Alberta School Jurisdictions & Charter Schools. School Jurisdiction Financial Reporting (SJFR) Monthly Revenues & Expenses.

Transcription

1 Alberta School Jurisdictions & Charter Schools School Jurisdiction Financial Reporting (SJFR) Monthly Revenues & Expenses SJFR Access User Guide May, 2018 Created by: SJFR Project Team Date Created: January 20, 2017 Date Updated: May 4, P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

2 TABLE OF CONTENTS DOCUMENT PURPOSE... 3 AUDIENCE... 3 SJFR CONTACTS (HELP DESK)... 3 WELCOME... 4 SIGN IN AT A GLANCE... 5 SJFR USER ROLES... 7 SCHOOL JURISDICTION ROLES... 7 GETTING ACCESS... 8 REQUESTING ACCESS... 8 CREATING AN ALBERTA EDUCATION ACCOUNT P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

3 DOCUMENT PURPOSE This document is provided to assist School Jurisdiction and Charter School staff responsible for the submission of monthly revenues and expenses via the School Jurisdiction Financial Reporting System (SJFR). AUDIENCE The primary audience for this user guide is: Treasurer/Secretary-Treasurer for each public, separate, francophone school jurisdiction and charter school in Alberta Designated school jurisdiction and charter school staff to enter and/or submit monthly revenue and expense figures (Submitter, Contributor) Designated school jurisdiction and charter school staff who view monthly revenue and expense figures (Viewer) SJFR CONTACTS (HELP DESK) For assistance accessing the Alberta Education Extranet contact: Alberta Education Client Services Help Desk Phone: (For toll free access outside of the Edmonton area use ) For assistance or questions about using the School Jurisdiction Financial Reporting System (SJFR) contact: Ash Bhasin Accounting Analyst, Education Phone: Robert Mah Senior Accounting Analyst, Education Phone: P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

4 WELCOME The School Jurisdiction Financial (SJFR) Application is an online tool that provides access to the SJFR dashboard and monthly operational summary submissions. To request access to SJFR, please follow the instructions in this user guide to set up an Alberta Education Account and request permission to access the School Jurisdiction Financial Reporting (SJFR) Application. If you are a Treasurer or Secretary-Treasurer for a School Jurisdiction or Charter School, you should already have permission to access the SJFR Application. 1. Go to the SJFR website (Note: this will not be available until April, 2017) 2. Use your Alberta Education Account to sign in. (see Notes below) 3. For instructions on using the SJFR application, refer to the SJFR School Jurisdiction User Guide document If you were successful in accessing SJFR using the steps above, you do not need to review this access guide. Notes: If your Alberta Education Account is a Google or Microsoft (i.e. outlook.com, hotmail.com or live.com) account, you will have the option to use your Alberta Education Account password or your Google or Microsoft account password to sign in. If you are a Treasurer / Secretary Treasurer, you should automatically have access to the SJFR Dashboard using the steps above. If you are unable to log in, please refer to the section on Getting Access as you may need to set up your Alberta Education Account, or you may need to update your SADS information. You can review and update this information at: If you require assistance, please contact the Client Services Help Desk: Telephone: Toll-free within Alberta: cshelpdesk@gov.ab.ca Office hours: Monday through Friday 8:15 A.M. to 4:30 P.M. The office is open during the lunch hour. 4 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

5 SIGN IN AT A GLANCE The SJFR system is accessed via the Alberta Education Extranet in the same way that other systems such as FES (Funding Event System) and PASI (Provincial Approach to Student Information) are accessed. This requires an Alberta Education Extranet Account. School Authority staff who are responsible for reporting monthly revenue and expense information via the School Jurisdiction Financial Reporting (SJFR) system are likely to already have an Alberta Education Extranet Account, and will follow the instructions below to access SJFR to review and report monthly revenues and expenses. 1. Using your web browser, go to the following link: (Note: this will not be available until April, 2017) This will bring you to the Alberta Education Account Sign-in screen (next page): 5 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

6 2. User your Alberta Education Account to sign in. You can sign in with any one of the following, depending on how you have set up your Alberta Education Account: Social Sign In If you have an existing Google or Microsoft (i.e. outlook.com, hotmail.com or live.com) account, you can use this account as your Alberta Education Account. LAN / GOA Sign In Sign In for Alberta Education employees only Sign in with password Sign in to an existing Alberta Education Account I m new, sign me up! Create a new Alberta Education Account (If using a Google or Microsoft account, you can sign up using the Google or Microsoft buttons above, see point #1) Account Settings These menu options allow you to: reset your Alberta Education Account password (if you have forgotten it); find help with common issues setting up an Alberta Education Account. 3. Click on the sign-in button. 6 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

7 SJFR USER ROLES SJFR controls access through the use of roles as described below. Every School Jurisdiction and Charter School reporting via SJFR will have one User role designated as Treasurer (which will include any staff assigned to the role of Treasurer or Secretary-Treasurer in the Directory/Extranet). Any other external role access requirements are in support of the Treasurer role, and may or may not exist for each School Jurisdiction or Charter School. Staff may be assigned to these roles by requesting access (see Requesting Access section). Alberta Education (internal role access) is limited to the Analyst (FAS) and Reporter, and access must be approved by the Manager, Financial Advisory Services. SCHOOL JURISDICTION ROLES OrganizationRole\Treasurer: Members of the Treasurer group are any people with the title or Secretary-Treasurer or Treasurer in the Directory for the School Jurisdiction. The Treasurer receives SJFR notifications (including a notification if the submission has been done by the Submitter rather than the Treasurer), enter and submit monthly revenue and expenses, view submission version history, upload and view related/supporting documentation, and enter / view comments related to the submission. ExtranetSJFRSubmitter (1073): Same as the Treasurer, with the exception of the notification of submission by Submitter. ExtranetSJFRContributor (1072): Enter monthly revenue and expenses, view submission version history, upload and view related/supporting documentation, and enter / view comments related to the submission. ExtranetSJFRViewer (1071): View monthly revenue and expenses, upload and view related or supporting documentation, and enter / view comments related to the submission. 7 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

8 GETTING ACCESS Every School Jurisdiction and Charter School reporting via SJFR will have one User role designated as Treasurer (which will include any staff assigned to the role of Treasurer or Secretary-Treasurer in the Directory/Extranet). Access to the Treasurer role in SJFR will be automatically assigned based on their Organization role. Any other external role access requirements (Submitter, Approver and Viewer) are to support of the Treasurer role, and may or may not exist for each School Jurisdictions or Charter Schools. Staff may only be assigned to these roles by requesting access to your school authority approvers (data coordinators and people with Verify Extranet Logins). REQUESTING ACCESS Access can be requested directly to your school authority approvers or to the Client Service Help Desk (see SJFR Contacts) Each request for access should include the following: Date Access is Required User Name address o o Education Account (see Creating an Alberta Education Account if you do not have one) Must be a valid address and will be used to log in to the system as well as to receive any system generated notifications Telephone number (contact number) User Access / Role Required o Refer to section SJFR User Roles for more information regarding the different levels of access. Permit Extranet\SJFR Submitter (1073) Permit Extranet\SJFR Contributor (1072) Permit Extranet\SJFR Viewer (1071) 8 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

9 Your School Jurisdiction or Charter School will have an internal process in place to approve access requests. For example, access requests may require the approval of your Treasurer/Secretary-Treasurer or Superintendent. Please note that in addition to being assigned a role in SJFR you must also have an Alberta Education Account in order to access the application. If you do not have an Alberta Education Account, please refer to Creating an Alberta Education Account section below. You may also be required to create an Alberta Education Account Profile. This profile allows SJFR users to view your Contact Details including your organization, job title and business contact information. Please complete your Organization Profile Request at Note: The Approver for your School Jurisdiction may also pre-provision an Alberta Education Account and Account Profile as part of your access request if you have not previously completed these steps. CREATING AN ALBERTA EDUCATION ACCOUNT Your Alberta Education Account is used to log in and access SJFR (see Sign in at a glance). If you do not have an Alberta Education Account, please refer to the following steps to set up your account. 1. Using your web browser, go to the following link: 2. Enter your address in the field (should use your work address). 3. Select I m new, sign me up! 4. You ll be prompted to prove you are not a robot (as an extra measure of security) click on the box and follow the instructions in the pop-up and then click Sign Up. 9 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

10 . 5. You will be shown a message confirming an has been sent to the address you just signed up with. 6. A confirmation will be sent to the business address that you entered, the will look like the following example. When you receive it click on the confirmation link at the top of the P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

11 7. Once the confirmation link is opened a window will open in your browser (see below) where you will be asked for: Your new Screen Name (see the disclaimer at the bottom of the window) A new password (to be entered twice to Confirm) 8. Enter your screen name and password and click Finish to complete your Extranet Account setup. Helpful Tip: As you type your password, the system will show you a guide on the strength of your password. CREATING AN ALBERTA EDUCATION ACCOUNT PROFILE The pre-requisite to request permission to access the School Jurisdiction Financial Reporting (SJFR) System is to have an Alberta Education Account and an Extranet account profile (also known as an extranet profile. If you do not have an Alberta 11 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

12 Education Account then please refer to Creating an Alberta Education Account section prior to completing your Account Profile setup. Once your Alberta Education Account is set up you need to create your Alberta Education Account Profile. 1. Using your Internet Browser go to the following link: Once you are logged in to the Alberta Education Extranet with your Alberta Education account, click on the Organization Profile Request button, which will then guide you through the following process: Indicate what type of organization you work for and click the Next > button. Read carefully the content displayed on the right. 12 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

13 2. Provide your contact information. 3. Verify your approval officer. Start typing the name of your School Jurisdiction or Charter School in the School field. Select your school/authority when it is visible from the drop-down list. The remaining information for this step should be automatically provided based on the school/authority selected. Note: It is important that you confirm that the Organization Signing Authority contact information is accurate, particularly their address is correct, as this determines who your form is sent to for approval. If the information is not correct, please enter the correct information. 13 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

14 Access to SJFR is sent via to be approved by the Treasurer/Secretary- Treasurer and provided by those assigned as Data Exchange Contact, or Verify Extranet Logins for your School Jurisdiction. 4. Click Next to continue. Note: SJFR Submitter (1073) should only be approved if the Treasurer / Secretary-Treasurer wishes to delegate their access. Refer to section SJFR User Roles for more information regarding the different levels of access. 5. Confirm the information you have provided. 14 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

15 Note: Ensure that the correct permission is listed (i.e. SJFR Viewer (1071) ) in the Permission Requests section. If not, click <Back to select the correct permission level. 6. Read the Terms and Conditions section and click on Submit This Request when you are ready. 7. A message will display indicating that your request has been ed to the approver for your school or jurisdiction. 15 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g

16 Note: If the approver s address does not match what is in Alberta Education s database or is left blank, you will be prompted to complete the process via a paper request form. Access will only be granted after approval has been received. 8. When your request has been approved, you will receive an confirming your request has been approved. You are now ready to log in to the SJFR Dashboard! LOGGING IN TO THE SJFR DASHBOARD 1. Using your web browser, go to the following link: and click on the sign-in button. For further information refer to Sign in at a glance section. For instructions on using the SJFR Dashboard, refer to the SJFR School Jurisdiction User Guide. 16 P a g e S c h o o l J u r i s d i c t i o n F i n a n c i a l R e p o r t i n g