1. Understanding Why You Do What You Do
Lisa Ekleberry
Jennifer Schmidt
May 7, 2017

2. Seven Parts for Today Data Management Planning
EMIS Manual Recommendations
Calendar Reporting
Attendance Reporting
FS and FD – Slice and Dice
GQ and FN – Slice and Dice – RIMP Codes
SDC – 3rd Grade Reading and Prep for Success

3. Data Management Planning Responsibility Chart – Know Who Knows
Part One
Data Management Planning
Responsibility Chart – Know Who Knows

4. 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

5. EMIS Manual Recommendations
Part Two
EMIS Manual Recommendations

6. Two Important Sections
Student Records Overview Student Enrollment Overview

7. Part Three
Calendar Reporting

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

9. Click the Calendar Collection Review or Preview Link

10. Click Generate Review/Preview Data

11. Click Calendar Display Link – Open with Excel

12. 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

13. 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 Column B – titled Row Number – Sort A to Z
This action brings all attendance patterns together

14. Scroll down and select a set of rows for the same week
Scroll down and select a set of rows for the same week. This example shows one week.
Calendar For: Dist-Bldg-Grade-AP
Row Number
Month
Sun
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Student Session Days
Student Session Hours
Student YTD Days
Student YTD Hours
**-** 12 24
(PDO) 30 4 26 9
58.5
**-**
PS-W1 8 52
**-**
**-** 5
32.5 10 65
The blue ovals show that the 27th 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 29th 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.

15. Parent-Teacher & Professional Development
Row Number 75 and 76 – scroll all the way down in the Excel file
Note- Teacher Professional Development Hours and Parent Teacher Conference Hours are not included in the calculation of Student FTEs. They do count for minimum school year requirements.
**-** 75
Parent-Teacher Conf. Hours
6.50
**-**
PS-W1
0.00
**-** 76
Prof Development Hours
**-**

16. Part Four
Attendance Reporting

17. 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

18. 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????

19. FD and FS – Slice and Dice
Part Five
FD and FS – Slice and Dice

20. Checking FD Data Use FD from Data Collector – Preview/Review
Open in Excel
Select the whole sheet
Insert Pivot Table
Drag State Student ID to Values
Drag State Equivalent Grade Level to Rows
Drag Attendance Patterns to Columns
Extra Credit – Drag Building IRN to Filters

23. Do you see anything else that’s a potential problem? Hint – 5 KG in the ** pattern

24. Other FD Fields to Pivot
Disadvantaged
Disability
LEP
Preschool Poverty
504….etc.
Add Building IRN to filter on pivot table
Click on the total to get separate sheets as needed
Sort results

25. Checking FS Data Use FS from Data Collector – Preview/Review
Open in Excel
Select the whole sheet
Insert Pivot Table
Drag State Student ID to Values
Drag
Extra Credit – Drag Building IRN to Filters

26. GQ and FN – RIMP Code Check
Part Six
GQ and FN – RIMP Code Check

27. Checking RIMP Codes Data
Use GQ from Data Collector – Preview/Review
Open in Excel
Add a filter
Filter to show RIMP Codes (152xxx)
Copy the SSIDs remaining
Open a new worksheet
Label A1 as SSID
Paste – add yellow fill to all values

28. RIMP continued New Worksheet after paste & fill
Remove Duplicate Student Numbers – because
a student could have more than one program code
Highlight column A
Click Remove Duplicates
Data Tab

29. RIMP Cont Use FN from Data Collector – Preview/Review Open in Excel
Add a filter
Filter Column Q to show “NO”
Copy the SSIDs
Move to the New Worksheet in GQ file
Paste SSIDs directly below
Paste – add yellow fill to all values

30. Conditional Formatting
RIMP Cont.
Move to the New Worksheet in GQ file
Paste FN SSIDs directly below Yellow GQ
Now we get to learn a cool tool GQ
Conditional Formatting FN

31. RIMP Cont. Highlight Column A Find Conditional Formatting Icon
Select Highlight Cell rules
Select Duplicate Values

32. RIMP Cont.

33. RIMP Cont.
What are you seeing?
Lines 22 and 23 have no fill – so no duplicate found in GQ set of data
These 2 children have a NO for 3rd Gr Rdg and do NOT have a RIMP code.
Check them
Yellow lines mean GQ but not listed as NO on FN
Why did we use data from DC versus SIS?

34. RIMP Cont. Don’t forget – Use filters and sorting Sort by color
Filter on Fill Color
Filter on Text (reduces scrolling)

35. SDC – 3rd Grade & Prep Success
Understanding TGRG report
How to read the SDC Graphic View
What are the rules for K-3 Literacy?
Understanding Prep for Success
Raising a student’s flag – 1 point
Bonus for ‘extra credit’ - .3 added

36. Questions?