School BPS. Release Version Name Date Sign

Transcription

1 School BPS Release Version Authors Details Name Date Sign Prepared by Ramya R 14/11/2016 Reviewed by Chethan Bharadwaj 16/11/2016 Approved by Document History Version No Changes Date 0.1 Draft version 1.0 Initial Change Log 1.1 Proof read and edited for release

2 Contents List of Enhancements: 1. Node Screen Changes 2. Other IE - Cost Centre Allocation Indicator 3. Payroll Reconciliation hyperlink 4. Other IE by Cost Centre layout changed 5. TLR Rates/TLR Range increase 6. Employees/ Employee scenario view 7. Allowing Special characters for Cost Centre ID 8. Additional Remarks in employee personal Tab 9. Hyperlinks for budget forecast summary and budget monitoring summary entries 10. Employee Summary Grand Totals 11. Payroll Reconciliation Reports New functionality: 1. Tagging 2. Tag Report 3. Change Log 4. Off-line Salary Notification. Central Side Changes: 1 TLR Rates/TLR Range Increases 2 Pay Elements Log 3 Month of Increment and Pay Scale Range on Job Role Grid 4 Additional Search Criteria for Job Role Screen

3 List of Enhancements: 1. Node Screen Changes Users are now able to assign colour coded icons to nodes, along with a short name. If no short name is entered this will be the first three letters of the full name. Selecting node icons is not mandatory. 2. Other IE Cost Centre Allocation Indicator A traffic light indicator has been introduced to Other Income/Expenditure which allows users to see at a glance how much of an amount has been apportioned to a cost centre. If 100% has been allocated the indicator will be green, if zero is allocated it will be red, and anything with a partial allocation will be amber.

4 3. Payroll Reconciliation Hyperlink Employee s names now appear as hyperlinks in payroll reconciliation. Clicking on the link will take users directly to the employee s record in the employee scenario, where changes can be made. After changes have been made, clicking the link at the bottom of the screen will take the user back to the payroll reconciliation. A message will appear on screen informing the user that a change has been made. Note: Once you have made any amendments via the hyperlink, the payroll reconciliation will update automatically. Therefore if you would like to keep a record of the variances before you amend, it is recommended that you save a payroll reconciliation file first and then run a new one to make amendments.

5 4. Other IE by Cost Centre layout changed Other Income/Expenditure by cost centre has a new layout in version 10. The list is sorted by cost centre down the left hand side.

6 5. TLR Rates/ TLR Range increase TLR rates and ranges can be increased in bulk by a chosen percentage rate. To do this, select the column to be increased using the dropdown menu, enter the desired percentage increase into the field provided and click calculate. Once all columns have been adjusted, click save.

7 6. Employees/ Employee scenario view A dropdown has been provided in the Employee Scenarios and List of Available Employees screen which allows the user to select the number of records displayed on each screen. 7. Allowing Special characters for Cost Centre ID Special characters such as hyphens, ampersands and slashes are now permitted in cost centre IDs. This resolves issues around cost centre amounts not saving which occurred in previous versions of BPS.

8 8. Additional Remarks in employee personal Tab The notes section on the employee s Personal tab has been enhanced to allow more characters to be saved. Users click on View/Edit Remarks to enter text into the notes section. After entering notes, click the save button to update the scenario. 9. Hyperlinks for budget forecast summary and budget monitoring summary entries Hyperlinks have been provided on the Revenue Summary report in budget forecast and budget monitoring. When these links are clicked on the user can see at a glance which ledger codes and/or line numbers are mapped to each heading, along with any individual codes which have been excluded.

9 10. Employee Summary Grand Totals Grand totals are now displayed at the top and bottom of the employee reports.

10 11. Payroll Reconciliation Reports The payroll reconciliation report is now available in Excel as well as PDF. Also the exceptions report is now available in Excel and PDF.

11 New functionality 1. Tagging To help users keep track of income and expenditure BPS now includes tagging functionality. The functionality allows users to a tag an actual amount or a percentage of an amount. A tag can be created for endless reasons, it could be to track Pupil Premium Spend, track SEN Spend or even track Subject Spend. To add or edit tags, go to Cost Centres -> Tagging. A new tag can be added by entering a name, description, short name and order number. A coloured icon can also be assigned. Only tags marked as active will be available to use.

12 In the employee scenario, a tag icon will appear next to each employee in the list: Tags can also be accessed through the employee s personal details tab: This allows the user to allocate a percentage or amount of the employee s costs to specific tags. In the example below, 50% of the cost of the Admin Band 12 job role have been assigned to the Pupil Premium tag.

13 In Funding Scenarios a tag icon is located next to each line on the 5 Year Data tab:

14 In Other Income/Expenditure a tag icon is located alongside each ledger code: 2. Tag Report Users can produce a Tag Report for each budget forecast and each module contained within the budget (i.e. Employees, Funding and Other I/E) under the Reports section on the menu bar.

15 To produce the report, select the tag, budget forecast and the modules you want to include, then click show. The report will show all amounts which have been assigned to the chosen tag. Totals for income and expenditure are provided at the bottom, and the report can be produced either as a PDF or an Excel file by clicking on the icons in the top right. 3. Change Log A change log has been added, which will allow users to keep track of changes made to each employee and employee scenario. Clicking on the icon shown below will display the modifications made at the scenario level (e.g. changes to the name/description or recalculating the total).

16 A link has been provided in the Personal tab for each employees to identify the changes made to their individual record. Four tabs have been provided to view changes made to the employee; Personal, Job Role, Timelines and Honorary. Clicking on these tabs will display the changes to the corresponding area. Generate Summary Statement will generate a report of the change log data. Personal will display changes made to first name, surname, payroll number etc.

17 Job Roles will display any changes made to the employee s job role (e.g. removing superannuation, adding a second role).

18 Timelines will display the changes made to the timelines of each job role for the employee. Honorary displays all changes made to honorary payments.

19 4. Off-line Salary Notification If any pay elements (pay scale, timelines, National Insurance, performance pay, TLR rates etc.) have been modified then for the Schools a notification will appear upon logging in. This will allow users to regenerate salaries using the latest updates. Clicking on the Re-generate Salaries button will take the user to a Screen where they can select the employee scenarios and re-generate. If the scenarios have already been regenerated, the user can check the box All Scenarios Updated and click on close button. This will prevent the notification from appearing again for these changes. Note: Submitted employee scenarios should not be regenerated as this may cause the totals to change. If the School is using local salary data, then this notification will not be displayed until there is a modification to the pay elements at the school level. Central Side Changes 1. TLR Rates/ TLR Range increase TLR rates and ranges can be increased in bulk by a chosen percentage rate in the same way that pay scales are updated. To do this, select the column to be increased using the dropdown menu, enter the desired percentage increase into the field provided and click calculate. Once all columns have been adjusted, click save.

20 2. Pay Elements Log A new menu option has been provided to display the details of changes made to pay elements in the Central side. If we have any School level modification for the pay elements (In case if the School is using local salary data) then school name and DFE number will be displayed in the log. A purge option has been provided to delete the log details older than 6 months. 3. Shows Month of Increment and Pay Scale Range in Job Role grid Additional columns have been added to the School Job Roles screen on the central side to show the increment month and the pay scale range that applies to each job role.

21 4. Additional search criteria for job role Screen Additional search criteria have been provided in the job role search screen on the central side. Users can now search for roles which use Divisors, Pay Scale Bands, FTE factor and SEN.