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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

Budgets and Quarterly Expenditure Reports

The SIGMART Pages

Logon

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:

Data fields for the LEA and School Budgets tables:

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:

Data fields for the LEA and School Expenditure Report tables

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:

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:

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).

Project Coordinators

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

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
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