Fiscal Reports
CC Strong Workforce
Overview
Fiscal reports are due biannually in NOVA for all CC SWP projects that have not been closed. Total cumulative expenditures must be submitted by Plan and Institution, then by major object category and activity (separately).
NOVA is a Cumulative Reporting System!
Even though you budget by fiscal year, and you track your expenditures by fiscal year, NOVA reporting is cumulative, so there is no annual "carry over".
NOVA is a cumulative reporting system. The following is an example:
If in Q2 you report $20,000, then the minimum amount required to be reported in Q4 is $20,000.
If you want to report $5,000 in additional expenditure for Q4, you would report $25,000 (20,000 from Q2 + 5,000 from Q4).
If you entered $5,000 in Q4, then it would be like you have negative -$15,000 in expenditures.
How to Videos from NOVA
In these two “How To” videos the makers of NOVA, ProductOps, present how to complete SWP Fiscal Reporting in the NOVA platform. These can also be found by clicking on the light blue "Help" button at the bottom of the left menu bar.
Using Tagged Data or Shadow System
Pivot table are your friends. If you aren't comfortable creating pivot tables, please find someone on your team who can help you with them as they will make your reporting in NOVA much easier. All the community colleges have credit and non-credit courses that teach spreadsheets. There is also access to online courses through the Vision Success Center of the Chancellor's Office.
Tip: Use a spreadsheet or database that allows you to tag your budget and expenditures by project and activity, usually called a shadow system. Once transactions are tagged and the information is saved, a pivot table can be used to create tables for NOVA completion.
Below is an example of a spreadsheet that takes tagged data and creates a pivot table for fiscal reports in NOVA: gl.baccc.net
SWP Report: Reviewing NOVA Information
SWP Report Request Form: swpreport.strongworkforce.net
A form to request a spreadsheet report presenting Strong Workforce Program Local and Regional budget and expenditures by project as currently reported in NOVA.
Example SWP Report to demonstrate report features
Each report is static - a snapshot of that day. It is refreshed each night, it is good to request one the following day to confirm your work. Save them to compare past activities.
Share the Google Sheet SWP Report with your team; make notes of issues and notify who is on point for tasks.
Use the Fiscal Year tabs to confirm your G/L expense transactions match NOVA
Best Practice Tips for Fiscal Reporting
G/L (Banner, Colleague, etc) leads reporting and NOVA follows
Do fiscal reports every quarter. This gives you an idea if spending is according to plan
Do budget changes after reporting to keep your project certified until after the fiscal reporting deadline
Always access your fiscal reports through your project plan
Stay on top of approvers who overlook the singular email notification
To plan ahead for staff turnover challenges, keep your records available for the next person