Training Library

  • Training Library

Required Training for Financial Systems Access

  • Access to some systems, software or purchasing tools have training prerequisites with proof of courses completion required before access or tools are made available. 

    Expand the system topics below to review training requirements.

  • Infor Lawson Financials

    Access to Infor Lawson for Payroll Time and Attendance Entry is granted only when the Infor Lawson Security Access Request Form has been submitted to DoTS through DoTS Help or emailed to the DoTS Service Desk by the employee's supervisor. Certain courses must also be completed based on the access requirements.

    The Matrix of Required Courses provides a brief course description of required courses for noted roles as well as links to the courses.

  • MySchoolBucks

    Completion of an E-Learning course is required for system access for the Business Administrator role in MySchoolBucks. The course is comprised of three lessons. Click the following link to enroll and launch directly into the course: MSB for Business Admin MSB-E1  

    Completion of an E-Learning course is required for system access for any individual in a school assigned to the role of Cashiering within MSB.    Click the following link to enroll and launch directly into the course MSB Cashiering MSB-E2

  • Purchasing Card Program

    The DPS Purchasing Card is used by employees that have a need to make low-dollar purchases for a school or department.  The Purchasing Card Program includes three roles related to purchasing (Cardholder), reconciliation (Reconciler) and approval (Approver) of card transactions.  Employees with these roles will be required to successfully complete the Purchasing Card E-Learning Course and DoTS-805E1 Lawson and Account Basics course.  The requestor must also accept the Terms of Agreement for their role prior to issuance of a card or granting access to PaymentNet™ to process or approve card transactions.

    Individuals with suspended cards will be notified of additional requirements to take the Purchasing Card Reinstatement Training.

  • Student Activity Fund (SAF)

    All administrative personnel managing a Student Activity Fund should thoroughly read and be familiar with:  SAF Training Guide and Policies and Procedures.  There are two SAF tracking tools available to employees responsible for the detail management of these funds and additional recommended and required training may differ for each.

      • Excel Ledger – The following can be located in the Financial Services Resource Center under “Reference Guides and Job Aids”  and will be beneficial to managing SAF.
        • Excel Quick Reference Guides
        • SAF Chart of Accounts
      • SchoolBooks Blue Bear - Any personnel using this software as their tracking tool should also be familiar with the SAF Chart of Accounts and must be certified through the  SchoolBooks Certification Course.

    Training is supplemented through the monthly SAF Help Lab.   The schedule can be found in the Financial Services Resource Center “Training Courses  & Labs” site. 

Training Courses and Labs

  • Financial Services provides training for DPS schools and departments for successful navigation of financial and student data systems.  We strive to deliver training that is convenient and supports accurate and effective system and process interaction for employees.

    Expand topics below to view a full listing of all Financial Services training courses, videos and help labs.

  • Data Quality Management

    Title (link to Course/Schedule)

    Description

    Course Type

    IC User Workshop

    Workshops cover essential information regarding student data entry in IC.  The topics will vary to keep users informed, while also providing a computer lab for better comprehension and one-on-one error clean up.   The workshops provide the tools for error prevention and keeping schools error free.

    Quarterly Workshop

    New Office Support Academy

    New Office Support Academy (NOSA) is designed to provide  brand-new Secretaries an introduction to Fall Registration, entering student data into IC, Choice and Enrollment (CHOICE), English Language Acquisition (ELA), Fall Adjustment, and the opportunity to complete IC Certifications.  NSA aims to provide the necessary tools for all new front office staff to complete the first 30 days of school efficiently and accurately.

    Annual Workshop

  • Department and School Support

    Title (link to Course/Schedule)

    Description

    Course Type

    Budget Development Form – Schools

    (New – January 2018)

    Demo video with step-by-step instructions for completing the annual school Budget Development Form.

    Video

    Fall Adjustments – Schools

    (New – Fall 2018)

    Demo video with step-by-step instructions for completing the school budget Fall Adjustment Form required every September to ensure each school’s budget reflects their actual enrollment.

    Video

    New School 5-year Planning Budget - Schools

    Demo video with step-by-step instructions for completing the 5-year budget template required for new school applications

    Video

    Lawson Reports – GL Transaction Detail Report

    Demo video with step-by-step instructions for running and using the GL Transaction Detail Report from the Lawson Financials dashboard.

    Video

  • Independent Contractor Agreements - ICA

    Title (link to Course/Schedule)

    Description

    Course Type

    ICA Webform

    View using Chrome browser

    Course content includes instruction on the following:
    ·   Guidelines and prerequisites to entry
    ·   Step-by-step instructions on data entry into
        ICA Webforms

    Video

    ICA Expense Approval

    View using Chrome browser

    Course content includes instruction on the following:
    ·   General guidelines
    ·   Step-by-step instructions on access, review,
        reject, approval or return for revision.

    Video

  • Grants Administration

    Title (link to Course/Schedule)

    Description

    Course Type

    Grant Training Session 1

    PowerPoint presentation covering Grant Application Process, Grant Set Up Process and How to Complete the GAN/Budget Form (Grant Award Notification)

    Quarterly Live Presentation

    Grant Training Session 2

    PowerPoint presentation covering Helpful Lawson Screens, Running AC Reports and Grant Closeout.

    Quarterly Live Presentation

    Grant Training Session 3

    PowerPoint presentation covering: Monthly Grant Reports, Budget Transfers, Revenue Recognition and Grant Billing

    Quarterly Live Presentation

  • Lawson Financials

    Title (link to Course/Schedule)

    Description

    Course Type

    Lawson and Account Basics
    - DoTS 805E1

    Course content includes instruction on the following:
    ·   DPS Account Code Structure and Use
    ·   How to Navigate within Lawson

    E-Learning

    Purchasing Basics 
    - DoTS 805E2

    Overview of acceptable purchasing options in DPS

    E-Learning

    Requisitions – Procure to Pay
    - DoTS 805E4

    Course content includes instruction on the following:
    ·   Procurement to Payment process flow
    ·   Guidelines on purchase order (requisition)
        process, receiving of goods and service
        invoice approval process
    ·   Detail Requisition Data Entry on different
        types of goods and services order and
        receiving on goods
    ·   Online requisition and receiving simulation
        exercises

    E-Learning

    Requisition/Invoice Approval 
    - DoTS 805E5

    Guidelines and details on completing online approval of requisitions and service invoices

    E-Learning

  • MySchoolBucks (MSB)

    Title (link to Course/Schedule)

    Description

    Course Type

    MSB for Business Admin - MSB-E1

    Course content includes instruction on the following:
    ·   MSB Overview
    ·   Product creation & management
    ·   Invoice creation & management
    ·   Onsite purchases & deposit reconciliation
    ·   Fulfillment
    ·   Refunds

    E-Learning

    MSB Cashiering - MSB-E2

    Course content includes instruction on the following:
    ·   MSB Overview
    ·   Onsite purchases 
    ·   Invoice Cashiering

    E-Learning

    MySchoolBucks Learning Lab

    This training is an Open Lab Training session where you can come and get questions answered and help working in the MySchoolBucks system.

    Working Lab

  • Payroll (True Pay)

    Title/(Link to Course)

    Training Content

     

    Recommended for

    Employee Group (with X)

     Exempt

    Non-Teacher

    Teachers

    Non-Exempt

    Hourly

    Parapro-fessional

    Supervisors

    Reviewers

    True Pay Introduction

    Overview of process and dashboard navigation

    X

    X

    X

    X

    X

    Clocking In and Out

    Clocking in and out through Web Clock or Terminal

     

     

    X

     

     

    MyTimesheet

    True Pay Timesheet navigation, time entry and time edits

    X

    X

    X

    X

    X

    Requesting Time Off

    Step-by-Step instructions on submitting and tracking time off requests, use of system calendar and viewing leave balances

    X

     

    X

    X

    X

    Requesting Leave of Absence

    Step-by-Step instructions on submitting a request for long term leave, such as military, health, FMLA, etc.

    X

    X

    X

    X

    X

    Additional Pay

    Policy and system entries related to Overtime, Premium Pay, Extra Duty Pay and Stipends

    X

    X

    X

    X

    X

    Amending Prior Period Timesheets  

    Timesheet entries to prior periods, time limits and process overview

    X

    X

    X

    X

    X

    Time Off Request Approvals

    Process and step-by-step instructions on reviewing time off requests through online process flow in True Pay

     

     

     

     

    X

    Timesheet Approvals

    Process and step-by-step instructions on review, modification and approval of employee timesheets

     

     

     

     

    X

    Scheduling

    Review, assignment and updates to employee daily time schedules in True Pay

     

     

     

     

    X

    Reports 

    Purpose and instructions on creating management and audit reports in True Pay

     

     

     

     

    X

    Time Entry Process for Teachers 

    Overview of time tracking and entry for teachers

     

    X

     

     

     

  • Purchasing & Accounts Payable

    Title (link to Course/Schedule)

    Description

    Course Type

    Supplier Registration

    Registration step-by-step for prospective suppliers.

    Video

  • Purchasing Card

    Title (link to Course/Schedule)

    Description

    Course Type

    Purchasing Card Training
    - FIN-PCARD

    Course content includes instruction on the following:
    ·   Guidelines and policies in use of DPS
        Purchasing Card (Pcard)
    ·   Online review, documentation submittal and
        approval of Pcard Transactions through J P
        Morgan PaymentNet

    E-Learning

    Purchasing Card Reinstatement Training - FIN-REINST

    Course is required to be taken by any employee that has had their Purchasing Card temporarily suspended.  The care will not be reactivated until this course is successfully completed.

    E-Learning

  • Student Activity Fund (SAF)

    Title (link to Course/Schedule)

    Description

    Course Type

    Student Activity Fund (SAF) Help Lab

    An open lab to work on SAF and ask questions.  It can be used as a follow-up to the SchoolBooks (Blue Bear) certification or review of the Excel Quick Reference Guides to solidify understanding.

    Working Lab

    SchoolBooks Certification Course

    Class is for new users of SchoolBooks Accounting System for Student Activity Fund tracking.  Instruction includes how to enter and print checks, enter invoices, set up vendors and set up GL Accounts.

    E-Learning

  • Student Submissions

    Title (link to Course/Schedule)

    Description

    Course Type

    EOY Adequate Documentation

    Video content includes instruction on the following:
    ·   Definition and importance of adequate
        documentation
    ·   Expectations and processes for schools
    ·   Types of documentation
    ·   Ongoing tasks

    Video

    October Count - Enrollment Worksheet

    Video content includes instruction on the following:
    ·   Definition of the Enrollment Worksheet
    ·   Expectations and procedures

    Video

    October Count - Action Report

    Video content includes instruction on the following:
    ·   Definition of the Action Report
    ·   Expectations and procedures

    Video

    October Count - Summary Report

    Video content includes instruction on the following:
    ·   Definition of the Summary Report
    ·   Expectations and procedures

    Video

    October Count – Training for Principals

    Video content includes instruction on the following:
    ·   Impact of October Count on DPS
    ·   Important dates and deadlines
    ·   Expectations and procedures

    Video

    October Count –
    Training for Teachers

    Video content includes instruction on the following:
    ·   Importance of taking attendance
    ·   Tutorial of how to access and utilize the
        Course Section Attendance Register (CSAR)

    Video

    October Count-Course Section Attendance Register (CSAR)

    Video content includes instruction on the following:
    ·   Importance of taking attendance in IC and
        audit by CDE
    ·   Tutorial on access to CSAR and step-by-step
        process 

    Video

    Report Card March – Overview

    Video content includes instruction on the following:
    ·   Explanation of the Report Card March
        Survey
    ·   Clarify frequently asked questions
    ·   Information on how to access the survey
        site

    Video

    Report Card March – Professional Development

    Video content includes instruction on the following:
    ·   Explanation of Report Card March
        submission
    ·   Explanation of what professional
        development is in relationship to
        Report Card March
    ·   Tutorial on how to accurately calculate
        professional development days

    Video

    October Count –
    Concurrent Enrollment –
    Onsite vs Offsite

    Video content includes instruction on the following:
    ·   Overview of process in prior years, current
        year changes, new processes and
        unchanged processes
    ·   Financial implications and importance
        of accuracy

    Video

    Updating Your School Information Page

    Video content includes instruction on the following:
    ·   Explanation of School Information Page
    ·   Importance of maintaining your school's          information
    ·   How to access and update the page

    Video