Latest News 2023
Additional training sessions - MACS Shared Services New Digital Onboarding Forms, Leaders Workshops & Assets
23 November 2023
Additional training sessions for the MACS Shared Services new digital onboarding forms are now available for administration staff in MACS Shared Services schools.
There will be four sessions available (see table below).
These sessions will cover:
Adding new employees
Making changes eg. secondary positions, contract renewals, position/salary changes, FTE/work pattern changes, and adding allowances/higher duties.
Terminations
Changes to payroll personal details
Additional courses for school leaders as well as sessions covering assets for non-Shared Services schools are also available.
Staff can register for this activity in OPL via CEVN website.
Change in outage period for ICON Applications
23 November 2023
The following message was emailed to principals and Administrators of ICON schools on Wednesday 22 November.
Please note that the TechnologyOne Application (eFIN & eHR) will now undergoing system maintenance from Fri 22/12/2023 @ 5:00pm to Friday 05/01/2024 @ 5:00pm. During that time eHR & eFIN will not be available.
Transactions should not occur in all applications until the 09/01/2024 when we can ensure that data will be able to transfer between the applications.
Please contact the ICT Helpdesk on 9267 0422 or via email ictsupport@macs.vic.edu.au if you require further information.
Future Student Contact Details Export for Schools that use SIMON
15 November 2023
A new data export has been created in eSIS for schools using the SIMON application. Please refer to QRG – 3rd Party Vendor Data Export from eSIS - Future Contacts.
Key points:
Export Purpose: The export is intended for use by schools to share future student contact details with SIMON.
Export Format: The export is required to be in Excel data-only file format (XLSX).
Saving Location: It is crucial that the exported file is saved to a specific file location and not under the application. This ensures proper handling and uploading into SIMON.
Manual Upload as CSV: After saving the file, it needs to be manually uploaded into SIMON as a CSV file.
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: Do Not transfer your future students into current students for the academic file year of 2023 to try and complete this process. Future students should only be transferred into current students for the academic file year 2024 semester 2.
Revised Template - 2024 Invoice of Fees Template
27 October 2023
An error was found in the 2024 Invoice of Fees Template. A link to this template can be found in the Fact Sheet – Invoicing of School Fees & Levies 2024
Please note: The 2024 Invoice of Fees Template has been revised with the Fee Code Field’s drop-down now providing a choice of selection and the GL Code prepopulating.
The above-mentioned Fact Sheet and all EOY resources can be found on the End of Year page on this site.
EOY Student rollover and Fee Generation activities
27 October 2023
The following information was sent to ICON Primary schools principals and administrators on 16 October from the CECV Administrator.
This year ICON support staff will be overseeing end of year (EOY) and beginning of year activities for ICON Primary schools.
This includes, eSIS - EOY Student Rollover for MACS, Sandhurst and Sale ICON Primary schools, and Fee Generation - Invoicing of School Fees and Levies for 2024, for all MACS primary schools.
Resources:
EOY resources for ICON primary schools
Fact Sheet - eSIS EOY Student Rollover Fact Sheet – Outlines the key activities that will be undertaken by ICON Support staff as well as activities to be completed by schools.
Guide - eSIS EOY Student Rollover Guide – Pages in the guide are referred to in the Fact Sheet. Schools need only refer to those pages in the guide that relate to school activity.
Fact Sheet - Fee Generation 2024 – Outlines the key activities that will be undertaken by the school and ICON Support staff.
EOY resources for all ICON schools
The ICON Support Site – End of year page – Contains all important information and resources for all ICON schools. Information will be made available via this page as it becomes available. Closure periods for ICON applications during the Christmas break are listed. Schools will not be able to use eSIS, eFIN or eHR during that time.
If you have any concerns or queries, please contact ICT Support via email at ictsupport@macs.vic.edu.au or call 03 9267 0422, option 2.
Regards,
CECV Administrator
Important Notice – Managing Student Records – Students leaving or left the school.
26 October 2023
The following information is a reminder regarding the correct process for managing student records when a student leaves or has advised the school of their leaving, to ensure accurate Census records and theoretical reports.
Follow these steps:
1. Navigate to Current Student’s School tab.
2. In the “Status” area, complete the following fields:
Status:
Leaving Date:
Reason:
Leaving Destination (Leaving Dest):
Please be aware that, for Census purposes, it is essential to provide information in the “Leaving Dest: field”.
Once these details are entered, DO NOT transfer the student to PAST. These students must remain within the current Student Module as inactive students. This is crucial to ensure the accuracy of Census reports, and the correctness of the three theoretical reports. The accuracy of both the numbers (student and families) and the dollar amounts (theoretical vs. actual charge) in these reports is paramount.
If you encounter any issues with these student records in your third-party application, please contact the respective third-party vendor and seek their assistance. If they are unable to resolve the issue, the vendor should reach out to the ICON integration team, to work out a solution.
It is not recommended practice to send the student to PAST in eSIS, due to the impact this then has on Census and theoretical reports.
New and enhanced reports – eFIN and eSIS.
3 October 2023
New reports and report enhancements are now available in eFIN and eSIS.
These reports and report enhancements can provide valuable financial and debtor information, making it easier for staff to understand and analyse financial data within eFIN and eSIS systems. Staff are encouraged to review the content within the reports and utilise them based on their specific financial and debtor management requirements.
Below is a summary of the reports and when they are most appropriate to use.
eFIN Reports:
1. ICON Balance Sheet – Detail Report with AFS
Purpose: This report provides a detailed Balance Sheet that lists all accounts along with their associated AFS code in a separate column.
Appropriate Usage: It is most appropriate to use when you need a comprehensive overview of the financial position, including assets, liabilities, and equity with AFS code details.
2. ICON Profit and Loss – Detail Report with AFS
Purpose: This report offers a detailed Profit and Loss statement, listing all accounts with their corresponding AFS codes. Notably, it includes an update to the Prior Year column to reflect the Period 15 value.
Appropriate Usage: This report is most appropriate to use when you require a detailed breakdown of revenue and expenses with AFS code information and need to compare the current year’s data with the prior year’s Period 15 value.
eSIS Report:
3. Debtor Automatic Payments – DEBAPM (enhanced):
Purpose: This report has been enhanced to include a new column titled "Current Balance.”
Appropriate Usage: When you want to view debtor automatic payment information and need to see the current balance alongside other details. Particularly useful towards the end of the year when the normal payment amount would be less due to the outstanding balance amount.
*To ensure the “Current Balance” column is displayed, you must adjust the Paper Size setting in Printer Setup to A4 instead of Letter.
ICON New Principal/ Leader & Administrator Training and Refresher Workshops - Term 4.
3 October 2023
ICON Principal/ Leaders Workshops & New Admin Training and ICON Refresher 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 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.
ICON Principal/ Leader workshops and New Administration School Staff Training are designed for new principals/ leaders and administration staff who have not completed ICON application 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
The full training and workshop overview is found here.
Register for this activity in OPL via CEVN website.
Google for Education Professional Learning Opportunity for School Leaders
28 September 2023
AUNZ Education Leadership Institute - Applications are open to join the Google for Education School Leadership Institute.
The Google for Education Leadership Institute has been designed and developed exclusively for school based leaders across Australia and New Zealand to help their students thrive in a transforming world.
As part of this application-only cohort of leaders, you will explore the future of education and reflect on what it means to design a flourishing, digitally enabled learning ecosystem.
The output of this institute is a well designed, critiqued, and innovative plan that you can put in play in your school to respond to a challenge or an opportunity.
The Term 4 cohort will meet online via Google Meet at these four sessions:
• 19th October - 4:00-5:30pm AEDT
• 2nd November - 4:00-5:30pm AEDT
• 16th November - 4:00-5:30pm AEDT
• 30th November - 4:00-5:30pm AEDT
Details about each session.
If you’d like to Register, Click here
ICON eHR - Removal of hard coding on entitlements
15 August 2023
The following message was emailed to principals and school administrators of MACS ICON schools.
The Payroll Clearing Accounts Project, which was approved by the Inter-Diocesan Finance Committee in November 2021, has sought to identify efficiencies in the current ICON payroll processing, with the goal of reducing manual processes and eliminating potential payroll processing issues.
Recent Deployment: As of the 28 of July 2023, the automation of the manual journals for Net Pay Clearing to the Bank has been successfully deployed. This implementation eliminates the need to complete a general journal during payroll processing.
Upcoming activity: Now, there is an additional requirement to align the pay component codes to the shared ICON chart of pay codes. This alignment is essential to ensure accurate reporting of employee deductions. Consequently, employees with hard-coded pay codes will need to have their entitlements adjusted to the correct default pay codes.
Action Required: No action is required by MACS Shared Services schools as this activity will be completed on behalf of schools by MACS Shared Services staff.
No action is required by Non-Shared Services Schools, as this activity will be undertaken by staff in the ICON Support team.
Adjustments are scheduled to begin on the 15/08/2023 and once the removal of hard coding has been completed, we will send through a report of the data that was edited on your behalf.
NOTE: For ICON Non-Shared Services schools who wish to complete this activity themselves they should confirm this by Friday 11 August, by replying to ICT Support.
Additional information: The Payroll Clearing Account Project document, details the changes to be deployed. School staff should review this information carefully to familiarise themselves with the upcoming modifications.
These changes will be implemented between 8am Sat 26/08/23 to 8pm Sun 27/08/23 and T1 will not be available while the changing of pay codes and GL accounts occurs
Please contact the ICT Helpdesk on 92670422 or via email ictsupport@macs.vic.edu.au, if you require further information.
Regards,
CECV Administrator
Mid-Year Confirmation of Staff Records
24 July 2023.
As part of the Mid-Year Confirmation of Staff Records (August Staffing Census), we kindly remind you that the deadline for submission 04 August 2023.
To facilitate the process, we have organised refresher sessions that are currently open for registration on the OPL.
Please take note of the following based on your school’s service type:
Shared Service Schools:
Review the OSR (Online Staffing Records) carefully.
If there are any necessary updates to Employment record, please promptly notify the Shared Services Onboarding Team via the Portal.
Non-Shared Services Schools:
Review the OSR (Online Staffing Records) thoroughly
If any corrections are required, please review the eHR application and apply corrections accordingly.
All Schools:
It is the responsibility of schools to ensure the proper maintenance of VIT records and any other Accreditations in eHR.
Please be aware that a majority of updates made in the eHR application will be interfaces overnight for your convenience.
If you encounter any discrepancies or require further assistance please contact ictsupport@macs.vic.edu.au
Debtor Statements with BPAY option - update.
20 July 2023
This communication is in relation to an update to be made to debtor statements in ICON, specifically related to the BPAY option.
In line with industry standards and best practices, ICON debtor statement templates will be aligned with the new BPAY Brand and Identity guidelines provided by BPAY. These changes are purely visual, focusing on the branding and appearance of the statements.
It is essential to note that these updates will not impact your experience or the payment process in any way. The biller code and BPAY reference will remain the same, ensuring a seamless and familiar payment process for you.
The BPAY option continues to offer a convenient and efficient way to make payments, and we encourage you to use it for any outstanding balances.
If you have any questions or concerns about this, please do not hesitate to reach out to our support team via the ICT Helpdesk on 9267 0422 or via email ictsupport@macs.vic.edu.au.
ICON New Adminstrator Training and RefresherWorkshops - Term 3.
10 July 2023
ICON New Admin Training and ICON Refresher Workshops are now available for term 3.
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.
ICON New Administration School Staff Training is designed for new administration school staff who have not completed ICON application 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
The full training and workshop overview is found here.
Register for this activity in OPL via CEVN website.
MACS ICON Schools – New Photo Permission Icon.
29 June 2023
The following information relates to changes made to eSIS for MACS schools. A photo permission ICON will be deployed to alert schools where permission has been expressly denied for a student or if the requested information is missing from the photo permission form.
The MACS Photography and Recording Permission Form for recording permission for Photography and Recording of a student can be found on CEVN at the following address https://cevn.cecv.catholic.edu.au/Melb/Document-File/Polices-Compliance-and-Legal/Policies/MACS-Policies/enrolment/Photography-Recording-Permission-Form.DOCX
This information is required for all students.
If the school already has the necessary permissions for a student and no changes have been made by the parents or guardians there is no need for the form to be completed each year.
The information gathered from the form MUST be entered into the eSIS application.
To input the information, go to:
Future Module -> Future Student Maintenance -> under the Student Photograph/Recording Permissions or User Forms tab
Students Module -> Current Students Maintenance -> under the Student Photograph/Recording Permissions or User Forms tab
A report can be generated to display the relevant information under both Modules,
Future Student Photograph/Recording Permissions
Student Photograph/Recording Permissions
Changes have been made to eSIS to provide a visual prompt to school staff about a student. An image of a camera with a red line crossed through it has been created to appear when permission has been expressly denied or if the requested information is missing from the form.
If no information has been recorded under the mentioned tabs or if any items on the form are answered with “no”, the Photo Permission Icon will be displayed in:
SynMain under the Current Student Record and Medical Maintenance
SynWeb under Current Student and Attendance.
The icon is not clickable and does not lead to the relevant information.
Payroll Processing Reminders - (ICON schools not using MACS Shared Services)
23 June , 2023
The following information was sent to ICON schools not using MACS Shared Services.
With the end of June approaching, we would like to highlight keys areas that influence payroll processing. Please take note of the following:
STP EOFY Finalisation can be completed on June 30. You will need to ensure the last payroll for 22-23 has been finalised and an STP submitted. For guidance, please refer to the Guide - eHR- Single Touch Payroll - End of Year .
The new pay rates for July 1 have been loaded in the system. No action required by school
New tax rates for 2023/2024 have been applied in eHR. No action required by school
It is important to note that the superannuation contribution rate will increase from 10.5% to 11.0% and will be updated on 03 July 2023.
If you need to adjust an employee’s year-to-date figures after the Single Touch Payroll EOFY has been submitted, documentation is available on the ICON Support Site
Should you require assistance with processing or have any concerns or queries please contact us at ictsupport@macs.vic.edu.au .
eSIS - Mid Year Semester Rollover June 2023
23 June, 2023
The following information was sent to principals at ICON Primary Schools.
Dear Colleagues
MACS office will be carrying out Mid- Year Semester Rollover activity on behalf of schools during the first week of school holidays from 26 June 2023 to 30 June 2023.
This means that your school will no longer need to complete the Mid-Year Student Rollover and ICON will ensure this is completed during the term holidays.
For schools who have already completed the process We thank you for completing the process. There is no need to notify ICON as we have visibility of which schools who have already completed the rollover.
For schools who have not yet completed the process There is no action required as ICON will carry out this process on behalf of your school. There is no need to notify ICON as we have visibility of which schools who have not completed the rollover.
If you have any concerns or queries, please contact ICT Support via email at ictsupport@macs.vic.edu.au or call 03 9267 0422, option 2.
Regards,
CECV Administrator
Destruction of Vaccination Information
19 June, 2023
As advised in the circular to Principals of Catholic schools in Victoria dated 3 March 2023 - titled Destruction of vaccination information, it is required that destruction of vaccination information must be completed by Friday, 11 August 2023.
For ICON schools this means any information stored in the eHR application will be destroyed by our office. However, if the information was additionally stored in the eSIS application by the school, then the school will need to delete this information from eSIS.
Any information stored in eSIS related to the students may remain. The deletion only applies to parents, volunteers, staff, contractors, and any other external personnel that had dealings with the school e.g., delivery drivers, photocopier repair staff, and so on.
Additionally, any physical documentation pertaining to the mentioned individuals should be destroyed.
Please contact the ICT Helpdesk on 9267 0422 or via email ictsupport@macs.vic.edu.au, if you require further information.
Single Touch Payroll Finalisation 22-23
19 June, 2023
As the 30th of June approaches whereby the Single Touch Payroll Finalisation is required, it is crucial to ensure that all STP (Single Touch Payroll) information is accurate.
For MACS Primary/ Secondary, Shared Services schools, this process will be managed by the Shared Services Payroll team on behalf of the schools. There is no action to be taken by these schools.
MACS Non-Shared Service Primary and Secondary schools, as well as other diocesan schools, are to complete this process no later than the 14th of July 2023.
Before commencing STP Finalisation, please ensure you have completed and finalised the last payroll for the 22-23 financial year.
To facilitate this process, please follow the steps outlined in the Guide – eHR – Single Touch Payroll – End of Year.
For any further assistance with processing the Single Touch Payroll End of Financial Year, please contact the ICT Helpdesk on 9267 0422 or via email ictsupport@macs.vic.edu.au .
August Census update
14 June, 2023
With the August Census fast approaching it is worth noting common issues that may occur in school data for census.
Common issues:
Valid year of initial schooling not provided if the student’s country of birth is not Australia.
Student language spoken at home not provided.
Student's country of birth not provided.
Student's leaving destination is not provided; all grade 6 students who will leave at the end of the year require prospective secondary school.
Student’s leaving destination not provided; all Students who leave prior to the completion of their peer year need a leaving destination entered. (Year 6 students and Year 12 students).
Code for the parish of residence not provided.
To correct these common errors please refer to the QRG: eSIS – How to Resolve Validation Errors for February and August Census and SES Address Collection
eFIN Report - ICON AP Invoice Document.
14 June, 2023
The following report is available for schools to provide them with a comprehensive list of all invoices created and paid in the ICON eFIN application.
It can be found under AP > Account Payables report.
This report lists all document file names and dates, showing descriptions and narration. It also lists the status, invoice date, and amount (including GST) along with the GL code and creditor name.
Interstate Transfer Notes
14 June 2023
This update is in relation to questions raised by ICON schools regarding Interstate Student Data Transfer Notes.
This process is legislated under the Australian Education Act. State, Catholic, and Independent sectors have agreed with the protocol and the requirement of the forms. Therefore, ICON is unable to customize a form for our schools.
The purpose of the transfer note and protocol is to support the exchange of student information between schools when children move state. Please use the following link to access the transfer note and protocol.
Interstate Student Data Transfer Note and Protocol for Non-government Schools
IDAM Outage rescheduled to 9-11 June
7 June, 2023
Dear Principals and Administration Officers,
The downtime scheduled for 25-27 May for IDAM upgrade has been rescheduled to 9-11 June and communications have been sent out to schools (refer to the information below).
This relates to the downtime schedule for April and May sent on March 14, 2023. The work planned during the first two downtimes has been completed, however, we need to change the date of last planned downtime from 26-28 May to 9-11 June as below.
Outage period:
Fri 9 June 23, 07:30 PM to
Sun 11 Jun 23, 7:30 PM
Upgrade Activity:
IdAM Prod upgrade
Systems Affected:
IdAM, (eSIS) Synergetic, TechnologyOne (eHR & eFIN), Interfaces
Comments:
Synergetic (eSIS) and TechnologyOne (eHR & eFIN) will not be available during the full outage period.
Please contact the ICT Helpdesk on 9267 0422 and select option 3 or via email ictsupport@macs.vic.edu.au if you require further information.
Google Currents to Spaces in Google Chat
7 June, 2023
The latest update on the changes that will affect previous users of Google Currents. (Refer to switch from Google Currents to Spaces in Google Chat.)
Main Points:
Previously google Administrators were informed by Google that content and communities in Google Currents were planned to be moved to Spaces in Google Chat beginning July 5, 2023.
For schools in the CEV Google Central Tenant, they will notice that this change has already begun.
All CEV Google central tenant schools have been opted-in to this change and all Google Currents communities and content for the schools will be automatically migrated to Spaces.
As part of this change, you won’t be able to use Google Currents.
This change will affect Google Current communities that have been set up by staff in your school or other communities that your staff have been invited to join.
Schools that are not part of the CEV Google Central tenant, and did not opt-in to have their Google Current communities migrated to Spaces, will need to contact Google support directly as the activation window closed in March.
Data in Currents will be deleted from 8th August 2023.
Refer to the Information Sheet Info Sheet-Google Currents to Spaces June 2023 for information about the changes you will notice.
Further information:
Change Management guide: https://support.google.com/a/answer/13137538?hl=en
Additional information about Google Chat: https://support.google.com/a/answer/11930874
New Admin Training and Refresher Courses - Term 2
24 April, 2023
ICON New Admin Training and ICON Refresher 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.
ICON New Administration School Staff Training is designed for new administration school staff who have not completed ICON application 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
The full training and workshop overview is found here.
Register for this activity in OPL via CEVN website.
Update - Outage Notice for ICON environment upgrade in April and May 2023
4 April, 2023
The following system outage message was emailed to Principals and Office administrators on Tuesday 14 March.
Please note that the ICON systems will be undergoing Infrastructure and Application upgrades to newer versions. As a result, there will be system outages as per the following schedule:
Update - eSIS Changing Prior Postings - Cash Debtors and Cash Receipts
22 March, 2023
The following message was emailed to principals and school administration staff at MACS ICON schools on Friday 17 March:
In reference to circular to Principals D23/13398 - Update to eSIS to Align to Financial Close Timetable
These changes to eSIS aim to ensure that our financial accounts are accurate, preventing adjustments to closed off postings and closed months.
It has been identified that whilst these changes have been deployed successfully, one functionality that remained was the school’s ability to open ‘bounce backs’ from prior batch postings /periods which caused transactions to be held in suspense (i.e. not being able to be closed off) - This results in the eSIS application being updated but not eFin.
The technology team was made aware of this ability and has made a further change to disable viewing of past postings – cash receipts or debtor charges. We are aware of the issues this causes some schools and are working on resolving the configuration gap shortly.
In the meantime, the ICON School Support Team has been supporting schools with the correct process of recording bounce backs. Refer to QRG Debtors Returned Payment _ Reverse Bounced Payment Receipt and QRG Correct an Incorrect Posted (Closed Off) Receipt . The ability to preview past postings requires an alternative solution with the current setup, please refer to this document.
MACS - Quarter 1 2023 Financial Reporting requirements
20 March, 2023
School admin and finance staff should refer to the Circulars sent out to principals of MACS primary schools and principals of MACS secondary schools on 17 March.
MACS Primary Schools - Quarter 1 financial reporting requirements are to be completed by Wednesday 5 April 2023.
Schools are asked to ensure the following are completed by Wednesday 5 April 2023:
accounts payable submitted to Shared Services for invoices (paid and unpaid) occurring from 1 January to 31 March 2023.
grant income and fee payments from parents processed where received.
all fixed asset addition forms submitted to Shared Services.
Business managers will support principals in delivering quarter-end financial reporting requirements. Schools without a business manager should work with their external accountants.
MACS Secondary Schools - Quarter 1 financial reporting requirements are to be completed by Friday 28 April 2023.
ICON schools are asked to ensure the following are completed by Friday 28 April 2023:
accounts payable transactions occurring from 1 January to 31 March 2023 (within ICON).
grant income and fee payments from parents (processed where received).
general ledger submissions (for example, where payment has been made directly from the school’s bank account).
balance sheet reconciliations.
eSIS Upgrade - Synergetic v70.20 Release Notes: Superseding Bulk Absence Events, Medical Maintenance in SynWeb, Communications Centre in Community Portal
30 January 2023
As per the email sent by the CECV Administrator to ICON schools dated 10/01/2023 the eSIS Upgrade has been successfully completed.
A copy of the Release Notes for Synergetic v70.20 can be found here.
The eSIS Upgrade - Release Notes include information about:
1. Superseding Bulk Absence Events
2. Medical Maintenance in SynWeb
3. Communications Centre in Community Portal
Please contact the ICT Helpdesk on 9267 0422 option 3 or via email ictsupport@macs.vic.edu.au if you require further information.
2023 MACS Shared Services Fortnightly Pay Run Schedule Calendars
23 January 2023
The following 2023 pay run schedules provide a holistic picture of all timesheet submission dates for this school year. These dates account for any applicable public holidays, school term breaks, and the end of school year date as set by the Department of Education and Training VIC (‘DET’). Note these dates may be subject to change, in response to relevant announcements/changes from DET and/or MACS Shared Services.
2023 Calendar – F1 MACS Shared Services Pay Run Schedule.pdf
2023 Calendar – F2 MACS Shared Services Pay Run Schedule.pdf
*Please note that the AFL Grand Final public holiday date is yet to be announced as it is subject to the AFL schedule.
New ICON Administrator and ICON Refresher Training - Term 1
16 January 2023
Training sessions are available during Term 1 for new administration staff and current office staff in ICON schools.
New Administration School Staff ICON training
This training is designed for new administration school staff who have not completed ICON 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
ICON Refresher Workshops for School Administration Staff
ICON Refresher Workshops are between 1 to 2 hours depending on the topic.
The workshops are designed for school administration staff who are using ICON and need to further develop their skills. Workshops in Term 1 relate to beginning of the year activities required to be undertaken by administration staff.
Workshops are designed for both MACS Shared Services Schools and Non-Shared Services schools unless stated otherwise.
To view the workshops and dates refer to flyers below. Staff will register for courses via OPL.
Email - Generation of Fees (MACS Schools)
Tuesday 10 January 2023
An email was sent to principals and administration staff of MACS ICON primary schools regarding the Generation of Fees activity being undertaken by ICON staff. Below is the information provided in that email.
As part of the fee generation process, the fees are generated by one team in ICON and then reviewed by another team in ICON to ensure their accuracy based on the information currently in the system as provided to this Office. Once the fees are confirmed as being correct an email will be forwarded to the school advising that the fees are ready to be reviewed and actioned by the school.
Please do not action the fees generated (opened entry in the debtor charges) until the email has been received by the school. Once the email is received, the school can review the debtor charges entry and if any exceptions or corrections are required, the school will be able to action these as per the advice provided in the email.
Please note, that Online Workshop Sessions to assist schools with handling corrections or exceptions are currently published on OPL. Please register for any of these sessions that suit you.
Thanking you for your cooperation with this matter.