Lesson: Using Allocation Memorandums

Activity: Find and use the allocation memorandum to learn about new funding in your budget, why your school received it, and how it can be used. 

Why this? This is very important as new money will come into your budget every month and you need to understand how it can be used. You will most likely know about this funding before the Principal sees it so you will need to explain it to him or her. 

​

Lesson: Comparing Budgets Between Fiscal Years

Activity: Use the Galaxy Reporting Featuring to run expense reports comparing this year's expenditures with those of last year. 

Why this? It's important to know how much money you are spending to make sure you have enough to make it through the end of the year. 

​

Lesson: Using Galaxy Comments Section and Program Fields to Your Advantage

Activity: Add comments to lines in galaxy to leave notes to yourself about the product or service purchased. Use the program field to properly identify programs in your school.

Why this? Because many services or items can be purchased under a single line, its important to keep a record of what was purchased on each line in galaxy. You can easily forget what you bought on a particular line as you get towards the middle of the school year. 

​

Lesson: Using custom galaxy views to find information quickly

Activity: Change the view in galaxy to quickly identify all the purchases you have made with a single funding source

Why this? Your Principal may ask about specific grant funding the school received and want to know everything you spent the money on. This method allows you to answer that question quickly. 

​

Lesson: How to find funding when it does not show up while creating a new line

Activity: Look up the specific Filter Rules / Valid Quick Codes/ Available Titles for the funding source you are trying to use and make sure you have all the correct attributes before you finish creating the line.  

Why this? You will face a time when you try to create a line in galaxy and the money you are looking for is not available to be selected. However, it is showing as available in the AC totals. 

​

Lesson: Preparing for Register Loss / Gain

Activity: Together, we read through the RRNR (Net Register Report) and make sure you understand each part clearly.

Why this? During the register audit process starting in October - February, your school will be receiving weekly reports showing your school losing money or gaining money. It is important to communicate this information to the Principal so action can be taken to rectify (if possible) the situation before time runs out. 

​

Lesson: Time and Effort Certification

Activity: Go into Galaxy "info link" and certify time for specific employees working in your building. Some of these documents need to be signed and filed away for record keeping.

Why this? The office of compliance requires this practice and can site your school for non-compliance if not done. This will reflect negatively on your Principal. 

​

Lesson: Understanding and Using The School Management Tool 

Activty: Go into the School Management Tool and see which items in your budget requiring immediate attention

Why this? It's important to make sure you always addressing the most critical areas of your budget at all times. 

​

Lesson: Creating sixth period coverages

Activity: Go into myGalaxy and create new lines for teachers doing sixth period coverages

Why this? Sixth period coverages are now created and funded through galaxy. This information will be important for the payroll secretary to enter in time for them.

 

Lesson: Galaxy FY 21 Highlights 

Activity: Review the PowerPoint slide that highlights the new galaxy changes. 

Why this? This is important because you need to stay on top of any changes to the budget. For example, old funding sources could show up under a totally new name.

 

 

FAMIS

 

Lesson: Understanding updated documentation requirements on how to get bills paid. 

Activity: Review updates and add additional documents into your files to submit to accounts payable. 

Why this? If you submit incomplete paperwork, final payment will not be processed and vendors will start to complain. 

 

Lesson: Processing purchase orders from Shop DOE requests created from other staff members.

Activity: Go into Famis and process a purchase order from an existing shop doe request#

Why this? Teachers, APs, and Principals have the ability to create order requests in shop doe.They will be looking to you to process the order in Famis.

 

Lesson: Updates to OTPS object codes for FY'21

Activity: Review the latest release of Famis Object codes 

Why this? It's important to make sure you use the correct object when generating purchase orders or the entire order could be rejected.

 

Lesson: Saving Famis orders that were partially created.

Activity: Create a purchase order and save the order before it's submitted

Why this? Sometimes you may realize halfway in, that you need to do more research before completing a purchase order. This feature allows you to save your progress so you don't have to start over completely when you return.

​

​