MAKING PROGRAM DESIGN CHANGES
In FY13 Program Plans
Adding Seats and Increasing Intensity
As a result of the $3 million increase to adult basic education, we have an opportunity to serve
additional students and increase the intensity of services. In order to capture these additional
services, you’ll need to modify your currently approved FY2013 program plan by making
changes in the latest working version. Please review the steps for adding rate based and non rate
based classes below.
Steps to modify your FY13 program plan:
1) Adding services:
 In order to add new rate or non rate based classes, you need to create new classes.
2) Modifying existing classes by adding seats or intensity:
 In order to modify existing classes by adding seats or intensity, you need to first
end existing classes at the end of a month since attendance is entered monthly.
Then you will need to create new classes with increased number of seats and/or
increased intensity starting the next month.
3) Adding additional weeks to existing classes:
 Enter the new “total weeks and days” and make sure that that the class end date is
entered as “6/30/2013”. Be sure to take into account any holidays, planned
professional development days, etc. when classes will not be held.
4) Make sure that you verify the class monthly schedule in the class screen for classes that
are ending before submitting the program plan changes for approval.
 It’s crucial that you check the current monthly schedule when ending classes.
Look at the column labeled “Scheduled + Make-up” in case you made changes in
the monthly schedule after you set-up the class. Be sure to take into account any
holidays, canceled classes due to storms, etc.
5) Ensure that the “Direct” summary sheet award matches the new grant total.
6) Submit the program plan for approval.
7) Program plans and budgets are due to ACLS by Monday, December 17th.
Here is an example if you decide to add intensity to existing classes beginning in January. Class
201 is currently scheduled for 6 hours per week and you want to add another 3 hours per week
on Thursdays starting in January. You will need to modify the program plan by ending class 201
on December 31, 2012 and then add a new class with the new intensity starting in January.
PROGRAM PLAN: CLASS 201 CURRENT
Class
Code
Service
Type
Start
Date
End
Date
Start
Time
Days Hours Link Hours Weeks
of
per Class
per
per
Week Class Code Week
Year
201 GLE 5-7 09/01/2012 06/30/2013 06:00 PM
MW
3.00
6.00
Class Total
Hours Classes
36.00 216.00
72.00
When ending the class, check the monthly schedule for class 201 and make sure that you enter
the correct number of weeks and days for this class. . In this case, the plan needs to be modified
to show 81 hours which is 13 weeks and 1 day. (13 x 6) + 3 = 81.
PROGRAM PLAN: CLASS 201 REVISED
Class
Code
Service
Type
Start
Date
End
Date
Start
Time
201 GLE 5-7 09/01/2012 12/31/2012 06:00 PM
Days Hours Link Hours Weeks
Class
of
per Class
per
per
Hours
Week Class Code Week
Year
MW
3.00
6.00 13.50 81.00
Total
Classes
27.00
CLASS MONTHLY SCHEDULE:
Scheduled
Hours
Make-Up
Hours
Scheduled + MakeUp Hours
Sep
18.00
0.00
18.00
Oct
21.00
0.00
21.00
Nov
21.00
-3.00
18.00
Dec
21.00
3.00
24.00
Jan
21.00
0.00
20.00
Feb
24.00
0.00
24.00
Mar
21.00
0.00
21.00
Apr
24.00
0.00
24.00
May
24.00
0.00
24.00
Jun
21.00
0.00
21.00
Total
216.00
0.00
216.00
Month
TOTAL
81
PROGRAM PLAN: CLASS 202 NEW
Code
Service
Type
Start
Date
End
Date
Start
Time
Days Hours Link Hours Weeks
of
per Class
per
per
Week Class Code Week
Year
202 GLE 5-7 01/01/2013 6/30/2013 06:00 PM MWTh
3.00
9.00 22.50
Class Total
Hours Classes
216.00
72.00