Lisa Ekleberry Jennifer Schmidt Cathy Glatz May 1, 2016 Pivotal Formatting & Filtering in EMIS Reporting

Data Management Planning Data Collector Management Calendar Reporting Attendance Reporting FS and FD – Slice and Dice GQ and FN – Slice and Dice – RIMP Codes Six Parts for Today

Data Management Planning Responsibility Chart – Know Who Knows Part One

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

Data Collector Management Part Two

Data Collector Tips/Tricks Collection Request Tab Know Expiration Dates Run minimum once per week Order of operations SOES > SCR > Contacts OR Trad > SCR Watch for new versions from ODE – act quickly

Data Collector Tips/Tricks Collection Status Tab Filter by Collection Request Notice Record Counts – Any zeroes? Green Check – Complete Level 1 Validations – generate as CSV Always PREVIEW/REVIEW before submitting – New warning from ODE Red check if file is 10% smaller Print page for reference – enrollment, excluded, missing Submit by 5 p.m. Managing Archives – save somewhere safe!

Calendar Reporting Part Three

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

Click 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 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

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

Scroll down and select a set of rows for the same week. This example shows one week. Calendar For: Dist-Bldg- Grade-AP Row NumberMonthSunMondayTuesdayWednesdayThursdayFriday Saturda y Student Session Days Student Session Hours Student YTD Days Student YTD Hours **-** (PDO) **-** (PDO) PS-W **-** (PDO) **-** The blue ovals show that the 27 th 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 29 th 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 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 **-**75Parent-Teacher Conf. Hours **-**75Parent-Teacher Conf. Hours PS-W175Parent-Teacher Conf. Hours **-**75Parent-Teacher Conf. Hours **-**76Prof Development Hours **-**76Prof Development Hours **-**76Prof Development Hours **-**76Prof Development Hours0.00

Attendance Reporting Part Four

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

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????

FD and FS – Slice and Dice Part Five

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

22

23

24

Other FD Fields to Pivot 25 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

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

GQ and FN – RIMP Code Check Part Six

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

RIMP continued 29 New Worksheet after paste & fill

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

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 FN

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

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 3 rd Gr Rdg and do NOT have a RIMP code. Check them Yellow lines mean GQ but not listed as NO on FN

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

Your Ideas for Checking Data

Questions?