Transcript dukes - Florida Charter School Conference

Data Base Reporting Basics:
Cycles and Reports for Good
Reporting
Lavan Dukes
2009 – 2010
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, 2009-10
Timelines

Record Preparation
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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

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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 Processing
October 19-30, 2008
 Calculate 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 Processing
October 19 – November 13, 2009 (four
weeks)
 DOE runs reject edits.
 Records not rejected load to tables.

Timelines

State Processing
DOE 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 certain
 Districts should have all initial files submitted
by this date.

Timelines

End of State Processing
November 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 Submissions
Processed 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.
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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 Updates

Processed 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.
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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.
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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.).
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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)
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Appendix N: Supplemental Files at NWRDC
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Appendix R: Student Survey Checklists (by Survey)
Using State Reports

Reports are tools for Improving Data
Quality
Monitor by school, by program or by district
 Look at reporting trends
 Monitor application of data definitions and
codes
 Observe reporting anomalies
 Determine if there is missing information
 Track reporting errors (edit reports)
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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 Report
 F62832 - Batch Update Report
 F62159 - Invalid SSN's On
Demographic Table
Student/Teacher Course
Reports
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F62124 - Student Course List By School
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F62643 - Student Course Records With
No Demographic
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F62644 - Student Course Records With
No Teacher Crse
Student/Teacher Course
Reports (cont.)
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F62645 - Student Course Records With No
Exceptional
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F70152 - Student Course No Match
Demographic Grade Level
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F62125 - Teacher Class List By School
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F70134 - TEACHERS IN/OUT-OF-FIELD (Data,
Report)
What can you do?
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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?
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Communicate –with staff in your district.
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SHARE the data…and the responsibility.
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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 wideranging 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
– No Child Left Behind
 NCES – CCD – National Center for
Education Statistics – Common Core of
Data
 CCSSO - Council of Chief State School
Officers
 NEA - National Education Association
 NCLB
How Is Your Data Used?

Federal/National Reporting (cont.)
– Equal Employment Opportunity
Commission
 OCR – Office for Civil Rights
 Federal Funding – (Title I, II, etc.)
 EDEN – Education Data Exchange
Network
 EEOC
And . . .

State reporting
Graduation Rate
 Dropout Rate
 Class Size
 Non-promotions
 School Safety
 School Choice

And . . .

State reporting
Average Daily Attendance
 Supplemental Educational Services
evaluation
 School Grades and Adequate Yearly
Progress
 FTE and Transportation Funding
 Capital 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
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Lest we forget…

The Governor’s Office
Voluntary Prekindergarten Students
 FCAT repeaters
 Students taking advanced classes
 Services for students performing below
average
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And more…

Miscellaneous
Florida Council for Reading Research for
pre-populating FAIR
 Free/Reduced Price Lunch
 Immunization – Department of Health
 Department 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