FMS Core Release Mar 2011(Conf11) & Nov 2011 –120+ enhancements, 3 new features … Previous year 110+ enhancements, 3 new features FMS Web Releases April 2011 – March 2012 –12 Releases of AdminConnect since last conference –40+ WEB Admin Connect finance enhancements –25+ WEB School Books enhancements … Previous year 50+ enhancements Finance Road Map

GOALS & DIRECTIONS FROM CONF ‘11 Strategy –Provide more webinars to review features and learn more about features …Did 11 Webinars - 1 Finance –Use Camtashia to create online training snippets to fit into our Web … Field Trips, Bid Requests, 1 Release Highlights –Update to new Web programming tools and Visual Studio provide a better enduser experience.. SchlBooks Done –eFile and viewing documents: Gain more control of enduser options in previewing eFiled documents (ability by category to make documents ‘read only’ no ability to print the.pdf or copy contents for instance).. Some Progress (would require Purchase Product) – ALSO: Added Search engine to our website and added forum documents that get updated as support is provided. Finance RoadMap

GOALS & DIRECTIONS CONF ‘11 - Core/Web –Continue to work on Features as per ‘list’ –Complete the eFile solution … one additional year of experience and filing will provide the insight needed to know that YES we can go paperless. –Continue to work at P/O and integration with FaxStar for attachments –Continue towards replacing CIMS Core with AC at School/Dept levels –Continue to work at Maintenance/Transportation automation Finance RoadMap

Customer Re-Cap 8 of 10 customers are scanning and eFiling 6 of 10 Maintenance Work Orders (Custodian Level) 8 of 10 Maintenance Permits ? of 10 training schools on AdminConnect. Finance functions ? of 10 using A/P Direct Deposit integrated to EC 7 of 10 ing P/Os (TMSD,MLAKE,FMCM) 2 of 4 using P/O attachments with Faxstar Finance Best Ofs

FMS Best Ofs INVOICES A/P INVOICES A/R RECEIPTSJOURNAL ENTRIES P/O SD DELTA SD FMCM MLAKE N/A3444 BSD TMSD PLPSD S OAKS RETSD Quantity (Scanning) Surprised to see that many A/P Invoices.. Like 28,000+ per year!

Finance Best Ofs INVOICES A/P INVOICES A/R RECEIPTSJOURNAL ENTRIES P/O volum e SD G DELTA G SD G FMCM G MLAKE G BSD TMSD PLPSD G S OAKS G RETSD G Scanning Sizes in MB Important to consider as this is uncharted territory in terms of knowing/understanding disk requirements!

IFSTOOLS, on your iseries! –New free tools to help assess the size of our document storage growth. –Writes information to a file QGPL/QRYIFSLIB including document name, size, date … so it is easy to gain statistics about Size Overall Average document sizes Total number of documents Growth over months/years –I estimate FMS Growth of 7-10Gig - larger districts 4-6Gig - smaller districts Finance Best Ofs FILENAM SIZE "Content C AR pdf pdf pdf PS pdf FEB12LSPD.pd FEB12.pdf FEB12BP.pdf FEB12LS.pdf FEB12.pdf MAR712.pdf JAN-FEB12.pd FEB12.pdf FINAL TOTALS TOTAL 2,337,250 = 2.34GIG AVG 257 = 257K MAX 4,968 = 5Meg COUNT 9,103 Call ifstools/qryifslib parm(‘/cimsinfo/apinvoices/*’) OR DSPOBJD ACSFILES/IFSDOCS

Finance Best Ofs Volume of Entries - P/O 5 Years *Heads up for A/P and P/O Session! - Look at Changes in your own volume of P/Os - Look at differences between districts due to Purchasing strategies SD DELTA SD FMPSD MLAKE TMSD709 PLPSD2401 BSD RETSD SOAKS

FMS Best Ofs Volume of Entries - A/P Invoices 5Years *Heads up P/O A/P Session! - Look at Changes in your own volume of A/P Invoices - Look at differences between districts due to A/P strategies % NO PO SD DELTA SD FMPSD MLAKE TMSD PLPSD BSD RETSD SOAKS

Opportunities –Re-write of for Coolspool – reliability! Expectation of grammatically correct addresses! –PUR.525 –EMF.900 enhancements (subject, Message, Indent) – P/O attachments and Fax P/O attachments –A/P direct deposit enhanced to include overlay –New auto- A/R statements and enhancements to A/R overlay –Auto- direct debit Finance Best Ofs

A/R Statements –New format for A/R statements (overlay) AND ability to .. Districts may consider starting to use this additional collection tool! Finance Best Ofs

Manual Cheques –Use for school imprest of other situations where a dept/group manages their own cheques out of your operating. Can restrict, can write cheques – ALL SECURE –Consider using for auto-payments and other situations of direct payment.. MUCH better option than journal entries as it appears in the right cheque journals! MANCK DIRDB.. Other uses ??? Finance Best Ofs

PrePaid Invoices –Made enhancements to reporting to assist in balancing the journal entry that gets created. –Confirmation: What districts are using this feature: Indicate at time of A/P Invoice what percentage is prepaid. Additional line entries get added to the invoice to reduce the expense and add that amount to prepaid account (GST/HST all accounted for in current year) In New Year use GNL.408 to create a journal entry that re- expenses the amounts back to the appropriate expense accounts. Finance Best Ofs

10 Digit Dialing –10 digit dialing MB (already active in BC). Must input area codes on all customer, vendors, permits … Anytime you see an area code field ability - use it! In Vendor maintenance PUR.301 there is a field for Long Distance Y/N.. And any faxing will use this. In all other cases, CIMS looks to ACS.210 to establish whether a number is long distance. All local exchanges MUST BE DEFINED in ACS.210 Finance Best Ofs ACS.210 ENTRIES WINNIPEG WINNIPEG WINNIPEG WINNIPEG WINNIPEG WINNIPEG WINNIPEG WINNIPEG WINNIPEG

Items –Added overlay to Direct Deposit – looks professional! –CDS.100 to inactivate old bank accounts.. REALLY important to do! –Ability to attach physical bank statement to your CIMS bank statement … ANYONE USING ??? –GLB.002 new ability to restrict bid requisitions to certain catalogues/departments. This allows you to separate regular office staff orders and custodial orders! –REQ.210 new ability by DOCID for default account & limit warehouse to allow for stock orders Office versus Custodian Finance Best Ofs

GST Reporting –ACP.710 New option to run by closed month range rather than date range.. This will balance with your G/L Months closed. In Oct, already closed Sept for the last time - someone inputs an Invoice in October and dates it September.. It closes in month 4 but the date says Sept. If you run the report Jul - Sep dates.. Depending on your timing you missed it (or it does not add into the closed month you are expecting) New METHOD: Sure Proof. Providing you are not reclosing for the month you are also reporting on.. Plus you will see your inbalances and utilize new report GNL.937 Run Report closed month 1-3 … Compare to GNL.601 Month numbers for your GST account (factor in any Journal Entries … Done!) –Question/Challenge: Balancing with ACP, C/D for reasonableness? –Question: Do some of you change your GST Keyword to balance? Finance Best Ofs

HST Reporting –ACP.710 New option to run by closed month range rather than date range.. This will balance with your G/L Months closed. In April, already closed March for the last time - someone inputs an Invoice –ACP.712 HST Issues If you manually add your own HST logic lines on an Invoice AND you use multiple codes on a single invoice - ACP.712 will not consider each line independently - summarizes and picks one code! At yearend - I have a new report HSTLINES1, HSTLINES2, HSTLINES3 - #2 says what is real, #3 is what you submitted - difference to report. Finance Best Ofs 1 HST_TAX ARTEL POCE BX 1 GST_PEX ARTEL POCE BX took $2.52 as HST_TAX, S/B $1.97

Backdating - catching it –New GNL.937 report will tell you any transactions that have a posting date that does not match close date July date but not closed in 01 (sep = 01 for FMCM) –Changes to GNL.560P – include month close & closed# so user can spot unmatched entries Bigger question: How to prevent it? … or should we? –Late AV charges –Late Invoices Finance Best Ofs CLOSED TRANS POST ACCOUNT MON CLOSE JRN DATE DATE REFERENCE #1 AMOUNT GEN 1/15/12 1/15/12 24 AJE GEN 1/15/12 1/15/12 24 AJE GEN 1/15/12 1/15/12 25 AJE 1,920.00

Date Changing –Cannot change date on Cash Receipts once added … Can on the lines which we should lock down –Cannot change date on Manual Cheques once added –Cannot change a date on an A/R Invoice –Can change date on A/R Receipt … We should Lock this down –Loophole still in Journal Entries, ie: you can change a date although YIKES would not match month.. Mess … Is this a concern? Finance Best Ofs

Maintenance –Permits now allow for up to 2 attachments plus signed disclaimer doc –Permit allows for a disclaimer/insurance doc Y/N (PERDISC).. If yes, additional overlay is printed/ ed along with the permit. –RETSD completely different permit print! Finance Best Ofs

Maintenance –New ability to cancel a W/O “F16” (utilizes priority code) –Enhancements to mass complete W/O – added internal note field, took out DOCID as not necessary –New Work Order by tradesman new report WOR.553 –New Work Order summary hours by tradesman WOR.896 –New Complete Work Order summary on time/late report WOR.895 Finance Best Ofs

Receiving (REC.401) –Great new ‘P’rint ability to receiving document that can be included with the package in sending to the school/dept. –THEN … when this document is signed at school, provide this back to warehouse who will scan/attach that to the receiving entry (confirms delivery of goods). –New Internal note field in receiving to include any comment information regarding this receiving Finance Best Ofs

Reporting –All cash receipt, J/E, A/P reports enhanced to show Image attached or not to help districts reconcile that images have been loaded properly –New posted invoices missing images report ACP Should run this monthly/consistently. –In BC New CSD.801 to upload Public bodies entries from a spreadsheet –Reminder: GNL.548 search G/L – also available in AC! –Changed GNL.570 to default to current month – previously always considered last month closed. Finance Best Ofs

Alio Dashboard Finance Best Ofs In this single dashboard I can arrange my numbers by location, by object, by function.. Same as GNL.601l wildcard only prettier!

AdminConnect (More on this in separate session) –Previous Year, Next Year options now available in all of AC - G/L Lookup, P/Os, Work Orders –(ACS.GUI) REMINDER and timing to manage opening new year, switching years … FMN - FINANCE NEXT YEAR FMP - FINANCE PREVIOUS LOOKUP FMS - FINANCE CURRENT Finance Best Ofs

AdminConnect (More on this in separate session) –Create in GNL.570 School Summary Report.. Then copy that to a new Prev Year Summary using FY Previous – Schools will then have in AC two year reporting !!! Finance Best Ofs

AdminConnect (More on this in separate session) –All G/L Lookup drill downs (Journal entry, cash receipt, manual cheque etc.) rewritten to go directly to the entry and also provide opportunity for person to if it is onfile. Finance Best Ofs

We don’t spend enough time in Finance working out AC !! –There is that assumption that Admin will just ‘catch on’ with all of the dashboard and duties: G/L Lookup and reporting Approving P/Os and Invoices Reviewing Work Orders, Permits –Training? –Perhaps this is a good topic for end of day Debrief! Finance Best Ofs

Major Priority Statements for 2012/2013 –Implement Alio Intelligence at customer site(s) –Complete Facility Checklist Module and implement –Complete new Employee reimbursement Module and implement (based on customer response at conference) –Continue to explore web app opportunity to integrate with online pay (based on customer response at conference) –Continue to lock down and/or provide better reconciliation reporting in finance due to date sensitive items Finance Best Ofs