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NOVA Strong Workforce Program Module Updates

Local Share and Regional Share Planning Interface

For Regional and Local Share Projects, users are no longer required to create projects that are tied to a funding round and allocation year. Instead, projects now require that you provide the actual project start date, fiscal year in which the project will begin,  and the expected number of fiscal years that the project will span. In the prior iteration of the planning module, users were unable to create new 16-17 projects, or 18-19 projects without having to manually add the project year to their title. With this update, users are now able to create a new project or enter projects that lived locally at their college but were not entered due to the lack of functionality. Figure 1 below displays the first screen you will see when you create a new project.

Figure 1a. To access the new planning module, go to SWP, Projects, and click New Project

Figure 1a. To access the new planning module, go to SWP, Projects, and click New Project.

Figure 1b. Screenshot of New Project Planning Module

Figure 1b. Screenshot of “New Project” Planning Module

To create a new project for a 2016-17 that has already started at your college, please select the current Fiscal Year 2017-18, and provide the date the project started as the Actual Project Start Date.

Approval Flow

The Approval flow for Local Share Projects and Regional Share projects has been updated. Prior to this update, Local Share users would hit the “submit” button and the College Signing Authority (CSA) and District Signing Authority (DSA) on file would receive a copy of the submitted project. In addition, the previous version of Nova for SWP did not require the CSA or DSA to complete any action in order for the plan to be approved.

In this update, users are now able to see who is on record as the College Signing Authority and District Signing Authority for the Local Share, and College Signing Authority. The CSA (Local) or Approving Authority (Regional)  must be entered in the Contacts tab. Please enter your most recent  CSA (Local) or the designated Approving Authority (Regional). For the Local Share, this approver is signing off on behalf of the college. For the Regional Share, it is on a project by project basis. For the Regional Share, the approver can be the College Signing Authority, District Signing Authority, or the Regional Signing Authority (RSA).  If the Signing Authorities shown on the contact card for either Local or Regional Share are incorrect, please contact the Strong Workforce Help Desk at strongworkforcehelpdesk@cccco.edu with the correct Name, Title, and Email Address of the Signing Authorities.

Once a project is submitted, the College Signing Authority (Local) and Approving Authority (Regional) will receive an email notifying them that a project has been submitted and action is needed for them to certify the plan. In this email, the Signing Authority will receive a link to the project to either approve or reject the plan. This can be seen in Figure 4. If a plan is rejected by the Signing Authority, the plan will show “rejected” and the Project lead must make the required changes as communicated to them by their Signing Authority and submit the plan again as seen in Figure 4. Thereafter, they will continue with the Approval Process until the plan is approved by the Singing Authority. To prevent multiple rejections, the CCCCO recommends that project leads email a PDF copy through the “Share PDF” feature to their Signing Authorities to review before hitting submit. Below is a flow chart of the approval procedure in Figure 2.

Approval Flow Chart

Figure 2. Approval Flow Chart

Figure 3. Screenshot of Approver Designation under the Contacts tab

Figure 3. Screenshot of Approver Designation under the Contacts tab.

On this screen, the NOVA user would ensure that the correct Approving Authority (Regional) or College Signing Authority (Local) is listed and that the contact they enter is the most up-to-date. If that is incorrect, they will email strongworkforcehelpdesk@cccco.edu.

Figure 4. Screenshot of Certification Page

Figure 4. Screenshot of Certification Page.

This is the screen that populates for a user who is assigned as an Approving Authority. The user gets a link in their email address that takes them here to Reject or Approve a plan.

Figure 5. Screenshot of a Rejected Plan

Figure 5. Screenshot of a Rejected Plan.

Once a plan is rejected, the plan does not get certified. Instead, the program is unsubmitted and the project lead will need to make the changes recommended to them by the Approving Authority.

Un-Certifying Plans for Editing

If a plan needs to be updated, users can now uncertify a plan by contacting their College Signing Authority (Local) or Approval Authority (Regional) to login and  click uncertify on the plan. This will move the project back into a draft mode, and the project will need to go back through the certification process to ensure that the changes accurately represent the consensus of all stakeholders.

Figure 6. Screenshot of a Certified Plan

Figure 6. Screenshot of a Certified Plan

Budgeting for Multiple Years

In the revised NOVA system, both regional and local share projects will need to enter  annual project budgets for each fiscal year that the project will span.  Similar to the previous version, users will enter a Title, Description, Expenditure Type, Amount, and Forecast (new feature, please see below for more information) for each line item; however, now budgets will have to be broken out into fiscal years, using the tabs at the top of the budget page to navigate between years. For ease of use, users have the ability to replicate budgets from one year to the next using the “Copy Budget from Previous Year” button. To modify budgets (and/or forecasts) after plans are certified, users will need to uncertify, enter modifications, and then re-certify.

Figure 8a. Screenshot of Annual Budget Tabs

Figure 8a. Screenshot of Annual Budget Tabs

Figure 8b. Close up of Annual Budget tabs

Figure 8b. Close up of Annual Budget tabs

Budget Forecasting

Budget forecasting is a newly added feature designed to assist with quarterly project budgeting and help colleges, districts, and regions more accurately track planned expenditures and identify unspent funds.  For each budget line item, users simply project how much of the budgeted amount will be spent in each quarter of the fiscal year by entering the cumulative percent of the budget that will be spent in each quarter.  For example, a college decides to purchase an advanced patient simulator for its nursing program. Because the the college plans to buy the simulator in the second quarter of the fiscal year, they would enter 0% in Quarter 1 and 100% in both Quarters 2 & 3 in the Forecasting fields (Quarter 4 is auto populated because the year should total 100%).

Figure 8. Screenshot of the Budget Forecasting

Figure 8. Screenshot of the Budget Forecasting

 


The Opportunity
For community colleges to become essential catalysts to California’s economic recovery and jobs creation at the local, regional and state levels.

The Strategy
Doing What MATTERS for jobs and the economy is a four-pronged framework to respond to the call of our nation, state, and regions to close the skills gap. The four prongs are:

  • Give Priority for Jobs and the Economy
  • Make Room for Jobs and the Economy
  • Promote Student Success
  • Innovate for Jobs and the Economy
California Community Colleges Chancellor's Office