Latest News 2024

School Saving Bonus (SSB) Update

20 November 2024

• A VCEA circular titled Administration of the School Saving Bonus for students in nongovernment schools was provided to principals of Catholic schools in Victoria last Friday, 15 November. 

• Information is provided about the receipting of SSB funds received during the 2024 year. It advised that these funds should be recorded under AFS 8130 in the 2024 financial year, designated for Grants Received in Advance. Please note that the corresponding ICON GL code is 71600. Work is being undertaken to ensure this account is available to all schools in eSIS as soon as possible, enabling receipting to proceed to the 71600 GL Code.

• To facilitate the acquittal of these funds and ensure correct income recognition in 2025, new GL codes will need to be created. These codes should be finalized before the end of this year and made available in eSIS when schools resume in 2025.

• Discussions with the Government regarding the allowable use of these funds by schools and parents are ongoing. Once we receive further clarification from VCEA, we will provide updated guidance to schools on how funds can be used and how they should be recorded via eSIS and eFIN.

eSIS enhancement - Current Students Leaving the School 

14 November 2024

 A configuration update has been implemented for current students who will be leaving the school. 

These students will now appear in green up to two months before their leaving date once the following is completed:

The student’s status has been changed to “leaving,” and all the leaving details populated in the system.

This visual change aims to streamline the transition process for both students and staff by providing a clear and immediate indication of upcoming departures. 

eSIS New Report - Credit Card Expiry/Expired Report

14 November 2024

A new report has been developed to generate a listing of all debtors with expired or expiring credit cards, whether the card is used for automatic payments or online payments. 

The report shows the Debtor ID, Debtor Name, Card Type, Truncated Credit Card Number, and Expiry Date. 

It can be found under the Debtor Module and is named Credit Card Expired/Expiring – Data Export – EXP-CEOVIC-CCEXPIRY.

Update - Google Workspace for Education Plus - November 2024

14 November 2024

The following update provides information about some of the latest features in Google Workspace for Education Plus, as well as upcoming events that may interest to your school.

Upcoming Events

Gemini Academy Australia (Nov-Dec): Register for more information on this exciting professional development opportunity.

Google Summit (20 January 2025): Mark your calendars for this important industry event 

eSIS Enhancements - User Forms for the capture of documents received during student enrolment

11 November 2024

Two new user forms have been created to capture the recording and updating of documents received for student enrolment. The user forms include tick boxes for the enrolment form, Code of Conduct, Permissions for ICT, Head Lice Check, Sunscreen Lotion, and others.

Future Module:

Under the Future Module – relevant for enrolments at the school:

• Students Documentation Checklist – STUENROLDOCFUT: This user form can be run as a report named Future Student Documents Checklist –STU_DOCS_CHECKLIST_SUB.

Students Module:

Under the Students Module – relevant for updating previously recorded information:

• Students Documentation Checklist – STUENROLDOC: This user form can be run as a report named Student Documents Checklist – STU-DOCS.CHECKLIST.

Attention - Recording Overpaid Salaries and Wages in eSIS

30 October 2024

Starting this week, any repayments from employees for overpaid salaries and wages must be recorded in eSIS under GL code 74910.992. 

The eFIN team has updated all schools with the necessary GL code 74910 and activity code 992.  This means that schools will see this in eSIS as an active GL code.

This change aims to enhance transparency within the payroll division of Shared Services, ensuring clear tracking of debt repayments.

If you are not able to see the GL code in your application, please contact ICT helpdesk and you will be assisted.

Process Open Postings Relating to Prior Months.

23 October 2024

The following information is essential for school administration staff to process any open postings relating to a month, where the bank reconciliation for that month has been finalised.  For example,  if the current month is December and the transaction date is in July, and July’s bank reconciliation is finalised.

The following steps are to be done via Modify Summary Information Posting Options.

• Change the posting date to the first of the current month. eg. December.

• In the description, include the original transaction date eg.  date in July.

The reason for changing the posting date is that when the posting is transmitted to eFIN, prior periods may have been closed and/or the bank reconciliation finalised.  

It is crucial for the End of Year process that NO postings for transactions for the current year remain open.  All postings with current year transactions must be closed off for the year.

eSIS - Closed Off Postings Update

22 October 2024

We are pleased to announce that access to closed-off postings has been reinstated in eSIS. Schools can now view Past Cash Receipts Postings in the 'Select Cash Receipts to Process' screen. By selecting the Past Cash Receipts Postings radio button, schools can use the filter function to Open, or Preview the selected posting.

When opening a posting, the only available actions are printing the receipt and/or audit print. Editing options (modify, delete and reversed) are disabled and will display an error message if attempted.

In addition, the select function access for the Office Manager and Office Administrator roles has been reinstated.

Latest News: Preferred Name Feature Now Available in ePortal

22 October 2024

We are excited to announce a new feature in the ePortal that allows the display and update of preferred names for students, staff, and parents. This enhancement ensures that the preferred name is accurately reflected across all relevant systems and communications, providing a personalised and respectful experience for everyone.

Preconditions:

• User has a valid account in the ePortal.

• A preferred name is set in Synergetic.

If no preferred name is provided in Synergetic, the first name will be displayed instead.

Future Student Contact Details Export for Schools that use SIMON

24 September 2024

A future contacts data export is available in eSIS for schools using the SIMON application so that 2025 student contacts can be loaded into SIMON for the purpose of PAM account creation.  Please refer to QRG – 3rd Party Vendor Data Export from eSIS - Future Contacts.

Key points:

1. Export Purpose: The export is intended for use by schools to share future student contact details with SIMON.

2. Export Format: The export is required to be in Excel data-only file format (XLSX).

3. Saving Location: The exported file must be saved to a specific file location and not under the application. This ensures proper handling and uploading into SIMON.

4. Manual Upload as CSV: After saving the file, it needs to be manually uploaded into SIMON as a CSV file.

5. Import Considerations: If the file is not saved in the specified manner, it results in a blank upload. This emphasises the importance of adhering to the specified file format and saving location to ensure successful data transfer.

Please Note:  Schools should not transfer future students into current students for the academic file year of 2024 to try and complete this process.  

ICON New Admin Training and Refresher Workshops - Term 4

24/09/2024

ICON New Administrator training days
This training is designed for new school staff who have not completed ICON applications training.

Training covers:

• eSIS – Primary school – 2 days

• eSIS – Secondary school – 2 days

• eFIN/eHR – Shared Services schools (Primary/Secondary) – 1 day

• eHR – Non-Shared Services schools (Primary/Secondary) – 2 days

 Training can be on demand and can be organised via Finance Business Partners or by contacting the ICON Training Lead, Sone McKendry via email icontrainingadmin@macs.vic.edu.au 

ICON Refresher Workshops for Term 4

Workshops are now available for term 4.

ICON Refresher workshops are short-duration workshops between 1 to 2 hours depending on the topic. They are designed for school administration staff  using ICON and need to further develop their skills. These workshops are designed for both MACS Shared Services Schools and Non-Shared Services schools unless stated otherwise.

ICON Principal/ Leader workshops for Term 4

New principals and school leaders can contact the ICON training team to request new principal / leader workshops.

An overview of training and workshops for term 4 can be found here.

Register for this activity in OPL via CEVN website.

eSIS Action Centre Alerts - Credit Card Expiry

18 September 2024

An exciting new feature is now available in the eSIS Action Centre, designed to streamline administration processes. Two new Action Alerts have been deployed to notify administrators of debtors with credit card expiry dates.

Here’s what you need to know:

1. Alert Appearance:

• Blue Information Alert: This alert will report on debtors whose credit cards are expiring within the month (Debtor Credit Cards Expiring in the Month report).

• Required Action: Administrators should review the debtor’s details and contact the debtor to ensure updated credit card information if required, is received on time.

2. Alert Appearance:

• Red Action Alert: This alert will report on the number of debtors who have a credit card that has expired (Debtor Credit Card Expired Report), listing the debtor ID number and truncated credit card number. 

• Required Action: Administrators should review the report and debtor’s details, and update the debtor or credit card information as needed.

This enhancement will help ensure timely updates and improve the overall management of debtor accounts and credit card expiry dates.

If you have any questions or need assistance with this new feature, contact the service desk at ictsupport@macs.vic.edu.au or via phone 03 9267 0422 

 For your Attention: Jamboard is winding down

24 July 2024

This is important information for Google Administrators and teachers at schools who use the whiteboard tool Jamboard.

This information has been passed on from Google to the MACS Google administrator. Google administrators at schools not in the MACS - Google Central Instance should have already received this information.

Google Jamboard will no longer be available after 31 December 2024. School staff using Jamboard will be able to export or migrate their Jamboard data to one of Google’s whiteboard partners, until that date. However, from 1 October users of Jamboard will not be able to create new Jams or edit existing Jams.

What is Jamboard?

Jamboard is a digital whiteboard that allows users to collaborate in real time using either the Jamboard device (a 55-inch digital whiteboard that works with Google services), web browser or mobile app. Jamboard will be decommissioned as of 31 December 2024. 

Refer to critical information about Jamboard: https://support.google.com/jamboard/answer/14084927?hl=en

Main Points

• If schools wish to save their current Jam files, they must be exported prior to the decommission date.

• All files will be permanently deleted once Jamboard is decommissioned.

• From 1 October users will no longer be able to create new or edit existing Jams on any platform, including the web, iPhone, iPad, Android, and Jamboard devices. Google will also start converting Jams to PDF.

• Schools currently using Jamboard for collaboration and wish to keep their work will need to export their files before then.

• NOTE : If your school uses a physical device like Jamboard 55 (Jamboard device end of life information), data will be required to be exported and will need to be completed by 1 October 2024.

• Jamboard data will be available to export or migrate to one of Google’s whiteboard partners, such as FigJam, Lucidspark, and Miro. (Refer to attached document).
  The MACS Google team cannot provide any guidance on which tools suit the needs of your school. For this advice, please speak to your MACS Learning and Teaching contacts.

• This data will need to be exported before 31 December 2024.

Critical dates and next steps

• From 1 October users will not be able to create new or edit existing Jams.

• All users are encouraged to download the Jams they would like to keep before December 31, 2024. How to Export Jams.  

• After December 31, 2024, the Jamboard app will be shut down. Users will no longer be able to view their Jams, and all Jam data will be permanently deleted. 

• It is recommended that you evaluate Google’s whiteboard app partners (refer attachment).

• Requests to access one of the whiteboard applications in the MACS - Google Central Instance should be raised with ICT Support.

Contact

For ICON school support, you can contact the service desk any time via email at ictsupport@macs.vic.edu.au or via 

Engaging Software and/or Service Providers 

27 June 2024

MACS schools are reminded that as per the Executive circular dated the 29th February 2024 re: Engaging Software and/or Service Providers and email sent to principals and administrators dated 21st March 2024, schools are requested not to initiate, purchase or implement any digital applications or services that may change or alter the MACS digital landscape ahead of the Digital Re-Imagination Program and to consult with the program concerning any renewals or updates to the current local application.

Schools engaging with third-party vendors not part of the current approved ICON suite may find that ICON School Support cannot fully assist with integration or ICON  processes.

 For further information about the Digital Reimagination Program, please email DigitalReimagination@macs.vic.edu.au 

Schools using eSIS to record Medical Incidents - Scale of Injury.

5 June 2024

A standard “scale of injury” for recording medical incidents has been included in eSIS to encourage consistent descriptions of severity of incidents across all MACS ICON schools.  

This is a significant step towards ensuring consistency and clarity in managing of student health records and consistent framework for categorising the extent of injuries sustained by students. It is important to use standard reporting terms to enhance the safety and well-being of students.

Under Medical tab, Medical Incidents sub-tab Injury Details, Scale of Injury field, the Dropdown list has been updated to include the below options.

 (In Synweb, the below options are now available under 'Severity').

AIS 1 – Minor

AIS 2 – Moderate

AIS 3 – Serious

AIS 4 – Severe

AIS 5 – Critical

The Options listed above are aligned with the Abbreviated Injury Scale (AIS) an internationally accepted tool for ranking injury severity.  

Please Note:  For injuries above the shoulders, it is still a requirement that the parent/s, carer/s and/or guardians need to be informed of such injury.

Enhancement - eSIS - Student Module – Relationship.

15 May 2024

As a result of requests from schools, a recent enhancement was made to the eSIS application in Student Module – Relationship.

Three new relationships have been added to the database.

These are:

PARTF        Father's Partner     

PARTM      Mother's Partner    

PARTC        Partner's Child

When adding new contacts, or changing the relationship status for a student, school administrators will be able to select these options.

ICON ePortal Update - Digital Onboarding Forms (MACS Shared Services)

15 May 2024

A recent update was made to the ICON ePortal and was available to schools on 6 May. The update improves the user experience related to digital onboarding forms. Changes will be seen when the user logs into the Staff Onboarding Dashboard. Information has been provided to users on the changes, in the MACS Shared Services Principal and Admin Forum on Tuesday after the release and at each of the regional Admin Forums.

Refresher Training was provided to schools who registered for these sessions on Thursday 9 May. 

MACS Shared Services Quick Reference Guides can be located in the Digital Onboarding Google Drive here: MACS SS Digital Onboarding Forms - Google Drive.

If you find issues with ICON ePortal please raise a ticket via HEAT or the ICON ePortal (PayrolI > I have an Issue). The project team is continuing to monitor the performance of the system.

 If you have a request for training you can contact the training team via email: icontrainingadmin@macs.vic.edu.au  

Personal Leave Allocation Update

11 April  2024

The annual Personal Leave Allocation has been completed by MACS for all schools during the term holidays.

Balances were loaded for staff current on the OSR as of  29/01/2024.

Important notes:

• Employees who started after 29/01/2024 might not have had their balances loaded.

• Changes in FTE during Term 1 may require adjustments to the balances loaded.

• Leave balances could be missed if your school has not yet submitted the OSR confirmation.

Action Required:

Review of the PRS and eHR to ensure allocation for each active employee is loaded. ICON workshop sessions advertised on  OPL are available for school administration staff. These sessions will provide instructions on how to review the PRS and generate the report from eFIN to aid the reconciliation.

If there are discrepancies or an employee did not receive their allocation:

MACS Shared Services Schools:

• Submit a ‘New Case’ for Payroll via the Shared Services tile in the Portal.

• Select ‘I have an issue’ and select ‘Incorrect Leave Balance’.

• Provide the employee C number, the correct balance amount, and relevant supporting documentation.

Non-Shared Services Schools:

• Refer to the ICON Support Site – ICON eAdmin Support Resources for the relevant support documents to correct the balances.

ICON Refresher Workshops - Term 2.

11 April 2024

ICON Refresher Workshops for Term 2

• Workshops are now available for term 2.

• ICON Refresher workshops are short-duration workshops between 1 to 2 hours depending on the topic. They are designed for school administration staff who are using ICON and need to further develop their skills. These workshops are designed for both MACS Shared Services Schools and Non-Shared Services schools unless stated otherwise.

• Register for this activity in OPL via CEVN website.

ICON Principal/ Leader workshops for Term 2.

• New principals will be contacted by the ICON training team for the opportunity to attend new principal / leader workshops.

ICON New Administrator training days

• Training will be on demand and can be organised via Finance Business Partners or by contacting the ICON Training Lead, Sone McKendry via email icontrainingadmin@macs.vic.edu.au 

• Training covers:

  • eSIS – Primary school – 2 days

  • eSIS – Secondary school – 2 days

  • eFIN/eHR – Shared Services schools (Primary/Secondary) – 1 day

  • eHR – Non-Shared Services schools (Primary/Secondary) – 2 days

MACS Shared Services Primary School Administrator Duty Planner

26 March 2024

The MACS Shared Services Primary School Administrative Officers Duty Planner 2024 provides office administrators with an overview of the key activities and due dates for each term.

MACS Shared Services Primary Administrator Duty Planner

eAdmin Workshops for Regional Networks or School Admin Clusters

25 March 2024

eAdmin workshops customised for MACS regional networks or school clusters, to enhance the capabilities of school administration staff in using eAdmin applications can be arranged with the ICON Training & Consulting team.

These customised eAdmin workshops can be designed to suit the needs of the members of the regional network or cluster of schools. These workshops complement the current support and training already provided by the ICON Training and Consulting team. 

The purpose of the eAdmin workshops is to provide specialised support and expertise to enhance school administrators’ knowledge of specific workflows using the eAdmin applications.

Suggested workshop topics could include the following: 

• Enrolment processing

• FFPOS

• Debtor Management

• Purchase Order Management

• Staff Leave Management

• Preparation tasks for end/beginning of Terms

• Direct Debit forms/schedules for parents

• Charges: Family fees

Format

Workshops can be:

• offered as part of regional network meetings e.g., School Officer Network.

• arranged by appointment at a regional office or school location, for a cluster of schools with similar needs.

Audience:

• For existing and *new school administrators

*New school administrators are encouraged to attend the new admin training offered by the ICON Training team.  The new admin training provides an overview of the eAdmin applications and key processes rather than in depth exploration of specific topics to be covered in these workshop sessions. 

Facilitators

ICON Trainers and consultants with expertise and knowledge of ICON to advise schools in best practice strategies.

Next Steps:

For any questions about this offer, or to arrange for a workshop at your next regional network, or cluster of schools, contact Fiona Turner, Manager ICON Training and Knowledge Transfer via email: fturner@macs.vic.edu.au

End of Year Student Rollover/ Fee Generation - Common Questions

30 January, 2024

ICON End of Year Rollover/Fee Generation Common Topics 

This document is for school administration staff to resolve common questions or issues that may arise after the EOY student rollover process is completed and 2024 fees have been generated. 

School administration staff are encouraged to use this document to help rectify and correct issues regarding changes to students and classes, as well as correct fees for debtors after the fees were generated by the ICON support team.  

ICON Administrator Training and Refresher Workshops - Term 1

17 January, 2024

ICON New Admin Training and  ICON Refresher Workshops are now available for term 1.

• ICON New Administration School Staff Training  - is designed for new administration staff who have not completed ICON application training.

• ICON Refresher workshops - are short-duration workshops between 1 to 2 hours depending on the topic. They are designed for school administration staff who are using ICON and need to further develop their skills. Several workshops will be offered for administration staff using eSIS to manage common issues related to the beginning of a new year.  Administration staff are encouraged to attend these sessions if they are unsure how to manage these situations.
  These workshops are designed for both MACS Shared Services Schools and Non-Shared Services schools unless stated otherwise.

New Administration Training covers:

- eSIS – Primary school – 2 days

- eSIS – Secondary school – 2 days

- eFIN/eHR – Shared Services schools (Primary/Secondary) – 1 day

- eHR – Non-Shared Services schools (Primary/Secondary) – 2 days

An overview of the current training & workshop sessions can be found here. 

Register for this activity in OPL via CEVN website. The full training and workshop offering can be found by searching ICON activities category in OPL.

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