's an effective member and waiting to see if technical assistance and reasonable intervention has helped. If not, then the state would have to make that decision.

And we could use this as a tool to look at a history what's going on with these members that might not be following the assurances and deliverables. So if you do have questions, I'm sure CAEP TAP will get really familiar with these reports. So they can walk you through if today's tutorial, it didn't stick or you just need a little extra nudge to begin using it and fool around.

Speaker 2: Yes, absolutely. And we have recorded this. So it will be available once we have it remediated. And we will also be providing an instructional guide. It's pretty intuitive but, again, there are different ways that you can look at the data. So we'll be providing that instructional guide to you-all so that you will have a document that guide you through how to look at all of these different reports.

Speaker 1: I don't know if Sherri Watkins was on. She has one of the bigger consortium. But I think Ed was on the call. So those consortium with lots of members, this will be a real helpful tool to identify those members that might not be timely in holding up the rest of the consortium members. So I know there's some bigger consortia out there that this could be helpful.

And then if you're just curious from a statewide perspective or you want to look at spending statewide or carryover statewide, this is the tool that you can use as well. So very transparent. All the information is here. And so you can keep everyone honest, including the state as well as your members and your consortia. So how about it?

Speaker 2: All right. So I will stop sharing as I do not see any additional questions. The computer is doing well. So now do you have anything else in closing?

Speaker 1: No. This is great. I appreciate the NOVA programmers and CAEP TAP and, Veronica, to your presentation today. So I look forward to seeing how many users get into these reports. I think Adele had a question though.

Speaker 2: Yes, go ahead. Go ahead, Adele.

Speaker 6: Can you hear me? Hi. I did have a question and you might have already addressed it. I don't know. When we're doing the NOVA planning, do we put anything in for CARES or GEER funding if we receive that?