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EFIS Training

Presented by :Financial Analysis and Accountability Branch

February 2011

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Topics to be covered:

1. Navigation in EFIS

2. Document Set/Submission

3. Type of Users/Submission Status

4. Other functions

NOTE

All page reference refers to EFIS Training Guide February 2011

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What is EFIS?• Education Finance Information System

• A database application that allows users to create and submit their financial data to the Ministry using the internet

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Navigation in EFIS• Site : https://efis.edu.gov.on.ca

• Login password – assigned by the Ministry initially, user will be able to change it under “My Profile” (Page 4-5 & 8-9)

• Grant Calculation System

• Navigation buttons (Page 16)

• Pull down menu (Page 16)

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Document Set/Submission(Page 8)

What is a document set?A document set is a blank set of forms—Estimates, Revised Estimates and Financial Statements—that the ministry has created for the users to enter their financial data. The document set contains formulae, constant and derived (calculated) values, validation routines and cells in which data is entered.

What is a submission?A submission is a completed document set or a document set the user is working on. It contains the values that the user has entered and the values that have been calculated by the formulae in the document set.

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School Year• Fiscal period for different user in EFIS

• For example, School Year 2011-12:– SCHOOL BOARDS

- From September 1, 2011 to August 31, 2012

– CHILD CARE TRANSFER RECEIPIENTS• CMSMs and DSSABs

– From January 1, 2011 to December 31, 2011• First Nations

– From April 1, 2011 to March 31, 2012

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Document Set/SubmissionWhat can the user do with a submission?•Create a submission (Page 12)

•Edit a submission (Page 11)

•Copy a submission (Page 28)

•Update a submission with new document set (page 27)

•Delete a submission (Page 11 & 29)

•Print a submission (Page 29)

•Submit a submission (Page 22 - 23)

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Types of User/Submission Status

Types of User:•Modify (cannot promote status to Active and can have multiple users working on same submission at same time)

•Authorize (can promote status to Active, Page 21 & 23)

•Finance Officer

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What can a finance officer do with a submission?

• View a submission before it is submitted (Viewable by finance officer)

• Copy a submission for review (working copy)

• Promote a submission for transfer payment (i.e. change “Transfer Payment” flag to “Yes” and change status to “Active”)

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Types of User/Submission Status(Page 21 – 23)

Submission Status:•Working Copy•Viewable by Finance Officer•Ready for Submission•Active (= Submitted to Ministry)•Inactive

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Other Functions•Recalculating Reference Data (Page 28)

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Contact Us

• EFIS technical support– Julie Ramsaran, Business Analyst

(416-325-2058, Julie.Ramsaran@ontario.ca)

- Stephen Shek, Sr Business & Financial Analyst

(416-325-8396, Stephen.Shek@ontario.ca)