Q&A - Using NOVA (Administrators) - California Adult Education Program

Administrators

Leadership isn’t about a title. It’s about impact, influence and inspiration.

–Susan Lytle Gilmore, Ph.D., Director of Adult Education, Sacramento City Unified School District

AEP Questions and Answers

This is a collection of questions that are most frequently asked of the AEP Office. They are organized by topic area and will be updated as needed.

Using NOVA

Using NOVA (12)

Q1 How we will report?

Members will enter the info/data into NOVA under the program area reporting tab.

Q2 What about Workability II funds?

Yes – please include those on the table in the “Other” drop down box.

Q3 What if a member is funded for 2018-19, but was not in 2017-18, will that hold back the process?

No, this should not affect the process. For members who did not receive funding in that fiscal year, reporting will be optional.

Q6 So only the member reps can enter this information?

Yes, this is correct. We are currently working with productOps to allow member contacts to enter and edit information in the report, however only the member representatives can submit the report.

Q7 Can there be more than one member representative per member?

Yes, member districts can have more than one member representative in NOVA.

Q8 Last I looked there was not a line for private grants/funding - has that been added?

Please see the drop-down menu in NOVA and include other grants. If the drop down is not an exact match, please pick one that is closest.

Q9 Looking at NOVA, I don't see where I can input the other funds - such as Strong Workforce, SSSP, other grants, in-kind, etc.

Please see the SELECT NEW FUND drop down menu in NOVA.

Q10 Can you delete an added fund if we chose the wrong fund?

You cannot delete an added fund, but you are not required to enter any data for it either. Just leave it blank.

Q11 Is there another category, or to explain the source if not listed.

No. Please choose the fund source that most closely fits.

Q12 If a member district needs to re-classify expenditures reported in one category to another, would the NOVA system require the member to re-submit reports from prior quarters and would the consortium have re-certify? To give you a better context, for instance, if they have reported expenditures in object cat 6000 in Q1 and Q2 and have to re-classify those expenditures under object cat 4000, would it create an error message in NOVA when they submit their Q3 report because the reported expenditures were zeroed out or was reduced? Do they have to re-submit the Progress and Expense reports for affected quarters? Please advise.

Yes, changing the amounts would cause a problem in previous quarters. The Budget & Workplan would have to be changed to match where the reporting will be.

Here are the steps:

Consortia Lead uncertifies the Budget & Workplan.
Member moves money from the 6000 category to the 4000 category in the amount of the reporting change.
Member submits Budget & Workplan
Consortia Lead recertifies Budget & Workplan.
Once the Budget & Workplan is certified, the consortia lead now needs to uncertify the expense reports for the quarters needing changes (in this case Q1 and Q2)
Member makes necessary changes in Q1 and submits.
Lead will need to certify Q1.
Member can then submit changes for Q2.
Lead will need to certify Q2.
Please note that actions in NOVA are sequential. Changes to Q2 are not able to be made until Q1 is certified.

That should be all that is needed to correct this.

Q13 NOVA will not allow submission of the Q3 expenditure report even though the Primary Contact has the required permissions.

The Primary Contact is unable to submit the Q3 expenditure reports because they are not the first Member Representative listed for the agency. Only the first Member Representative listed has the authority to submit reports. This can be fixed by the Consortia Primary Contact removing all Member Representatives until the authorized Member Representative is listed first. Once the authorized Member Representative is listed first, the Consortia Primary Contact will add the other Member Representatives back to the agency contacts.

Q14 If a district member claimed the wrong expense amount under an object code the previous quarter, do they adjust the amount under the year to date expenditures for Q4 or do they have to go back to the previous quarter report and correct?

As long as the fiscal year is still open, the member will need to go back and fix the quarter that was wrong. It will require the Lead to uncertify the entry before changes can be made.