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SIEC Presentation

SIEC (The inter-academic Service of Examinations and Contests or the House of Examinations) organizes examinations and contests for the academies of Paris, Creteil and Versailles. The House of Examinations has two fundamental missions:

• On the one hand, it has a reception capacity of 4.000 seats
• On the other hand, The House of Examinations organizes and conducts the examinations and contests online (EPLE) such as the baccalaureate examination.

The Procedure for declaring the statements of expenses

The convocation of teachers within the examinations framework gives them the right to the payment of the jury’s indemnity and the refunding of their travelling expenses during the examination periods. The payment is based on the declaration of an expense statement identifying the teacher, listing the provided services and the expenses. This expense statement is in accordance with the following validation diagram:

From a budgetary and an accounting point of view, a statement of expenses contains two types of data:

• Data related to the staff expenditure for the services provided by teachers (data - Title II).
• Data related to the refunding of the travelling, accommodation and lunch expenses (data - Title III).

From a budgetary point of view, the control of the statement of expenses for payment deals with these two types of data in a separate way.

STEFANIE

STEFANIE digitalizes the declaration and validation procedure of the statement of expenses by providing the necessary screens to the various actors (teachers, heads of department and controllers). STEFANIE provides early predictions related to the expenditure of the JURY to SIEC managers by automatically calculating them starting from the data contained in the convocations. These predictions are progressively refined in the life cycle of the statement of expenses until the inclusion of the final data in the accounting system. STEFANIE automates the entry, the validation, the control and the transfer of the statements of expenses to the management system. STEFANIE also provides additional services to the various actors:

• Pre-filling the statements of expenses for teachers.
• The possibility of uploading the data related to the statements to the information system of the management of convocations (JURY).
• Controlling the automatic consistency for the heads of departments.
• Management tools of the assignment lists for the heads of departments.
• Automatic calculation of the budgetary charges for managers.
• Transfer of the data related to the statements of expenses to KHEOPS without any re-entry by managers.
• Predicting the expenditures as of the convocations transmission for managers.

JURY CONVOCATION SYSTEM

The Academies manage the teachers’ convocation in accordance with the various types of tests using an information system named JURY. The JURY application interacts with STEFANIE at two levels:

• At the input level to initialize the statements of expenses starting from the convocation data
• At the output level to recover the statements of expenses for local analysis aims.

KHEOPS CONVOCATION SYSTEM

KHEOPS is the financial management system ensuring the following functions:

• Officer accounting
• Budgetary and financial follow-up for the management control
• Liquidation of expenditures
• Preparation of payment
• Budgetary and financial follow-up for the management control

Within the framework of STEFANIE, KHEOPS ensures notably the management and payment of the indemnities related to teachers’ convocation. KHEOPS system is the recipient of the data contained in the statements of expense transferred in a specific form according to their exploitation in the system.