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FINANCECYCLES 8, 9 & 1CYCLE PROCESS & TROUBLESHOOTING TIPS
APSCN.ORG > SIS
STATEWIDE INFORMATION SYSTEMS
PULL CYCLEDOCUMENTS
SIS CYCLE SUBMISSIONS
FORMS(INSTRUCTIONS &
FORMS)
LINK TO SIS > HTTPS://ADESIS.ARKANSAS.GOV
LOGIN USING STATE ACTIVE DIRECTORY ACCOUNT
SELECT YOUR DISTRICT/COOP/CHARTER> CLICK SET DISTRICT
SIS > HOME PAGE
The log-in page takes the user to the Home page of the ADE Statewide Information System (SIS).
The ADE SIS website has nine main tabs: 1. Home 2. Resources 3. Update Data 4. Submit Data 5. Certified Reports 6. Salaries and FTE (Formerly Page 3637) Cycle 8 Only7. Error Guide8. Report Descriptions9. Financial Applications
SIS > HOME PAGE > RESOURCES
SIS > HOME PAGE > UPDATE DATA
SIS > HOME > UPDATE DATA > LEA PROFILECycle 8
SIS > HOME > SUBMIT DATA > VIEW CYCLE REPORTSCYCLE 8
SIS > Home > Update Data > LEA ProfileCycle 9
SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTSCycle 9
SIS > HOME > UPDATE DATA > LEA PROFILECycle 1
SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTSCycle 1
SIS > HOME > UPDATE DATA > LEA PROFILECycle 2
SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTSCycle 2
SIS > HOME > SUBMIT DATA
SIS > HOME > SUBMIT DATA > BUILD HISTORY
SIS > HOME > SUBMIT DATA > VALIDATE HISTORY
SIS > HOME > SUBMIT DATA > VIEW CYCLE REPORTS
SIS > Home > Submit Data > View SIS Tables
SIS > HOME > SUBMIT DATA > SUBMIT HISTORY
SIS > HOME > CERTIFIED REPORTS
SIS > HOME > PROCESS SELECTED REPORTS
SIS > HOME > CERTIFIED REPORTS > VIEW CERTIFIED REPORTS > REPORT STATUS
SIS > HOME > SUBMIT DATA > RESUBMISSION CYCLE INFO
Finance Cycle Troubleshooting
Finance Pulled TablesEmployeeEmployee Salaries/FTE (formerly page 3637)Employee Additional Duty SalaryEmployee Base SalaryEmployee Fringe BenefitsEmployee Salary/BenefitsFinance ExpendituresFinance RevenueFinance General LedgerJob AssignmentSalary Schedule Salary RangeSES ProviderSIPVendor
Finance Cycle Tables
Finance Keyed TablesAct 28Act 61Act 61 Tier IIBank ReconciliationBuilding LossContracted Non EmployeesEmployee BenefitEmployee BonusPrograms On Behalf of Other AgenciesProperty ValueUnderpayments
Finance Cycle Tables
Contact Person• Coordinator Code• 6 –Bookkeeper• E – Treasurer• G – General Business Manager
District• Employee Health Insurance paid by District
Non-Finance Cycle Tables with Finance Data
Build Errors
Validate Errors
Validate Warnings
SIS CYCLE ERRORS
• Must be corrected
• Cannot move to Validation until corrected
• After correction, run Build process until error free
Build Errors
• Must be corrected
• Cannot submit until corrected
• After correction, o Run Build process if data changed
in FMS databaseo Run Validate process if data
changed in LEA Profile tables
Validation Errors
• Can submit Cycle without correcting warning
• Determine if Validation Warning is an acceptable error Warning examples:
• Page3637 Nurse, FTE, Total and Avg Sal for Nurses
• State Reporting ID is Blank
Validation Warnings
Build ErrorsBank Reconciliation
Validate ErrorsEmployee • EM0040 – SSN – Check pay rate and Job Assignment screen
o Period must = the pay rate # on their pay rate screen o Percent on the Assignment screen must = the FTE on their pay rate screen.
• EM0180-Experience Category (STATUS) - Status should be 1-4• EM0190 - Beginning Teacher – Must be 0 in Years in District, Years in State & Years in
Total• EM0125 - State Reporting ID is Blank – Check Empl State ID under State Required -
TIRAND• Exp Category = 99 – Status/Experience Category needs updated• Em_Race SSN – Check Race/Ethnicity Field
Professional Development• PD0050-ProfDev State Reporting ID, Staff Column is Null – Service Desk will open a SIS
Programming ticket
Validate Errors - ContinuedContractors Non Employees – Nurse Data Collection• NE0050-Nurse Job Codes – SIS Handbook Page 51 • NE0060-Degree – Degrees for nurses – SIS Handbook Page 51
Page 3637 -Cycle 8 Instructions Page28-29• CC0000-SalFTE_payable-Cash Requirements Not Null• CC0001-SalFTE_SalFndDetdist-SalFTE totals do not match Salary Fund detdist total.• CC0001-SalFTE_SalFnd- Salary Fund: detdist total not equal to expenditures• CC0002-SalFTE_GenOpFndDetdist-SalFTE totals do not match Gen Op Fund detdist total.• C00002-SalFTE_GenOpFnd-Gen Op Fund: detdist total not equal to expenditures• CC0006-SalFTE_FedGrtsFnd=Detdist-SalFTE totals do not match Fed Grants Fund detdist
total.• CC0006-SalFTE_FedGrtsFnd-Fed Grants Fund: detdist total not equal to expenditures• CC0008-SalFTE_FoodSvcFndDetdist- SalFTE totals do not match Food Svc Fund detdist
total.• CC0008-SalFTE_FoodSvcFnd- Food Svc Fund: detdist total not equal to expenditures• CC0220-Page 3637_MinTchrSalAvg – State Minimum Teacher Salary• CCinfo -Page3637_ASRTchrSalAvg-Average Teacher Salary (ASR Line 84) below state
minimum• CC0100-SalFTE_Nurse Nurse total FTE mismatch SalFTE vs. job assignment
SIS Error Guide
SIS Error Guide
EM0125UNIQ_EMP_ID
Verify reports
Uncertified ReportsAvailable at BuildAvailable prior to Submission
Certified ReportsAvailable after Submission Official recordsKeep copy
SIS > Home > Update Data > LEA Profile> Bank Reconciliation
Best Practice is once done with Cycle 9 and in Cycle 1 delete fiscal year Finance Period Bank Reconciliation Data and start fresh with new Fiscal Year.
SIS > Home > UPDATE DATA > LEA PROFILE > PROFESSIONAL DEVELOPMENT
Delete employees who did not work in 2015-2016. Add users who worked 2015-2016 and do not show up on screen. If a user is should be in the list and is showing up as Null then call in to help desk and they a ticket with SIS programming will be opened..
Employee Cycle errors – Cycle 2
Beginning teachers must have zero years experience for:• Years in District• Years in State• Years in Total
Status: Beginning Teacher
NEW DATA COLLECTION - NATIONAL BOARD CERTIFICATION
Path in eFinance : Certifications
• Number – A number of district’s choice• Issued – Date National Board Certification Acquired MM/YYYY• Expiration – Date Certification Expired MM/YYYY• Registration – Can be left blank – not collected in Cycle• Type – Select NBC –NATIONAL BOARD CRT (If selected it will display in Cycle table with a Yes and
entries for Issued and Expiration in the software must be completed.
CURRENT BANK RECONCILATION Will change Cycle 1-2017-2018
NEW BANK RECONCILATION FORM
Beginning Cycle 1 of FY18, Bank Reconciliation form will change to below layout and required printed name, signatures and variance explanation.
NEW REQUIRED METHOD TO SUBMIT CYCLE CERTIFICATION FORMS
.
All cycle certifications, including bank reconciliations, should be scanned and emailed and sent to ADE beginning Cycle 1, September 15, 2017. Forms and reconciliation data have been accepted by email starting Cycle 8.
The email to send the forms is:[email protected]
Bank Reconciliation Forms Cycles 1-9Certification of Data Accuracy – Cycles 1-9AFRB Signature Page – Cycle 1Database Security Applications Form – Cycle 1Statement of Assurance – Cycle 2
