[Pentamation] Organization chart changes for 2018-2019?

Stuart Ketzler ketzlers at loswego.k12.or.us
Mon Jan 22 16:51:00 PST 2018


While LOSD is not on Pentamation, two software conversion ago we adopted a
central department code based on a 100, 200, 300 etc central department
code, and kept all school site numbers as two digit number, e.g. 061, 064,
etc.  When a central department incurs an expenditure that is specific to a
site, we use the first digit of the central department followed by the two
digit school site number.  For example, our computer department general
costs are coded to center 300.  If it has a cost that department is
responsible for that is for the benefit of a specific site, say Lake Oswego
High School, which is site 061, that expenditure gets coded to 361.  When
we do our upload to ODE, we crosswalk all those separate center numbers to
scrub the 1XX, 2XX, etc numbers so that all that remains are the site
numbers and then center 000 for all general type costs that are just
general departments.

Good luck to all of you!

Stuart Ketzler
Assistant Superintendent of Business Services
Lake Oswego School District
(503) 534-2308 Dir
(503) 534-2031 Fax

On Mon, Jan 22, 2018 at 4:05 PM, Cecelia Koontz <ckoontz at central.k12.or.us>
wrote:

> Great questions, Susan.
>
> I, too, use the 1111 function with my Curriculum/Assessment cost center
> (location). I typically do that for textbooks and supplies that will be
> spread among all elementaries. I think we are all mindful of the appearance
> of inflated ‘overhead’ (2xxx), but it is a problem that it won’t be
> reflected in our ESSA spending.
>
> I also hate the thought of adding to area codes (long, cumbersome budget
> codes and changing the whole chart of accounts).
>
> I think the best solution is to push more direct spending to the buildings
> (pro rating invoice payments, for example).
>
> Another example of where I have ‘aggregated’ spending for convenience:
> Print Shop (we don’t currently charge out print jobs, but with more
> on-demand curriculum, we are under-reporting spending by buildings) that I
> might change for ESSA reporting.
>
>
>
> *Cecelia ‘Cec’ Koontz*
>
> *Business Manager, Central School District 13J*
>
> *Monmouth Independence, OR*
>
> *503-606-2263*
>
> *ckoontz at central.k12.or.us <ckoontz at central.k12.or.us>*
>
> *From:* pentamation-bounces at list.r9esd.k12.or.us [mailto:
> pentamation-bounces at list.r9esd.k12.or.us] *On Behalf Of *Susan Escure
> *Sent:* Saturday, January 20, 2018 12:17 PM
> *To:* Suzan Andrews
> *Cc:* pentamation at list.r9esd.k12.or.us
> *Subject:* Re: [Pentamation] Organization chart changes for 2018-2019?
>
>
>
> I was awake at 3:00 am this morning thinking more about the ESSA
> requirement to code costs to a building location versus a cost center (ie.
> the department responsible for the budget).  Currently, it is really easy
> for me to print a administrator's budget because I can filter on cost
> center.  If cost center is the location code - then I will have some
> limitations.
>
>
>
> Example:
>
>
>
> An elementary school (cost center 119)  has a discretionary supply budget
> and we use the following budget code:
>
> 100-1111-119-00000  410
>
>
>
> The District Curriculum department (cost center 300) also has a
> discretionary supply budget that could include costs that need to allocated
> to each elementary school "location".
>
> 100-1111-300-00000 410.
>
>
>
> If I need to allocate the curriculum costs to a building location I have
> the following options:
>
>
>
> 1. I could restrict Function 2210 (improvement of instruction) to only the
> Curriculum department and not allow them to use functions used at the
> building level.  However, I would not be able to restrict use of these
> account codes to the building users based on the cost center in the user
> setup.
>
>
>
> 2. I could use the area code to denote "cost center" (because we have 5
> digits for area when we just need 3 digits for ODE, we can use the last two
> digits to define out cost centers), but that would be a nightmare change to
> the chart of accounts.
>
>
>
> 3. I do nothing and do journal entries at year end to allocate certain
> cost centers to building locations.  I strategically push to budget more at
> the building level when appropriate.
>
>
>
> 4.  We ask PowerSchool to add a "location code".
>
>
>
> I apologize for the light bulb being slow to light, but I think we do need
> to reconsider whether we need a location code in addition to a cost
> center.  I hate to have such a long string of accounts.
>
>
>
> Suzan, I am curious what other states are doing?  Do other states use both
> a cost center and a location code?
>
>
>
> Other schools, do you perceive similar problems?
>
>
>
> Thanks.
>
>
>
>
> *Susan Escure*
>
> Finance Director
>
> McMinnville School District
>
> 800 NE Lafayette Ave
>
> McMinnville, OR 97128
>
> 503.565.4005
>
>
>
>
>
> On Wed, Jan 3, 2018 at 6:24 PM, Suzan Andrews <
> suzan.andrews at powerschool.com> wrote:
>
> Thank you for responding to this message.  I appreciate the confirmation
> that our Oregon customers will not need to update their account structures
> for ESSA.
>
>
>
> We look forward to additional information in the future about reporting
> requirements.
>
>
>
> Suzan
>
>
>
> *From:* WILTFONG Michael - ODE [mailto:michael.wiltfong at state.or.us]
> *Sent:* Wednesday, January 3, 2018 7:41 PM
> *To:* Susan Escure <sescure at msd.k12.or.us>
> *Cc:* JOHNSON Mari - ODE <mari.johnson at state.or.us>;
> pentamation at list.r9esd.k12.or.us; prufo at blachly.k12.or.us; Suzan Andrews <
> suzan.andrews at powerschool.com>; Michele Wahlstrom <
> wahlstromm at nwasco.k12.or.us>
> *Subject:* RE: [Pentamation] Organization chart changes for 2018-2019?
>
>
>
> Hi Susan,
>
>
>
> At this time, I am of the opinion the only changes to our Program Budget
> and Accounting Manual, in light of new ESSA reporting requirements, will be
> our recommendations for the use of function and object codes at the
> district or school level - no new codes. It is anticipated this guidance
> will be in an exhibit that we will add to the current 2016 PBAM. We are
> currently working through this process and hope to have guidance ready by
> March.
>
>
>
> The good news: Oregon already does a pretty good job of reporting at the
> school level, as our systems already support this level of detail. The bad
> news: Some districts are better than others at reporting expenditures at
> the school level, which will take some time to change that culture.
>
>
>
> More news: We can create a report right now using school-level expenditure
> data, but it wouldn’t be very meaningful in telling a good story and would
> likely create more questions than answers. What we’re also working on at
> this time is how to display the data so that we are comparing similar
> schools and demographics, and what to include and not include in the
> financial data. This is a similar challenge at the national level.
>
>
>
> With that, I hope this is helpful and more details to come as we work
> through the reporting requirements.
>
>
>
> Mike
>
>
>
>
>
> [image: cid:image006.jpg at 01D27573.A02D0700]
>
> *Oregon achieves . . . together!*
>
> Michael Wiltfong
>
> School Finance and School Facilities, Director
>
> Office of Finance and Administration
>
> 255 Capitol Street NE
> <https://maps.google.com/?q=255+Capitol+Street+NE%C2%A0+Salem,+Oregon+97310&entry=gmail&source=g>
> Salem, Oregon 97310
> <https://maps.google.com/?q=255+Capitol+Street+NE%C2%A0+Salem,+Oregon+97310&entry=gmail&source=g>
>
> Phone (503) 947-5914
>
> michael.wiltfong at ode.state.or.us | www.oregon.gov/ode
>
> .
>
>
>
>
>
>
>
> *From:* Susan Escure [mailto:sescure at msd.k12.or.us <sescure at msd.k12.or.us>]
>
> *Sent:* Tuesday, December 26, 2017 10:09 AM
> *To:* Michael.Wiltfong at state.or.us
> *Cc:* Michele Wahlstrom <wahlstromm at nwasco.k12.or.us>;
> suzan.andrews at powerschool.com; pentamation at list.r9esd.k12.or.us;
> prufo at blachly.k12.or.us
> *Subject:* Re: [Pentamation] Organization chart changes for 2018-2019?
>
>
>
>
>
> Michael, the Oregon group of PowerSchool eFinance users are wanting to
> know if we need to change our organizational account structure to comply
> with the new ESSA regulations.
>
>
>
> I believe the cost center code allows us to segregate costs by building
> and that is what ESSA is requiring for our annual state report cards.
>  Therefore, we do not need to change our organizational account structure,
> correct?
>
>
>
> Will there be more discussion of what should be reported by building
> versus by district code?
>
>
>
> Thank you.
>
>
> *Susan Escure*
>
> Finance Director
>
> McMinnville School District
> <https://maps.google.com/?q=McMinnville+School+District%0D+%0D+%0D+800+NE+Lafayette+Ave%0D+%0D+%0D+McMinnville,+OR+97128&entry=gmail&source=g>
>
> 800 NE Lafayette Ave
> <https://maps.google.com/?q=McMinnville+School+District%0D+%0D+%0D+800+NE+Lafayette+Ave%0D+%0D+%0D+McMinnville,+OR+97128&entry=gmail&source=g>
>
> McMinnville, OR 97128
> <https://maps.google.com/?q=McMinnville+School+District%0D+%0D+%0D+800+NE+Lafayette+Ave%0D+%0D+%0D+McMinnville,+OR+97128&entry=gmail&source=g>
>
> 503.565.4005 <(503)%20565-4005>
>
>
>
>
>
> On Tue, Dec 26, 2017 at 9:48 AM, Pat Rufo <prufo at blachly.k12.or.us> wrote:
>
> I was confused about that as well.
>
> ---
> Pat Rufo
> Business Manager
>
> Blachly School Dist. #90
> <https://maps.google.com/?q=90+%0D+20264+Blachly+Grange+Road+%0D+Blachly,+OR+97412&entry=gmail&source=g>
> 20264 Blachly Grange Road
> Blachly, OR 97412
>
> 541-925-3262 Ext. 104
> 541-925-3062 Fax
>
>
>
> On 2017-12-26 07:47, Michele Wahlstrom wrote:
>
> Good morning, all.
>
> I have received a couple of emails from Power School regarding
> updating the chart of accounts in eFinancePlus to reflect necessary
> changes to comply with ESSA.  The initial email stated that Oregon was
> one of the states that would need to update their chart of accounts.
>
> However, I can find nothing in the ODE world that would reflect
> necessitating changes at this point in time.  Am I missing something?
> As I know you are all aware, this would be a huge project that would
> need to be completed prior to budgeting, which means we need to be
> moving forward now.
>
> Any thoughts?
>
> Thanks and happy holidays!
> Michele
>
> --
>
> _MICHELE WAHLSTROM_
> North Wasco County School District 21
> Payroll & Benefits Specialist
> wahlstromm at nwasco.k12.or.us
> 541-506-3420, Ext. 1008
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