ConApp Part II 2007-08 User's Guide

Introduction

The Consolidated Application Data System (CADS) is designed to make it easier to complete the Consolidated Application (ConApp). With the CADS, all the ConApp data can be entered, error checks can be performed, the ConApp can be printed, and data can be submitted electronically. The California Department of Education (CDE) is no longer accepting paper copies of the ConApp, so the CADS must be used.

This document explains how to install and run the CADS. The document is not meant to be detailed operating instructions for the CADS; for that information, see the CADS help system.

The CADS and the ConApp

Sometimes there is confusion about the difference between the CADS and the ConApp. The ConApp is the document that must be completed to apply for funds for categorical aid programs. The ConApp will be released in two parts (I and II). The CADS is a computer program. There will be at least two releases of it (and possibly many more), one in spring and one in fall.

Equipment Requirements

The CADS should run on any version of Windows. It was created on a 1.8 GHz Pentium 4 computer. The speed at which the system runs will be related to the speed of your computer.

Please note that the CADS is only available for those Macintosh computers that have Virtual PC software installed.

Installing the CADS

The CADS has been bundled into an installation program that can be found on the Consolidated Application Web page. The installation program is called CADS0708IN.EXE. Although there is more than one way to do the installation, this is what we suggest:

1. If a previous version of the CADS is on the computer, run it and back up the data.
2. Find the link to the installation program at the Web page listed above.
3. Download it. The installation program is large (over seven megabytes) so downloading it may take a while, depending on the speed at which the computer is connected to the Internet.
4. Save it to the desktop of the computer.
5. Exit the Internet.
6. Run the installation program by double clicking on its shortcut. Remember that this is called CADS0708IN.EXE. The icon is bluish and looks similar to a sailboat.
7. If a previous version of the CADS is on the computer, the installation program will notify the user that their version of CADS is being updated. Click on “Next.” This will delete the CADS, including the data, and install the new version.
8. If the same version of the CADS is on the computer, the installation program will prompt the user with three choices: MODIFY, REPAIR, or REMOVE. We recommend selecting the default choice: REPAIR.
9. Follow the directions, clicking on “Next,” and “Finish” where appropriate. Although the CADS can theoretically be installed anywhere, it is strongly recommended that the CADS be installed in the default locations. The CADS has not been tested as installed anywhere but the default location, so by installing the system to the desktop, CDE staff will be able to more efficiently provide technical support.

Please note that the name of the installation program and its location are subject to change. For help in finding the CADS, please contact Brad Horton at 916-319-0782.

Once the CADS has been successfully installed, the installation program may be deleted. Please note: Do not run the actual CADS program via the installation program’s shortcut. See the next section for instructions about how to run the CADS.

Running the CADS

Using the CADS can be confusing. Once it is installed, run the CADS by double clicking on the shortcut on the computer desktop labeled CADS0708. This shortcut has a picture of a Cat icon. If there is a CADS shortcut with a stack of money icon, it means that either the installation program was not run or the installation did not complete properly. Running the CADS through the shortcut with the stack of money icon will not allow access to the 2007-08 ConApp.

The first time any newly installed version of the CADS is run, the district to be worked with must be selected. The password must then be entered. For help in determining the correct password, please contact Brad Horton at 916-319-0782.

Please note that when the CADS is installed, previously existing data are automatically erased. A restore from the backup disk must be performed. If there is no backup disk, the data must be entered into the CADS again.

There is a “Help” button available on almost every screen. To find out more about how to use the CADS, click on those buttons, especially the one on the main screen. There is also an “Instructions” button on most screens that provides help that is specific to programs in the ConApp as opposed to the CADS itself.

Versions of the CADS

There are two major releases of the CADS.

Within each release we have several versions that are usually released to fix bugs or add features. The version of the CADS can be determined by looking beneath the main heading on the main screen. This will be right above the “Submit Data” button. The version is the date the version was created, followed by a letter (A, B, C, etc.) to indicate whether more than one version has been created on the same day.

Should a new version be downloaded? It is recommended that the CADS should be downloaded occasionally to remain relatively current. Please do not, however, download each incremental change unless there is a specific problem with the CADS that is addressed by the update. To find out if such is the case, please call Linda Parker at 916-319-0297 and explain the problem to determine if it is advisable to download the current version.

Error Checks

One of the significant features of the CADS is the ability to run error checks that can identify problems with the data. Error checks can be performed for an individual ConApp page from the data entry screen for that page. Error checks may also be performed from the main CADS screen. From that location, choose to run the checks for Part I or Part II. Because Part II of the ConApp is related to Part I, selecting Part II runs all of the checks. The error checks are also performed when the CADS is submitted.

If errors are found, they must be corrected before the CADS can be submitted. It is important to note that the data are not necessarily correct if the error check comes back clean; it only means that the data passed the identified and programmed checks.

Electronic Submission of the ConApp Data

Click on the “Submit Data” button on the main CADS screen. The CADS can be submitted as Part I or Part II data. As with the error checks, selecting Part II actually submits the entire ConApp. The error checks will run prior to submission, and they must come back clean before the CADS can be submitted. The CADS will merge the data, log onto the Internet, and transmit the data to the CDE.

We have found that a few local educational agencies have difficulty submitting their data electronically. If this should happen, please contact Linda Parker at 916-319-0297.

For Technical Assistance

For maximum efficiency and to minimize problems, try to follow instructions on the screens. If there are problems running the CADS, write down as many details as possible and contact Linda Parker. Another option is to exit the CADS and then run it again. If that does not work, try turning off the computer (hopefully through Start, Shut Down) and then restarting it.

If help is needed, please contact:

Be sure to save the data often while doing data entry and to back up the data before exiting the system!