Create, Edit, and Delete a Program

This article covers all of the ways you can create or interact with a program in Cost Recovery.

Create a Program

1. Log in to the Cost Recovery App

2. Navigate to the Programs tab

3. Click the New Program button on the top right of the screen

4. On the following pop-up window, fill in the Program Details

   • Program Title: Fill in the Program Name

   • Program Type: Select the Program type from the available drop-down menu

   • Service Area: Select the Service Area from the available drop-down menu

   • Service Sub Area: Select the Service Sub Area from the available drop-down menu

   • Service Category: Select the Service Category from the available drop-down menu

5. Click the Get Started button

6. The Get Started button will take you to the Program Page, where you can edit, duplicate, and view the Program.

Import a Program

To see how to import a program, view the Import Data article.

Edit a Program

1. Log in to the Cost Recovery App

2. Navigate to the Programs tab

3. Navigate to the Program you want to edit and click the green arrow button

4. View the Program Summary on the left side
   

   • Status: Program status indicator. This can be adjusted manually

     • Incomplete: The program was started but still needs more information

     • Complete: All the required Program data has been included

     • Pending: The Program was submitted for approval

     • Accepted: The Program was approved by an Admin

     • Rejected: The Program was Rejected by an Admin

   • Fees: A bar chart showcasing fees and costs

   • Costs: A pie chart comparing direct costs and indirect costs

   • Summary: A list of costs based on the programs collected data

5. Use the Menu areas on the right to navigate through the program sections

   

   • Service Details

     • Program Title: List the Program Name

     • Status: The user can tell the App where the program currently stands. The reports and summary data on the Dashboard only reflect Complete or Accepted programs.

       • Accepted: Your Supervisor reviewed the email sent and has accepted the outcomes.

       • Complete: You are finished entering all the data for the program.

       • Incomplete: You are still working on the program and/or are not satisfied yet with the outcomes.

       • Pending: You have emailed the program to your Supervisor and are awaiting a response.

       • Rejected: You have emailed the program to your Supervisor and they have rejected one or more aspects of the data.

     • Program Type: Select the Program Type from the drop-down list

     • Fund/General Ledger: Optional

     • Service Area: Programs, leagues, and events generally tied to a budget area

     • Service Sub Area: All services that fit into the select service area

     • Service Category: A predetermined grouping of Services with a cost recovery/subsidy level identified for each Service offered by the organization.

     • Cost Recovery Goal: The desired cost recovery percentage amount slider. This will directly effect the Fees bar graph in the Program Summary.

     • Current Fee: The lowest fee on average

     • Session: Season that the service takes place in

     • Year: The year of the program

     • Start time: Fill in the time the program will begin in the day

     • End Time: Fill in the time the program will end in the day

     • Hours Per Day: Fill in the hours per day the program will take place

     • Days Per Session: How many individual meetings times for the service

     • Minimum Participants: Fill in the minimum participants necessary for the Program to take place

     • Maximum Participants: Fill in the Maximum number of participants allowed to participate in the Program

     • Brochure Information (Optional)

       • Start Date: Fill in or select the Program start date

       • End Date: Fill in or select the Program end date

       • Days of the Week: Select which days of the week the program will take place

       • Genders: Select the genders of those allowed to participate in the program

       • Description: Include a description of the Program

       • Justification: Include the reason for the Program, or financial benefit

       • Comparative Analysis: Comparing the program to other services outside the organization

       • Minimum Age: Fill in the minimum age allowed to participate in the Program

       • Maximum Age: Fill in the Maximum age allowed to participate in the Program

     • Click the Save & Continue button

   • Direct Expenses

     • Instructor Cost Per Hour: Fill in how much an instructor will cost per hour for the Program

     • Supplies & Materials: Cost of Supplies and Materials

     • Facility Name: Include the name of the facility where the Program will take place

     • Facility Type: Include the type of facility where the program will take place

     • Facility Unit: Include the Facility Unit where the Program will take place

     • Total Facility Costs: Include the total facility costs for the Program

     • Other Direct Costs: Include any other Direct Costs that might be needed for the Program

     • Click the Save & Continue button

   • Indirect Expenses

     • Total Coordinator Costs: Include Costs needed to Coordinate the Program

     • Total Supervisor Costs: Include Costs needed to Supervise the Program

     • Administrative Percentage: Include the Percentage of Cost needed for Administration for the Program

     • Other Indirect Costs: Include any other Direct costs for the Program

     • Click the Save & Continue button

   • Actuals (optional) - This information is based on numbers collected after the program has run and will populate in the full report under total projected revenue

     • Actual Participants: How many people participated in the Program

     • Actual Revenue: How much money the Program earned

   • Full Report

   • Send for Approval: Add the approver email and click Send

Delete a Program

1. Log in to the Cost Recovery App

2. Navigate to the Programs Tab

3. Scroll or filter to find the Program you want to delete

   

4. Click the Trash Icon on the right side of the line item

5. Click the Trash Icon again to confirm deletion

Resources

• Import Data

• Filter and Download a Report