LEGACY (HP3000) 

The Financial Control System

The Financial Control system (FCS) is designed to control and manage all financial activity between the General Ledger, the Purchasing System, Budget Development and the Personnel/Payroll databases.

These financial records are all stored in the budget summary records to provide easy access via account online lookup programs and reports.

In addition, the FCS system provides for electronic generation and printing of the Community College CCFS311.  The FCS, as well as all our integrated programs, allows for SACS K-12 districts as well as Non-SACS districts (Community Colleges).  The FCS system allows for the ability to download financial data into the State SACS fund forms.

The FCS System allows for the following types of transactions:

The Financial Control system allows for specific types of transactions at year end.  They include systems that allow the user the ability to set up:

The Accounts Receivable System allows a user to set up receivables due at year end but not yet received, post receipts against the receivable and generate receivable reports.

The Payable/Current Liability System allows a user to set up payables as liabilities at yearend, make payments against these liabilities in the next year and generate payable reports.

The Cash and Asset/Liability roll allows districts/county office the ability to roll ending balances from one Fiscal Year to another.  The cash roll program is available for SACS and Non SAC users.  The asset/liability roll is available for SACS districts only and will roll balances by Fund/Resource/Project year from one year to the next.

 

The Budget Development System

The Budget Development System is used to develop budgets for the upcoming fiscal year.  The system allows users to copy a pre-existing budget, make changes or create a new budget and roll into the General Ledger System.

Budget Development offers the following features:

The Salary Analysis Management System (SAMS)

The MAGIC Salary Analysis Management System provides several programs that work together to provide accurate salary and benefit cost modeling that can be used as the basis for the budget development for a particular fiscal year.

The SAMS system provides the ability to:

The MAGIC (Multiple Access with Global Information Control) System

The MAGIC System provides integrated systems under one umbrella.   Human Resources, Budget Development, Payroll and Retirement are all major systems, which are contained under the MAGIC umbrella.

The Human Resources System provides basic employee personal information necessary to employ a person, along with affirmative action, event, medical and  checklist information that is defined by the district.  The system standards include effective date processing, user access controls, calculation rules, program to program access and multiple levels of function keys.

The Position Control System provides a district with the ability to define, establish and track positions within a district.  Not only will it provide detail position control information related to salary placement and benefits, it will allow a person to be attached to the position and allow for additional earnings to be tracked as well.  The system will track FTE's by site, work calendar and placement information.  Salary Schedules are provided for on hourly, daily, or monthly basis.   Work calendars are also provided for calculating actual salary and fringe benefit costs.

The MAGIC system allows for tracking and reporting of Community College Staff Data reporting as well.  Specifically, information either converted or manually entered from a college's Student System.  This data is then collected along with information from the MAGIC system on basic employee, EEO, Position and additional earnings information.

Major features include:

The Payroll System

The Payroll System provides for the actual payroll data preparation and entry into the system by district personnel and County School Claims personnel.   It also provides for the actual production of payroll warrants and associated reports and provides for producing payments to vendors for employee deductions and mandatory costs.  It also provides for County Retirement loads for all payroll history files for reporting to STRS and PERS.

Input of actual payroll information is the responsibility of the school districts to enter online employee salary, retirement, social security/Medicare, federal and state tax information and account class information.  They also maintain employee deduction information, voluntary as well as involuntary.

The warrant process of the Payroll system provides for the actual production of warrants and reports and tapes for the county Auditor and Treasurer.   County School Claims audits and verifies the information and updates payroll records to the district's General Ledger.

The Payroll System also provides for the producing of payments to vendors for employee deductions, federal and state taxes, Social Security and Medicare payments and SUI and SDI reporting quarterly.  In addition, County Retirement loads all payroll history files for a particular service period for submission to STRS and PERS.   W-2 and 1099 processing is also provided.

Accounts Payable System

The Accounts Payable system is integrated with the Vendor Maintenance program, the Purchasing system (both Cobol and Financial 2000) and ultimately updated to the Financial Control System as well as the General Ledger.  The production process consists of three processes:  District Input Process, School Claims Audit Process and Warrant Production Process.  Through the coordination of these processes, the district is able to process warrants and ultimately get the vendors paid.

The District Input process involves the actual accounts payable data preparation and entry into the computer system.  Payments may be made as a Purchase Order payment, as a Pay Voucher payment, as a Travel Claim or can be uploaded from another system as a Miscellaneous Vendor Payment.  As the user processes payments, batch numbers are assigned for eventual audit and authorization to be paid by School Claims.

The School Claims Audit process allows for several levels of audits:   Random Audit, Vendor Audit, and Dollar Limit audit as well as Vendor Exclusion and the ability to exclude by minimal dollar amounts.

Information Technology then creates the warrants and associated reports and creates the tapes for the County Auditor and Treasurer.  Once School Claims has reviewed the batches, payments are posted to the Financial Control System as well as the General Ledger.

Purchasing System

The Vendor Maintenance Program:

The Vendor Maintenance program is used to enter all vendor information in order to process payments.  The Accounts Payable programs access this master file entry every time a payment is created.  The program allows for the following:

The Requisition Control Program:

The Requisition Control program allows a district user as well as a site user to requisition goods and services accessing the Vendor Control System.  The program provides:

The Purchase Order Program:

The Purchase Order Print and Release program is available to authorized users and gives them the ability to print purchase orders and/or release purchase orders for payment.  Specific items may be selected and printed as well as printing multiple copies of a purchase order.  Reports are also available.

The Stores Program:

The Stores System assists the districts or county purchasing agent in acquiring, disbursing and controlling stores inventory.  Other functions include multiple warehouses, automatic pricing, back order (to vendors and to schools) and damaged good tracking.  The system provides for full integration to the General Ledger Inventory Control account as well as automatic posting of costs to appropriate expenditure accounts for school sites and departments.  The system also provides:

Billing Control System

The Billing Control System is a PC based application that interfaces with the HP database.  It is designed to be used with Windows 95 or 98.  The BCS system allows users to maintain accounts receivable centralized billing information with the ability to create billing memos, invoices, and process payments against these invoices.  As payments are entered, an open batch is created in the financial system on the HP.  The system also includes a reporting module that consists of such reports as aging reports, invoice logs, and transaction reports.

 

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NEW DEVELOPMENT 

Financial 2000

The new development is a component by component rewrite of our financial applications in the new client server technology.  Developing the applications component by component required the ability to bridge several different technical worlds.  Currently the Cobol applications for our software reside on a HP 3000 image database.  The Credentials application resides on an Allbase database.   The new development resides on a Sequel database and the three needed to be accessed in order to allow our users to continue work and keep their financial data accurate and timely.  All of our new Financial 2000 can be used with a PC or MAC platform.

The new applications reside under a financial umbrella called Financial 2000.  Financial 2000 holds the security model necessary to allow each district and/or county office the ability to give their users access to specific applications as well as specific information.  The administrator of the Financial 2000 application can limit access down to a specific 24 or 26 digit account code structure, if so desired.  Financial 2000 is SACS compliant as well as available for non-SACS users.

The first application that was designed and deployed was the Purchasing system.  Purchasing 2000, with an integrated Receiving module, are currently in production with Stores and Fixed Assets in the design and development phase, due to be released by 7/1/01.  Account Online Lookup and Credentials Online Lookup are currently available for our users as well.

Also in design and development are the modules Position Control and Reports 2000.

Instructions for PC Native Application Installation - 528K .doc
Instructions for downloading the Citrix Plug-In for Macintosh Users - 28K .doc
Financial 2000 Application

The Accounts Payable System

The Accounts Payable application of Financial 2000 is designed to facilitate the direct input of APY payments for all payment types with interface to the financial system legacy programs for batch maintenance and posting. It is also designed to interface with the Vendor, Purchasing, and Encumbering programs within both Financial2000 and the legacy system. This application has been designed to replace the payment programs within the legacy financial system, but will update and interface with them. With the eventual goal of integrating all systems under the Financial2000 umbrella, an added convenience will be that the user will not need to toggle between systems to complete Purchasing/Payment functions.

Designed into the application are advanced search capabilities and enhanced edits. The major advantages of this new application over the legacy APY payment programs are:

The Accounts Payable System encompasses many components. Due to the size and complexity of the project, it was necessary to design the system in two phases. Phase I, which will be deployed in a pilot phase this fiscal year, includes the following:

Phase II of Accounts Payable will include:

 

The Purchasing 2000 System

The Purchasing 2000 system has been designed through a committee of Purchasing Directors within the CECC consortium.  The application is accessed via a web browser.  The Purchasing system has the following components:

The Purchasing system configuration module allows the system district administrator(s) to set up Accounts Access groups that will allow the users access to specific accounts or ranges of accounts.  The Application Access Group configuration allows the district to setup access for individuals, departments or groups and defines the level of access to Requisitions, Purchase Orders, and Change Order workflow.  The system also allows for user configuration as well.

The Requisition module allows site or department users the ability to create requisitions, use vendor and account selections from the HP 3000 database.   The Requisition module provides for the basic requisition, vendor, shipping and accounting information.  The Requisition module validates the appropriateness of the accounts as well as balances.  The Financial 2000 application along with the edits designed in the HP legacy systems allows for hard or soft edits if funds are not available for spending.  The Purchasing System configuration setup then routes the requisition based on specific criteria on the requisition to the appropriate person on the path for approval.  Pre-encumbering of funds is also available within the Purchasing 2000 application.  All requisitions are tracked and funds reduced in accordance with the system setup standards.

Once the requisition has followed the approval path and been approved, the requisition is sent to the purchase order creator for review and creation into a purchase order.  The purchase order module provides for Emergency Purchase orders that are placed in a folder waiting for the requisition to be forwarded.

The Purchase Order module allows for purchase order and account modifications as well as the ability to create a change order.  The Change Order module provides the users with a complete tracking of all changes that may be done to a purchase order.

Integrated with the Purchasing System is a Receiving module that will allow a user the ability to receipt on line, item by item, against specific purchase orders.  The system allows for multiple receipts on a purchase order as well as the ability to track damaged and/or returned merchandise.  A receipt log is available as well for record keeping purposes.

 

The Stores 2000 System

Currently in testing is the Stores module.  The Stores module will integrate with the Purchasing module.  A requisition can be created to stock the warehouse with the Purchasing System.  The Stores system will allow a user to buy stock items out of the warehouse(s).  Again, validation of account appropriateness, along with funds available, will be checked as part of the system standards.  Stock will be tracked and stock status reports will be available.

 

The Fixed Asset System

Currently in testing is the Fixed Asset module.  With the new enacted GASB 34 requirements, districts and county offices needed a system that would track, report and depreciate capitalized assets.  The Fixed Asset module has been designed to allow a user:

This particular application has been designed:

The Accounts Online Lookup Program

The Accounts Online Lookup program allows a user to access via a web browser specific account information that he or she would have been authorized to access.   The user access via a security setup within Financial 2000 and logged onto their specific account information.  The information is live data from the HP 3000 image database.  The application allows a user to select at a higher level like just fund or can select many parts of the account and filter down.  Once the user has the specific information needed, he or she can drill down into the activity for that specific account.

 

The Credentials Online Lookup Program

Traditionally, County Offices of Education have a centralized database of all teachers' credentials information for the county.  The Credentials Online Lookup program allows access to the Allbase database (separate application) residing at the county.  Access is limited via the Financial 2000 security setup.   The user can search and access a specific employee by name or social security number.

 

The Position Control Program

The Position Control 2000 application allows users to easily update employee basic employment information.   This information will then update the legacy MAGIC database that resides on the HP 3000.  In addition, this information will reside in the sequel database for ease of ad hoc reporting.

The Reports 2000 Program

The Reports 2000 module is accessed via a web browser and allow users, again via a security setup, access to information that could reside in the Allbase, HP 3000 image or Sequel database for merging onto a ad hoc reporting format.  As we rewrite our legacy programs in the new technology, there was a great need by our users to have quick and easy reporting mechanisms.  Not to mention, the ability to extract from several different databases.

Importing and Exporting report templates in Reports 2000

Importing and exporting Report 2000 templates allows users to create and share reports templates with other CECC Members.

Importing and exporting is a process that takes report template information and is saved as a text file. Once this file is saved it can be used to import into other districts using the Import/Export process.

Special security is needed to use the Import/Export feature and this is usually reserved for your County Administrator.

If you would like a copy of the instructions on how to use the Import/Export feature or if you create a new report that you would like added to this website, please e-mail the pc2000_helpdesk@sbcss.k12.ca.us for more information.

The following report templates have been created and may be imported into your district's list of shared reports.

TB Expiration Report

The TB Expiration Report is design to provide a list of employees that will need to have a new TB test performed. Typically the results of this report can be exported and used in a mail merge to notify the employee that the will need a new TB test.

The fields included in this report are:

The filter on this report is selecting active employees in positions that have a TB expiration date within a specified date range. An advanced filter is provided to prompt the range of TB Expiration dates to include.

Download the TB Expiration Report template - right click and choose "Save Target As"

Employee Directory Report

The Employee Directory Report includes the following fields for active employees in positions:

Blank Address Information Report

Download the Employee Directory Report template - right click and choose "Save Target As"

The Blank Address Information Report is used as an audit tool to identify any Employee Attribute record that may be missing information in the following fields:

The report filter included in this report will extract active employees as well as employees that have terminated within the current Fiscal Year. An advanced filter is provided to prompt the range of termination dates to include.

Download the Blank Address Information Report template - right click and choose "Save Target As"

This report is usually run in the December timeframe to identify any employees that may not receive their W-2 information unless the missing information is

Vendor Maintenance 2000 Program

The Vendor Maintenance application of Financial 2000 is designed to be the district’s entry point for new vendors and the editing of the established vendors. This application will replace the Vendor Maintenance program within the legacy financial system, but will update that file and interface with it. This application has been designed as a complete Vendor Maintenance system. It will be used within the district’s Purchasing and Accounts Payable programs, both through Purchasing 2000 and Accounts Payable 2000 and the financial system legacy Purchasing and APY programs. It will also be used within the Fixed Assets application within Financial 2000, when integrated.

The Vendor fields available for informational purposes, with no interface to other programs, are:

As part of designing the application as user-friendly and to take advantage of Windows and Internet-based functionality, features are provided within the screens to maintain a Vendor Log of changes to the Vendor file, provide Vendor History Inquiry from the maintenance/edit screen, enter the vendor’s website address and launch a link to it right from the screen, and a suppressed NOTES section.

The New PayrollSystem

The New Payroll system integrates to the MAGIC Position Control system.  It provides for future date processing and allows the payroll clerks to be working on a future payroll, while the current cycle is either open or closed.   The system also allows the payroll users the ability to view online past and future cycles for detailed calculations and deductions.

The new integrated Payroll system provides the users with the ability to make changes in the MAGIC Position Control attachment and this will trigger changes to the specific employee's earning lines in the Employee Payroll Earning program.   Any automatically changed lines in payroll, resulting from MAGIC changes, will result in a pending status for  review and approval by the payroll clerk.

The Payroll system allows a district to track earnings specific to an earning type, like coaching, department chair, etc.  This information can then be reported out for ease of use.

Also, included is the Employee Rate Pay screen.  This screen is used for fast entry of hourly and daily payroll lines for the current cycle.

The Employee Payroll Deductions for the new payroll system provides county and district levels of deduction types as well as tax subjectivity.   The system also offers integration to the MAGIC Health and Welfare Payroll Deductions/Plans, or not depending on district choice.  This provides the ability to modify in MAGIC a major plan change and ultimately integrate to the employee health and welfare deduction screen for review by the payroll/benefit user.

The system provides warrant processing and tape/file processes for the County Auditor and Treasurer.  It also provides for the production of payments to vendors for employee contributions as well as federal and state taxes, Social Security and Medicare payments, and SUI and SDI reporting quarterly.  The system also provides a county Retirement system for reporting to STRS and PERS and yearend W-2 reporting.

Payroll Parallel Reporting - Reconciling the New versus the Old

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TECHNICAL SPECIFICATIONS

 

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 LEGISLATIVE CHANGES REQUIRING SOFTWARE MODIFICATIONS

 

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TROUBLESHOOTING THE FCR900 COMPARATIVE REPORT

 

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