FINANCE CYCLES 8, 9 & 1 CYCLE PROCESS & TROUBLESHOOTING TIPS
APSCN.ORG > SIS
STATEWIDE INFORMATION SYSTEMS
PULL CYCLE DOCUMENTS
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 Only 7. Error Guide 8. Report Descriptions 9. Financial Applications
SIS > HOME PAGE > RESOURCES
SIS > HOME PAGE > UPDATE DATA
SIS > HOME > UPDATE DATA > LEA PROFILE Cycle 8
SIS > HOME > SUBMIT DATA > VIEW CYCLE REPORTS CYCLE 8
SIS > Home > Update Data > LEA Profile Cycle 9
SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTS Cycle 9
SIS > HOME > UPDATE DATA > LEA PROFILE Cycle 1
SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTS Cycle 1
SIS > HOME > UPDATE DATA > LEA PROFILE Cycle 2
SIS > Home > SUBMIT DATA > VIEW CYCLE REPORTS Cycle 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 Cycle Tables Finance Pulled Tables Employee Employee Salaries/FTE (formerly page 3637) Employee Additional Duty Salary Employee Base Salary Employee Fringe Benefits Employee Salary/Benefits Finance Expenditures Finance Revenue Finance General Ledger Job Assignment Salary Schedule Salary Range SES Provider SIP Vendor
Finance Cycle Tables Finance Keyed Tables Act 28 Act 61 Act 61 Tier II Bank Reconciliation Building Loss Contracted Non Employees Employee Benefit Employee Bonus Programs On Behalf of Other Agencies Property Value Underpayments
Non-Finance Cycle Tables with Finance Data Contact Person Coordinator Code 6 Bookkeeper E Treasurer G General Business Manager District Employee Health Insurance paid by District
SIS CYCLE ERRORS Build Errors Validate Errors Validate Warnings
Build Errors Must be corrected Cannot move to Validation until corrected After correction, run Build process until error free
Validation Errors Must be corrected Cannot submit until corrected After correction, o Run Build process if data changed in FMS database o Run Validate process if data changed in LEA Profile tables
Validation Warnings 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
Build Errors Bank Reconciliation Validate Errors Employee 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
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 Validate Errors - Continued Contractors Non Employees Nurse Data Collection NE0050-Nurse Job Codes SIS Handbook Page 51 NE0060-Degree Degrees for nurses SIS Handbook Page 51
SIS Error Guide
EM0125 UNIQ_EMP_ID SIS Error Guide
Verify reports Uncertified Reports Available at Build Available prior to Submission Certified Reports Available after Submission Official records Keep 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 Status: Beginning Teacher Beginning teachers must have zero years experience for: Years in District Years in State Years in Total
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: apscn.siscertifications@arkansas.gov Bank Reconciliation Forms Cycles 1-9 Certification of Data Accuracy Cycles 1-9 AFRB Signature Page Cycle 1 Database Security Applications Form Cycle 1 Statement of Assurance Cycle 2