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SIGMART Instructions

Instructions, guidance, and warnings for districts using the SIG online system to submit budget and expenditure data.

SIGMART is the School Improvement Grant (SIG) Monitoring and Reporting Tool (MART). The system allows local educational agencies (LEAs) to view and modify budgets and expenditures, submit budget revisions, and view payment data.

The SIGMART will be developed in three phases to allow recipients to view and modify budgets and expenditure data. Phase III will allow recipients to view LEA and school payment data. The first opportunity to use the SIGMART will be to report the 2011-12 fourth quarter expenditure report. The report, normally due July 31, 2012, has changed and is now due to the California Department of Education (CDE) no later than August 30, 2012. It is recommended that you review this page prior to logging on to the SIGMART.

Read Me First - General Information

  • The SIGMART is best viewed with:

    • Chrome 19.0
    • Internet Explorer 8 or higher
    • Mozilla Firefox 3.6.11 or higher
    • Safari 3.54

  • Online budget modifications can be made during Phase II, scheduled to be released in early September 2012. However, budget narratives and implementation charts in any phase must be completed manually. The SIGMART electronically initiates and tracks the budget revision process and replaces the current budget revision request process using the Excel spreadsheet.

  • Submitting a budget revision is a two part process. Part one involves revising the hard copy Budget Narrative Form and sending the form via e-mail to the assigned analyst shown below. Use the last approved budget narrative striking through, rather than deleting, the old figures and activities and inserting the new figures and activities. We no longer require the Excel or the Budget Summary Forms.

    The second part of the budget revision process involves logging on to the SIGMART to enter the proposed budget. Contact the LEA project coordinator to obtain the Username and Password as log on credentials were e-mailed to project coordinators in mid-August 2012. Be advised that we will only make the budget available for online editing after receipt and acceptance of the revised budget narrative and that from this point forward recipients must use the SIGMART to submit budget revisions and expenditure reports instead of submitting them in the CAIS.

  • Generally LEAs are not permitted to modify prior year budgets and expenditures or transfer funds from one entity to another. If you are considering such a move you must present a compelling case to your assigned SIG consultant. While we cannot guarantee approval we will review each request.

  • SIG recipients are required to submit five quarterly expenditure reports per fiscal year (FY). Prior to the third quarter expenditure report due April 30, 2012, LEAs submitted cumulative expenditure data through the California Accountability and Improvement System (CAIS). However, beginning with FY 2011-12 fourth quarter expenditure report due August 30, 2012, LEAs will be required to submit non-cumulative data through the SIGMART. Previously submitted cumulative expenditure data were disaggregated. Keep this in mind when you are viewing previously submitted 2010 and 2011 expenditure data as the non-cumulative figures displayed in SIGMART will not match the cumulative Excel spreadsheet figures submitted through the CAIS.

  • New Quarterly Expenditure Report Forms will no longer be available in the CAIS. However, completed Expenditure Report Forms currently stored in the CAIS will remain there during the transition to SIGMART.

  • Reports will not be saved if a value does not fall within an expected range. For instance, you will receive an error in the Expenditure Reports screen if you enter a value that, when added to the cumulative expenditure, exceeds the approved object code total.

  • Narrative responses are only required for budget revision requests. Briefly describe (one or two sentences) each requested change.

    For example:

    Object code 1000 reduced by $25,000 because a part-time reading specialist was not hired; Object code 2000 increased by $25,000 to hire two part-time tutors for the after school programs.

  • Your session will timeout after 20 minutes of inactivity.

  • Use the breadcrumbs to return to the Home Page. Breadcrumbs are found on the top of every page, just below the CDE image.

    Example: SIGMART Home » Expenditures » LEA Expenditure Report

  • To print use the print function in the browser. This is usually found in the File menu. The SIGMART application does not contain a print button.

Budgets and Quarterly Expenditure Reports

  • Expenditure Reports in "Accepted" status cannot be modified online. To modify a report in "Accepted" status you must contact your assigned SIG consultant and provide reasons why the report(s) should be made available for modifications. A staff member will review the request and if approved, the report(s) will be made available for editing.

  • Expenditure and budget fields require data entry and cannot be blank. Enter zero in object codes where there are no actual expenditures. If you do not enter zero it will trigger an error message and you will not be able to submit your data. Always enter dollars and two digit cents (xxxx.xx).

The SIGMART Pages

Logon

  • Usernames and passwords are case sensitive and were e-mailed to program coordinators on August 17, 2012.

  • Accounts will be temporarily disabled after three consecutive invalid logon attempts. To enable the account contact the School Turnaround Office by phone at 916-319-0833 or by e-mail at STO@cde.ca.gov.

Home Page

The Home Page provides access to Budget, Expenditure, and Project Coordinator pages. The next phase will include a payment link will which will allow users to view LEA payment data. Contact information can be updated on every page except the Project Coordinators Page.

Budgets

The Budgets screen displays approved read-only LEA and school budgets. In Phase III users will be able to modify budgets online. The Budgets page contains LEA information, LEA Budgets and School Budgets in table format. The specific areas and fields are listed below:

LEA Information:

  • County
  • District
  • District Code

Data fields for the LEA and School Budgets tables:

  • Entity name (LEA or School) - Cohort
    Combined to create a unique record identifier

  • Status:

    • Submitted - The budget was completed and submitted.
    • Reviewing - The budget was completed, submitted, and a consultant is reviewing the request.
    • Accepted - The budget was completed, submitted, reviewed, and accepted.
    • Accepted* - The budget was initially accepted (in "Accepted" status) but the LEA has since requested that the budget be made available for revision. This budget can now be revised.


  • Date Submitted - The original application due date. When budgets are modified in the SIGMART this date will change to reflect the modification date.

  • Options - Contains a link to historical data. SIGMART records the current budget data prior to recording new budget data. This is useful when tracking budget changes over a given period. The historical data file only contains budget data for transactions completed in the SIGMART.

Contact information can be updated from this page.

Expenditure Reports

The Expenditures screen displays LEA information, LEA expenditure reports, and school expenditure reports in table format. New reports can be complete or existing reports can be viewed. Use the pull-down menu to select the desired years or select the "All Years" option. The specific areas and fields are listed below:

LEA Information:

  • County
  • District
  • District Code
  • School
  • County-District-School (CDS) Code

Data fields for the LEA and School Expenditure Report tables

  • LEA - Year - Quarter - Cohort
    Combined to create a unique record identifier

  • Status - Reports will be in one of three statuses:

    • New - An expenditure report has never been created and saved. Select this link to create a new report.
    • In Progress - An expenditure report was submitted and a revision request was made and granted.
    • Accepted - An expenditure report was completed, submitted, and accepted by the SIGMART.
  • Date Submitted - The date that the report was accepted.

    After selecting a link the Expenditure Report will display fields for the Expenditure, Cumulative Expenditure, and the Accepted Budget (Approved Object Code Total):

    • Category - Major Object Code and definition.
    • Expenditure - amount being reported for that quarter.
    • Cumulative Expenditure - sum of current year's expenditures in the object code which excludes the amount in the "Expenditure" text box. In other words, the formula to calculate the maximum value that can be entered in the "Expenditure" text box without generating an error is:

      [Approved Budget] - [Cumulative Expenditure].

    • The Accepted Budget Column displays the approved object code total.

LEA Contact Information

Upon initial logon users will be directed to the Contact Page to enter required contact information for the Program Coordinator and Fiscal Contact. Subsequent logons will direct users to the Home Page. Ensure that the contact information is correct and that contact persons are able to answer questions in the area(s) of responsibility. Contact information can be updated at any time and from any page within SIGMART, except on the Project Coordinators Page. The Contact Page requires the following information for the Program Coordinator and Fiscal Contact:

  • First Name
  • Last Name
  • Title
  • Phone Number
  • Extension (optional)
  • E-mail Address
  • Fax (optional)

View LEA or School Budgets

To view the approved three year read-only budget select the desired entity link from the "LEA - Cohort" field. The field name combines two field names to create a unique link name: [LEA Name] + [cohort]. Recipients can edit the budget as part of the budget revision process. The initial screen shows the three year budget, four years for Cohort 2 schools receiving pre-implementation funds. You may view a single year budget by selecting the appropriate button. The three or four year budget screen contains the following fields showing the approved object code totals for each funded year:

Line
Field Name
Notes
A.
Award The approved award amount.
B.
1000 - Certificated Salaries Approved object code totals for each funded year.
C.
2000 - Classified Salaries Approved object code totals for each funded year.
D.
3000 - Employee Benefits Approved object code totals for each funded year.
E.
4000 - Book and Supplies Approved object code totals for each funded year.
F.
5000 - Services & Operating Approved object code totals for each funded year.
G.
6000 - Capital Outlay Approved object code totals for each funded year.
H.
7310 & 7350 - Indirect Cost Shown in the LEA's budget, not the school's budget.
I.
7370 & 7380 - Indirect Cost Approved object code totals for each funded year.
J.
Budget Total The approved total of planned expenditures.
K.
Balance Unexpended total which is carry over.
L.
Sum of Expenditures The sum of quarterly expenditure reports.
M.
Budget to Expend Difference The Budget Total less the Sum of Expenditures.
N.
Report Status Submitted, Reviewing, or Accepted status.

Budget Revision Warnings

At some point it may become necessary to reduce or increase expenditure totals shown in the LEA or school budget screen. The Sum of Expenditures column shows the sum of all reported expenditures for that FY. This figure may only be modified in the Expenditures screen. You must reduce expenditures in one or several expenditure reports until the desired amount is made available. Remember, if the reports are in "Accepted" status you will need to send an e-mail to the assigned SIG consultant explaining why the report(s) should be made available.

For example, suppose Line L, the Sum of Expenditures, is $1,000 and you want to reduce it to $500. You must first reduce expenditures by $500 in the Expenditures screen and then return to budgets. If your request to modify expenditures is approved, "Accepted" reports will be changed to "In Progress." Proceed as follows:

  • Exit the Budget Screen.
  • Return to the Home Page.
  • Select the Expenditures link.
  • Modify the appropriate expenditure report(s) in the desired year to reduce expenditures by $500.
  • Return to the Budget Screen (LEA or school) to verify that the figures have been updated.
  • Update the budget.

Follow the same steps to increase the Sum of Expenditures.

View LEA or School Expenditure Reports

To view the desired expenditure report select the entity link from the "LEA - Year - Quarter - Cohort" field. Reports in "Accepted" status will be read-only and cannot be modified online. To modify an expenditure report contact the School Turnaround Office so that the expenditure report can be set to "In Progress" making the report editable online. The screen displays the following fields:

Line
Object Code
Required Action
A. 1000 - Certificated Salaries Enter the expenditure.
B. 2000 - Classified Salaries Enter the expenditure.
C. 3000 - Employee Benefits Enter the expenditure.
D. 4000 - Book and Supplies Enter the expenditure.
E. 5000 - Services & Operating Enter the expenditure.
F. 6000 - Capital Outlay Enter the expenditure.
G. 7000 - Indirect Enter the expenditure.

In addition to the object code fields, this page shows Cumulative Expenditures and the Accepted Budget (Approved Object Code Total).
  • The Expenditure column shows the amount reported for the selected quarter. If you do not submit the report the values will not be saved.

  • The Cumulative Expenditure column shows the sum of the object code expenditures thus far in the selected FY. The value is calculated by adding the like object code totals from the five required expenditure reports. Bear in mind that this figure is dynamic and will change when the same object code is changed in any expenditure report. This is not a snapshot representing a point in time.

    For instance, you complete the first quarter expenditure report entering $1,000 for Certificated Salaries. The Cumulative Expenditure column will show zero because this is the first report in the FY. Three months pass and you are ready to complete the second quarter expenditure report. When the page displays you will see that the Cumulative Expenditure is $1,000 from the first quarter expenditure report. The Cumulative Expenditure total does not include the figure that you will report for the second quarter in the Expenditure field. If you were to submit the report, exit the screen, and reopen the report you will see the value entered for quarter two and the same $1,000 in the Cumulative Expenditure column entered in the quarter one expenditure report. To calculate the maximum value that can be entered:

    [Accepted Budget] - ([Cumulative Expenditure]+[Expenditure)

    This is why the Cumulative Expenditure label includes "Excluding [quarter number]."

  • The Accepted Budget Column displays the approved object code total.

Project Coordinators

Selecting the Project Coordinators link will display a list of the current SIG project coordinators. The list contains the following fields:

  • LEA
  • First Name
  • Last Name
  • E-mail
  • Phone Number

This page displays self-reported coordinator data and must be updated by LEAs in the SIGMART. Do not send update requests to SIG staff.

Create a New LEA or School Expenditure Report

Note: New records will appear at least two weeks prior to the due date to allow recipients sufficient time to complete the required report.

To create a new expenditure report:

  1. Select the desired entity from the "LEA - Year - Quarter - Cohort" field. This field name combines four field names to create a unique link name: [LEA Name] + [FY] + [quarter] + [cohort].

    The current report's status will be "New," and although you may view expenditure reports for any year or quarter, you will only be able to complete the report for the current quarter.

  2. SIGMART Expenditure Report Page displays the following fields:

    Line
    Object Code
    Required Action
    A.
    1000 - Certificated Salaries Enter the expenditure.
    B.
    2000 - Classified Salaries Enter the expenditure.
    C.
    3000 - Employee Benefits Enter the expenditure.
    D.
    4000 - Book and Supplies Enter the expenditure.
    E.
    5000 - Services & Operating Enter the expenditure.
    F.
    6000 - Capital Outlay Enter the expenditure.
    G.
    7000 - Indirect Enter the expenditure.

  3. Check the box to acknowledge that SIG funds were expended in accordance with the approved application and SIG regulations and that the data are accurate to the best of your knowledge. The report will not save if you do not check the box .

  4. Press the Submit button to save the report.

  5. The read-only Expenditure Report Confirmation Page displays.

Proceed to the SIGMART Logon

Questions:   School Turnaround Office | STO@cde.ca.gov | 916-319-0833
Last Reviewed: Wednesday, June 1, 2016
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