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2011 Revised Estimates (Mid-Year) Submission How to Complete the Submission

2011 Revised Estimates (Mid-Year) Submission How to Complete the Submission. Objectives of this segment. This segment will allow you to:. Understand the purpose of the revised estimates submission. Learn the order of data entry into the various schedules.

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2011 Revised Estimates (Mid-Year) Submission How to Complete the Submission

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  1. 2011 Revised Estimates (Mid-Year) Submission How to Complete the Submission

  2. Objectives of this segment This segment will allow you to: Understand the purpose of the revised estimates submission Learn the order of data entry into the various schedules Learn the data elements that are required to be entered in the various schedules What to submit to the Ministry Who to contact for support

  3. Purpose of Revised Estimates • Provides an updated estimate of the 2011 expenditures, service target levels and grant allocations • Provides a mechanism to update monthly cash flow 3

  4. Content of Revised Estimates / Order of Data Entry • Title Page • Schedule 1 – Service Data Schedules • Schedule 2 – Expenditure Schedules • Schedule 4 – Supplementary Information Schedules • Data Analysis & Review / Error Messages / Warning Messages • Explanation Report • Title Page

  5. Steps to Follow to Complete Revised Estimates STEP # 1 Title Page • Date, Title, Signatures • Must submit 2 signed hard copies STEP # 2 Schedule 1.1 • Page 1, Targets per Service Contract (no data entry) • Page 2, Interim actuals (January – June) • Page 3, Projections (July – December) • Page 4, Total for fiscal period & reconciliation (no data entry) • Page 5, Variance Reporting (no data entry) • Page 6, Projections for 2012 • A664, non-instructional day includes children reported in other categories (double-counted)

  6. Steps to Follow to Complete Revised Estimates STEP # 3 Schedule 1.2 • Pages 1 & 2, Interim actuals (January – June) • Pages 3 & 4, Projections (July – December) • Pages 5 & 6, Total for the fiscal period (no data entry) NEW: • A665 = Ave. monthly # of children served, school aged- special needs resourcing • A411 = # of licensed programs funded • # of families cannot exceed # of children (except split custody instances) • # reported on this schedule must be ≥ than ave. monthly # reported on schedule 1.1 • All data elements must be completed where you are reporting expenditures on schedule 2.3 (except data element A665)

  7. Steps to Follow to Complete Revised Estimates STEP # 4 Schedule 2.1 • Page 1, Detail code A371, A370 • Page 2, Detail code A429, A663 • Page 3, Detail code A661, A376 • Page 4, Detail code A430, A377 • Page 5, Detail code A665 • # must be ≥ than FTE (Column 8) • Benefits should be consistent across detail codes • If allocating 1 person’s salary across multiple detail codes, annual salary should be the same • “Would the position still exist if the program closed? If yes, report on 2.2. If no, report on 2.1 • Specifically excludes individuals who determine income eligibility 7

  8. Steps to Follow to Complete Revised Estimates STEP # 5 Schedule 2.2 • Page 1, Detail code A380, A425 • Page 2, Detail code A661, A664 (NEW) • # must be ≥ than FTE (Column 8) • Benefits should be consistent across detail codes • If allocating 1 person’s salary across multiple detail codes, annual salary should be the same • Do not enter negatives when attempting to allocate staffing costs to other detail codes 8

  9. Steps to Follow to Complete Revised Estimates STEP # 6 Schedule 2.3 • Pages 1 & 2, Interim Actuals (January – June) • Pages 3 & 4, Projections (July – December) • Pages 5 & 6, Total for fiscal period (no data entry) • NEW: • Added detail code A411, under miscellaneous column • Open up miscellaneous column for detail code A661 to report system needs • Closed purchase of service column for detail codes A380 and A425 • If you have reported data elements on Schedule 1.1 and 1.2, you should be reporting expenditures on this schedule • Report GROSS costs 9

  10. Steps to Follow to Complete Revised Estimates STEP # 7 Schedule 2.4 • Page 1, Budget Submission • Page 2, Interim Actuals (January – June) • Page 2, Projections (July – December) • Page 3, Total for fiscal period (no data entry) • NEW: • Added column 7, automated variance reporting mechanism • Column 2 CANNOT be blank unless you only serve fully subsidized children • Other offsetting revenue column should include portion of child care costs subsidized by the CMSM or DSSAB 10

  11. Steps to Follow to Complete Revised Estimates STEP # 8 Schedule 2.5 • Over 2 pages • Only collecting projections for the year • Name of centre, address, capacity, expenditures • Ensure that the total costs = Schedule 2.3, column 5 for detail code A713 11

  12. Steps to Follow to Complete Revised Estimates STEP # 9 Schedule 3.1 (no data entry) • Over 3 pages • NEW: • Added A411 at line 5.2 • Changed source for number of licensed programs at line 4.0B • Must submit 2 signed hard copies of all pages 12

  13. Steps to Follow to Complete Revised Estimates STEP # 10 Schedule 4.1 • 1 page only • Only collecting projections for the year • Number of operators, # of FTE, salaries • NEW: • Subdivided bottom section for those operators who are in receipt of both wage subsidy/wage improvement as well as other detail codes 13

  14. Steps to Follow to Complete Revised Estimates STEP # 11 Schedule 4.2 (NEW) • 1 page only • # of participants, costs in 3 broad categories • Staff training • Quality initiatives • Transportation – northern & rural • Ensure the total costs report = Column 11, Schedule 2.3 for detail code A661 14

  15. Steps to Follow to Complete Revised Estimates STEP # 12 Review Submission (NEW) • Hit “Recalculate reference data” • Page 1, Data Analysis & Review • Page 2, Error Messages • Page 3, Warnings 15

  16. Steps to Follow to Complete Revised Estimates STEP # 13 Promote submission to active & Create Explanation Report PROMOTE SUBMISSION TO ACTIVE • Authorized user only HOW TO CREATE EXPLANATION REPORT (NEW) • Under Submission, click “Reports” • Under “Child Care”, click “Explanation Report” • Select “2011-12 Child Care Revised Estimates” • Select your “CMSM / DSSAB Name”, scroll down and click on “Next” • Select your ACTIVE submission and click on “Run Report” • Have the option of “open” or “save” • Table will be populated indicating what needs an explanation • Must submit 2 hard copies of explanation report 16

  17. What to Submit & Where to Submit • Electronically • Promoting your submission to active by August 30th, 2011 • 2 Hard-copies: • Signed Cover Page • Signed Schedule 3.1 (all pages) • Explanation Report • Who to submit to: • Diane Strumila • Project Manager, Grant Services • 17th Floor, Mowat Block, 900 Bay Street • Toronto, Ontario • M7A 1L2

  18. EFIS Assistance • For user/navigation assistance on EFIS, contact: • Julie Ramsaran Tel: (416) 325-2058 E-mail: Julie.Ramsaran@ontario.ca • Stephen Shek Tel: (416) 325-8396 E-mail: Stephen.Shek@ontario.ca • For log in assistance, contact: • Mark Bonham Tel: (416) 325-8571 E-mail: Mark.Bonham@ontario.ca • For data input assistance, contact your financial analyst: • Alina Chimet Tel: (416) 326-5465 E-mail: Alina.Chimet@ontario.ca • Paula Hatt Tel: (416) 326-1170 E-mail: Paula.Hatt@ontario.ca • Brenda Shaw Tel: (519) 667-2040 E-mail: Brenda.Shaw@ontario.ca

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