To import the SED program listing, go to Maintenance > SED Data > Get New Program Listing from SED
You will then select the applicable School years (please note that the default selection is the past 5 years), then press "Get Data from CPSE Portal."
You will then click work down the line going through each of the options excluding Update All Rates and Dates from SED to click "Provider / Program Compare," which will launch the “Compare Program & Provider Listings” window.
Compare Programs & Provider Listing
1. Start with the Provider Additions / Deletions.
- This screen contains any new providers from SED as well as any providers that are no longer valid according to SED.
- If you clicked ‘Add New Providers in County’, there will be no providers to add
2. Next, go to the Provider Changes tab
- This window displays differences between a provider's record in SED vs Preschool.
- Click "Update Selected Providers" to apply the changes.
3. Next, go to the Program Additions / Deletions tab.
- Displays New SED programs as well as Invalid SED programs.
- If you clicked the ‘Add New Programs for Active Providers’, there will be no new programs to add.
- Any new programs can be manually selected and added.
To add programs you will need to select the program and then click 'Add programs to county list' to add them to Preschool.
We recognize that over time, the list of programs and providers can become lengthy, as Counties may not utilize all programs and providers that are available to import. To help regulate this, Counties can import programs (even if it's a program they do not use them), make them inactive/ ensure they are inactive, and then the list won't be as long as over time. Similarly, if it's a Provider you do not use/or are no longer using, you can make the Provider inactive in Preschool, and it won't retrieve any program changes/differences for that Provider.
4. Lastly, click on the Program Changes tab.
- Displays any changes that SED has made to programs that exist in your Preschool Program. (This is where rate changes will display)
- Changes are highlighted in yellow and can include changes to rate, dates, and hours.
- Manually select and confirm with ‘Update Select Program Changes.
The Program Changes tab is where you will find Date changes, Tuition Rate changes, Days Per Week, and Hours Per Day changes, in addition to any changes on 1:1 Aide Rates.
- The image below is a key to reading this page:
- Each “row” is two rows, the upper (outlined in red) being SED’s data, and the lower (outlined in yellow) being the County data.
- Each orange box breaks up the columns, from left to right they are: From Date, To Date, Rate, 1:1 Aide Rate, Hours Per Day, Days Per Week, and Number of Weeks.
- If you want a record of the changes that you are about to bring in, click on the “Print Program Changes” button.
- Highlight any records that you want to bring in by either selecting them one at a time or selecting multiple rows by using Shift + Click or CTRL + Click functionalities.
- Click “Update Select Program Changes”
- You may receive a prompt that says “Some programs may need to be recalculated.”
Close the “Compare Program & Provider Listings” screen by clicking on the inner red X in the upper right-hand corner of this inner window.
- Proceed to Maintenance>Recalculate Programs.
- This will open the Programs that Need Recalc window.
- Highlight any rows that may appear, either by selecting them one at a time or by selecting multiple rows by using Shift + Click or CTRL + Click functionalities.
- Click the “Recalc” button.
- One window per each line selected will open, recalculate any enrollments attached to that program, and automatically close before moving on to the next one.
- If you receive the message that “Some Programs could not be Recalculated” please reach out to your Client Relationship Manager.
- When all programs have recalculated, click “Close”
- Proceed to Payments>Agency Rate Adj.
- Click the “Select All” button
- Click the “Update Rates” button
- All Agency File changes are now completed. You may close any windows left open from the above processes.
- You also may still need to send STAC files to NYSED or process vouchers for your providers as a follow-up to this process, depending on the information that you have brought in.
- You may also need to upload enrollment data to the CPSE Portal (if applicable) to update rates on the CPSE Portal.