Overview
Where to enter the service hours and the financial allowance for Agency Programs.
Article Sections
- What Needs to be in Place
- SES from PPA
- Same SES from PPA - Hours & PPA for all Students in a Program
- How to Calculate Time
- Student in same SES from PPA Program with personal Hours & PPA
- ELT or SES from Total Budget - Hours for the Program
- Hours for SES Students for Additional School Year
- Hours for ELT or SES from Budget Program for Additional Year
What Needs to be in Place
Create your agency Program in Oases
SUX09. How to Setup an Agency SES or ELT Program
SES from PPA
This method of invoicing requires hours permitted per student and money to spend per student, known as a Per Pupil Allocation.
If all or most of the students in the same program have the same hours and PPA then enter these figures on the Location Program page for the entire program and all students in the program will be allocated these figures, unless overridden in the student record.
Same SES from PPA - Hours & PPA for all Students in a Program
1. In the main menu select: Locations > Select required Program.
2. Press Edit.
3. Confirm Program Type as SES from PPA and enter the Service Hours allowed for each student and the Per Pupil Allocation.
How to Calculate Time
4. Don't forget that if you are working out your service hours by dividing your PPA by the hourly invoice rate, your answer will be in hours and a decimal of an hour. Convert this to hours and minutes as below.
Make sure to convert your decimal hours to minutes as follows:
Example: The PPA is $1,500.00 and the hourly invoice rate to the district or agency is $48.00.
a. Divide 1,500 by 48 = 31.25
b. This is not 31 hours and 25 minutes but 31 hours and point 25 of an hour.
c. Multiply the decimal hour by 60 to convert it to minutes as follows:
point 25 (0.25) multiplied by 60 = 15
d. This would then be entered as 31:15 (as 15 minutes is .25 of an hour)
Student in same SES from PPA Program with personal Hours & PPA
5. If a student has more or less time or money than entered on the Location Program page, add personal amounts in the student record. If not leave as zeroes in student record and information will feed from the locations program page.
The image below shows how to add a personal service hour amount and PPA on the student program tab.
6. Oases will now prevent you from tutoring or invoicing too much for this student.
IS06. Setting Invoice Rates for SES style students
ELT or SES from Total Budget - Hours for the Program
7. These students are in a program where there is a total per program for both hours and contract financial budget and sessions are created until the budget is used. This budget is set on the Location Program page.
8. In the main menu select: Locations > Select Relevant Program > Press Edit on Program tab.
9. Select the Program Type as either:
- ELT
- ELT All Tutors
- SES from Total Budget
10. Add the Contract Hours and Contract Budget.
IE06. Setting Invoice Rates for ELT
Hours for SES Students for Additional School Year
We recommend creating a new student record if a student returns for additional services from an agency referral.
If your Agency students roll from year to year and you don't choose to make them inactive and create a new a new student record for each year the hours will become accumulative for each student year on year.
The hours will now need to be managed in the student record.
11. Check the returning student's hours in the student list by pressing the shuffle icon and make a note of the hours used (Hrs SRA + Hrs Sched) and the money used plus any money left from prior contracts.
12. For the graphic above Tyrone has used 60 hours and $3000.00 last time he had service.
13. If this year's allocation of hours is 20 new hours, add that to the hours SRA (submitted, reviewed or approved).
60 + 20 = 80
This student will need to have their personal maximum hours updated to a new total of 80 maximum hours representing their new absolute total.
14. The PPA would need to be similarly adjusted to include the cost of the 60 hours and the cost of the 20 hours.
15. Open the student and press Edit on the Program Tab and add the new total hours in the Maximum Hours and the new total PPA in PPA Override as shown below.
16. Consider adding a note on the Notes tab and perhaps highlighting your students in the list until they are all complete.
17. Re-Check the hours in the student list to ensure your calculations are correct. The Hrs Left and the money Left should match the new program.
Note: If you don't invoice in Oases the PPA entries and the money used column will be zero.
Hours for ELT or SES from Budget Program for Additional Year
18. We recommend creating a new program in your database for each year a program runs.
19. If you want to use the same program you would need to update the hours and budget on the Location Program page to represent both contracts.