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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:– Sangita.forodi@ontario.ca– (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) 325-8584sangita.forodi@ontario.ca