SERVICE DETAIL
BASE PACKAGE
The Base Package is the minimum recommended level of support that we suggest you purchase. The Base Package is included in the Financial Training for Administrators Package and can be purchased on its own or with additional Menu Options.
The Components of the Base Package are:
- The Education Financial Services Helpline
- Tel Somerset Direct (01823) 273588 – press ‘4’ for Finance
- Fax (01823) 356109
- Email ‘Somerset Direct – Education Finance’ from the internal address book or EFSFinance@somerset.gov.uk
The Helpline is available all year round between 9.00 am and 4.30 pm. It will be closed for up to 5 INSET days, for which prior notice will be given, and from Christmas Eve to New Year inclusive.
Where a Helpline call has dealt with issues that would normally have merited a visit we reserve the right to make an additional charge.
- Financial Advice and Guidance
Provision of timely Financial Circulars, Guidance Books and Finance Matters Newsletters.
- Financial System Development
Education Financial Services has introduced and developed a number of systems to aid in managing and monitoring a school’s budget. These include the Monthly Financial Reporting spreadsheet and the multi year budget plan. We are continually developing these systems to automate links between SIMS FMS and spreadsheets, which will save time and improve financial management.
- Reconciliation Query Service
The County Council's financial management system summarises information from the mainframe computer's feeder systems: payroll, creditors and income. Differences between the school's records, SIMS FMS and the County Council's financial management system need to be investigated and resolved to ensure decisions made by schools are based on accurate information.
We will act as the first point of contact for all reconciliation queries and on investigation we will either resolve the query or forward to the appropriate team. Schools will be contacted to keep them informed of progress and outcomes. In normal circumstances, written queries received by the 20th of the month will be corrected on the next month's report from the County Council’s financial management system.
- External Funding Service
Provides:
- access to the Grants 4 Schools web site, purchased on behalf of Somerset schools via corporate subscription
- an on-line grant search service, Grantnet, via the Somerset External Funding Service web site (new window)
- news and information on grants and external funding via bulletins on the Children and Young People's Directorate Information Exchange (CYPDIeX - formerly SiX)
- Helpline guidance responding to enquiries on all aspects of fundraising
- Journal Processing Service
In normal circumstances, journals received by the 20th of the month will appear on the next month's report from the County Council’s financial management system.
- SIMS FMS Software Testing/Change Requests
Prior to the release to schools of new or upgraded SIMS FMS versions, we will fully test the software for changes to processes and will provide guidance on new or revised procedures.
We will liaise with CAPITA Education Services to request improvements to SIMS FMS if required.
- SIMS Personnel Updates
Education Financial Services will work in conjunction with E-Learning and Information Management and the Employee Services Unit to provide updates to the SIMS Personnel Module for changes to service terms, pay awards, national insurance tables and superannuation rates.
- Contact
Your Senior Finance Officer will contact you on a termly basis to provide an opportunity for discussion on any finance-related issues you may have.
- Pre-Printed Stationery and Proforma
We will provide schools with pre-printed order stationery detailing the County Council’s Conditions of Contract for purchasing which must be used when ordering goods. We will also provide each school with a supply of various financial pro-formas to aid good financial monitoring.
- Subscriber's Discount
Purchasers of the Base Package receive Education Financial Services Menu Options, Consultancy Services and Training at a 30% subscriber's discount. Prices shown in your price list include this discount.
- Investigation of SIMS FMS System Errors
We will investigate SIMS FMS errors, which are deemed NOT to be the responsibility of the school, ie have not arisen due to human input. In such circumstances we will liaise with E-Learning and Information Management and CAPITA Education Services to rectify the system error.
Schools may wish to enhance this Package by purchasing from our full range of Menu Options.
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