University of Central Florida EDA 6260 Educational Systems Planning and Management Budget Exercise to Purchase New Technology Rationale: This exercise is established to give you experience in reviewing a previously established budget to make decisions to meet the needs of instructional staff members in terms of technology. Background: You are appointed to serve as the new Principal of Ocean View Elementary School, beginning the second semester of the school year. The school has a reputation of being a child friendly place; however, data shows student performance is stagnant. While conducting teacher focus group meetings you determine the instructional staff has new computers in each classroom; however, the classrooms are lacking technology to deliver lessons which ultimately could improve student engagement and performance. At the previous school in which you worked, the instructional staff had Interactive White Boards (IWBs) which were used to enhance instruction. You left the meetings determined to purchase ITWBs for teachers to use at your new school. At the conclusion of your focus group meetings you review the school budget, established by the prior principal, to determine if there are funds available to purchase IWBs for as many classrooms as a possible 1n a way to establish an initiative. Activity (100 pts) o Please complete the following budget calculations using the provided excel spreadsheet entitled: EDA 6260.Principals Budget. Ocean View Gordon Spring 2019.x1sx, found 1n assignment located in the module. Supporting Information to Complete the Activity Principal's Salary - = [i"s half way through the school year. Assume you have spent half of the principal's salary. This amount should be posted in Spenr to Dare and in the corresponding cell in Encumbrances to Dare for the remaining salary of the principal. Assistant Principal Salary - & It's half way through the school year. Assume you have spent half of the assistant principal's salaries. This amount should be posted in Spent to Date. * We know that one of the assistant principals has retired, and the superintendent has placed a freeze on any new hires. The assistant principal who is leaving has a salary of $60,000. Encumber all the assistant principal salary appropriations except ' of the retiring assistant principal's salary. Secretary Salary - s It's half way through the school year assume you have spent % of the secretary's salary, This amount should be posted in Spent ro Date and in the corresponding cell Encumbrances to Date for the remaining salary of the secretary. Instructional Equipment - It's half way through the school year. Assume you have ordered and paid for products equaling z of the budgeted amount for instructional equipment. This amount should be posted in Spent to Date. The previous principal ordered, but has not paid for, $325 of instructional equipment. The 5325 should be posted in Encumbrances to Date, Instructional Supplies - s The previous principal purchased $4000.00 of instructional supplies to date. This amount should be posted in Spent to Date. s Additionally, the previous principal ordered, but has not paid for, $450 of instructional supplies. The 5450 should be posted in Encumbrances to Date. The remaining fund balance amount is available; however, you have been told that the principal budgeted this category based on the previous year's expenses, Texthooks - This 15 a categorical fund and can only be spent on textbooks. of textbook funds have been spent to date. This amount should be posted in Spent 1o Date. The remaining amount should be posted in Encumbrances to Date for future textbook purchases only. Teaching Salaries- * As noted, it"s half way through the school year. Assume you have paid ! of the amount budgeted for teaching salaries. This amount should be posted in Speni fo Date. The previous principal has held back two teaching salaries ($60,000) as an \"emergency fund. The budget appropriation, minus the spent to date amount, minus the two salaries held back, should be posted in Encumbrances to Date. Substitute Teaching Salaries o At this point in the school year you have used 2 of the amount budgeted for substitute teaching salaries. This amount should be posted in Spent to Date. # However, you have learned three teachers are on matermity leave which will cost the school and additional cost of 55,000 in substitute teacher's salaries. This will cause an overspending of the funds appropriated. You should post 55,000 in Encumbrances to Date to cover the additional costs. Dont forget you will need to cover other teacher's absences that occur for the remainder of the school year. So, you should also encumber the monies that were left over after you posted : of the substitute salaries in the Spent to Date cell. Conferences Expense - s 51,750 has been spent to date on conferences. Place this amount in the appropriate cell. s The prior principal approved two kindergarten teachers to attend a conference at a cost of 5250 each but has not paid for it. Post the 3500 in Encumbrances to Date. Facility Expenses - + 51900 has been spent to repair the kiln in the art room. This amount should be posted in Spent to Date. A purchase order for 500 has been submitted but not paid for to repair a fence. This amount should be posted in Encumbrances o Date. Further Information to Consider [nteractive Whiteboards are $1100, per the district contract o There are 30 classrooms on campus. The General Fund is used to provide resources necessary to sustain the day to day activities of the school and thus pays for all administrative and operating expenses. It can also be used to purchase equipment; however, you must be sure to not over spend in the general fund for these are district appropriated funds. Over spending in the general fund could result in sericus financial issues for the school and district. Therefore, it is wise to hold back a minimum of 5% of the general fund as a contingency fund. Place this amount in cell C21. Submittal Instructions: Use this section to record your answers from the completed spreadsheet. Once you have recorded your answers, open the Quiz in the Module entitled: Budget Activity Quiz and transfer vour answers 1o the appropriate question. Also, upload your spreadsheet for my review. Question 1: What is the total balance for the Spent to Date Column? (10pts) {numerical answer only. No commas ex.: 123456) Question 2: What is the total balance for the Encumbrances to Date Column? (10pis) (numencal answer only. No commas ex.: 123456) Question 3: What is the total balance for the Budget Balance Column? (10pts) (numerical answer only. No commas ex.: 123456) Question 4: What is the total balance for the Fund Balance Column? ( 10pts) (numerical answer only. No commas ex.: 123456) Question 5: What is the amount in Contingency Balance? (Cell G21) (10pts) {numerical answer only. No commas ex.: 123456) Question 6: What is the amount in Total Available for Initiative? (Cell G22) ( 10pis) (numencal answer only. No commas ex.: 123456) Short Answer: (40 pts) If your Total Available for Initiative amount is positive, how many classrooms would you outfit with new IWBs? Explain your rationale. If your Total Available for Initiative amount is negative, explain how you would pay back the district. (Hint: the amount should not be negative, so start over) Budget Category el 2110.150 Principal Salary il 2110.151 Assistant Prin. Salaries 110,152 Secretary Salary H 2110.200 Instructional Equipment 5 e 21100450 Instructional Supplies 2110452 Textbooks i 2110.130 Teaching Salaries i 2110.131 Substitute Teachers i 2110151 Conferences i 2110.150 Facility Expenses 54 Total Available for Initiative Budget Appropriation 5 76,000.00 200,115.00 S 2843200 18,500.00 S 10,000.00 5 25,000.00 S 300,765.00 s 8,000.00 S 470000 s 2,500.00 5 674,012.00 Ocean View Elementary General Fund- Spring 2019 Spent To Date Encumbrances To Date 5 z Budget Balance $ 76,000.000 $ 200,115.000 $ 28,432.000 $ 18,500.000 $10,000.000 15,000.000 % 300,765.000 4% B,000.000 $ 4,700,000 $ 2,500.000 S 674,012.00 Fund Balance 76,000.00 200,115.00 S 2343200 S 18,500.00 S 10,000.00 S 25,000.00 300,765.00 8,000.00 S 4,700.00 2,500.00 5 674,012.00 5 - 674,012.00