System Notes:
*Leaders are broken out as a separate section on the MSY Charts in the new system.
*National and cluster charts for the upcoming fiscal year become available on October 1st of that year.
How can a user gain access to the MSY Chart system?
A user can have a MSY Chart system role added to their user account by sending the request to the eGrants Help Desk. The user must receive approval from their supervisor and Kim Mansaray. Use the link below to view a chart defining MSY chart roles.
Can two users with the State Director role for the same state be logged in to the system at the same time?
Yes.
Can two users with the State Director role for the same state edit the MSY chart at the same time?
Yes – It is highly recommended to communicate amongst your team members. MSY charts do offer the ‘Date Corrected’ listed in the top left-hand corner of each projection chart; however, this only lists the date and does not specify the user who made the last edits.
Where does the automatically populated data in the MSY Charts come from?
The system pulls data from the same database as the 9143 Report.
What if there is an error in the automatically populated data on the MSY Charts?
The user should contact VMSU regarding the error.
Is there a set turn-around time for VMSU to enter or correct member actions?
VMSU will be working in the same manner as in the old system. No new set turn-around time has been developed.
Are extensions counted twice?
The system was developed to not count extensions twice – please let the MSY team know if errors are found.
If a member switches from a Standard to a Cost Share purpose code, how will this be reflected in the new system?
This member will show up as a transfer out on the Standard chart, and a transfer in on the Cost Share chart.
How are cumulative MSYs calculated?
Cumulative MSYs = actual data for past months +projection data for the remaining fiscal year. Once a month is over, the actual data will replace the projection data in the calculation of cumulative MSYs. The calculation of MSYs is based on the ˝ month model currently used in the Excel system.
Calculation of Cumulative MSYs
At the beginning of the year, we project 13-17% attrition. How do we record this on the MSY charts?
If a user projects 2 Early Terminations in January, then the user will also need to reduce the associated COS field by 2.
Entering Projected Member Actions
If you click on the red link to member detail data for residuals on board, and the amount of members shown differs from the number illustrated by the red link, what does this mean?
If the numbers differ, this means that some of the residuals have not yet been activated.
How do you configure an enterable MSY chart (a Projection Chart)?
Does the edit due date for the entry of projection data affect future months?
The edit due date for the entry of projection data only affects the current month. Users are able to enter data for the current month until the 8th day of the month, or COB the first business following a weekend if the 8th days falls on a weekend. Users are still able to enter data for future months.
Entering Projected Member Actions
Is there a place to submit comments when editing the MSY Charts?
No. The user must export the file to Excel and add comments in the same manner as was done in the old system.
How are multi-state or national projects handled in the new system?
For the new system, a true multi-state or national project is defined as a project where one or more of the subs do not equal the prime. The best way to think about how these projects are handled in the new system is to think of a multi-state or national project acting as its own state. A true multi-state or national project will be located in the Cluster of the Prime, as its own chart.
Setting Up Threshold(s) for Notifications
Who receives email notifications regarding the under or over production of MSYs?
Area Managers receive email notifications for each state and multi-state project within their cluster, if their threshold is triggered by data entry by a user having a State Director role, or via a scheduled job. All users who have the State Director role (MSYC_STATE_DIRECTOR) to a particular state will receive email notifications when any user with that same role enters and saves data that triggers a user’s threshold. All users who have a need to receive email notifications must take it upon themselves to request the appropriate roles.
Are email notifications issued at the beginning of a month when users may be entering data on a regular basis?
No, email notifications will not be sent during the first 8 days of each month. Once the edit due date for projection data has past for a current month (the 8th day of the month, or COB the first business day following a weekend), email notifications will be sent via a scheduled job, or if a user’s threshold is triggered by data entry.
Who receives on-screen notifications regarding the under or over production of MSYs?
Users having the State Director (MSYC_STATE_DIRECTOR) role, who are physically entering data at the time, receive on-screen notifications when the data entry triggers their threshold.