The Accounts Payable process has four integrated components: District Input, County External Financial Audit, Warrant Production and Auditor/Treasurer/Controller interface. Through the coordination of these processes, the district is able to process payments, update all related records and ultimately issue payment to the vendor.

Accounts Payable contains the following features and capabilities:

• Payment entry programs: Purchase Order payment, Liability Payable from the prior year, Pay Voucher payment, Travel Claim payment;
• Electronic audit and exclusion programs and vendor tables;
• Payments may be uploaded from another system as a Miscellaneous Vendor Payment;
• Batch numbers are assigned for applying Electronic Audit criteria, releasing of payments into the warrant process holding area, and audit and authorization for warrant generation by County External Financial Audit Divisions;
• The Electronic Audit Process allows for several levels of audits: Three inclusion programs by (1) Account Number Object (Random Audit), (2) Vendor Audit, and (3) Dollar Limit Audit and two exclusion programs (1) Vendor Exclusion and (2) minimal Dollar Exclusion (ability to exclude by minimal dollar amounts);
• Payments released into the warrant process holding area are processed during thewarrant process and warrants are generated and printed;
• Associated reports and auditor files for the County Auditor/Treasurer/Controller are generated and transmitted;
• County External Financial Services reviewed the batches and payments are posted to the Financial Control System and the General Ledger;
• Appropriate Warrant Registers are created for the district's official audit records;
• Integrates with the Purchasing application.

The Beginning Balances application is a component of the Budget Development system which resides in COMPASSedu.  Beginning and projected ending fund balances are calculated and displayed for current and subsequent future years projected models.  The application uses the actual GL beginning balance for the current year, plus the current year projected change from the Estimated Actuals model to calculate a projected ending fund balance for the current year (projected beginning balance for the budget year).  The change in fund balance from the budget model is then applied to the projected beginning fund balance to determine the projected ending fund balance for the budget year.  This projection tool can be used at the overall fund level, at the restricted and unrestricted level, or at the fund, resource, project year level (SACS Districts) and fund, lifespan level (College Districts).

The primary features of this application include:

• Ability to calculate the projected beginning fund balance;
• Keep balance sheet accounts in balance;
• Auto-balance assets and liabilities to fund balance, to assure a balanced GL;
• Maintain and distribute asset, liability and ending fund balance components;
• Necessary linkage in Model Year Definitions;

• GL fiscal year linked to Estimated Actuals model (FY1);
• Estimated Actuals model linked to the Budget model (FY2);

• Once linked, Beginning Balance calculations are automatically generated and thereafter with every change that is saved to this link of models;

• This same methodology can be used for multiple year calculations;

• Link FY3 Budget model to FY4 Budget model;
• Link FY4 Budget model to FY5 Budget model;

• Beginning Balance 9xxx accounts are stored in Budget Development and readily accessed by the BDV Roll to GL;
• Ability to easily view projected ending balances for restricted program resources to determine if the budget is in balance;
• Option to bypass beginning balance calculations.

The Budget Development System is used to build and develop budgets during all budget cycles. While the chart of accounts are rolled from EduGL (General Ledger) to Budget Development, BDV2000 relies on the legacy Salary Analysis Management System (SAMS) roll into the HP Budget Development system; this information is then transferred to the Budget Development 2000 system via a data transfer service.  Budget development, building, comparison, maintenance, beginning balance projections, account audits, Tentative budget roll to GL and the move to Adopted and Approved GL budget status is all done within the this system.  Complete budgets including GL accounts are transferred back to the legacy HP financial system via data transfer.

The primary features of the system include:

• Web-based searching, paging, sorting, subtotaling and editing features;
• Search results and editing on up to two budget years and up to eight display fields (rolled amount, budget amount, (sum of) detail amount, entered amount, formula amount and FTE);
• Easy budget building and dollar selection:

• “Select all" checkbox to mass select and apply budget source (i.e., Select all Rolled Amount);
• Checkboxes for selection of dollars desired within edit grid on all display fields;
• Manual dollar entry field with checkbox select;
• Ability to Add one account at a time within a selection;
• Ability to Mass-Add accounts, with or without budget dollars, with checkbox to 'auto-fill' account fields;
• Ability to Mass-Delete accounts;
• Drilldown capability for account detail and FTE with ability to select or enter detail budget or FTE values;
• Advanced projection tools, including the ability to apply multiple selection and projection criteria.

• Comparative Reports with the ability to order from up to four fiscal years, including model years, with or without corresponding estimated actual or actual GL data;
• A calculated Beginning Balance application with selections for the calculation and the ability to spread the balance further than the SACS-defined Fund-Resource-Year; incorporating the ability to develop Beginning Balances within the system and transfer data back to the legacy HP beginning balance application;
• A Site-Based Budgeting application with lockout of accounts (display only), workflow  and ability to enter a budget allocation total for site distribution;
• District configurable areas with the ability to name budget model years and assign fiscal year field definitions;
• Ability to copy modeled data from one model to another (i.e. Budget to Estimated Actuals);
• General Ledger roll to Budget Development application, with the ability to:

• Roll Revised or Adopted budgets, or Actuals as of a defined date;
• Roll all or selected funds;
• Roll to a Budget or Estimated Actuals model.

• Budget Development roll to General Ledger application, with the ability to:

• Audit account reports (field definitions, SACS major range and combo codes, Non-SACS Object File);
• Roll budget and beginning balance accounts and amounts, and GL accounts from prior year;
• District roll to Tentative budget status and County update to Adopted and Approved budget status.

Future Phase of the system includes:

• Movement away from HP dependency, including the ability to roll SAMS into a BDV Budget Model directly from BDV2000.

Configuration.net centrally controls all security and configuration maintenance for all COMPASSedu applications. Security defines access to applications, authentication and authorization. Configuration maintenance defines requirements, features and validation levels within applications providing the flexibility needed by application.

Configuration maintenance is configurable by district and allows the ability to assign specific access to the district’s system administrator to control and maintain certain configuration and security changes. Changes are tracked through the history log within the configuration set-ups.

The Configuration.Net System provides the ability to:

• Define/create user logons;
• Create position profiles that define application access. Application access is defined by security groups;
• Assign logons to positions allowing ease of maintenance as staffing changes occur.  Logons are replaced on the position and inherits the positions profile;
• Define position approval rules used within the Purchasing/Stores System for approving documents;
• Define account access  to COMPASSedu systems by positions if applicable;
• Customize security groups by systems;
• Configure COMPASSedu password requirements.

The County Employee Directory system provides authorized personnel access to search across the county for employees who may have worked or are currently working at other districts within San Bernardino County. This system was created for providing information on certificated subs within the county.

Employee data returned through this system is limited to basic information:

• District Number;
• District Name;
• Employee Last Name;
• Employee First Name;
• The LAST 4-digits of an employee's SSN;
• Pay Calendar;
• Last Paid Date;
• Termination Date (if listed);
• Previous Name.

The Credentials Online System is a read only system that allows appropriate District Personnel access to review certificated employee credentials that are recorded in the County Office Credentials database. This data is integrated with the EPICS, Payroll and CDUCS systems to provide a real time view of an employee's teaching credentials. This information is electronically delivered to the County Office of Education Credentials Office weekly via a file transfers from the Commission on Teacher Credentialing official database in Sacramento.

The following information is available in Credentials Online:

• Credential Title;
• Credential Subject;
• Credential Supplemental Subjects;
• Credential Term;
• Credential Authorization Code(s);
• Credential Renewal Code(s);
• Document Number;
• Expiration of current and past credentials of the district’s educators;
• Statewide Educator Identifier (SEID).

EduReports 3.0 is a web-based reporting and lookup system for ordering financial reports and information in real time.  The system provides advanced searching and reporting capabilities along with enhanced drill downs to specific detail transactions integrating the various reports.

Reports are offered in a summary or detail format. The summary format will display totals summarized by the sort criteria selected. Detail records can be retrieved by drill down from a summary report. The detail format will display financial transactions including the full account number along with all related details.

The report initiators allow for use of wildcards, dropdowns and free-form filled search fields.  Reports can be viewed on the screen or downloaded/saved into an Excel .XML or .CSV spreadsheet format or an Adobe .PDF format.  Microsoft Excel and Adobe Acrobat must be installed on the user’s computer in order to download, print or save a report.

COMPASSedu security is applied to EduReports 3.0 for various levels of reports access as well as account access.  Reports are grouped by the following categories: Administrative, County, Financial, General Ledger, Payroll and SACS Extract.  Below is a list of reports by category.

Administrative Reports:

• Board Report;
• Budget Financial Monthly Report;
• Budget Financial Report;
• Budget Monthly Revision Report;
• County Cash Report;
• Financial Statement Report.

County Reports:

• County Vol Ded Report.

Financial Reports:

• Budget Summary Report;
• Chart of Accounts Report;
• Financial Activity Report;
• Financial Balances Report;
• Financial Transaction Report.

General Ledger Reports:

• Beginning Balance Report;
• Financial Balance Sheet Report;
• General Ledger Balances Report;
• General Ledger Report;
• Trial Balance Report.

Payroll Reports:

• Payroll Transaction Report.

SACS Extract:

• SACS Extract – Interim;
• SACS Extract – Unaudited Actuals.

Employee Leave Tracking (ELT) is a web based system that provides an automated method of collecting employee attendance information for negative-based attendance.  This system incorporates multiple attendance models and high level configuration settings to provide school districts the ability to customize the program to meet their individual needs. The absence transaction entry grid simulates the appearance of an attendance spreadsheet providing the ability to quickly and efficiently enter absences for multiple employees at once.

Features of this system include:

• Ability to customize verbiage on affidavits;
• Ability to monitor affidavits in a “Dock” status;
• Ability to track outstanding absence affidavits;
• Accrual roll history;
• Accrual rules and rolls per bargaining unit;
• Affidavit change history;
• Catastrophic leave bank tracking;
• District defined leave types and leave banks;
• Import utility;
• Incremental accruals based on service date;
• Integrated with personnel attribute or position attachment records;
• Integrated with several substitute calling systems;
• Leave cascading;
• Leave tracking by “Incident”;
• Monthly certification;
• Monthly supervisor report;
• Paperless affidavits (future enhancement);
• Real-time leave activity and leave bank balances are available to view within the Employee Self Service site;
• Sick leave and vacation leave bank balances can be reflected on the employee pay warrants;
• Site/Department based leave entry screen.

Employee Self Service (ESS) is a web based system that provides employees the ability to view and print payroll information and leave balances. It will also provide employees the ability to electronically verify their absences (future enhancement). Email notifications are automatically sent to the user 14 days before their password expires and when their updated warrant or W2 information is ready for viewing.

Features of this application include:

• Change password at anytime;
• Electronic absence approval;
• Online user guide;
• Secure login name and password, chosen by the user;
• Security questions to recover a forgotten password;
• Update email address;
• Update security questions;
• View/print annual 1095-C (future enhancement);
• View/print annual W2;
• View/print leave balances;
• View/print Warrant/EFT.

EPICS applications are each contained in a single tab to provide flexibility and efficiencies in data entry. Multiple fiscal year records for employee and position data are available for review in effective date grids. Effective dates are also provided to define a point in time in which change occurs relative to an employee or position record. Data is rolled from one fiscal year to the next fiscal year and employees are stepped automatically through this roll process per the rules defined on the salary schedule and the position attachment. Calendars tied to positions and employees are also updated and maintained through the roll functionality or individually through the Work Calendar application. Valid positions without employees are identified as a "Vacancy" and are tracked and accounted for in the budget until an employee is attached to the position. Data stored in EPICS is also integrated with Reports 2000, providing the user with the ability to select, sort, group and filter the stored data to create ad-hoc reports on demand.

EPICS applications provide the ability to:

• Create and maintain employee records using employee Attributes, Position Attachment, Events, Certificated Composite, Classified Composite, Seniority, Emergency Information, Additional Information, Checklist, NCLB, Change History, and Personnel Action form in the Edit Employee screen;
• Create and maintain Position Control records;
• Create and maintain Work Calendars;
• Create and maintain Salary Schedules;
• Create PAFs (Personnel Action Forms) to communicate personnel changes with other departments;
• Run canned reports out of the Reports tab;
• Roll Data from one fiscal year to the next.

The External Accounting System (EAS) was developed as a "holding" area for financial transactions that have been created in the new General Ledger Financial system that need to be sent electronically or via a report for posting to the county Auditor/Controller and/or Treasurer financial systems to ensure that cash balances are maintained at the Auditor/Controller and/or Treasurer's office that agree to the district's financial system.

A Configuration EAS Mapping Utility program has been developed that will allow each member the ability to set up the district's fund/sub fund and crosswalk the district's financial system transactions to the specific county's Auditor/Controller and/or Treasurer's fund, department and organization chart for appropriate posting in their system via file or a report.

External Accounting System features include:

• Three types of external accounting: Auditor, Treasurer and Debit;
• Select many documents and submit it in a batch;
• Ability to assign a batch number;
• Export a file according to the specifications needed by the Auditor and Treasurer systems;
• Generate reports that back up the exported file;
• Ability to remove exported file, if needed, so that it could be re-exported correctly;
• Ability to keep a history of exported files;
• Ability to import a file;
• Ability to remap to fix any incorrect mapping on the document.

The Fixed Assets Management system of COMPASSedu is an internet-based system using Windows features designed to provide users with a complete asset tracking system. The application goal is to calculate and produce the GASB 34/35 required Capital Asset Activity Report in the prescribed format with appropriate historical beginning balances, current year additions and retirements and the ending balance for both original (historical) values and depreciation. The application accommodates the tracking of both categories of assets - the capital (depreciable) assets and the inventory (tagable) assets with their distinct reporting needs.

The primary features of the system include:

• Web-based searching using Windows features and many search criteria;
• Easy manual entry of assets with dropdown tables:

• Duplicate feature;
• Defaulted and required fields;
• Maintenance Contract by asset number;
• Vendor tracking by asset number;
• Funding source and percentage by account number by asset number;
• Asset Transaction Log by asset number;
• Improvements to asset by asset number.

• Import capability of historical assets from a record layout;
• Easy entry and tracking of Construction in Progress;
• One-click retirement of assets;
• Automatic calculation and display of depreciation;
• Maintenance of Vendor Information;
• Maintenance of Site, Location, Building and Room Tables;
• District-defined multiple capitalization thresholds by category or default threshold;
• Ability to move assets in bulk and roll assets to new fiscal year;
• Export capability of asset database to a flat file;
• Application-resident Capital Asset Activity Report;
• Application-resident Detail Report - all assets or defined assets;
• Utility to calculate and report depreciation by an 'As Of' date;
• Integration to Reports, including pre-defined reports and ad-hoc reporting;
• Integration with Purchasing;
• Read-only security access.

Garnishments is a web based system that provides the ability to create Earning Withholding Orders efficiently and effectively with respect to an individual's payroll timeline. Orders are evaluated based on rules and criteria's established within the system, and federal and state government guidelines, which then pre-determine the appropriate deductions needed. Data entered and stored in the Garnishment system is transferred to the Payroll system in a near-real-time automated computation where deductions to an individual's payroll occur. Information is then returned to the Garnishment system where deduction amounts, warrant numbers, pay cycles, etc. are housed for reporting/record retention.

Features of the garnishment application include:

• Automated letter generation and reports;
• Entry of orders with future start dates;
• Integration with Reports 2000 for ad-hoc reports;
• Manual override of calculated amounts for "special" situations;
• Monthly, Semi-Monthly and Supplemental payrolls accommodated;
• Multiple levels of security;
• Multiple online views of garnishment deduction history and declining balances;
• Multi-district employee search by partial name, SSN and Paycal;
• Near-real-time automated computation of garnishment deductions, accounting for types of orders, priorities, multiple orders, maximum deduction amounts, set vs. percentage deductions or both and deferred net pay;
• Order note tracking;
• Plan search by partial number and/or description;
• Post-payroll garnishment adjustment capabilities;
• Processing fees automatically generated into the Payroll system.

The General Ledger system (GL.net) within the COMPASSedu suite of applications is an internet-based system using Windows features and providing the capability to:

• Easily navigate between General Ledger transactions;
• Create, maintain and report on District and County Financial Transactions and Records;
• Accounting transactions include: Journal Entry, Interfund Transfer, Cash Transfer (Cash Transfer Apportionment - CTAP, Cash Transfer Inter Agency - CTIA and Cash Transfer Miscellaneous - CTMS), Disbursements, and Cash Receipts;
• Budget Transactions include: Budget Transfer and Budget Revision;
• Workflow process accommodates a pre-determined Approval path;
• COMPASSedu data is updated in a data transfer process to the HP, where the official set of books is maintained;
• Transactions are pended and posted in the HP;
• Transaction Reports are an integral component of GL.net and are available from multiple screens within the application;
• Transmittal Reports are also available;
• Auditable Transmittals as well as Auditor Files for the County Auditor/Treasurer/Controller are generated and transmitted;
• Once transactions receive the appropriate approvals, documents are posted to the Financial Control System and the General Ledger.

The Payroll System is integrated with EPICS Position Control, Garnishments and Retirement.  This integration allows for a single point of data entry and accurate calculations for all systems.

Some highlights of the Payroll System are:

• Complete Audit control for Payroll Technicians from changes made in Position Control;
• Ability to add/change/delete entries in all open cycles in the fiscal year.  Payroll is not limited to the current cycle only;
• Automated Retro processing for position-based salaries;
• District controlled earning types for a variety of reporting and submission requirements;
• Warrant and EFT processing along with ability to print or not print Employee EFT stubs ;
• Complete Auditor/Treasurer reporting and submission;
• Quarterly and Annual reporting to both Federal and State entities;
• Continual updates for Payroll to accommodate PERS/STRS compliance requirements.

The Payroll Import system provides a process for loading earnings into the current payroll system. Substitute employee earnings can be used from a districts' substitute calling system and loaded into Payroll using Payroll Import.  It is also possible to import non-substitute based earnings like extra hours worked, vacation payoffs, out of class pay, stipends and other types of earnings for regular positioned employees if desired.

Payroll Import features include:

• Integrates with other COMPASSedu systems to check against effective dates, pay calendars, and to validate accounts;
• Customized projects using district substitute calling system vendors such as Aesop, SmartFind and TimeClock Plus;
• Sub specific rates are based on substitute salary schedules created in EPICS or by using the employee’s position rate for additional earnings;
• Crosswalk tables can be set up to automatically convert the object code from the employee’s position accounts to the object codes used for substitutes.  There is also the ability the change the object code based on the substitutes' retirement system;
• An additional crosswalk can be set up to pay substitutes out of accounts for conferences or workshops paid from other funding sources;
• Uses the appropriate retirement code for each earning line;
• Codes earning lines from the prior month as arrears;
• Saves districts time on manual entry into Payroll and eliminates the need for time sheets.

The Purchasing system is a customized multi-user, multi-site procurement management system of materials and services.  The system supports different types of requisitions, multiple approval levels, budget validation, Purchase Order changes, receiving and stores issues. The Purchasing system interfaces with Vendors, Stores, Accounts Payables and the Fixed Assets applications.

Site users enter requisitions that are evaluated against approval rules set-up by their district based on certain criteria contained on requisitions which determines that approval path the requisition will take. Requisitions are approved electronically by the approvers and then created into a purchase order or a stores issue.

The system provides the necessary tracking and audit trails encompassing Change Order tracking and final approval authentication through the use of a RSA Secure ID token.

The Purchasing system provides the ability to:

• Create vendor, vendor for stores and stores requisitions;
• Pre-encumber requisitions upon release into workflow or at an approval level;
• Insert additional approvers if needed;
• Send message feature available;
• Automatic e-mail notification is sent when requisitions are voided;
• Workflow forwarding can be turned on for approvers;
• Each district determines level of validation for budget checking and other requirements;
• Purchase Orders can be created with digitized signature of district’s authorized agent;
• Vendor copy of Purchase Order can be e-mailed to vendor;
• Emergency Purchase Orders can be created;
• Changes processed through a Change Order updates Accounts Payables;
• Stock items received update stock inventory and total value on vendor for stores purchase orders;
• Items received flagged as fixed assets updates the fixed assets application;
• Requisition and purchase order reports are available within the application.

Reports 2000 is a web-based reporting system that retrieves and compiles data derived from multiple systems. Selecting report parameters to meet their needs, users have the ability to create ad hoc reports. The system is divided into screens and sub-screens intended to lead the user through the report building process, and for ease in changing report parameters. Reports 2000 contains data from the following systems; Credentials, EPICS, Employee Leave Tracking, Fixed Assets, Garnishments, Purchasing, Stores, and Vendors.

Reports 2000 provides the ability to:

• Create reports with a specified effective date or an effective date range;
• Select only the fields needed for each report;
• Edit field properties including the heading, column width, format and alignment of each field;
• Group and sort report results;
• Filter report results to get only the information you need;
• Export formats including; Excel, PDF, Text, RTF, and HTML ;
• Share reports with other district users;
• Schedule specified reports to run as needed.

The Retirement System is a control database interacting directly with the Payroll database to provide extensive, district definable editing capabilities prior to the Payroll Update process and to allow the Retirement Department to electronically control the STRS and PERS reporting cycles.

The Retirement System provides the ability to:

• Create or modify a District Control Record allowing each District some flexibility on Retirement calculations;
• Create and maintain an Edit Error Table as well as Retirement Combo Codes per District ensuring correct reporting;
• Provide pre-payroll editing, using the export process to further assist with auditing;
• Electronically update and/or inspect all existing retirement records for a selected employee;
• Update, adjust, and control multiple employee pay lines for PERS/STRS by cycle prior to that cycle being closed and processed;
• View earning lines processed from Payroll through the entire Retirement process.  All earning lines are stored by fiscal year for historical purposes. Mass change, modify or move earning lines to another cycle allowing the Retirement audit staff sufficient audit time;
• Generate comprehensive reports for each component within the Retirement System and process a Final PERS/STRS report and file upon cycle completion to upload to the state;
• Track hours to determine PERS/STRS eligibility.

The Stores application is an inventory management and control system for districts to manage their stores warehouse. The Stores application interfaces with the Purchasing system, supports day-to-day operations through the requisition process and interfaces with the General Ledger system creating automatic journal entries and/or cash journal vouchers when stock is adjusted.

Stores requisitions are entered to request stock items from the district’s stores warehouse that are sent through electronic approvals and then are created into issues. Pick lists are generated to verify stock on hand and then posted. Posted issues will post the cost immediately against the site/departments budget.

Vendor for stores requisitions are entered to replenish the stock items in the district’s stores warehouse that are sent through electronic approvals and then are created into Vendor for Stores Purchase Orders. When stock items are received from the Vendor for Stores purchase orders, the receipt will update the stock inventory, stock value and calculate the average unit price and chargeable unit price.

When stock items are adjusted due to loss or overage within each warehouse an automatic journal entry and/or cash journal voucher is created. The journal entry and/or cash journal voucher will be electronically approved and will post.

The Stores application provides the ability to:

• Pick-list can be printed to verify on-hand inventory before posting;
• Back–issues can be created if not enough on hand to be issued out;
• Quantity to issue out can be adjusted as needed prior to posting an issue;
• Receipts updates stock inventory, stock value and calculates the average unit price and the chargeable unit price
• Chargeable unit price can be overridden;
• A conversion can be set-up for certain stock items that are received will convert over to the appropriate unit of issue when updating the stock inventory;
• Stock adjustments create automatic journal entries and/or cash journal vouchers;
• Stores reports are available including stock item tracking report which tracks all transaction that occur for a stock item.

The Vendors system is a supplier management database identifying suppliers for procurement of materials and services the district has established as potential vendors.

The Vendors system interfaces with Purchasing, Accounts Payables, Reports 2000 and with the Fixed Assets systems.  In addition to maintaining vendor data and information, payments to vendors or miscellaneous vendors can be viewed through the Vendor Payment Inquiry feature.

The Vendors system provides the ability to:

• Create up to 99 details or addresses for each vendor;
• Assign a vendor type to identify commodity/services or classification of vendor;
• Identify district employees  from vendor suppliers;
• Disable flag available to stop vendor information from being shared in other applications;
• Delete flag available to stop transaction processing  for a specific vendor if needed;
• Ability to hyper-link to vendor web site from application;
• Vendor contact can be flagged to print on purchase orders;
• Vendor e-mail interfaces with Purchasing to allow Purchase Order copy to be e-mailed to vendor;
• Ability to identify 1099 vendors, which vendor address to use for reporting and for 2nd notification sent;
• Contract information can be entered for Independent Contractor Reporting;
• Vendors identified for Independent Contractor extraction and reporting;
• EDD Report Date displays for vendors reported;
• Date last paid and date last changed are displayed;
• Additional tax rates can be entered for vendor that interfaces with Accounts Payable.