MI- FID Report

Overview

All Michigan school districts are required to report to the Michigan Financial Information Database (FID).  Data submitted by school districts via FID include information from districts' annual financial reports, balance sheets, revenues, district expenditures and school expenditures.  This document shows how to create the FID files using BusinessPLUS.

Report Frequency

The report is due yearly (each fiscal year).

BusinessPLUS Setup

The following GL background parts/object groups must be set up in BusinessPLUS prior to using this report:

·       State Fund

·       State Function

·       State Program

·       State Grant

·       State Location

·       State Balance Sheet

·       State Revenue

·       State Suffix

·       State Object

·       State Trans Code

BusinessPLUS Menu

Use menu RRMIFNFN to access the MI FID report within BusinessPLUS. 

Setup

Before a report can be generated, the reporting interface must be accessed, and necessary data set up completed.  This configuration information is used by the Load and Submission processes.

Site Profile

Click Site Profile under the Setup menu to define entities and their details.  At least one Site Profile record is required.  All of the Michigan regulatory reports utilize this same table, so data will rarely need to be changed once it has been entered.

To add details about the entity, enter data in the fields as described below.

Columns marked with * are required fields.

Ledger Profile

Click Ledger Profile under the Setup menu to map the BusinessPLUS background parts/object groups to the required FID reporting account segments. 

Crosswalk

Click Crosswalk under the Setup menu to define the Major Class that each fund will close out Revenue and Expense for FID to calculate ending balance.

Instance

Click Instance to configure the report instance for each report to be created. 

Report instances need to be configured for each fiscal year to be processed.

Enter data in the fields as described below.

Columns marked with * are required fields.

Load

Click the Load menu item to extract and load the records into the maintenance tables.  See the Submission File Layout section for the source of the reported data.

To load data for an instance of a report, enter data in the fields as described below.

Columns marked with * are required fields.

After clicking “Load” the following window appears, to indicate that “Load Process” has begun.  Click the “OK” button to proceed.

The selected report instance details appear as described below in the Report Instance table.

Maintenance

Click the Maintenance tab to view Load Process results including generated errors. 

Data manipulation is allowed on the extracted data.  A drop-down will show the various pieces of information needed for the FID report.

Balance Sheet

Click the Balance Sheet tab to view the following information:

The following actions are available:

·       Data changes (to data extracted from the report instance into the maintenance table)

·       Adding records

·       Deleting records

Select Report Instance or Specific Records

Revenue

Click the Revenue tab to view the following information:

District/School Expenditure

Click the District/School Expenditure tab to view the following information:

ESP Expenditure

Click the ESP Expenditure tab to view the following information:

Currently none of the districts using BusinessPLUS need to report ESP Expenditures.   When/if this does need to be reported, it will be determined how to separate ESP expenses from District Expenses.

Possible Error & Warning Messages

The grid in the bottom of the page displays error messages logged during the load extract/submission package execution.  The submission errors include invalid/missing mandatory field values.  These values can be corrected by selecting the record from the error log grid and clicking the “Filter Selected Record” checkbox.  On clicking this option, only the invalid record is filtered in the Maintenance grid, which can then be corrected and saved.  On click of “View All Records”, all the maintenance records are displayed on the Maintenance grid.

Error Log Viewer is a list of possible error/warning messages displayed on the “Error Log” section in the Maintenance window and how to resolve the errors. 

·       The report instances drop-down list is loaded only with report instances for which “load” has happened.

·       Inserting and deleting records is not allowed if there are unsaved changes in the grid.

·       If there are unsaved changes in the grid, sorting and filtering of the grid are disabled.

·       If there are unsaved changes in the grid, a prompt to save the existing changes will be shown, if trying to navigate to another screen.

Submission

After verifying the Maintenance data, click Submission to create the files to be submitted to the reporting agency.

To create a report file for submission, data is entered in the fields as described below.

·       Columns marked with * are required fields. The user must enter data in these fields to proceed.

·       The report instance will appear in the “Report Instance” drop-down list only if the “Load” has been performed on the report instance.

·       During the submission file creation, if the mandatory fields are empty or have an invalid value, an error is logged which can be viewed and corrected from the Maintenance screen.

 

Submission File Layouts

The following tables show each FID file type with each data element reported to FID and source within BusinessPLUS.  Each file is created as a .CSV file in field number order.

Balance Sheet 

Ending balance is calculated by sorting and summarizing actuals (gla_actual01 thru gla_actual14) from glba_budact_mstr

where glba_fy = Reporting Fiscal Year

and glba_level = 'OB'

and glba_gr+glba_key in (select glk_gr+glk_key from glk_key_mstr where glk_type is null or glk_type = ' ')

and glba_gr+glba_obj in (select glo_gr+glo_obj from glo_obj_mstr where segment10 (state trans code) = '2'

and segment01 (state fund) <> '00'

Revenue 

Amount is calculated by sorting and summarizing actuals (gla_actual01 thru gla_actual14) from glba_budact_mstr

where glba_fy = Reporting Fiscal Year

and glba_level = 'OB'

and glba_gr+glba_key in (select glk_gr+glk_key from glk_key_mstr where glk_type is null or glk_type = ' ')

and glba_gr+glba_obj in (select glo_gr+glo_obj from glo_obj_mstr where segment10 (state trans code) = '0'

and segment01 (state fund) <> '00'

District/School Expenditure

Amount is calculated by sorting and summarizing actuals (gla_actual01 thru gla_actual14) from glba_budact_mstr

where glba_fy = Reporting Fiscal Year

and glba_level = 'OB'

and glba_gr+glba_key in (select glk_gr+glk_key from glk_key_mstr where glk_type is null or glk_type = ' ')

and glba_gr+glba_obj in (select glo_gr+glo_obj from glo_obj_mstr where segment10 (state trans code - glo_sec_part01) = '1'

and segment01 (state fund - glk_sec_part01) <> '00'

ESP Expenditure

Please note: Currently none of the districts using BusinessPLUS need to report ESP Expenditures.   When/if this does need to be reported, it will be determined how to separate ESP expenses from District Expenses.

Submission Report

The submission file report can be obtained on clicking Generate Report or View Report buttons on the Submission window.

The initial report shows totals for each file type. 

You can click the “+” and see totals by fund.

Then click “+” next to the fund to see details. 

About

The About screen displays system level information about the report, such as the version, report name, and database details.