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

2. 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

3. Lyle’s Update

4. Daily FY th Day ADM

5. Daily FY th Day SPED ADM

6. EX-1

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

8. School Finance Communications

9. Written communications
for Hot Topics
Memos
Subscribe for mailing list
Send your name, address, school and position to
Find your School Finance Account Analyst!

10. 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
your Account Analyst to sign up

11. 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
Transportation

12. School Finance Fridays

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

14. Charter Estimated Counts
Change to Payment 3
Charters
Districts
Charter Estimated Counts
FY th 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 th Day ADM (see your 46-1)
Second payment (September 1) will be based on FY th Day ADM, likely statewide recalculation 7/29-8/15/2016

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

16. 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.

17. 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

18. 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.

19. Wednesday Workshops At Jefferson
9/14 from 12:30pm – 3:30pm, room 312
9/21 from 12:30pm – 3:30pm, room 312
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.

20. 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.

21. 8th graders in HS Courses

22. 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

23. Training: Monthly Processing No More

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

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

26. What does a Data Coordinator do?
Magic
Time travel

27. 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

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

29. Student Data Flow in AZ
LEA & SIS
ADE

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

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

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

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

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

35. 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

36. AzEDS Portal

37. Verification Dashboard

38. Navigating the Reports
Quick Reference Guides (QRG)

39. 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

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

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

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

43. 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

44. 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

45. 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

46. Common Questions to Analysts

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