For more information on these applications please refer to the manual by accessing it on the Financial 2000 .Net Main Menu. You will need a login to Financial 2000 to access the documents. For login information please call (909) 386-9600.
Accounts Online Lookup
The Accounts Online Lookup system allows a user to access, via a web browser, specific account information that he or she is authorized to access. Users are granted access via security setup within Financial 2000.
The Accounts Online Lookup system provides the ability to:
The Beginning Balances application is a component of the Budget Development system which resides in Financial 2000. Beginning and projected ending fund balances are calculated and displayed for current and subsequent future years projected models. The application uses the actual GL beginning balance for the current year, plus the current year projected change from the Estimated Actuals model to calculate a projected ending fund balance for the current year (projected beginning balance for the budget year). The change in fund balance from the budget model is then applied to the projected beginning fund balance to determine the projected ending fund balance for the budget year. This projection tool can be used at the overall fund level, at the restricted and unrestricted level, or at the fund, resource, project year level (SACS Districts) and fund, lifespan level (College Districts).
The primary features of this application include:
Billing Control System
The Billing Control System (BCS) is a PC based system that interfaces with the HP database. It is designed to be used with Windows Operating Systems. 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 Control System (FCS) on the HP. The system also includes a reporting module that consists of such reports as aging reports, invoice logs, and transaction reports.
The Billing Control System process includes:
The Budget Development System of Financial 2000 (BDV2000) is used to build and develop budgets during all budget cycles. The system is being designed and deployed in phases during this interim period while dependency on the HP is still in place. While the chart of accounts are rolled from EduGL (General Ledger) to Budget Development, BDV2000 relies on the legacy Salary Analysis Management System (SAMS) roll into the HP Budget Development system; this information is then transferred to the Budget Development 2000 system via a data transfer service. Budget development, building, comparison, maintenance, beginning balance projections, account audits, Tentative budget roll to GL and the move to Adopted and Approved GL budget status is all done within the this system. Complete budgets including GL accounts are transferred back to the legacy HP financial system via data transfer.
The primary features of the system include:
Future Phase of the system includes:
CDUCS (CALPADS Data Unification Collection System)
CDUCS is a Financial 2000 system which facilitates the gathering of necessary data for the California Longitudinal Pupil Achievement Data System (CALPADS) state reporting. With increasing CALPADS reporting requirements, including data relating to No Child Left Behind (NCLB) legislation, the data elements must be gathered from various and increasing sources. These sources include employee data using EPICS information and district student system data such as Aeries or AESOP. CDUCS provides a solution for joining any student system with EPICS for the purpose of creating CALPADS Staff submission files; thus eliminating the need for redundant data entry of staff data into the student system.
This system's primary functions include:
Configuration.net centrally controls all security and configuration maintenance for all Financial 2000 applications. Security defines access to applications, authentication and authorization. Configuration maintenance defines requirements, features and validation levels within applications providing the flexibility needed by application.
Configuration maintenance is configurable by district and allows the ability to assign specific access to the district’s system administrator to control and maintain certain configuration and security changes. Changes are tracked through the history log within the configuration set-ups.
The Configuration.Net System provides the ability to:
County Employee Directory
The County Employee Directory system provides authorized personnel access to search across the county for employees who may have worked or are currently working at other districts within San Bernardino County. This system was created for providing information on certificated subs within the county.
Employee data returned through this system is limited to basic information:
The Credentials Online System is a read only system that allows appropriate District Personnel access to review certificated employee credentials that are recorded in the County Office Credentials database. This data is integrated with the EPICS, Payroll and CDUCS systems to provide a real time view of an employee's teaching credentials. This information is electronically delivered to the County Office of Education Credentials Office weekly via a file transfers from the Commission on Teacher Credentialing official database in Sacramento.
The following information is available in Credentials Online:
EduReports 3.0 is a web-based reporting and lookup system for ordering financial reports and information in real time. The system provides advanced searching and reporting capabilities along with enhanced drill downs to specific detail transactions integrating the various reports.
Reports are offered in a summary or detail format. The summary format will display totals summarized by the sort criteria selected. Detail records can be retrieved by drill down from a summary report. The detail format will display financial transactions including the full account number along with all related details.
The report initiators allow for use of wildcards, dropdowns and free-form filled search fields. Reports can be viewed on the screen or downloaded/saved into an Excel .XML or .CSV spreadsheet format or an Adobe .PDF format. Microsoft Excel and Adobe Acrobat must be installed on the user’s computer in order to download, print or save a report.
Financial 2000 security is applied to EduReports 3.0 for various levels of reports access as well as account access. Reports are grouped by the following categories: Administrative, County, Financial, General Ledger, Payroll and SACS Extract. Below is a list of reports by category.
General Ledger Reports:
Employee Leave Tracking
Employee Leave Tracking System (ELTS) is a web based system that provides an automated method of collecting employee attendance information for negative-based attendance. This system incorporates multiple attendance models and high level configuration settings to provide school districts the ability to customize the program to meet their individual needs. The absence transaction entry grid simulates the appearance of an attendance spreadsheet providing the ability to quickly and efficiently enter absences for multiple employees at once.
Features of this system include:
Employee Self Service (ESS) is a web based system that provides employees the ability to view and print payroll information and leave balances. It will also provide employees the ability to electronically verify their absences (future enhancement). Email notifications are automatically sent to the user 14 days before their password expires and when their updated warrant or W2 information is ready for viewing.
Features of this application include:
EPICS applications are each contained in a single tab to provide flexibility and efficiencies in data entry. Multiple fiscal year records for employee and position data are available for review in effective date grids. Effective dates are also provided to define a point in time in which change occurs relative to an employee or position record. Data is rolled from one fiscal year to the next fiscal year and employees are stepped automatically through this roll process per the rules defined on the salary schedule and the position attachment. Calendars tied to positions and employees are also updated and maintained through the roll functionality or individually through the Work Calendar application. Valid positions without employees are identified as a "Vacancy" and are tracked and accounted for in the budget until an employee is attached to the position. Data stored in EPICS is also integrated with Reports 2000, providing the user with the ability to select, sort, group and filter the stored data to create ad-hoc reports on demand.
EPICS applications provide the ability to:
External Accounting System
The External Accounting System (EAS) was developed as a "holding" area for financial transactions that have been created in the new General Ledger Financial system that need to be sent electronically or via a report for posting to the county Auditor/Controller and/or Treasurer financial systems to ensure that cash balances are maintained at the Auditor/Controller and/or Treasurer's office that agree to the district's financial system.
A Configuration EAS Mapping Utility program has been developed that will allow each member the ability to set up the district's fund/sub fund and crosswalk the district's financial system transactions to the specific county's Auditor/Controller and/or Treasurer's fund, department and organization chart for appropriate posting in their system via file or a report.
External Accounting System features include:
The Fixed Assets Management system of Financial 2000 is an internet-based system using Windows features designed to provide users with a complete asset tracking system. The application goal is to calculate and produce the GASB 34/35 required Capital Asset Activity Report in the prescribed format with appropriate historical beginning balances, current year additions and retirements and the ending balance for both original (historical) values and depreciation. The application accommodates the tracking of both categories of assets - the capital (depreciable) assets and the inventory (tagable) assets with their distinct reporting needs.
The primary features of the system include:
Garnishments is a web based system that provides the ability to create Earning Withholding Orders efficiently and effectively with respect to an individual's payroll timeline. Orders are evaluated based on rules and criteria's established within the system, and federal and state government guidelines, which then pre-determine the appropriate deductions needed. Data entered and stored in the Garnishment system is transferred to the Payroll system in a near-real-time automated computation where deductions to an individual's payroll occur. Information is then returned to the Garnishment system where deduction amounts, warrant numbers, pay cycles, etc. are housed for reporting/record retention.
Features of the garnishment application include:
The General Ledger system (GL.net) within the Financial 2000 suite of applications is an internet-based system using Windows features and providing the capability to:
The Payroll System is integrated with EPICS Position Control, Garnishments and Retirement. This integration allows for a single point of data entry and accurate calculations for all systems.
Some highlights of the Payroll System are:
The Payroll Import system provides a process for loading earnings into the current payroll system. Substitute employee earnings can be used from a districts' substitute calling system and loaded into Payroll using Payroll Import. It is also possible to import non-substitute based earnings like extra hours worked, vacation payoffs, out of class pay, stipends and other types of earnings for regular positioned employees if desired.
Payroll Import features include:
The Purchasing system is a customized multi-user, multi-site procurement management system of materials and services. The system supports different types of requisitions, multiple approval levels, budget validation, Purchase Order changes, receiving and stores issues. The Purchasing system interfaces with Vendors, Stores, Accounts Payables and the Fixed Assets applications.
Site users enter requisitions that are evaluated against approval rules set-up by their district based on certain criteria contained on requisitions which determines that approval path the requisition will take. Requisitions are approved electronically by the approvers and then created into a purchase order or a stores issue.
The system provides the necessary tracking and audit trails encompassing Change Order tracking and final approval authentication through the use of a RSA Secure ID token.
The Purchasing system provides the ability to:
Reports 2000 is a web-based reporting system that retrieves and compiles data derived from multiple systems. Selecting report parameters to meet their needs, users have the ability to create ad hoc reports. The system is divided into screens and sub-screens intended to lead the user through the report building process, and for ease in changing report parameters. Reports 2000 contains data from the following systems; Credentials, EPICS, Employee Leave Tracking, Fixed Assets, Garnishments, Purchasing, Stores, and Vendors.
Reports 2000 provides the ability to:
The Retirement System is a control database interacting directly with the Payroll database to provide extensive, district definable editing capabilities prior to the Payroll Update process and to allow the Retirement Department to electronically control the STRS and PERS reporting cycles.
The Retirement System provides the ability to:
The Stores application is an inventory management and control system for districts to manage their stores warehouse. The Stores application interfaces with the Purchasing system, supports day-to-day operations through the requisition process and interfaces with the General Ledger system creating automatic journal entries and/or cash journal vouchers when stock is adjusted.
Stores requisitions are entered to request stock items from the district’s stores warehouse that are sent through electronic approvals and then are created into issues. Pick lists are generated to verify stock on hand and then posted. Posted issues will post the cost immediately against the site/departments budget.
Vendor for stores requisitions are entered to replenish the stock items in the district’s stores warehouse that are sent through electronic approvals and then are created into Vendor for Stores Purchase Orders. When stock items are received from the Vendor for Stores purchase orders, the receipt will update the stock inventory, stock value and calculate the average unit price and chargeable unit price.
When stock items are adjusted due to loss or overage within each warehouse an automatic journal entry and/or cash journal voucher is created. The journal entry and/or cash journal voucher will be electronically approved and will post.
The Stores application provides the ability to:
The Vendors system is a supplier management database identifying suppliers for procurement of materials and services the district has established as potential vendors.
The Vendors system interfaces with Purchasing, Accounts Payables, Reports 2000 and with the Fixed Assets systems. In addition to maintaining vendor data and information, payments to vendors or miscellaneous vendors can be viewed through the Vendor Payment Inquiry feature.
The Vendors system provides the ability to: