Functional portal mapping grid (Subject to change – last updated 04/12/2015)
HR
Function / Folder / Tile / Icon / Sub-tile / Icon / Sub-tile / Further informationForm list
Use to view the progress of e-forms which you have submitted / Schools / Staffing forms / / Form list / / You will need to use this tile if you have submitted a form but it has not been actioned.
It will have a status of ‘Batch’ and will be actioned by the IBC- you may be contacted for further information if necessary.
Manage starter
Use to hire all new staff eg:
Teachers
Support staff
Casuals
Supply teachers / Schools / Staffing forms / / Manage starter /
Manage leaver
Use to end an employee’s contract
NB make sure you know the destination of the employee before you use the Manage leaver tile / Schools / Staffing forms / / Manage leaver / / If the employee is going to start work at another HCC school (except for Academies or Maintained schools)do not use the Manage leaver tile but use the Staff Transfers tile to transfer them out of your school.
If the employee is going to start work at another HCC department do not use the Manage leaver tile but contact the IBC.
Staff transfers
Use to transfer an employee into another Hampshire County Council school / Schools / Staffing forms / / Staff transfers /
Maintain HR data
Use to:
Maintain or view an employee’s personnel record eg
Enter absences / Schools / Staffing forms / / Maintain HR data /
Organisational management
Use to:
Create position
Change position
Remove vacant position / Schools / Staffing forms / / Organisational management /
Time entry
Use to enter time sheets / Schools / Time expenses / / Time entry /
Travel Manager
Use to:
Enter your own travel and expense claim
Enter a travel and expense claim on behalf of staff / Schools / Time expenses / / Travel manager / / Enter the total mileage claimed for the month not one row for each journey
Annual salary statement
Use to produce teacher’s pay statements / Schools / Teachers’ pay / / Annual salary statement /
Teacher’s pay progression
Use to enter September pay increases for teachers / Schools / Teachers’ pay / / Teacher’s pay progression /
Payroll simulation
Use to view a future or past payslip / Schools / Teachers’ pay / / Payroll simulation /
SWF annual census
Use to:
Run throughout the year to find any issues in your personnel records which will cause an error or query in the report which you will need to correct
Run the report in November in order to upload the data to the DfE’s COLLECT website / Schools / SWF / / SWF annual census /
SWF census data entry
Use to correct any issues in your personnel records which cause an error or query in the SWF annual census report / Schools / SWF / / SWF census data entry /
SIMS data matching
/ Schools / SWF / / SIMS data matching /
Attendance & Absence
Use to view percentage of time lost due to different absence types in a chosen period
Will also show hours claimed on a timesheet / Schools / Reports / / HR / / Attendance & absence / Used most often for sickness reporting
You can restrict the report to show only sickness absence
DBS Report
Use to show any missing DBS data for employees / Schools / Reports / / HR / / DBS Report / Runs on today’s date unless changed
Organisational structure
Use to view your school structure. ie / Schools
/ Reports / / HR / / Organisational structure / Runs on today’s date unless changed.
Expand the report to show all positions with holders attached
Staffing actual costs
Use to view payroll details for employees coded to your school. / Finance / Reports / / Staffing costs / / Staffing actual costs / This report should be run on a monthly basis to ensure staff are being coded to school accurately and to view staff payments made through payroll.
Request employee record change
Use to:
Create or change a payment or deduction
Change of working hours/pattern
Extension of contract
Cost centre distribution
Change of pay and/or position
Move a member of staff from the transfer in position into the correct position (Transfer in) / HR / Organisation / / Request employee record change / / This is the only tile which you should use in the HR folder – the other tiles will sometimes have data but it is not for schools.
Remember it is the only icon with a tick
Finance
Function / Folder / Tile / Icon / Sub-tile / Icon / Sub-tile / Further informationBudget entry cost centre
Use to enter cost centre plans for your school / Schools / Budgets / / Cost centre plans / / Create cost centre plans / EFS recommend exporting the cost centre plan from FPS
Guidance is on the EFS website
Budget entry SIO
Use to enter SIO plans for your school / Schools / Budgets / / SIO plans / / Create SIO plans / There are two layouts HCC2HCC3:
If you are entering an SIO budget against a number of GL/Cost Element codes use layout HCC2
If you are entering your SIO budget against one GL/Cost Element code eg 4540 use layout HCC3
Revenue monitoring by cost centre
Use to monitor your cost centre budget / Finance / Reports / / Revenue monitoring / / Revenue monitoring by cost centre
Revenue monitoring by subjective
Use to monitor your cost centre budget by cost element (GL) code / Finance / Reports / / Revenue monitoring / / Revenue monitoring by subjective / This is a mandatory report and should be run on a monthly basis and is the recommended budget monitoring report supported by EFS.
Trend analysis report
Use to compareactuals and observe ongoing trends for your cost centre budget at a summary level for the current and three previous financial years. / Finance / Reports / / Revenue monitoring / / Trend analysis report
GR/IR balances
Use to list purchase orders where there is a difference between the quantities posted at the receipt and invoice stages / Finance / Reports / / Revenue monitoring / / GR/IR balances
Customer invoices outstanding
Use to list customer invoices with outstanding balances / Finance / Reports / / Income and debt / / Customer invoices / Customer invoices outstanding
Revenue monitoring by SIO
Use to monitor your SIO budgets / Schools / Reports / / Revenue monitoring by SIO / / Your plan version will always be 300 and your cost element group ALTED-BC11
Project report
Use to view your capital budget / Schools / Reports / / Project report / / Enter your WBS DFC code. This will be in the format C.E***** (do not put 0.1 at the end of the reference).
Energy master data
Use to give a breakdown of the master data relating to the utility usage of a school / Schools / Reports / / Energy / / Energy master data
Energy transaction data
Use to give a breakdown of the units and charges for utilities used by a school. / Schools / Reports / / Energy / / Energy transaction data
Create journal
Use to transfer income or expenditure across account codes within your school / Finance / Create journal / / Create journal /
Create SIO
Use to create a new SIO / Finance / Manage account codes / / Manage SIO / / Create SIO / It is recommended that you create a new SIO rather than rename an SIO
Make a note of the SIO number
Change SIO
Use to change an SIO / Finance / Manage account codes / / Manage SIO / / Change SIO
Request customer account
Use to request a new customer account / Finance
/ Manage customer / / Manage customer record / / Request customer account
Request customer account change
Use to request a change to a customer account / Finance / Manage customer / / Manage customer record / / Request customer account change
Create invoice
Use to create a customer invoice / Finance / Manage customer / / Create customer invoice or credit note / / Create invoice / Ensure your work base address and telephone number are up to date. These can be found in the Employee folderunder My information/address
To print the invoice at your school choose output type Customer invoice school only. If you choose customer invoice non school the invoice will be printed by the IBC
Request adjustment
Use to cancel a customer invoice / Finance / Manage customer / / Create customer invoice or credit note / / Request adjustment / Press enter after you have entered the invoice number
The adjustment will be work flowed to your authoriser
Create recurring invoice
Use to create a template to create a customer invoice at regular intervals / Finance / Manage customer / / Create customer invoice or credit note / / Create recurring invoice
Close recurring invoice
Use to cancel a recurring invoice / Finance / Manage customer / / Create customer invoice or credit note / / Close recurring invoice
Print invoices
Use to print customer invoices / Home / My worklist / / n/a / If you have chosen to print your invoice at your school you can re-print an invoice from your worklist.
If your invoice is being printed by the IBC you will need to raise an IBC enquiry to re-print your invoice
Cash receipt form
Use to record locally banked income / Finance / Manage customer / / Record local banking / / Press enter on your key board when you have entered the batch total
Transfer bank to cash tin
Use to top up your cash tin / Finance / Petty cash / / Enter petty cash transactions / / Transfer bank to cash tin
Transfer cash tin to bank
Use to transfer money from the cash tin to the bank / Finance / Petty cash / / Enter petty cash transactions / / Transfer cash tin to bank / You might do this to close the cash tin
Petty cash payments
Use to make cheque and cash payments / Finance / Petty cash / / Enter petty cash transactions / / Petty cash payments / The vendor will default to the bank, remember to change this if it is a payment from the cash tin
Petty cash income
Use to correct a cheque or cash payment after a claim has been submitted or for uncashed cheques / Finance / Petty cash / / Enter petty cash transactions / / Petty cash income
Reverse transaction
Use to reverse a transaction up until a claim is submitted / Finance / Petty cash / / Enter petty cash transactions / / Reverse transaction
Reconcile petty cash account
Use to display your reconciliation report and to submit your petty cash claim / Finance / Petty cash / / Petty cash reconciliations & reimbursements / / Reconcile petty cash account / Two windows will open. The default is the Petty Cash Reconciliationwindow. You must close this window using the tab NOT the back button. You will then see the Reconcile petty cash account window.
Once you have reconciled your account use this window to submit your claim.
Internal customer request
Use to raise an internal invoice for goods/services you have purchased eg from another school / Finance / Internal trading / / Trading document / / Internal customer request / Used to raise the order when you are the customer – if you want to pay for something
Internal supplier request
Use to raise an internal order for goods and services you have supplied eg to another
school / Finance / Internal trading / / Trading document / / Internal supplier request / Used to raise the order when you are the supplier – if you want to buy/supply something
Internal document completion
Use to complete an internal invoice / Finance / Internal trading / / Trading document / / Internal document completion / You can enter the internal trading document number to see if it has been completed. If no document is returned it has been posted & will be showing on your budget monitoring report
Purchasing
Function / Folder / Tile / Icon / Sub-tile / Icon / Sub-tile / TipseStore catalogue
Use to purchase goods and services from County Supplies and other catalogued suppliers / eStore / eStore shop / / Search by material code,description or part number – then filter by vendor
Can use wildcard search eg *window*
Simple Shop / eStore / Simple shop / / Remember to press enter after each default code entered in the top right of the screen.
Service Shop / eStore / Service shop / / Remember to press enter after each default code entered in the top right of the screen.
Can’t Find
Use to order goods and services from non cataloguedsuppliers / eStore / eStore shop / /
Receive Goods
Use to record receipt of goods and services and to reverse/correct goods receipts / eStore / Receive goods / / Not used by model 1 schools.
Pay invoice / Schools / Pay invoice / / Not used by model 2 schools.
Request supplier form
Use to request creation of a new supplier / eStore / Supplier / / Request supplier /
Request supplier change form
Use to request an amendment to a existing supplier data / eStore / Supplier / / Request supplier change /
Shopping cart approval status / eStore / Reports / / Shopping cart approval status / / Shows status of yours or other users shopping carts by cost centre group
Purchasing analysis / eStore / Reports / / Purchasing analysis / / View POs raised to a supplier, display PO lines and history
Status of supplier invoices / eStore / Reports / / Status of supplier invoices /
View supplier invoice / eStore / Reports / / View supplier invoice /
View purchase order / eStore / Reports / / View purchase order /
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