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

2. 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

3. 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

4. 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

5. 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 and 3

6. 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.

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

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

9. 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

10. 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

11. 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

12. 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

13. TSDS PEIMS DATA QUALITY
FTE CALCULATIONS

14. 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

15. 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.
$25, % BASIC INSTRUCTION
$25, % GIFTED/TALENTED

16. 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
$25, % BASIC TEACHER
$25, % G/T TEACHER

17. 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 = days
187 days
FTE = 0.93

18. 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)

19. 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.

20. 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%
GTSPEC00J
GTSPEC00J
Monthly minutes for each responsibility, therefore FTE is based on a total of 8700 minutes.

21. 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%
GTSPEC00J
GTSPEC00J
Monthly minutes for each responsibility, therefore FTE is based on a total of 7200 minutes.

22. 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% GTSPEC00J
SS *******
Monthly minutes total 2400, therefore the monthly minutes for the other responsibility (Counselor FTE) is based on ( ) min/8400 min

23. 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%
GTSPEC00J
SS *****
Counselor FTE based on ( ) min/8400 min

24. 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 X Z
SS *******
Athletic Trainer FTE based on ( ) min/8400 min

25. TSDS PEIMS DATA QUALITY
TSDS REPORTS—Review reports for Accuracy
PDM 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

26. TSDS PEIMS DATA QUALITY

27. TSDS PEIMS DATA QUALITY
TSDS REPORTS
PDM 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.

28. TSDS PEIMS DATA QUALITY
TSDS REPORTS
PDM
TOTAL THE FTEs BY POPULATION SERVED AS LISTED IN PDM AND COMPARE WITH TEACHERS REPORTED BY POPULATION SERVED ON THE PDM REPORT.

29. TSDS PEIMS DATA QUALITY

30. TSDS PEIMS DATA QUALITY
ROLE ID COUNTS FOR STAFF TEACHERS and Aides: 087 and 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

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

32. TSDS PEIMS DATA QUALITY
TSDS REPORTS
PDM
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)

33. TSDS PEIMS DATA QUALITY

34. TSDS PEIMS DATA QUALITY
TSDS REPORTS
PDM 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

35. TSDS PEIMS DATA QUALITY

36. TSDS PEIMS DATA QUALITY

37. TSDS PEIMS DATA QUALITY

38. TSDS PEIMS DATA QUALITY

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

40. TSDS PEIMS DATA QUALITY

41. TSDS PEIMS DATA QUALITY

42. TSDS PEIMS DATA QUALITY

43. TSDS PEIMS DATA QUALITY

44. TSDS PEIMS DATA QUALITY

45. TSDS PEIMS DATA QUALITY

46. 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