• 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

<help> … Field Trips, Bid Requests, 1 Release Highlights– Update to new Web programming tools and Visual Studio 2010 -

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 Email 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 emailing P/Os (TMSD,MLAKE,FMCM)

• 2 of 4 using P/O attachments with Faxstar

Finance Best Ofs

FMS Best Ofs

INVOICESA/P

INVOICESA/R

RECEIPTS JOURNAL ENTRIES

P/O 2010 2011

SD72 14489 128 31 81

DELTA 47222 99 2283 27 15 15883 18364

SD23 147761 17 51 527 234 22761 25295

FMCM 24436 314 612 1590 2 6622 7481

MLAKE 4868 71 154 7 N/A 3444

BSD 13 8 5 2 19

TMSD

PLPSD 9103 5 250 2 2381 5713

S OAKS 24172 58 850 690 182 2394 17894

RETSD 35220 579 1422 947 434 3518 27343

Quantity (Scanning)

Surprised to see that many A/P Invoices .. Like 28,000+ per year!

Finance Best Ofs

INVOICESA/P

INVOICESA/R

RECEIPTS JOURNAL ENTRIES

P/O 2010 2011volum

e

SD72 6769 15 14875 4.3G

DELTA 15959 22 606 8 3 50583 7.3G

SD23 17710 3 9 114 28 28755 6G

FMCM 10235 171 249 976 0.3 23756 4.3G

MLAKE 1695 110 67 1 1.2G

BSD 10 3 0.5 1 121

TMSD

PLPSD 2337 0.2 45 1 5690 1.5G

S OAKS 4632 15 223 379 38 4093 3.2G

RETSD 7016 93 159 114 51 4787 5.7G

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 C000016489-AR0055294.pdf 116 2012-03-02000016526-5101-144.pdf 364 2012-03-15000016531-15044-2012.pdf 115 2012-03-15000016534-PS611040580.pdf 139 2012-03-16000000135-135FEB12LSPD.pd 170 2012-03-07000000136-136FEB12.pdf 117 2012-03-08000000136-136FEB12BP.pdf 106 2012-03-08000000136-136FEB12LS.pdf 110 2012-03-08000000140-140FEB12.pdf 143 2012-03-07000000485-485MAR712.pdf 143 2012-03-07000000504-504JAN-FEB12.pd 94 2012-03-07000001410-1410FEB12.pdf 178 2012-03-07 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 OfsVolume 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

2007 2008 2009 2010 2011

SD72 1543 1346 1240 1080 1622

DELTA 3057 2615 2151 1570 1456

SD23 2674 2589 2521 2285 2165

FMPSD 1144 1350 1282 1388 1639

MLAKE 3410 3577 3600 3400 3867

TMSD 709

PLPSD 2401

BSD 3034 2843 2919 3043 2873

RETSD 14216 14037 13778 13314 13119

SOAKS 9701 9698 10801 12184 13043

FMS Best OfsVolume 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

2007 2008 2009 2010 2011 % NO PO

SD72 11650 11918 11452 10781 9070 50

DELTA 25536 23679 20981 18165 20726 86

SD23 24623 24552 25446 24764 23436 83

FMPSD 5725 6778 1868 8014 7641 77

MLAKE 7838 7418 7044 6973 7668 43

TMSD 5332 81

PLPSD 5689 47

BSD 14197 13745 15094 15885 15911 77

RETSD 29732 29254 29052 28218 28172 41

SOAKS 16835 17080 18401 20904 21465 28

• Email Opportunities– Re-write of email for Coolspool – reliability! Expectation of

grammatically correct email addresses!– PUR.525– EMF.900 enhancements (subject, Message, Indent)– Email P/O attachments and Fax P/O attachments– A/P direct deposit email enhanced to include overlay– New auto-email A/R statements and enhancements to A/R

overlay– Auto-email direct debit

Finance Best Ofs

• A/R Statements– New format for A/R statements (overlay) AND ability to

email .. 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 ENTRIES204 201 WINNIPEG204 218 WINNIPEG204 219 WINNIPEG204 220 WINNIPEG204 221 WINNIPEG204 222 WINNIPEG204 223 WINNIPEG204 224 WINNIPEG204 225 WINNIPEG

• Items– Added overlay to Direct Deposit email – 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 120380006POCE2 .55 01.60.98.718.079.BX 1 GST_PEX ARTEL 120380006POCE2 1.97 01.60.98.718.079.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 ----------------------------------------------------------------------------------- 1.2150.04.041.000.000.0000 6 1 GEN 1/15/12 1/15/12 24 AJE 276.90 1.2150.04.041.000.084.0000 6 1 GEN 1/15/12 1/15/12 24 AJE 550.00 1.2150.04.042.000.000.0000 6 1 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/emailed 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.713 .. 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 DashboardFinance Best Ofs

In this single dashboard I can arrange my numbers by location, by object, by function <right click> .. 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 <view image> 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