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CMR Instructions

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					                     INSTRUCTIONS FOR USING THE
                WEB-BASED ELECTRONIC ROSTER SYSTEM


SECTION 1: INTRODUCTION

As you know, school-based programs are required to use our web-based
electronic roster system (often referred to as the “CMR” system) in order for
payments to be processed. The purpose of these instructions is to detail the
following:

       The necessary steps for new schools to become set up in the system

       The annual and monthly procedures that must be followed in order for
        payment to be properly processed

       Other useful system functions.


SECTION 2: INITIAL SETUP

Please sign in on the following web site (see Section 4 for details):

https://dfoforms.nycenet.edu/webschool/signin.aspx

When you sign in for the first time, you should re-set your site passwords
(Section 5, page 2) and set up the profiles for your agency and school site(s)
(Section 5.2-School Profile and Agency Profile, pages 7-8).


SECTION 3: WHAT YOU MUST DO ON A REGULAR BASIS

Calendars
In the beginning of each fiscal year, if you provide summer services, you must
enter the summer calendar for each of your school sites (Section 5.2-School
Calendar, page 10). You will not be paid for summer services unless you submit
your summer calendar(s). You must enter your calendar(s) for the 10-month
school year by the first week of September in order to receive your first payment
by September 15th. Payment will not be processed if you do not enter your
calendar(s).

Certifying Rosters
Monthly rosters must be certified by the 10th day of the following month (e.g.
Sept. roster due October 10, Oct. roster due Nov. 10) (See Section 5.1-Certify


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Students). Each monthly roster should be cumulative, year to date, and continue
to list students who previously established enrollment during the year and were
discharged, with their correct enrollment to/from dates. Payments will not be
processed for any schools that have not certified their monthly rosters by the end
of October.

First Attend Dates
First attend dates (also referred to as enrollment start dates) must be entered for
each student. (See Section 5.1, Editing a Student (All Other) and Editing a
Student (SEIT), pages 5-6). Payments will not be processed beyond October for
pre-school and in-State school-age programs nor will they be processed beyond
November for out-of-State school-age programs if first attend dates are not
entered.

Mid-Year Changes
Students with mid-year approval changes (e.g. Program code, 1:1 Aide, group
size, frequency etc.) should be discharged as of the last effective date of the
initial approval and then added with a new approval and authorization to/from
date for the change (See Section 5.1, Editing a Student (All Other), Editing a
Student (SEIT), and Add Student, pages 5-6). You should list students with such
mid-year changes on the roster TWICE, with the appropriate from/to
authorization and attendance dates for each program.


SECTION 4: ACCESSING SITE

All school-based agencies have been set-up as users with the user ID equal to
their NYC Department of Education vendor number for the agency. Enter your
vendor number on the initial screen and click the login box.

 Vendor Login


 Federal Tax ID Number




SECTION 5: MAIN SCREEN

The system will bring up the main screen listing the individual sites under your
agency as well as a selection “ALL” that will show the rosters for all schools. The
system requires a password to access any individual site or all sites (example
below). The initial password to access the web site and view “ALL” is the same
as the vendor number. The initial password to view rosters for each individual
site is the 4 digit BCA school code (eg. C150, 0150). Select “ALL” and enter the
vendor number as the password on the screen and again click the login box on


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the screen. Passwords to view all, or individual sites can be reset by users by
selecting the toolbar for “Vendor Profile” and “School Profile”. (see Section 5.2 –
School Profile and Agency Profile, pages 7-8)

  School Login


  School Code
    ALL

  Password




After successfully gaining access to the site, the following menu will appear:

School Code
  ALL

School Year

  04-05

Service Code

  All Other


- School Profile


- Payment


- School Calendar


- Agency Profile


- Upload Roster


- Program Vacancy


          5.1 – Dropdown Options

          On the main screen, you will have the following dropdown menus to
          choose from for your criteria:

          School Code - You can select a specific site from a dropdown that
          displays all individual sites under your agency that is on file as well as
          “ALL,” which will display all students regardless of site. Any previous sites
          used by your agency, even if currently inactive, will be displayed.
          (Currently we cannot remove inactive sites from the dropdown, so please
          disregard those). You should not see, nor should you enter, any
          approvals in those sites. If you are an administrator, you will be able to


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                    choose the school whose roster you want to view or view the roster of all
                    schools. If you belong to only one school, you will only see your school.

                    School Year - You will be able to view your roster by school year. It will
                    default to the current school year.

                    Service Code- Current service codes are SEIT and ALL OTHER (ie.
                    Center based programs/Tuition). Rosters for agencies that provide both
                    services must be viewed separately by Service Code.

                    Viewing Your Roster

                    Once you have criteria, click      . Note: If you choose to view the roster of
                    all schools, you will be given a warning of the roster taking a few minutes
                    to load. You will see a list of all students on your school/agency’s roster
                    with the given criteria from the main screen. For each student, you will see
                    the following columns:

                    School ID (the school code)
                    OSIS Number
                    Name (Last, First)
                    Program Code
                    Authorized Start Date
                    Authorized Stop Date
                    Enrollment Start Date
                    Enrollment Stop Date

            SAMPLE ROSTER
                School                                  Auth.     Auth    Enroll     Enroll    Not In    Recently
Edit OSIS         ID     Name         Fund Prog Code    Start     Stop    Start       Stop     Agency   Edited/Add

    123456789   Q999     Chico Smith 4408 01           07/01/06 07/26/06 07/05/06   07/26/06                *

    234567891   Q999     Jose Berry   4407 01          09/01/06 06/30/07 09/06/06

    345678912   Q999     Larry Chu    4407 01          09/01/06 06/30/07 09/06/06


                    You will be able to sort the roster by any of the above listed criteria. The
                    next column is “Not in Your Agency.” If you notice that the listed child has
                    never been in your agency, click the “ ” next to the student under the Not
                    in Agency column. This does not eliminate the student from the system.
                    Rather, it clarifies that the student is not in your agency. Do not click this if
                    the student was on your roster but is not anymore. This is only for
                    students who have never been in your agency.

                    You may convert the roster into Excel format by clicking the Excel icon on
                    the top left of the page. A box will appear containing the list. Click
                    “Download Excel” and a dialog box will come up. Click “open”. You will
                    now have the roster in Excel.


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Editing a Student (All Other) - To edit a student’s profile, click on the
icon. You will be able to edit the following fields:

School ID
Program Code
Program Length (summer or winter)
Authorization Start and Stop Dates
Enrollment Start and Stop Dates
RDNA Date
1:1 Aid (Y or N)

The School ID, program code, program length, and 1:1 aid can be chosen
through a dropdown menu. All of the dates can be typed in or chosen on
a calendar by clicking   . The group size and frequency fields are not
required for All Other.

You will be unable to edit the following fields:

Name
Date of Birth
Home District Service Code

If any of those fields are incorrect, click on to email the corrections to
our central office. When you are finished editing the student’s profile, click
          .

Note: whenever a student’s profile has been edited, an asterisk will
appear in the ‘Recently Edited’ column. The student’s profile will be
flagged as recently updated until the next certifications.

Editing a Student (SEIT) - To edit a SEIT student’s profile, click on the
icon. You will be able to edit the following fields:

School ID
Authorization Start and Stop Dates
Group Size
Frequency


The School ID can be chosen on a dropdown menu. All of the dates can
be typed in or chosen on a calendar by clicking . The group size (two
digits) and the frequency (four digits) can be typed in.


You will be unable to edit the following fields:



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Name
Date of Birth Home
District
Service Code

If any of those fields are incorrect, click on   to email the corrections to
our central office.

When you are finished editing the student’s profile, click            .

Note: whenever a student’s profile has been edited, an asterisk will
appear in the ‘Recently Edited’ column. The student’s profile will be
flagged as recently updated until the next certifications.


Add Student (This option appears under the dropdown options when you
are viewing your roster) - To add a student to your roster, click on “Add
Student.” You must then enter the OSIS number of the student you want
to add and click               . Once you have retrieved the student
information, choose the service code. You will then be able to enter in all
of the required fields (depending on your service code). Once you have
reached this step, the process is the same as when you are editing a
student.

Other notes: On the All Other service code, the only fields that are eligible
to be filled in that aren’t required are the enrollment dates. When choosing
a program length, the authorization dates will automatically be filled in,
though you will be able to edit them.

When you are finished filling in all of the student’s profile information, click
          .

Certify Students (This option appears under the dropdown options when
you are viewing your roster) – This option is available to administrators
only. You must certify your student roster every month (whether or not
you have made corrections). The current month for certifying students is
listed in red on the lower left in the application. To officially certify the
students for that month, click “Certify Students.”

The next screen will give you the terms and conditions of certifying your
students. You must enter your title, name, and re-enter your password to
continue the process. Once this has been done, click I agree to the
above terms. Then click                   when it appears.




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On the next screen, you must click                           to print or save
your roster. It is necessary to do this, and you will not be able to continue
until you have done this.

You will then see a window pop up with the list of all of your roster’s
students within the given criteria. To print a physical copy of this record,
click the “Print” icon. To save the data, click the “Download Excel” icon. To
cancel this, click the “Cancel” icon. When you are finished, click the
“Close” icon, which will appear once you are finished.


5.2 - OTHER OPTIONS

In addition to the dropdown options, the main screen contains the
following six options:

School Profile and Agency Profile - The system has an “Agency Profile” as
well as individual “School Profile” for each school site under an agency.
You should complete the agency profile as well as a school profile for
each of your sites. You have the option of using the same information for
all profiles to centralize data entry for your agency or create individual site
contacts and passwords in each school profile that allow users within your
agency to view and update only that individual site’s roster.

Please complete ALL fields in both the Agency and School profiles.

The FMS field on the vendor profile is your agency’s 11-digit NYC
Comptroller ID that corresponds with your vendor number. The number is
listed as the “Vendor Code” in the upper left corner of check stubs issued
by the NYC.

The BEDS code field is the NY-SED issued 12 digit identification number
for your site(s).

The password must be alphanumeric and can up to 20 characters.

Below is the screen for updating the agency profile:

Please Update Vendor Information

Tax ID               Prefix
 123456789

Name




Address 1




                                   7
    ATT:

Address 2



City                   State       Zip
                         NY

E-mail



FMS



     Change Password


Below is the screen for updating the school profile
Please Update School Information

School Name            Dist        Boro
    C123               ##
School Name




Address



City                   State       Zip
                         NY

E-mail



Phone

(              )               -
BEDS Code




     Change Password




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          Payment - Users will have the option to view the payments received by the
          agency and/or school. Simply click “Payment.”

          Once you have done that, you will have two search options once you are
          in payment inquiry. You may search for payments by school/student or
          search by vendor/voucher.

          When you search for payments by a school/student, you will be given
          three fields to fill in: OSIS number, start date, and end date. You can fill in
          all three fields if you choose. You can also fill in the OSIS number by itself
          or the dates (you must enter an ending date if entering a start date, and
          vice versa). You also have the option to not fill in any criteria at all. Note:
          a particular school (and not the agency as a whole) must be chosen if you
          are looking for all payments.

          When you search for payments by a vendor/voucher, you will be given
          three fields to fill in: voucher number, start date, and end date. You can fill
          in all three fields if you choose. You can also fill in the voucher number by
          itself or the dates (you must enter an ending date if entering a start date,
          and vice versa). You also have the option to not fill in any criteria at all.
          Note: a particular school (and not the agency as a whole) must be chosen
          if you are looking for all payments.

          You will then see a list of payments made within the given criteria (see
          sample below). You may convert this list into Excel format, by first
          navigating to the last page and clicking “Download Excel.” A dialogue box
          will open, on which you will click “Open.” You will now have the chart in
          Excel.


SAMPLE
PAYMENT
SCREEN
  Year    School     OSIS      Name SV PR Start Date   End Date   Pay Date   Unit   Amount   Voucher
                                                                           $
  07      Q999                 Smith ED 01 01/01/07 01/31/07 12/12/06 4.00   UE08965
                   123456789                                         4000.00
                                                                           $
  07      Q999 234567891 Berry ED 01 12/01/06 12/29/06 12/12/06 4.00         UE09875
                                                                     4000.00
                                                                           $
  07      Q999 345678912 Chu ED 01 01/01/07 01/31/07 12/12/06 4.00           UE01235
                                                                     4000.00




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School Calendar - The user will be able to update a school’s calendar for
the current and/or upcoming fiscal year. They will also be able to view the
calendar for the previous fiscal year.

To update and/or view calendar, choose the following:

Fiscal year
School ID
Program Code


If a calendar does not exist for the given criteria, the user will be asked if
they wish to copy a valid calendar from another program code. Otherwise,
the user will be asked if they wish to create a new calendar.

Once an existing calendar is detected, the user will see a list of upcoming
school days as well as a legends table. To edit a day on the calendar,
click                  under the month in which you wish to update.

Once the user has chosen the month, they will notice a dropdown list
under each weekday. This list indicates what type of event is expected at
the school for this day. The user can make changes to any of the days
with dropdown menus within this given month. In order for the changes to
be temporarily saved (you can browse to other months or back to the
home calendar page), you must click                             .

To delete any changes you have made to the calendar before submission,
please click                      .

Note: saving the changes to each calendar is only temporary. To make
any changes to a calendar permanent, click                     . Once the
user has done this, the calendar for the given school will appear with the
changes as the default calendar any time it is opened.

Upload Roster - Users may upload their rosters to the website. Simply
click Upload Roster. Once you have done that, you will be taken to a
screen where you will be given the option to browse for the roster file you
wish to upload. Once you have found it, click “Upload" to successfully
upload your current roster to the site. Note: You will only be able to
upload files that have a .csv suffix (not .xls, .doc, or any other
suffixes).



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As an alternative to uploading the roster, a CSV file containing your
information can be sent via e-mail to the following address:

                  cafsapproval@famis.nycenet.edu

You will receive an e-mail response confirming only the receipt of your file,
but it will not indicate whether it conforms to the layout nor will it indicate if
it ran successfully. Please do not send any e-mail messages other than
the roster file to this address.

Electronic files, whether submitted via e-mail or uploaded through the web
site, must be CSV files that conform exactly to the following format. Any
deviation in the format will prevent successful update and a resultant
payment adjustment in our system.

Email files are run overnight and the resultant updated roster can be
viewed for accuracy the following day on the website. Use of the email file
method does not preclude additional modifications and resubmission of
corrections on the web if necessary.

The file is a comma delineated text (CSV) file containing the following
elements and exact field lengths and format, left to right.

ROSTER DATE -                10 characters - date format - MM/DD/YYYY
FEDERAL TAX ID -             09 characters
VENDOR PASSWORD -            20 characters
STUDENT OSIS ID -            09 characters
LAST NAME -                  15 characters
FIRST NAME -                 15 characters
DATE OF BIRTH -              10 characters - date format - MM/DD/YYYY
HOME DISTRICT -              02 characters
SCHOOL ID -                  04 characters
PROGRAM CODE -               02 characters
ENROLLMENT DATE -            10 characters - date format - MM/DD/YYYY
DISCHARGE DATE -             10 characters - date format - MM/DD/YYYY
RDNA DATE -                  10 characters - date format - MM/DD/YYYY
1:1 INDICATOR -              01 characters - ('Y'/'N'/blank)
FREQUENCY -                  04 characters - number of sessions per week
GROUP SIZE -                 02 characters

NOTE: FREQUENCY and GROUP SIZE are applicable only for SEIT.



Program Vacancy - The program vacancy allows agencies and schools to
add the vacancies for any given program for a selected time period. To



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add a vacancy, you will need to select the school, program code, and
vacancy month. You will also need to enter the student:teacher:helper
ratio, as well as the current number of vacancies for that program. You
can also add any additional comments.

The program also allows the agencies and schools (as well as
administrators) to retrieve vacancies already entered into the system.
Simply enter the criteria in which you are searching to retrieve the data.

Note: The only required field is the Time Period (marked “Vacancy as of”).




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