1. State Report Processing
Megan VanDeventer
State and Federal Compliance

2. This session will go through the PK-12 Survey State Reporting Process along with recommended practices and data correction tips.
State Reporting Configuration
Survey Period Setup
State Reporting Process
Ways to Update Records in Maintain
Ways to Identify FTE issues

3. State Reporting Configuration
District-wide settings
PS\CA\DS\CF\SR
Important when troubleshooting
Reference FL State Reporting Manual for additional information on each option

4. Survey Period Setup Typically enter in 000 Entity
School Start needs to be entered as the earliest date that Schools start
Enter Survey dates according to DOE- mandated Survey Schedule
Continuous Progress/Year-Round/DJJ Setup is necessary to be entered if district contains year-round schools
Important when troubleshooting

5. Manual Method Only
As of June 2017 Release ( ), Versioning is no longer available as a Survey Processing Method
In Versioning, users would correct Source Data and re-extract a completely brand new set of data in the Maintain to correct imported Edit records
Manual Method Only
Add Students to Extracted Survey Data Utility provides similar functionality as Versioning, but also allows more freedom and flexibility with Manual Method
Method defaults to “Manual” in Survey Period Setup area

6. 1. Extract Data
Template ranges determine what records and formats extract
To increase Processing Time, select State Reporting Configuration option “Process Survey Extract using Multiple Print Queue Agents”
Alters printing ability

7. 2. Records are created in Survey Maintain
Multiple filters available to sort records

8. 2. Records are created in Survey Maintain
Add, Edit, Delete records
Key Fields and Non-Key Fields denoted by Asterisk (*)

9. 3. Export Extracted Survey Data
Export collects records located in Survey Maintain and creates Export Files
Can print additional Edit and Validation errors
Narrow down by School, District, and Transaction Code
Process Report Formats using multiple Print Queue agents is unique selection in this template

10. 4. View Exported Files/Save Locally For Submission
FTP File(s) to State (must be in 000 entity)
When files are FTP’d, the Survey Maintain Locks specific Formats in Survey Maintain
This prevents users from making changes to Survey Maintain until the district receives confirmation that the file has been accepted by DOE within error range.

11. 4. View Exported Files/Save Locally For Submission
If file is not accepted by DOE
Review Skyward Edit reports
Update Source Data
Re-extract until errors are corrected or at least do not exceed the DOE maximum error count to be accepted.

12. 5. Finalize Extracted Survey Data
Transaction codes changed from “A” to “T” – internal Skyward “Transmitted” code

13. 6. Import Rejected Records from State
Edit file generated by DOE can be re-imported back into Survey Maintain
“T” codes are changed to “E” codes
Imported into correct Survey Maintain based on file values

14. 7. Import Null FTE Student File
New range options (PR )
School Year
Survey Period
Update Trans Code from “T” to “C”
Update FTE to Zero

15. 7. Import Null FTE Student File
Report includes
Updated records with FTE column and Transaction column to show changes
Records in file that were not updated because a match was not found to a Survey maintain record

16. 8. Correct Edit Records Add Students to Extracted Data Utility
Users correct all errors in source data
This process will add missing records and update existing records in the Survey Maintain to match source data and assign the appropriate Transaction Codes (including "E" to "A or "C").
Available in 000 entity only
Manually Change Survey Maintain records (associated error field and transaction code from 'E' to 'A or C')
Each record must be touched and source data is not corrected
Mass Change Extracted Survey Data
Source data is not corrected

17. 8. Correct Edit Records Add Students to Extracted Survey Data Utility
Update Source Data
This process will add missing records and update existing records in the Survey Maintain to match source data and assign the appropriate Transaction Codes (including "E" to "A or "C").

18. 8. Correct Edit Records
Manually Change Survey Maintain records (associated error field and transaction code from “E” to “A” or “C”)
Manually updating Survey Maintain records does not affect Source Data
When changing Key fields, users are prompted to have Survey Maintain automatically change Trans code to “A” and create a “D” transaction record

19. 8. Correct Edit Records Mass Change Extracted Survey Data Utility
WS\SR\FL\SU\UT
Using this utility does not affect Source Data
Can be run by Report Only
Several ranges available; can also be run by Processing List

20. 9. FTP Corrected records to DOE and Finalize
Once all records are corrected, repeat steps as needed
When no Edits remain, Survey Maintain stays Locked or Finalized to maintain the snapshot of Survey Data
Maintain can be unlocked if necessary – Survey Processing Methods

21. Survey Processing Methods
Tracking tool
WS\SR\FL\PS\CF\SP
Can Unlock and Unfinalize Survey Formats

22. FTE Calculator
Use as troubleshooting tool to determine why Weekly Class Minutes and FTE calculate as values in Survey Maintain records
PR – add option to include non-FTE Eligible courses in FTE Calculator Report for troubleshooting purposes
FTE Manual

23. Additional FTE Troubleshooting:
Weekly Class Minutes Hierarchy