School Finance came to ASCUS ASCUS general meeting September 2016 Lyle Friesen Sabah Hussain

Agenda Lyle’s update EX-1 The School Finance Friday Update on 8th grade students in HS courses Changes to every day processes Common Issues

Lyle’s Update

Daily FY 2017 100th Day ADM

Daily FY 2017 100th Day SPED ADM

EX-1

EX-1, guidance on Excused Absences Leadership working with a Focus group of districts on 9/16 Superintendent to provide decision

School Finance Communications

Written communications www.azed.gov/finance for Hot Topics Memos Subscribe for mailing list Send your name, email address, school and position to schoolfinance@azed.gov. Find your School Finance Account Analyst!

Wednesday Workshops This month’s topic: AzEDS Submission through ADM Reports At Jefferson 9/14 from 12:30pm – 3:30pm, room 312 9/21 from 12:30pm – 3:30pm, room 312 Email your Account Analyst to sign up

Future Wednesday Workshops Full Time Equivalency How to calculate your 40th day, 100th day, AOI ADM From ADM through Payment System to payment Certificates of Educational Convenience 15-825.01 Transportation

School Finance Fridays http://www.azed.gov/finance/school-finance-fridays/

SFF 9/9 Agenda! Change to Payment 3 Charter Estimated Counts SDER Quality of data Wednesday Workshops Announcement! New issue: 915s

Charter Estimated Counts Change to Payment 3 Charters Districts Charter Estimated Counts FY 2016 100th Day ADM Charters First payment (August 1) will be based on Charter Estimated Counts on 7/15/2016 Second payment (September 1) will be based on Charter Estimated Counts on 8/15/2016 Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016 Note: ensure you have an active LEA calendar for timely payments Districts First payment (August 1) will be based on FY 2016 100th Day ADM (see your 46-1) Second payment (September 1) will be based on FY 2016 100th Day ADM, likely statewide recalculation 7/29-8/15/2016

Charter Estimated Counts Charter Estimated Counts application is open for Payment 3 Open until September 14th @ 4:30 p.m.

School District Employee Report SDER data is used in the TEI calculation. Thus it only affects districts. SDER uses teacher data, please be sure to communicate with your HR department. TEI affects district payments, please be sure to communicate with your Business Manager. The window will be opening in September. The hard deadline is October 14th.

Quality of data How does quality of data affect your payment? Payment is based off of several applications and ADM Poor quality data won’t pass Integrity Memberships that don’t pass Integrity can’t generate ADM

Wednesday Workshops This month’s topic: AzEDS Submission through ADM Reports Prerequisite: check if you have access to the AzEDS Portal and the AzEDS Reports through ADE Connect It will help if you run an ADM15, an INTEG15, and a STUD15 the day before coming in. A STUD10 for enrollments can substitute for a STUD15. If you can, bring your work laptop, so you can follow along in your SIS and ADE Connect.

Wednesday Workshops At Jefferson 9/14 from 12:30pm – 3:30pm, room 312 9/21 from 12:30pm – 3:30pm, room 312 Email your Account Analyst to sign up. Tell us if you need to check out an ADE computer during the workshop. No web option for Wednesdays YET, but we’re testing different applications this week. We’ll keep you updated.

15-915s This year you can request to open a 915 for data correction on 2014, 2015, and 2016 data. You can send in letters now; School Finance is having trouble getting windows open immediately, but will stay in contact. See azed.gov/finance for details on the 915 process.

8th graders in HS Courses

8th graders in HS Courses Topic has come up through IT support tickets every other month AzEDS collects course data now AzDASH STC School Finance Accountability Please expect a thorough update in October

Training: Monthly Processing No More

Arizona Education Data Shark What Is AzEDS? Arizona Education Data Shark

What is AzEDS? IS Data Collection System for ADE ISN’T Crystal ball Miracle pill Robot to replace you

What does a Data Coordinator do? Magic Time travel

What does a Data Coordinator do? Collect and maintain district data Bus routes Transcripts Legal documents Vaccinations Discipline records Demographic data Membership data Submit data to ADE Demographic data Membership data

What and Why are you submitting? All ADE Programs: http://www.azed.gov/all-programs/ OELAS/ELL ESS/SPED ADE Support Accountability Grants Management 21st Century State Board of Education Health & Nutrition McKinney Vento Early Childhood

Student Data Flow in AZ LEA & SIS ADE

“Places in AzEDS” Verification Post-Integrity Post-ACE Transaction

Processes in AzEDS Verification Post-Integrity Post-ACE 24/7 Transaction

Processes in AzEDS Verification Post-Integrity Post-ACE Nightly, 5 p.m. Post-Integrity Post-ACE Transaction

Nightly, after Integrity Processes in AzEDS Verification Post-Integrity Nightly, after Integrity Post-ACE Transaction

Report Sources STUD10 STUD15 STUD72 ELL10 SPED10 SUPP10 SUPP11 INTEG15 ADM15 ADM20 ELL20 SPED20 TRANS10 TRANS15

Types of Errors Transaction errors are verification level errors at the API of AzEDS. They are indicated with a 3 digit number that start with a 4 or 5. Contact your SIS Vendor or AzEDS Integrity errors are Post-Integrity, on data that already landed in AzEDS. They are indicated by a 5 digit number. Contact your SF Analyst, ADE Analyst, or AzEDS

AzEDS Portal https://azeds.azed.gov/AzEDSPortal/SystemStatus

Verification Dashboard

Navigating the Reports Quick Reference Guides (QRG)

AzEDS Reports Make sure to familiarize yourself with the following reports: TRANS10 - Data Transmission Summary Report TRANS15 - Data Transmission Detail Report STUD10 - Student Data Verification Report STUD15 - Student Data Verification Detail Report INTEG15 - Integrity Status Report ADM15 - Student Adjusted ADM Report

Report Sources STUD10 STUD15 STUD72 ELL10 SPED10 SUPP10 SUPP11 INTEG15 ADM15 ADM20 ELL20 SPED20 TRANS10 TRANS15

Student Data to ADM Reconciliation Are the students making it from one end to the other?

Student Data to ADM Reconciliation Are the students making it from one end to the other? Memberships in SIS Memberships with ADM

Student Data to ADM Reconciliation Are the students making it from one end to the other? Memberships in SIS Memberships with ADM Memberships without ADM

Student Data to ADM Reconciliation Are the students making it from one end to the other? Memberships in SIS Memberships with ADM Memberships failing Integrity Memberships without ADM

Student Data to ADM Reconciliation Are the students making it from one end to the other? Memberships in SIS Memberships with ADM Memberships not in AzEDS Memberships failing Integrity Memberships without ADM

Common Questions to Analysts

FAQs SW AOI ADM Pre-loading end dates FTE issues Estimated Counts for October payment PS and HB zero minutes – see AzEDS blog!