Finance & Procurement Manual

Finance & Procurement Manual Lawson Project For Technical Support Contact: Customer Service and Support Dept. (813) 744-6673

Finance & Procurement Manual Vision To become the nation s leader in developing successful students. Mission To provide an education that enables each student to excel as a successful and responsible citizen. Board Members Candy Olson, Chair April Griffin, Vice Chair Doretha W. Edgecomb Carol W. Kurdell Jack R. Lamb, Ed.D., Susan L. Valdes Stacy R. White, Pharm.D. MaryEllen Elia, Superintendent Kenneth R. Otero, Deputy Superintendent Daniel J. Valdez, Deputy Superintendent Gretchen Saunders, Chief Business Officer David J.Steele, Ph.D., Chief Information & Technology Officer Jamalya N.Jackson, Director, Professional Development John C. Ellison, Supervisor, Technology Training Version: 070112 Lawson Software, Inc. is a registered trademark of Lawson Software, Inc. Internet Explorer, the Internet Explorer logo, I.E., and the Microsoft logo are trademarks of Microsoft Corporation. Microsoft Corporation has not authorized, sponsored, endorsed, or approved this publication and is not responsible for its content. Screen Beans (clipart) is a registered trademark of A Bit Better Corporation, www.bitbetter.com

Table of Contents INTRODUCTION TO THE LAWSON SCREEN...1 Interpreting the Desktop...1 BUDGETS...2 Accounting Terminology...2 What Data Belongs In An Accounting Unit Field?...2 What Data Belongs In An Account (Object) Field?...2 To View Account Information (Cost Center)...3 Returning to Document List... 15 Using the Account Detail Form... 16 To Request an Account Setup... 18 To Enter a Budget Transfer (Journal Entry/ Voucher)... 19 Budget Transfer Rules:... 21 SHOPPING CART INSTRUCTIONS... 22 REQUISITIONS... 23 What Is a Requisition?... 23 What is a Requester?... 23 Stages of a Basic Requisition... 23 Create a Requisition for Items on Bid (Non -Textbooks)... 24 To Add Item(s) to a Requisition... 25 Using Find... 27 Account Distribution... 29 To Create A Requisition For Items Not On Bid... 30 Adding Freight Costs... 32 To Request A New Vendor... 33 Prepayment Request... 34 Types of Approval... 36 Approval Route as Checked by the Lawson System... 36 To Approve a Requisition... 37 Once a Requisition is Approved... 39 To View Requisition Approval Status... 40 Find Requisition Numbers and Status for a Site... 41 To Find Purchase Order Number... 43 To View Purchase Order Information... 44 To View Open Purchase Orders at a Site... 45 Exporting a report as a PDF document... 52 Returning to Document List... 53 RECEIVING... 54 To Receive (Check-In)... 54 To Receive More than 5 Line Items on a Single Purchase Order... 56 To Receive Items and Cancel Remaining (Backorders)... 57 To Cancel Purchase Order Lines... 58 To Receive and Process Over-shipments... 59

To Return to Vendor... 61 To Print Vendor Return (PO31.1) Screen... 64 To Adjust Received Quantities... 65 To Access Vendor Contact Information... 67 To View Invoices at a Site with No Receiver... 68 Exporting a report as a PDF document... 75 Returning to Document List... 76 POSTAGE... 77 Postage Payment Request... 77 TRAVEL... 79 Routine Travel... 79 Request for Routine Travel Reimbursement... 79 Non-routine Travel... 82 SCHOOL PAID INVOICE-1099... 84 TROUBLESHOOTING... 86 Internet Explorer Settings... 86 APPENDIX A... 95 Using the Find Function... 95 APPENDIX B... 99 Drill Around... 99 APPENDIX C... 100 Applying for a Lawson ID and Password... 100 APPENDIX D... 101 Access Lawson Portal... 101 APPENDIX E... 102 Requesting a New Vendor... 102 Vendor Addition Information... 105 ACCEPTABLE USE POLICY/TELECOMMUNICATION GUIDELINES... 106

Introduction to Lawson Menu Tabs INTRODUCTION TO THE LAWSON SCREEN Action Buttons Logout Form Buttons Dropdown Menu Navigation List Function Code Status Line Interpreting the Desktop Below is a description of the identified elements: Menu Tab: allows navigation among active menus Action Buttons: commands apply to entire form Form Buttons: allows access to additional information Drop-down menu: allows user to select from menu FC (Function Code): commands apply to the line Status Line: contains information on form status Navigation List: contains bookmarks to menus or forms Logout: logs user out of Lawson 1

Budget BUDGETS Accounting Terminology TERM MEANING EXAMPLE Appropriation Allocation 1000.00 Commitment Total dollar amount of Requisitions created 50.00 Encumbrance Total dollar amount of PO s created 200.00 Expenditure Total dollar amount of checks written 300.00 Balance Appropriation - ( Commitment + Encumbrance + Expenditure) 450.00 What Data Belongs In An Accounting Unit Field? In the Lawson system, an accounting unit consists of the following: site number + project + program + function Sample Accounting Unit 0151 9999 103 5100 Explanation Alonso High School; No Project; Basic 9-12; Basic Education What Data Belongs In An Account (Object) Field? In the Lawson system, an account (object) is the object number Sample Account (Object) 510 Explanation supplies 2

Budget To View Account Information (Cost Center) Note: In the Lawson System the Cost Center is updated nightly. 1. Click Reports from the navigation list 2. Click the Reports On Demand link under the Reports menu 3. The Business Objects window appears 4. Enter District Primary ID and associated password in the appropriate fields LDAP must appear in the Authentication field. If necessary, use the dropdown menu to select LDAP. 3

Budget The Reports On Demand window appears 5. Click the Document List link 6. The Reports On Demand window displays Document List categories 7. Click the + icon to expand Corporate Categories list 8. Click the + sign next to Lawson Reports folder to view Lawson categories 4

Budget 9. Click the Finance Procurement Reports folder (not the Advanced) 10. In the RIGHT window pane locate the FN1010 Cost Center report. You may need to go to page 2 to locate this report 11. With the mouse RIGHT click the report name, from the popup menu select schedule 12. Schedule options are displayed 13. Click the parameters link 5

Budget 14. The default parameter values are displayed 15. Click the Edit button next to Site Selection [Empty] 16. Enter the site number in the Enter a Value field and click the > button to the right of field to move value into Selected Values field. 17. Click the OK button 18. Click the Edit button next to any other value that needs to be modified 6

Budget 19. After all parameters have been identified click the Schedule button 20. A report status window appears 21. To update status of a report, click the refresh button until the report status changes from Pending to Running to Success 22. To view report, click the date of the most current report once the status line displays Success 7

Budget 23. Report window opens Export Page Selection Search Hide/Show Group Tree Zoom 8

Budget A second way to locate a report is to search by title or key word. 24. Repeat steps 6 8 Note: If necessary use the page forward option. 25. In the Search title field enter FN1010 for a detailed report, or for a summary report enter FN1020 and click the magnifying glass icon to begin the search process. Another Search Option: To view all cost center reports, enter keyword(s) such as Cost Center into the Search title and click on the magnifying glass icon to begin the search process. Important Notes: The keyword(s) must be contained in the report title Be sure the Lawson Reports folder is re-selected to begin any additional Lawson report searches 26. A list of report(s) meeting the search criteria appears in the Reports On Demand window 9

Budget 27. Right click on the appropriate report title and select Schedule from fly-out menu 28. Schedule options are displayed 29. Click the Parameters link 10

Budget 30. The default parameter values are displayed 31. Click the Edit button next to Site Selection [Empty] 32. Enter the site number in the Enter a Value field and click the > button to the right of field to move value into Selected Values field 33. Click the OK button 11

Budget 34. Click the Edit button next to any other value that needs to be modified 35. After all parameters have been identified click the Schedule button 36. A report status window appears 37. To update status of a report, click the refresh button until the report status changes from Pending to Running to Success 38. To view report, click the date of the most current report once the status line displays Success 12

Budget 39. Report window opens Export Page Selection Search Hide/Show Group Tree Zoom 13

Budget Exporting a report as a PDF document 1. Click the Export button 2. The Export window appears 3. Select PDF from the drop-down list 4. If necessary, select a page range and click the Export button 5. The File Download window appears 6. Click the Open button 7. The report appears in PDF format 8. Save or Print the report as desired 14

Budget Returning to Document List 1. To select and schedule a new report, click the Document List button to return to the previous category 2. Use the navigation list on the left to select and schedule a different report in the Lawson Reports folder 15

Budget Overview The Account Detail Form (GL94) has been added to Lawson to allow you to obtain current transactions and the balance of a specific account string. Using the Account Detail Form In Lawson, click on Finance>Account Detail. Enter Company, Accounting Unit and Account. You can enter one account or a range of accounts. It is a good habit to click on the OK button and check the message at the bottom to be sure the account is valid. Click on Account to go to the next screen. Click on Finance then Account Detail. Enter one account or a range of accounts. Subaccounts are only used for balance sheet and revenue accounts. The information in the Period Selection section will default. Click on Account. Totals (GL94.2) The Account screen (GL94.2) will show the totals for Budget and Actuals, Encumbrances and Commitments, and the Remaining Balance. In this example: Budget = $2,397.00 Actual = $593.00 Encumbrances = $659.00 Commitments = $1,144.50 Remaining Balance = $0.50 Click on Detail to move to the detail screen. 16

Budget Commitment Account Detail (GL94.6) Click on one of the detail buttons (Encumbrances, Commitments, Actual, Posted Budget Trans, or Budget Transactions) to see the transactions within that category. You can use page down and page up on your keyboard to advance to more pages. Or, enter a page number in the Next Page box and click on Inquire. The form defaults to Encumbrances. Drill in the SC box to see more details. In this example: Purchase Order 789754 is still an encumbrance. If the purchase order has multiple lines, each line will be listed. In this example: Requisition 60728 and 607620 are still commitments. Note: Released invoices become AP commitments until payment is made. In this example: Three invoices have been paid from this account. Drill in the SC box and select Accounts Payable to see the invoice number. In this example: Four budget transfers have been posted. The Budget Transactions button may show additional transfers that have not posted. 17

Budget To Request an Account Setup 1. Login to IDEAS 2. Click the District conference button 3. Open the District Forms conference 4. Open New Accounting Unit 5. Complete all appropriate form fields 6. Click the Send button NOTE: Remember to Enter Site Name in the Name Field or select from drop down list. ACCOUNTING UNIT REQUEST 18

Budget To Enter a Budget Transfer (Journal Entry/ Voucher) 1. Access BUDGET JOURNAL ENTRY form (FB40.1) Select BUDGET TRANSFER from the Finance Menu on the Lawson Home screen 2. Enter 101 in Company (Fund) field 3. Click the Add button 4. Note: Journal Number field auto populates. For future reference, record the Journal Number. Caution: If the Add button is used more than once, additional journal entries will be created. 5. Click the Inquire button Note: Status is unreleased. 6. Tab to FC field and enter A or select Add from drop-down list 7. Enter accounting unit in Accounting Unit field or select from drop-down menu 8. Enter object in Account (Object) field or select from drop-down menu 9. Enter amount to be transferred followed by a minus sign in Amount field (e.g. 500-) 10. Enter information in Additional Description, if desiredin next FC field, enter A or select Add from drop-down list 19

Budget 11. Enter accounting unit in Accounting Unit field or select from drop-down menu 12. Enter object in Account (Object) field, or select from drop-down menu 13. Enter amount to be received in this account in Amount field as a positive number (e.g. 500) 14. Enter information in Additional Description, if desired 15. As needed, repeat steps 6 through 15 for additional transfers 16. Click the Change button 17. Change Complete - Continue appears in the status line 18. To review line entries, click the Inquire button 19. If the transaction requires more than five lines, see paragraph below Adding Additional Lines. If not, continue with step 21 Rule: The sum of all amount entries must equal zero on the release. 20. Click the Release button 21. Journal entry has been released appears in the status line Adding Additional Lines: A journal entry can contain more than one page of line items. Once the fifth line item is entered and the Change button is clicked, insert the cursor in the FC field on line one. Press the Control + Shift + K keyboard keys to clear items displayed from the first FC field to the end of the form. Enter A in the FC field for each new line item. Click the Change button to update the journal entry. The message Change Complete - Continue appears in the status line. To view the first five lines, use the PageUp button. To return to the second page, use the PageDown button. 20

Budget Budget Transfer Rules: NO Transfer School Supply Budgets from one account to another Transfer School Supply Budgets in or out of projects assigned by the school Transfer Other Budgets from one account to another within a district assigned project number RULES Transfer of funds in or out of Other Budgets with district assigned project numbers No transfers in/out of projects 0000-5999. (Grants, Categoricals, Fixed Costs) No transfers in/out of projects 8000-8999 except 98xx sites. (Capital/Maintenance/New Sch. Start-up) No transfer from site 0000-6999 IF 98xx site (IF project not equal to 8000-8999) No transfers in/out of projects 9000-9300. (Workforce/Adult) No transfers out of objects 100-299, 750, 759. (Salary Accounts) No transfers out of objects 371, 372, 381, 382, 410, 430. (Utilities) No transfers out of object if project = 5000-5999. (Fixed Costs) No transfers out of object if Fund = 410 and Site = 0000-6999. (SNS Program) No transfers from a school site (0000-6999) to a different site (IF site = 0000-6999) No transfers from objects 521/522 to another object except 521/522 (Textbooks-Schools) No transfers from objects 523/524 IF site = 0000-6999. (Textbooks- Supervisors) No transfers from objects 521/522 IF site = 9xxx. (Textbooks-Schools) No transfer over budget amount IF site equal 9000 thru 9999 and (IF project equal 7000 thru 7999 and project 9999, no transfer out of sites 0000-6999) Contact Budgets Office for special transfer situations. 21

Shopping Cart Tip Box SHOPPING CART INSTRUCTIONS Follow the s to create a Shopping Cart using the following web site: http://apps.sdhc.k12.fl.us/busdiv/shoppingcart or access IDEAS > Lawson 9.0 Conference > Shopping Cart Links. Search View 1 Enter Keywords or Vendor Catalog # Follow the steps to create a Lawson Shopping Cart To limit the search to a specific vendor enter vendor # in Vendor ID field. If number is unknown, click Vendor ID link to find vendor number 2 Click a Find button To view more items per search, click on per page drop down and select desired number & click Find If a camera appears next to the Vendor Cat. #, click the camera to view the item Sort Items in a column by clicking on the blue or red arrows Cart View 5 3 Select item to add to cart 4 Click Add to Cart button Change QTY (Quantity) and click Recalculate total button Click E-mail Form to mail, click Printable Version to print, or click Continue Shopping to return to Item Master Search screen and continue to add items to the cart To view cart at any time, click the View Cart button at the top right hand side of the screen Important: Items in cart are not automatically ordered in Lawson. Each item must be entered into a Lawson requisition. A printable version of the cart will contain a Shopping Cart number. Note number for future reference or email form to person responsible for inputting requisitions into the Lawson System. Cart will be accessible online for 30 days after it has been created. A Lawson item number can be copied and pasted into the Lawson Requisition form. 22 To begin a new cart, click Start New Cart link located below the Open button

Requisitions REQUISITIONS What Is a Requisition? A Requisition is a request for materials or services, which will require authorization by a designated approver(s). A requisition can be created for items on bid, special order items, or services. What is a Requester? In the Lawson system the requester is the site number. Stages of a Basic Requisition create Add release Approve payment Receive CANCEL Return Adjust Purchase Order created 23

Requisitions Create a Requisition for Items on Bid (Non -Textbooks) Standard requisitions are created for items currently found in the Item Master, the Shopping Cart, and that are covered under a vendor agreement (bid). UOM and Unit Cost are automatically entered when a requisition is added in the Lawson System. Create one requisition per vendor. Combine same items on one line. Note: Refer to Instructional Materials Management Manual for textbook requisition procedures. 1. Access REQUISITION form (RQ10.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Add from Requisitions sub-menu 2. Enter site # in the Requester field or select from drop-down menu 3. Enter vendor # in Suggested Vendor field or select from drop-down menu (Enter 1 if no Suggested Vendor) 4. In Delivery Date field, enter desired delivery date or select from drop-down calendar (Future Date for reasonable delivery). Note- Warehouse Requisitions: The Warehouse uses the delivery date as the date to have an order ready. 5. In Requested By/Deliver To field, enter information necessary for accurate delivery (Do not use special characters) 6. Enter fund in Co. (Fund) field 7. Enter account number in Account field or create from drop-down menu 24

Requisitions When ordering for a site other than the site number entered in the Requester field, the first four numbers in the account field must match the four-digit number in the Ship To field. The Ship To site is responsible for receiving. 8. In Object field, enter appropriate object number 9. If applicable, enter activity number in Activity field 10. Click the Add button 11. Dialog box appears reminding user to release, click OK Note: Requisition number auto populates. Status is unreleased. 12. Tab to FC (Function Code) field, enter A or select Add from drop-down list for each line item To Add Item(s) to a Requisition Scenario #1 If Lawson Item # is known, enter Lawson Item # in Lawson Item # field. Description field will Auto-fill. Enter quantity desired in Quantity field When order is complete, click the Change button Change Complete - Continue appears in the status line 25

Requisitions Scenario #2 If Lawson Item # is not known but Vendor Item # (catalog #) is known, enter catalog number (no dashes) in Vendor Item # field. a. If Vendor Item # is found in Lawson, the Lawson Item # and Description fields will Auto-fill. Enter quantity desired in Quantity field When order is complete, click the Change button Change Complete - Continue appears in the status line b. If the Lawson Item # and Description fields do not Auto-fill correctly, use the Lawson Shopping Cart and/or the find function to locate the Lawson # for the item which is on bid. (Refer to Shopping Cart Instructions and/or Using Find. ) Enter Lawson Item # in Lawson Item # field Description field will Auto-fill Enter quantity desired in Quantity field When order is complete, click the Change button Change Complete - Continue appears in the status line c. If the item cannot be located in Lawson, process as a special order. See To Create a Requisition for Items Not On Bid. 26

Requisitions Using Find The Find or Filter function enables the user to locate items from a list using categories such as description in the Description Search by specifying criteria. For additional information, see Using the Find Function in Appendix A. 27

Requisitions Delete Option: To remove a line item from the requisition before the requisition is released, enter D or select Delete from the drop-down list in the FC (Function Code) field. Click the Change button to complete the deletion process for that line item. Caution: Clicking the delete button at the top of the screen will delete the entire requisition, not just the line item! Change Option: To change a line item on the requisition entry line before the requisition is released, enter C or select Change from the drop-down list in the FC field and enter the appropriate changes. Click the Change button to complete the change process. Adding Comments: To add additional information (shipping information, delivery directions, etc.) to the requisition, click the appropriate Header or Line Detail Spec/Comments button. Enter remarks (do not use special characters) and click OK to submit. Vendor Comments will print on the PO, but Purchasing Comments will not print on the PO. To duplicate the same comment to other locations, utilize the copy and paste function. (Highlight text, place cursor over highlighted text, right click, select copy, place cursor in new comment window, right click, and select paste.) Adding Additional Pages: A requisition can contain more than one page of line items. Once the fifth line item is entered and the Change button is clicked, insert the cursor in the FC field on line one. Press the Control + Shift + K keyboard keys to clear items displayed from the first FC field to the end of the requisition form. Enter A in the FC field for each new line item. Click the Change button to update the requisition. The message Change Complete - Continue appears in the status line. To view the first five items, use the PageUp button. To return to the second page, use the PageDown button. 28

Requisitions Account Distribution: Requisitions may be generated using multiple accounts (split coding). Restrictions apply. Contact Procurement Office for details. 29

Requisitions To Create A Requisition For Items Not On Bid 1. Access REQUISITION form (RQ10.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Add from Requisitions sub-menu 2. Enter site # in Requester field or select from drop-down menu 3. Enter vendor # in Suggested Vendor field or select from drop-down menu. If vendor # is not listed, enter 1 in Suggested Vendor field, use Comments to Purchasing button to indicate name of new vendor and use Request New Vendor button to request vendor addition 4. Enter requested delivery date in Delivery Date field (Future Date for reasonable delivery) 5. In Requested By/Deliver To field, enter information necessary for accurate delivery. (no special characters) 6. Enter Company Number in Co. (Fund) field 7. Enter account number in Account field or select from drop-down menu 8. In Object field, enter object number or select from drop-down menu 9. If appropriate, enter activity number in Activity field 10. Click the Add button 11. Dialog box appears reminding user to release, click OK Note: Requisition number auto populates. Status is unreleased. 12. Tab to FC (Function Code) field, enter A or select Add from dropdown list 13. In the Lawson Item field, enter name of item 14. Enter additional description of the item in the Description field. Include sku number in the description field. (no special characters) When entering non-bid item information into a requisitionitem number, description, UOM and unit cost are not automatically populated and must be entered manually. 15. Enter quantity in Quantity field 16. Enter Unit of Measure in UOM field or select from drop-down menu 30

Requisitions 17. Enter unit cost in Unit Cost field 18. Repeat steps 12 through 17 for each line item 19. Click the Change button 20. Change Complete-Continue appears in the status line 31

Requisitions Adding Freight Costs To add freight costs, choose either FREIGHT-ESTIMATE or FREIGHT-FIRM QUOTE If the user has no indication of freight costs or wishes to include additional freight information, use the Comments To Purchasing button. 21. Tab to FC (Function Code) field, enter A or select Add from dropdown list 22. In the Lawson Item field, enter Freight-Estimate or Freight-Firm Quote 23. Add the quantity as the total dollar amount of the freight cost. 24. Enter unit cost of $1 25. When the order is complete, click Change button 26. Change Complete - Continue appears in the status line 27. An X appears in the Item Type field 28. To add a comment to a requisition, use appropriate Specs/Comments buttons Adding Comments: To add additional information (shipping information, delivery directions, etc.) to the requisition, click the appropriate Header or Line Detail Spec/Comments button. Enter remarks (do not use special characters) and click OK to submit. Vendor Comments will print on the PO, but Purchasing Comments will not print on the PO. 29. Click the Release button 30. Requisition has been released appears in the status line 31. Note requisition number for future inquiries 32

Requisitions To Request A New Vendor Step 1: A new vendor to the School District of Hillsborough County must register on-line at http://www.vendorbid.net/hillsborough/. Step 2: See Appendix E to complete the procedure for adding a new vendor. 33

Requisitions Prepayment Request The purpose of the Prepayment Request is to provide a means by which a vendor is pre-paid prior to receipt of merchandise or rendering of service. This procedure is to be used ONLY when a PO or a PCard is not accepted. 1. Create and add a requisition. Select the Spec/Comments to Purchasing button. Enter prepayment requested in comments textbox. Click the Release button. 2. Access Prepayment Form Select Requisitions from the Finance Menu on the Lawson Home screen Select Prepayment Form from the sub-menu 3. File Download window opens 4. Click Open to view Prepayment Request Form 34

Requisitions 5. Complete and print (Ctrl + P) Transmittal for Prepayment Request form 6. Send completed form with the necessary attachments, such as Vendor Order Form, proof of price etc. to the Procurement Dept 35

Requisitions Types of Approval Approval Route as Checked by the Lawson System Financial Liaison Financial Approver Special Approvers (as appropriate) 36

Requisitions To Approve a Requisition In order for a requisition to become a purchase order, the designated approver(s) must approve the requisition. When a requisition is released, a link to the requisition will appear in the Inbasket of the approver(s). 1. Access the Inbasket bookmark from the Lawson Home screen 2. List of requisitions needing approval appears 3. Click link for requisition needing approval 37

Requisitions 4. Portal Page opens displaying requisition 5. Select Approved from the Actions sub-menu 6. Confirmation box opens, select OK 7. Dialog box opens indicating action taken, click OK 8. Inbasket list reappears 9. Repeat steps 3 through 7 to approve additional requisitions To reject a requisition, choose Rejected from the Actions sub-menu (funds are no longer committed) 38

Requisitions Once a Requisition is Approved APPROVED NON STOCK ITEMS STOCKED ITEMS (e.g. Warehouse Items 1012239-1013280) Vendor Agreement in Place (Lawson # used) No Vendor Agreement (No Lawson # ) Warehouse in Procurement Department Purchase Order Created Vendor and Pricing Assigned NO Purchase Order Purchase Order Created Receive Items in Lawson Receive Items in Lawson Items NOT received in Lawson Note: Contact Accounts Payable, if there is a discrepancy between the shipping ticket(s) and item(s) shipped. 39

Requisitions To View Requisition Approval Status 1. Access STATUS button Select Requisitions from the Finance Menu on the Lawson Home screen Select Add from Reports sub-menu 2. Enter requisition number in Requisition Number field 3. Click the Inquire button 4. Click the Status button to the right of the Requisition Number field 5. Actions taken and pending approvals are displayed Note: The Status button does not work for Warehouse supplied items. 40

Requisitions Find Requisition Numbers and Status for a Site 1. Access REQUISITION BY LOCATION form (RQ40.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Requisitions by Location from Requisitions sub-menu 2. Enter requesting location in Requesting Location field or select from drop-down menu (see Requesting Location Codes listed below) Site # + X Site # + L Site # + M Site # + R Requesting Location Codes All Textbooks Library Books, Existing Schools Maintenance Regular Purchase 3. Enter site # in Requester field or select from drop-down menu 4. Select the appropriate Status from the drop-down list or select All to view requisitions that are unreleased, needing approval, rejected, processed, or closed 41

Requisitions STATUS KEY Unreleased: Requester has not released requisition for approval Needs Approval: Approver(s) must approve before requisition becomes a PO Rejected: Requisition has been rejected by approver Processed: Approval process has been completed and PO has been created Closed: Every requisition line has been fully delivered and/or backorders have been canceled 5. Click the Inquire button 6. Inquiry Complete appears in the status line 7. Requisition information meeting criteria is displayed 8. Select PageDown or PageUp key as needed 42

Requisitions To Find Purchase Order Number 1. Access REQUISITION INQUIRY form (RQ44.1) Select Requisitions from the Finance Menu on Lawson Home screen Select Find PO Number from Requisitions sub-menu For more information use DrillAround. See Appendix B 2. Enter requisition number in Requisition field or select from drop-down menu 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Purchase information for selected requisition appears 6. Select PageDown or PageUp from User Select Action Button dropdown list as needed 43

Requisitions To View Purchase Order Information 1. Access PURCHASE ORDER ENTRY form (PO20.1) Select Purchase Order from the Finance Menu on Lawson Home screen Select Purchase Order from Purchase Order sub-menu 2. In the PO field, enter purchase order number or select from drop-down menu 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Purchase order information appears 44

Requisitions To View Open Purchase Orders at a Site Note: In the Lawson System reports are updated nightly. 1. Click Reports from the navigation list 2. Click the Reports On Demand link under the Reports menu 3. The Business Objects window appears 4. Enter District Primary ID and associated password in the appropriate fields LDAP must appear in the Authentication field. If necessary, use the dropdown menu to select LDAP. The Reports On Demand window appears 45

Requisitions 5. Click the Document List link 6. The Reports On Demand window displays Document List categories 7. Click the + icon to expand Corporate Categories list 8. Click the Lawson Reports folder to view Lawson categories 46

Requisitions Note: If necessary use the page forward option. 9. In the Search title field enter PO1007 and click the magnifying glass icon to begin the search process. Another Search Option: To view all appropriate reports, enter keyword(s) and click on the magnifying glass icon to begin the search process. Important Notes: The keyword(s) must be contained in the report title Be sure the Lawson Reports folder is re-selected to begin any additional Lawson report searches 10. A list of report(s) meeting the search criteria appears in the Reports On Demand window 47

Requisitions 11. Right click on the appropriate report title and select Schedule from fly-out menu 12. Schedule options are displayed 13. Click the Parameters link 14. The default parameter values are displayed 15. Click the Edit button next to Requesting Location [Empty] 48

Requisitions 16. Enter the site number in the Enter requesting location field 17. Click the OK button 18. Click the Edit button next to any other value that needs to be modified such as PO Create Date 19. After all parameters have been identified click the Schedule button 49

Requisitions 20. A report status window appears 21. To update status of a report, click the refresh button until the report status changes from Pending to Running to Success 22. To view report, click the date of the most current report once the status line displays Success 50

Requisitions 23. Report window opens Export Page Selection Search Hide/Show Group Tree Zoom 51

Requisitions Exporting a report as a PDF document 1. Click the Export button 2. The Export window appears 3. Select PDF from the drop-down list 4. If necessary, select a page range and click the Export button 5. The File Download window appears 6. Click the Open button 7. The report appears in PDF format 8. Save or Print the report as desired 52

Requisitions Returning to Document List 1. To select and schedule a new report, click the Document List button to return to the previous category 2. Use the navigation list on the left, to select and schedule a different report in the Lawson Reports folder 53

Receiving To Receive (Check-In) RECEIVING The PO Receiving form is used to check-in or acknowledge receipt of items and services. All lines on the packing slip should be added to the same receiver. This form should also be used to authorize payments for Central Printing orders. 1. Access PO RECEIVING form (PO30.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Receive from sub-menu 2. Enter PO number in PO field or select from drop-down menu For more information use DrillAround. See Appendix B 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Enter A in FC field or select Add from drop-down list 6. Enter quantity received in Received field for all items or services received 54

Receiving 7. Click the Add button 8. Dialog box appears reminding user to release, click OK 9. Add Complete - Continue appears in the status line 10. Click the Release button 11. Release complete - continue appears in the status line 12. Note receiver number for future inquiries NOTE: If all items have been delivered at the same time, click the ADD RECEIVE ALL button to receive all items. 55

Receiving To Receive More than 5 Line Items on a Single Purchase Order A purchase order can contain more than one page of line items. On the first screen 1. Select Add in the FC field for each line to be received 2. Enter the number received in each line as appropriate 3. Click the Add button 4. A dialog box appears reminding the user to release, click OK 5. A receiver number appears in the Receiver field 6. Click the PageDown button On the next screen 7. Enter A in the FC field for each new line item to be received 8. Enter the number received in each line as appropriate 9. Click the Change button to update the receiver 10. The message Change Complete - Continue appears in the status line 11. Repeat as necessary for additional pages 12. Click the Release button 56

Receiving To Receive Items and Cancel Remaining (Backorders) 1. Access PO RECEIVING form (PO30.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Receive from sub-menu 2. Enter PO number in PO field or select from dropdown menu 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Enter A in FC field or select Add from drop-down list 6. Enter quantity received in Received field for all items received 7. Click the Add button 8. Dialog box appears reminding user to release, click OK 9. Add Complete - Continue appears in the status line 10. Enter L in FC field or select Cancel Remaining from drop-down menu 11. Click the Change button 12. Change Complete - Continue appears in the status line 13. Note receiver number for future inquiries 14. Click the Release button 15. Release complete - continue appears in the status line 57

Receiving To Cancel Purchase Order Lines 1. Access PO RECEIVING form (PO30.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Receive from sub-menu 2. Enter PO number in PO field or select from drop-down menu 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Enter L in FC field or select Cancel Remaining from drop-down menu 6. Click the Add button 7. Dialog box appears reminding user to release, click OK 8. Add Complete - Continue appears in the status line 9. Note receiver number for future inquiries 10. Click the Delete button 11. Receiver has been deleted appears in the status line 58

Receiving To Receive and Process Over-shipments 1. Access PO RECEIVING form (PO30.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Receive from sub-menu To view the Invoice Image, click the Invoice Image link 2. Enter PO number in PO field or select from drop-down menu 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Enter A in FC field or select Add from drop-down list 6. Enter quantity received in Received field for all items received 7. Click the Add button 8. Dialog box appears reminding user to release, click OK 9. Add Complete - Continue appears in the status line 59

Receiving 10. Click the Release button 11. Over Receiving Alert dialog box opens 12. Follow steps on screen 60

Receiving To Return to Vendor 1. Access VENDOR RETURN form (PO31.1) Select Return to Vendor from the Finance Menu on the Lawson Home screen 3. Enter PO number in Create From PO field or select from drop-down menu 4. Select reason for return from drop-down list in Reason Code field 5. Click the Add button 6. Add Complete-Continue appears in the status line 61

Receiving 7. Vendor Return Item Selection screen (PO 31.2) appears 8. Enter A in FC field or select Add from drop-down list 9. Enter quantity to be returned in Quantity field 10. Click the Change button 11. Change Complete-Continue appears in the status line 12. Click the Back button 13. Vendor Return screen reappears 14. Click the Inquire button 15. Inquiry Complete appears in the status line 16. Click Authorize form tab on the screen If items will be replaced, select Y in the Replace Goods field Select N to receive a chargeback for returned item not replaced 17. Enter authorization number supplied by vendor in Return Merchandise Authorization # field 62

Receiving 18. Click the Change button 19. Change Complete - Continue appears in the status line 20. Optional: If desired, use Add comments button a. Click + to the left of the COMMENT folder b. Click appropriate folder c. Click Add comment link d. Enter appropriate title and text e. Click Add link (if necessary, print) f. Click Close button 21. Click the Authorize Form button 22. Authorized appears in the status line 23. Click the Shipped Form button 24. Waiting for Vendor action appears in the status line 25. Note Return Number for future reference 26. Print Vendor Return screen (follow printing directions on the next page) 63

Receiving To Print Vendor Return (PO31.1) Screen 1. Click File in the menu bar of the Internet Explorer window 2. Select Page Setup from the File menu 3. Select Landscape orientation 4. Click OK in the Page Setup window 5. Click the Expand/Collapse arrow on the Navigation List 6. The Navigation List will collapse and the Vendor Return Screen will maximize 7. Click File in the menu bar of the Internet Explorer window 8. Select Print from the File menu 9. Click Print in the Print dialog box 10. Click the Expand/Collapse arrow to open the Navigation List again 64

Receiving To Adjust Received Quantities The shipment was clearly marked shipped 20. Twenty items were then received in the Lawson System. At a later date the shipment was opened and a shortage was discovered. The vendor only shipped 18 items. If payment was made to the vendor, call the vendor for a credit memo. The RECEIVING ADJUSTMENT form must be completed any time over receiving occurs in the Lawson System. 1. Access RECEIVING ADJUSTMENT form (PO33.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Receiving Adjustment from sub-menu 2. If File Download screen appears, select Open 3. Receiving Adjustment Instructions document opens 4. Screen may be minimized for future reference 65

Receiving 5. Enter receiver number in Receiver field or select from drop-down menu 6. Click the Inquire button 7. Inquiry Complete appears in the status line 8. In FC field enter A or select Add from the drop-down list 9. Enter quantity adjustment as a negative (e.g. 2-) in Adjust Qty field 10. Click the Add button 11. Dialog box appears reminding user to release, click OK 12. Add Complete - Continue appears in the status line 13. Click the Release button 14. Release complete- receiver has been archived appears in the status line 66

Receiving To Access Vendor Contact Information 1. Access CONTACT VENDOR form (AP10.1) Select Requisitions from the Finance Menu on the Lawson Home screen Select Contact Vendor from Requisitions sub-menu 2. Enter vendor number in the Vendor field or select from drop-down menu 3. Click the Inquire button 4. Inquiry Complete appears in the status line 5. Vendor information appears 6. Click Contact form tab to view additional contact information 67

Receiving To View Invoices at a Site with No Receiver Note: In the Lawson System the reports are updated nightly. 1. Click Reports from the navigation list 2. Click the Reports On Demand link under the Reports menu 3. The Business Objects window appears 4. Enter District Primary ID and associated password in the appropriate fields LDAP must appear in the Authentication field. If necessary, use the dropdown menu to select LDAP. The Reports On Demand window appears 68

Receiving 5. Click the Document List link 6. The Reports On Demand window displays Document List categories 7. Click the + icon to expand Corporate Categories list 8. Click the Lawson Reports folder to view Lawson categories 69

Receiving Note: If necessary use the page forward option. 9. In the Search title field enter AP1004 for a detailed report, or for a summary report enter AP1003 and click the magnifying glass icon to begin the search process. Another Search Option: To view all appropriate reports, enter keyword(s) into the Search title and click on the magnifying glass icon to begin the search process. Important Notes: The keyword(s) must be contained in the report title Be sure the Lawson Reports folder is re-selected to begin any additional Lawson report searches 10. A list of report(s) meeting the search criteria appears in the Reports On Demand window 70

Receiving 11. Right click on the appropriate report title and select Schedule from fly-out menu 12. Schedule options are displayed 13. Click the Parameters link 14. The default parameter values are displayed 15. Click the Edit button next to Site Selection [Empty] 71

Receiving 16. Enter the site number in the Enter PO Location field 17. Click the OK button 18. After the parameter has been identified click the Schedule button 72

Receiving 19. A report status window appears 20. To update status of a report, click the refresh button until the report status changes from Pending to Running to Success 21. To view report, click the date of the most current report once the status line displays Success 73

Receiving 22. Report window opens Export Page Selection Search Hide/Show Group Tree Zoom 74

Receiving Exporting a report as a PDF document 1. Click the Export button 2. The Export window appears 3. Select PDF from the drop-down list 4. If necessary, select a page range and click the Export button 5. The File Download window appears 6. Click the Open button 7. The report appears in PDF format 8. Save or Print the report as desired 75

Receiving Returning to Document List 1. To select and schedule a new report, click the Document List button to return to the previous category 2. Use the navigation list on the left, to select and schedule a different report in the Lawson Reports folder 76

Postage Postage Payment Request POSTAGE 1. Access PAYMENTS TO POSTMASTER form (AP20.1) Select Postage Request from the Finance Menu on the Lawson Home screen 2. Enter site number plus date in the Invoice field (for multiple transactions in one day, add a digit to above format) 3. Enter amount requested in Invoice Amount field 4. In FC field, enter A or select Add from drop-down list 5. Enter account number in Accounting Unit field or select from drop-down menu 6. In Account (Object) field, select Postage from drop-down list 7. In Amount field, enter amount to be charged to that account 8. If request is to be charged to more than one account, repeat steps 5 through 7, as appropriate 9. Click Add button 10. Add Complete - Continue appears in the status line 11. Check to US Postmaster will be mailed to the site after next AP check cycle 77

Postage Note: A request for a postage check can also be made by completing the paper form found in Business News>Accounts Payable. 78

Travel TRAVEL Entering Requests for Travel Reimbursements There are two types of travel reimbursements, Routine Travel and Non-Routine Travel. Routine Travel Routine travel reimbursement is issued only for work-related mileage, tolls and parking. Authorized travel within Hillsborough County is reimbursed at the published mileage rate. Information is entered into the Lawson system from District Form SB00076 (Mileage Reimbursement Form) after the expenses are incurred and after approval of the appropriate site supervisor. An electronic copy of the District Form SB00076 can be accessed from the Travel sub-menu. Request for Routine Travel Reimbursement 1. Access TRAVEL EXPENSE form (EE20.2) Select Travel from the Finance Menu on the Lawson Home screen Select Travel Reimbursement from the sub-menu For more information use DrillAround. See Appendix B 79

Travel 2. Enter Employee Vendor Number in Employee Vendor Number field or select from drop-down menu If employee name does not appear in drop-down menu, click the Request New Vendor button. 3. Enter Grand Total amount listed on SB00076 in Total Travel Amount field 4. Enter amount to be reimbursed to the employee in Employee Paid Amount field. 5. Enter today s date in Reporting Date field 6. Enter fund in Company field or select from drop-down menu 7. Enter account number in Accounting Unit field or select from drop-down menu 8. Click the Add button 9. EMPLOYEE TRAVEL EXPENSE DETAIL form (EE20.3) appears Invoice field, is automatically populated. Enter number on paper form SB00076 (printable copy of SB00076 is available: Travel > (SB00076) Mileage Request) 10. Click Inquire button 11. No more records to view appears in the status line. 12. In FC field, enter A or select Add from drop-down list 13. In Category field, enter appropriate category, e.g. I-MILEAGE, from drop-down menu 14. Click in Amount field 80

Travel 15. Dialog window opens, enter total number of miles traveled 16. Click OK When using Parking and Tolls category, enter category expense directly in Amount field. 17. Verify E (for employee paid) appears in the Type field of each line entry 18. Repeat steps 13 through 19 for each additional expense category 19. Click the Change button 20. Change Complete - Continue appears in the status line 21. Click the Back button 22. Enter Invoice # on SB00076 paper form and send to AP 81

Travel Non-routine Travel Non-routine travel reimbursement is issued for work-related expenses for overnight and/or outof-county travel. This process is also used for conference registration and expenses regardless of location. It is necessary for employees to receive approval in advance for such travel and expenses using District Form SB00077 (Travel Authorization Form). Some items and services, such as hotel, registration, and airline expenses, should be purchased using a district PCard. Information is entered into the Travel Expense form after travel is complete. An electronic copy of the District Form SB00077 can be accessed from the Travel sub-menu. Request For Non-Routine Travel And Reimbursement 1. Access TRAVEL EXPENSE form (EE20.2) Select Travel from the Finance Menu on the Lawson Home screen Select Travel Reimbursement from the sub-menu 2. Enter Employee Number in Employee Vendor Number field or select from drop-down menu If employee name does not appear in drop-down menu, click the Request New Vendor button. (See instructions in Requisitions section.) 82

Travel 3. Invoice field, is automatically populated. Enter number on paper form SB00077 (printable copy of SB00077 is available from the travel submenu). 4. Enter district paid + employee reimbursable amount listed on SB00077 in Total Travel Amount field 5. Enter amount to be reimbursed to the employee in Employee Paid Amount field 6. Enter today s date in Reporting Date field 7. Enter fund in Company field or select from drop-down menu 8. Enter account number in Accounting Unit field or select from drop-down menu 9. Click the Add button 10. EMPLOYEE TRAVEL EXPENSE DETAIL Form EE20.3 appears 11. Click the Inquire button 12. No more records in view appears in the status line 13. In FC field, enter A or select Add from drop-down 14. In Category field, enter appropriate category, e.g. O-MILEAGE, from drop-down menu 15. Click in Amount field 16. If a Dialog window opens, enter total quantity (miles or meals) 17. Click OK When using any category other than meals or mileage, enter category expense directly in Amount field. 18. Enter period ending date of travel reimbursement form in End Date field or select from drop-down calendar 19. Verify E (employee paid) appears in the Type field of each line entry to be reimbursed to employee. Verify C (county paid) appears in the Type field of each line entry to be paid by the district 20. Repeat steps 13 through 19 for each additional expense 21. Click the Change button 22. Change Complete - Continue appears in the status line 23. Click the Back button 24. Enter Invoice # on SB00077 form 83

School Paid Invoice - 1099 School Paid Invoice-1099 Payment for services using internal account funds must be entered into the Lawson System using the School Paid Invoice 1099. This electronic form replaces the old method of reporting expenses that require a district-issued 1099. Entries should be made as soon as possible after payment, instead of annually. School Board employees should not be paid from internal accounts. Note exceptions as stated on form. Use the Employee Paid from Internal Accounts Form button to report improper payments to the Payroll Department and District Auditing Office. 1. Access 1099 SCHOOL PAID INVOICE form (AP52.1) Select School Paid Invoice-1099 from the Finance Menu on the Lawson Home screen 2. In Vendor field, select vendor name from drop-down menu If vendor name is not currently available, follow Request a New Vendor procedure found in the Appendix E section. 84

School Paid Invoice - 1099 3. Enter invoice number in Invoice field, using site number + 2 digit year + check number 4. Enter date of event or select from drop-down calendar in Date of Event field 5. Enter amount paid in Invoice Amount field 6. In Type of Service Rendered field, select type of service rendered from drop-down menu (if necessary, follow instructions on screen to obtain information) 7. Click the Add button 8. Add Complete - Continue appears in the status line 85

Troubleshooting TROUBLESHOOTING Internet Explorer Settings In order for Lawson to function properly with Internet Explorer, the following settings are recommended. The examples shown are for Internet Explorer, version 7. Add-on toolbars such as those from Yahoo and Google must be deselected to avoid conflicts. To deselect an add-on toolbar 1. Right-click in any gray area of the header to verify toolbar status 2. Deselect any add-on toolbars (e.g. Yahoo, Google) 86

Troubleshooting Popup blockers must be turned off To turn off popup blockers 1. Select Tools from the Menu Bar or Command Bar 2. Click popup blocker 3. If Fly-out Menu reads Turn Off Pop-up Blocker, click to select Note: The setting Turn on Pop-up Blocker correctly allows pop-ups in Lawson Security settings must be set to Medium-low or Low 1. Select Tools from the Menu Bar or Command Bar 87

Troubleshooting 2. Choose Internet Options 3. Click the Security tab 4. Click the Trusted sites icon 88

Troubleshooting 5. If the Security Level is set as medium-low or low, click Cancel If the Security level is any other setting: 1. Click the Custom level button 2. Select medium-low from the Reset to drop-down list 3. Click the Reset button 4. Click the Yes button when the confirmation window appears 5. Click the OK button to close the Security Settings window 6. Click the OK button to close the Internet Options window 89

Troubleshooting Temporary Internet Files should be deleted 1. Select Tools from the Menu Bar or Command Bar 2. Choose Internet Options 3. Click the General tab 90

Troubleshooting 4. Click the Delete button in the Browsing history section 5. Click the Delete files button 6. Click the Yes button when the confirmation window appears 7. Click the Close button in the Delete Browsing History window 8. Click the OK button to close the Internet Options window 91

Troubleshooting Trusted Sites Setting The following error message appears if Trusted Sites are not set properly. 1. Select Tools from the Menu Bar or Command Bar 2. Choose Internet Options 92

Troubleshooting 3. Click the Security tab 4. Click the Trusted sites icon 5. Click the Sites button 93

Troubleshooting 6. Enter *.sdhc.k12.fl.us in the Add this website field 7. Click the Add button 8. Click the Close button 94

Appendix A APPENDIX A Using the Find Function The Find function enables the user to locate information from a list by specifying one or more criteria for the search. Example/Practice: 1. Access Contact Vendor form 2. To use the find function to locate a vendor, click the drop-down menu in the Vendor field 3. Drill Around window appears Note: The user may change the number of records to be viewed on a single screen by choosing an option from the View Records drop-down list 4. Click the Search button 95

Appendix A 5. Search window appears 6. Select Name as the first search criteria from the drop-down list 7. Select like from the drop-down list in the next field (like functions as a wildcard) 8. Enter Office in the next field 9. Click the + to add additional search criteria 96

Appendix A 10. The And/Or option allows the user to further define search results, select And 11. In the new search criteria line, select City from the 1 st drop-down list 12. Select = from the drop-down list in the next field 13. Enter Tampa in the next field Note: Additional search criteria can be added and/or existing search criteria may be deleted by use of the + and buttons 14. Select Filter to display all results of the search criteria (Find displays the first result only) 15. Click the Filter button 97

Appendix A 16. Records meeting the search criteria appear 17. If desired, click the Printable View button to print all records 18. The Printable View window opens, click the Print button 19. Click the Close button 98

Appendix B APPENDIX B Drill Around Drill Around is an option available in the Lawson System that allows the user to obtain additional information. Use Drill Around 1. Place the insertion point on the selected data in the appropriate field 2. Right click the mouse 3. Select Drill Around from the drop-down list 4. Drill Around Webpage Dialog window opens 5. Click the desired folder and view the information 6. If desired, click the Printable View button to print all records 7. The Printable View window opens, click the Print button 8. Click the Close button 99

Appendix C APPENDIX C Applying for a Lawson ID and Password 1. Log into IDEAS 2. Open the District conference 3. Open District Forms 4. Open the Online Security Access Form 5. Click the Lawson Request tab 6. Complete the appropriate fields of information 7. Click the Send button 100

Appendix D APPENDIX D Access Lawson Portal 1. To access the Lawson Portal, enter the following address in the URL field of the Internet Browser: http://lawson.sdhc.k12.fl.us/lawson/portal 2. Enter user id in the User name field 3. Enter password in the Password field 101

Appendix E APPENDIX E Requesting a New Vendor If vendor name does not appear in the vendor drop-down menu on the 1099 SCHOOL PAID INVOICE form (AP52.1) or on the REQUISITION form (RQ10.1), click Request New Vendor button found on either form to request the addition of a new vendor. 1. Click No 2. Click Allow 102

Appendix E Login to IDEAS when prompted 1. Click on Vendor Request icon 2. Click on Create a Request 3. The Vendor Addition Request Form appears (see next page) 4. Complete Vendor Addition Request form Note: for assistance completing the Vendor Addition Request Form contact vendor to ensure information is entered correctly 5. Click the Submit button 6. The Procurement Department will review the request and notify the requester of the vendor status 103

Appendix E 104

Appendix E Vendor Addition Information Drop-down Menu Selections: Reason for Request Type of Organization Primary Business Category MBE or WMBE Designation Small Business Designation 105

Telecommunication Policy Acceptable Use Policy/Telecommunication Guidelines General Telecommunications Guidelines: 1. Telecommunications services and networks shall be consistent with the mission, goals, policies, and priorities of the School District of Hillsborough County (SDHC). 2. The district provides telecommunications services that are financially feasible and educationally appropriate. These services are for administrative and instructional purposes. 3. The school district maintains an Internet content filter. All Internet access by all personnel and students must utilize this filter. Requests for exclusion of this procedure must be submitted to the Chief Information and Technology Officer and will only be granted to those with legitimate job related duties requiring such access. 4. SDHC accounts shall be used only by the authorized users for the purposes specified in these guidelines; misuse may result in the limitations of participant access rights and authorization; authorized users shall be responsible for the security of their account and password. Guidelines for Use of Telecommunications: 1. Telecommunications services or networks for illegal, inappropriate, or obscene purposes or in support of such activities shall be prohibited. 2. Telecommunications services or networks shall be in accordance with existing District policy. 3. Telecommunications services or networks shall not be intentionally used to disrupt the use of the network by other users. All communications and information accessible via the telecommunications services or network shall be assumed to be public property. No guarantee shall be made for the privacy of any communication on the network. 4. All network users shall adhere to the rules of copyright regarding software, information, and attribution of authorship. 5. Harassment or unsafe, unwanted, or unsolicited contact via district sponsored telecommunications services and networks is prohibited in accordance with board policy. Users cannot be completely prevented from accessing services or information that may be offensive or inappropriate; therefore, individual users must be responsible for their own conduct in using telecommunications services and networks. 6. Participation in a network requires that its users regard it as a shared resource and that members conduct themselves in a responsible, ethical, and legal manner.

Telecommunication Policy Guidelines for the Internet: 1. The Internet is coordinated through a complex association of government agencies and regional, state, and local networks. The operation of the Internet relies heavily on the proper conduct of the users. 2. The School District of Hillsborough County makes no warranties of any kind, whether expressed or implied, for the service it is providing. The district will not be responsible for any damages suffered including loss of data. The district is not responsible for the accuracy or quality of information obtained through this Internet connection. 3. The use of the Internet is not a right, but a privilege, and inappropriate or irresponsible use may result in cancellation of that privilege. 4. Users are expected to abide by the generally accepted rules of network etiquette. Be polite. Do not use vulgar or obscene language. Exercise caution in revealing personal information over the network. Do not disrupt the network or the flow of data. 5. Users shall avoid security risks. A user is to notify an administrator immediately if he or she suspects a security problem. Do not show or identify the problem to others. Do not use another individual's account; attempts to log on as another user will result in cancellation of privileges. Any user identified as a security risk or having a history of problems with other computer systems may be denied access. 6. Vandalism is defined as the malicious attempt to harm or destroy the data of another user, the Internet, FIRN, or other networks. This includes the creation of, or the uploading of, computer viruses on the Internet or the host site or disruption of data flow. Vandalism may result in cancellation of privileges. 7. All terms and conditions as stated in this document are applicable to all users of the Internet. These terms and conditions reflect an agreement of the parties and shall be governed and interpreted in accordance with the laws of the state of Florida and the United States of America. Guidelines for Email: The School District of Hillsborough County (SDHC) provides electronic mail (email) services to district employees in support of public education. 1. District employees are automatically provided a district electronic mail account.

Telecommunication Policy 2. Non-district employees may request a temporary user account. Requests must be made through the school principal or site administrator via the Temporary User Access Form, located in the District Forms folder on IDEAS. Examples of non-district employees who may be granted email access include interns, contracted service providers, and partnership organizations. 3. Communication made by means of district email is subject to the Florida Public Records Law State Statute 119.07 and Family Educational Rights and Privacy Act (FERPA). Authorized users are responsible for: maintaining the confidentiality of their password and user-id; monitoring the activity within their account; and maintaining the privacy of confidential information. Email is a convenient way to correspond with parents about general information, assignments and class expectations. However, the confidentiality of email sent outside the school district cannot be ensured. Information that is private concerning an individual student should be communicated in another manner in order to protect the privacy rights of the student. 4. Group mailing lists are provided as a service and are reserved for official school district business. The use of the "All-Email-Sites" mailing list is restricted to directors, managers or their designee and above. 5. Conferences provide a service to facilitate collaboration, problem solving, and sharing of information consistent with the district's mission. Editorial comments and personal opinions are not appropriate and will be removed at the sole discretion of the district. Terms Regarding Individual Accounts: 1. The district has the right to establish user limits for district email services. Due to storage limitations, the district will automatically delete messages after a specified length of time as set by the district. The storage space available in an individual account is set by the district. The district may change restrictions at any time without notice to users. Each user is responsible for checking the guidelines periodically for changes. 2. The district has no responsibility or liability for the deletion, corruption or failure to store any message or other content maintained or transmitted by the email service. 3. The district reserves the right to delete accounts that are inactive for an extended period of time. 4. Use of an email account constitutes the user's agreement with the terms regarding email procedures and that the user will not:

Telecommunication Policy violate the conditions of the Education Code dealing with student rights to privacy; use profanity, obscenity, or other language that may be offensive to another user; use district email for personal, political or editorial uses; use district email for financial gain or for any commercial activity or unsanctioned activities, legal or illegal; or copy commercial software or other copyright protected material in violation of copyright laws. 5. The district reserves the right to terminate any account that it believes is transmitting SPAM or abusing email procedures. Infractions will be reported to Professional Standards. 6. The district defines email "privacy" as the following: Email should never be considered "private." The district reserves the right to review materials posted to a district service and to remove any materials. The district will disclose any information it deems necessary to satisfy any applicable law, regulation, legal process or governmental request; or to edit, refuse to post, or remove any information or materials. 7. The district does not control or endorse the content, messages or information found in any email message; therefore, the district disclaims any liability regarding the electronic mail services. 8. The district reserves the right to change the terms, conditions, and notices under which services are offered. The user is responsible for regularly reviewing the terms and conditions and additional terms posted on district website. The continued use of the electronic mail service constitutes an agreement to all such terms, conditions, and notices. Guidelines for Student Safety and the Use of Telecommunications Services: 1. The school district maintains an Internet content filter. All Internet access by all students must utilize this filter in order to restrict student access to material harmful to minors as defined in the Children's Internet Protection Act (CIPA). 2. Public school student use of telecommunications services, through district equipment or authorization, will be supervised. District procedures that comply with CIPA guidelines include technology protection measures that block or filter visual depictions that are obscene, include child pornography, or are harmful to minors. 3. A parent or guardian wishing to deny access to the Internet must notify the school in writing through the Internet Exclusion Request Form. Unauthorized users of the Internet will be subject to disciplinary action.

Telecommunication Policy 4. Email use by students is not allowed without specific instructional purposes and must be monitored at all times for appropriate content. This use requires prior approval by the Superintendent or designee to assure compliance with the Children's Internet Protection Act (CIPA) and the Neighborhood Children's Internet Protection Act (NCIPA). 5. Unauthorized access, including so-called hacking or other unlawful activities, will result in disciplinary action including, but not limited to, cancellation of privileges. 6. Written parental permission is required prior to a student's participation in online programs that transmit personally identifiable information. The district will make all reasonable efforts in selecting online programs that ensure the privacy and confidentiality of the student and comply with Family Educational Rights and Privacy Act (FERPA). FERPA requirements will be communicated annually to parents, students, faculty and staff.