Create a Perkins Budgeting tool for multi-school districts

Under Perkins V, every dollar spent must be directly linked to a gap identified in the Comprehensive Local Needs Assessment (CLNA).

Here is a detailed product roadmap and feature architecture for the "Jobready Perkins Budget Planner."

I. The Core Logic

For a budget to be compliant, it must follow a specific logical thread. Your tool should enforce this structure during data entry:

1. CLNA Gap: Which specific data gap (identified in the bi-annual assessment) does this purchase address?

2. Spending Category: (Equipment, PD, Personnel, Travel, etc.)

3. Perkins Indicator: Which performance metric (e.g., 5S3 Work-Based Learning or 2S1 Academic Proficiency) is this intended to improve?

4. SSQ Validation: Does this expenditure support a program of sufficient Size, Scope, and Quality?

II. Phase 1: District-Level Configuration

The District Admin (CTE Director) needs to set the "rules of the game" before schools can submit data.

• Allocation Management: Ability to set the total district award and sub-allocate "buckets" of money to specific schools or career centers.

• Budget Templates: Pre-load the state-specific Object Codes (e.g., Code 400 for Supplies, Code 500 for Capital Equipment) so schools don't have to guess.

• CLNA Library: A digital repository where the District Admin uploads the most recent CLNA findings. These become "selectable" tags for school users.

• Approval Workflow: A "Budget Window" toggle (Open/Closed) and a status dashboard (Draft, Submitted, Approved, Needs Revision).

III. Phase 2: School-Level Submission

This is where School Leads or Department Heads enter their needs.

• Line-Item Entry: A simple interface for adding requests. Each line item must include:

  • Item Description & Quantity.

  • Estimated Cost.

  • Justification Narrative: A text box where the user explains why this is necessary and "reasonable."

  • The "Link" Dropdown: A mandatory selection from the district’s uploaded CLNA gaps.

• Document Upload: A place to attach quotes, "Sole Source" justifications, or advisory committee meeting minutes proving the industry need for the purchase.

• Real-Time Validation: If a user tries to budget for a "Non-Allowable" item (like food or exploratory field trips), the system flags it immediately based on pre-set rules.

IV. Phase 3: Monitoring & Post-Award Tracking

Grant management doesn't end when the budget is approved; it ends when the money is spent and the audit is over.

• Inventory Integration: If a school buys a $5,000 CNC machine, Jobready should automatically prompt the user to add it to the Perkins Asset Inventory, complete with the required federal asset tags and serial numbers.

• Burn Rate Dashboard: A visual tracker showing "Allocated" vs. "Encumbered" vs. "Expended" funds.

• The "Audit-Ready" Export: A one-click PDF/Excel export that formats the budget exactly how the state systems require.

V. The Workflow Diagram

For the "Budget Tool" to be compliant and useful for an audit, the data must flow in this specific sequence within the software:

1. The Foundation: CLNA Integration

• The Input: Every two years, districts perform a Comprehensive Local Needs Assessment (CLNA).

• The Feature: Admin uploads "Gaps" (e.g., "Low participation of female students in Welding") into a master library.

• The Logic: You cannot create a budget line item without first selecting a "Gap" from this library.

2. The Allocation (Top-Down)

• The Input: The State notifies the district of their total funding.

• The Feature: Admin creates "School Buckets."

  • Example: District Total: $500k. School A: $100k; School B: $150k; District-wide PD: $250k.

3. School-Level Submission (Bottom-Up)

• The Input: Department heads or principals enter requests.

• The Mandatory Fields:

  • Item Name: (e.g., "Virtual Reality Welding Simulator")

  • Perkins Indicator: (e.g., 5S3: Work-Based Learning)

  • Object Code: (e.g., 730: Equipment)

  • Narrative: "This simulator allows female students to practice in a low-stakes environment, addressing the gender participation gap identified in the 2024 CLNA."

4. The Approval Loop

• Status 1 (Draft): School is editing.

• Status 2 (Submitted): Locked for the school, visible to District Admin.

• Status 3 (Revision Required): Admin sends it back with comments (e.g., "Need a second quote for this price point").

• Status 4 (Approved): Funds are "Encumbered."

5. Expenditure & Inventory (The "Audit Trail")

• The Feature: Once the school marks the item as "Purchased," the tool should:

  1. Deduct the amount from the "Encumbered" bucket and move it to "Expended."

  2. If the item is over $5,000 (standard federal threshold), automatically create an entry in the Jobready Asset Inventory.

  3. Store the serial number, funding year, and "Federal Interest" tag.

  4. Every change to a budget line should be timestamped with the user’s name to satisfy federal "Time and Effort" and financial oversight requirements.