2.1. Setting up the Funding Stream Record

Records have been created for the major OEC funding streams (RTT, SR, ITQA, CCCAP). You will need to verify some information in each one.

Find all funding streams for your council.
1. Click on Funding Streams (or click the More Options arrow and choose Funding Streams).


2. Find the funding stream you want to change.


Input the Grant Lead (who manages the grant and is notified for major actions).

1. On the Program Summary tab, scroll down to the Key Contacts section and click Grant Lead.
2. Type in the council employee who will manage this grant.

3. Type in the Program Officer name from who is managing the grant on the grantor side (e.g. for OEC grants, Monica Carr, Emily Wengrovius, Michelle Gonzalez, or Kelly Wilson.


4. Click Save.

Fill in Who Signs the MOUS
  • The default is that the Primary Contact/Portal Admin on the Provider Account record signs the MOU first.
  • The Primary Contact/Portal Admin on the Council Account record signs the MOU second.


To change who signs the MOU for the Provider:

1. Go to the Account record for the Provider. 

2. On the Overview tab, scroll down to Key Contacts, click the Pencil to the left of Primary Contact/Portal Admin field and enter the contact name for who will sign for the provider. 

3. Click Save.


Note: If the Contact name does not exist, you will need to create a contact record. If the name appears more than once when you type it in, the records need to be merged. If the Primary Contact Email does not fill-in after you click Save or with the right name, you will need to go back to the Contact record to edit the email. In any of these cases if you need help, send a support ticket.


To change who signs the MOU for the Council:

1. Go to the Account record for the Council. 

2. On the Overview tab, scroll down to Key Contacts, click the Pencil to the left of Primary Contact/Portal Admin field and enter the contact name for who will sign for the Council. 

3. Click Save.


See the notes above for the Provider.


Note: There are additional fields on the Funding Stream Record, Application Setup tab in the MOU Signers Setup section that allow you to change the order of the signers and add a third and fourth signer. However, if you need to change the number of signers, you should send a ticket to support because the EchoSign Template Name and Subject field also needs to be changed in Sugar and possibly a new document created in Adobe/EchoSign. 


Fill in Key Funding Stream Budget and Coaching Fields

Below is an example for RTT QI Funding Stream, but the same steps can be used for the other funding streams. This document covers the required fields in the funding stream, the next step (2.2) will cover details for all funding fields.


If you haven’t already updated your RTT QI dollars and coaching budgets in Sugar, you must update them on the Funding Stream record to reflect your currently approved QI Dollar and Coaching allocations in order to continue accepting RTT participants.


 Find your budget.

 Find the totals for the following:

1. Other Direct QI Budget 

2. QI Dollars Reserved for Participants Assignment Budget

3. Projected Internal Coaching Hours (see below for an estimate if not already in budget)

4. Projected External Coaching Hours 

5. External Coaching Rate


To enter the minimum of your numbers required to do spending and coaching, do the following:


1. Open your Funding Stream record in Sugar.

a. Click the Funding Streams module (or the More Items down arrow and choose Funding Streams).

b. Select the Funding Stream you want to edit.

2. Click on the QI Dollars Detail tab and enter Other Direct QI Budget (the example is 20,420) and QI Dollars Reserved for Participants (the example is 16,336). If you don't have discretionary funds, enter the same amount in the second field as the first field. The example shows a Funding Stream that allows 20% discretionary funds (usually the maximum). You would need to use a calculator to get the 80%. $20,420 times 0.80 is $16,336.


Note: For RTT 16-17 there is no discretionary dollars so the first two fields should match.

 

 

3. If your Council uses External Coaches, click on the External Coaching Detail tab and enter the Projected External Coaching Hours and the External Coaching Rate. The example is 50 hours and a rate of $100.00/hour). 

 


 

4. Click on the Internal Coaching Detail tab and enter Projected Internal Coaching Hours (the example is 340).



 


5. Click on the Save button.



Notes: 


To estimate hours for internal coaching, some Councils use the following rule of thumb: For every three hours an internal coach works, one hour is direct coaching for the provider. This means that 2 out of the 3 hours worked would be for office work, personal professional development, attending meetings, and driving to and from the site. 


  • Use the formula Full time equivalent times 2080 (hours per year) divided by 3.
  • So if you had a coach that spent 0.4 FTE for this grant, the total hours for the year calculation would be:
    • 0.4 * 2080/3 = 277.3333 (which would would put in 4 above as 277).
  • If you had 2.5 FTE coaches (a total of two and a half people):
    • 2.5 * 2080/3 = 1733
  • Using this assumption, an average coach would work 40/3 or about 13 hours a week directly for a provider. 

For both internal and external coaching, OEC will give you a rate of up to $100/hour for each direct coaching hour with the provider. This means that if your actual external coaching rate is $50/hour you could give twice as many hours as the program calculates or bill OEC for coach training, mileage (if your contractor bills separately), and coaching supplies and materials.




Implications for Pooled Requisitions

If you specify a budget for dollars or internal or external coaching for the first time, Sugar will automatically create a pooled requisition for the matching assignment type and relate it to the funding stream. So if you update the budget on the funding stream and then reload the pooled requisition, you will see that the assigned balance adjusts to match the budget on the funding stream.