0 PUT TITLE HERE 2007/08 Enrolment Review and Confirmation Process Information Session for School Board Finance Staff and External Auditors Transfer Payments & Financial Reporting Branch Fall 2008

Enrolment Confirmation Process  OnSIS data will be used for the second time  Goal is to integrate OnSIS & EFIS  2008: SB17

2 Enrolment Web Application  To ensure enrolment data required for Financial Statements are available within timelines  Web-based application available in EFIS – “Enrolment Verification System”  notice has been sent to boards

3 Enrolment Web Application  Interfacing data from OnSIS & feeding into EFIS  Board can review data summarized at school level for two school years

4 Enrolment Web Application  The web application, Enrolment (or pupil credits) for Section E, F, G & N is summarized at the school level (with no details of enrolment or pupil credit data by grades)  Also, languages data are summarized according to the language grant categories of the FS  The objective is to interface data for grant calculation purpose as required in the Financial Statements

5 Enrolment Review Process  An “Enrolment and Language Allocation” report will allow boards to view summarized enrolment and language course credit data; and to compare to FS and Revised Estimates.  If boards detect discrepancies in the Enrolment Review they can provide documentation to identify these differences.  Finance Officers will review the documentation and make appropriate adjustments as required.

6 Ministry Review Process  In pre-planning the enrolment review process, finance officers: –Examine the 2006/07 financial related data and note areas of concern. –Review 2007/08 Revised Estimates and note explanations for large variances. Contact board where applicable.

7 Day School Enrolment  Review variances from the Enrolment and language report and obtain explanations for significant variances

8 Language Allocations  French as a Second Language, English as a Second Language/PDF & Native Language Review variances from the Enrolment and Allocation report and obtain explanations for significant variances Review variances from the Enrolment and Allocation report and obtain explanations for significant variances

9 Native Studies  Boards who reported Native Study Credits on their 07/08 Revised Estimates were sent a worksheet to complete with course details.  Boards were asked to submit this worksheet to Mark Bonham who would input it into the Enrolment Verification System.  The Ministry will be validating this information with an OnSIS report in the near future.  Any significant differences between the OnSIS report and the board’s worksheet will be reviewed.

10 Completion of Enrolment Confirmation  “Enrolment and Language Allocation” report will be signed off by Finance Officers before feeding the data to EFIS for inclusion in the Financial Statements.  On completion of review, a confirmation letter with a copy of the “Enrolment and Language Allocation” report will be sent to boards’ SBOs.

11 OnSIS Data Collection Issues  Boards should contact their Finance Officers to identify any technical issues where OnSIS data may impact enrolment for funding purposes. –E.g. FSL quadmester courses captured in the OnSIS June data collection can be adjusted by the Finance Officer during the Enrolment Checking Procedures.

12 Post Confirmation Review  List issues and concerns that should be pursued with the board staff during the finalization of the Financial Statements.

13 Contact Information  Finance Officer - SANJAY CHITAPAINJANE COLLINS DAVID CORKETTCHERYL DALRYMPLE GREG FIORIDOVINOD GUREWAN TIM KIELMANBRENDA SHAW LISA TARINI2DAVID WRIGHT2 QUESTIONS?