EMIS for Newbies

Lisa EkleberryJennifer SchmidtSusan PayneMay 3, 2015EMIS for Newbies

1Data Management PlanningData Collector ManagementCalendar ReportingAttendance ReportingFour Parts for Today

2Data Management PlanningResponsibility Chart Know Who KnowsSign-off SheetsPart One3Responsibility ChartYouve just been run over by a truck or youve just won the lottery what happens to EMIS at your district?Responsibility Chart Helps to:Know who knows the dataHelps people feel accountableDefines roles within the districtAssist with planning

4Sign-off SheetsWhy limit to Superintendent / Treasurer?Consider having data owners sign-off on reportsBenefits?Gets attention of data ownerProvides audit trail for EMIS coordinatorImplementing?Get permission from Superintendent

5Data Collector ManagementPart Two6Data Collector Tips/TricksCollection Request TabKnow Expiration DatesRun minimum once per weekOrder of operationsSCR > SOES > Contacts ORSCR > Trad Watch for new versions from ODE act quickly

7Data Collector Tips/TricksCollection Status TabFilter by Collection RequestNotice Record Counts Any zeroes?Green Check Complete

Level 1 Validations generate as CSVAlways PREVIEW/REVIEW before submittingPrint page for reference enrollment, excluded, missingSubmit by 5 p.m.Managing Archives save somewhere safe!

8Calendar ReportingPart Three9Verifying Calendar DataTips for Using the Calendar Display .CSV ReportClick the Calendar Collection Review or Preview Link

Click Generate Review/Preview Data

Click Calendar Display Link Open with Excel

With the file open in Excel perform these stepsClick 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 clickColumns are now expanded to show all information

Select Row 1 by clicking the cursor on the number 1With Row 1 selected click on ViewClick on Freeze Panes drop down arrowSelect Freeze Top RowIf desired fill row 1 with a contrasting colorClick in Row B titled Row Number Sort A to ZThis action brings all attendance patterns together

Scroll down and select a set of rows for the same week. This example shows one week.Calendar For: Dist-Bldg-Grade-APRow NumberMonthSunMondayTuesdayWednesdayThursdayFridaySaturdayStudent Session DaysStudent Session HoursStudent YTD DaysStudent YTD Hours045004-001620-**-**122425 - 6.50 26 - 6.50 27 - 6.50 28 - 6.50 29 - 0.00 (PDO)30426958.5045004-007402-**-**122425 - 6.50 26 - 6.50 27 - 6.50 28 - 6.50 29 - 0.00 (PDO)30426958.5045004-007402-PS-W1122425 - 6.50 26 - 6.50 27 - 0.00 28 - 6.50 29 - 6.50 30426852045004-012478-**-**122425 - 6.50 26 - 6.50 27 - 6.50 28 - 6.50 29 - 0.00 (PDO)30426958.5045004-091589-**-**122425 - 6.50 26 - 6.50 27 - 6.50 28 - 6.50 29 - 6.50 30532.51065The blue ovals show that the 27th had zero hours for a preschool attendance pattern. This is correct since this districts 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.Parent-Teacher & Professional DevelopmentRow Number 75 and 76 scroll all the way down in the Excel file

045004-001620-**-**75Parent-Teacher Conf. Hours6.50045004-007402-**-**75Parent-Teacher Conf. Hours6.50045004-007402-PS-W175Parent-Teacher Conf. Hours0.00045004-011468-**-**75Parent-Teacher Conf. Hours6.50045004-001620-**-**76Prof Development Hours6.50045004-007402-**-**76Prof Development Hours6.50045004-011468-**-**76Prof Development Hours6.50045004-091489-**-**76Prof Development Hours0.00 Attendance ReportingPart Four18Attendance ReportingUse FS from Data Collector Preview/ReviewOpen in ExcelAdd column between AD and AELabel Column Total AttendanceInsert formula into new column=AB+AC+ADThis gives a total of all attendance fieldsFilter on Row 1Using Filter limit column P District Relationship to 1Filter column M to show just ** rows19Attendance ReportingSort Total Attendance Column smallest to largestLook for problemsZeroes are a problemLess than full year could be Percent of Time or late enrollment

While youre here check some things for the FTE reportsAre all Percent of Time correctAny students District Relationship wrong 3 should be 1Effective Start Date one day after school starts????

20Questions?

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