FISCAL SERVICES EDITION Digital Magazine | June 2021
C NNECT Connecting you with Technology
FISCAL SERVICES EDITION
Mass Loading in Redesign By Eric Molnar, Support Specialist, Fiscal Services It’s the middle of summer. Your calendars are set; your new contracts have been imported; then, suddenly, one of your Pay Items has a new rate for the coming fiscal year. Changing them manually will take forever and increases the chance for human error. How do you change this untold number of deductions? Fortunately, USPS Redesign has an incredibly effective, relatively easy way of making any large-scale change you may need – Mass Load.
Located under the Utilities tab on USPS-R, Mass Load allows users to add or change nearly any field that is editable in the system. As seen in the above photo, we have many options for Mass Load. From the aforementioned rate change on a Pay Item, to adding new Employees or Pay Items, adding Pay Items to new employees, entering new Non-Contract Compensations, or loading Future Pays for an upcoming payroll, Mass Load can make formerly tedious tasks quick and easy. While using Mass Load is relatively simple and painless, the process can take a little getting used to. Mass Load requires the creation of a CSV file with column headers that reflect the data that identifies the items you want to add or edit and the information you want changed. One of the best qualities of Mass Load is that this function will edit the selected data, but anything you do not include on your CSV will remain unchanged. Once you have identified the correct headers for your CSV file, it is simply a matter of populating the columns with the identifying information and the fields that need editing.
One method for finding the correct headers is to download a Custom Report for the Entity you wish to change with the appropriate columns for your change. Additionally, the SSDT wiki page offers an exhaustive chart of what Entities can be edited, what fields are required, and what fields are editable (https://wiki. ssdt-ohio.org/display/uspsrdoc/Mass+Load#MassLoadMASSLOADCRITERIA). However, a word about the “ease” of Mass Load. The biggest challenge our districts have found when utilizing the Mass Load feature has been in the construction of the CSV file. Particularly, when districts contact Connect when a Mass Load fails, it is almost always an issue with the column headers. The CSV file must be created *exactly* as the header names are defined. A lower-case letter where a capital letter is needed? Error. A period where a period shouldn’t be? Error. An extra space at the end of the header name? Error. Mass Load is incredibly picky and will send back an error report if the smallest detail is not precise. The good news, however, is two-fold. Here at Connect, we are happy to help you organize the correct headers (in both style and content) for whatever Entity you wish to Mass Load. Secondly, with a little practice (and a couple of error attempts to help you find the small, imprecise detail), Mass Load really is quite easy. There are a number of districts that, when first using Mass Load, were in contact with Connect frequently about setting up their CSV files. As time goes on, those districts rarely reach out for help as they have become experts at figuring out what info they wish to change, what headers they need, and how to create their CSV files. With a little time learning these skills, Mass Load can make your life much easier and your work much faster.
Closing the PIG Gate Republished with permission from: https://wiki.ssdt-ohio.org/ as created by Michelle Drewes. We call them our ‘closet Barnyard fans’.... those who would never publicly admit to still using OINQ but when no one is looking, bam! they are filtering and PF1ing (yep, I said PF1) until their hearts content. It’s OK, we totally understand how nice it is to enter a PO number and get all of the associated invoice and check information with the push of a button. You all know by now how fantastic the Redesign transaction grids are in filtering what you need, basically replacing the EIEIO queries. However, something is still missing.. something is just not quite right... go ahead, it’s OK to admit it.... um, where’s my OINQ? It’s there! It’s been there. And it has a name any newbie would understand.. it’s called the Activity Ledger Query which clearly makes much more sense! Listed below are my ‘top 5 reasons’ why you should be using this versatile query option under the USAS-R Transaction menu. 1. Customization... there are so many different ways to customize this ledger so that it makes the most sense to you 2. Sorting.. since there are so many things to filter on, sorting is very helpful in the Activity Ledger 3. Did I say filtering? You can get pretty creative when you really want to in this grid! 4. Just click ‘Report’ to generate an output file of your query without having to figure out.. is the “print_on” or is the “print_off”... wait I thought the print was on.. no wait, I have to select print on to actually get a text file. Whew! 5. There is no PIG gate.. need I say more? Displayed below are a couple of basic examples on how to use the Activity Ledger Query. Example #1: What is the status of a specific PO? Enter the PO number in the filter row and sort it how you see fit. I sorted mine first by date and then within date, by PO Item number and then Type. I can see the entire history of every item on this PO from start to finish.
Example #2: I want to find all disbursements in December 2019 for Vendor #10553. I can query the same thing in the Disbursements grid, however, the big difference between querying in Disbursements vs. Activity Ledger is the Disbursement grid does not display the associated PO and Invoice on the grid.. you have to view the disbursement to see the details. Most transaction grids work the same way, displaying a summary of the transactions. If you want to see the item detail on the grid, use the Activity Ledger Query.
It really is limitless.. use your creativity to get the most out of this awesome query program. You will be ready to ‘close the gate’ on Classic OINQ! Source: SSDT
FISCAL SERVICES EDITION
Budgeting for Revenue and Expenditu This article is reprinted with permission from the following SSDT sources: Source 1, Source 2, Source 3 Italicized sections in red font include additional guidance provided by Linda Hein, Fiscal Support Specialist.
Since ‘budgeting season’ is soon to be in full-bloom, we want to outline how to create your proposed amounts and how to apply them as initial estimates for the next year. The Budgeting Process contains two programs: • Scenarios: Allows for the creation of a budget scenario via spreadsheets which are then promoted to proposed amounts. • Proposed Amounts: Once promoted, the budget and revenue amounts are displayed in the proposed amounts grid to allow for further changes. Once ready, they will be applied as initial budget and revenue estimates as either temporary or permanent appropriations.
Think of having an empty room to furnish, and each spreadsheet is a piece of furniture that you add to complete that Room! Each scenario consists of one or more budgeting spreadsheets. A district may choose to use a single spreadsheet containing all accounts, or create separate sheets for different management areas. For example, you may create a sheet for the high school, each elementary building and athletics. Each principal or supervisor could work on their own portion of the budget. Once the budgets are completed they can be loaded back into the system.
**Please note: Once you have established your Initial Budgets and need Budget Adjustments during the fiscal year, there is a separate Procedure that can be accessed via SSDT help by referring to Budgeting Scenario Steps for Making Budget Adjustments in the Current Fiscal Year USAS-R Documentation – SSDT Confluence Wiki
Scenarios https://wiki.ssdt-ohio.org/display/usasrdoc/Scenarios The creation of a single scenario is recommended. Special circumstances may require more than one scenario based on different assumptions. For example, you may wish to create a scenario for “Assuming Levy Passes” and another “Assuming Levy Fails”. NOTE: Once a scenario is promoted, any successive scenario that is promoted will overwrite a prior scenario’s amounts. For example, you create a scenario for HS budget amounts and promote it. You then promote another scenario containing Elementary Budget amounts. The HS budget amounts will be removed and the elementary budget amounts will be uploaded. Instead of creating separate scenarios, it is recommended by SSDT that you create separate worksheets within the same scenario. Revenue and expenditure proposed amounts MUST be created and submitted within the same scenario.
Create New Budgeting Spreadsheets within the scenario Click on ‘Create’ to create a spreadsheet within the budgeting scenario customizing the properties and filtering (specific account codes) you want included on your spreadsheet. Save the spreadsheet and it will appear under the 'Budgeting Sheets' grid on the Scenario. Scenario Grid You can then access the spreadsheet using one or more of the following options in order to add proposed amounts:
ures in the Redesign • Click on to edit an existing spreadsheet (must use the existing PA-XXXX column to enter your Proposed Amounts) • You can add (insert) or delete rows in your spreadsheet • You can use formulas to enter your proposed amounts • If you prefer to enter proposed amounts and/or make changes to your spreadsheet via Excel, click on to download the spreadsheet into Excel. Once the spreadsheet is completed and saved, click on to import the spreadsheet back into the scenario • Click on to delete an existing spreadsheet you no longer want. Upload Budgeting Spreadsheets into the scenario Use the Upload button to upload outside spreadsheets into your scenario. These spreadsheets may contain proposed amounts. Promote a Scenario Once a scenario is completed, it can be “promoted” to the proposed amounts field on the budget and revenue accounts. Promote includes all spreadsheets in the scenario
Once a Scenario has been promoted, the accounts with associated amounts will appear under ‘Proposed Amounts’ under the Budgeting menu (below) as well as the Next Year Proposed Amount field under the Expenditure and Revenue tabs of the Accounts option under Core.
The grid contains separate tabs for existing ‘Proposed Budgets’ and ‘Proposed Anticipated Revenues’ amounts based on the fiscal year selected. You can: • Create a proposed amount in order to add it to the existing grid • View a proposed amount • Edit a proposed amount • Delete a proposed amount
Applying Proposed Amounts Once all of the proposed amounts have been entered for a fiscal year, ‘Apply’ is used to apply all accounts as initial budget and initial revenue figures. Apply can be performed before you are in next fiscal year processing. The initial budget and initial revenue amounts will not be recognized or displayed until your current period is in the next fiscal year.
Transaction Types Include: • Temporary: when checking ‘full year’, it implies the temporary initial budgets hold true for the entire year. If 'full year' is not checked, it implies the temporary initial budgets could change during the fiscal year (i.e. Levy passes/fails) • Permanent: implies these are permanent initial budgets. Full year is checked automatically. • Adjustment: when selected, it adjusts the existing budget amounts via additions/deductions. The initial figures are not touched. The ‘Update the GAAP Original Estimate’ amounts box defaults to being checked but you have the option to uncheck it. • Effective Date: automatically defaults to the first day of the fiscal year selected when selecting temporary or permanent transaction types. When selecting Adjustment transactions type, you have the option of entering an effective date. The adjustment will not become effective until you are in that processing period. Don’t forget to run a report to see your estimates! (If you would like assistance or a backup of your data prior to running these programs, please submit a ticket to firstname.lastname@example.org) Enjoy the newly furnished room that has been updated and ready for the next year! (more sources on page 6)
FISCAL SERVICES EDITION
There’s No Time Like the Present... To Set Up Redesign Job Calendars Republished with permission from: https://wiki.ssdt-ohio.org/ as created by Michelle Drewes. It’s hard to believe, but it’s time to start thinking about creating job calendars for the next school year. Listed below are the steps to creating a calendar, copying the calendars to create other calendars (that’s right, let the Redesign do the work for you), and generating a report of your newly created calendars. Creating a Job Calendar: 1. Go to Core>Job Calendar. 2. Click on the edit button next to a calendar that you want to create work days for. 3. In the Start Date field enter in or use the popup calendar to add the beginning work day for the 20-21 calendar. In the End Date field enter in or use the pop-up calendar to add the last work day for the calendar. 4. In the Type field, make sure that Work Day is selected (this is the default), If you wish to include weekend days on the calendar check the associated box next to Include Weekends. 5. Click the ‘Mass Update’ button to create the job calendar. 6. **IMPORTANT** Click the ‘Save’ button to retain the new calendar data you just entered. 7. You can use the Day Count Total grid at the top of the screen to verify that the correct amount of work days were added for the job calendar. 8. In the Custom Start field enter or use the popup calendar to enter in the start date for the job calendar. In the Stop field enter in or use the pop-up calendar to enter the ending date for the job calendar. The Custom Date Range on the grid should then display the total number of work days and holidays that were added for the calendar.
Copy Calendars 1. To copy this calendar to create other calendars, click on the button. 2. In the Copy From field, enter in a few characters from the calendar name that you created or use the drop down button and find that calendar. 3. Enter or choose from the pop-up calendar the Start Date and End Date for the calendar. 4. Under the Select Job Calendars section, choose from the Available calendars which calendars you wish to create by moving them over to the Selected section. 5. Click on the button. 6. You can then go into each calendar and can tweak them accordingly by clicking on the button to make any needed modifications (adding days, removing days, etc.); Or you can go to individual days on the job calendar and right click and choose Work Day, Holiday, or None 7. **IMPORTANT** After any changes are made, please click the ‘Save’ button to retain your updates. Calendar Report You can create a report or reports for the job calendars you created by going to the Reports tab and clicking on Job Calendar Report. Source: SSDT
Citations for “Budgeting for Revenue and Expenditures in the Redesign” on page 4-5: 1. Drewes, Michelle. “Volume 2 Issue 10 - April 2019 - Newsletters.” SSDT Confluence Wiki, 9 Apr. 2019, wiki.ssdt-ohio. org/display/NEWS/Volume+2+Issue+10+-+April+2019. 2. Drewes, Michelle. “Budgeting Scenario Steps for Making Budget Adjustments in the Current Fiscal Year - USAS-R Documentation.” SSDT Confluence Wiki, 12 May 2021, wiki.ssdt-ohio.org/display/usasrdoc/Budgeting+Scenario+Steps +for+making+budget+adjustments+in+the+current+fiscal+year. 3. Glore, Sara. “Scenarios - USAS-R Documentation.” SSDT Confluence Wiki, 17 May 2021, wiki.ssdt-ohio.org/display/ usasrdoc/Scenarios.
New Treasurer Spotlight Rob Showalter, Treasurer at Fairview Park City Schools Rob Showalter currently serves as the Treasurer of the Fairview Park City School District. Rob’s prior experience includes serving as the Treasurer for Midview Local Schools, Assistant Treasurer for Strongsville City Schools, and Internal Auditor for the Cleveland Metropolitan School District. Rob holds certifications in the following areas: School Finance and Operations (SFO), Internal Auditing (CIA), Government Auditing (CGAP), and Fraud Examination (CFE). Rob is a graduate of Bowling Green State University and resides in the West Park neighborhood of Cleveland.
Meghan Rohde, Treasurer at Bay Village City Schools Meghan Rohde currently serves as the Treasurer of Bay Village Schools. Meghan was the Chief Financial Officer/Treasurer for ClydeGreen Springs Exempted Village School District. Prior to this role, the Castalia, Ohio native served as a Senior Internal Auditor for PNC Bank in Cleveland and Standard Register Company in Dayton. During her career, Meghan was recognized with the 2018 Emerging Leaders Scholarship Award from the Ohio Association of School Business Officials and has also received an Ohio Auditor of State Award at Clyde-Green Springs. Meghan is a graduate of Wright State University (B.S. in Accounting and Finance), Ohio University (MBA) and completed her School Treasurer Licensure coursework with University of Phoenix. She is an active member of the Ohio Association of School Business Officials and enjoys running, reading and biking with her family.
FISCAL SERVICES EDITION
FISCAL SERVICES GENERAL UPDATES
General Update on eFP By Matthew Sayre, Support Specialist, ERP Services When our last issue was released, Brecksville-Broadview Heights School District was in the process of implementing eFinancePlus. Given the circumstances around COVID-19, the implementation was done 100% remotely via bi-weekly Zoom meetings. We are happy to report that with the assistance of TCCSA, the implementation was very successful and the district has been up and running since January 1st of this year. Craig Yaniglos (Treasurer, Brecksville-Broadview Heights) has provided some fantastic feedback about the software so far; “Over the last year, BBHCSD has done a complete 180 in financial software by switching from Classic to eFinancePlus. My office is running more efficient than ever by utilizing the new eFinancePlus software. We are using the Employee Access Center to make leave requests paperless while fully integrating with payroll. Now there is no exporting/importing or manual entry. Best of all, the employees are loving the instant access via the eFP app to check paystubs, leave banks, etc. We are also saving so much time by utilizing the workflows to move budgets, approve change orders and soon to be approving accounts payable.” (Employee Access Center App for Mobile Phones)
FISCAL SERVICES CALENDAR OF EVENTS
Fiscal Year End Trainings - Zoom (Sign up on Event Scheduler) Classic USAS Fiscal Year End Training June 9, 2021 9-9:30 AM
Redesign USAS-R Fiscal Year End Training June 9, 2021 1-1:30 PM
Classic Payroll Fiscal Year End Training June 9, 2021 10-11 AM
Redesign USPS-R Calendar Year End Training June 9, 2021 2-3 PM
Financial Collections: FY21 Financial Collection - Period H FY21 Five Year Forecast - Final Optional - Period P
Staff and Course Collection: Staff and Course Collection – Final – Period L
Munis Upgrade Options By Adam Rohrabaugh, Support Specialist, Tyler Munis Services We are at that chapter in our current Munis version where it will be retiring very soon. As of right now, our 2018.1 version will be officially retired in October of 2021. That means for calendar year end 2021, they will not release any new service packs for W-2’s/1099’s and thus we will have to be live on a newer version before calendar year end 2021. Preferably, we would be live around September or October of 2021. That would give us time to close our fiscal year in our current version, complete the upgrade, and then have time to work in the new version before calendar year end. The main question for us is: To what version of Munis should we upgrade? We have three options for our upgrade: Versions 2019.1, 2020.3, or 2021.1. Version 2019.1 is the oldest of the current options for the upgrade. This version has a retirement date of October 2023. There are many Munis customers (450!) on this version; currently, version 2018.1 has about 214 customers. The 2019.1 option has the benefit of many clients on this version, meaning more use and very likely more bug fixes due to more users in this version. The downside is that when we upgrade again in a few more years, there will be another long downtime having to upgrade. Version 2020.3 went live in November 2020. Currently there are 46 Munis customers on this version and it retires in April 2022. The big benefit of this version is that this would be the last major upgrade we have to do. Once on this version, all upgrades going forward will be smaller and quarterly and there will not be long downtimes anymore. That is also why the retirement date is closer than the 2019.1 version. The 2020 versions and later will have more frequent smaller updates but also retire earlier. Version 2021.1 will be live in April 2021 and it retires in July 2022. This is the most recent version of Munis Tyler is releasing and if we choose this version we would be one of the first few on it. This version will also have quarterly releases going forward, so it also has the
benefit of no more long downtimes once we are on this version. Overall, all three versions have pros and cons. Currently, the 2020.3 and 2021.1 versions are looking like better options since there will be no more large upgrades and downtimes after this one going forward.
AP EFT/ACH Payments Electronic Payments to your Vendors using EFT/ ACH With the current Covid-19 pandemic going on in the world, working from home and doing processes solely online are becoming more and more relevant. One of these processes is paying vendors electronically using EFT/ACH payments. You can also pay employee reimbursements this way and remove all the headaches that go along with printing checks and making sure they are cleared (not to mention employees losing them and then having to reprint another check). Here are some of the many benefits of EFT vendor payments: • Saves money due to less check stock, ink, and printer use • Saves the district valuable time from waiting for all the checks to print, dealing with printer jams/reprints, and getting the checks out • Vendors receive their money faster • EFT Advice can be sent via email to the vendor making the entire process paperless If you are interested in evaluating whether EFT/ ACH may be a good fit for your district, don’t hesitate to reach out to us!
FISCAL SERVICES EDITION
FISCAL SERVICES GENERAL UPDATES
Redesign Implementation Status
Redesign Status 348
Sites Live on Redesign
Total Wave 7 Sites
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Total Districts Participating
Redesign Districts Migrated prior to January 1, 2021 Brooklyn ESC of Lorain County Garfield Heights Lake Erie Regional Council North Royalton Ohio Schools Council Rocky River Avon Lake Welcome Aboard Wave 7 Districts (January 1, 2021June 30, 2021) Bay Village Polaris Career Center Cuyahoga Valley Career Center ESC of Northeast Ohio
Future Wave 8 (July 1-December 2021) North Ridgeville Avon East Cleveland Keystone Lorain JVS Midview Wave 9 (January 1-June 2022) Highland Westlake Independence
Fiscal Services Questions & Answers QUESTION:
How are purchase orders closed in Redesign?
Reprinted with permission from https://wiki.ssdt-ohio.org/
FISCAL SERVICES EDITION
STAFF PICKS LINDA HEIN Are we all just ZOOMED to the max?? I am for sure! Hopefully, you are all taking some breaks away from your screens and are able to walk, hydrate, and get those eye drops in whenever possible. Here are a few yoga moves that I do when we are able to take a 5-10 minute break during these crazy ZOOM marathon days.
to your toes if you are able! After your breaths, slowly stand, stopping at your knees for a quick breath or two. And finally… Figure 8: Raise your arms to the sky and take a small step forward. Hold this pose for two or three breaths and switch sides by standing straight and stepping forward with the opposite leg. When finished with your breaths, return to your standing position.
Forgive the Stick Figures shown below! I have picked out four of the 10 poses, but feel free to choose a few that you can easily do in about 5 minutes.
Namaste!! Respectfully yours, Linda Now, back to my ZOOM meeting!
(As with any exercise, follow any restrictions issued by your healthcare advisor. Use a chair or desk for balance if needed!)
MARGE RUS I love my gym – SNAP FITNESS Chardon
Once you break yourself away from the screen, stand and take a few slow, deep cleansing breaths.
As Spring is here its time to re-think choices that I made during the lockdown and get back on track!
Figure 1: Stand with your arms stretched out to both sides and take a side step to your left or right with your arms still extended. Hold this pose for two or three breaths and switch sides by standing straight and stepping to the opposite side. When finished with your breaths, return to your standing position. Figure 5: Stand with your arms stretched out to both sides and take a side step, keeping your legs straight, to your left or right with your arms still extended. Bend to the right and hold this pose for two or three breaths and switch sides. When finished with your breaths, return to your standing position. Figure 7: Stand straight, feet about hip width apart and bend forward, first putting your hands to your knees. Hold this for two or three breaths and progress
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Snap Fitness in Chardon is a smaller gym in Chardon open 24/7 (no excuses not to go). They have all of the latest treadmills, ellipticals, weights, cycles, rowers, and so much more. They also offer private trainers or small group classes to get you in shape. I wake up early and head out to the gym to start my day with positive energy. I start slow with walking 1-3 miles on the treadmill and mix it up with the rowing machine. Our lives have many challenges today, so make the effort to better and be good to yourself. Get to the gym! “Four More Core” from Carrie Keizer, Snap Fitness 1. More water 2. More veggies 3. More exercise 4. More sleep
ERP & FISCAL SERVICES SUZANNE WILSON | LEAD SUPPORT SPECIALIST, ERP & FISCAL SERVICES (216) 520-6900 x 5256 | email@example.com
BELLA ANTAL | SUPPORT SPECIALIST, FISCAL SERVICES (216) 520-6900 x 5266 | firstname.lastname@example.org
TAMMY KOSTURA | SUPPORT SPECIALIST, FISCAL SERVICES (216) 520-6900 x 5262 | email@example.com
ERIC MOLNAR | SUPPORT SPECIALIST, FISCAL SERVICES (216) 520-6900 x 5257 | firstname.lastname@example.org
ADAM ROHRABAUGH | SUPPORT SPECIALIST, TYLER MUNIS SERVICES (216) 520-6900 x 5258 | email@example.com
MARGE RUS | SUPPORT SPECIALIST, FISCAL SERVICES (216) 520-6900 x 5263 | firstname.lastname@example.org
MATTHEW SAYRE | SUPPORT SPECIALIST, ERP SERVICES, EFINANCEPLUS (216) 520-6900 x 5223 | email@example.com
MONICA STARK | SUPPORT SPECIALIST, FISCAL SERVICES (216) 520-6900 x 5179 | firstname.lastname@example.org
LINDA HEIN | SUPPORT SPECIALIST, FISCAL SERVICES (216) 520-6900 | email@example.com
Please email firstname.lastname@example.org to start a ticket in Cherwell.
If you need immediate assistance, please call the Fiscal Support Team at Connect at 216-520-6900 ext. 5010.
FISCAL SERVICES EDITION
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A Strong Alliance to Serve our Members ESC of Northeast Ohio Providing support and leadership that enables local schools, ESC of Lorain County agencies, governments, and communities to achieve their ESC of Medina County objectives through innovative and cost-effective Ohio Schools Council shared technology solutions. Connect There is no wrong door Increased strength • Unwavering service to enter when you need Reduced costs • Effective & Efficient Information service! Technology • Greatest educational experience possible for your students
FISCAL SERVICES EDITION
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C NNECT Connecting you with Technology
Inform is the digital magazine of CONNECT.