Introduction Adam Williams williams_a@cde.state.co.us 303-866-6843 Yolanda Lucero Lucero_y@cde.state.co.us 303-866-6847 1

11/9/2018 Discussion Topics Discussing Pipeline passwords and Local Access Managers (LAM) - the person at your District who assigns Pipeline passwords Submitting a financial data file via Pipeline Accessing Pipeline reports (Edit Error Reports, Auditor’s Integrity Report, Bolded Balance Sheet Report etc) Functions of Financial Data Pipeline that are new and different from the Automated Data Exchange (ADE) Discussing aspects of the Financial Data Pipeline that are similar to ADE Overview of Pipeline information on CDE website Printing Financial December Reports 2

11/9/2018 Data Pipeline The Financial December collection is open, and as of early October we have close to 100 Districts and BOCES submitting financial data, with two Districts approved.

File Format Financial Files for Data Pipeline are a standard 48 byte length District Code: 4 bytes Administrative Unit Code: 5 bytes* Unique School Code: 4 bytes* Fund Code: 2 bytes Location Code: 3 bytes SRE Code: 2 bytes Program Code: 4 bytes Object/Source/Balance Sheet Code: 4 bytes Job Class Code: 3 bytes Grant Code: 4 bytes Amount: 13 bytes*

Administrative Unit Code The Administrative Unit Code is a five byte field which some Districts have been reporting as a zero-filled account code field in their data for years (since ADE opened) This field is required for all FY12-13 Pipeline files For FY12-13 the field will be zero-filled, and there will be no edits tied to the Administrative Unit Code

Unique School Code The Unique School Code is a four byte field which is brand new for everyone This field is required for all FY12-13 Pipeline files For FY12-13 the field will be zero-filled, and there will be no edits tied to the Unique School Code There is a Unique School Code assigned for every school building at a school district – if you have ten schools in your District, you have already been assigned ten Unique School Codes

Amount The Amount Field in your data string can accommodate up to 13 bytes It is a numeric field Negative dollar amounts cannot be preceded by zeroes Formerly, ADE would have accepted the following: 000000-587941 -000000587941 Pipeline Negative Dollar Amounts must be formatted as: -587941 It is still a 13 byte field Whole/positive number can still be preceded by zeros, but preceding zeros for positive dollar amounts are not necessary

Negative Dollar Accounts Example: 20700000000001000000000040100009003000000-530300 Should be: 20700000000001000000000040100009003-530300 8

File Types Accepted in Pipeline Unlike ADE which only accepted ASCII files, Pipeline will accept the following: txt csv Excel If an Excel file is submitted, the first row of data in the file must be formatted as a header: label each column PLEASE keep in mind that all changes, all adjusting journal entries that you need to make to pass Pipeline edit errors are made in your software system prior to submitting a file. Do not make one-sided entries.

File Names In Pipeline, it is up to the District to name the file being submitted You are advised to create a file naming system that allows you the ability to track and locate the files you have submitted with ease File_1_Finance File_2_Finance Please note: Use underscores. Dashes and periods in file names are not accepted: fd-1420-1 fd.1420.1 10

Software Vendors Information on standard file length and proper file formatting was communicated with software vendors well in advance of Pipeline opening for the FY12-13 submission cycle It is essential that everyone is able to submit the standard 48 bit, properly formatted file for FY12-13 Pipeline Submissions 11

Passwords Before you are able to submit a file in Pipeline you need passwords CDE no longer assigns passwords Passwords are assigned by Local Access Managers (LAMS) If you are the person responsible for submitting, and/or approving Financial December data, you must be assigned to the FIN group in the Pipeline Identity management system. Only a LAM can assign people the various groups. Password process information has been sent to all LAMs 12

Similarities: ADE vs. Pipeline Data still sent to CDE from District’s system Finance: Still a Periodic Collection: Opened in September 2013 (August of 2014) Districts submit as many times as needed before the December 31st Statutory Deadline

Differences: ADE vs. Pipeline For the Financial facet of Pipeline, the differences are primarily enhanced function More types of files accepted Greater control at the District level More ways to view data/errors 14

Process Submitting a financial file in Pipeline remains quite similar to what everyone is used to seeing in ADE Your software system creates a file You log into Pipeline with passwords You submit the file The file is subject to two levels of edits First tier edits: address account code issues Second tier edits: address dollar amounts You produce reports (EG – the Auditor’s Integrity Report) You can submit data as many times as needed Your end goal is to transmit and finalize data which matches your annual independent audit 15

CDE Website: Financial December CDE Home Page: http://www.cde.state.co.us/index_home.htm Data and Accountability Data Pipeline (under Data Tools) Periodic Collections Finance December 16

https://cdx.cde.state.co.us/pipeline CDE Website Submitting a Finance December Pipeline file is done at the following link: https://cdx.cde.state.co.us/pipeline 17

Finance Reports Printing Reports 18

Finance Reports – As Is 19

Finance Reports – Enlarged Using Automatic Zoom 20

Enlarging with Printing Click the Print Icon: Click on Properties: 21

Enlarging with Printing (continued) On the Printing Shortcut Tab select the appropriate Paper size and Orientation 22

Enlarging with Printing (continued) On the Effects Tab select the appropriate percentage 23

Print Selections Recommendations   Printing Shortcuts Effects Report Name Paper Size Orientation % of Actual Size Auditors Integrity Letter Landscape 113% Bolded Balance Sheet Legal 100% Charter School Auditors Integrity Charter School Bolded Balance Sheet Child Nutrition Program Operating Finance December Error Detail Finance December Error Detail Report - Rollup Grant Reconciliation 95% Indirect Cost 108% 24