put title here asset upload system for land & building assets training/fall 09... ·...
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PUT TITLE HEREAsset Upload System for Land &
Building Assets
Ministry of Education Fall Training SessionSeptember 2009
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Land & Building TCALand & Building TCA Asset Data CollectionAsset 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 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
Pipe Delimited File FormatF 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 sC 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 SE 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 EB 2 0 = B u i l d i n g 2 0L 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 sL I M = L a n d I m p r o v e m e n t s4 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 t i 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 NC 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
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ProcessProcess
This file will be uploaded into EFIS and Schedule This file will be uploaded into EFIS and Schedule 3C will automatically be populated3C will automatically be populated
– Pipe delimited file will be uploadedinto EFIS using the Asset Upload Application
Pipe Delimited
FileEFIS 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 13LIM_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 13B40_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 13B20_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 INPUTINPUT
INPUT INPUT INPUT CALCULATED
Equipment (5 Years) INPUTINPUT
INPUT INPUT INPUT CALCULATED
Equipment (10 Years) INPUTINPUT
INPUT INPUT INPUT CALCULATED
Equipment (15 Years) INPUTINPUT
INPUT INPUT INPUT CALCULATED
First Time Equippinng (10 Years)
INPUTINPUT
INPUT INPUT INPUT CALCULATED
Furniture (10 Years) INPUTINPUT
INPUT INPUT INPUT CALCULATED
Computer Hardware INPUTINPUT
INPUT INPUT INPUT CALCULATED
Computer Software INPUTINPUT
INPUT INPUT INPUT CALCULATED
Vechicles (<10,000 pounds)
INPUTINPUT
INPUT INPUT INPUT CALCULATED
Vechicles (>10,000 pounds)
INPUTINPUT
INPUT INPUT INPUT CALCULATED
Subtotal CALCULATED CALCULATED CALCULATED CALCULATED CALCULATED CALCULATED
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Log on to EFISLog on to EFIS
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Go to Asset Upload ApplicationGo to Asset Upload Application
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Select Year and CycleSelect Year and Cycle
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Attach file to be UploadedAttach file to be Uploaded
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Uploading FileUploading File
The board will be able to overwrite information The board will be able to overwrite information submitted by resubmitted by re--uploading fileuploading file
The board can keep reThe 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.
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Uploaded fileUploaded file
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Error Messages when UploadingError 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
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Error Message Error Message –– Invalid Asset TypeInvalid Asset Type
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Error Message Error Message –– Duplicate Asset NumberDuplicate Asset Number
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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:– [email protected]– (416) 325-8584
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PUT TITLE HEREAudited Financial Statement
Note
Ministry of Education Fall Training SessionSeptember 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
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PUT TITLE HERECalculating Remaining Service
Life
Ministry of Education Fall Training SessionSeptember 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) [email protected]