Franklin Software Capabilities to Aid in an Audit

Owned by Robin Rodrigue
Last updated: Mar 27, 2013Version comment
5 min read

Review Processed Applications Report

Overview

The Review Processed Application process allows you to export reports to a designated folder for ease of access for review. The report provides a link to Application Details (Application ID) and images/information of submitted applications image) for each student. The report additionally provides the application reference number, batch code, student number, student name, school site code, grade, total income, total household members, SNAP/TANF case numbers, application approval and reason, and current meal eligibility status. 

Additionally, you may want to review the following reports: Adds & Drops, Merged Students, and Status Changes reports. Guides to run those reports can be located in Franklin's Guide for Daily Operation Reports. Refer to Audit Reports & Tools.

 

Do I need to be running a particular version to perform Audit Reports?
Yes. Version 2.1.15.0 or higher is recommended.

 

Step 1: Login to Franklin

Your District may decide to create categories in order to isolate some schools. This will place all applications from the selected schools into the same folder for the auditor. Follow Steps 2 - 5 to create categories.

Step 2: Locate the Administration and Maintenance tab. Then, select Miscellaneous Setup > Schools > School Categories. 

 

 

Step 3: Create School Categories (Repeat this process to add additional School Categories if necessary.)

  • In the Category Description column, enter the category name and click the Return button.

 

  • Click the Plus sign to expand the category and enter the item description(s).

 

  • Click Save Changes once you have added all school categories.

 

Step 4: Locate the Administration and Maintenance tab. Then, select Miscellaneous Setup > Schools > Schools. 

 

Step 5: Apply School Categories to Schools

You should now see columns with the School Categories you created.

  • Locate the school(s) you wish to include in a category. Under the selected category, click in the cell to utilize the drop-down box and select the proper description.

  • Click Save Changes once you have established school categories with the necessary schools.

 

Step 6: Create the Review Processed Applications report.

  • Locate the Utilities tab. Then, select Miscellaneous Setup > Audit/Review Processed Applications. 

 

 

Step 7: Establish the Audit Review parameters in the Application Audit Review window.

  • Select By Category, then use the magnifying glass icon to select the CRE category.

If you choose to filter by Specific School, separate export folders will need to be created for each school.

  • After you have selected the category, click the next magnifying glass icon to select the Category Description.
  • You may choose to add a filter to the audit report. 
    • Scanned Batch - Enter a specific batch number.
    • Online applications Received On - Enter a date to select only online applications on a particular date.
    • All applications - Creates a report for all applications in the category and category description.
  • Include Only Current Applications - This box is checked off by default. You may choose to uncheck the box.

 

When you are done, click Ok.

 

Step 8: A list of applications, household details and eligibility statuses will appear.

  • Franklin gives you the ability to group the applications by headers. To group by Batch Code, left-mouse click on the Batch Code column. While holding down the left-mouse button, drag and drop the header into the area stating "Drag a column header here to group by that column." Release the left mouse button once you have dragged the header to the position.

You can drag other headers behind the first group to create subgroups.

 


  • Click on the plus icon next to each Batch Code to expand the batch and view applications.
    • If you see Online Application (Click to View), the application was received online. You can view the submitted information by clicking on the link and logging in to the Apply for Lunch website.

  • If you see an image, a hardcopy of the application was received and scanned into the system.



  • Once a batch has been highlighted, the following options are available:
    • Review Application
    • Review Student
    • Comments
    • View Image
    • Application Detail Report
    • Export to HTML

Review Application and Application Detail Report will only pull up one application ID at a time.

 

Step 9: Create the Export Audit Report

To create an entire report that simulates the Scanning Report, you need to export the file. Click Export All to HTML.

 

Step 10: Choose how to sort exported data

In the Export Audit-Review Data window, select which way data should be sorted. Then click Ok.

 

Step 11: Establish an export path

You must create a new, empty folder in order to successfully export the Audit/Review file.

  • A window will appear for you to save the file. Choose the location you wish to save the file by clicking on the list to the left.
  • Then, right-click the mouse and locate New. A subwindow will appear.
  • Click on New Folder.

 

  • Create a folder name and hit the return button when you are done. Then, click Open.

 

Do not change the file name. It must remain as index.html in order to work properly.

  • Click Save.

 

You should see export data processes running. It may take a few minutes for all of the data to fully export.

 

Once the export process has completed, an internet browser window will appear.

For more information about the index.html file, refer to Auditors - Franklin Review Guide.