School BPS. Authors Details. Document History. Release Version Name Date Sign. Prepared by Suresh Vishwanath 06/04/2017

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1 School BPS Release Version Authors Details Name Date Sign Prepared by Suresh Vishwanath 06/04/2017 Reviewed by Chethan Bharadwaj 19/06/2017 Approved by Pete Jones 29/06/2017 Document History Version No Changes Date Release Version 16/11/ Draft Version 24/04/2017

2 Contents Release Version Enhancements Employee Scenario changes Change Log Tagging Changes Payroll Reconciliation sorting changes: Cost Centre reporting in Employee Scenarios Node Reporting in Cost Centre Budget Profile GAG report changes... 8 New Functionality Enhancements 1. Employee Scenario changes In this version the way employee scenarios are displayed has changed. In previous versions, the icons for generating reports were displayed on the right hand side of the screen, but this has been streamlined so they only display when a scenario is selected. When a scenario is clicked on, the icons appear at the top and bottom of the list. Some icons have changed slightly, but they are in the same order as usual and, as before, hovering the mouse over the icon will display its name.

3 When creating or editing a scenario, users now have the option to hide or lock a scenario. If a scenario is locked, only the creator can make changes to it. If it is hidden it will not be visible to anyone other than the user who created it. Also, the employee scenario report panel is shown in the scenario log screen, allowing reports to be generated from here.

4 2. Change Log In this version, users have been provided with change log functionality in scenario log screen. The staff tab shows deleted employees in the log, along with the deleted record s date/time and user details. The deleted employees can be searched by name or payroll number. 3. Tagging Changes In this version, users are able to use tagging in balance codes as well as income and expenditure. This is available for both revenue and capital balances.

5 In Tag Report, user can now select the financial year they want to report on, allowing full tagging functionality for Next Year. 4. Payroll Reconciliation sorting changes:

6 Employees are now listed alphabetically by surname, and a comments box has been added to the exceptions report. 5. Cost Centre reporting in Employee Scenarios New reports have been added to the employee scenarios to allow reporting based on cost centres.

7 These reports are the same format as the employee summary and summary details reports, but rather than being sorted by ledger code they are sorted and filtered by cost centre, and provide cost centre subtotals (including totals for unallocated staff). As with the other reports, these can be downloaded in raw Excel and PDF formats. Budget forecast reports now include a new type of report; Cost Centres with Ledger Codes. This report will group costings by cost centre and provide subtotals for each cost centre.

8 6. Node Reporting in Cost Centre Budget Profile In this version, Nodes Reports can be generated in cost centre budget profile in budget monitoring. Users can view and download node reports by selecting types and sub types, and then choosing which node to report on. 7. GAG report changes GAG Report format has been changed to meet the requirements of academies. 8. Term Time Factor calculator Users are now able to enter decimal values in the pre and post term time factor boxes in the employee job role tab.

9 9. Budget forecast, budget export file generation reports: When creating budget output file mapping in the FMS Side, users are now provided with the option to merge gross, NI and pension codes. A check box has been provided in the mapping. If the check box is checked, then the file will merge the gross, NI and pension under the gross pay code.

10 1. Refreshing TLR and Pay Scale If users modified TLR Rates or pay scale values in the school side then the changes can be refreshed by ticking the check boxes in the System Parameter About tab. Also, the look up elements cache can be cleared from the system parameters.

11 2. Cost centres budget profiles Users are now able to choose whether to group the profile by cost centre or by ledger code when creating a cost centre budget profile in budget monitoring.

12 New Functionality 1. Budget Forecast Reports A central side reporting suite has been provided, along with functionality to create clusters of schools. Clusters can be set up in the Central Data section, where the clusters module allows users to enter a cluster name and select which schools to apply to it. A logo can also be added to the cluster if desired. The created clusters can be seen in the SIS module in the cluster report sub module, where the user can select all schools in the cluster to generate/view consolidated reports by line number and ledger code level.

13 2. Budget Monitoring Reports Users are now able to download budget monitoring reports in the central side. Users on the school side can mark budget monitoring scenarios for central reporting by clicking the Mark for Central Report button in budget profile screen. The marked versions will show in budget monitoring report screen on the central side, where users can select the cluster, financial year, period and school to get monitoring consolidated reports at line number and ledger code level. Only one version can be marked for each period (month). Image Tagging in System Parameters For users with access to the central side of BPS, new tagging options are available in System Parameters under the Others tab. Checkboxes have been provided for Employees, Funding and Other I/E. If these boxes are checked, then tagging data will be carried over when a copy of the scenario is created.