001Hello and welcome to today's program monitoring validations PMV work app training brought to you by the federal program compliance FPC division at the Texas Education Agency TEA. The purpose of today's training is to identify and access the program monitoring validations PMV work app within Smart Sheet to navigate through the PMV work app interface to understand user roles and permissions in the PMV work app and how to access or request PMV work app assistance if needed. We're going to begin this training by working in the PMV work app platform. First, you will want to log in to the Department of Grant Compliance and Administration work platform using the link provided on the screen and the credentials emailed to you when you were granted access by selecting signin with Microsoft. I have used the link in the
002previous screen and have clicked sign in with Microsoft. Once you log in, you will see the homepage of the Smart Sheet TA work app platform that may look like this. Make sure that you have selected the work app diamond icon and that the filter is set to shared with you to be able to see work app tiles for programs applicable to your school system or ESC. And note that you will only have access to work app tiles that have been shared with you by TA FPC staff. If you find that you need access to a workout tile after following these steps, please submit a help desk ticket to process a request for access. I will review how to do so at the end of this training. Today, we will use the PMV workup tile to
003showcase the instructions for viewing and submitting program monitoring validations documentation. After clicking on the PMV workup tile for which you must submit documentation or view information, you will notice that under view as school system view is visible to the left of the screen and under that different links to view or enter data. Common views available are school system view, ESD view, and fiscal agent view. Available views will depend on the access that was granted when your login credentials were emailed to you. For the program monitoring validations, school systems will see the following links. The notification of selection letter that will specify the program requirements selected for validation. the year specific program monitoring validations link where documentation is to be submitted for the school system and a PMV results notification letter that will give the school
004system details on the results of the requirements that were selected for validation once TA has reviewed the documentation that was submitted during the review period to view the details of the notification of selection letter, you will click on the ribbon link to the right of the screen. The details, data, and attachments tab will appear and you will notice that the notification letter is attached. You will click on the letter to view details. You will notice that the letter is available in your downloads folder. Click on the open file to view the letter. It contains school system information as well as details regarding the program monitoring validations process and resources available that is addressed to the superintendent of the school system. The second page of the letter will specify the program requirements for which the school
005system was selected to participate from the ESSA programs listed. The program monitoring's validation link will contain ribbon lines for documentation submission for any of the selected program requirements for your school system. On the screen, you will see that the school system was selected for program monitoring validations for title one part A, title 2 part A, and title one part C. I will click on the PMV requirement selected for the title one part A. That will open up a details data and attachments tab. The data tab contains details on the specific program requirements selected for validation. You will notice that some fields are prepopulated and grayed out. These fields cannot be edited or changed. You will also notice some fields contain a red asterisk. These fields are required and must be completed. The requested documentation page
006numbers may vary by program. Some will have multiple fields as you see here. Once you begin entering information in the open fields, you will notice that a save button appears at the bottom. as well as the option to discard changes. The save button will turn blue once all of the required fields contain data. And please note that the work app will not automatically save your work if the blue save button is not clicked. So, I'm going to fill in the school system contact name, email address, and the rest of the required fields with information so that you can see the blue save button will populate. You will notice that the blue save button is now available at the bottom corner of your screen. I've gone in and entered all of the required information into the
007fields with red asterisks, including the school system program contact information. Remember that the program contact information person that is entered in the field is the person that is most familiar with the program and documentation that is being submitted to TA. The school system also has the option of providing comments to assist TA in the review process. Comments are optional and not required. Next, the school system must select yes from the drop- down menu or the certification statement agreement and the school system must also select a submission status. The system is defaulted to submission pending. So, if you click on the drop- down menu, two other submission statuses will appear. One that reads in process and submission complete. If you find that the information that you entered is incorrect or lacks data as you work, you
008can clear the contents at the bottom or everything that's been entered by clicking discard changes or click in a required field and make the necessary changes. before saving to go back and edit all the information. If you're working on a submitting documentation but do not finish, are lacking some information or you would like to return at a later time to finish submitting the documentation, you can select the proc the status of in process. Please be cautious in making your selection because once the status of submission complete is selected and that blue save button is clicked. In most instances, the data you entered may become readonly and no changes can be made. If there is a change that needs to be made, a help desk ticket needs to be submitted to reopen the submission status. Again,
009you'll notice that all of the required fields contain the information that is required. The save button is now blue. I have verified my selection of the status and I can hit save. The school system must have a submission complete status selected. or TA to consider the submission finalized. There is one other step in completing the PMV documentation submission which is found in the attachments tab to the right of the data tab to insert or attach the requested documentation for the specific program requirement. I will click on the attachments tab and you will notice that there is a blue attach a file button at the bottom. Click that button and go to your computer to select the documentation to submit. The documentation will appear in the file name window. Select open and you can verify that
010your attachment was attached correctly in the work app because it will appear listed here as you see on the screen. You must submit the requested documentation in PDF file format. All documentation should be attached as a single file unless otherwise specified. And please note that there is a size limit of 30 megabytes per file. I would like to take this time to remind you to take great care when uploading attachments because once an attachment is submitted, you will not be able to delete it. Deleting an attachment as well as resetting a submission status can only be done by submitting a help form to TA FBC staff. I'll review how to submit a help form later. Once you're done submitting documentation, you can click on the X located at the top right corner of the details
011form. If your school system has been selected for other program requirements, then please repeat the process I just reviewed to submit documentation for each program. You will see the status of your submitted documentation by scrolling across and locating the submission status column. As you see here, the first line for which information was entered has the submission status of submission status or submission complete data entered and documentation attached. The other two ribbon lines are still defaulted to submission pending not started. So those still require information to be entered. Finally, after TA concludes their review of the documentation submitted by your school system for any selected program requirements, your school system will see the SAPMV results notification letter under the school system view. If you click on the link, click on the ribbon line that will and
012click on the letter attached. That will once again open up your downloads folder. And to view the results letter, simply click open file. The contents will contain information about the PMV process and also give the school system the results of each program requirement selected for program monitoring validation, including the compliance statuses and the next steps if applicable. If your school system needs to submit a work app help form, you'll see the link for that under the school system view down here at the bottom FPC general help form. When you click on that link, the window will open to display the help form. Select your organization and make sure that you complete the fields with the red asterisks as they are required. If you are needing specific assistance with the PMV work help form under TAL
013LEA work project, select the LEA program monitoring validations work app and select an issue category. The most common issue categories for the help tickets received regarding any of our work apps are the attachment removal requests, questions with entering and submitting data or access to any work app uh projects for the tiles that we have available. So you can make any of those selections, provide any comments that will assist us in reviewing and resolving your request. You have the option to upload any screenshots of the issues that you are experiencing. To receive a copy of your help form, click the send me a copy of my responses box and under email address, please type in a valid or professional work um email address and click submit. Please allow TA time to review and resolve your help
014ticket once it has been submitted. If you do not receive a response within five business days, please email us at ssup supportatex.gov. And once you are ready to sign out of the work app, you can do so by hovering your cursor over the sign out icon located at the bottom leftand corner of the window underneath the help question mark icon and selecting sign out. Now, I'd like to take a few minutes to review how to gain access to the work app. Whether you are part of a school system or ESC, you must ensure that you have the appropriate access to navigate through the TA work apps. Please note that school systems or ESC staff submitting or viewing documentation for the FPC division will need to be added to the department of grant compliance and administration
015work app managed by TEA. Currently only those personnel listed on the screen have access or it is also dependent on the selective administration staff for your school system or ESC. Note that each school system and ESC is only guaranteed a certain number of access accounts at this time. However, additional users may be granted access by submitting an access request form to TEA. Please take caution in making sure that the email that you provide to TA when submitting a request for access is professional in nature. If submitting as an independent consultant and or a workisssued email associated with a school system or an ESC as no personal emails will be accepted. If you do require access, then you must ask individuals at your ESC or school system who currently have access to TA's work app and
016have them enter the Edgar Connect work app to complete the appropriate steps to submit a grant access approval request. TA will be alerted of the new request for access and will process the request within 3 to five business days. TA will then send the applicant an email with instructions to complete a new user certification form. Upon approval of access, users will be emailed their credentials. You must use them to create a Smart Sheet account and take caution that you create the account using the credentials sent to you by TA to gain access to the work app. You will not need to buy a license to access any of the TA work tiles, but you may do so if you wish to use the Smart Sheet platform itself. If the individual you are wishing to add
017does not have access after five business days, please submit a help form using the Edgar Connect help form located within the Edgar Connect work app. If you need to remove access for someone at your ESC or school system, you must also complete the appropriate steps to submit a request to remove access by completing the steps found on the Edgar Connect work app. I'd like to also provide you with this slide that provides some FPC division resources that you may find helpful and includes additional information about the PMV process and help forms. For any FPC work app related questions or issues, please submit an FPC general help form or feel free to contact either ESA support or the program and project coordinator for assistance. If you need TA work app assistance, please contact Frank Baka at
018TEA. If you require Smart Sheet Work app assistance, then please submit a Smart Sheet Help desk ticket using the link shown on the screen. This concludes the PMV work app training brought to you by the Federal Program Compliance Division at TEA. We hope this training will provide valuable insight into the purpose and functionality of the PMV work app and support your ability to navigate its features effectively. Thank you for viewing.