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Lavan Dukes
2009 – 2010
Data Base Reporting Basics:Cycles and Reports for Good
Reporting
Background
Florida Legislature was committed to a statewide integrated information system.
Planning work began in 1984. Phased implementation began in
July, 1987.
Background
In 1991 all districts were in full compliance with reporting requirements.
Today the system supports the distribution of billions of dollars and extensive required federal and state reports.
Student Formats
23 Formats Four FEFP funding survey periods (1, 2, 3
and 4) One End of the Year survey period (5) One special data collection survey (9) – for
neglected and delinquent children and Title I SES.
Student Formats
Beginning of year student counts (6) CELLA (7) Four McKay reporting periods (A, B, C
and D)
Survey 2, 2009-10Timelines
Record Preparation Daily from beginning of school year School level Local edits assist Run reports locally Distribute to schools and administrative staff Correct errors locally
Timelines
Survey Week October 12-16, 2009 Continue data input and local
processing. Friday, October 16 is Date Certain for
FTE. Capture data as of Friday, October 16,
2009. Maintain data with this “as of” date.
Timelines
District ProcessingOctober 19-30, 2008Calculate FTE.Zero-out FTE for students not
meeting attendance requirements.Run local edits and correct errors.Put data into required formats.Run state edits and correct errors.
Timelines
State ProcessingOctober 19 – November 13, 2009 (four
weeks)DOE runs reject edits.Records not rejected load to tables.
Timelines
State ProcessingDOE runs validation and exception edits. Pull reports and correct errors.Submit batch updates to correct errors.Continue cycle until all errors are fixed.Apply record corrections to local frozen files.
Timelines Due Date
Two Weeks following date certainDistricts should have all initial files submitted
by this date.
Timelines
End of State ProcessingNovember 13, 2009 (9:00 p.m.)Files are pulled and reports run for use
in FEFP & transportation funding calculations, federal & state reporting, etc.
Timelines End of State Processing (cont.)
Data Base is closed for two to four weeks for FTE processing.
Upon re-opening, batch updates are run every Friday night after 9:00 p.m. throughout the update period which ends March 31, 2009.
Timelines Extensions of reporting timelines are
difficult to grant. Data are used immediately after state
processing ends. Legislative committees are waiting for
the data.
Data Preparation
Assure that the data are correct in the local database.
Work with appropriate district staff in the data preparation process.
Review state reporting formats and data elements.
Data Preparation Review survey timelines.
After the district has downloaded and run state edits, work locally to assure that the majority of errors are resolved.
Available Tools Data Element Definitions – web
State Reporting Formats – web
Descriptions of individual edits to be applied to each data element - web
Available Tools
Database handbooks and technical assistance papers – web
Student Survey Checklists (User Manual Appendix R) - web
The State Processing Window
During the state processing window, the following occurs:Automated procedures at NWRDC process
district datasets.The data are edited and error reports and files
are created.The district downloads and uses the error
reports and files to correct any errors in the records.
The State Processing Window
During the state processing window, the following occurs:Once the initial data have been loaded
the district submits batch updates to make corrections.
The Edit Correction Cycle
Initial SubmissionsProcessed M W F during the state processing
window at 9:00 p.m. – Initial reports and error files available by approximately 8:30 a.m. the following morning.
If there are 20% or more errors the entire initial file is rejected.
The Edit Correction Cycle
Loading Records to the DB2 Tables When the initial data pass the edits the
records are loaded to the DB2 tables.
The Edit Correction Cycle
Batch UpdatesProcessed M W F during the state
processing window at 9:00 p.m. – batch reports and error files available by approximately 8:30 p.m. the following morning
The Edit Correction Cycle
All requested reports run overnight and are available in the morning.
The Facilities data file is generated automatically and does not need to be requested.
Validation Reports Validations check relationships between
different records of the same reporting format or records of different reporting formats.
Validations are performed after the records have been loaded to the database (so errors may have to be deleted and then added back).
Validation Reports
Validation reports are not automatically generated and must be requested.
Validation errors may cause FTE to be nulled or data to be excluded from reports.
Exception Reports Exceptions are performed after the data
are loaded to the database (so errors may have to be deleted and then added back).
Exception reports are not automatically generated and must be requested.
Exception Reports Exceptions show records with data that
looks suspicious; the data do not reflect what is expected.
Exceptions may not be in error, but they should be reviewed and corrected if they are in error.
The Nulling Process For Student Surveys 1-4 there is a short
moratorium on accepting updates after the close of the state processing window.
During this time the Office of Funding and Financial Reporting calculates FTE while the data base does not change.
All incorrect FTE is nulled at this time.
The Nulling Process If fields on the Student Course
Schedule have been nulled due to validation errors, corrections must be made to resolve the edit errors.
However, these corrections will not automatically change the nulled fields – batch updates must be submitted to correct the nulled FTE Earned field.
Updates/Amendments After the Close of the State Processing Window
To amend data base records batch updates are submitted.Batch updates after the close of the state
processing window are processed on Friday evenings at 9:00 p.m.
Batch reports and error files are available on Monday morning.
The time for amending varies depending on the survey.
Updates/Amendments After the Close of the State Processing Window
To amend data base records batch updates are submitted (cont.). Certain data for funding must be corrected sooner
or a funding delay or reduction may occur. Many reports and publications are produced soon
after the close of the survey window making it essential for districts to ensure the data are as accurate as possible by the close of the state processing window.
User Manual URL - http://www.fldoe.org/eias/dataweb/default.asp
Appendix D: Input Datasets/Edit Reports/Output Datasets (by Survey)
Appendix N: Supplemental Files at NWRDC
Appendix R: Student Survey Checklists (by Survey)
Using State Reports Reports are tools for Improving Data
QualityMonitor by school, by program or by district Look at reporting trendsMonitor application of data definitions and
codesObserve reporting anomaliesDetermine if there is missing informationTrack reporting errors (edit reports)
Requesting Reports through NWRDC/CICS
Student Component Menu
Reports/Files For Request
Edit Status/Updates/Missing Data
Useful Overall Reports
F62715 - Student Listing Of Missing Formats
F62793 - Edit Status ReportF62832 - Batch Update ReportF62159 - Invalid SSN's On
Demographic Table
Student/Teacher Course Reports
F62124 - Student Course List By School
F62643 - Student Course Records With
No Demographic
F62644 - Student Course Records With
No Teacher Crse
Student/Teacher Course Reports (cont.)
F62645 - Student Course Records With No
Exceptional
F70152 - Student Course No Match
Demographic Grade Level
F62125 - Teacher Class List By School
F70134 - TEACHERS IN/OUT-OF-FIELD (Data,
Report)
What can you do? Depend on more than just reject edits – run
the validation, exception and data reports. Don’t panic! District staff are “there to help
you.”
What can you do?
Communicate –with staff in your district.
SHARE the data…and the responsibility.
Support your local data clerk!
DOE HOME PAGE
EIAS HOME PAGE
DATA BASE MANUALS WEB PAGE
DATA BASE MANUALS UPDATE WEB PAGE
USER MANUAL WEB PAGE
USER MANUAL APPENDIX D WEB PAGE
STUDENT DATA BASE MANUAL WEB PAGE
USER MANUAL APPENDIX B WEB PAGE
FORMAT/SURVEY WEB PAGE
INDEX WEB PAGE
DATA ELEMENT WEB PAGE
APPENDIX A WEB PAGE
REJECT EDIT WEB PAGE
VALIDATION EDIT WEB PAGE
EXCEPTION EDIT WEB PAGE
TAP WEB PAGE
DATA BASE MANUALS BONE YARD WEB PAGE
Uses of Information Use data to influence decision-making. Use data to target specific areas for
improvement. Use disaggregated data to examine wide-
ranging goals. Use data in rapid program evaluation.
Uses of Information
Use data for budgetary control. Use data to examine relationships
between cost and effectiveness. Use data to improve administrative time
management and mandated reporting.
How Do We Use Your Data?
Federal/National Reporting NCLB – No Child Left BehindNCES – CCD – National Center for
Education Statistics – Common Core of Data
CCSSO - Council of Chief State School Officers
NEA - National Education Association
How Is Your Data Used?
Federal/National Reporting (cont.)EEOC – Equal Employment Opportunity
CommissionOCR – Office for Civil RightsFederal Funding – (Title I, II, etc.)EDEN – Education Data Exchange
Network
And . . . State reporting
Graduation RateDropout RateClass SizeNon-promotionsSchool SafetySchool Choice
And . . .
State reportingAverage Daily AttendanceSupplemental Educational Services
evaluationSchool Grades and Adequate Yearly
ProgressFTE and Transportation FundingCapital Outlay Funding
Plus…. Legislative Staff
In and Out Migration of public school students
Number of students by program (AP, IB, AICE, Dual Enrollment, etc.)
Office of Program Policy Analysis and Government Accountability (OPPAGA) studies.
Funding
Lest we forget… The Governor’s Office
Voluntary Prekindergarten StudentsFCAT repeatersStudents taking advanced classes Services for students performing below
average
And more…
MiscellaneousFlorida Council for Reading Research for
pre-populating FAIRFree/Reduced Price LunchImmunization – Department of HealthDepartment of Juvenile Justice student
progress
Teamwork
For Follow Up Work with your local district contact
Or
Submit Questions to [email protected]
Or
Call (850) 245-0400