Asset Upload System for Land & Building Assets Ministry of - - PowerPoint PPT Presentation

PUT TITLE HERE

Asset Upload System for Land & Building Assets

Ministry of Education Fall Training Session September 2009

1

Land & Building TCA Land & Building TCA Asset Data Collection Asset Data Collection

• Ministry will be collecting summarized tangible

Ministry will be collecting summarized tangible capital asset information from school boards in capital asset information from school boards in

• rder to support their continuity schedules and to
• rder to support their continuity schedules and to

collect information on where funding dollars are collect information on where funding dollars are being allocated. being allocated.

• File Format:

File Format: – Pipe Delimited File – Require details on an asset by asset basis

Pipe Delimited File Format

F I E L D N A M E D A T A F O R M A T S A M P L E D A T A A T T R IB U T E N A M E B o a r d I D In t e g e r ( 5 ) 6 6 0 5 2 I D Y e a r V a r c h a r ( 7 ) 2 0 0 8 - 0 9 S C H _ Y R E S T - E s t i m a t e s C y c l e C h a r ( 3 ) R E S - R e v E s t D O C _ S E T F I S - F i n a n c i a l s t a t e m e n t s A s s e t S e r i a l N u m b e r In t e g e r ( 6 ) 1 1 1 1 1 1 S E R I A L _ N O N e w A s s e t o r C h a r ( 1 ) N = N e w S T A T U S E x i s t i n g A s s e t E = E x i s t i n g A s s e t N a m e V a r c h a r ( 2 5 5 ) M a r t i n g r o v e C o l l e g i a t e I n s t i t u t e N A M E T y p e C h a r ( 3 ) B 4 0 = B u i l d i n g 4 0 T Y P E B 2 0 = B u i l d i n g 2 0 L A N = L a n d & L a n d I m p r o v e m e n t s w i t h I n f i n i t e L i v e s L I M = L a n d I m p r o v e m e n t s 4 0 R = B u i l d i n g 4 0 P e r m a n e n t l y R e m o v e d f r o m S e r v i c e S F I S N u m b e r In t e g e r ( 6 ) 1 2 3 4 5 6 S F I S S t r e e t A d d r e s s V a r c h a r ( 2 5 5 ) 1 0 9 9 M a r ti n g r o v e R o a d A D D R E S S T o w n / C i t y V a r c h a r ( 2 5 5 ) E to b i c o k e C IT Y R e m a i n i n g S e r v i c e L i f e a t S e p t e m b e r 1 In t e g e r ( 2 , 2 ) 1 0 . 5 0 R S L _ O P E N C h a n g e s to R e m a i n i n g S e r v i c e L i f e In t e g e r ( 2 , 2 ) 1 0 R S L _ C H A N G E

Pipe Delimited File Details

Information must be presented in the same order

as shown on the handout

Do not leave any fields blank

• Asset Serial Numbers:

Asset Serial Numbers: – Boards will be responsible for assigning a unique serial number to each asset

Transfers In = Transfers Out

Creating a Pipe Delimited File

Data Layout File

– http://tpfr.edu.gov.on.ca/Financial_Statements_08- 09.htm – Asset by asset information can be entered into this file

Asset Generator Link:

– http://tpfr.edu.gov.on.ca/Financial_Statements_08- 09.htm – Converts excel file to pipe delimited format

Creating a Pipe Delimited File – Data Layout File

Creating a Pipe Delimited File – Asset Generator File

7

Process Process

• This file will be uploaded into EFIS and Schedule

This file will be uploaded into EFIS and Schedule 3C will automatically be populated 3C will automatically be populated

– Pipe delimited file will be uploaded into EFIS using the Asset Upload Application

Pipe Delimited File EFIS Schedule 3C

• The Asset Upload Application will

summarize data into Schedule 3C of the Financial Statements

Schedule 3C

Gross Book Value Balance at September 1, 2008 Adjustments to Opening Balance September 1, 2008 to August 31, 2009 Additions September 1, 2008 to August 31, 2009 Disposals September 1, 2008 to August 31, 2009 Transfer September 1, 2008 to August 31, 2009 Balance at August 31, 2009 Land & Land Improvements with Infinite Lives LAN_GBV_OPEN Col 13 LAN_GBV_ADJUST Col 14 LAN_GBV_ADD Col 15 LAN_GBV_DISP Col 19 LAN_GBV_TRANSF_CIP Col 17 + LAN_GBV_TRANSF_PRE Col 18 CALCULATED Land Improvements LIM_GBV_OPEN Col 13 LIM_GBV_ADJUST Col 14 LIM_GBV_ADD Col 15 LIM_GBV_DISP Col 19 LIM_GBV_TRANSF_CIP Col 17 + LIM GBV TRANSF PRE Col 18 CALCULATED Buildings (40 Years) B40_GBV_OPEN Col 13 B40_GBV_ADJUST Col 14 B40_GBV_ADD Col 15 B40_GBV_DISP Col 19 B40_GBV_TRANSF_CIP Col 17 + B40_GBV_TRANSF_PRE Col 18 CALCULATED Other Buildings (20 Years) B20_GBV_OPEN Col 13 B20_GBV_ADJUST Col 14 B20_GBV_ADD Col 15 B20_GBV_DISP Col 19 B20_GBV_TRANSF_CIP Col 17 + B20_GBV_TRANSF_PRE Col 18 CALCULATED Portable Structures INPUT INPUT INPUT INPUT INPUT CALCULATED Equipment (5 Years) INPUT INPUT INPUT INPUT INPUT CALCULATED Equipment (10 Years) INPUT INPUT INPUT INPUT INPUT CALCULATED Equipment (15 Years) INPUT INPUT INPUT INPUT INPUT CALCULATED First Time Equippinng (10 Years) INPUT INPUT INPUT INPUT INPUT CALCULATED Furniture (10 Years) INPUT INPUT INPUT INPUT INPUT CALCULATED Computer Hardware INPUT INPUT INPUT INPUT INPUT CALCULATED Computer Software INPUT INPUT INPUT INPUT INPUT CALCULATED Vechicles (< 10,000 pounds) INPUT INPUT INPUT INPUT INPUT CALCULATED Vechicles (> 10,000 pounds) INPUT INPUT INPUT INPUT INPUT CALCULATED Subtotal CALCULATED CALCULATED CALCULATED CALCULATED CALCULATED CALCULATED

9

Log on to EFIS Log on to EFIS

10

Go to Asset Upload Application Go to Asset Upload Application

11

Select Year and Cycle Select Year and Cycle

12

Attach file to be Uploaded Attach file to be Uploaded

13

Uploading File Uploading File

• The board will be able to overwrite information

The board will be able to overwrite information submitted by re submitted by re-

• uploading file

uploading file

• The board can keep re

The board can keep re-

• uploading until the board

uploading until the board makes their EFIS submission active at which makes their EFIS submission active at which point, the numbers uploaded become final. point, the numbers uploaded become final.

14

Uploaded file Uploaded file

15

Error Messages when Uploading Error Messages when Uploading

• The Ministry has included some error messages

The Ministry has included some error messages in order to ensure that the data being uploaded is in order to ensure that the data being uploaded is accurate and valid: accurate and valid:

• For instance, if the Asset Type entered is LAND

instead of the required LAN, an error message will appear

• For instance, if the same serial number is

assigned to two assets

16

Error Message Error Message – – Invalid Asset Type Invalid Asset Type

17

Error Message Error Message – – Duplicate Asset Number Duplicate Asset Number

18

Adjusting Opening Balances & Write Downs Adjusting Opening Balances & Write Downs

• Adjustments to Opening Balances should be

Adjustments to Opening Balances should be made via the adjustments column as opposed to made via the adjustments column as opposed to changing the opening balance. changing the opening balance.

• Why?

Why? – To ensure continuity – Closing Balance = Opening Balance

Write downs to assets will be shown as an

adjustment to accumulated amortization in order to maintain the historical cost of assets.

Questions

Manual available at:

http://tpfr.edu.gov.on.ca/Financial_Statements_08-09.htm

Sangita Forodi:

– Sangita.forodi@ontario.ca – (416) 325-8584

20

PUT TITLE HERE

Audited Financial Statement Note

Ministry of Education Fall Training Session September 2009

2008-09 TCA Reporting Requirements

TCA will continue to be expensed for the 08-09

school year for the purposes of reporting in the audited financial statements

School boards will be required to include an

AUDITED note in their 08-09 financial statements

Sample note is available in Appendix I of the TCA

Guide

Note in the Financial Statements should agree to

Schedule 3C of EFIS

22

PUT TITLE HERE

Calculating Remaining Service Life

Ministry of Education Fall Training Session September 2009

Appendix M

Will be added to the TCA Guide Would like to get feeback from school board staff

before doing this

Please send comments to:

Sangita Forodi (416) 325-8584 sangita.forodi@ontario.ca