PUT TITLE HERE Asset Upload System for Land & Building Assets Ministry of Education Fall Training Session September 2009 0
Land & Building TCA Asset Data Collection Asset Data Collection Land & Building TCA � 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 order to support their continuity schedules and to order 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 1
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 M a r t i n g r o v e C o l l e g i a t e A s s e t N a m e I n s t i t u t e V a r c h a r ( 2 5 5 ) 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
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 Schedule 3C Delimited EFIS File -The Asset Upload Application will summarize data into Schedule 3C of the Financial Statements 7
Schedule 3C Gross Book Value Balance at September 1, 2008 Adjustments to Opening Balance Additions September 1, 2008 to August Disposals September 1, 2008 to Transfer September 1, 2008 to August Balance at August 31, 2009 September 1, 2008 to August 31, 2009 31, 2009 August 31, 2009 31, 2009 Land & Land LAN_GBV_OPEN Col 13 LAN_GBV_ADD Col 15 LAN_GBV_DISP Col 19 LAN_GBV_TRANSF_CIP Col 17 + CALCULATED Improvements with LAN_GBV_TRANSF_PRE Col 18 LAN_GBV_ADJUST Col 14 Infinite Lives Land Improvements LIM_GBV_OPEN Col 13 LIM_GBV_ADD Col 15 LIM_GBV_DISP Col 19 LIM_GBV_TRANSF_CIP Col 17 + CALCULATED LIM_GBV_ADJUST Col 14 LIM GBV TRANSF PRE Col 18 Buildings (40 Years) B40_GBV_OPEN Col 13 B40_GBV_ADD Col 15 B40_GBV_DISP Col 19 B40_GBV_TRANSF_CIP Col 17 + CALCULATED B40_GBV_ADJUST Col 14 B40_GBV_TRANSF_PRE Col 18 Other Buildings (20 B20_GBV_OPEN Col 13 B20_GBV_ADD Col 15 B20_GBV_DISP Col 19 B20_GBV_TRANSF_CIP Col 17 + CALCULATED B20_GBV_ADJUST Col 14 Years) B20_GBV_TRANSF_PRE Col 18 Portable Structures INPUT INPUT INPUT INPUT CALCULATED INPUT Equipment (5 Years) INPUT INPUT INPUT INPUT CALCULATED INPUT Equipment (10 Years) INPUT INPUT INPUT INPUT CALCULATED INPUT Equipment (15 Years) INPUT INPUT INPUT INPUT CALCULATED INPUT First Time Equippinng INPUT INPUT INPUT INPUT CALCULATED (10 Years) INPUT Furniture (10 Years) INPUT INPUT INPUT INPUT CALCULATED INPUT Computer Hardware INPUT INPUT INPUT INPUT CALCULATED INPUT Computer Software INPUT INPUT INPUT INPUT CALCULATED INPUT Vechicles (< 10,000 INPUT INPUT INPUT INPUT CALCULATED pounds) INPUT Vechicles (> 10,000 INPUT INPUT INPUT INPUT CALCULATED pounds) INPUT Subtotal CALCULATED CALCULATED CALCULATED CALCULATED CALCULATED CALCULATED
Log on to EFIS Log on to EFIS 9
Go to Asset Upload Application Go to Asset Upload Application 10
Select Year and Cycle Select Year and Cycle 11
Attach file to be Uploaded Attach file to be Uploaded 12
Uploading File Uploading File � The board will be able to overwrite information � The board will be able to overwrite information submitted by re- -uploading file uploading file submitted by re � 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. 13
Uploaded file Uploaded file 14
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 15
Error Message – – Invalid Asset Type Invalid Asset Type Error Message 16
Error Message – – Duplicate Asset Number Duplicate Asset Number Error Message 17
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. 18
Questions � Manual available at: http://tpfr.edu.gov.on.ca/Financial_Statements_08-09.htm � Sangita Forodi: – Sangita.forodi@ontario.ca – (416) 325-8584
PUT TITLE HERE Audited Financial Statement Note Ministry of Education Fall Training Session September 2009 20
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
PUT TITLE HERE Calculating Remaining Service Life Ministry of Education Fall Training Session September 2009 22
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
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