CAPTOES User Manual
Contents
1. NOTE In te above screen and subsequent data entry screen s relate to fiscal year 2005 When you log in to the system current fiscal year will appear automatically in the above screen and all the data entry screens will be appropriately displayed Capital On line Entry System CAPTOES Documentation 10 Once the agency s FIS number is inserted in the screen above it is then possible to retrieve all the agency related information by clicking appropriate buttons in the CAPTOES menu bar These buttons lead to subsidiary menus to collect following information e The Actual button M Actuals displays Maintain Agency Capital Program Screen for creating and maintaining specific project data relating to the agency for details see page 12 e The Project Group button a Project Group displays Maintain Agency Group codes screen for creating and maintaining group codes These codes are used by agencies with a large number of projects allowing them to group more than one project in to one line or as a list of projects under relevant group code in the Budget Paper 4 If an agency has any active group codes they appear as a selection for group code in the drop down box in the Project Data Entry Screen for details see page 22 aq Prog Overvi e The Program Overview button E displays Maintain Program Overview Screen for maintaining overall overview objective nature of the agency s capital program for details see page 24 Tra2. 5 Spillway Project Classification Project Type I4 Infrastructure projects ProjectiD Project Size L Major Works To change or enter project comment Project Group Physical Start 10 2001 Physical Completi 10 2006 Project Status I Works in Progress Financial Completion Project Location Town 99999999 Various Electorate Electorate Region Split Region ange project Project Estimates 000 Previous Actuals Projection Estimate Estimate Estimate Estimate fears 2003 04 2004 05 2005 06 2006 07 2007 08 2008 04 1 100 12 zi 18 ao Balance To Complete j Estimated Total Cost 1 200 Capital On line Entry System CAPTOES Documentation 13 To update existing project Double click the selected project data line in the Maintain Agency Capital Program screen page 12 or select the project to be edited by mouse and click Change Project button As a result Maintain Project Detail Screen page 13 appears for updating the desired project It 1s possible to revise project name expenditure profile status electorate splits dates Note If the start date is before 7 2002 and there is expenditure in previous years start date can not be changed and any other field which is not greyed out I New Project To create a New Project Click _____ button in the Maintain Agency Capital Program screen page 12 and a blank Project Detail Screen page 13 appears with no data All project detail f
3. TREASURY CAPITAL ON LINE ENTRY SYSTEM CAPTOES TRAINING DOCUMENTATION 16 February 2005 g fmr reporting training 2005 captoes documentation_dnd doc Capital On line Entry System CAPTOES Documentation 1 Table of Contents CAPTOES Overview Summary Of Steps To Prepare A Return For Treasury Software amp Modem Connection to Treasury Treasury Asset Acquisition Data Collection How To Log On Navigation Keys Main Menu Selection Data Entry Reports How To Transmit Data To Treasury How To Log Off Treasury Contacts Trouble Shooting Capital On line Entry System CAPTOES Documentation 2 10 23 27 28 29 30 CAPTOES Capital On line Entry System Overview What is CAPTOES e CAPTOES is the electronic on line system to collect agencies asset acquisition data once a year for the Budget Paper 4 and Electorate Reports purposes e CAPTOES is a SAP based system and appears as another menu path to the existing TOES system currently used by agencies to provide financial data to Treasury on monthly basis and for forward estimates purposes e Same computer and the same system password are used for TOES and CAPTOES e Treasury rolls previous year project data forward to indicate all work in progress continuing from previous Budget e Once the roll over is complete agencies are requested to update work in progress projects continuing from previous years as rolled forward and create any new projec
4. provided by your agency for the 2004 05 Budget Agencies are requested to update project expenditure profile and milestones including their status to completed if they are schedule to be completed before 30 June 2005 Capital On line Entry System CAPTOES Documentation 12 One can go up or down the project list by clicking up and down arrows in the SAP Go to Project No menu bar It is also possible to enter project number in the box and hitting the enter will take you to the project number desired If an agency has no projects no projects will be listed As projects are updated or new projects created the above screen gets updated and it essentially provides a summary overview of an agency s Capital Program listing all projects In summary the Maintain Agency Capital Program screen is used for e Changing project related information including name town electorate expenditure profile status etc e Creating new projects and e Entering sources of funds for financing the overall agency s capital program The details of carrying out the above three functions are described below 1 1 To update existing projects and create new projects The Maintain Project Details screen shown below is to edit an existing project details System Help 21H eee CHE anna MAA Maintain Project Details To save the project data og ElectorRegion Project Description a Prov Comment Ly Save Agency Agency 1 Project
5. C of less than 250 000 are to be classified as Minor Works Please note that annual provision projects are always minor projects Large agencies are allowed to group minor projects and in that case their ETC can exceed 250 000 but still remain minor projects Appropriate choice selection can be made using the drop down handle appearing on right hand side of the box as described in 1 1 3 A mandatory field Enter the appropriate Group Code if applicable If your agency groups projects for Budget Paper No 4 production purposes and you have already specified the Group Codes for you agency in the Maintain Project Group Codes Screen appropriate choice selection can be made using the drop down handle 5 appearing on right hand side of the box as described in 1 1 3 A mandatory field The Group Code Field will be blank if you have not specified any group codes for your agency In this case you can simply lt Tab gt past this field Not a mandatory field Note You can add to these group codes at any time by entering new codes in the Maintain Project Group Codes Screen see page 23 Even if your agency does use group codes not all projects of your agency are required to be grouped Capital On line Entry System CAPTOES Documentation 15 1 1 6 If an agency has any questions concerning the grouping of projects they should consult their Financial Analyst in Treasury Physical Start and Physical Completion Dates for the Project Th
6. Estimates Report e Report printing and G2 Cash Flow Statement Crosscheck Error Report e Finally data transmission to a Prog Split Not Equal Report Treasury G2 Programs GPC Split Reports p E CAPTOES Data Entry 2 Maintain Capital Projects D z CAPTOES Reports eee CAPTOES Menus capital data e Data entry A Funds Summary Report Reportpratne and A Project Detail Report e Finally data transmission to ie Capital Projects Electorate Report Treasury A Budget Paper No 4 G2 Group Project Report A Project Type Report ie Project Exception Detailed Report Capital On line Entry System CAPTOES Documentation 9 DATA ENTRY WARNING PLEASE NOTE THAT DATA IN CAPTOES MUST BE MANUALLY SAVED BEFORE EXITING For entering project related data choose Maintain Capital Projects in the menu path above leading to Maintain Agency Projects screen shown on next page The Maintain Agency Projects screen is used for e data entry of all asset acquisition related data and e finally the transmission of the completed data to Treasury aleea ARNEE E Agency Projects System Help g a Ib 6 SHB anaa He ow Actuals Sh Project Group A Prog Overview c amp Transmitto Treasury Agency Agency 10 sje Legislature Fiscal Year 2005 Display Option Select Inactive Projects v CAPTOES menu bar Insert your agency FIS number D FIs 1 777 PE lived INS
7. Report The Group Project Codes Report lists projects by group codes with subtotals Please note that Group codes are optional Capital On line Entry System CAPTOES Documentation 27 How To Transmit Data to Treasury cS Tanem to Treasury By clicking in the Maintain Agency projects screen Page 10 a new screen CAPTOES Transmit Agency Data Screen appears as shown below Program Edit Goto System Help a dU 6 GHB DARSDI ATOR CAPTOES Transmit Agency Data a Transmit Button allows the users to transmit data to Treasury Main Selection y Agency number 1 Transmit Nil Return Button allows Fiscal year 2005 users to send nil return Processing Type Transmit Un transmit Button is default and means that the agency is to update data Transmit nil return Untransmit The above allows users to transmit agency data to Treasury The screen has three button options only one can be selected at a time as described below e Transmit This button when selected and executed allows users to transmit data to Treasury Before transmitting the system automatically runs an Exception Report to identify any errors If no exceptions are found data is set to transmit and from now on the agency data is locked not possible to change data in CAPTOES If data is not transmitted because of the data errors the Exception Report is shown on computer Agencies are requested to fix
8. The tick box will show the impact of your changes without saving The back key will take you out to the previous screen T The exit key will take you out to the previous menu G The cancel box will remove all changes you have made since the last SAVE and POST Capital On line Entry System CAPTOES Documentation 7 The clock with the tick box will execute your request H The disk key will allow you to save and post Aj The arrow page down key will take you out to the next page ih The arrow page up key will take you to the previous page zJ The double arrow page down key will take you to the last page The double arrow page up key will take you to the first page The icon allows you to create a new session This icon allows you customising of local layout i e print a hardcopy of the printscreen The print key will allow you to execute and print Capital On line Entry System CAPTOES Documentation Main Menu Selection When an agency successfully logs onto TOES the following screen appears showing the main TOES CAPTOES Menu As shown the TOES related menu come first followed by the CAPTOES menu Ignore these two icons Wenu Edit Extras ny STEM Add to favourite This allows you to add your frequent menu path as your favourite a Maintain Actuals and Projections ie Maintain Forward Estimates b TOES Reports TOES Menus financial data 2 Monthly Review e Data entry GA Forward
9. To search for desired town name say Redbank type r without quotes in the town field click the drop down handle giving a list of 500 towns starting with R A list of 500 towns starting with R is shown below as illustration on the next page Town r rei I re Capital On line Entry System CAPTOES Documentation 17 Town Code raby raglani Raglan Bathurst raglan Raglan Near Dungog raini Rainbow Flat rains Rainbow Reach raleigh Raleigh ramorni Ramornie rams Ramsgate ramse Ramsgate Beach rand Rand randwic Randwick rangari Rangari rangers Rangers Valley rankin Rankin Fark rankins Rankins Springs rannock Rannock rappyvil Rappyille rathmin Rathmines ravens Ravenswood ravens Ravensworth ravensd Ravensdale rFawdonl Rawdon Island rFawdone Rawdon Yale raworth Raworth rawsony Rawsonville raymond Raymond Hill raymone Raymond Terrace razorbil Razorback Near Bathurst Pazorhe Razorback Near Picton red hea Red Head red ran Red Range redbank Redbank redbour Redbournberry vo F all 2 Raby One can go up and down the list using up and down buttons on the scroll bar By clicking the desired town Redbank on the above screen town Redbank will be selected and it will appear in the town window The search could have been narrowed a little by typing red without quotes giving towns in alphabetical list start
10. Treasury s TOES system Since CAPTOES is another menu path in TOES same PC and the password is to be shared Please co ordinate data entry as both the financial data and capital data are up dated about the same time for the State Budget purposes Before entering data it may be useful first to print out Project Detail Report for your agency using CAPTOES This will list work in progress projects from previous year Make necessary changes to previous work in progress on paper with red pen which will make updating previous project data on line easy Asset acquisitions are reported on accrual basis and the aggregate expenditure in CAPTOES must agree with the asset acquisitions in the Forward Estimates data in TOES for the Budget year Please contact the TOES contact person to find out the asset acquisitions in the TOES Budget Paper 3 forward estimate data data for the Budget Year as reported in the Schedule of Property Plant and Equipment SPPE Schedule of Intangibles SINT and the Schedule of Investment Property SINP accounts It is sum total of all purchases capitalised expenditure assets acquired under finance leases and major property inspection costs capitalised in the above three schedules Logon and update work in progress projects including expenditure profile and electorate data in CAPTOES and also indicate whether projects completed Finally create any new projects and provide the necessary details Once all asset acquisit
11. andard text ZPOVW 00640 Language EN amp A Se Formats t Character formats 2 amp E aw A Paragraph left aligned H Character string hig Program symbols Ctrl F3 glelelela z yee 20140 al DEV 1 010 damien ns A liel start C4 D Bi change Request 4 micr e SAP Logon 46D e Change Standard text f Menu 1 Microsoft Word QQN ROOT 11 06 am Please enter program overview in the above screen click the save button EI to save the entered data and click the back arrow ES button to go back to the main Maintain Agency Projects screen Capital On line Entry System CAPTOES Documentation 25 REPORTS The following three reports are the most important reports and agencies should check their accuracy before transmitting data to Treasury e Project Detail Report and e Budget Paper 4 Report The Project Detail Report is the main report giving all project details including town electorates and it should be used for checking data entry Budget Paper 4 Report gives the listing of projects as they will appear in the Budget Paper 4 for tabling in the Parliament and it is therefore important that they be checked Similarly Electorate Report can also be used for checking if an agency has a lot of projects Copies of Electorate Reports are provided to individual Member of Parliaments Project Type and Project Group Reports are additional reports for agency use only to ensure that an agency has enter
12. d records at some later stage and assign the relevant Group Code When a Project GroUR button on the Maintain Agency Projects Screen page 10 is clicked the Maintain Agency Group Codes Screen below appears g 16 eoe Chm anna AA Maintain Agency Group Codes Do l O Royal North Shore Hospital Western Sydney Strate gy co Central Sydney Resource Transition BESS EES Capital On line Entry System CAPTOES Documentation 23 2 1 Entering a New Group Code To enter a new group code press the New Group Code button and a new screen below appears Please enter the group code name below and click the back button to add the desired group code Maintain Project Group Code Detail Screen Project Group Codes Code Project Group Mame 2 Select Summarise Projects or List Project Details option Town 994999999 Active Reporting 4 Back 3 Cancel If for reporting above the Summarise Projects option is chosen relevant projects having this group code will appear as single line in the BP4 under group code Project costs ETCs will all be summed including even those which are active but do not have expenditure in the Budget Year Further if all the projects under a group in summarise option have same towns the town common to all will appear otherwise town name will appear as Various There is no need to specify town name here If List Project Details Option is cho
13. e and the project s expenditure profile over the years and the location of the project town and electorate The report gives two totals first includes all Major Works and all Minor works projects except deactivated projects and the second total gives the total of all projects entered in the system including deactivated as well If in case an agency wants to change deactivated project changes can be made in data entry before transmitting the data Budget Paper 4 Report The Budget Paper 4 Report lists projects as they will appear in the Budget Paper 4 If an agency has used project group codes projects are grouped as desired see both Project Listing and Summarise Projects option Please note that deactivated projects and projects with nil expenditure in the Budget Year are not listed in the Budget Paper 4 report Electorate Report The Electorate Report gives a list of all projects carried out by various government agencies in that electorate This report also does not list projects that are deactivated or have nil expenditure in the Budget Year Project Type Report The Project Type Report lists and sums projects by Project Type Project types are Projects of State Significance PSS Computer Projects and Infrastructure Projects As mentioned earlier only Non Budget General Government agencies and Public Trading Enterprises can have PSS projects and they require Budget Committee s approval Group Project Codes
14. ed appropriate project types and groups Please note that in all screens used for printing reports an agency has to input only their agency FIS number All default values have been entered so that an agency can print the appropriate report easily To print display report click the desired report in the CAPTOES Report Menu path page 9 For example by clicking the Project Detail Report on page 9 the Project Detail Report screen below appears Enter the agency number and click the execute button gt below to display the report on screen or click the print button amp to print the report on printer Finally to go back to previous menu click the back arrow buttonk Program 1H CGAGHE anoi FH eg Project Detail Report gt E hh ag os i La e C i Am Eon L Capital On line Entry System CAPTOES Documentation 26 3 1 3 2 3 3 3 4 3 5 3 6 Source of Funds Report The Source of Funds Report provides an aggregate of all capital projects in the system not including deactivated projects and the way they are to be funded Project Details Report The Project Details Report lists details of all projects including deactivated projects provided the Deactivated Projects box is ticked in the report selection Detail covered includes the project description project size project status the project s dates physical start date physical completion date and financial completion dat
15. eir data they are requested contact CAPTOES Help staff How To Log Off Use the following menu path at the top of the screen e System e Log Off The following screen will appear Log Of Wnsaved data will be lost Do you wantto log off e Make sure that you have saved all changes prior to answering yes Treasury Contacts Below is the list of people to contact if you have any queries CAPTOES User queries Anil Shukla 9228 5178 System queries access passwords modem connections Ewen Bishop 9228 3012 Chris Tonge 9228 4034 Capital On line Entry System CAPTOES Documentation 29 Trouble Shooting 1 When changing town name system gives a warning that the town name is being changed as shown below Please note that sometime the warning message has the no button pre selected If you want to change the town name please click the Yes button ves with mouse in the screen below Update Electorate Region Mew Town was entered Delete ALL electoratefregion split a a a a a a ee Cancel 2 Iffor any reasons you want to get out of the screen and the system is not letting you it is possible to do so but please use it as a last resort Type n in the SAP bar window in the transaction entry box Agency Projects System Help and hit enter This will take you to the start and the data you have entered in the current screen will not be saved 3 Project type project size gro
16. ese are mandatory fields except in case of project with status Annual Provision where it 1s not necessary to enter start finish dates This is because annual provision projects are a collection of one or more small projects like office refurbishing or computers carried out every year and therefore start finish dates and Estimated Total Cost do not make sense Enter start completion dates for projects The information to be entered into these date fields must be in the specified format mm yyyy where mm refers to calendar month rather than financial year month e g July should be recorded as 07 rather than O1 Before saving the record the system checks that the date formats are correct and that the Physical Completion date is after the Physical Start date Changing Start Completion Dates for Existing Projects Start dates can be modified for all projects other than existing Works in Progress which have expenditure in previous years Start dates for such Works in Progress are greyed out on the screen so that they cannot be changed The reason for this is that the previous expenditure has historical expenditure data corresponding to the start date Completion dates can be changed as required Should you need to change the start date for a Work in Progress project for any reason for example following a system prompt to that effect you will need to change the Project Status of the project to say an Annual Provision Once
17. exceed 250 000 Annual Provision projects are always Minor Works projects and it is not even necessary to enter their ETC In fact expenditure over the years can exceed 250 000 New projects start date must be in the Budget Year days including and between 1 07 2005 and 30 06 06 New work in progress project start date must be before or on 30 06 2005 If a work in progress has expenditure in prior years the start date would be locked as there is historical expenditure data in corresponding years Completed works must have completion date 30 06 2004 or earlier Balance to complete a calculated figure which is estimated total cost less total expenditure allocated over years cannot be a negative number except in case of annual provision projects where ETC needs not be entered If a project is completed before or on 06 2009 balance to complete must equal zero except in case of annual provision projects Conversely if a project is completed in or afterwards 07 2009 balance to complete must be greater than zero except in case of annual provision projects Expenditure in the first and or the last year cannot be zero Expenditure in the Budget Year 2005 06 for all projects other than deactivated projects must be allocated to specific electorates Capital On line Entry System CAPTOES Documentation 31
18. ields including the project name need to be entered Please note that the project numbers are system generated Fields in the Project Detail Screen and Data Entry 1 1 1 1 1 2 Enter the Project Name A project s name can be three lines long and only the first line shown in the Maintain Project Detail Screen To see all the three lines for existing projects and to edit them click the Project Description button Project Description Hack Be vo to save In case it is a single line project name changes can be made in the Maintain Project Detail Screen itself by overwriting and make the necessary changes then click the back button When a new project is being created a new screen shown below appears for Continue entering project name After entering the project name click to save the project name Maintain Project Description 1 Project Description we Back Continue The Project Name field is printed in Budget Paper No 4 and the Electorate Reports unless the project is a grouped project See Page 22 A Mandatory Field Enter the Project ID if required This field allows agencies to enter their own specific alphanumeric project number or code against a particular Capital On line Entry System CAPTOES Documentation 14 1 1 3 1 1 4 1 1 5 project in CAPTOES The field may assist agencies in tracking and mapping projects in CAPTOES with projects in their own database systems Thi
19. ing with Red If existing town name has been changed following warning message comes which has Yes action as default Please click this Yes button with mouse or hit return to accept the change in town name Update Electorate Region om Capital On line Entry System CAPTOES Documentation 18 1 1 9 Enter appropriate Electorate Before entering electorate splits please enter expenditure in the Budget Year 2005 06 first because the Budget Year expenditure needs to be split amongst the electorates Once the town name and the expenditure over the years has been allocated click the execute button G in the SAP menu bar or just hit enter key on your key board With this appropriate electorate names will appear in the electorate drop down box and electorate splits can then be specified as described below e Incase a town is located in a single electorate In this case the system will automatically assign the appropriate electorate relevant to the town code e Incase a town is more than one electorate 1 If expenditure is in only one of the corresponding electorates you can enter appropriate electorate via the drop down screen for electorate splits on the main data entry screen 2 If expenditure is in more than one of the corresponding electorates click the Electorate Region Split box and a tick mark appears in the box as shown below Gp Hl Ge E R k Maintain Project Details Electorate Regi
20. ion data has been entered please run the following reports and make sure that you are in agreement with them Project Detail Report Budget Paper 4 Report If necessary print Error Check Report fix any errors identified Please note that transmit function takes place only when there are no errors in the data as per the Error Check report automatically run by the system while transmitting data Once you are satisfied with the data entered please transmit Export data on line to Treasury using CAPTOES In case you have a nil return please ensure that you have no projects for your agency in CAPTOES and transmit nil return electronically to Treasury Capital On line Entry System CAPTOES Documentation 4 10 Please send the name title and telephone number of contact person for your agency to Treasury to Anil Shukla Reporting and Coordination Branch NSW Treasury Level 24 Governor Macquarie Tower Farrer Place Sydney 2000 The contact person details will appear in the Budget Paper 4 Software amp Modem Connection to Treasury Please refer to Treasury Remote Access Configuration documentation Treasury Asset Acquisition Data Collection i Timetable Treasury collects asset acquisition data from agencies once a year at the Budget time Treasury will roll over work in progress projects as per previous Budget and send a request to agencies to update asset acquisitions data Once the data is collected Treasu
21. is saved provided the two figures agree There is no Save button in the screen above Note In order to simplify data collection region splits are no longer required Since this capability is being still maintained the system automatically assigns regions in background mode Although they may be wrong please disregard regions as they are as region reports are no longer used 1 1 10 Enter Project Estimates and Estimated Total Cost fields All figures in the Project Estimates fields are to be positive and specified in 000 The system calculates a running Balance to Complete For all projects apart from Annual Provisions the Estimated Total Cost field must be such as to ensure a positive Balance to Complete Capital On line Entry System CAPTOES Documentation 20 As you will notice the Previous Years project estimates field in the Maintain Project Details Screen page 13 is blocked off to users If you want to revise it advise Treasury to make appropriate corrections It represents a record of the total of all historical data contained against this project in Treasury s FISCAP Capital System Note For existing projects all the Project Estimates fields except for the Previous Years field will need to be updated each Budget round Expenditure profile over the years must match start finish dates In particular Balance to complete cannot be negative unless it is an Annual Provision project If a projec
22. licking a Mrojectbomment in the Maintain Project Details Screen page 13 the screen below appears for entering project comments Please enter project comments click the save button IE to save the comment entered and then click back arrow ES button to go back to the Maintain Project Details screen page 13 alf i18 ce CHE D553 DA OB Ejo Piihi ching erigi Gl DA002AAANA a Capital On line Entry System CAPTOES Documentation 22 2 Maintain Project Group Codes Screen This field is only used by agencies having a large number of projects and it assists in presentation of Budget Paper 4 only Some agencies may want to group several projects into one or provide a list of projects under a heading The project group codes facilitate this process Please check with your Analyst in Treasury as to whether your agency is required to group projects for Budget Paper No 4 purposes and what the required groupings are to be before proceeding with using the Group Codes facility This field is not essential If your agency is required to group projects or list projects under a heading it is advisable that you enter your Group Codes before proceeding to enter the capital project information in the Project Details Screen even though this is not essential Group Codes can be assigned to projects after the project information has already entered into the CAPTOES system However this will require you to enter into the already save
23. m information e Check that town and electorate information is still relevant Agencies should review and reassign the electorate data where necessary Capital On line Entry System CAPTOES Documentation 5 e Capital grants and advances paid by your agency as well as maintenance projects which are expensed are NOT to be included in your agency s capital program The Asset Acquisition program now relates to capitalised physical assets e As displayed on the menu amounts should be rounded to nearest thousand dollars e The amounts should be entered on an accrual basis for when work is expected to be completed and not on cash basis e The aggregate amount of asset acquisitions for all projects reported in CAPTOES must be on accrual basis and agree with the aggregate acquisitions reported in the TOES Forward Estimates for the Budget Year The TOES Forward Estimates request has separately been issued your agency The specific accounts that should be agreed from TOES are from the Schedule of Property Plant and Equipment SPPE Schedule of Intangibles SINT and the Schedule of Investment Property SINP relating to following purchases of property plant and equipment PP amp E capitalised expenditure and assets acquired under finance lease e Agencies are requested to allocate electorate expenditure to electorates and system will allocate the expenditure to a default region automatically on its own In order to si
24. mplify data collection agencies are no longer required to provide region splits e A work in progress can have zero expenditure in the Budget year provided they are continuing beyond the Budget year previously not allowed as software forced agencies to enter expenditure in the Budget year Please note that projects with the zero expenditure will not be printed in the Budget Paper 4 or the Electorate Reports Capital On line Entry System CAPTOES Documentation 6 How To Log On e Go to the PC used for TOES data entry Dial in for TOES and CAPTOES are identical CAPTOES appears as a separate menu path in TOES e Log in to Treasury s TOES system through internet at https toes treasury nsw gov au e Double click the TOES VPN icon and following TOES log in screen appears User System Help Te HI es amp l 6 ER 2545 15 25 EA e Se ee SAP R3 J J Eal Client Llser wT oe eo eR RO Password Language e Enter your agency user ID and password in the above screen using Tab to select the appropriate field type in for example e Client 777 e User Name Your Agency User Name e Password Your Password TOES and CAPTOES share same PC amp password To obtain password contact your agency s Finance staff who currently uses TOES to provide Monthly and or Forward Estimate data to Treasury In case of difficulties please refer to Treasury contact list at the end of this document Navigation Keys G
25. nsmitto Treasury l e The Transmit to Treasury button displays Transmit Data screen which allows agency to transmit un transmit data to Treasury for details see page 27 While the first button leads to menu for entering specific project related data last three buttons above relate to the overall agency s capital program Capital On line Entry System CAPTOES Documentation 17 1 Maintain Project Estimates er Actuals oe By clicking on the Maintain Agency Projects screen in previous page main project data entry screen Maintain Agency Capital Program appears as below The information presented on the screen 1s Z afd Gee SHH BARODA OF Maintain Agency Projects s5 Actuals aw ProjectGroup zg Prog Overview ci Transmitta Treasury Agency if Fiscal Year 2005 Select Inactive Projects e the Agency FIS No name and fiscal year e Summary of Source of Funds Funds Total is the sum of funding from various sources and Projects Total is computed by the system as the sum of all the active projects of the agency Note Deactivated Projects do not form part of the Projects Total e the Project Number and Project Description e the Estimated Total Cost of the project and the expenditure profile over the six years including the Budget Year When looking at capital data downloaded by Treasury at Budget time the screen will show work in progress projects continuing from previous year as per the data
26. on Split box cq ElectonRegion Project Description Town 99999999 various Electorate Region Split alie Execute the screen by clicking execute button on the SAP menu a ElectorRegion bar and then a new button aa appears in the BAe S CAPTOES menu bar Click the aa ElectorRegion button which leads to Electorate Split screen shown below for entering expenditure in appropriate electorates corresponding to the town name entered in the main Project Data Entry Screen Capital On line Entry System CAPTOES Documentation 19 18 C6e DAR anon me Maintain Electoral Splits Project Details AQency Agency 1 Projecttla 4 Spillway Town 99999999 Various Fiscal rr 2005 2005 06 Estimate Electorate Dissection 000 Region 2005 06 Code Electorate Mame Split Estimate Unknown Electorate 10 Albury a0 Auburn 50 Ballina 60 Bankstown Electorate Totals Go to Electorate For example in the screen above all electorates in NSW corresponding to the town name Various appear in the above screen The 2005 06 estimate is 18 while the Electorate Totals is 10 Please note that the 2005 06 estimate must totally be allocated to electorates Both the figures therefore must agree and either total 2005 06 expenditure be reduced to 10 or remaining 8 be allocated amongst other electorates In the above screen click the back arrow to save the electorate splits and the data Save
27. ork N Work in Progress I or an Annual Provision A The system allows for newly created projects to be Works in Progress in recognition of the fact that there may be some projects unforeseen at the time of last Budget s collection which may have since commenced and which for the purposes of the upcoming Budget Year should be classified as Works in Progress In the case of such projects the system restricts the start date to be in the year prior to the upcoming Budget Year Changing a Project Status for an Existing Project An existing work can be either assigned the project status of Work in Progress I an Annual Provision A a Deactivated Project D or a Completed Works C All existing Works in Progress that have been or are likely to be finalised prior to the upcoming Budget Year 2005 06 are to be designated as Complete Work C The Work in Progress status is only allowed for projects which are expected to have ongoing expenditure in the upcoming Budget Year and or beyond Enter the Project Location CAPTOES system has a list of valid towns and electorates in NSW Further it maintains a directory of appropriate town electorate combinations in NSW Please enter appropriate town and the electorate splits for each project having expenditure in the Budget Year 2005 06 by following the steps below Town field On tabbing into the town field below and clicking down handlel a list of 200 owns starting with a appears
28. ry will publish Budget Paper 4 State Asset Acquisition Program and Electorate Reports The Budget Paper 4 is tabled in Parliament and individual Electorate Reports are provided to appropriate Members of Parliament il What Treasury collects Treasury collects asset acquisition data on accrual basis from agencies Information required includes project details such as start finish dates expenditure profile over a six year period town and electorate where the expenditure in the Budget Year will be incurred Please note that Treasury requires information on projects that are being carried out in the budget year and it must not include projects commencing after the Budget year In providing asset acquisitions data in CAPTOES please note the following e All projects having an estimated total cost of 250 000 or more are to be classified as Major Works except Annual Provisions which can be over the 250 000 limit but classified as minor projects Projects costing less than 250 000 are classified as minor projects Agencies with substantial number of projects can group two or more minor projects into one e All capital projects are to be allocated to electorates where at all possible Agencies should liaise with their Treasury Analyst where any doubt exists in relation to the allocation of projects to electorates Jf agencies do not provide sufficiently detailed electoral information they will be required to resubmit their capital progra
29. s field and Project Comments page 21 have been added to assist agencies for mapping the project in CAPTOES to their own capital system These fields are not used by Treasury in any way Not a mandatory field and may be left blank Enter the Project Type if applicable This field is used to identify three types of project Computer Projects Infrastructure Projects and Projects of State Significance If a project is of any of these three types please select the appropriate type In case your project does not fall into one of these categories you can simply lt Tab gt past this field leaving it blank A mandatory if a project is of the above three types Otherwise left blank Note Project type Project Size Project Status and Town Electorate fields have a drop down box giving valid selections For example to access and select the appropriate project size code click into the project type box go to the right edge of the size box and a drop down handle a appears By clicking the t handle a small screen giving the three project types appears Click the required entry to make the selection Enter the Project Size Capital projects are either classified as Major Works or Minor Works Treasury reserves the right to alter the definition of a Major and Minor Work at any time At present for Budget Paper No 4 purposes projects with an Estimated Total Cost ETC of 250 000 or more are to be classified as Major Works Projects with an ET
30. sen the group code will appear as a heading and all the projects under this group code will be listed individually with an indent to separate the list from the heading Please note The Group Description is the name that will be used in the Budget Paper No 4 Please ensure that this description name is meaningful 2 2 Deleting Group Codes There is no facility available for deleting group codes once a group code has been entered into the system One can overwrite the description or simply make it by clicking the active button again so that the tick mark M does not appear in the inactive box Inactive group codes do not appear in the drop down box in the Project Data Entry Screen Note Once changes have been made to the group codes please click the save button save button H to save the group codes data and then click back arrow Eh button to go back to the Maintain Agency Projects screen page 10 Capital On line Entry System CAPTOES Documentation 24 3 Maintaining Program Overview AP Prog Overiew Click button in the Maintain Agency Projects Screen shown on page 10 in order to maintain Program Overview in the screen below It is used for entering or changing the agency s Program Overview This Overview should be a brief description of the objective nature of the agency s capital program Please make sure that it is meaningful as it is published in the Budget Paper 4 210 C00 SAB 5559 HF Os Change St
31. t other than Annual Provision is finishing before 07 2008 last year expenditure cannot be zero Further balance to complete must equal zero 1 1 11 Saving a Project Record Once you have entered all the mandatory details for a project and the expenditure profile matches the start finish dates the record can be saved by pressing the Save O Save button in the SAP menu bar If there are data errors the system will prompt you with the fields you need to change and also give error messages If there are no errors the system will save the record To go back please click back arrow E button to go back to the main Maintain Agency Capital Program Screen page 12 Capital On line Entry System CAPTOES Documentation 21 1 1 12 Deleting an Existing Project Record 1 1 13 Change Standard text PCOMHMMGOT MOOOMT Language EN A E DA a Formas of amem B A or Boe O OOOO Dn Tarren INS Baj jaa E pai fa ithange ttan B CATOES Dec E yrhis sage cone Ejes row Fj towns PRN Ey sirs There is no facility for deleting existing projects in the CAPTOES system The only way you can register that a project is to consider as deleted is to assign the project a Deactivated Project status D in the Project Status field Project Comments This is not a mandatory field and is for agency s use only Agencies can use project ID and the project comments to map a project in TOES to their own capital system By c
32. the start date has been modified the project status can be changed back to a Work in Progress Note A Financial Completion Date field equal to the Physical Completion Date is generated by the system This field is not accessible to the user and is purely used for Treasury purposes Expenditure profile under Project Estimates must match start finish dates If there is any expenditure outside the dates the expenditure outside the dates will be deleted with appropriate warning Expenditure in the first or the last year cannot be zero for obvious reasons After entering project start and finish dates please click the execute button G in the SAP menu bar or just hit enter key on your keyboard CAPTOES will automatically indicate the years where expenditure is to be allocated for the project 1 1 7 Enter the Project Status Projects can be defined as either New Works projects commencing in the upcoming Budget Year 2005 06 Works in Progress projects which have already commenced before the Budget Year Capital On line Entry System CAPTOES Documentation 16 1 1 8 2005 06 Annual Provisions Completed Works those projects which will be completed prior to the commencement of the upcoming Budget Year 2005 06 and Deactivated Projects projects which are to be considered as deleted projects by the system Entering a Project Status for a Newly Created Project A newly created project can be designated as either a New W
33. these errors and re transmit data to Treasury Agencies can at any time choose to Un transmit data as long as Treasury has not copied the agency data to the Treasury s system and they can continue make changes to their data in CAPTOES e Transmit Nil Return This button when selected and executed allows users to transmit nil return meaning that agency has no project to report for the 2005 06 State Budget However before transmitting the nil return system runs a check whether agency has any live projects in the system In case of any live projects the Transmit Nil Return is not executed Please take a print out of Project Detail Report and make all projects inactive by changing their status to Deactivated before sending the nil return again Capital On line Entry System CAPTOES Documentation 28 e Un transmit This is default and basically shows that agency is still in the process of updating the data After making appropriate selection in the CAPTOES Transmit Agency Data Screen click the execute button G gt to carry out the desired function and then click back arrow ES button to go back to the Maintain Agency Projects screen page 10 As mentioned earlier it is possible to switch back and forth from transmit to un transmit as long as Treasury has not copied agency s data to Treasury s system Once Treasury has copied the data and an agency still wants to make last minute changes to th
34. ts using CAPTOES e Once all data has been entered CAPTOES is used for transmitting the updated capital data electronically to Treasury e Please transmit even if you have no project to report Send nil return electronically How is CAPTOES data used e Once Agency has transmitted data to Treasury Treasury will copy agencies data from CAPTOES to Treasury s FISCAP system e FISCAP is similar to CAPTOES and is a repository of all agencies data FISCAP is used for Budget Paper 4 and Electorate Reports preparation listing capital projects undertaken by all government agencies Once an agency has set his data to transmit Treasury will copy the updated data from CAPTOES to FISCAP Note Once an agency has transmitted data to Treasury they will not be able to change data in CAPTOES only shown in display mode However agencies can un transmit data provided Treasury has not copied the data make changes and transmit again Once Treasury has copied the data from CAPTOES an agency is requested to contact the CAPTOES contact person if they wish to make last minute changes to their data This can be accommodated if possible Capital On line Entry System CAPTOES Documentation 3 Summary Of Steps To Prepare A Return For Treasury 1 2 3 4 5 6 7 8 9 Please contact the person in your agency who provides financial data to Treasury using TOES system and obtain username and password for
35. up codes if your agency has specified them town electorate and project status fields have a drop down box giving valid selections For example to display and select the appropriate project size code click into the project type box go to the right edge of the size box and a drop down handle a appears By clicking the L handle a small screen giving the three project types appears Click the required type entry to make the selection 4 Warning messages can be removed by clicking v button with mouse or by just hitting enter However 1f start finish dates and the expenditure profiles do not match it is not possible to save the data unless the dates and the expenditure profile so that they match 5 Please note that clicking the save button IE in the SAP menu Bar saves the data and clicking the back arrow E5 button takes to previous menu Generally if both of these buttons are in the SAP menu bar please save the data first before going to previous menu 6 Important facts to remember If conditions below are not met a suitable warning message will appear in while saving data and it may not be possible unless the errors are fixed e A Major Works project has estimated total cost ETC gt 250 000 A Minor Works project has ETC lt 250 000 Capital On line Entry System CAPTOES Documentation 30 However it is possible to summarise several minor projects into one and in that case the grouped project s ETC can
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