Budget and Three Year Forecast Submission Checklist
The following procedure outlines the steps to be taken to submit your Financial Forecast and Assumptions to Ohio Department of Education & Workforce via the EMIS-R Data Collector.
An authorized person in the district (EMIS Coordinator, Treasurer, etc) will be running the data collection process and submitting the data to ODE via EMIS-R. The EMIS-R roles include the "collector", "reviewer" and "submitter". As Treasurer, you need to communicate with your EMIS Coordinator as to what role(s) you need in the process.
Forecast Line Numbers:
Fatal errors regarding rounding will be received for differences outside an acceptable threshold. These exceptions, along with any missing rows, will cause the collection to not be submit-able to Ohio Department of Education & Workforce. Please refer the EMIS Manual for a listing of the line numbers permitted in the forecast.
Forecast Assumptions
Forecast assumptions (a.k.a notes) must be uploaded and included at the time you 'CERTIFY & SUBMIT' the forecast via the data collector. Forecast assumptions must be in TXT or PDF format.
Generating the Upload File from USAS
In USAS, from the Periodic dropdown, Click on 'Financial Forecast'.
INFO - The Financial Forecast option allows you to extract forecast data for the current fiscal year. The grid contains the accounts included in the forecast along with their associated forecast line number and description, as well as the three prior year's actual values and current year FYTD expendable or receivable values.
Select Excel under Format Type.
Click Generate File to save it in Excel format on your computer. The output file is called FinancialForecast.xlsx.
Open the FinancialForecast.xlsx from your computer.
INFO - This Excel spreadsheet contains prior and current year figures from USAS in the SSDT's Financial Forecast format. This spreadsheet contains a tab “Forecast” where future year figures can be manually input to the sheet.
Forecast contains the Financial Forecast
Parameters contains global parameters (District Name, IRN, Fiscal Year)
Data contains source data from USAS at the time the Excel extract was generated
Output contains a compilation of data from the Data and Forecast tab in the proper format to save as CSV for the data collection
Enter your forecast values on the Forecast tab. Do not enter data into the highlighted rows, as those are calculated totals that automatically populate based on the information you provide in the other cells.
Once forecast amounts are entered and spreadsheet is complete save the workbook. Then go to the Output tab and click on File on your computer, then Save As;
For a Microsoft Computer, select Comma Delimited (.CSV) and Save. You will receive a message similar to this:
b. For a Mac Computer, select Comma Separated Values (.CSV) and save. You will receive a message similar to this:
Click Ok and close Excel.
Complete your assumptions and save as .PDF. You are now ready to upload this information into the data collector.
EMIS-R Data Collector
Access and log into the EMIS-R Data Collector
If you have forgotten your username/password or it has expired please contact the EMIS department at student_support@nwoca.org or create a ticket to their department.
Upload the Forecast Flat file
Click on "Data Sources" (this tab is to the far right of the other tabs)
Then select "Other Data Sources"
Locate the Data Source for the Forecast period and click on "Manage"
Delete any files currently in the data source for the 'Forecast'
Click "Upload File" to select the forecast .CSV file currently stored on your computer (i.e. the CSV File saved from the Output tab of the Financial Forecast detailed above)
Browse to the file on your computer you want to upload into EMIS-R and click Open.
Then click on "Upload". This completes the uploading of a file into EMIS-R.
Collecting Forecast Data
Click on the "Collection Requests" tab in the data collector and locate the Budget and Three Year Forecast manifest. Click on "Start Collection".
Make sure the correct data source (Forecast) is checked. Then click on "Start Data Collection for all items checked below".
Click the "Collection Status" tab to check the status of your current collection
Once the collection is 'complete', click on the "Collection Request Tab" and then click on "Prepare" (under the forecast manifest) to prepare the collection for review.
Previewing collected data
Click on the "Collection Request" tab and then click on 'Preview Prepared Data' under 'Prepare Outputs' to view the data collected.
Checkmark the Detail and Missing boxes and a File Format of "CSV". Click on 'Generate Preview'.
It will display a list of the records included in the collection. Scan the "invalid" column for any records with invalid data. If you double-click on a record type listed, it will display the details of the record via EXCEL.
When viewing a record type via EXCEL, a column labeled "Record is Valid" indicates whether or not the record will be included in the submission.
Resolve any issues you see.
Submitting the Forecast Data to ODE
Once you determine the data is ready to be submitted to ODE, click on the "Collection Requests" tab and then click on "Certify and Submit".
Attach the forecast assumptions/notes.
Click on 'BROWSE' to select the file (may be in .TXT or PDF format) and then click on 'upload file'. The 'Required File Status' should change to show the file was uploaded and will be included with the submission.
Once the assumptions/notes have been successfully uploaded, checkmark the "I certify this collection" box. Add any comments if desired.
Click on "Certify & Submit" at the bottom left-hand side of the screen. The data will then be submitted to ODE.
Reviewing Status of your Submission
To review the status of your submission, click on the "Submission" tab. Click on the arrow to the left of the forecast reporting period to display the current status of the submissions you processed.