1. Lavan Dukes 2009 – 2010 Data Base Reporting Basics: Cycles and Reports for Good Reporting

2. Background Florida Legislature was committed to a statewide integrated information system. Planning work began in 1984. Phased implementation began in July, 1987.

3. 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.

4. 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.

5. Student Formats Beginning of year student counts (6) CELLA (7) Four McKay reporting periods (A, B, C and D)

6. Survey 2, 2009-10 Timelines 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

7. 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.

8. Timelines District Processing October 19-30, 2008 Calculate 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.

9. Timelines State Processing October 19 – November 13, 2009 (four weeks) DOE runs reject edits. Records not rejected load to tables.

10. Timelines State Processing DOE 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.

11. Timelines Due Date Two Weeks following date certain Districts should have all initial files submitted by this date.

12. Timelines End of State Processing November 13, 2009 (9:00 p.m.) Files are pulled and reports run for use in FEFP & transportation funding calculations, federal & state reporting, etc.

13. 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.

14. Timelines Extensions of reporting timelines are difficult to grant. Data are used immediately after state processing ends. Legislative committees are waiting for the data.

15. 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.

16. 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.

17. Available Tools Data Element Definitions – web State Reporting Formats – web Descriptions of individual edits to be applied to each data element - web

18. Available Tools Database handbooks and technical assistance papers – web Student Survey Checklists (User Manual Appendix R) - web

19. 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.

20. 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.

21. The Edit Correction Cycle Initial Submissions Processed 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.

22. 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.

23. The Edit Correction Cycle Batch Updates Processed 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

24. 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.

25. 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).

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. 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.

32. 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.

33. User Manual URL - http://www.fldoe.org/eias/dataweb/default.asphttp://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)

34. Using State Reports Reports are tools for Improving Data Quality Monitor by school, by program or by district Look at reporting trends Monitor application of data definitions and codes Observe reporting anomalies Determine if there is missing information Track reporting errors (edit reports )

35. Requesting Reports through NWRDC/CICS

36. Student Component Menu

37. Reports/Files For Request

38. Edit Status/Updates/Missing Data Useful Overall Reports F62715 - Student Listing Of Missing Formats F62793 - Edit Status Report F62832 - Batch Update Report F62159 - Invalid SSN's On Demographic Table

39. 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

40. 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)

41. 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.”

42. What can you do? Communicate –with staff in your district. SHARE the data…and the responsibility. Support your local data clerk!

43. DOE HOME PAGE

44. EIAS HOME PAGE

45. DATA BASE MANUALS WEB PAGE

46. DATA BASE MANUALS UPDATE WEB PAGE

47. USER MANUAL WEB PAGE

48. USER MANUAL APPENDIX D WEB PAGE

49. STUDENT DATA BASE MANUAL WEB PAGE

50. USER MANUAL APPENDIX B WEB PAGE

51. FORMAT/SURVEY WEB PAGE

52. INDEX WEB PAGE

53. DATA ELEMENT WEB PAGE

55. APPENDIX A WEB PAGE

56. REJECT EDIT WEB PAGE

57. VALIDATION EDIT WEB PAGE

58. EXCEPTION EDIT WEB PAGE

59. TAP WEB PAGE

60. DATA BASE MANUALS BONE YARD WEB PAGE

61. 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.

62. 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.

63. How Do We Use Your Data? Federal/National Reporting NCLB – No Child Left Behind NCES – CCD – National Center for Education Statistics – Common Core of Data CCSSO - Council of Chief State School Officers NEA - National Education Association

64. How Is Your Data Used? Federal/National Reporting (cont.) EEOC – Equal Employment Opportunity Commission OCR – Office for Civil Rights Federal Funding – (Title I, II, etc.) EDEN – Education Data Exchange Network

65. And... State reporting Graduation Rate Dropout Rate Class Size Non-promotions School Safety School Choice

66. And... State reporting Average Daily Attendance Supplemental Educational Services evaluation School Grades and Adequate Yearly Progress FTE and Transportation Funding Capital Outlay Funding

67. 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

68. Lest we forget… The Governor’s Office Voluntary Prekindergarten Students FCAT repeaters Students taking advanced classes Services for students performing below average

69. And more… Miscellaneous Florida Council for Reading Research for pre-populating FAIR Free/Reduced Price Lunch Immunization – Department of Health Department of Juvenile Justice student progress

70. Teamwork

71. For Follow Up Work with your local district contact Or Submit Questions to askeias@fldoe.orgaskeias@fldoe.org Or Call (850) 245-0400