eFPT top tips

Tools and training material to support Directors Educational Leadership in analysing school plans and monitoring the financial positions of schools in their networks.


Ideal plan and variance

Step 1: Schools current year allocation should be close to 100% planned in 6100 & 6200 and unplanned funds in 6300 should be minimal. This can be seen on the eFPT Overview page.

eFPT overview page
Image: eFPT overview page

Step 2: Schools should be monitored to ensure they are spending to their plan +/-3%. This variance can be found on the Corporate Landing Page when you click on an individual school. The school below is spending within 2% of their plan.

eFPT corporate landing page
Image: eFPT corporate landing page

Step 3: Schools performing outside the above guidelines should provide explanation in the comments section on the school landing page eg saving for renovations to the school hall / having trouble filling staffing positions etc.

eFPT comment box
Image: eFPT comment box




Identifying underspend

Change the "Display Schools By" variable to be "Unplanned Funds"

eFPT display by option
Image: eFPT display by option

There are two things to look for in relation to underspend:

1. A large box indicates high unplanned funds

2. A dark red box indicates a school is spending below their plan (large positive variance)

(A large, dark red box represents a high underspend)

Assess a school's unplanned funds and variance as per Ideal Plan and Variance.

eFPT corporate landing page
Image: eFPT corporate landing page




Identifying overspend

Change the "Display Schools By" variable to be "Unplanned Funds"

eFPT display by option
Image: eFPT display by option

There are two things to look for in relation to overspend:

1. A small box indicates low unplanned funds

2. A dark blue box indicates a school is spending well above their plan (large negative variance)

(A small, dark blue box represents a school at risk of running out of funds)

Assess a school?s unplanned funds and variance as per ? Ideal Plan and Variance.

eFPT corporate landing page
Image: eFPT corporate landing page

Note: The size of the box represents the ?absolute value? of unplanned funds. Occasionally, schools may plan to spend more than their allocations by a small amount.

e.g. $ -60K (over plan) would have a box the same size as $+60K (under plan). You therefore need to check if unplanned funds is positive or negative.




Actuals and year to date (YTD) plan variance

The colour of the box represents how close a school is tracking to their plan. The different ranges are listed in the legend on the right.

  • A school underspending by more than 20% of their plan is dark red
  • A school overspending by more than 15% of their plan is dark blue
  • A school tracking within 3% of their plan (either above or below ) is green
eFPT landing page with variance legend
Image: eFPT landing page with variance legend

Remember: The variance should be looked at in conjunction with the amount of unplanned funds. It is possible to be green but have a large amount of unplanned funds.




Filtering

Click on the green filter bar on the corporate landing page to filter the month or fund code. For example, if you just want to focus on government funds, select 6100 (consolidated), 6200 (commonwealth) and 6510 (consolidated capital). This eliminates school and community (6300) & DGR funds which schools have a bit more flexibility with. The green bar will list anything you have filtered on.

eFPT corporate page filtering options
Image: eFPT corporate page filtering options




Bullet charts

Bullet charts can be seen on the School Landing page and also in the Detailed Reports.

The number above the bar is YTD Actuals represented by the dark length in the bar

The number below the bar is YTD Plan represented by the black target line

The black target line is a guide as to where the actuals should be sitting as at the date of the reports. (Note that the Capex tile represents the full year plan only)

What does the colour indicate?

Green indicates actuals are within 3% of the YTD Plan (above or below)

eFPT bullet chart displaying a less than 3 percent variance
Image: eFPT bullet chart displaying a less than 3 percent variance

Amber indicates actuals are outside the 3% range but still between 0 and full year plan

eFPT bullet chart displaying a variance outside the 3 percent range but still between 0 and full year plan
Image: eFPT bullet chart displaying a variance outside the 3 percent range but still between 0 and full year plan

Red indicates actuals are above the full year plan or Red can also indicate actuals are of the opposite sign to the plan eg a net expenditure plan with net revenue actuals

eFPT bullet chart displaying a variance above the full year plan
Image: eFPT bullet chart displaying a variance above the full year plan
eFPT bullet chart displaying a negative variance.
Image: eFPT bullet chart displaying a negative variance.




Alerts and comments

Alerts will appear in the following instances (in relation to 6100 funds only)

  • When schools are planning to spend less than 95% (amber) or less than 80% (red) of total allocations (under plan)
  • When actual school spending is more than 5% (amber) or more than 20% (red) over the year to date plan (overspend)
  • When actual school spending is less than 95% (amber) or less than 80% (red) of the year to date plan (underspend)

Comments should be added by Principals to explain any known reasons causing the alerts or to explain anything else that might cause concern to a director/corporate staff. They can be seen by corporate staff and directors and may be referred to by auditors. They also can?t be removed.

eFPT school report landing page displaying area for comments
Image: eFPT school report landing page displaying area for comments




School reports landing page graph

Things to look out for:

· Large gap between actuals (orange line) and current plan (blue line)

o This indicates a school is spending significantly either above or below their plan

· Current plan (blue line) that finishes well below the top of the vertical bar

o This indicates a school has a large amount of unplanned funds

Ideal Graph:

· Actuals line is very close to current plan (orange & blue lines)

· Current plan (blue line) finishes very close to the top of the vertical bar.

eFPT school reports landing page graph
Image: eFPT school reports landing page graph




eFPT overview page

  • Check schools have planned a high percentage of their funds
  • Check the majority of unplanned funds are against 6300 (School and Community) and/or DGR funds 6811-6814 (if relevant).
  • Compare the school?s total plan with their current year allocation ? this is the very least they should be planning to spend.
  • This Overview Page gives you a quick indication of how well a school has planned. To assess if they are spending in line with their plan, you will need to check the graph on the school landing page.
eFPT overview page
Image: eFPT overview page
  • Schools have a choice in 2020 whether to continue tracking funded programs or not
  • Open the 6100 & 6200 nodes (?>?) to show a further breakdown of 6100 funds for schools who have chosen to continue tracking their funded programs
eFPT overview page highlighting funded programs
Image: eFPT overview page highlighting funded programs




Staff planning page

To identify a good staff plan;

  • Check that Teaching and Non-Teaching plans are approximately equal to Entitlement
  • Make sure schools have a plan for their SFLM funding
  • Check if other flexible funding allocations need any staff plan eg integration funding
eFPT staff planning page
Image: eFPT staff planning page
Page 8 of the SBAR
Image: Page 8 of the SBAR




eFPT financial planning page

This is where all school plans are listed against the various fund codes..

Staff Plans created on the Staff planning page filter through to this page.

Non staffing financial plans are created on this page

What to look for;

  • Use the sort/filter/group icon (highlighted below) to sort the current plan in descending order and then look for large plans with little or no actuals

- Click on the glasses beside these plans to see if there are explanatory notes

- Clarification may be required from the school to confirm if these plans are still going ahead

  • Use the sort/filter/group icon to sort the current plan in ascending order this will identify actual expenditure where there are no plans

- Clarification would be required from the school to understand why there is no plan ? it may be that the plan is sitting on a different line with different account codes'

- Be aware that GL & Planning Accounts starting with "5' or "P5" respectively represent expenditure while those starting with "4" or "P4" are revenue.

eFPT financial planning page
Image: eFPT financial planning page




eFPT information banner

On the eFPT Overview page is a buff coloured banner.

This is where corporate staff will place various messages and links related to current changes or other important notifications.

It is a good place to look periodically to check if there are any current issues that may be affecting either school plans or actuals data.

eFPT information banner
Image: eFPT information banner




NSW Department of Education school calendar

School calendar can be displayed by selecting "school calendar" on the eFPT footer.

NSW Department of Education calendar
Image: NSW Department of Education calendar




eFPT audit log

Check in here to see the last 20 plan changes made at a school.

eFPT audit log
Image: eFPT audit log
eFPT audit log
Image: eFPT audit log




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