HCSS Budgeting for Academies Operator s Manual
Contents First Use... 3 Things to consider... 4 System overview... 5 Menu System... 5 Help... 6 Academy menu... 7 Scenario menu... 8 Academy Menu Detail... 9 Scenario Planning... 9 Action Planner... 9 Account Coding... 10 Settings... 11 Job Types... 11 Year Groups... 13 Funding Grouping/ Headings... 13 Profile Templates... 14 Pay Adjustment Types... 15 Other Settings... 16 School Settings... 17 Report Settings... 17 Apprenticeship Levy Settings... 17 Scenario Menu Detail... 19 Data Settings... 19 Pay Related Factors... 19 Pay Scales... 20 Staff Factors... 23 Inflation Factors... 24 Importing Staffing Data... 25 Budget Scenario Setting... 26 Creating a new budget Scenario... 26 Budget Summary... 27 View Budget Dashboard... 27 1
View Budget Summary... 27 Budget Planning... 28 Brought Forward Balances... 29 Pupil Numbers... 30 GAG Income... 31 Non-GAG Income... 32 Staffing... 34 Maternity... 41 Other Expenditure... 42 Capital... 42 Tools... 45 Reports... 46 Reporting Module... 46 2
First Use Account Activation Click on Activate Your Account Complete with the given PIN and Code Click on Validate You will be asked to create a password. Your password must be between 6 and 12 characters long. An email will then be sent to your designated email address. The email contains a link. Click on the link to complete the activation To log in click on the HCSS logo Complete your log in details 3
Click on Login Things to consider Planning HCSS Budgeting provides you with the flexibility required to develop, agree and maintain a five year budget plan for your academy. You can use the ability to plan numerous financial scenarios to model and review the impact of financial changes. Users HCSS Budgeting requires a Master User. The Master User has Master control of the system and can create/delete other school users as well as create/amend/delete any scenarios. User access is controlled by the use of Types Guidance on users and roles can be found in the document FPS Web in Hertfordshire Schools at the following url http://www.thegrid.org.uk/info/traded/financial/manuals/fps_advance/ Planning Each scenario will produce a 5 year projection for planning purposes and thought should be given to this when setting up the system and when modelling scenarios. 4
Pupils The software requires the year groups to be selected that are applicable to the academy. The options available run from Nursery (3+) through to Year 13. The number of pupils in each year group for each of the 5 planning years should be entered to ensure any pupil weighted funding is calculated correctly. Staffing To make the most of the reporting functionality of the software, consideration should be given to ensure that all staff contracts are entered with their applicable Job Type, Payscale, planned pay awards, performance related increments, pension and any additional allowances. Funding/Grouping headings Funding headings and groups will have been predetermined by HCSS to reflect your GAG income statement from the EFA. However, there may be occasions when there is a heading that is not readily available in HCSS Budgeting. You can retrospectively add or edit these headings. System overview Menu System Once logged into HCSS Budgeting you will arrive at the main screen: Side Menu options Help Select academy Scenarios Select budget year Logout menu From here you can select menus, academy, budget year to work in, access help and logout. 5
Help HCSS Budgeting provides help available from the side menu. Included are User and Video Guides along with Live Chat with HCSS. The Working tab indicates that you are viewing the working budget scenarios. These scenarios can be edited or new ones created. As the software is used you may wish to move some scenarios to Locked status. These cannot be changed and appear in the Locked tab. Scenarios can also be permanently deleted or Archived for 30 days in which case they will appear in the Archived tab. Scenarios can be copied from Locked or Archived to Working status for further editing. HCSS Budgeting utilises two menu options. The Academy menu provides settings that will apply to ALL scenarios. The Scenario menu provides settings that apply to each particular scenario only, allowing for multiple scenario planning. 6
Academy menu Selecting the Academy menu from the side menu brings up the following: Navigate to budget scenarios The Web Companion application download enables you to import data from FMS, PSF, Civica and SIMS Personnel P7. Ability to link the budget to the school Action Plan. Settings made here are reflected in ALL your scenarios. Importing actuals and monitoring your budget against them. Enter or import your account coding structure so that the budget reflects the structure in your finance system (links available from FMS, PSF, Civica). 7
Scenario menu The Scenario is where you can edit the scenario information specific to the budget you are working in. Changes here will not affect other scenarios. Quickly view the status of your budget scenario. Select a different scenario to work in. Budget Planning is where budget information is entered. Provides a quick salary calculation and comparison. View forecast balances, IE and KPI s as you enter or review your budget scenario. Manage settings in this scenario that affect staff and inflation. Access to the budget reports. 8
Academy Menu Detail Scenario Planning This is where budgets scenarios are managed. Clicking on Manage Budgets will: Display a list of budget scenarios that have already been created or upgraded from prior year. To open the scenario click on the scenario name. Provide the option to create a new scenario by clicking on the blue cross next to Manage Budgets (working). Enter a Scenario Name and click Save. The Private icon allows the scenario to be made available only to its creator and any other users that the creator allows to see it. If you are not allowed it will not appear in your list of scenarios. Action Planner Clicking on Action Planner 9
Action Planner Management tab Allows the user to access existing sections (SE2-SE7) but also to create new or delete any sections that are no longer required. The user can add objectives and activities to be included in the scenarios. Action Planner Setting tab Allows the user to change the field names of the structure to locally agreed ones and share the action plan with other budget scenarios. Action Planner Reports tab Action planner reports allows the user to create reports. Account Coding Setup Coding Here you have the ability to set up the coding structure which will be included in your reports and when creating the budget. The coding structure can be imported from FMS, PSF and Civica enabling the selected budget to be exported directly into that software. To add new codes click on the blue cross and enter a name and details. (If the coding is linked to your finance software you cannot add new codes. Instead, new codes would need to be created in your finance software and then imported into HCSS Budgeting.) 10
Setup Mapping This is used to map together the Cost Centre, Ledger Codes and Fund. Budget Monitoring This functionality provides academies with the facility to import actual transaction figures to be used to monitor against the budget. Actuals can be manually entered or imported using the template available under Import Actuals. (If HCSS Budgeting is linked to FMS finance software the Cumulative Expense Report can be imported). Settings The Settings section is of key importance. This is the area where the academy sets the data that will be used in ALL the budget scenarios. Job Types The Job Type can be entered against each staff contract and hence reports can be run based on and including the Job Type to aid budget analysis. Some job types have been pre-entered but you can add, edit and delete job types. To add a new job type by click on the blue cross Enter a code for the job type, a description and then click Save 11
Each job type is assigned to a staffing budget expenditure line using the Assign to Staff Contracts button. For example Teaching Staff is linked to EL300 - Teaching Staff. Which itself relates to the EL300 line on the Budget Forecast Return. 12
Year Groups In order to allocate correct pupil numbers, in order that pupil related funding can be correctly calculated, the year groups relevant to your academy must be selected. To select them tick in the years groups required. To save click on Update Funding Grouping/ Headings Funding headings and groups have already been setup for you. These headings are pre-determined to reflect your academy GAG income statement from the ESFA. Should there be an occasion when there is a heading or group that is not readily available you do have the option to add or edit your funding structure. Click in the Select dropdown box Click Add Funding Heading Any amendments here will affect ALL of your budgets. 13
Profile Templates Profile Templates let you create profiles that will profile the budget on a monthly basis over the year. There will be a default profile set within HCSS which will be the Equal Twelfths. You have the ability to change the default that will be assigned to the budget when entered and you can also create your own budget profiles. These can be edited by clicking Select under Actions and then Edit You can apply a monthly profile template to any of your GAG income, Non- Section 251, other income and expenditure budgets. To add or amend a profile against a budget line go to either the income and expenditure and select the Monthly Profile View Tab. The above screen lists your various income lines but shows the costs split over months. By default, the profile is set to Equal Twelfths. To change it, click on the drop down menu and select the profile template you want to use on this line. Once selected, it is automatically saved and you can see the changes reflected in each month. 14
Pay Adjustment Types Pay Adjustment Types can be added to the staff contract so that, for example, maternity pay is calculated and profiled correctly in the budget. Pay adjustment types allow you to factor maternity pay and sick pay into your budget. Government recommended SSP and SMP adjustment types have already been setup in HCSS Budgeting. You can also add your own pay adjustment types. To add a pay adjustment click on the blue cross Give the new Pay Adjustment type a name Then select the Adjustment Type, amount (this will be spread weekly), the From and To weeks, eg 10 20. When entering a staff contract select Pay Adjustments from the dropdown menu. 15
Select the relevant Type from the dropdown list, enter the staff contract salary and start and end date of the, in this case, maternity. Save and Close. The pay adjustment will then show under the Allowances tab Other Settings In this area there are settings that can be selected that will apply to ALL budget scenarios. 16
School Settings If selected or amended remember to click Save. Report Settings Here you can type in the name of the Head Teacher and Chair of Governors which will appear on the reports that you print for authorisation. Apprenticeship Levy Settings The budgeting software can calculate the cost of the Apprenticeship Levy and budget it in expenditure under the selected budget line. Note that the Apprenticeship Levy Allowance is the value that you expect to receive back to the academy. Adjust this to 0 if you do not expect to claim any levy money. 17
The budgeted cost to the academy will be the calculated at cost less the levy expected back. You can select the budget line for the cost however a default is already entered. To apply the levy In Staffing click on the Add Apprenticeship Levy button Click Add when asked. The Apprenticeship Levy expenditure can now be seen in Other Expenditure on the budget line specified. The chain link symbol prevents this line being deleted. The Apprentice Levy can be deleted by going into Staffing and clicking 18
Scenario Menu Detail Settings and changes made within options in the Scenario Menu affect the scenario you are currently using only. Data Settings HCSS Budgeting have pre-defined various default data in the Data Settings area for your convenience. These can be edited as required. Pay Related Factors These are pay factors that affect a staff member s NI and pension contributions. This part of the software is maintained by HCSS but you can edit this section yourself if you want to test different scenarios. If there are any changes nationally, then HCSS will update the factors within this section of the software on academies behalf. The only factor you have to maintain is the support staff pension rate. You MUST check and if necessary amend this to reflect your academy rate. (For schools in Hertfordshire this is currently 25.3% as at June 2017). To edit the Support Staff Pension Rate click on the down arrow next to Select on the Support Staff pension line. Amend the values as required. Click Save 19
Once saved, any new staff that have the staff pension will have the new rate. However, if the staff pension rate was incorrect before, you may need to update the pension rate of existing members of staff. To do this, select Assign Pension Rate from the Actions menu. This will present options. Click the radio button next to the selection you wish to make. Click the Update button. Pay Scales Here you can view the pay scales within your scenario. You can edit and create your own pay scales. Fringe. When first logging into HCSS Budgeting you can select London Weighting and Support Staff increment date as applicable for your academy. On selecting Pay Scales you will be presented with some that HCSS have pre-populated with tabs for Teachers, NJC, SEN and TLR pay scales. The London Weighting status is also displayed. Inflation can be entered by clicking on the Pay Scale Details button. 20
Changes can be made by editing each year s value. It is advisable to enter notes whenever you make changes so that the reason is recorded and can be seen going forward. Click Save. Minimum Wage pay offer. It is recommended that the NJC scale is reviewed in the light of the Minimum Wage pay offer and adjustments made as appropriate. Scale Type options: Pay Scales have various options Flat, Grouped, Allowance. Grouped puts a limited number of Scale Points in a named group, eg Teachers Main scale points 1 6 and hence has a bottom and top of scale through which the teacher s contract can be set to increment. Flat, e.g. NJC, lists all scale points consecutively. A support staff contract can be set with an Upper point limit to allow increments up to a user defined point. Allowance, e.g. SEN has specific additional allowance values that can be added to a staff contract. There are various pre-defined e.g. 1a to 2b. The pay scale can be Points Based (incremental points) or Flexible (monetary range). A pay scale can be selected to show for only Teachers or Support staff. To view pay details select the tab and scale group you wish to view. Click on the arrow next to the Scale Group to view the details. The screenshot below shows Teachers, Main scale. It shows the minimum and maximum pay range within the Main scale group and the breakdown of the scale points within that group. 21
To add additional points click on the Blue + Enter the Scale Point and values (inflation will be applied as set, see above, but you can overtype the future inflated value if you wish). Click Save. To edit a Scale Point click on the down arrow next on the relevant line You can Edit, Delete or Move the Scale Point. Create a Pay Scale The academy may wish to create a specific pay scale for the use in the academy budgets. To create a new pay scale click on the blue + next to Pay Scales 22
You MUST complete the following: Scale Code Give the scale a name Description Describe what the scale is Scale Type A choice of three: Flat, Grouped or Allowance Increment Month Select the month that the staff can increment on Min Point\Max Point Select the number of points within the Scale Teaching Staff Select this if you want the pay scale to only show for Teachers Support Staff Select this if you want the pay scale to only show for Support Staff Point Based A scale to be setup with incremental points Flexible Scale A scale to be setup with a monetary range Save Once saved the new pay scale will appear as an additional tab on the Pay Scales screen and can be edited as required, for example to enter inflation. Staff Factors Staff Factors are defined by the hours per week and weeks per year to equal a full time equivalent (FTE) of one. In this section you can view your existing FTE types and add your own.you will also be able to add the FTE type to a staff contract. Above shows multiple FTE types which represent the hours and weeks for support staff and teaching staff. If there are no staff that are currently utilising these FTE types, you can edit the hours and weeks by selecting the actions menu. 23
The software will not allow you to delete a staff factor if it is used against any staff contracts (indicated by a padlock icon). To add a new Staff Factor click on the blue cross next to Staff Factors. Enter the following details: FTE Type Give the Full Time Equivalent type a name Description Describe the FTE, often the same name of the FTE Type Hours per week What the full time hours are for a full week Weeks per year What the number of weeks are for a full year Click Save You can see and select the FTE type in the Scale Details section of each Staffing contract. If changing remember to click the blue save icon. Inflation Factors In the inflation factors section you can manage inflation factors for the budget s income and expenditure budgets globally. (For budget line specific inflation you can enter and amend inflation as you input your specific income or expenditure budget line data.) For example for Energy in EL 332 you may want to apply a global 10% inflation. Then for the Gas budget specifically override this with 15% as you enter the gas budget. This will leave all the other energy at budgets at the Inflation Factor set 10%. (It is suggested that an Income/Expenditure Detailed Report is run before and after amendments so that changes can be identified.) 24
The view and edit Inflation Factors select Inflation Factors from the menu. Select the required tab, Income or Expenditure To amend a line click on the down arrow at the end of the line and click Edit Click Save Care should be taken when clicking the Update Budget Lines button as it has the following effect: This is a warning message to explain that any changes you have made in the Inflation Factors section will overwrite the current inflation rates in there. If you don t wish to do this you can click the Cancel button. Click Submit to confirm your changes. Importing Staffing Data HCSS Budgeting provide a Staffing Template that can be populated so that the academy staffing can be imported. 25
Those academies using SIMS Personnel 7 can import their staffing using the P7 Link in the Web Companion. The Web Companion is downloadable from the HCSS Budgeting Academy menu (see page 7 for further details). Budget Scenario Setting Creating a new budget Scenario Click on the Academy menu button Click on Manage Budgets This will bring you to the Manage Budget Screen From here you can: Click on an existing scenario to view, edit, report or delete it. Upgrade a prior year s scenario into the current (OPEN) year. Create a new scenario Click on the blue + to Add New Scenario 26
Enter a Scenario name You have the options to enter Notes, link the budget scenario to the Action Planner, make the scenario Private. Once you have entered this information Click on save To load the scenario click on the scenario name. This will bring you to the Budget Dashboard for this budget. To bring up the Scenario menu Click on the button on the Side Bar. Budget Summary View Budget Dashboard The Budget Dashboard provides a graphical view of the budget which can be saved and emailed if required. View Budget Summary This shows an overview of the income and expenditure for the 5 year plan. The report can be exported and printed from this page 27
Budget Planning This is the area where the budget is created and is that area where most time is spent once all the initial setup has been done. By completing each of the following sections under this heading the complete budget over 5 years will have been completed. 28
Brought Forward Balances This is where you enter your brought forward balances from the previous financial year To add the brought forward balance(s) Click on blue cross next to Brought Forward Balances Click on the drop down tab under section and select if you are entering a Committed /Uncommitted or Capital brought forward line. Enter a description Enter the amount of the brought forward balance and save Repeat the process for all the brought forward balances. There can be multiple lines entered and hence the brought forward can be itemised. This is particularly useful to identify Committed Revenue and Capital balances brought forward. 29
Pupil Numbers This is the area where the pupil numbers will need to be entered. It is important to enter pupil numbers in the correct Year Group and future years so that pupil weighted funding is calculated correctly. Once pupil numbers are entered check the totals at the bottom. Click on Update to apply the numbers Age Weighted Pupil Units To enter the funding linked to the pupil: Click on Age Weighted Pupil Units Enter the per pupil funding against the year group Click on Select, Edit, Click on field you want to edit and type in the amount Click on Edit Inflation if you wish to apply income inflation Click on Save on each line once complete 30
GAG Income Use this section to enter your GAG income. The basic entitlement figure will be automatically calculated based on the pupil numbers and age weighted pupil units entered as above. All other amounts will need to be manually entered. To enter funding for each Income Line Click Select dropdown arrow Click Edit Enter Values Enter Notes Click Save To amend the funding profile that is linked to each line Click on the Monthly Profile view tab Click on the profiling button far right 31
A separate screen will open Click on the drop down menu to select the required profile Click ok to save The GAG income can be coded to your financial system s coding structure. For guidance on how to enter this see the Academy Menu, Account Coding section of this document. Once changes have been made to the GAG Income section: Click on Re-Calculate to apply changes Non-GAG Income This section allows you to enter all income that sits outside GAG Income. When the Non-GAG Income section is first opened on a new budget it will have no data to display. The Select an Option dropdown provides the opportunity to display the budget lines various formats dependent on the selection made. 32
The line list can be sorted by clicking To enter your income Add a Budget line Click on the blue cross You will need to select an income line from the drop down tab You can also link your account codes and fund or manually enter them. Enter a description that will appear on the reports Enter the amount of the income, it will inflate if applicable in future years, or these can be amended manually To edit the specific inflation for this line by clicking on the pencil Enter any relevant notes that relate to this income line for future reference by clicking on the pencil Click Submit Click Save 33
The budget line can be profiled by clicking the Monthly Profile tab and then selecting the appropriate profile from the dropdown list. Remember to click Save in the 5 Year View once changes have been made. To delete a budget line Click on the delete button on the right hand side of the budget Save. Staffing This section is where you will enter all your staffing details When first creating your budget the staffing profiles will state No data to display Add New staff View specific staff section or Job Type Add/Delete Apprenticeship Levy Quick staff reports Action: Edit Delete Copy Open (Load) existing Staff details Staffing cost totals Number of contracts the staff member has Staffing comprises two elements 34
The staff member Profile The staff member Contract(s), staff can have multiple contracts To add a new staff profile Click on blue box with white cross to Add new staff profile You will need to enter: The staff Surname The staff First Name The Date of Birth if over 60 years old A reference if applicable, eg payroll number Any notes relating to the employee that are relevant Click on add contract Click on the Blue button marked submit The details you have entered will now be displayed on the main screen 35
To add a staff contract You will now need to create a contract for the member of staff This can be added as you enter the new staff profile by selecting Add Contract The staff contract details can be entered from here by Clicking on The Add Staff Member/Contract menu is displayed Complete the details taking care to select the relevant options from those available in each field dropdown. Important: Ensure that a Top of Scale scale point is entered to ensure that the contract does not Auto Increment beyond that scale point if the Auto Increment box is ticked. 36
An alternative method of adding a staff contract can be made by selecting and loading the staff member from the Staff Profiles list The Edit Contracts screen will display Click on the black cross to add a new contract for this member of staff, check the name displayed. To enter the contract select the relevant details to complete the screen below 37
Staff section Job type Scale Group Point Salary Point, Flexible, Hourly Rate FTE code Auto Increment if applicable Start and end dates if applicable Submit Click Submit The staff member contract will be displayed 38
The staff member and contract details can be seen along with the increments through the scale points and the cost of the contract projected over 5 years. Click Save The contract can be edited where ever there is a dropdown arrow or a pencil icon. The contract is displayed in sections: Contract Ref Can edit Job type Contract Totals Can view Contract Totals, Monthly Profile, edit Account Coding Scale Details Can edit FTE Code and Scale Code Salary Can edit Salary lines, view Pension, Add/Edit Allowances When editing a section remember to click Save to apply the changes. 39
Allowances To add an allowance select the Allowances tab in the Salary section Click the blue + Select Scale from the dropdown eg SEN or TLR Select the scale Point Tick Pensionable box if applicable Enter Start and End Dates if applicable Tick Use Scale FTE box if applicable (example if staff member is.2 FTE tick the box so that the allowance is apportioned to receive.2 of the allowance) Custom allowances can be entered: Tick box Use Custom Allowance Enter allowance reference Enter Annual Amount Tick Use Scale FTE if you wish to apportion or leave blank if specific lump sum. 40
Maternity Maternity can be modelled using Pay Adjustment Types Select Pay Adjustment from the contract tab dropdown Select form the options available as shown in the Academy Menu section of this document. An alternative maternity modelling method is described below: The method, add or edit the existing salary with an end date of the start of the maternity period. Enter or edit another salary line with a start date for the return from maternity. This will result in an apparent break in the contract. Now enter a custom allowance named Maternity with start and end dates spanning that break with an amount equal to the maternity cost (use the Maternity Calculator available on the Grid) remember NOT to tick the Use Scale FTE box so that the whole cost is applied. 41
Other Expenditure This section allows you to enter all expenditure other than Staffing. Click on Other Expenditure Other Expenditure works in the same way as Other Income except EL lines are presented. To budget see Other Income earlier in this document. Capital Capital Income and Expenditure Remember that you will have already entered the brought forward balances for capital. On selection of Capital the following screen will be presented: To add capital income or expenditure budget lines click the blue + Select the section from the dropdown Enter or select Cost Centre, Ledger Code, Fund if applicable Enter a description 42
Enter value(s) it will inflate as set, this can be edited using the pencil icon. Add notes using the pencil icon. Click Submit The Capital line(s) is now shown in the Capital Income/Expenditure screen Lines can be edited, pencil, or deleted, bin. Note that a message is displayed stating Capital income and expenditure balances across all years. To check this run the Budget Summary from the Scenario Menu. Go to page 2 that displays capital 43
The report shows that Capital does not balance across the years! This is due to the Capital Brought Forward that has not been budgeted to be spent. You may wish to enter a Capital expenditure budget to spend this 44
The Budget Summary Report, capital page now shows all capital spent. Tools Quick Salary Calculator The Quick Salary calculator enables a quick comparison of two salaries. Enter details and click Calculate: 45
Reports Reporting Module When you have entered all your information into HCSS Budgeting, you are able to report on the data. There are set standard reports but you are able to edit some and tweak them as you see fit. Click on Reporting Module Reports are listed under three tabs Academy Reports Financial Reports Pupil/Staff Reports 46
It is suggested that you look at the reports and use the ones that you find useful. The following is a guide to how they work using the Teaching Staff Detailed Report as an example: Select the Pupil/Staff Reports tab Click on Teaching Staff Detailed Report Click the Launch button The following is displayed Option tabs Custom reports Update on each option change Save report format Export 47
Selecting Options Click on an options tab You can select to Select All options under this tab or Clear All options. If cleared you can then select the ones you wish to include in the report Having cleared, re-selected options and clicked Update the report now shows This report format can now be saved for future use Click Save Give the report a name. Click Save 48
To run this report again to show the latest data Select Pupil/Staff Reports, Teacher Staff Details Report, Launch Click Select Custom Report Select the report from the list displayed The report loads with the latest data in this scenario To Export the Report Click on the Export to Excel button Click Open The report displays in Excel Any Excel functionality can now be applied. The report can be saved in any format Excel allows and sent to relevant people. 49