del finance support team presentation (v6) · 2020. 8. 4. · introductory presentation for...

NSW Department of EducationNSW Department of Education

Introductory presentation for

Directors, Educational Leadership

DEL Finance Support team


2

DEL Finance Support Team

Item Slide

Who are the DEL Finance Support team? Slide 3

Team objectives Slide 4

Top 4 financial tips for DELs Slide 5

Financial policy Slide 6

School funding and planning timeline Slide 7

SBAR summary Slide 8

SBAR – Staff entitlement Slide 9

How to open eFPT Slide 10

DEL reports Slide 11

eFPT reports – Identifying underspend Slide 12

eFPT reports – Identifying overspend Slide 13

School reports Slide 14

eFPT Overview page Slide 15

eFPT Staff planning page Slide 16

eFPT Financial Planning page Slide 17


What are we here for?• Our team has been established within the Finance Directorate to provide:

− Financial management support

− Financial advisory, and

− Underlying data analytics

for NSW Directors, Educational Leadership, with the goal of:

− Optimising efficient use of school funds, thereby leading to:

» Improved educational outcomes

» Reducing state-wide underspend

Contact:• email [email protected]

• Dedicated phone line 7814 3867

• Customer Relationship Management system (to come)

• Dedicated web page: Directors, Educational Leadership financial support

Who are the DEL Finance Support team?

3


1. Provide financial management support for DELs

2. Provide financial training and easy access to reference material for various systems, policies and procedures

3. Support DELs in assisting Principals to create a comprehensive financial plan in line with SBAR funds allocation and the school’s strategic directions

4. Reduce state-wide under utilisation of school funds

5. Highlight schools of concern to DELs on a regular basis

6. Analyse underlying trends across all schools and communicate results with DELs

7. Update DELs with current financial issues

DEL Finance Support team objectives

4


Ensure schools plan for the majority of their funds (minimal

unplanned funds)

Ensure schools are spending in line with their plans (small variances)

Understanding the eFPT Reporting Suite and school finances in

general

Involve the DEL Finance Team with ongoing financial issues

Top 4 financial tips for DELs

5


Finance in Schools Handbook (FISH)

• Internal and external school audits are performed in accordance with FISH

• FISH is continually updated and once printed is no longer current

Financial Policy

6

Topic Section in Fish Topic Section in Fish

Financial Delegations Section 8.2 Community Use Agreements Section 5.10

Banking in Schools Section 7 part 2 Licensed Canteens Section 11

Cash in Transit Sections 3.4, 5.9.2 and 7 Out of School Hours CareSection 5.10 and7.8.1

Refunds and Student Banking Section 7.16.1, 7.9.1 and 7.2 Uniform Shops

Section 5.10, 2.2.1, 5.9.5, 8.1, 8.15 and 8.27

Purchasing/Petty Cash/General Expense claims Section 8, 7.11, 8.23 and 8.21 Assets and Equipment Section 9

Pcards Section 8.17 Deductible Gift Recipient Funds (DGR)Section 5.8 and7.1

Purchase Orders Section 8 Register of Financial Items Section 3.6


7

School funding and planning timeline

Oct AprJanDec

SBAR is released to all schools._______________________PDF report is sent via email.

Total allocations ($) are uploaded into eFPT.___________________Schools start working on their new year plan in eFPT.

Year End 31 Dec_________________All transactions are final for the year.

Schools re-open for the new year and continue to work on their plans.________________________2020 only:Budget Support Team resumes 1:1 support.

SBAR adjustment is released and uploaded into eFPT._________________Schools need to review and update their plan accordingly.

Original Plans in eFPT become fixed.__________________Current plan is created and editable to allow regular reviews.

Prior year ledger is closed._____________________New year opening balances are posted into reports replacing estimates in eFPT.

End of Term 1______________________2020 only:School Budget Support Team completes state-wide 1:1 support sessions.


• Schools receive SBAR early

Term 4

• Funding comprises

− Staffing entitlement

» Including Sick and Facs leave

allocation

−Operational Funding

− Funded Program allocations, eg:

» Integration Funding

» RAM Equity

» Professional Learning

» Aboriginal Background

Starting point of planning in eFPT

SBAR

8


• Staff Entitlement is listed on

page 8 of the SBAR and

comprises:

−Entitlement staff allocation

−Equity entitlement allocation

−Sick and facs leave allocation

• Schools are required to enter

individual staff details in the staff

planning section of eFPT

Staff Entitlement – SBAR (page 8)

SBAR

9


Select SAP PORTAL (NEW) from your staff portal

Select the eFPT icon from the SAP Portal

Select one of your schools and click on ‘Show details’

Select relevant area within eFPT eg Reports, Overview etc

How to open eFPT

10


Landing Page – for DELs

DEL Reports

11


• There are 2 things to look for in

relation to underspend

1. When displayed by ‘unplanned

funds’ (see slide 9), a large box

indicates high unplanned funds

2. A dark red box indicates a school

is spending well below their plan

• A large, dark red box represents

a high underspend

(Click on individual school for more information)

Identifying Underspend

eFPT Reports

12


• There are 2 things to look for in relation to overspend

1. When displayed by ‘unplanned funds’ (see slide 9), a small box indicates low unplanned funds

2. A dark blue box indicates a school is spending well above their plan

• A small, dark blue box represents a school at risk of running out of funds

(Click on individual school for more information)

Identifying Overspend

eFPT Reports

13


Summary of School Financial Data

School Reports

14


• The Overview Page comprises:

− Opening balance (unspent funds

from prior year)

− SBAR Allocations (subsequent

budget adjustments also fall here)

− Net Plan (planned expenditure less

planned revenue)

− Net Actuals (actual expenditure less

actual revenue)

− Unspent Plan (what’s left to spend

of your plan; plan less actuals)

− Unplanned Funds (funds that have

not yet been planned to be spent)

Summary page of school budget

eFPT Overview Page

15


• The Staff Planning section of

eFPT consists of 3 pages of

staff information:

−Entitlement and Flexible staff

» Entitlement staff should closely

match with SBAR allocation

−School and Community staff

» Eg canteen staff

−Casual Staff

» Including planning for sick and

facs leave cover

3 Pages dedicated to staff plans

eFPT Staff Planning Page

16


• The Financial Planning

page is for creating all non

staffing plans including

plans for operational

expenditure and capital

expenditure using all

funds:

− 6100 consolidated

− 6200 commonwealth

− 6820 third party

− 6510 consolidated capital

− 6700 school and community

capital

− DGR fund codes if applicable

Plan for Operational and Capital Expenditure

eFPT Financial Planning Page

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del finance support team presentation (v6) · 2020. 8. 4. · introductory presentation for...

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