State Report Processing Megan VanDeventer State and Federal Compliance

This session will go through the PK-12 Survey State Reporting Process along with recommended practices and data correction tips. State Reporting Configuration Survey Period Setup State Reporting Process Ways to Update Records in Maintain Ways to Identify FTE issues

State Reporting Configuration District-wide settings PS\CA\DS\CF\SR Important when troubleshooting Reference FL State Reporting Manual for additional information on each option

Survey Period Setup Typically enter in 000 Entity School Start needs to be entered as the earliest date that Schools start Enter Survey dates according to DOE- mandated Survey Schedule Continuous Progress/Year-Round/DJJ Setup is necessary to be entered if district contains year-round schools Important when troubleshooting

Manual Method Only As of June 2017 Release (05.17.06.00.01), Versioning is no longer available as a Survey Processing Method In Versioning, users would correct Source Data and re-extract a completely brand new set of data in the Maintain to correct imported Edit records Manual Method Only Add Students to Extracted Survey Data Utility provides similar functionality as Versioning, but also allows more freedom and flexibility with Manual Method Method defaults to “Manual” in Survey Period Setup area

1. Extract Data Template ranges determine what records and formats extract To increase Processing Time, select State Reporting Configuration option “Process Survey Extract using Multiple Print Queue Agents” Alters printing ability

2. Records are created in Survey Maintain Multiple filters available to sort records

2. Records are created in Survey Maintain Add, Edit, Delete records Key Fields and Non-Key Fields denoted by Asterisk (*)

3. Export Extracted Survey Data Export collects records located in Survey Maintain and creates Export Files Can print additional Edit and Validation errors Narrow down by School, District, and Transaction Code Process Report Formats using multiple Print Queue agents is unique selection in this template

4. View Exported Files/Save Locally For Submission FTP File(s) to State (must be in 000 entity) When files are FTP’d, the Survey Maintain Locks specific Formats in Survey Maintain This prevents users from making changes to Survey Maintain until the district receives confirmation that the file has been accepted by DOE within error range.

4. View Exported Files/Save Locally For Submission If file is not accepted by DOE Review Skyward Edit reports Update Source Data Re-extract until errors are corrected or at least do not exceed the DOE maximum error count to be accepted.

5. Finalize Extracted Survey Data Transaction codes changed from “A” to “T” – internal Skyward “Transmitted” code

6. Import Rejected Records from State Edit file generated by DOE can be re-imported back into Survey Maintain “T” codes are changed to “E” codes Imported into correct Survey Maintain based on file values

7. Import Null FTE Student File New range options (PR 3416598) School Year Survey Period Update Trans Code from “T” to “C” Update FTE to Zero

7. Import Null FTE Student File Report includes Updated records with FTE column and Transaction column to show changes Records in file that were not updated because a match was not found to a Survey maintain record

8. Correct Edit Records Add Students to Extracted Data Utility Users correct all errors in source data This process will add missing records and update existing records in the Survey Maintain to match source data and assign the appropriate Transaction Codes (including "E" to "A or "C"). Available in 000 entity only Manually Change Survey Maintain records (associated error field and transaction code from 'E' to 'A or C') Each record must be touched and source data is not corrected Mass Change Extracted Survey Data Source data is not corrected

8. Correct Edit Records Add Students to Extracted Survey Data Utility Update Source Data This process will add missing records and update existing records in the Survey Maintain to match source data and assign the appropriate Transaction Codes (including "E" to "A or "C").

8. Correct Edit Records Manually Change Survey Maintain records (associated error field and transaction code from “E” to “A” or “C”) Manually updating Survey Maintain records does not affect Source Data When changing Key fields, users are prompted to have Survey Maintain automatically change Trans code to “A” and create a “D” transaction record

8. Correct Edit Records Mass Change Extracted Survey Data Utility WS\SR\FL\SU\UT Using this utility does not affect Source Data Can be run by Report Only Several ranges available; can also be run by Processing List

9. FTP Corrected records to DOE and Finalize Once all records are corrected, repeat steps as needed When no Edits remain, Survey Maintain stays Locked or Finalized to maintain the snapshot of Survey Data Maintain can be unlocked if necessary – Survey Processing Methods

Survey Processing Methods Tracking tool WS\SR\FL\PS\CF\SP Can Unlock and Unfinalize Survey Formats

FTE Calculator Use as troubleshooting tool to determine why Weekly Class Minutes and FTE calculate as values in Survey Maintain records PR 3514716 – add option to include non-FTE Eligible courses in FTE Calculator Report for troubleshooting purposes FTE Manual

Additional FTE Troubleshooting: Weekly Class Minutes Hierarchy