Tiered Monitoring System (TMS) Access and Usage 21 st CCLC & SAC Afterschool Programs ACCESS AFTERSCHOOL PROGRAMS

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1 Tiered Monitoring System (TMS) Access and Usage 21 st CCLC & SAC Afterschool Programs The monitoring process for Afterschool Programs will be conducted through the TMS within the DESE Web Applications system. Sub grantees may obtain a copy of the monitoring schedule from the Afterschool Portal under procedures and report forms tab. No matter what type of monitoring the sub grantee has been selected for (on site, phone or selfassessment), sub grantees will be required to utilize TMS for all phases of the selected monitoring process. ACCESS AFTERSCHOOL PROGRAMS LEA (District) DIRECTIONS Determining Access: Decide which staff will be using TMS (you can have as many as you prefer) for afterschool monitoring. Determine if staff already has access to DESE Web Applications or not (access would have been previously given because of access needed for other DESE funded programs such as epegs, other federal monitoring, etc.). If they have access to Web Applications be sure they have also been given access to TMS and the Afterschool Programs portion. If they do not have access to TMS and/or to the Afterschool Program portion of TMS, then they will need to contact the user manager for the district. The user manager can then grant access to TMS and to the Afterschool Program portion. NOTE: the user manager must also have granted themselves access to TMS in order to assign user levels within the TMS system. If you do not know who the user manager is for the district, you may try the following: Check with the district staff who works with the Federal Programs (Title I, Migrant, Homeless, etc.). Check with the superintendent /administration office. If still unknown, contact the DESE afterschool office for assistance. Granting Access: 1. The district/lea s user manager must log into the DESE Web Applications. Select User Manager from the Web Application menu. 2. Select User Access from the left navigation menu. 3. For a new user, select Add User to District. a. Perform a search to see the user has a current ID. b. If not, the user must create a public account. c. Once the ID is created, select Add User to District and using the newly created ID, add the user to the district. d. At the bottom of the screen, under Cross Divisional, grant either District_Submit (for TMS District Administrator) or District_Save (for Users You will assign access level in TMS) rights and click save. Please note: District_Submit or District_Save option will not appear until the district/lea has been assigned by DESE to the applicable monitoring process.

2 e. If selecting District_Save (for Users), a Tiered Monitoring District Administrator will need to grant duties to all users within TMS. This is done by following steps For an existing user (has an existing ID), select Modify District User. a. At the bottom of the screen, under Cross Divisional, grant either District_Submit (for TMS Distict Administrator) or District_Save (for Users You will assign access level in TMS) rights and click save. Please note: District_Submit or District_Save option will not appear until the district/lea has been assigned by DESE to the applicable monitoring process. b. If selecting District_Save (for Users), the Tiered Monitoring District Administrator will need to grant duties to all users within the TMS. This is done using the Manage Securities link under the Utilities section on the Tiered Monitoring LEA Homepage. 5. The actual user (not the User Manager ) will need to log in to Web Applications, click on Tiered Monitoring link. They will need to open the TMS and then log out. Note: You will not complete the following steps if you assign District_Submit (TMS District Administrator) access. 6. The user manager will then need to log into Tiered Monitoring (on the Web Applications menu). a. Click on Maintain User Security in the Utilities box on right hand side of the Federal Monitor LEA Home page. b. Click on Manage Assignments beside the individual s name granting access for. Check the appropriate access (view, data entry, authorized representative) for the appropriate Afterschool Program portion (either SAC or 21 st CCLC). 7. The actual user will then log back in and the changes to the profile should have taken effect. NON LEA (Community Based) DIRECTIONS Determining Access: Decide which staff will be using TMS (you can have as many as you prefer). Determine if those staff already has access to TMS or not (in most situations they will not have access). If they have access to TMS, they must still request access to the Afterschool Program portion specifically. Getting Access/Registration Process: 1. Go to and click on Web Applications. 2. Click on register box to create a user name and password. 3. Fill in the information on the screen to create your user name, password and security information. MAINTAIN your user name and password you created as you will need this access the system. (If you have already done this for other DESE federally funded programs, use the same user name and password to proceed below.) 4. Click on create user. (You will NOT get any notification/confirmation when completing this step.) 5. Go to the Afterschool Portal to access the Web Application User ID Request Form.

3 6. Print out the Web Application User ID Request form and fill out for EACH staff person needing access. You may type the information on the form, but you will need to print the form for signature before submitting. Please use the following information when completing the form: On the very first row it asks for agency name and county district code number. Fill in your grantee awarded name in the LEA box and the 6 digit county/district number assigned to you by our office. Contact us if you are unsure. Information for Individual Being Added or Changed: complete everything in this section for the person needing access. Be sure to sign. In the User ID box you will need to fill in the user name that you created in the registration process. Access Level: Beside Tiered Monitoring (Level 2 or 3) write in either 2 or 3. Level 3=allows for entry of the data and submission of the data; Level 2=allows for entry of the data, but no submission of data. Some programs may only wish to have a level 3 person assigned to do it all, but for those programs who want additional staff to enter the data (but not submit data) they will need to be registered in the system and complete this form as a level 2 user. Assurances and Certification: it specifies the authorized representative must sign. For Non LEA sub grantees; do NOT take this to the district superintendent. As the awarded sub grantee, your entity s authorized representative signs (same as all the other Afterschool forms requiring signature). 7. Send the form to exl@dese.mo.gov. If your name (the LEA name box) and 6 digit county/district code number to not exactly match what we have created for you this process will not work. Upon receipt, our office will submit forms to the Office of Data System Management who will grant you access. 8. You will receive notification that your access has been granted. Note: if you were already registered in the system as part of another DESE federally funded program, you will receive notification that your account has been modified granting you access to the Afterschool TMS portion. If you do not receive notification, please contact our office at for assistance.

4 USAGE AFTERSCHOOL PROGRAMS Web Applications Log in 1. Log onto the DESE webpage at Click on Web Applications. 2. Sign into DESE Web Applications by entering your user name and password. All users need a User ID & password You must use Internet Explorer as your browser.

5 3. On the User Applications Menu, click on Tiered Monitoring. 4. Districts/LEA s Only: If the Tiered Monitoring option does not appear as an option, then you do not currently have access to the system. Your district/lea User Manager will need to assign access through the user manager link (Maintain User Security Select User Name Assign Monitoring Reports & Security Levels [View, Data Entry and Authorized Representative]).

6 Navigating TMS 1. The default year will be the current grant year. You may have to revert back to a different year if you have an outstanding on site/phone monitoring or if your self assessment is not closed before the next grant year begins (July 1). To change the year click on Change. 2. The home page will tell you what monitoring is due along with the due date. LEAs: you will most likely have multiple federal monitoring occurring, such as the example above. Non LEAs: it will only show what you have due for afterschool programs (unless you have other DESE federally funded programs as well).

7 Answering Questions 1. There are 7 sections that require your response. You must click each section and answer all the questions under that section.

8 2. Under each section you must do the following for each question: Click the evidence source that you have in the dark blue boxes (do not check anything that you do not have as evidence). Add any comments in the white box if you feel you need to explain the way you answered the question or need to explain the documentation that you uploaded. Answer each question by checking Y, N, NA in the far right side column. o Y (Yes) Program is compliant o N (No) Program is not compliant o NA (not applicable) does not apply to program It is very important that you hit the Save button To go to the next section you can either use the sections link at the top or it will prompt you to go to the next section.

9 Uploading Documents 1. If the section indicates that documents are required, click on the documents link to upload documentation. Below the documents link it will tell you how many documents are required within the section. 2. Click on each upload file to upload the required documentation.

10 Once the document upload box comes up you will have the option to: o Paste a link to an external web link or; o Browse for a file to upload You do not have the option to change the document name here, so before you start uploading documentation, we ask that you give your Word or PDF documents very specific names such as naming the document exactly what it is and/or adding the question number to the file name. No two documents may have the same name. When uploading a large document such as a student handbook, please use the comment box to direct us to what page the documentation is on. If you ve uploaded a document once and need it again for another section, you don t need to upload again. Just make a comment in the LEA comment box to tell us where we can find it. You can also add a file description on this screen if you think the document you uploaded needs further explanation. Once the file is uploaded click on Close to close pop up box. If you need to upload additional documents for a question, you can click on the Upload button again.

11 3. You also have the option to upload additional documentation by using the Other Documents button at the bottom of the screen; however, you cannot link the document to a question. We prefer that you do not upload here and that you upload in the section or global repository, which we ll talk about next. 4. You will click on the Sections link to go back to the previous screen.

12 5. Another option for uploading documents is to go back to the LEA Home page and then click on Global Repository which was previously mentioned. 6. Click on Upload a file

13 You have the same options as before to: o Paste a link to an external web link (not a link to your server), or; o Browse for a file to upload However, when uploading in the Global Repository, you must match the document you are uploading to the: o Document type (i.e. Afterschool Program Self Assessment 21 st CCLC) a. Document Section (Participant Involvement, Finance) Drop Down Box b. Required Document (i.e. Written Purchasing Policy) Once you upload a required document, it is removed from the list of Missing Required Uploads.

14 Submitting Each Section Each section will need to be submitted after all questions and documentation is uploaded. You ll click on the Submit button to the right of the screen. Then, you ll see what sections have been submitted or not submitted. We cannot view the answers to your questions until the sections have been submitted. If we find the questions are not complete or documentation is not uploaded or documentation uploaded is not what is required, we will return the section to the LEA with a Corrective Action Plan (CAP).

15 Corrective Action Plan (CAP) For each item, If there are any responses or documentation that is not approved, your Supervisor will return the item for a response along with a due date. If you need additional time to complete the CAP, you may contact your Supervisor and they can approve an extension. After you have responded to the correction action and/or uploaded the correct documentation, you will resubmit the section again. Once it is approved by your DESE Supervisor, the CAP will be closed and you will receive the final report.