Version 1.4
School
Resourcing
System Preliminary Planning
Guide to system information
and support to plan for your
One Line Budget
Version 1.4
27 July 2016 Version 1.4 Page 1 of 86
SCHOOLS RESOURCING SYSTEM
TABLE OF CONTENTS WHAT IS THE SCHOOL RESOURCING SYSTEM ................................................................................................ 3
The Preliminary, Operational and Budget Scenario Dashboard ............................................................. 3
ACCESS TO THE SCHOOLS RESOURCING SYSTEM........................................................................................ 4
HOW TO ACCESS THE SCHOOL BUDGET REPORTING SYSTEM ................................................................. 5
HOW TO ASSIGN ADDITIONAL ACCESS TO THE SCHOOL BUDGET REPORTING SYSTEM ................. 6
Give an employee access to the School Budget and Reporting System ............................................... 7
Edit an employee’s access to the School Budget and Reporting System (extend or terminate access) 12
NAVIGATING THE SCHOOL RESOURCING SYSTEM ....................................................................................... 14
How to access the Preliminary Dashboard ............................................................................................... 14
How to access Planning .............................................................................................................................. 15
How to Switch between Reporting and Planning ..................................................................................... 18
Save and Refresh ......................................................................................................................................... 22
Filter or Select the data to display in Reporting: ...................................................................................... 24
To search a list: ............................................................................................................................................. 26
Sort data in a report: .................................................................................................................................... 27
Search School data in Planning: ................................................................................................................ 27
Interactive Reports and PDF Reports ....................................................................................................... 28
PRINT A REPORT ...................................................................................................................................................... 30
EXPORT A REPORT .................................................................................................................................................. 32
SAVE A REPORT ....................................................................................................................................................... 33
TABLE OF PRELIMINARY REPORTS AND PLANNING FORMS ...................................................................... 34
SUMMARY ................................................................................................................................................................... 38
ONE LINE BUDGET SUMMARY .............................................................................................................................. 39
MINIMUM EXPENDITURE REQUIREMENT .......................................................................................................... 40
PROJECTED ENROLMENTS (R) ............................................................................................................................ 42
Projected Enrolments Form ........................................................................................................................ 43
Steps for entering data in Projected Enrolments Form: ................................................................................... 44
Steps to submit Projected Enrolments: .............................................................................................................. 45
STUDENT-CENTERED FUNDING (R) .................................................................................................................... 46
Preliminary Student-centred Funding Allocation Form ........................................................................... 48
27 July 2016 Version 1.4 Page 2 of 86
TARGETED INITIATIVES .......................................................................................................................................... 49
CASH PLAN ................................................................................................................................................................. 50
Preliminary Cash Plan Form ....................................................................................................................... 52
Preliminary School Budget .......................................................................................................................... 54
ONE LINE BUDGET STATEMENT (R) ................................................................................................................... 57
SALARIES PLAN (R) .................................................................................................................................................. 60
Preliminary Appointed Staff Form .............................................................................................................. 67
Preliminary New Appointments Form ........................................................................................................ 68
Preliminary Casual Payments Form .......................................................................................................... 71
Preliminary Other Salary Expenditure Form ............................................................................................. 74
Preliminary Total School Workforce Planning .......................................................................................... 76
APPOINTED STAFF ................................................................................................................................................... 77
COMPATIBILITY INTERNET EXPLORER AND MOZILLA .................................................................................. 79
Compatibility .................................................................................................................................................. 79
Requirements for Internet Explorer 10/11 Compatibility view ................................................................ 80
How to Install Mozilla ................................................................................................................................... 81
GLOSSARY.................................................................................................................................................................. 82
SUPPORT .................................................................................................................................................................... 85
27 July 2016 Version 1.4 Page 3 of 86
WHAT IS THE SCHOOL RESOURCING SYSTEM Access to up to date and relevant information is critical to ensure schools can maximise the use of resources and plan to ensure the needs of students are met. This system enables you to view the One Line Budget for both Reporting and Planning purposes. The system functionality includes Preliminary Budget planning up to February Census, once Operational Budgets are approved your salaries plan will be copied to Operational to enable you to monitor the One Line Budget for the remainder of the school year. From 2015 the system replaces for all schools:
Teacher Establishment System (TES) School Support Establishment System (SESS) School Grant System One Line Budget Calculators for Independent Public Schools School Budget and Reporting System (SBRS)
The School Budget and Reporting System (SBRS) dashboard will continue to be available to schools and will store 2012 to 2014 information regarding the One Line Budget, report financial information and salary expenditure.
THE PRELIMINARY, OPERATIONAL AND BUDGET SCENARIO DASHBOARD
The School Resourcing System comprises of three dashboards: Preliminary, Operational and Budget Scenario. The Preliminary Dashboard is accessed to plan your school budget up to February Census. This guide will show you how to use it.
The Operational Dashboard enables schools to monitor the operational budget after February Census. The guide is available via this link Operational School Resourcing System User Manual v1.2.
27 July 2016 Version 1.4 Page 4 of 86
The Budget Scenario Dashboard enables users to plan a “what if” scenario. The functionality is available up to February Census (Preliminary Scenario) and following operational budgets (Operational Scenario). The guide is available via this link Budget Scenario School Resourcing System User Manual v1
ACCESS TO THE SCHOOLS RESOURCING SYSTEM
The following staff have access to the School Resourcing System:
SCHOOLS Principals Managers of Corporate Services
REGIONAL EDUCATION OFFICES Regional Executive Directors
DEPARTMENT OF EDUCATION Senior Finance Consultants
Staffing Consultants
Schools Resourcing Consultants
The Principal can assign additional access to the School Resourcing System using HRMIS via the
Delegate Manager functionality, instructions are available via this link: How to Assign Additional
Access to the School Budget Reporting System
27 July 2016 Version 1.4 Page 5 of 86
HOW TO ACCESS THE SCHOOL BUDGET REPORTING
SYSTEM
The School Resourcing System is accessed through the Department of Education Portal using
your Single Sign-On user name and password.
Steps for logging in to the School Resourcing System:
Select the DOE Portal link on the DOE Intranet homepage to bring up the log-in window
Select the User name field
Enter your User name
Select the Password field
Enter your password
Tick
(I have read and understand the Appropriate Use of Online Services information.)
Click on the Login button
Select School Resourcing link found within the Applications list.
Access is available on any computer with internet access, on or off the school site.
27 July 2016 Version 1.4 Page 6 of 86
HOW TO ASSIGN ADDITIONAL ACCESS TO THE SCHOOL
BUDGET REPORTING SYSTEM
The Principal and Registrar at each school automatically have access to the School Resourcing
System. In addition, access is provided to Regional Education Directors. To give Reporting and
Planning access to additional staff, the Principal can assign access through HRMIS using the
steps below.
Login to HRMIS:
Select the HRMIS link on DOE
Intranet homepage to bring up
the log-in window
Select the User name field
Enter your User name
Select the Password field
Enter your password
Click on the Login button
NOTE: The delegated user will be able to access the School Resourcing Reporting System
the following day.
27 July 2016 Version 1.4 Page 7 of 86
GIVE AN EMPLOYEE ACCESS TO THE SCHOOL BUDGET AND REPORTING SYSTEM
Select Manager Home menu
Select Security menu
Select Delegate Manager
Click Add a New Value tab
27 July 2016 Version 1.4 Page 8 of 86
Click button to search for employee.
Enter Employee Number or Last Name as the search criteria.
Click LookUp button
Click on the Employee to select
27 July 2016 Version 1.4 Page 9 of 86
Click button
Click Employee record that matches their current job (normally first record).
27 July 2016 Version 1.4 Page 10 of 86
Click Add button
Select Active Status
Use calendars to set Effective Date (start) and End Date
Select End Date
27 July 2016 Version 1.4 Page 11 of 86
Click Department
button to search for your school
Click LookUp button
Click School Name when it is displayed
Click Data Security Signature present? box
Click Save button
27 July 2016 Version 1.4 Page 12 of 86
EDIT AN EMPLOYEE’S ACCESS TO THE SCHOOL BUDGET AND REPORTING SYSTEM
(EXTEND OR TERMINATE ACCESS)
Select Manager Home menu
Select Security menu
Select Delegate Manager
Click Find Existing Value tab
Enter
Employee Number or Last Name as the search criteria.
Click Search
button
Click on the Employee
Click Correct History button
27 July 2016 Version 1.4 Page 13 of 86
Use calendars to set a new End Date
Click Save button
27 July 2016 Version 1.4 Page 14 of 86
NAVIGATING THE SCHOOL RESOURCING SYSTEM The School Resourcing System enables users to Report and Plan the school’s One Line Budget. To aid users, areas where the drill-down facility is available are highlighted by the use of a blue font in the report itself and can be activated by left clicking the mouse on the blue word. Drop-down lists are available at the top of reports for you to make your selections as to what is displayed in a particular report. Some of the functions available within the School Resourcing System are explained below. This includes navigating between Reporting, Planning, as well as switching between Preliminary and Operational Dashboards, filtering/selecting data, save/refresh data, printing, exporting and saving reports.
HOW TO ACCESS THE PRELIMINARY DASHBOARD
This is the view of the Preliminary dashboard. This view is accessible via a menu option named
Dashboards.
You can use Tabs to go direct to the report you want to display.
How to navigate to the Preliminary Dashboard:
Click on Dashboards icon the system will display
a number of dashboards
Click on 10- Preliminary Dashboard
27 July 2016 Version 1.4 Page 15 of 86
HOW TO ACCESS PLANNING
To access Planning, a link is available on the Summary and Projected Enrolments tabs. My Tasks List contains forms to plan your One Line Budget. How to navigate to Planning:
Left click Planning icon this will launch a tab in your browser.
This is the home screen in Planning
Th
27 July 2016 Version 1.4 Page 16 of 86
My Tasks List Navigation
My Task List can be accessed using either folders in My Task List or buttons to navigate to each Task. Navigating Using My Task List folders:
Select + to expand to outline Task Details
Select – to hide outline of Task Details
Navigating Using My Task List buttons:
Select to progress through each Task
Select to return to previous Task
Select to return to Home Page
27 July 2016 Version 1.4 Page 17 of 86
My Task List Monitoring (Optional feature)
My Task List can assist users to monitor the progress of completing forms. This is an optional feature for each user; this information is not shared between school users. How to complete Tasks
Left click Complete check box
Left click on Projected Enrolments form in My Task List. This form is now complete.
OR
Left click in the “Complete” check box to clear your selection
27 July 2016 Version 1.4 Page 18 of 86
HOW TO SWITCH BETWEEN REPORTING AND PLANNING
To switch between Reporting and Planning select Tabs at the top of your browser.
Switch between Reporting and Planning:
Left click on Oracle Enterprise Performance this is Planning
OR
Left Click on Oracle BI Interactive Dashboard this is Reporting
Planning
27 July 2016 Version 1.4 Page 19 of 86
Reporting
R
27 July 2016 Version 1.4 Page 20 of 86
BASELINE AND CURRENT VIEW
The Preliminary cycle has a starting point known as Baseline, and a School Revised plan known as Current. Reporting and Planning enables a user to switch between each version.
To view Baseline and Current in Reporting:
Click on Version button to apply a view of the data.
Click outside of the Version button and the report will automatically apply the selection.
27 July 2016 Version 1.4 Page 21 of 86
To view Baseline and Current data in Planning:
Click on Tab Preliminary Baseline Enrolments
OR
Click on Tab Preliminary Current Enrolments
Preliminary Baseline Enrolments
Preliminary Current Enrolments
27 July 2016 Version 1.4 Page 22 of 86
SAVE AND REFRESH
The School Resourcing System allows users to view information in a timely manner. HRMIS data will automatically update overnight to calculate Forecast Salary Expenditure for Appointed Staff. A school’s revision in Planning is real-time, therefore Planning data must be saved and Reporting must be refreshed to view this information. The forms in Planning have consistent use of colours to guide users, white fields are used for input and grey fields are calculated sub-totals. It is important to attend to any errors that appear in red as they indicate there is data entry error in the form. To Save Data in Planning:
Click on Projected Enrolment form
Enter required change to the form
Select Save
Rule was run successfully and Select Ok
Data Entry White Calculated Field Grey Saved Changes Yellow Data Entry Error Red
27 July 2016 Version 1.4 Page 23 of 86
To refresh data in Reporting:
Click on the Projected Enrolment (R) tab
Click on icon
Click on refresh icon
Projected Enrolment (R) Tab with the change applied
27 July 2016 Version 1.4 Page 24 of 86
FILTER OR SELECT THE DATA TO DISPLAY IN REPORTING:
You can select the school data that you see for a report. For example, you can change a different
year’s data or if you have access to multiple schools’ data you can select a particular school.
These selections are available at the top of the report window and are available in drop down list
formats.
To apply a filter or select the data to display:
Select the filters you want from the list (Schools need only apply Year and School Details
as a minimum selection).
Click outside of the filter and the report will automatically apply the selection.
Repeat the steps above if you wish to select from multiple filters.
To clear all selections and filters (including those you have applied):
Click the Clear button.
27 July 2016 Version 1.4 Page 25 of 86
Different filter options:
Year
Allows you to select
a particular year’s
data.
Region Name
Allows you to select
schools in a
particular region (for
some eligible users).
School Name *
Allows you to select School Name – Code
Multiple schools are available for selected users who work
across a number of schools
27 July 2016 Version 1.4 Page 26 of 86
TO SEARCH A LIST:
Click the button on the drop-down list that you want to search.
Click the More/Search text at the bottom of the list.
Select from the top left box how you want to search i.e. Starts or Contains or Ends. (This
is useful in School Details if you wish to either search by name, cost centre or school code)
Enter the text you want to search for in the Blank box on the right of the previous box. (Hint:
use % at the beginning and end of your text, this will show everything that contains what
you have typed without needing to select Contains)
Click the Search button.
Select the items you want and click
Click the OK button.
27 July 2016 Version 1.4 Page 27 of 86
SORT DATA IN A REPORT:
To sort a column of data:
Click one of the buttons ( is for ascending order
and is for descending order)
SEARCH SCHOOL DATA IN PLANNING:
Some users may have access to more than one school, to
select a particular school in Planning selections are available at
the top of the forms.
To select a school in Planning:
Click on the + button to select the Projected Enrolments Form
Click the button on the drop-down list that you want to search.
Select the school from the drop-down list
Select the button to apply a selection
NOTE: It is important to apply search if you have access to more than one school.
Inadvertently you may apply a change to the wrong school if this action is not completed.
27 July 2016 Version 1.4 Page 28 of 86
INTERACTIVE REPORTS AND PDF REPORTS
Reporting features PDF Reports denoted as (R) and interactive reports which allow you to drill-
down to detail.
How to use Interactive Reports
To aid users, areas where the drill-down facility is available are highlighted by the use of a blue
font in the report itself and can be activated by left clicking the mouse on the blue word
To drill-down into a report:
Select Appointed Staff tab
Left Click the Job Name to drill-down
Left Click on the return hyperlink to drill-up
Left Click on Job Name to Drill-Down Select Return to Drill-Up
27 July 2016 Version 1.4 Page 29 of 86
How to View PDF Reports
PDF reports are denoted as (R) it can be viewed as a PDF or exported into other file types.
To view a PDF Report:
Select Salaries Plan (R) tab
Left Click view icon
Select HTML to view the report online
27 July 2016 Version 1.4 Page 30 of 86
PRINT A REPORT
Reports have print functions available from within the School Resourcing System optimal printing is
available using “Printable PDF”.
To print using interactive reports:
Click the button on the top right of the window.
Select Print
Select Printable PDF
Select in the browser menu Print
27 July 2016 Version 1.4 Page 31 of 86
To print PDF Reports:
Select a Report (R) for example Student-centred Funding
Click the button on the top right of the window.
Click on Export
Click on PDF
Select the Print option which appears on the PDF document.
27 July 2016 Version 1.4 Page 32 of 86
EXPORT A REPORT Most reports in the School Resourcing System can be exported to Excel. To export a report:
Click on button in the top right
Click Export
Select Excel from the menu
Select Open
The file will open as a read only file so go to the File menu
Select Save As
Select the location you wish to save the file
Enter the File Name you want to use
Select Excel Workbook format
Click Save
27 July 2016 Version 1.4 Page 33 of 86
SAVE A REPORT
You can save a report the same way you print a report.
To save a report using the system functionality:
Click the button on the top right of the
window
Select Print
Select Printable PDF
Select the save option which appears on
the PDF document.
Select the location you wish to save the file
Enter the File Name you want to use
Click Save
27 July 2016 Version 1.4 Page 34 of 86
TABLE OF PRELIMINARY REPORTS AND PLANNING FORMS The following reports are available in the Schools Resourcing System. The table outlines key information for reports, and the location of Planning tasks to revise the Preliminary Plan.
Preliminary Summary Dashboard My Task List Folder My Task List Form
Summary
A high level summary of a school’s
key year to date financial data
including forecast budget, budget
split (salary and cash) and forecast
salary expenditure and variance.
This is an interactive report you
can drill to other reports and link to
Planning.
One Line Budget Summary
Summary information of the One
Line Budget including total funds
and forecast expenditure.
Minimum Expenditure
Requirement
This report outlines the minimum
expenditure requirement, 96% of
your school’s annual budget and
the expectation that 10% of Carry
Forward from the prior year (if
Carry Forward figure is more than
10% of total budget for prior year)
will be spent in the current school
year.
27 July 2016 Version 1.4 Page 35 of 86
Preliminary Summary Dashboard My Task List Folder My Task List Form
Projected Enrolments (R)
A report of current and baseline
projected enrolments for funded
students, student characteristics
and unfunded students by year
level.
This is an interactive report you
can navigate to Planning.
Projected Enrolments
Targeted Initiatives
A summary and detailed report by
salary and cash components of
Student-centered funding,
Targeted Initiatives, Operational
Response and Regional
Allocation.
Student-Centred Funding
Statement (R)
A funding statement of the
school’s baseline and current
Student-centred funding including
per student, student and school
characteristics, Targeted
Initiatives, Operational Response
and Regional Allocation summary
and detail.
SCFM Allocation
27 July 2016 Version 1.4 Page 36 of 86
Preliminary Summary Dashboard My Task List Folder My Task List Form
Cash Plan (R)
A summary of a school’s Cash
Plan including, Carry Forward
cash, Locally Raised Funds and
Goods and Services expenditure,
cash component from student-
centred funding and planned
transfer to salaries.
School Budget
Cash Plan
One Line Budget Report (R)
Summary and detailed information
of the One Line Budget including
total funds and forecast
expenditure.
Salaries Plan (R)
Salaries plan statement outlining
the total and detail of the salary
component of the budget and
forecast salary expenditure
resulting in a planned under or
over allocation of resources.
Appointed Staff
New Appointments
Casual Payments
Other Salary Expenditure
Total School Workforce
Planning
27 July 2016 Version 1.4 Page 37 of 86
Preliminary Summary Dashboard My Task List Folder My Task List Form
Appointed Staff
Summary and detail report by
position and employee. It includes
forecast FTE and forecast salary
expenditure over each Pay Period
for Appointed Staff only.
This is an interactive report to drill
down to detail of employee.
HRMIS updates overnight for
approved absence and variations
to calculate school’s Forecast
Salary Expenditure for Appointed
Staff.
38 | P a g e
SUMMARY The Summary Report displays a high level summary of a school’s financial data. There are four sections to the report: The Forecast Budget,
Budget Split, Forecast Salary Expenditure and Forecast Variance. You can select which year you wish to see and which Version. Baseline
version is initial funding and Current version is the school revised plan. The report automatically displays all the schools you have access to, a
Manager of Corporate Services who works over multiple sites will see all of these schools. You can filter these schools by selecting a specific
school. The data in this report will update automatically when a user completes tasks in Planning and HRMIS data automatically updates
overnight to calculate forecast Appointed Staff. This is an interactive report with a link to Planning.
Steps for displaying the Summary report (this is the first window on the Preliminary Dashboard)
Click on the Summary tab
Forecast Budget Budget Split Forecast Salary Expenditure and variance
27 July 2016 Version 1.4 Page 39 of 86
ONE LINE BUDGET SUMMARY The One Line Budget Summary reports the Carry Forward, Income and Expenditure. The One Line Budget report brings together all
components of funds available to your school. Baseline version is initial funding, and Current version of the One Line Budget is the school
revised plan. The detail of these components and reported variance is available on the One Line Budget (R) Report.
Steps for displaying the One Line Budget Summary:
Click on the One Line Budget Summary Tab
Total Funds available is Carry
Forward (Cash and Salary), Student-
centered funding and Locally Raised
Funds.
By Salary and Cash, Current Funds and Planned
Expenditure and variance
40 | P a g e
MINIMUM EXPENDITURE REQUIREMENT This report outlines the minimum expenditure requirement by year, 96% of your school’s annual
budget and the expectation that 10% of carry forward from the prior year (if carry forward figure is
more than 10% of total budget for prior year) will be spent in the current school year.
Information in this report includes the minimum expenditure requirement and your school’s current
forecast expenditure.
Steps for displaying the Minimum Expenditure Requirement report:
Select the Minimum Expenditure Requirement tab
27 July 2016 Version 1.4 Page 41 of 86
North Dandalup Primary School (5134)
2017 Minimum Expenditure Requirement
Issued on 28 July 2016
Region: South Metropolitan Region
Aria: 0.8 2017 Budget = Student-centred Funding + School Transfers + Locally Raised Funds
2017 Carry Forward = Salary Carry Forward + Cash at Bank (excluding Suspense, Tax and Deductible Gift Recipient
funds)
2016 Budget = Student-centred Funding + School Transfers + Department Adjustments + Locally Raised Funds
(excluding Reserve Transfers)
2017 Budget 2017 Budget (SCFM and Locally Raised Funds)
Current Forecast Budget $ 1,639,444
Minimum Expenditure of 96% $ 1,573,866
2017 Carry Forward (Salary and Cash at Bank)
Forecast Carry Forward $ 19,641
2016 Budget $ 1,270,392
% of 2016 budget % 1.5
Minimum Expenditure of 10% $
2017 Minimum Expenditure Requirement 96% of Current Forecast Budget $ 1,573,866
10% of Carry Forward $
Total 2017 Minimum Expenditure Requirement $ 1,573,866
2017 Current Forecast Expenditure Salaries $ 937,430
Appointed Staff $ 937,430
New Appointments $ 0
Casual Payments (General) $ 0
Other Salary Expenditure $ 0
Goods and Services (Cash Expenditure) $ 45,000
Total Expenditure 2017 $ 982,430
Information Used 2016 Budget Jul 2016 Verified Cash Jun 2016
Minimum of
96% of
current
forecast
budget
10% of your
school’s Carry
Forward
funds
(salaries and
bank account)
balance)
Minimum
Expenditure
Requirement
including both
96% of
current
forecast
budget and
10% of your
school Carry
Forward (if
applicable)
Red is under the minimum
and Green is over the
minimum
2016 Budget is the current month
and year value
Goods and Services (cash
expenditure) is based on latest RM
Finance data verified in FREDA
27 July 2016 Version 1.4 Page 42 of 86
PROJECTED ENROLMENTS (R) The Projected Enrolments report details a school’s projected enrolments for Funded Students,
Student Characteristics: Aboriginality, English as an additional Language (EAL), Disability Levels,
Unfunded Students and Total Students. Categories with no enrolments recorded do not appear in
this report. You can select which year you wish to see and select which version. Baseline version
is initial enrolments and Current version is the school revised enrolments. This is an interactive
report with a link to Planning.
Steps for displaying the Projected Enrolments (R) Report:
Click on Projected Enrolments (R) tab
Funded
Students
Student
Characteristic
s
Unfunded
Students
Total
Students
27 July 2016 Version 1.4 Page 43 of 86
PROJECTED ENROLMENTS FORM
The Preliminary Enrolments form reports three tabs: Preliminary Current Enrolments, February
Census and Preliminary Baseline Enrolments. There are three key areas captured in this form:
Funded Students, Student Characteristics, Unfunded Students and Total Students.
The Principal can simply enter updates in the Preliminary Current Enrolments and save changes,
the SCFM Allocation will auto calculate. The form also has information about Previous February
Census.
Principals are required to submit student enrolments in August, enrolments are for the following
year and assist with calculating Targeted Initiatives, Operational Response and Regional
Allocations.
Preliminary Current
Enrolments
Previous February
Census
Preliminary Baseline
Enrolments
27 July 2016 Version 1.4 Page 44 of 86
STEPS FOR ENTERING DATA IN PROJECTED ENROLMENTS FORM:
Click on the Planning Icon on the
Preliminary Dashboard
A new tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Budget
Left click on the form name Projected Enrolments
Enter new Projected Enrolments in the white cells
Select Save
Select OK
NOTE: Any cells coloured red need your attention, correct the data and save changes.
27 July 2016 Version 1.4 Page 45 of 86
STEPS TO SUBMIT PROJECTED ENROLMENTS:
Click on the Planning Icon on the
Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Budget
Left click on the form name Projected Enrolments
Review Projected Enrolments in the white cells
Select Save
Select OK
Left click on Action row and select
“Submit Enrolments”
Select Save and the submission status will update to “Submitted by Principal”
NOTE: Any cells coloured red need your attention before submission, correct the data
and save changes.
27 July 2016 Version 1.4 Page 46 of 86
STUDENT-CENTERED FUNDING (R)
This report is relevant for ALL schools, for some schools Per Student, Student and School
Characteristics will be reported as a Targeted Initiative.
The Student-centred Funding Statement details components of Preliminary Funding for Per
Student, Student and School Characteristics, Targeted Initiatives, Operational Response, Regional
Allocation including School Entered and Transition Adjustment. The current version updates when
schools use Planning to recalculate the Student-centred allocation in real-time. This is known as
School Revised.
Per Student, Student and School
Characteristic funding is recalculated
when the Principal updates
preliminary current enrolments.
27 July 2016 Version 1.4 Page 47 of 86
NOTE: Targeted Initiatives, Operational Response and Regional Allocation transactions and
amount are loaded after the collection of Principal projected enrolments for the following year. The
details are included in this report.
Steps for displaying the Student-Centred Funding (R):
Select the Student-centred Funding tab
Detail Report of
Student
Characteristic Line
for Aboriginality,
EAL, Disability
and Social
Disadvantage.
27 July 2016 Version 1.4 Page 48 of 86
PRELIMINARY STUDENT-CENTRED FUNDING ALLOCATION FORM
The Preliminary Student-centred Funding Allocation reports three key areas, Preliminary Current,
Preliminary Baseline and Operational Current of the Per Student Funding, Student and School
Characteristics. When projected enrolments are saved, the SCFM Allocation auto calculates and
users can review the results in Reporting in real-time.
For some schools Per Student, Student and School Characteristics will be reported as a
Targeted Initiative, therefore they are not recalculated in this form.
Preliminary Current 2017 Preliminary Baseline 2017 Preliminary Current 2016
27 July 2016 Version 1.4 Page 49 of 86
TARGETED INITIATIVES
The Targeted Initiatives reports three key areas, Targeted Initiatives, Operational Response and
Regional Allocation. This is a useful report to filter by year that provides the detail of each
transaction type, by salary and cash component.
Steps for displaying the Targeted Initiatives report:
Select the Targeted Initiatives tab
Select the Year (if required)
Targeted
Initiative Detail
by Salary and
Cash
Operational
Response
Detail by Salary
and Cash
27 July 2016 Version 1.4 Page 50 of 86
CASH PLAN
The Preliminary Cash Plan details cash funds and cash expenditure. The initial plan comprises the
Cash Component of Student-centred Funding. Principals will build the Cash Plan based on
preliminary components of carry forward balance, locally raised funds, transfer to salaries and
goods and services expenditure. This report will update when you build your Cash Plan in
Planning.
Detail Report Locally Raised
Funds (Revenue)
Summary of Total Forecast
Cash Budget and Total
Forecast Cash Expenditure
27 July 2016 Version 1.4 Page 51 of 86
Steps for displaying the Cash Plan (R):
Select the Cash Plan (R) tab
Select the Year (if required)
Detail Report Goods and
Services (Expenditure)
27 July 2016 Version 1.4 Page 52 of 86
PRELIMINARY CASH PLAN FORM
The Preliminary Cash Plan reports five key areas, Carry Forward (YYYY), Student-Centred
Funding Cash Component, Locally Raised Funds (Revenue), Transfer to Salaries Expenditure and
Goods and Services Expenditure. If there is a variance, there is a difference between the planned
total cash available and the planned cash expenditure.
Steps to prepare a Cash Plan:
Click on the Planning Icon on
the Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Planning
Left click on the form name Preliminary Cash Plan
Enter in values for Cash Carry Forward
Enter in values for Locally Raised Funds
Enter in values for Goods and Services Expenditure
Select Save
Select OK
27 July 2016 Version 1.4 Page 53 of 86
NOTE: Any cells that are coloured red need your attention, correct the data and save
changes.
Enter Cash Carry Forward
(YYYY)
Enter a Total for Locally Raised
Funds (Revenue) OR Detail
Accounts.
Enter a Total for School
Expenditure on Goods and
Services OR Detail Accounts
27 July 2016 Version 1.4 Page 54 of 86
PRELIMINARY SCHOOL BUDGET
For some schools Per Student, Student and School Characteristics will be reported as a Targeted
Initiative, therefore they are not recalculated in this form.
The Preliminary School Budget form enables schools to plan the mix of Salary and Cash Allocation
of Total Funds available. The form is made of up two key areas Forecast Student-centred Funding,
and Carry Forward Transfers and Adjustments.
Schools can use this form to anticipate additional funding. School Entered Targeted Initiatives is a
form of anticipated funding from the Department for approved state or commonwealth funded
programs.
School Planned Salary/Cash Split is school revised planning. The only limit to the form is that the
Salary and Cash mix cannot be greater than Total Funds available.
School Entered:
Can be entered as
Salary or Cash
Allocation
Carry Forward (Salary)
and School Transfer
from Bank A/C.
Preferably this is
managed through the
Salary/Cash Split
Total Funds
Available
Schools can plan
the mix of Salary
and Cash or
return to the
Default allocation.
Student –
Centred
Funding
Allocation
27 July 2016 Version 1.4 Page 55 of 86
Steps to prepare a School Budget:
Click on Planning icon on the
Preliminary Dashboard
A new tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Planning
Left click on the form name Preliminary School
Budget
Enter in values for School Entered Salary and/or Cash
Enter in values for Salary Carry Forward
Select Save
Select OK
27 July 2016 Version 1.4 Page 56 of 86
Steps to prepare a School Budget Salary and Cash mix:
Left click in Select Salary/Cash
Select Salary or Cash
Enter an amount as a total required
Select Save
Rule run successfully and select
OK
27 July 2016 Version 1.4 Page 57 of 86
ONE LINE BUDGET STATEMENT (R)
The One Line Budget Statement details components of the budget including Carry Forward,
Income and Expenditure. A reported variance may be the result of unallocated Cash Expenditure
or Salary over or under allocation of resources. Baseline version is initial funding, and Current
version of the One Line Budget is the school revised version.
Total Funds available is Carry
Forward (Cash and Salary),
Student-centered funding and
Locally Raised Funds.
Current Planned Expenditure is
Salaries and Goods and Services
Cash
Variance can be either positive
(unallocated expenditure), negative
(insufficient funds) or zero
(balanced budget).
27 July 2016 Version 1.4 Page 58 of 86
Detail of the One Line
Budget Report Total
Funds Available
27 July 2016 Version 1.4 Page 59 of 86
Steps for displaying the One Line Budget (R):
Select the One Line Budget (R) tab
Select Year parameter (if required)
Detail of the One Line
Budget Report Total
Forecast Expenditure
60 | P a g e
SALARIES PLAN (R) The Salaries Plan is an effective report to assist schools with planning forecast salary expenditure as a dollar amount and FTE. It details the breakdown of the Forecast Salary Expenditure of Appointed Staff, New Appointments, Casual Payments and Other Salary Expenditure. Once a change is applied in Planning real-time information is available in Reporting.
Breakdown of Total
Funds (Salary)
Breakdown of the
Expenditure for Salaries
Plan.
Unallocated Forecast
Salary or Over Allocated
if Expenditure is greater
than the salary budget.
27 July 2016 Version 1.4 Page 61 of 86
Appointed Staff Detail by FTE
The Salaries Plan report can be selected to view in FTE or as Dollars (Notional). This report enables schools to review Appointed Staff by Pay Periods. The FTE charge is based on HRMIS appointment and data updates overnight regarding appointments and approved leave. Planning is a simple tool for schools to manage forecast expenditure for the entire year.
Job Type and Employee
Name and ID, with a
Subtotal for each category
Pay Date and Pay Periods;
Vacation is highlighted in bold for
planning purposes.
FTE is based on HRMIS Job Data
27 July 2016 Version 1.4 Page 62 of 86
Appointed Staff Detail by Charged $
This report enables schools to review Appointed Staff by Job Type and Employee ID forecast by pay periods.
Year to Date Total Notional Cost by Pay Period
27 July 2016 Version 1.4 Page 63 of 86
New Appointments
This section of the report displays Planning for New Appointments. Access Planning to add or remove New Appointments.
Position and description entered by
user (If required)
User selection from and to pay period
27 July 2016 Version 1.4 Page 64 of 86
Casual Payment Forecast
Causal Payments forecast is a school plan to dedicate resources during the year for Casual Payments (less than 20 days). This estimate is
completed in Planning and flows through to Reporting.
Position and description
entered by user (If required)
Calculated Daily Rate X No. of Casual Days for each by
Job Type.
65 | P a g e
Other Salary Expenditure Forecast
Other Salary Expenditure forecast is a school plan to dedicate resources during the year for allowances, for example Special Responsibility
Allocation. This estimate is completed in Planning and flows through to Reporting.
Amount planned for Other Salary
Expenditure
27 July 2016 Version 1.4 Page 66 of 86
Steps for displaying the Salaries Plan (R):
Select the Salaries Plan (R) tab
Select the Year (if required)
27 July 2016 Version 1.4 Page 67 of 86
PRELIMINARY APPOINTED STAFF FORM
This form in Planning allows users to review Appointed Staff by Job Type and Pay Period prior to commencing a Salary Plan. There is a FTE
and Salary View. Each form in the Preliminary Plan enables users to progressively review and build on the salary expenditure by New
Appointments, Casual Payments and Other Salary Expenditure.
Job Type by employee
Forecast Salary Expenditure
Year to Date and FTE View
68 | P a g e
Steps to review Preliminary Appointed Staff
Click on Planning Icon on the
Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Planning
Left click on the form name Preliminary Appointed Staff
PRELIMINARY NEW APPOINTMENTS FORM
This form in Planning allows schools to add, remove or amend New Appointments to the Forecast
Salary Expenditure Plan. Both a positive and negative FTE values can be entered by schools to
plan expenditure for new appointments. The following instructions will guide you through adding
new appointments and deleting new appointments. To change FTE per pay period simply override
values in white cells, as they are data input fields.
Steps to add New Appointments
Click on Planning Icon on the
Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Planning
Select the name Preliminary New Appointments
Right Click on the form to select
Enter FTE per employee
Enter Number of Employee
Enter FTE per
employee e.g. 1
Insert number of
employee e.g. 1
27 July 2016 Version 1.4 Page 69 of 86
To make a selection on Position, Start or End Pay Period select this icon
Use the scroll bar to locate the relevant field and double click to move the selection to the
right
Select OK
Repeat this for Pay Period
Start and End
Select Add
Select OK
New Appointments FTE and amount will populate the Salaries Plan. You can enter in white cells to
change the FTE and select Save. Planning will auto calculate the change in Salary expenditure.
27 July 2016 Version 1.4 Page 70 of 86
Steps to delete New Appointments:
Select Preliminary New Appointments Form
Right Click on the form to select
Select Ok to Proceed to Delete
You will receive a message that Remove hiring
requisition was successful
Select Ok
Cells in white can be
updated.
27 July 2016 Version 1.4 Page 71 of 86
PRELIMINARY CASUAL PAYMENTS FORM
This form in Planning allows schools to add, remove or amend Casual Payments in the Forecast
Salary Expenditure Plan.
Steps to add Casual Payment
Click on Planning Icon on the
Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Preliminary Budget
Select + to expand folder for Preliminary Planning
Select name Preliminary Casual Payments
Right Click on the form to select
Enter Number of Employees as 1
To make a selection on Position select this icon
27 July 2016 Version 1.4 Page 72 of 86
Scroll bar to the relevant field and double click to move selection to the right
Select OK
Enter Number of Days to calculate casual payment expenditure
Select Save
27 July 2016 Version 1.4 Page 73 of 86
Steps to delete Casual Payments:
Select Preliminary Casual Payments form
Right Click on the form to select
Select Ok to Proceed to Delete
You will receive a message that Remove Casual
Employee was successful
Select Ok.
27 July 2016 Version 1.4 Page 74 of 86
PRELIMINARY OTHER SALARY EXPENDITURE FORM
This form in Planning allows schools to add, remove or amend Other Salary Expenditure related to
Special Responsibility Allowance, Higher Duties Allowance, Overtime and Special Payments.
You can enter amounts for
Special Responsibility Allowance
Forecast Salary Expenditure
progressively builds as Schools
continue to plan against Salary
Budget.
27 July 2016 Version 1.4 Page 75 of 86
Steps to add Other Salary Expenditure
Click on Planning Icon on the
Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Planning
Select Preliminary Other Salary Expenditure
Enter a value for example for Special Responsibility Allowance
Select Save
Rule run successfully select ok
Steps to delete Other Salary Expenditure:
Select Preliminary Other Salary Expenditure form
Select the delete key
Select save
Rule run successfully select OK
27 July 2016 Version 1.4 Page 76 of 86
PRELIMINARY TOTAL SCHOOL WORKFORCE PLANNING
This form in Planning allows schools to review the total workforce plan which includes Appointed Staff, New
Appointments, and Casual Payments.
Steps to view Total School Workforce Planning
Click on Planning Icon on the
Preliminary Dashboard
A new Tab will display this is Planning
Navigate to My Task List
Select + to expand folder for Principal Preliminary
Budget
Select + to expand folder for Preliminary Planning
Select Preliminary Total School Workforce Planning
Total Workforce Plan includes
Appointments, New
Appointments and planned
Casual Employee
Expenditure.
Schools are able to review all
job types by employee for the
entire year to review
requirements
77 | P a g e
APPOINTED STAFF
Appointed Staff is a report which shows up to date HRMIS projections of Forecast Appointed Staff. The report is interactive and allows you to
review staff against Charged FTE, Charged Cost or both views. It also has a drill down function allow you to review the staff appearing which
will be charged to your One Line Budget.
The forecast is by pay periods and will allow schools to track the end date of fixed term appointments, secondments and view approved
abscences.
27 July 2016 Version 1.4 Page 78 of 86
Steps for displaying Appointed Staff:
Select the Appointed Staff tab
If required, select Forecast Measures to select view as Charged FTE, Charged Cost or View both.
79 | P a g e
COMPATIBILITY INTERNET EXPLORER AND MOZILLA
COMPATIBILITY
The Department of Education ICT supports Microsoft Internet Explorer browsers and each user
has access to Adobe Reader. The Department currently supports Internet Explorer 10 and Internet
Explorer 11. This software is required to support the use of the web enabled School Resourcing
System.
The School Resourcing System can be accessed remotely and the following table outlines the
minimum requirements to operate the system.
Availability Important Information
Microsoft Operating System Yes
Apple Macintosh Operating System
Yes Using Mozilla Browser 35 and above
Adobe Reader Yes - Essential
Internet Explorer 10 and 11 Browser
Yes – Essential Requirements for Internet Explorer (Compatibility view)
Mozilla Firefox Browser 35 and above
Yes How to Install Mozilla Firefox
27 July 2016 Version 1.4 Page 80 of 86
Requirements for Internet Explorer 10/11 Compatibility view
Right click on browser and select Menu Bar
Click on Tools
Select Compatibility View Settings and new window appears
Ensure the check-box options on the lower section of the window, are all un- ticked
Remove wa.edu.au from Websites you’ve added to compatibility view
Select Close
Close all Internet Explorer sessions
Open a new Internet Explorer session to start using the School Resourcing System
Ensure that all check-box options are
Un-Ticked
Remove wa.edu.au from
compatibility view
27 July 2016 Version 1.4 Page 81 of 86
How to Install Mozilla
To self-install Mozilla Firefox browser go to https://support.mozilla.org/en-US to access further
support and information.
27 July 2016 Version 1.4 Page 82 of 86
GLOSSARY
Term Definition
Aboriginality funding Funding provided for each Aboriginal student in the school
Appointed Staff Forecast Salary Expenditure including positions and
employees charged to the One Line Budget
Carried forward balance Carried forward to the salaries component of the One Line
Budget
Census Enumeration of the student population across the public
school system undertaken in February and March
Disability funding Funding provided for students with an eligible disability
Disability Resourcing System
(DRS)
System for submission of applications for disability funding
Educational adjustment Additional allocation to support schools provide educational
adjustments for eligible students
English as an additional
language
Funding provided for eligible students with English as an
additional language
Enrolment-linked base An allocation provided to ensure schools are able to meet
general operating costs, regardless of enrolments.
Higher duties allowance Provided to a principal or registrar working at a school where
student enrolments exceed the formal classification of the
school.
ICSEA Index of Community Socio-Educational Advantage. The SEA
part of ICSEA is used to determine the social disadvantage
allocation
Locality funding Provided to eligible schools in isolated and remote areas of
Western Australia
27 July 2016 Version 1.4 Page 83 of 86
Term Definition
Notional salary rate Average salary rates with on-costs for superannuation. The
Department continues to meet actual costs of staff through
payroll
One-line budget Total $ amount provided to the school to determine cash
component and salaries component
Operational budget Actual budget provided after February Census
Operational Response Programs identified by Corporate Executive for key initiatives
(e.g. end dated funding for identified risks or emergency/crisis
funding)
Per student An allocation provided for every student enrolled at the school
Preliminary budget An estimated budget based on projected enrolments.
Provided for planning purposes
Projected enrolments Principals project enrolment numbers for the following year in
August
Regional Allocation Resources provided to schools through regional offices (e.g.
Regional Network Resourcing)
Salaries component Component of the one-line budget apportioned for payment of
salaries
School characteristics Locality and enrolment-linked base funding allocated
according to school eligibility
School Resourcing System Planning and Reporting tool for One Line Budgets
Social disadvantage funding Allocation for students from disadvantaged backgrounds
based on parent education and occupation data
Special responsibilities
allowance
A special responsibilities allowance can be allocated to
teachers where the duties are outside or in addition to the
normal teaching role and are not already being performed at
the school
27 July 2016 Version 1.4 Page 84 of 86
Term Definition
Student-centered funding Funding provided from the Department to schools based on
students and school characteristics
Student characteristics Funding provided for Aboriginality, Disability, English as a
Second Language and Social Disadvantage
Targeted Initiatives Programs and services delivered by some schools on behalf
of the state and Commonwealth (e.g. Gifted and Talented
Education Program, Teacher Development Schools, National
Partnership on Universal Access to Early Childhood
Education).
Schools transitioning to the model and schools offering
specialised services receive all their funding through Targeted
Initiatives commensurate with their specific services
27 July 2016 Version 1.4 Page 85 of 86
SUPPORT The Student-centered funding intranet provides information, support and resource materials for
Principals and schools on student-centred funding and One Line Budgets.
A guide to the Schools Resourcing System is available via the intranet A to Z Quick Links;
School Resourcing System User Manual Operational
School Resourcing System User Manual Preliminary
School Resourcing System User Manual Budget Scenario
If you require support and training the following teams may assist you.
Issue Contact
Unable to log into Single
Sign On DoE Portal
9264 5555
One Line Budget Training
Technical issues and
feedback
Principal Advisor Support
How to access the School
Resourcing System
Support to operate One Line
Budget and school
allocation module
Metro Schools
Country Schools
Contact the Senior Finance Consultant (Schools) for the Region
Support to operate one a
line budget, staff recruitment
and employment services
All Schools
Contact your Staffing Consultant
or