6th Annual Focus Users’ Conference

Florida Reporting

Presented by:Bethany Heslam

Florida Reports Menu

Agenda:• Florida Reports setup• Reports to assist with data quality• Reports to assist with data accuracy• FTE reports• State Reporting Extracts

• The process• How and what we pull

• McKay• Other DOE reports

Florida Reports Setup

Florida Reports setup provides two options:

Florida Files and WDIS Survey dates.

Florida Reports Setup

Focus DOE verification reports and other state reporting check against the following DOE files. Each year DOE updates these files. To ensure reports generate correctly the districts should run the download of these files each year.

Florida Reports Setup

Schools have flexibility in the WDIS date ranges. To ensure the hours are computed properly the survey window start and end dates should be configured here.

Florida Reports Setup

School lists for use with FASTER and Course History have been stored in schoolslist.php. This required manual updating when a new school was added.

School list setup offers and option to Update schools from DOE. This will download the current schools list file for use within Focus.

Reports to assist with data quality

The expectation when submitting state reporting data is that the data is both accurate and error free. To assist with ensuring error free data Focus provides DOE and WDIS DOE Verification Reports.Focus also provides the district with the option to view District Usage of the DOE Verification Reports

Reports to assist with data quality

The DOE Verification Usage Report will display all schools down the left column.Based on the survey selected from the pull-down the formats will adjust across the top of the page.

Reports to assist with data quality

What can be understood from this report:

If there are no values in the cells the school has not run the reportThe Number of errors and date the report was last run will display by school by formatPercentages under 90% clean will display in an orange colorClicking on the link to the number of errors will open that school’s verification page so the user can see the number of errors per rule

Reports to assist with data quality

Each tab of the DOE verification report relates to a reporting formatThe survey period as well as effective date and date range can be selected to drive the generation of the errors on the report Reports are dynamic and updated as users make changes to the data

Reports to assist with data quality

WDIS reports function the same wayEach tab of the DOE verification report relates to a reporting formatThe survey period as well as effective date and date range can be selected to drive the generation of the errors on the report

Reports to assist with data accuracy

Clean data is not necessarily accurate data

Focus has added School Grade Accuracy Reports. These reports center around survey 5 data.

Reports to assist with data accuracy

This report provides tabs to view students with Industry Certification, DE classes, AP/IB/AICE test scores within FocusThe report will also display, after state submission when an O file is available, records in Focus that were either not sent or not accepted at DOE

Reports to assist with data accuracy

Focus is currently working to add accuracy reports for survey 2 and 3 data. For each report it will display the students in Focus as well as a list not accepted or sent to DOE

LY or LF studentsSpecial Education StudentsHSHB studentsImmigrantMigrantAlternative Assessment

FTE Reports

Focus provides three different FTE reports

Print FTE Detail – based on student schedulesFTE Summary – based on extracted schedule recordsFTE Null Students – based on extracted schedule records and FEFP of 999

FTE Reports

Print FTE Detail – based on student schedulesThis report does not run on the extracted dataThis report looks at scheduled students during the defined window and the schedule as of the effective dateThis report will display students with less than 1500 minutes by checking the appropriate checkbox

FTE Reports

FTE Summary – based on extracted schedule recordsThis report runs the student course extract based on the date range and effective date selectedThe report sums the FTE by school, grade level and FEFP number

FTE Reports

FTE Null Students – based on extracted schedule records and FEFP of 999FEFP of 999 will pull from one of two placesThe FEFP set on the student schedule recordThe student course extract finding the student absent all days of the survey window selected

State Reporting Extracts

State reporting extracts are generated by Selecting Generate DOE Extracts from the Florida Reports MenuSelect the correct survey and it will determine the extract selectionsSelect the Extract and then the formatText View will open in fixed width form as it is sent to the stateHTML preview will open the file for the user review on the screenFTP DOE will submit the file to DOE from the interface

State Reporting Extracts

The Effective Date is date certainThe Survey Window should be the 11-day attendance windowThe first send, and subsequent sends when the data has not passed at 80+% will be sent as an initial. This will generate the initial file along with the appropriate header record for an initial.Once a format has passed at 80+% it will be sent as batch. This will generate the initial file along with the appropriate header record for an initial.Select Magic BatchAn O file from the state is required to use Magic BatchFocus pulls an initial then compares each record against the O file from the state and created Add Change and Delete records based on the

changes identified

State Reporting Extracts

Focus University has a State Reporting Section

Data layouts are current based on 2014-15 formats

State Reporting Extracts

Logic for state reporting extracts as well as DOE verification reports is located in the Florida Reports Folder within Focus Modules.

Download any file you wish to review – do not open via edit from the server.

State Reporting Extracts

The array defined at the top of each extract file lists where Focus is pulling this data from. This code is reviewed by Focus staff to update the Focus University documentation.

Download DOE Error Reports

Focus allows the user to pull down all requested reports as well as Edit and Validation reports through the interface.

Select Download DOE & Error Reports from the Florida Reports MenuSelect the appropriate Survey and then reporting formatAvailable Edit and Validation reports will display

Download DOE Error Reports

Selecting Survey “Other” will provide a list of all requested reports

McKay

Downloads DOE McKay fileCompares active students in McKay schoolUpdates entry and withdrawal informationProduces a file for submission to DOE

Class Size Report

Focus provides a built in class size reportThis report looks at Active student schedulesClassrooms (FISH) and teachersRotation days and days of the weekScheduling methods and Grade levels

The report can be filtered to display only rooms over class size or with scheduling errors.

Other DOE Reports

Focus provides the ability to review and submit DMV and LearnFare through the interface

The Missing Children report will display a list of potential matches for children reported as missing

The Health Service Report pulls DOH data from the daily visit log and medication administration

Talented Twenty will flag students meeting the criteria so they can be searched on and lulled for FASTER

Other DOE Reports

In the summer 2014 Focus added the EWS reportThis report was created to comply with S.B. 850It provides a drill down report to look at students that meet any of the criteria based on attendance, discipline, assessment or grades

Questions?

Bethany HeslamDirector of Implementation, Focus School Software

bethany@focusschoolsoftware.com ph: (727) 388-6010 fax: (727) 213-6999

focusschoolsoftware.com

Thank YouPlease be sure to complete the comment card for this session and

enjoy the rest of the Users’ Conference!