DISTRICT/SCHOOL OPERATIONS

Transcription

1 DISTRICT/SCHOOL OPERATIONS PRINCIPALS WEBCAST October 20, 2011

2 Webcast Presentation Agenda Welcome Mr. Freddie Woodson, Deputy Superintendent District/School Operations The SUPER Portal A Collaboration Mr. Alberto M. Carvalho, Superintendent of Schools Site for Principals School Choice & Parental Options Dr. Helen S. Blanch, Assistant Superintendent Dr. Robert D. Strickland, District Director Office of Human Resources, Recruiting Ms. Enid Weisman, Assistant Superintendent Performance Management, and Labor Relations Mr. Thomas Fisher, Executive Director -Race To The Top -Contract Status ITS - SAP Payroll Go-Live Ms. Miriam Fernandez, ITS Training Supervisor Office of Management and Compliance Audits Ms. Maria T. Gonzalez, Assistant Chief Auditor Money Matters Support Program -Internal Fund Ms. Dorothy M. Lewin, Business Manager United Way of Miami-Dade Mr. Ralph Pérez, Jr., Senior Development Officer Impact Team Closing Remarks Dr. Fred Conde and Ms. Cynthia Gracia District/School Operations Administrative Directors

3 Mr. Freddie Woodson Deputy Superintendent District/School Operations Welcome

4 Superintendent s Message Mr. Alberto M. Carvalho Superintendent of Schools

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13 To learn more about Dadeschools.TV, and to request a channel for your school, contact Fernando Gonzalez at fgonzalez@dadeschools.net If you need technical assistance with the collaboration portal, contact Lillian Claudio at LClaudio@dadeschools.net For a great peer resource for the collaboration portal, contact Dr. Angel L. Rodriguez at angelr@dadeschools.net

14 School Choice & Parental Options

15 Magnet Schools Revised School Board Policy 2370 Magnet Programs/Schools Application period now Open for the school year Application period from October 1 January 15 Applications can be submitted online through the parent portal or hard copy by mail or in person to the School Choice & Parental Options office School sites are not to collect magnet applications Applications can be found at

16 Articulation All schools are encouraged to promote the Magnet application option for students transitioning out of their work location. Example: elementary schools should be making 5th grade students aware of their magnet options, middle schools should be making 8th grade students aware of their magnet options - Weekly Briefing 10740

17 Communication All Magnet Schools should be in the process of adding a Magnet Button to their school site websites. This button will create a direct link for parents and students to access the Magnet application and the Magnet Website for information on all of the magnet programs available. - Weekly Briefing 10739

18 Eligibility All Magnet Schools should have already submitted the Eligibility Variance Request form for each of their magnet strands. Weekly Briefing These requests have been reviewed and approvals verified with the school sites Once approved, individual school/program eligibility criteria must be posted on each Magnet School s website. After approval and posting the criteria on your website, Magnet Schools may begin the process of declaring applications eligible or not eligible

19 Contact Information School Choice & Parental Options 1501 NE 2 nd Ave., Ste. 237 Miami, FL Phone: Website:

20 Office of Human Resources, Recruiting, Performance Management and Labor Relations

21 Contract Status & Type Probationary Contract 1 st year or after break in service Annual Contract All instructional personnel hired after July 1, 2011 Professional Service & Continuing Contract Eventual opt in for performance pay and annual contract status

22 Race to the Top 4 Assurance Groups Standards & Assessments Data Support Systems Great Teachers & Leaders Struggling Schools

23 Race to the Top 13 Work Plans Expand Lesson Study Expand STEM & CTE offerings Increase Advances STEM Coursework Bolster Technology for Improved Instruction & Assessment Improve Access to State Data Use Data to Improve Instruction Provide Support for Educator Preparation Programs Improve Teacher and Principal Evaluation Systems Use Data Effectively in Human Capital Decisions Focus Professional Development Drive Improvement in Persistently Low-Achieving Schools Implement Proven Programs for School Improvement Include Charter Schools in LEA Planning

24 Office of Human Resources, Recruiting, Performance Management and Labor Relations Enid Weisman, Assistant Superintendent Diana Urbizu, Adm. Director James Haj, Adm. Director Jorge Garcia, Adm. Director Thomas Fisher, Exec. Director

25 SAP Payroll Pre and Post Go Live Activities Time Line

26 SAP Payroll October 11, 2011 through October 31, 2011 Approvers & Payroll Time Specialist View the Mandatory SAP Recorded Live Meeting for Updates and Changes. See Briefing #10644 for the link to the pre-recorded video. October 21at 5:00 p.m. through October 24 at 7:00 a.m. ERP/SAP Payroll Cutover November 4, 2011 Designate Quad A Authorization to your Staff Payroll Time Specialist and Back Up Alternate Approver

27 SAP Payroll Entry and Approval November 7, 2011 First Payroll to Enter Time and Approve in SAP Pay Period 10/28 through 11/10/2011 ITS will provide labs for Payroll Time Specialist and Approvers to assist them with first SAP Payroll Time Entry if necessary. November 7, 8, 9, and 10 Remember the deadline for Entering and Approving Payroll is by 2:00 p.m. on Thursday, November 10th!

28 October 17, 2011 SAP New Pay Statement Employee Pay Statement Validation Every employee must validate that they understand their new SAP Pay statement Support Flow & Escalation Process for End Users If the assigned Delegate can t answer questions send to comparepay@dadeschools.net ITS assigned Liaison will review and contact the delegate or employee with answer by or phone. Validation Reports will be available for administrators to track employees validations through the Applications/Sites Tab in the Employee Portal

29 SAP New Pay Statement November 18, 2011 First SAP Pay Statement for Employees Pay Statements will be accessed through the Employee Portal and Employee Self Service (ESS) Employee Portal will provide links to the New SAP Pay Statement and Past History Pay Statements Employee Self Service (ESS) New Links! Payroll (Pay Statement, Bank Information, Employee Salary Calculations, W2 Reprint) Personal Information (Dependant/Beneficiary, M-DCPS Policies) Working Time (Time Statements such as Leave Balances and History Leave Taken) Benefits Anytime Enrollment (Status Changes for existing M- DCPS Employees, Participation Overview, Benefit Enrollment for New Hire)

30 Contact Information Information Technology Services/Training Services Miriam Fernandez, Supervisor Option 2 mmfernandez@dadeschools.net

31 Office of Management and Compliance Audits

32 Office of Management and Compliance Audits Summary of Audit Results For FY: Of 288 schools audited, 261 schools (91%) conducted their financial affairs in accordance with District policies and maintained good internal controls. At 27 schools (9%) there were opportunities for improvement (schools with audit findings). The number of schools with exceptions decreased when compared to last year s results where, of 313 schools audited, 32 schools (10%) were cited.

33 Office of Management and Compliance Audits Audit Coverage In addition to conducting audit of internal funds and property at all schools visited, additional coverage included: Payroll records and procedures at 109 schools (37%). The Purchasing Credit Card Program (P-Card) at 47 schools (16%). Data security management report and school site IT security audit assessment at 44 schools (15%). Title I Program audits conducted at 13 schools (4%). FTE audits were conducted at 36 schools (12%) based on audit criteria developed by this office.

34 Office of Management and Compliance Audits 35.0% Compar i son FY and FY Fi ndi ngs by School T ype ( 30.0% As a P er cent age of School s Audi t ed) 33. 3% FY % FY % 16. 1% 18. 6% 15.0% 10. 7% 10.0% 6. 5% 5.0% 6. 3% 6. 9% 0.0% 4. 3% FY FY Elementar y Schools Middle Schools Senior High Schools Other Schools and Center s Type of Schools With Most Findings: The graph provides a 2-year comparison of schools with audit exceptions segregated by type of school (elementary, middle, senior & other). Senior high schools still require greater attention.

35 Office of Management and Compliance Audits Audit Findings by Major Category FY PAYROLL, 7 CAFETERIA, 2 INTERNAL FUNDS FTE TITLE I PAYROLL CAFETERIA As the pie chart to the left depicts, 47 audit findings at the schools segregated by category Mostly in the area of Internal Funds (23), followed by FTE (8) and Title I (7). BREAKDOWN OF FINDINGS ACCORDING TO AREA (INTERNAL FUNDS ONLY) INTERNAL FUNDS, 23 TITLE I, 7 FTE, 8 PRENUMBERED FORMS, 1, 4% Non-compliance with disbursement procedures was the area most cited during our audits Shaded area on graph to the right represents 6 of 23 findings in Internal Funds, or 27%). RECEIPTS, 2, 9% FIELD TRIPS, 3, 13% FUNDRAISING, 4, 17% FIN. MGT., 4, 17% FUND 9, 2, 9% DISBURSEMENTS, 6, 27% PTA ACTIVITY, 1, 4%

36 Office of Management and Compliance Audits Current Audit Concerns: Bank Statements Altered By School Staff To Conceal Theft Of Funds/Negative Account Balances/Late Deposits Direct staff to deliver unopened envelope from bank containing checking account s bank statement and canceled checks to Principal/administrator for initial review Principal/administrator to review prior to turning to Treasurer Online Banking-staff must not be given access to funds transfers or other transactions--may seem convenient but may turn dangerous since copies can be easily manipulated Internal Funds still requires hard copies Disbursements For Electronic Equipment With Individual Cost Of Less Than $1,000 Cannot Be Located Schools unable to present items during audit when auditors request to inspect item(s) purchased prone to questions Schools Not Conducting Pre-audits Of Property Unlocated items over threshold require reporting Significant losses reported via Plant Security Reports may require additional explanation and corrective action.

37 Contact Information Maria T. (Maite )Gonzalez, Asst. Chief Auditor, School Audits Miami-Dade County Public Schools Office of Management and Compliance Audits 1450 N. E. 2nd Avenue, Room 415 Miami, Florida Via Tel. No.: (305) Via Fax No.: (305) Via To access reports, please, visit the Office s website at

38 Internal Fund

39 UNITED WAY Student Campaign Internal Fund Direct collections are considered a straight collection and not a fundraising activity. Funds are deposited on one Recap of Collections (FM-1004) per day and posted to Trust Program All other activities (i.e., hat day, dance, etc.) are considered fundraisers, and must follow all fundraising policies and procedures. Must be controlled by: Pre-numbered, serialized receipts; Pre-numbered, serialized tickets with pre-printed dollar amounts; or Physical inventory counts of tangible items Manual of Internal Fund Accounting, Section IV, Chapters 2 & 15

40 Internal Fund United Way Fundraising Activities-Forms FM-1018 Fundraising Application FM-5656 Fundraising Community Sales FM-6672 Fundraising Activity Log FM-0996 Student Operation Report FM-2918 Certificate of disposal FM-0997 Certificate of Loss FM-6679 Complimentary Items- Recipient List FM-1012 Purchase Order Allied Organizations FM-6570 Fundraising Application FM-6571 Fundraising Community Sales

41 Internal Fund UNITED WAY Employee Campaign Checks are made payable directly to United Way, and are not submitted to the treasurer. Cash collected is deposited into the United Way Account ( ) with a sub-ledger to separate these funds from the student campaign. NOTE: Coins sent directly to the designated United Way Depository for either campaign must not be recorded in the MSAF system.

42 Internal Fund New bid procedures for Internal Fund purchases from $1,000 to $50,000 Solicit bids from a minimum of 3 vendors, one of whom must be a certified minority vendor (see for a list of vendors). Verbal bids must be documented. Purchases over $50,000 will be reviewed by Procurement Management Briefing ID #:10513

43 Internal Fund SCHOOL PICTURE NOTE Before sending school picture flyers home to parents, make sure that every package on the flyer is exactly the same as the original bid. New Procedures for Receiving District Funds at School Sites Funds received by the schools from the District for items such as vending commissions, Fund 9 replenishments, etc., will not longer be sent via check. Rather, these funds will now be transferred directly to the school s respective checking account. The Principal will receive an advice for each transfer made. It is very important that the Treasurer receives a copy of the in a timely manner to record the necessary journal entry.

44 Contact Information Internal Fund Nikita Bailey Maritza Carr Dossy Lewin Fax:

45 M-DCPS and United Way of Miami-Dade Working Together

46 M-DCPS and United Way of Miami-Dade Working Together Team Effort M-DCPS and UWMD meeting on partnership opportunities Shared Vision Alignment and Follow Through Shared Goals

47 United Way Campaign Update by Region Emp $ week 1 Emp % of Goal % WL Reporting Stud $ week 1 Stud % of Goal % WL Reporting North 128,368 30% 65% 25,662 36% 62% North Central 64,905 21% 81% 15,088 31% 72% South Central 80,490 17% 69% 17,992 23% 54% South 50,261 11% 68% 27,764 37% 78% Charter 0% 0% 173 1% 3% ETO 37,641 21% 100% 4,606 20% 96% Adult Ed 21,271 45% 38% 2,799 16% 31% Admin 36,555 12% 13% n/a n/a n/a Total 419,491 20% 54% 94,084 23% 57%

48 United Way of Miami-Dade Representatives Contact Information by Region North Region: Keny Elistin, (305) or North Central Region: Gail Seay, (305) or South Central Region: George White, (305) or South Region: Jessica Mancuso, (305) or ETO & non-school sites: Ralph Pérez, (305) or