Treasurer Fiscal Year End Meeting

Presented by ACCESS June 11, 2012

Treasurer Fiscal Year End Meeting

USAS CLOSING

District/Building Financial Data

• The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under Financial Reporting Period H for FY12.

The Building General Information• Building General Information– Financial (DM) • District General Information—Financial (DD)

are no longer reported to ODE. All elements on these records have been reorganized for inclusion in the Organization General Information (DN) record

Note:

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USAEMSDB - DSTMNT

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Central Office Square Footage and ITC IRN are found in the USAEMSDB program option 1 – DSTMNT. ACCESS’S IRN is 085563

VALACT

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VALACT should be run to check for any invalid accounts that may need to be fixed prior to closing.ACTCHG or FNDCHG can be used to correct

invalid accountsWarnings on required SUBJ or IL should be

reviewed and the account corrected if appropriate

Warnings associated with accounts for an invalid account with zero amounts can be ignoredThese accounts can be deleted once considered

delete able by DELACT

EMIS Fund Categories

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VALACTLists errors for invalid fund categoriesLists warnings for funds that should have an

EMIS category but don’tEMISFCAT report

Lists all funds and associated fund categoryEnter * if no appropriate code exists

EMIS Fund Categories

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Operational Units

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Check Operational UnitsCheck IRN and Entity TypeUse USASWeb/ Operational Units to query all

the OPUS; and make modifications if needed

Accounts Payable Tracking

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Pay close attention to received date to track items received this fiscal year but not paid for until after July 1 in the next fiscal year

PAYABL report usually run the month of August

USAEMSEDT Processing

*** Main Menu ***

1 - Cash Reconciliation 2 - Federal Assistance Programs - Summary 3 - Federal Assistance Programs - Detail 4 - Civil Proceedings 5 - Exit Program

***System Manager Only*** 6 - Change flags

Enter option < 5>: _

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Option 1 - Cash Reconciliation

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Figures entered must balance with the Current Fund Balance as reported on the FINSUMMNot in balance if the following is displayed

when exiting option 1

USAEMS will generate error if not in balance

Total entered in Total entered in option 1option 1

Total on the account Total on the account filefile

Option 3 – Detail Federal Assistance Programs

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FEDDET.TXTContains an initialization option

Deletes prior year information for 5xx fundsCreates new records based on current year

figures found on the account file for 5xx fundsCFDA # for each record created will need to be

enteredRecords for any funds other than 5xx will also

need to be manually entered or updated

Fiscal Year-end Closing

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Complete USAEMSEDT optionsEach option must at least be entered and

exited even if there is nothing to enterEach data entry option has the ability to

generate a report Can be very useful to generate the report to see what

has been carried over from the prior year for each option

USAEMS

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Extracts data from the USAEMSEDT and USAEMSDB programs and stores it in a flat-file layout that can be loaded into EMIS-R

Will check that all necessary funds are coded with a valid EMIS Fund Category

Checks that Cash Reconciliation balancesOutput data will be stored on a USAEMS_EMISR.SEQ fileCurrently waiting to hear back from ODE regarding

possible changes for ITC fiscal reporting…

USAEMS

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USAEMS - Extract financial data into EMIS-R detail file format.

Are you extracting for an Information Technology Center? (Y,N,?) <N> _ District IRN: 999999District Name: SAMPLEVILLE SCHOOLS

Is this correct? (Y,N,?) <Y> _ Enter Fiscal Year: <2012> ____ Continue, Re-enter, or Exit? (C,R,E,?) <C> _ Processing, please wait!

EMIS-R output file is USAEMS_EMISR.SEQ

Processing Completed!

EFM_LOCAL

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EFM Data

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EFM Reports will come back from ODE in JulyBuilding Expenditure ReportExpenditure Per Pupil ReportError ReportPercentage of School Cost Report

Verify that reports are accurate

Fiscal Year-end Reminders:Fiscalcd must be run- Choose to run nowRun GAAP closing checklist

Run USAS_FY to create your backup

Create a ticket and wait for response from ACCESS.

Run BACKUP before ADJUST

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GAAP Checklist has not changed.

Please see checklist on ACCESS Web Page

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Inventory (EIS) Fiscal Year-End Closing

Capital Assets

Compile your capital assets information

EIS DISTRICTS Follow the “EIS Closing Procedures” handout through at

least step 3 – running EISEMS and uploading the data into EMIS-R

NON-EIS DISTRICTSEnter your capital asset information into EMIS-FFE

https://ssdt.esu.k12.oh.us/emisffe/ffeUser/login

Must be to ODE before 12H period closes

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Data Sources: Some of the data for financial reporting will be pulled directly from district’s live USAS data, while other portions will be pulled from EMIS-R “flat files” (i.e USAEMS_EMISR.SEQ). Live USAS data includes:

Cash, Expenditure, Revenue Accounts Account data will be pulled either from the current

year data or from account history data depending on the timing of when the EMIS-R data collection is run.

Operational Units

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Financial Data Reporting

Financial Data ReportingFlat Files data includes:

USAEMS_EMISR.SEQ generated from USAEMSCash ReconciliationFederal Assistance Summary and DetailCivil ProceedingsDistrict and Building Profile information

EISEMS.SEQ or file exported from EMIS-FFECapital Assets

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USAEMSEDT data

USAEMSDB data

EIS Fiscal Year End Closing

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Finish all current year processing. Items received on or prior to June 30th should be added to EIS for FY2012. Any items received after June 30th can continue to be added to the EIS pending file for FY2013. Please see detailed checklist on ACCESS web page.

Districts with a life limit specified for capitalization criteria may want to run an EIS304 Brief Asset listing to verify items meeting the dollar capitalization criteria also have a valid Life Limit.

Run EIS_EMS and upload your EISEMS.SEQ file to EMIS-R

Run EIS_FY to create your archive.Create a ticket and WAIT for response from ACCESS

Capital Asset Reporting

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Capital Asset Reporting opens on July 2nd Do not know close dateBe prepared to have data submitted by the end of July

EISEMS will need to be run prior to EISCLS

Inventory does not need to be completed prior to FYE

Refer to the handouts on ACCESS web page for additional information on capital asset reporting

USPS CLOSING

EMIS period N staff processingSee EMIS/Payroll Connection handout from

meeting for details on current processingPeriod N is pulling payroll data through EMIS-R.There is no snapshot through uspems as in prior

yearsEMIS contract information different from contract

information should not be clearedEMIS-R will know if fiscal year is closed and will

pull from history.Do not clear long term illness until period N closes.Paper STRS Recap gone. Fill in online form (mail or

fax)

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All significant updates are discussed elsewhere in presentation

Software Releases

Period H EMIS REPORTING

Period H Data

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This is good time to Upload your USAEMS_EMISR.seq file into the Data Collector.

We will alert you when manifest is available

After the Manifest is out -Run through the Data Collection Process Collect and Prepare DataReview Error Reports and DataCertify and Submit

Refer to handout on EMIS-R on our web page

Capital Assets

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Compile your capital assets information

EIS DISTRICTS Follow the “EIS Closing Procedures” handout through

running EISEMS and uploading the data into EMIS-R

NON-EIS DISTRICTSEnter your capital asset information into EMIS-FFE and

upload file into EMIS-R https://ssdt.esu.k12.oh.us/emisffe/ffeUser/login

Must be to ODE before 12H period closes

WEBGAAP PROCESSING

WEB-GAAP Conversion

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Web-GAAP for GAAP reporting:Run USAEXP/GAAP_EXP option to create

necessary files Can be run either before or after closing out

Creates file (GAAPEXP.TXT) to be uploaded into Web-GAAP

Emails GAAPEXP.TXT to specified email address for uploading into Web-GAAP Email Accountants use to load into Web-GAAPEmail Treasurer

WEBGAAPBefore you leave today please see

Bonnie to sign form indicating your approval of current users with access rights to your district

Open new fiscal year

Upload cash dataRun trial balance if you want to see

legacy reports34

Wednesdays from 9 – 12June 27July 11July 18July 25

Work Sessions in MCESC Computer Lab

PURGING HISTORICAL DATA

August, 2012Will purge historical dataSome work might be necessary to review

and clean up old accountsACCESS will have resources available to

assist with transaction level research

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Other Applications

Other ApplicationsEmployee Kiosk

11 Entities live on software, some in production, some testing

Employee profile, leave requests, and IPDPFormShare

3 entities live on softwareAutomated requisitions and leave requests

OnBase1 entity live on softwareElectronic records management, scanning

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Future Applications

Future ApplicationsUSAS-R and USPS-R – Front End

Continued re-write of State SoftwareReplacing all green screens with web-based

versionsBack End – Complete change in database

structureFrom VMS (Legacy) to SQL (Modern)From single application for all districts to one

set of applications per districtNew reporting and data extract toolsTimeline still TBD

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Bob Howard

Bob Howard – Excel TrainingBob will be back this Summer!

Focus on “District Problems”How to use Excel to solve specific issues and

challenges in district$50 per person per dayMore information coming

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Thank You!!