Wednesday Workshops for September

Wednesday Workshops!

School Finance invites you to participate in training workshops here in our Jefferson building. We’re seeing a greater gap between count of memberships and ADM this year, so we’d like to go through the tools available to help close the gap.

September Topic: AzEDS Submission and ADM Reports

  • If you can, bring your work laptop, so you can follow along in your SIS and ADE Connect. We do have some computers available to check out.
  • At the ADE office on Jefferson:

1535 W Jefferson Ave.

Phoenix, AZ 85007

  • Dates and times available:
    • 8/31 from 12:30pm – 3:30pm, room 416
    • 9/7 from 1:30pm – 3:30pm, room 312
    • 9/14 from 12:30pm – 3:30pm, room 312
    • 9/21 from 12:30pm – 3:30pm, room 312
  • Email your Account Analyst to sign up. Tell us if you need to check out an ADE computer during the workshop. Space is limited so please make sure to sign up to reserve your seat!

School Finance Friday 8/19/2016 Notes

Webinars and training!

  • Some School Finance Fridays will clash with ASCUS dates. We’ll cancel those four Fridays to attend ASCUS. We’ll see you there!
    • 9/9/16
    • 12/2/16
    • 2/10/17
    • 4/28/17
  • Wednesday Workshops!
    • This month: training on AzEDS submission through ADM
    • If you can, bring your work laptop, so you can follow along in your SIS and ADE Connect.
    • At Jefferson
      • 8/31 from 12:30pm – 3:30pm, room 416
      • 9/7 from 1:30pm – 3:30pm, room 312
      • 9/14 from 12:30pm – 3:30pm, room 312
      • 9/21 from 12:30pm – 3:30pm, room 312
    • Email your Account Analyst to sign up. Tell us if you need to check out an ADE computer during the workshop.
    • No online option YET, but we’re testing different applications this week. We’ll keep you updated.

IT Communications

To get information on the AzEDS system, you can receive updates to your email or have them texted to you! Sign up for both!

Sign up for IT Redflag updates and blog updates here: http://www.azed.gov/aelas/category/azedsupdates/

Today’s Training: Are your students generating appropriate ADM?

There are Quick Reference Guides available for all the AzEDS reports and features. http://www.azed.gov/aelas/azeds/reference/ Browse the AzEDS Reference page to understand how data collection and reports really work.

  • Start with the students in your SIS. Count the students on an ADM15 that is filtered for regular ADM, because headcount is not equal to ADM.
  • To find students missing ADM, compare ADM15 to INTEG15.
    • Note: INTEG15 loads sorted by rule. It may help to pull the report as a .csv and sort it by State Student ID yourself.
  • If a student is failing Integrity, confirm what’s in AzEDS using the different STUD10, STUD15, and STUD72 reports, depending on what the error in Integrity is.
  • You can find quick reference guides for those STUD reports on the AzEDS reference page. http://www.azed.gov/aelas/azeds/reference/
    • That page also houses the AzEDS Integrity rules by type.

FY 2016 Annual Financial Report (AFR) Files: Available for LEAs & Counties

The Office of the Auditor General and the Arizona Department of Education have issued the Annual Financial Report (AFR) file packages for fiscal year 2016 for districts and charters.  The County 2016 AFR is also available.   The files may be downloaded by clicking the appropriate link below

District, Charter, and County AFR’s Districts | Charters | County

Districts and Charters may begin uploading their completed AFRs via common logon beginning September 1, 2016.

School Finance Friday 8/12/2016 Notes

School Finance (602-542-5695) can help you with: Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Watch our website for upcoming webinars, trainings and guidance. http://www.azed.gov/finance/

602-364-2095 Kristin Bumford

602-542-7885 James Heck

602-542-8797 Barbara Michlin

602-542-8243 Monica Paz

To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

Plan for your 2017 payments

Charters

  • First payment (August 1) will be based on Charter Estimated Counts on 7/15/2016
  • Second payment (September 1) will be based on Charter Estimated Counts on 8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Districts

  • First payment (August 1) will be based on FY 2016 100th Day ADM (see your 46-1)
  • Second payment (September 1) will be based on FY 2016 100th Day ADM, likely statewide recalculation 7/29-8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Charter Estimated Counts Deadline

  • Charter Estimated Counts application is open now for payment 2 until 8/15
  • Make sure there is at least one active calendar at the LEA level to ensure timely payments
  • If you have issues using the application, email your account analyst
  • To confirm your numbers are in the system:
    • Common Logon: confirm your calendar is active, confirm the headcount in Estimated Counts Application

SAIS closed for FY2016

  • AzEDS is system of record for 2017
  • SAIS was system of record for 2016, 2015, and 2014
  • 15-915s on the 2016-14 data sets will occur in SAIS

Reconciling in AzEDS

  • Integrity and ACE run every evening. Please see: http://www.azed.gov/finance/2016/06/30/fy-2017-monthly-processing-and-integrity-schedule/. Therefore pull an ADM15 about the same time as an INTEG15, to ensure they are from the same data capture date.
  • Start with the students in your SIS. Count the students on an ADM15 that is filtered for regular ADM, because headcount is not equal to ADM.
  • To find students missing ADM, compare ADM15 to INTEG15.
    • Note: INTEG15 loads sorted by rule. It may help to pull the report as a .csv and sort it by State Student ID yourself.
  • If a student is failing Integrity, confirm what’s in AzEDS using the different STUD10, STUD15, and STUD72 reports, depending on what the error in Integrity is.
  • You can find quick reference guides for those STUD reports on the AzEDS reference page. http://www.azed.gov/aelas/azeds/reference/
    • That page also houses the AzEDS Integrity rules by type.

K-3 Reading Budget and AFR Forms Are Available (Required for LEAs that Receive K-3 Reading Funding)

The FY 2017 K-3 Reading budget and FY 2016 K-3 Reading AFRs have been issued. >>>  Charter | District

The completed files must be uploaded via the Common Logon by October 1, 2016.

School Finance Friday 7/29/2016 Notes

School Finance (602-542-5695) can help you with: Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Watch our website for upcoming webinars, trainings and guidance. http://www.azed.gov/finance/

602-364-2095 Kristin Bumford

602-542-7885 James Heck

602-542-8797 Barbara Michlin

602-542-8243 Monica Paz

To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

Plan for your 2017 payments

Charters

  • First payment (August 1) will be based on Charter Estimated Counts on 7/15/2016
  • Second payment (September 1) will be based on Charter Estimated Counts on 8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Districts

  • First payment (August 1) will be based on FY 2016 100th Day ADM (see your 46-1)
  • Second payment (September 1) will be based on FY 2016 100th Day ADM, likely statewide recalculation 7/29-8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Charter Estimated Counts Deadline

Charter Estimated Counts application is open now for payment 2 until 8/15.

Make sure there is at least one active calendar at the LEA level to ensure timely payments.

If you have issues using the application, email your account analyst.

SAIS closes for FY2016

  • AzEDS is system of record for 2017
  • SAIS was system of record for 2016, 2015, and 2014
  • 15-915s on these data sets will occur in SAIS

FY 2017 Truth In Taxation (TNT) Reports have been posted

The FY2017 Truth in Taxation (TNT) Reports have been posted to each district’s budget reports home page of the ADE School Finance website. To download and review a specific district selection, please follow this link: https://www.ade.az.gov/Budget/EntitySelection.asp.

School Finance Friday 7/22/2016 Notes

School Finance (602-542-5695) can help you with:

Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Watch our website for upcoming webinars, trainings and guidance. http://www.azed.gov/finance/

602-364-2095 Kristin Bumford

602-542-7885 James Heck

602-542-8797 Barbara Michlin

602-542-8243 Monica Paz

To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

Plan for your 2017 payments

Charters

  • First payment (August 1) will be based on Charter Estimated Counts on 7/15/2016
  • Second payment (September 1) will be based on Charter Estimated Counts on 8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Districts

  • First payment (August 1) will be based on FY 2016 100th Day ADM (see your 46-1)
  • Second payment (September 1) will be based on FY 2016 100th Day ADM, likely statewide recalculation 7/29-8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Charter Estimated Counts Deadline

Charter Estimated Counts application will open for Payment 2 on 7/25/2016. See School Finance Memo 16-056.

Note: Make sure there is at least one active calendar at the LEA level to ensure timely payments.

If you have issues using the application, email your account analyst.

Split/Merge/Matching

SAIS ID = State Student ID = SSID

While we’re managing system issues, it is extremely IMPORTANT to submit using student’s legal name.

Recently, the tickets for splits and merges moved from Support to School Finance. Currently only Kristin is processing them, but we’re all training!

Unfortunately the Split application will not be available for some time.

Merge application is working, please expect communication from Kristin if there are any issues.

AzEDS closes for FY2016 tonight at 5 p.m.

SAIS will close next Friday at 5 p.m.

Options to get data into SAIS for FY16

  1. AzEDS and your data goes over the Bridge
  2. SAIS Online
    • Great option for smaller schools
    • Need to request access from School Finance
  3. SDDI & vendor participation
    • Coordinate with your vendor

AOIs and summer withdrawals

  • AOIs aren’t required to submit summer withdrawals for students who don’t return at the beginning of the year.
    • If any of those summer withdrawn students return later in the year, the summer withdrawal can cause SAIS Integrity errors.
    • SAIS Online is “smart” and doesn’t allow an AOI to edit summer withdrawals.
    • SDDI allows summer withdrawal transactions for AOIs.

School Finance Friday 7/15/2016 Notes

School Finance (602-542-5695) can help you with:

Data issues; SDER/TEI; Transportation Route Reports/Vehicle Inventory; Budgets; ADM reports; CHAR and APOR reports; Payments; 915s

Watch our website for upcoming webinars, trainings and guidance. http://www.azed.gov/finance/

602-364-2095 Kristin Bumford

602-542-7885 James Heck

602-542-8797 Barbara Michlin

602-542-8243 Monica Paz

To add topics to our weekly agenda, request trainings, or request guests: contact your Account Analyst.

Charter Estimated Counts Deadline

  • Charter Estimated Counts application closes today
    • Application will reopen for second payment 7/25-8/15
  • Make sure there is at least one active calendar at the LEA level to ensure timely payments

AOIs and summer withdrawals

  • AOIs aren’t required to submit summer withdrawals for students who don’t return at the beginning of the year.
    • If any of those summer withdrawn students return later in the year, the summer withdrawal can cause SAIS Integrity errors.
    • SAIS Online is “smart” and doesn’t allow an AOI to edit summer withdrawals.
    • SDDI allows summer withdrawal transactions for AOIs.

Plan for your 2017 payments

Charters

  • First payment (August 1) will be based on Charter Estimated Counts on 7/15/2016
  • Second payment (September 1) will be based on Charter Estimated Counts on 8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Districts

  • First payment (August 1) will be based on FY 2016 100th Day ADM (see your 46-1)
  • Second payment (September 1) will be based on FY 2016 100th Day ADM, likely statewide recalculation 7/29-8/15/2016
  • Third payment (October 3) will be based on FY 2017 AzEDS data as of 9/9/2016
    • Note: ensure you have an active LEA calendar for timely payments

Options to get data into SAIS for FY16

  1. AzEDS and your data goes over the Bridge
  2. SAIS Online
    • Great option for smaller schools
    • Need to request access from School Finance
  3. SDDI & vendor participation
    • Coordinate with your vendor

FY 2016 SAIS Aggregation Complete for July

The aggregation that kicked off last week completed. You can finish reconciling FY 2016 data using SDADMS75-1 and 72 reports. Please keep the 7/29/16 deadline in mind.

The regular twice weekly SAIS Integrity cycle has resumed.