Slide 1 - Northamptonshire County Council - Home page by gabyion


									 SPRING TERM
Presented by : SCHOOLS FINANCE

1.   Staffing News.
2.   Budget Headlines & Future
3.   Updates to FMS/Chart of
4.   Presentation on School Workforce
6.   “OPEN”
7.   FMSiS.
8.   Pay & Benefits.
9.   Updates & Reminders.
                  Schools team as at February 2008
                                          Schools Support Team Manager
                                                 Steve Thatcher

               Schools Support Team                                        Administrative Assistant
                    Schools Training Advisor
                          July 2005)
               (as at 7th Tier Abbass                                           Kirsty Bees

 Kettering/North East                          Daventry/South West                       Wellingborough/South East

  Schools Financial Advisor                    Schools Financial Advisor                      Schools Finance Advisor
      Terry Hollowell                              Cathryn Walker                                 Sue Robinson

Asst Schools Financial Advisor             Asst Schools Financial Advisor                   Asst Schools Finance Advisor
       Barbara Harris                           Katherine Hitchon                                Charlotte Dawson

                                                                                              Schools Finance Assistant
  Schools Finance Assistant                    Schools Finance Assistant
                                                                                                   Janet Boycott
   Olugbenga Orebowale                             Helen Kingston

 Note: TT = Term Time only
            Budget 2008/2009 Headlines

 Based on January 2008 PLASC.
 The 2009/2010 and 2010/2011 indicative
  budgets will be based on rolling forward the
  January 2008 pupil number data but will use
  the current version of the Activity Based Model.
• Further work is being undertaken on the
  Activity Based Model in preparation for it
  coming into full use on 1st April 2009 which will
  –   Review of work so far carried out by DCSF.
  –   A working group of governors, heads and NCC officers.
  –   A series of briefings for schools to raise awareness.
  –   Proposals being presented to the Schools Forum.
        Budget 2008/2009 Headlines

• In November 2007, Ministers announced that
  the Minimum Funding Guarantee (MFG) for
  2008/2009, 2009/2010 and 2010/2011 would
  be set at a level which covers average cost
  pressures on schools in those years, but with an
  assumption within it that efficiencies of 1%
  could be achieved by schools. The MFG was
  therefore set at 2.1 % for next three years.
 Plus an additional 1.0/0.8/0.8% was added for
 Plus funding for Ministerial priorities added at
  1.5/0.81/1.4% per pupil
 Result is an average increase in DSG per pupil
  each year of:
    2008/09       2009/10        2010/11
       4.6%         3.7%           4.3%
         Pay and price inflation at the following
         levels should be taken into account in
         school budget planning for 2008/2009
     2008/2009                 %
Teachers Pay                  2.50
Support Staff Pay             2.95
Fuel Oil                      2.00
Electricity *                 14.00
Gas*                          2.00
Water*                        4.00
Strategic R& M                15.00
Insurance                     5.00
School Meals                  5.00
Other Expenditure             2.00
Income                        2.00
Note - (*) utility costs are highly variable and schools
may be part of fixed rates for different periods. Schools
should therefore use their local knowledge to determine
the best rates applicable to their school.
                 Energy Increases

•   New gas supply contract with British Gas
    Centrica wef 1 November 2007.
•   2 year fixed price contract
•   This new contract represents an average cost
    reduction of around 25% on current prices.
•   New Southern Electric electricity contract wef 1
    October 2007.
•   2 year fixed price contract.
•   This new contract represents a cost increase of
    up to 28% .
•   Any queries on the above or you wish to
    investigate measures to reduce your energy
    consumption for which funding support may be
    available please contact Eamon Byrne tel no
    01604 236906 or email him at
         School Lunch Grant 2008-2011

• Will be available from April 2008 until March
• Replaces the Targeted School Meals Grant (5a)
  and Schools Meals Grant (5b).
• School Lunch Grant is to focus on increasing
  school lunch take –up, specifically by helping to
  keep down the price of a school lunch.
• The conditions of the grant require authorities
  and schools to use the funding to help meet the
  direct costs of a school lunch.
          School Lunch Grant 2008-2011

The grant can only be spent in four ways. NCC and
schools can use funding to:
1.Pay for ingredients for school lunch.
2.Pay labour costs of catering staff.
3.Buy small pieces of kitchen equipment e.g.
4.Pay for nutrient analysis software and expertise to
operate the software.

£80 million available for each of the three years
2008-2009, 2009-2010, 2010-2011 on the basis of
70% pupil numbers and 30% free school meal

It will be a ring-fenced activity and the method of
distribution will be in agreement with Schools Forum.
          DSCF Diploma Formula Grant

• In 2008/2009 arrangements for the distribution
  and payment of £26.5 million of funding to local
  authorities. This is calculated on the basis that a
  Diploma place at KS4 cost an average of £1,000
  per pupil.
• In addition, £1.5 million is being held back as a
  contingency in this first year to fund additional
  places identified by local authorities.
• The purpose of the formula grant is to provide
  dedicated funding to support the additional
  costs of delivery of Diplomas at KS4 which
  cannot be met from mainstream funding.
          The future of capital funding

•There is currently a consultation on capital
funding 2008-2011 that could have a
significant impact on school capital funding.

•It is proposed that there will be two funding

A standard rate – for modernised schools;
defined as school where 50% of its floor area
has been renewed in the last ten years.

A higher rate - for the unmodernised school.
          The future of capital funding

• It is proposed that the ICT grants that have
  already transferred to capital are replaced
  with a single grant called “harnessing
  technology”. This capital grant would be
  based upon pupil no‟s deprivation and
• Further the local authority would also receive
  this “harnessing technology” ICT capital grant
  for VA schools.
        Carry forward balances rules

“ Local Authorities will be required to redistribute
to schools a small percentage( 5%) of all surplus
balances through the local authority funding
formula. This broadly equates to the interest that
accrues on balances”
DSCF June 2007.
• This has been retracted by DCSF, however there
is a commitment to review this policy again in the
near future.

In the meantime the policy on school balances
remains unchanged (except that schools may set
aside funds for Pay & Benefits from their
2007/2008 balances).
       Carry forward balances rules

The calculation of the 5% for Secondary
  Schools and the 8% for Primary & Nursery is
  as follows:-
Balance at year end minus unspent Standards
  Fund minus monies saved for Capital Projects
  – unspent Specialist Schools monies = unused
  funds at 31.3.08
Then divide this sum by the School Budget
  Share 2008/08 (revised) and multiply by 100
If this is more than 5/8% you will be deemed to
  have excess funds and will need to justify

Changes for 2008 onwards:

• Changes to the non–schools membership to
include representatives of 14-19 partnerships .
• Representation of head teacher members by
other senior school staff.
• Substitutes.

NCC will be making proposals to the Forum to
encompass these changes.
       Dedicated Schools Grant Review

• This was launched on 31st January 2008 by Jim
  Knight Minister for Schools. The aim is to develop
  a single, transparent Government formula for
  allocating DSG that will be available for use from
• The aim of the review will be to produce a
  funding system that should support schools and
  local authorities to raise educational achievement
  and narrow the gaps in both funding and
• Distribution of formula should be based on the
  principles of transparency, simplicity and
• Greater flexibility to meet delivery of Every Child
  Matters and implementation of the Children‟s
       Dedicated Schools Grant Review

• Take into consideration a needs led analysis,
  wages housing costs and teachers pay bands.
  Incentives to improve pupil progression.
• The creation of a new DSG Formula Review Group.
• The Group will steer the work of the review and
  report its recommendations to Ministers.
• The development phase of the review will continue
  until December 2009, followed by a consultation
  period from January to March 2010.The broad
  decisions from the review will be announced in
  July 2010, in preparation for the school funding
  settlement in autumn 2010 for 2011-12 onwards.
                        Updates to FMS

Where are we:
• Schools notified of changes to the Chart of
Accounts and the FMS Migration on 11th February
which outlined the procedures to be followed.
• All FMS schools should have received their February
2008 SIMS Upgrade from Capita.ict, which included a
utility programme to insert a new Chart of Accounts
for FY 2008/2009 onwards.
• Next step will be for Capita.ict to carry out a visit to
all FMS schools (between February and August 2008 )
for a technician to carry out the FMS Migration.
             Updates to FMS (continued)

Impact of changes on schools:

• All schools will be using a new Chart of Accounts
wef 1st April 2008 with new codes.
• All schools will also have a new Cost Centre, for
          Nursery = NEA1000 (Ronald Tree)
          Primary = NEB2000 (Badby School)
          Middle = NEC4093 (Oundle & Kings Cliffe)
           Secondary = NED4004 (Sponne)
          All through = NEE4005 (Caroline Chisholm)
          Special = NEF7001 (The Orchard)
               Updates to FMS (continued)

• All forms and returns submitted from 1st April 2008
onwards will need to amended to reflect the Cost
Centre and ledger code changes.
• All codes have been re-mapped to link to CFR
• Some old ledger codes have been discontinued and
renumbered to start with TT (DO NOT USE).
• Some old ledger codes have combined into one
• Ledger codes created by school, e.g. DA010A will
remain unchanged.
• The FMS migration routine will require users to be
reinstated (other than level 5).
School Workforce Census

Ian Atkinson
Senior Information Officer

• The DCSF plans to introduce a statutory data
  collection return for the School Workforce.
• The census will collect comprehensive data on all
  teachers and support staff, including the centrally
• There are 34 pilot authorities.
• In January 2008, 28 pilot schools in
  Northamptonshire took part in the first Spring
• National rollout is scheduled for January 2010.
             Why do we need the census?

• A single, reliable database will strengthen data
  security and improve the accuracy of data analysis
  for the DCSF, local authorities and schools.
• Intended as a replacement for five existing
   – 618G
   – ASC/SLASC/PLASC - Workforce Sections
   – Secondary School Curriculum and Staffing
     Survey (SSCSS)
   – Survey of Teachers‟ Pay (OME)
   – Survey of Teacher Resignations and Recruitment
         Who is included in the census?

• Teachers and Support Staff.
• Persons with Regular Service in the school.
  Regular Service refers to continuous service of
  one month or more, regardless of how the person
  is funded.
• Regularly in school means a minimum of at least
  once a term, regardless of how the person is
• Persons employed other than by the school or
  Local Authority that work in schools on an ad hoc
  basis are not required to provide data.
         What data is included in the

The census comprises six modules:
• Staff Details
• Contract
• Qualification
• Curriculum
• Absence
• Vacancies
                                                         Data Items
                                                                               Autumn Census only      Spring Census only

        Staff Details                               Contract                           Qualification               Absence

Teacher Number          Contract Type                    Daily Rate            Qualification Code      First Day

Family Name             Start Date                       Origin                Class of Degree         Last Day

Given Name              End Date                         Destination           Country of Origin       Working Days Lost

Former Family Names     Post                             Role                  Subject Code 1          Absence Category

NI Number               Date of Arrival in School        Hours Per Week        Subject Code 2          Payroll Absence Cat.

Gender                  Pay Scale                        FTE Hours             Date of Award

Date of Birth           Regional Pay Spine               Weeks Per Year        Verified

Ethnic Code             Spine Point                      Add. Payment Cat.                                       Vacancies

Disability              Salary Rate                      Add. Payment Amount                           Post

QT Status               Safeguarded Salary                                                Curriculum   Subject

HLTA Status                                                                    Subject Code            Tenure

QTS Route                                                                      Hours                   Temporarily Filled

Absent on Census Day                                                           NC Year Group           Advertised
             Where will the data be
                sourced from?

• Most likely, schools.
• Much of the data can only be sourced from
  schools anyway.
• A data verification exercise in July 2007 found
  that, generally, school databases were the
  most accurate source.
                   Spring Census,
                   January 2008

• Tested four submission methods to determine
  the most suitable approach for future returns.
• Concluded that submitting data from schools
  was the most practical approach for the
• Despite one or two software issues, the pilot
  return was a success.
• Most importantly, pilot schools reported that
 although the preparation required a lot of
 work, it was worth it in the long term.

July 2007          Pilot Schools: Data Verification Exercise

November 2007      Pilot Schools: Data Checking Sheets

January 2008       Pilot Schools (28): Spring Census

Summer Term 2008   Pilot schools (130): Data Population

September 2008     Pilot Schools (130): Autumn Census

January 2009       All Schools (326): Spring Census

January 2010       First National Spring Census
              Autumn Census,
              September 2008

• Advantage of applying the knowledge and
  experience gained by the 28 pilot schools.
• Benefit of a test run before the first full return
  in January 2009.
                Further Information

Ian Atkinson, Senior Information Officer,
Information Management
Tel: 01604 236686

Education / Information for Schools / School
Workforce Census
                   OPEN market place

• The Online Procurement for Educational Needs
  (OPEN) marketplace has been specifically designed
  for schools to make the hassle of buying goods and
  services quicker, easier and simpler. The
  Department for Children, Schools and Families
  (DCSF) feel that this will offer real choice and
  collaborative buying potential to schools.

• They are currently trialling the first version of OPEN
  with up to 1,150 schools; ironing out the wrinkles
  and gathering valuable, real-time feed back. They
  want to find out what works, what‟s useful and
  what they can get rid of, to make this a simple and
  effective tool for schools to use. They then plan to
  make OPEN available to schools in England from
  Spring 2008.
               OPEN market place

OPEN: the Marketplace for Schools has five
• An electronic marketplace with hosted catalogues
  and the ability to „punch-out‟ to external
  suppliers‟ websites;
• A Purchase to Pay (P2P) system for access to the
  Marketplace via a web browser;
• A data warehouse with secure access to all of the
  user‟s information that has passed through the
  system, allowing the user to drill-down and
  interrogate data;
• A supplier portal allowing approved suppliers to
  upload catalogues to a single point, receive
  orders and send invoices; and
• Facilities to allow for the integration of existing e-
  Procurement, finance and sales order processing
          OPEN market place

Put simply: it‟s a new electronic purchasing
 system that allows schools the opportunity
 to get the right contract at the price that‟s
 right for them.
Quotes about OPEN:
“We‟re very interested in cost and time
 savings, it will save time flicking through
 catalogues which takes up too much time”

“OPEN gives the small primary the same
 power as a large secondary”
              OPEN market place



To register interest –email:
Finance workshop
        Demonstration of 3 year salary

• 3 year salary calc v8
• Reference pay award filter
• Attach with budget proposal
                FMSiS UPDATE

• Virtually all secondary schools have now
  submitted their Standard to Internal Audit.
• The first tranche of primary schools to have met
  the Standard by March 2008 have had mixed
  fortunes in demonstrating compliance. Time has
  been the biggest obstacle.
• A common misconception is that the on-line
  assessment should only be attempted when all the
  five key elements have been completed.
• The Standard is a “live” on going document and it
  must be submitted so that gaps can be identified
  and consequent action plans monitored to meet
  the standard by the following March.
                    FMSiS UPDATE

“Fail to prepare – prepare to fail”

The above sound bite has come from another
  authority, we in Northamptonshire are still
  “light touch”
               FMSiS Update

• FMSiS now a requirement for OFSTED.

• Recent changes to the self-evaluation form
  (SEF) required prior to an OFSTED inspection
  now make explicit reference to whether “The
 governing body has met the Financial
 Management Standard in Schools” (secondary
 schools SEF) and that “the governing body is
 working towards , or has met the, Financial
 Management Standard in Schools" (primary
 and special schools SEF).
                  FMSiS Update

• Although FMSis is being phased in on a rolling
  programme, schools are welcome to start the
  process whenever they want as early preparation
  and achieving good practice is always
  recommended and in essence it replaces the
  internal audit framework.

• Follow up workshops have been successful in
  giving schools guidance.

• We also offer Governor training through Governor

• The dates for the next tranche of schools to meet
  the Standard will be notified shortly.
          Consistent Financial Reporting

Enhancements to the website which include;
- a new welcome page with improved navigation
around the site
- an automatically generated set of charts available
from the welcome page
- schools shown by name in the comparison charts
- option to select schLaunch Internet Explorer
Browserools in your benchmark set by name
- new charts allowing you to compare school
Email your LEA/Establishment number to
           Consistent Financial Reporting

• “E” learning credits should be “capitalised” -
  journals should be completed to achieve this.
  (DF011 to HB105).

• Supply insurance requires splitting between
  teaching and non –teaching staff.

• Extended Schools are only “community
  focussed” i.e. Childrens‟ Centres and Private
  nurseries, not breakfast clubs and after school
           Pay & Benefits - What‟s Next?

Complete job evaluation - March 2008.

Directors and councillors approve the final proposals
for negotiating with the trade unions - March 2008.

Complete negotiations with trade unions - June

Trade unions consultation with their members -
July 2008.

Begin implementing the new pay and grading
arrangements - September 2008.
                    Payroll issues

• School‟s are entitled to make best value judgements
  regarding the provision of their payroll provider.
• When evaluating future provision please bear in
  mind the monthly administrative functions and
  returns to NCC regarding clearance of payroll
  control codes and pension contributions.
• Please note that HBS are now Mouchel Business
  Services (MBS) – all email addresses and telephone
  numbers remain unchanged.
• MBS are carrying out a trial of secure data transfer
  to replace sending forms by email.
                 Year End issues

• Year end guidance pack issued by Schools Finance
  on 25th February – copy on website.

• Year end workshop 19th March for all new bursars.

• FMS6 Helpdesk will be open during the Spring
  Break – during busy periods please log your calls by
  using the Web Helpdesk.

• Accruals and prepayments are recommended.
             Updates & Reminders

• The SEF form should be continually updated in
  terms of financial information and not only
  when the school is having an OFSTED
• Only contractual and pay related queries on
  Personnel 7 should be directed to the FMS6
• Please submit quarterly VAT returns ASAP on
  the designated deadlines.
              Updates & Reminders

• Maternity Scheme is now for 3 years and the cost
  has gone up from £110 per full time equivalent
  teacher to £150 for 2008/2009.
• 8 Feb - Schools Buyback information and forms for
  2008/2009 published on NCC website (Education -
  Information for Schools - Schools Buyback
• 11 Feb - Instructions for the Changes to the Chart
  of Accounts and FMS Migration posted to all
  schools and published on the Schools Finance
• 6 Mar - Budgets issued to schools in post and
  Budget Proposal spreadsheet sent to all schools by
            Updates & Reminders

• Personnel updates for National Insurance and
  Superannuation rates for 2009-09 will be on
  the Schools Finance website.

• 14 Mar - Deadline for submission of on-line
  Buyback Returns for 2008/2009.

• Excess on the NCC insurance theft policy has
  increased to £3,500 for all levels of school due
  to the high volume of large losses sustained in
  recent years.
      Updates & Reminders
HM Revenue & Customs – Vat Inspections of Schools
   At a recent meeting of local authorities‟ VAT officers,
  a clear message was conveyed that HRMC is advising
  local VAT offices to re-designate schools nationally
  from “low risk” to “high risk”. As a result, the
  likelihood of HMRC paying significant attention to our
  schools in the future is much higher. This could well
  involve establishment visits.
• For VAT queries in the first instance please refer to
  the Vat guide on the School finance website.
• If still unsure please ring the FMS6 helpdesk.
     Updates & Reminders

• Please ensure that a Full Governing Body meeting is
  scheduled in the early part of the Summer Term 2007 so
  that the budget may be agreed and Approved Budget
  Statements submitted by the 31st May 2007.
• If it is not possible for the Full Governing Body to meet
  it may choose to delegate its powers to the Finance
  Committee so that it can approve the budget within the
  required time scale.
 Any further questions?
• Safe journey back to school

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