What is C2k?

2. What is C2k? C2k, on behalf of the five education and library boards, is responsible for the provision of an information and communications technology (ICT) managed service to all schools in Northern Ireland. C2k is supported by the Department of Education for Northern Ireland.

3. What C2k has done? Provided: • 65,000+ desktops and laptops connected to the Internet • access to a wide range of content and services to support the Northern Ireland Curriculum and the professional development of teachers; • an integrated suite of services for school administration and management • full service support through a central help desk • a flexible online learning environment called LearningNI • a secure online communications environment for all schools providing up-to-date information on C2k services and events called C2k Exchange.

4. INTRODUCTIONTO THEFINANCIAL MANAGEMENTSYSTEM FMS

5. Financial Management System The financial management system is designed to facilitate the planning, allocation, monitoring and control of the school’s LMS delegated budget.

6. FMS Modules • Hold information about budget allocations, committed expenditure and actual expenditure • Provides a wide range of financial reports and screen enquiry facilities • Provides a facility to record details of payments made by the board on behalf of the school

7. FMS Modules Provide facilities for:- • Allocating the LMS budget within the school • Processing purchase orders • Recording details of deliveries • Processing invoices for payment • Recording details of payments made by the board • Budget Planning including salary projections

8. Order / Invoice Processing & Payment Reconciliation School-based FMS S.E.L.B. Finance System Raise, Authorise and Print Orders Invoice Payments Staff Payments Other Payments Payment Authorisations Board’s Accounts Record Deliveries Transaction Reports Record Invoice Payment Reconciliation

9. FMS Payment Reconciliation

10. Role of Board • The Board is responsible for processing all payments and income in respect of the school’s LMS budget i.e. • Staff salaries and wages • Invoices submitted by the school for payment • Other invoices and income processed directly by the Board on the school’s behalf e.g.electricity • The Board produces monthly LMS Budget and Expenditure reports and Transaction listings which show the school what has been paid on its behalf

11. Reconciliation with FMS • Details of all the payments made by the Board in respect of the school’s delegated budget must be recorded in FMS • The process of recording these payments is referred to in FMS as Reconciliation

12. Reconciliation The importance of the reconciliation process • As the Board is responsible for payments, expenditure cannot be confirmed in FMS as actual until it appears on the Board’s monthly reports • The record of actual (i.e. reconciled) expenditure in FMS must agree with the Board record • The reconciliation process must be carried out promptly and accurately

13. FMS Reports & Reviews

14. General Ledger Reports Cumulative Expense Analysis Report • This report is the main budgetary control report for the school • It provides information about actual expenditure, unpaid invoices and committed expenditure in relation to your budget allocations • It can be produced in summary form for ledger codes only • It can be produced for all cost centres, selected groups of cost centres or individually selected cost centres

15. Chart Of Accounts Review • This facility provides an important source of financial management information. • It provides information about budget allocations, committed expenditure, unpaid invoices and actual (reconciled) expenditure.

16. Personnel Module

17. Manages Personnel Information General Features: • Maintains a comprehensive record of staff details for both teaching and non teaching staff • Stores personal, professional, contractual and pay related information • Integrates with Curriculum modules to produce timetables, pupil reports and with Core modules to produce attendance and examination information • Integrates with FMS systems to calculate salary commitments for Budget Management and Planning

18. Professional Information • Qualifications • (Required by Inspectorate) • Staff number • Timetable initials • Absences • In-service Training Record • (Required by Inspectorate)

19. Personnel Reports • Absence Analysis • Individual Absence • Staff Training • Training Courses

20. Absence Reports To assist school Managers to comply with the Teacher Attendance Procedure [2008/2] the following reports are available in Personnel:- • Absences related to stress • Any period of absence < 7 consecutive days in a 12 month rolling period • Continuous absence of 7 days or more but less than 4 weeks • Continuous absence of 4 weeks or more

21. Personnel & FMS • FMS has the capability of generating salary information. • The salary information produced relates to the full cost to the school (including National Insurance and Superannuation) and is in the form of • Salary commitment information for budget monitoring purposes • Salary projections for planning purposes • To generate this information, FMS must integrate with the Personnel Module and is dependent on pay and staff details held there.

22. And Finally! “use of the computerised school MIS (Management Information System) …….. can help to strengthen Governors’ capacity to contribute to a school’s improvement” NIAO LMS Report Feb 2004 PAC Hearing on NIAO LMS Report Mar 2005