lavan dukes 2009 – 2010 data base reporting basics: cycles and reports for good reporting

Lavan Dukes

2009 – 2010

Data Base Reporting Basics:Cycles and Reports for Good

Reporting

Background

Florida Legislature was committed to a statewide integrated information system.

Planning work began in 1984. Phased implementation began in

July, 1987.

Background

In 1991 all districts were in full compliance with reporting requirements.

Today the system supports the distribution of billions of dollars and extensive required federal and state reports.

Student Formats

23 Formats Four FEFP funding survey periods (1, 2, 3

and 4) One End of the Year survey period (5) One special data collection survey (9) – for

neglected and delinquent children and Title I SES.

Student Formats

Beginning of year student counts (6) CELLA (7) Four McKay reporting periods (A, B, C

and D)

Survey 2, 2009-10Timelines

Record Preparation Daily from beginning of school year School level Local edits assist Run reports locally Distribute to schools and administrative staff Correct errors locally

Timelines

Survey Week October 12-16, 2009 Continue data input and local

processing. Friday, October 16 is Date Certain for

FTE. Capture data as of Friday, October 16,

2009. Maintain data with this “as of” date.

Timelines

District ProcessingOctober 19-30, 2008Calculate FTE.Zero-out FTE for students not

meeting attendance requirements.Run local edits and correct errors.Put data into required formats.Run state edits and correct errors.

Timelines

State ProcessingOctober 19 – November 13, 2009 (four

weeks)DOE runs reject edits.Records not rejected load to tables.

Timelines

State ProcessingDOE runs validation and exception edits. Pull reports and correct errors.Submit batch updates to correct errors.Continue cycle until all errors are fixed.Apply record corrections to local frozen files.

Timelines Due Date

Two Weeks following date certainDistricts should have all initial files submitted

by this date.

Timelines

End of State ProcessingNovember 13, 2009 (9:00 p.m.)Files are pulled and reports run for use

in FEFP & transportation funding calculations, federal & state reporting, etc.

Timelines End of State Processing (cont.)

Data Base is closed for two to four weeks for FTE processing.

Upon re-opening, batch updates are run every Friday night after 9:00 p.m. throughout the update period which ends March 31, 2009.

Timelines Extensions of reporting timelines are

difficult to grant. Data are used immediately after state

processing ends. Legislative committees are waiting for

the data.

Data Preparation

Assure that the data are correct in the local database.

Work with appropriate district staff in the data preparation process.

Review state reporting formats and data elements.

Data Preparation Review survey timelines.

After the district has downloaded and run state edits, work locally to assure that the majority of errors are resolved.

Available Tools Data Element Definitions – web

State Reporting Formats – web

Descriptions of individual edits to be applied to each data element - web

Available Tools

Database handbooks and technical assistance papers – web

Student Survey Checklists (User Manual Appendix R) - web

The State Processing Window

During the state processing window, the following occurs:Automated procedures at NWRDC process

district datasets.The data are edited and error reports and files

are created.The district downloads and uses the error

reports and files to correct any errors in the records.

The State Processing Window

During the state processing window, the following occurs:Once the initial data have been loaded

the district submits batch updates to make corrections.

The Edit Correction Cycle

Initial SubmissionsProcessed M W F during the state processing

window at 9:00 p.m. – Initial reports and error files available by approximately 8:30 a.m. the following morning.

If there are 20% or more errors the entire initial file is rejected.

The Edit Correction Cycle

Loading Records to the DB2 Tables When the initial data pass the edits the

records are loaded to the DB2 tables.

The Edit Correction Cycle

Batch UpdatesProcessed M W F during the state

processing window at 9:00 p.m. – batch reports and error files available by approximately 8:30 p.m. the following morning

The Edit Correction Cycle

All requested reports run overnight and are available in the morning.

The Facilities data file is generated automatically and does not need to be requested.

Validation Reports Validations check relationships between

different records of the same reporting format or records of different reporting formats.

Validations are performed after the records have been loaded to the database (so errors may have to be deleted and then added back).

Validation Reports

Validation reports are not automatically generated and must be requested.

Validation errors may cause FTE to be nulled or data to be excluded from reports.

Exception Reports Exceptions are performed after the data

are loaded to the database (so errors may have to be deleted and then added back).

Exception reports are not automatically generated and must be requested.

Exception Reports Exceptions show records with data that

looks suspicious; the data do not reflect what is expected.

Exceptions may not be in error, but they should be reviewed and corrected if they are in error.

The Nulling Process For Student Surveys 1-4 there is a short

moratorium on accepting updates after the close of the state processing window.

During this time the Office of Funding and Financial Reporting calculates FTE while the data base does not change.

All incorrect FTE is nulled at this time.

The Nulling Process If fields on the Student Course

Schedule have been nulled due to validation errors, corrections must be made to resolve the edit errors.

However, these corrections will not automatically change the nulled fields – batch updates must be submitted to correct the nulled FTE Earned field.

Updates/Amendments After the Close of the State Processing Window

To amend data base records batch updates are submitted.Batch updates after the close of the state

processing window are processed on Friday evenings at 9:00 p.m.

Batch reports and error files are available on Monday morning.

The time for amending varies depending on the survey.

Updates/Amendments After the Close of the State Processing Window

To amend data base records batch updates are submitted (cont.). Certain data for funding must be corrected sooner

or a funding delay or reduction may occur. Many reports and publications are produced soon

after the close of the survey window making it essential for districts to ensure the data are as accurate as possible by the close of the state processing window.

User Manual URL - http://www.fldoe.org/eias/dataweb/default.asp

Appendix D: Input Datasets/Edit Reports/Output Datasets (by Survey)

Appendix N: Supplemental Files at NWRDC

Appendix R: Student Survey Checklists (by Survey)

Using State Reports Reports are tools for Improving Data

QualityMonitor by school, by program or by district Look at reporting trendsMonitor application of data definitions and

codesObserve reporting anomaliesDetermine if there is missing informationTrack reporting errors (edit reports)

Requesting Reports through NWRDC/CICS

Student Component Menu

Reports/Files For Request

Edit Status/Updates/Missing Data

Useful Overall Reports

F62715 - Student Listing Of Missing Formats

F62793 - Edit Status ReportF62832 - Batch Update ReportF62159 - Invalid SSN's On

Demographic Table

Student/Teacher Course Reports

F62124 - Student Course List By School

F62643 - Student Course Records With

No Demographic

F62644 - Student Course Records With

No Teacher Crse

Student/Teacher Course Reports (cont.)

F62645 - Student Course Records With No

Exceptional

F70152 - Student Course No Match

Demographic Grade Level

F62125 - Teacher Class List By School

F70134 - TEACHERS IN/OUT-OF-FIELD (Data,

Report)

What can you do? Depend on more than just reject edits – run

the validation, exception and data reports. Don’t panic! District staff are “there to help

you.”

What can you do?

Communicate –with staff in your district.

SHARE the data…and the responsibility.

Support your local data clerk!

DOE HOME PAGE

EIAS HOME PAGE

DATA BASE MANUALS WEB PAGE

DATA BASE MANUALS UPDATE WEB PAGE

USER MANUAL WEB PAGE

USER MANUAL APPENDIX D WEB PAGE

STUDENT DATA BASE MANUAL WEB PAGE

USER MANUAL APPENDIX B WEB PAGE

FORMAT/SURVEY WEB PAGE

INDEX WEB PAGE

DATA ELEMENT WEB PAGE

APPENDIX A WEB PAGE

REJECT EDIT WEB PAGE

VALIDATION EDIT WEB PAGE

EXCEPTION EDIT WEB PAGE

TAP WEB PAGE

DATA BASE MANUALS BONE YARD WEB PAGE

Uses of Information Use data to influence decision-making. Use data to target specific areas for

improvement. Use disaggregated data to examine wide-

ranging goals. Use data in rapid program evaluation.

Uses of Information

Use data for budgetary control. Use data to examine relationships

between cost and effectiveness. Use data to improve administrative time

management and mandated reporting.

How Do We Use Your Data?

Federal/National Reporting NCLB – No Child Left BehindNCES – CCD – National Center for

Education Statistics – Common Core of Data

CCSSO - Council of Chief State School Officers

NEA - National Education Association

How Is Your Data Used?

Federal/National Reporting (cont.)EEOC – Equal Employment Opportunity

CommissionOCR – Office for Civil RightsFederal Funding – (Title I, II, etc.)EDEN – Education Data Exchange

Network

And . . . State reporting

Graduation RateDropout RateClass SizeNon-promotionsSchool SafetySchool Choice

And . . .

State reportingAverage Daily AttendanceSupplemental Educational Services

evaluationSchool Grades and Adequate Yearly

ProgressFTE and Transportation FundingCapital Outlay Funding

Plus…. Legislative Staff

In and Out Migration of public school students

Number of students by program (AP, IB, AICE, Dual Enrollment, etc.)

Office of Program Policy Analysis and Government Accountability (OPPAGA) studies.

Funding

Lest we forget… The Governor’s Office

Voluntary Prekindergarten StudentsFCAT repeatersStudents taking advanced classes Services for students performing below

average

And more…

MiscellaneousFlorida Council for Reading Research for

pre-populating FAIRFree/Reduced Price LunchImmunization – Department of HealthDepartment of Juvenile Justice student

progress

Teamwork

For Follow Up Work with your local district contact

Or

Submit Questions to askeias@fldoe.org

Or

Call (850) 245-0400