School Resourcing System

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School Resourcing System Preliminary Planning Guide to system information and support to plan for your One Line Budget Version 1.4

Transcript of School Resourcing System

Page 1: School Resourcing System

Version 1.4

School

Resourcing

System Preliminary Planning

Guide to system information

and support to plan for your

One Line Budget

Version 1.4

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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

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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

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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.

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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

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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.

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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.

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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

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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

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Click button

Click Employee record that matches their current job (normally first record).

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Click Add button

Select Active Status

Use calendars to set Effective Date (start) and End Date

Select End Date

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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

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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

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Use calendars to set a new End Date

Click Save button

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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

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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

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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

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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

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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

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Reporting

R

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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.

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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

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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

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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

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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.

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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

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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.

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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.

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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

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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

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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

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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.

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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

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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

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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.

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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

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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

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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.

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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

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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

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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

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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

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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

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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

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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.

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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.

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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.

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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.

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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

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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

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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

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Steps for displaying the Cash Plan (R):

Select the Cash Plan (R) tab

Select the Year (if required)

Detail Report Goods and

Services (Expenditure)

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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

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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

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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

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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

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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

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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).

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Detail of the One Line

Budget Report Total

Funds Available

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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

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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.

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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

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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

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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

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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.

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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

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Steps for displaying the Salaries Plan (R):

Select the Salaries Plan (R) tab

Select the Year (if required)

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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

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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

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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.

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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.

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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

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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

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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.

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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.

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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

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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

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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.

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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.

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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

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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

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How to Install Mozilla

To self-install Mozilla Firefox browser go to https://support.mozilla.org/en-US to access further

support and information.

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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

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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

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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

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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

[email protected]

One Line Budget Training

Technical issues and

feedback

Principal Advisor Support

How to access the School

Resourcing System

[email protected]

Support to operate One Line

Budget and school

allocation module

Metro Schools

[email protected]

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

[email protected]