Introduction to Submissions
The Data Submission and Review Workflow area replaces the existing SACS Software, eTransfer, and Workflow.
This data submission and review workflow module provides SACS users with an end-to-end financial data submission process that includes all phases of the submission process from LEA data submission through CDE review activities with tracking and monitoring of the data. Some transition and state changes for data submissions are included with some system-automated or approval-based.
The workflow is role-based and authorized users have the ability to view and manage relevant workflow items. Multiple users can work with the same data file at the same time. Users and reviewers are able to provide comments and request corrections to a data submission as part of the workflow process.
The workflow includes charter school reporting where the charter school has the ability to report in either the SACS format or Alternative format. Reviewing agencies of charter schools are able to monitor submission progress.
Dataset Edit and Locking
The ability to access any functionality that allows modification of data associated with a dataset requires the user to have the minimum role of Edit Dataset or Edit Draft Dataset and the user must be a member of the entity authoring the submission. Additionally, the user must lock the form or entire submission prior to editing and if the submission is locked by another user, a user with the Administration or User Manager role can remove the lock.
- Lock Submission button
- View Current Locks button
- Lock Current Form button
- Notification of who and what form a lock is applied
- Notification of submission locked
To lock a submission or individual form
a. Open the submission by clicking the submission link on the Dashboard Submission list.
b. On the User Data Input Review screen click either the Lock Submission button (1) or the Lock Current Form button (3).
c. A notification (5) will be displayed if the lock was successful.
If the submission or form is locked by another user, you can unlock the submission if you have the Administration or User Management role.
To unlock a submission or form
a. Go to the User Data Input Review screen or the form which is locked
b. Click the View Current Locks button (2)
c. In the notification (4) click the remove lock button for each form or submission.
Locking criteria based on form dependencies
|Left Navigation Pane||Locking Requirements|
|Table of Contents||No Locking Requirements|
|User Data Input/Review||SUBMISSION wide locking required|
|TRC||SUBMISSION wide locking required|
|Forms||FORM* or SUBMISSION wide locking required|
|CEFB||SUBMISSION wide locking required|
|IFC Statuses||No Locking Requirements|
|Version History||No Locking Requirements|
|Import||SUBMISSION wide locking required|
|Export||No Locking Requirements|
|LEA Custom Information||No Locking Requirements|
Locking a FORM will also lock other forms if part of a chain dependency. See Attachment E—Form Dependencies.
Opening the Submission Page
- From the Dashboard page, click the submission link (CDS number in the CDS Number column).
- The submission will open to the User Data / Input Review Screen.
Key Elements of the User Data / Input Review Screen includes:
Submission Control (1) buttons - Lock Submission - Display Current Locks - Verify Official Status - Validate Submission or Skip Validation - View and Add Comments
Print and Export (2) buttons
Data type (3) selector
Add GL data record (4) button
Record Action (5) buttons - Edit Record button - Delete Record button
Cumulative Total (6) display