Lisa Ekleberry Jennifer Schmidt Susan Payne May 3, 2015 EMIS for Newbies

Data Management Planning Data Collector Management Calendar Reporting Attendance Reporting Four Parts for Today

Data Management Planning Responsibility Chart – Know Who Knows Sign-off Sheets Part One

Responsibility Chart You’ve just been run over by a truck or you’ve just won the lottery – what happens to EMIS at your district? Responsibility Chart Helps to: Know who knows the data Helps people feel accountable Defines roles within the district Assist with planning

Sign-off Sheets Why limit to Superintendent / Treasurer? Consider having data owners sign-off on reports Benefits? Gets attention of data owner Provides audit trail for EMIS coordinator Implementing? Get permission from Superintendent

Data Collector Management Part Two

Data Collector Tips/Tricks Collection Request Tab Know Expiration Dates Run minimum once per week Order of operations SCR > SOES > Contacts OR SCR > Trad Watch for new versions from ODE – act quickly

Data Collector Tips/Tricks Collection Status Tab Filter by Collection Request Notice Record Counts – Any zeroes? Green Check – Complete Level 1 Validations – generate as CSV Always PREVIEW/REVIEW before submitting Print page for reference – enrollment, excluded, missing Submit by 5 p.m. Managing Archives – save somewhere safe!

Calendar Reporting Part Three

Verifying Calendar Data Tips for Using the Calendar Display.CSV Report

Click the Calendar Collection Review or Preview Link

Click Generate Review/Preview Data

Click Calendar Display Link – Open with Excel

With the file open in Excel perform these steps Click the green triangle to select the whole worksheet – top left above row 1 and to the left of column A Expand all columns by placing cursor between column A and column B until cursor shows as a plus sign with arrows pointing left and right – double click Columns are now expanded to show all information

Select Row 1 by clicking the cursor on the number 1 With Row 1 selected click on View Click on Freeze Panes drop down arrow Select Freeze Top Row If desired – fill row 1 with a contrasting color Click in Row B – titled Row Number – Sort A to Z This action brings all attendance patterns together

Scroll down and select a set of rows for the same week. This example shows one week. Calendar For: Dist-Bldg- Grade-AP Row NumberMonthSunMondayTuesdayWednesdayThursdayFriday Saturda y Student Session Days Student Session Hours Student YTD Days Student YTD Hours **-** (PDO) **-** (PDO) PS-W **-** (PDO) **-** The blue ovals show that the 27 th had zero hours for a preschool attendance pattern. This is correct since this district’s preschool does not meet on Wednesday. The dark pink ovals show what are likely problems. Notice that Friday 29 th is a PDO for 3 of 5 attendance patterns. This is likely an indication that the calendar for two of these attendance patterns needs corrected.

Parent-Teacher & Professional Development Row Number 75 and 76 – scroll all the way down in the Excel file **-**75Parent-Teacher Conf. Hours **-**75Parent-Teacher Conf. Hours PS-W175Parent-Teacher Conf. Hours **-**75Parent-Teacher Conf. Hours **-**76Prof Development Hours **-**76Prof Development Hours **-**76Prof Development Hours **-**76Prof Development Hours0.00

Attendance Reporting Part Four

Attendance Reporting Use FS from Data Collector – Preview/Review Open in Excel Add column between AD and AE Label Column Total Attendance Insert formula into new column =AB+AC+AD This gives a total of all attendance fields Filter on Row 1 Using Filter – limit column P – District Relationship to 1 Filter column M to show just ** rows

Attendance Reporting Sort Total Attendance Column – smallest to largest Look for problems Zeroes are a problem Less than full year could be Percent of Time or late enrollment While you’re here – check some things for the FTE reports Are all Percent of Time correct Any students District Relationship wrong 3 should be 1 Effective Start Date – one day after school starts????

Questions?