TSDS PEIMS Data Quality: Program Intent Codes Paul Fannin Tonya Main Michael Barrett Jeri Lewis

TSDS PEIMS DATA QUALITY Data accuracy is CRITICAL:   Many financial, accountability, and other decisions are made based on data, so data must be ACCURATE Since the various evaluation systems are shifting to reliance on data rather than on-site visits, the data that feeds into the system must be RELIABLE

TSDS PEIMS DATA QUALITY Data Used to Present TEA Standard Reports AEIS -Academic Excellence Indicator System TAPR -Texas Academic Performance Report Performance Framework Audits Calculation of Administrative Costs TEA Data Resources and Research

TSDS PEIMS DATA QUALITY Achieving PEIMS Data Quality “Know Thy Data”   “If we do not have expectations of what our data should look like, we cannot easily achieve data quality.” Bryce Templeton Texas Education Agency

TSDS PEIMS DATA QUALITY In the Fall Snapshot district information must be submitted for the following types of employees: Type 1- Auxiliary Staff Member Type 2- Non-instructional staff members Type 3- Instructional staff members Type 4- Staff members who are a mixture of Types 2 and 3

TSDS PEIMS DATA QUALITY FINANCIAL ACCOUNTING RESOURCE GUIDE (FAR) School districts are mandated to record payroll costs by campus level for educational personnel including professional and paraprofessional personnel where the cost is clearly attributable to a specific organization and program.

TSDS PEIMS DATA QUALITY PROGRAMS MONITORED BY THE STATE ARE AS FOLLOWED: PROGRAM PIC CODE REGULAR EDUCATION 11 GIFTED AND TALENTED EDUCATION 21 CAREER AND TECHNICAL EDUCATION 22 SPECIAL EDUCATION 23 ACCELERATED EDUCATION 24 BILINGUAL/ESL EDUCATION 25

TSDS PEIMS DATA QUALITY PROGRAMS MONITORED BY THE STATE ARE AS FOLLOWED: PROGRAM PIC CODE TITLE 1, PART A SCHOOL WIDE 30 HIGH SCHOOL ALLOTMENT 31 PRE-KINDERGARTEN 32 PRE-KINGERGARTEN-SPECIAL EDUCATION 33 PRE-KINGERGARTEN-COMPENSATORY 34 PRE-KINGERGARTEN-BILINGUAL 35

TSDS PEIMS DATA QUALITY Individual must be dedicated to the day-to-day operations of the campus under direct or in-direct supervision of the campus. Generally include: Classroom Teachers Speech Therapist Teacher aides Librarians Principals Counselors Social Workers This list is not all inclusive

TSDS PEIMS DATA QUALITY PEIMS Submission Process District Departments/Campuses Input Data Data is Edited at District Departments/Campuses and Reviewed for Accuracy Errors Corrected and Edited Again at by the District Departments/Campuses District Aggregation of data from District Departments/Campuses

TSDS PEIMS DATA QUALITY Individual Profiles are audited for PIC, Pop Served Correlation and other data Data Edited at District Level Address All Fatal Errors and Warnings Data Reviewed and Superintendent's Signature Assigned

TSDS PEIMS DATA QUALITY PRIOR TO SNAPSHOT RUN COMPUTER REPORT FROM HR DATA TO REVIEW JOB ASSIGNMENT AND PAYROLL BUDGETS REPORT EXTRACTS DATA FOR PAYROLL (060 RECORD) AND NON-CLASSROOM RESPONSIBILITY INCLUDING ROLE ID, SERVICE ID AND POPULATION SERVED (090 RECORD) STORED IN DISTRICT DATA BASE. CHECK REPORT FOR ERRORS OR PROBLEMS AND CONTACT HR TO CORRECT RUN 090 REPORTS FROM STUDENT MANAGEMENT SYSTEM CHECK FOR ERRORS OR PROBLEMS AND CONTACT CAMPUS TO CORRECT MERGE 090 REPORT WITH HR COMPUTER REPORT CHECK FOR ERRORS OR PROBLEMS AND CONTACT CAMPUS OR HR TO CORRECT

TSDS PEIMS DATA QUALITY FTE CALCULATIONS

TSDS PEIMS DATA QUALITY There are two types of FTE calculations: Employee FTE All staff members have an Employee FTE calculated using their Number-of-days employed and percent-day-employed fields from the 050 record Example: Regular Teacher employed for 187 Days and Percent of Day Employed at 100 Employee FTE = Percent-Day-Employed 100

TSDS PEIMS DATA QUALITY Charges to a Program Intent Code (PIC) Payroll (060 Records) can be used to determine FTEs by the distribution. Personnel can have payroll attributed to more than one PIC code based on their relative proportion of FTE assignments Example: Partial time as GT and Partial time as Regular employed for 187 Days. 80-199-11-6119-120-7-11 $25,100 50% BASIC INSTRUCTION 80-199-11-6119-120-7-21 $25,100 50% GIFTED/TALENTED

TSDS PEIMS DATA QUALITY Payroll (060 Record) charges to a Program Intent Code (PIC) area are determined by the Responsibility Record for personnel. Personnel can have payroll attributed to more than one PIC code based on their relative proportion of FTE assignments Example: CLASSROOM TEACHER ACCOUNT SALARY DIST. ROLE ID EMP TYPE 80-199-11-6119-120-7-11 $25,100 50% 087 BASIC TEACHER 80-199-11-6119-120-7-21 $25,100 50% 087 G/T TEACHER

TSDS PEIMS DATA QUALITY Employee Partial FTE based on 050 Record. Example: Regular Teacher employed for 175 Days and Percent of Day Employed at 100 If the number of days employed is less than 187, then Partial FTE = 175 days 187 days FTE = 0.93

TSDS PEIMS DATA QUALITY FTEs are prorated among the responsibilities (090) records. For responsibilities reported with minutes, the duration of the responsibilities is used. For responsibilities reported without minutes, it is assumed as 7 hr day, 5 days a week, 4 weeks per month. (7 hr X 60 min/hr X 5 day/wk X 4 weeks/month = 8400 min/month)

TSDS PEIMS DATA QUALITY For each additional responsibility without times over the standard work times is assumed to be a minimum of 1 hour per day x 5 days x 4 weeks in regard to the FTE %. (1 hr X 60 min/hr X 5 day/wk X 4 weeks/month =1200 min/month) Each reported responsibility has a Partial FTE calculated.

TSDS PEIMS DATA QUALITY Partial FTE based on Responsibility Record BOTH RESPONSIBILITIES REQUIRE MONTHLY MINUTE CAMPUS ROLE ID SERVICE ID POP STUDENTS C TYPE CLASS ID MIN FTE% 220902104 087 02000000 04 00 01 17104GTSPEC00J 4350 50.00 220902105 087 02000000 04 00 01 17105GTSPEC00J 4350 50.00 Monthly minutes for each responsibility, therefore FTE is based on a total of 8700 minutes.

TSDS PEIMS DATA QUALITY Partial FTE based on Responsibility Record BOTH RESPONSIBILITIES REQUIRE MONTHLY MINUTE CAMPUS ROLE ID SERVICE ID POP STUDENTS C TYPE CLASS ID MIN FTE% 220902104 087 02000000 04 00 01 17104GTSPEC00J 3600 50.00 220902105 087 02000000 04 00 01 17105GTSPEC00J 3600 50.00 Monthly minutes for each responsibility, therefore FTE is based on a total of 7200 minutes.

TSDS PEIMS DATA QUALITY Partial FTE based on Responsibility Record ONE RESPONSIBILITY THAT DOES NOT REQUIRE MONTHLY MINUTES CAMPUS ROLE ID SERVICE ID POP STUDENTS C TYPE CLASS ID MIN FTE% 220902104 087 02000000 04 00 01 17104GTSPEC00J 2400 28.00 220902104 008 SS007000 01 00 ******* 72.00 Monthly minutes total 2400, therefore the monthly minutes for the other responsibility (Counselor FTE) is based on (8400-2400) min/8400 min

TSDS PEIMS DATA QUALITY Partial FTE based on Responsibility Record ONE RESPONSIBILITY THAT DOES NOT REQUIRE MONTHLY MINUTES CAMPUS ROLE ID SERVICE ID POP STUDENTS CTYPE CLASS ID MIN FTE% 220902041 087 02000000 04 00 01 17104GTSPEC00J 4200 50.00 220902104 008 SS007000 01 00 ***** 50.00 Counselor FTE based on (8400-4200) min/8400 min

TSDS PEIMS DATA QUALITY Partial FTE based on Responsibility Record ONE RESPONSIBILITY THAT DOES NOT REQUIRE MONTHLY MINUTES CAMPUS ROLE ID SERVICE ID POP STUDENTS C TYPE CLASS ID MIN FTE 220902010 087 13020200 05 26 01 17010X2645001Z 980 11.67 220902010 056 SS011000 01 ******* 88.33 Athletic Trainer FTE based on (8400-980) min/8400 min

TSDS PEIMS DATA QUALITY TSDS REPORTS—Review reports for Accuracy PDM1-111-001 DISTRICT INDIVIDUAL PROFILES BY ALPHA COMPARE PIC CODE TO POPULATION SERVED REVIEW RESPONSIBILITY RECORD FOR ROLE ID COMPARE FUNCTION AND OBJECT CODE TO ROLE ID AND FTE COMPARE ORGANIZATION CODE WITH CAMPUS CODE

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY TSDS REPORTS PDM1-111-001 INDIVIDUAL PROFILES BY CAMPUS REVIEW EACH INDIVIDUAL PROFILE TO CHECK ROLE ID, FTE, POP SERVED, CLASS TYPE,CLASS IDS NOTE: IF A PROFILE HAS A PAYROLL RECORD THAT IS INSTRUCTIONAL (6119), IT MEANS THE EMPLOYEE MAY NEED A RESPONSIBILITY FOR THE CAMPUS.

TSDS PEIMS DATA QUALITY TSDS REPORTS PDM1-110-004 TOTAL THE FTEs BY POPULATION SERVED AS LISTED IN PDM1-111-001 AND COMPARE WITH TEACHERS REPORTED BY POPULATION SERVED ON THE PDM1-110-004 REPORT.

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY ROLE ID COUNTS FOR STAFF TEACHERS and Aides: 087 and 047 033 and 036 PROFESSIONAL SUPPORT: Classroom Staff: 002,007,015,016,017,018,021,026 & 032 Non-Classroom Staff: 005,006,008,011,013,022,023,024,041,042, 054,056,058,080

TSDS PEIMS DATA QUALITY ROLE ID COUNTS FOR STAFF CAMPUS ADMINISTRATION: 003,020 IF ORG = 001-699: 012,028,040,055 CENTRAL ADMINISTRATION: 004, 012,040 043,044,045

TSDS PEIMS DATA QUALITY TSDS REPORTS PDM1-110-004 TEACHERS BY POPULATION SERVED REGULAR EDUCATION (01) CAREER AND TECHNICAL EDUCATION(05) BILINGUAL/ESL EDUCATION (02/07) COMPENSATORY EDUCATION (03) GIFTED AND TALENTED EDUCATION(04) SPECIAL EDUCATION (06) OTHER (08/09/10)

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY TSDS REPORTS PDM1-111-002 TSDS STAFF ROSTER SORTED BY ROLE ID NOTE: THIS IS SIMPLY A COUNT OF THE DIFFERENT ROLE ID REPORTED AND DOES NOT ACCOUNT FOR EMPLOYEES PERCENT OF EMPLOYMENT NOR PARTIAL FTE PER CAMPUS

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY TSDS REPORTS PDM1-111-007 PAYROLL INFORMATION BY PROGRAM INTENT CODE RUN REPORT BY CAMPUS REVIEW PAYROLL AMOUNTS CODED TO THE PROGRAM AND EMPLOYEE ROLE ID AND POPULATION SERVED.

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY

TSDS PEIMS DATA QUALITY Achieving PEIMS Data Quality “Know Thy Data”   “If we do not have expectations of what our data should look like, we cannot easily achieve data quality.” Bryce Templeton Texas Education Agency