FID (Financial Information Database)

The Financial Information Database (FID) is one of the Center for Educational Performance and Information's (CEPI) data sets. The FID application streamlines the process that school districts use to submit the following financial data to the state of Michigan:

• Balance Sheet

• Education Service Provider (ESP)

• Expenditures

• Revenues

The FID provides various stakeholders with user-friendly financial information at the district and school levels.

Menu Path

Choose Fund Accounting from the main navigation menu, then choose State. Click FID (Financial Information Database).

Submission Period

Early September through mid-November (exact dates may change from year to year).

Selection Rule

Financial information is extracted based on the Reporting Structure and Crosswalks set up for the selected reporting period.

Setup

Before generating the FID report, set up the following:

• Reporting Structure

• Crosswalk

Reporting Structure

Before running the FID report for the first time, provide some detail about the accounting structure.

You can define your district's reporting structure on the MI FID (Financial Information Database) - Setup - Reporting Structure page.

1. Choose Setup, then Reporting Structure.

2. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

3. To edit or delete a record, click the ellipsis in the Actions column and select the appropriate option.

Crosswalk

Crosswalk table codes represent user-defined table codes that must be set up for any FID Title where the Fund Accounting code does not exactly match the state code. Refer to Fund Accounting User-Defined Codes for more information.

The crosswalk tables, such as School (Facility/Building) or Fund Code, must be defined before loading financial data. Any organization chart level or account code not on the state School Code Master or the Michigan School Accounting Manual Chart of Accounts must be defined in a user-defined table if used by the district.

Only fund and account-level definitions are accepted for Balance Sheet entries. Balance Sheet Suffix and Program are optional. All other relationships must be defined before the data is saved.

You can set up crosswalks for the following on the MI FID (Financial Information Database) - Setup - Crosswalk page:

• Fund Code

• Balance Sheet Major Class

• Balance Sheet Suffix

• Revenue Major Class

• Revenue Suffix

• Function Code

• Object Code

• School (Facility/Building)

• Program

• State Code

1. Choose Setup, then Crosswalk.

2. Select the Crosswalk Type.

3. Filter records by the following criteria:

   • Local Code

   • State Code

4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

5. To edit or delete a record, click the ellipsis in the Actions column and select the appropriate option.

6. To download the information, click Download, then select Download PDF or Download as an Excel Document.

Load Data

Balance sheet accounts for the fiscal year you enter are selected from the general ledger table, including entries with zero balance. If the first character of the district code used for the major class is alphabetic or zero, that character is dropped, and the remaining characters are selected as the major class in the district code. The first three characters of the district code are used as the major class in the state structure. The state code is used for the state account structure when a user-defined crosswalk defines a fund, major class, or suffix.

Amounts of Liability and Equity accounts defined in the Fund Accounting profile are reversed (multiplied by –1) before being stored. Credit balances are stored as negative amounts.

Fiscal year revenues are selected from the revenue ledger table. If the first character is alphabetic or zeroes for any district code that comes from the account number, that character is dropped. The remaining characters are selected as the district code. The first three characters of the district major class are used as the major class in the state structure. The fund, revenue major class, and suffix are crosswalked as needed to match the state account structure, and the total of all period amounts is reversed (multiplied by –1). Revenue amounts are usually negative.

Expenditures for the fiscal year are selected from the expenditure ledger table. If the first character is alphabetic or zeroes for any district code that comes from the account number, that character is dropped. The remaining characters are selected as the district code. The first three characters of the district function code are used as the function code in the state structure. District codes are crosswalked as needed to match the state account structure. Expenditure amounts are usually positive.

Encumbrance amounts, which should be zero at year-end, are bypassed for revenues and expenditures. In addition, all control accounts defined in the Fund Accounting profile are also ignored when loading revenue and expenditure data.

Amounts for all 13 periods on a record are summarized. Each record on the FID table contains a transaction code indicating a balance sheet, revenue, or expenditure record.

You can load data based on Fiscal Year.

1. Choose Load.

2. Select the Fiscal Year.

3. Click Load, then Yes.

4. Save the MI FID (Financial Information Database) Load Summary report, then click OK.

5. Navigate to the folder containing the summary report file.

6. Inspect the file. Update data, if needed.

7. Repeat these steps until all data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.

Since the data submitted for the report must be consistent with the district's audited financial statements, records should only be added, changed, or deleted if they reflect changes made to the financial statements after the table has been loaded. You can reload the table if necessary, but all changes are lost.

If a record is deleted or an account code is changed, the original record is retained in the table to print the record on the Audit Log. The MI FID (Financial Information Database) page does not display the record.

1. On the MI FID (Financial Information Database) page, filter records by the filter criteria.

2. To specify filter criteria, choose an option from the list, and enter a keyword or select an option in the following field.

3. To add a record, click Add Record. Specify valid information and click Save. Click Yes.

4. To edit or delete a record, click the ellipsis in the Actions column and select the appropriate option.

5. To download the information, click Download, then select Download PDF or Download as an Excel Document.

Create Files

FID Report

1. Choose Reports, then FID Report.

2. Create a hard copy of the report to verify data before you create the electronic file:

   1. Select the Fiscal Year.

   2. Under File Type, select Hard Copy.

   3. Under File Format, select PDF or Excel.

   4. Under Detail / Summary, select Detail or Summary.

   5. Under Report Sort, select District Codes or State Codes.

   6. Select Exclude Zero Amounts to exclude zero amounts from the report.

   7. Click Create, then Yes.

3. Save the MI FID reports and navigate to the file folder.

4. Inspect the files. Update data, if needed.

5. Repeat these steps until all data is included.

6. Create the electronic file:

   1. Select the Fiscal Year.

   2. Under File Type, select Electronic File.

   3. In the District Operating Number field, enter the five-digit district code assigned to your district by the State.

   4. Under File Format, select Text or Excel.

   5. Select Exclude Zero Amounts to exclude zero amounts from the report.

   6. Click Create, then Yes.

7. Save the file and click OK.

Follow the state's submission procedures.

ESP Report

You must submit the Education Service Provider (ESP) report if the expenditure towards education service providers exceeds 50% of the general fund.

You do not need to load data separately to create the ESP report. The loaded expenditure data is filtered based on the report criteria.

1. Choose Reports, then ESP Report.

2. Create a hard copy of the report to verify data before you create the electronic file:

   1. Select the Fiscal Year.

   2. Enter the Fund | Function | Object combination.
      For example:

      • 11 | 231, 432 | 4312, 5432

      • 11 | 2* | 1*

      • 11 | 2* | *

   3. Under File Type, select Hard Copy.

   4. Under File Format, select PDF or Excel.

   5. Under Report Sort, select District Codes or State Codes.

   6. Click Create, then Yes.

3. Save the MI FID ESP report and navigate to the folder containing the files.

4. Click OK.

5. Inspect the files. Update data, if needed.

6. Repeat these steps until all data is included.

7. Create the electronic file:

   1. Select the Fiscal Year.

   2. Under File Type, select Electronic File.

   3. In the District Operating Number field, enter the five-digit district code assigned to your district by the State.

   4. Enter the Fund | Function | Object combination.

   5. Under File Format, select Text or Excel.

   6. Click Create, then Yes.

8. Save the file and click OK.

Follow the state's submission procedures.

Audit Log

The Audit Log shows the changed values of records that were added, deleted, or had amounts changed. The original and new records are printed for records that had an account code changed.

1. Choose Reports, then Audit Log.

2. Select the Fiscal Year.

3. Under File Format, select PDF or Excel.

4. Click Create, then Yes.

5. Save the file and click OK.

Error Check

1. Click Error Check.

2. Select the Fiscal Year.

3. Under File Format, select PDF or Excel.

4. Click Create.

5. Save the MI FID (Financial Information Database) Error Check file, and click OK.

Refer to Error Check - Messages for error message descriptions.

Purge Data

You can purge the data for the report in the following scenarios:

• You want to discard the data for the report completely.

• You want to change the setup or employee data and reload the data.

1. Click Purge.

2. Select the Fiscal Year.

3. Click Submit.

4. Click Yes, then OK.