Data Hot Topics

Published: July 27th, 2018

School Finance Friday 7/27/2018 Notes

Update on Streaming Issue

  • We’re having trouble with the Q&A feature in our webinars. We’re still troubleshooting but this week have tried 3 fixes to help diagnose the issue. It appears users without email are kicked out sometimes.

AzEDS Update: 21st Century Community Learning Center

Data Submission Guidelines:

  • Resources required for 21st CCLC:
    • Student Program Association
      • Required fields: Student ID, Program name, Program type ID – Support Program(59), School id, LEA ID and Program begin date.
    • Student Program Attendance Event
      • Addition to Student Program Association it needs “Event Date” to be submitted as required field
      • Attendance Begin time and Attendance End Time are optional fields
    • Submission Start Date: Aug 27, 2018
    • For questions contact [email protected]

School Finance Training: Calendar Multiple Descriptor Issue

  • ADE designed transactions, tables, and reports but were not involved with the screen displaying your calendar in your SIS.
  • Some people are having trouble with more than one descriptor on the same date. To troubleshoot, School Finance recommends using the calendar UI in conjunction with the INTEG35 and CAL reports.
  • The training is part of the webinar saved below and was followed by a Q&A:

Join us on August 10th at the same link:

Posted in School Finance Fridays |
Published: July 12th, 2018

Update: School Finance to Relax Calendar Deadline to 8/31*

School Finance has been working with divisions across ADE this week to facilitate accurate and timely data collection for FY2019. There have been issues preventing some LEAs from submitting successfully, but most LEAs have submitted calendars and are accessing the new Calendar User Interface with no issue. In consideration to the LEAs having trouble, School Finance is relaxing the calendar deadline to 8/31/2018.

8/31/2018 is the absolute last date LEAs can modify, delete, or certify calendars. This includes correcting a calendar to pass Integrity and certifying a calendar. Therefore, 8/31/2018 should be viewed with some caution as it relates to reconciling student data. The data capture date for the Oct 1 payment is 9/11/2018, allowing little time to address issues between calendar data and student data.

Please submit and certify your calendar track(s) so that your student data may be run through Integrity while allowing sufficient time to correct errors.

Posted in Data Hot Topics |
Published: July 12th, 2018

AzEDS Integrity Rule 90003 and Observing Veteran’s Day

Calendar Integrity rule 90003 was requiring a “Veteran’s Day” descriptor on either 11/11/2018 or 11/12/2018 (the following Monday), however, this was not allowing for 100% of scenarios across the state. School Finance requested the rule be updated to require the event descriptor on 11/11/2018 only, as in previous years.

FY2019 calendars that had passed Integrity with 11/12/2018 marked as Veterans’ Day are now failing based on this rule update.

If your submitted calendar is now failing Integrity because of this rule change, you will need to change the event descriptor on 11/11/2018 to Veterans’ Day and resync this change with AzEDS. You may use the event descriptor of Non-Session Day or Other Holiday if you choose to observe Veterans’ Day on a weekday, or “Instructional Day” if your school is in session. The Veterans’ Day event descriptor may only be used on the actual date that the holiday occurs.

Please note that resyncing this change will not require previously certified calendars to be recertified. Recertification is only required if your SIS deletes the existing calendar track to repost it. Calendar tracks do not have to pass Integrity to be certified.

Posted in Data Hot Topics |
Published: July 11th, 2018

Charter Estimated Counts Update

The Charter Estimated Counts deadline for the first payment (August 1) for FY2019 is 4:30 p.m. on 7/13/2018. Please see the SF memo 18-057 and the FY 2019 Monthly Payments and AzEDS Processing Schedule for more information.

Almost 300 charter districts have submitted Estimated Counts so far. Please confirm your charter district has submitted charter estimates.

Some users have browser or firewall issues preventing access via ADEConnect. Users who are experiencing these issues are encouraged to use Common Logon to access the Charter Estimated Counts application.

Posted in Data Hot Topics |
Published: July 5th, 2018

Update to AzEDS calendar deadline for FY2019

While AzEDS is currently receiving tracks for instructional calendars and superintendents are successfully certifying those tracks, an issue was identified at the AzEDS REST API preventing some districts from posting Calendar Track Event information.

In response to this issue, School Finance is extending the deadline for instructional calendar submission and certification to 4:30 p.m. on Friday, July 13, 2018.

Please note: Calendars may continue to be submitted, modified, and certified until August 31st.

The first data capture deadline for FY 2019 is Tuesday, September 11, 2018 for the October 1 allocation for basic state aid.

Additional Links:

School Finance has posted SF memorandum 18-065 to explain the certification process and related AzEDS tools, and SF memorandum 18-055 for further detail on instructional calendars.

Posted in Data Hot Topics |
Published: June 29th, 2018

School Finance Friday 6/29/2018 Notes

For updates see:

Calendars for Fiscal Year 2019

School Finance published a hot topic explaining the AzEDS Calendar Certification process: It links to SF Memo 18-055 and SF Memo 18-065 which have further detail on AzEDS Calendar.

Overview and Demo AzEDS Calendar Feature

The video below walks through the AzEDS Calendar Feature and certification process. It includes:

  • Common Logon LEA Calendar versus AzEDS Calendar
  • SIS Vendor certification
  • Submission to AzEDS
  • AzEDS Calendar Integrity
  • Changes to AzEDS for the weekend of July 1
  • Permissions to the AzEDS Calendar feature

Join us on July 13th at the same link:

Posted in School Finance Fridays |
Published: June 28th, 2018

FY 2019 Monthly Payment and AzEDS Processing Schedules

FY 2019 Monthly Payment Processing Schedule

Every month ADE uses student data submitted by LEAs to calculate Average Daily Membership (ADM) to use as a basis for state aid funding. LEAs submit student data to AzEDS and ADM is calculated in the ADM Calculation Engine (ACE). The student data must reside within AzEDS on time to be included in the scheduled Integrity and ACE processing for each month’s payment.

Data Capture Deadline, 5 p.m. To be considered for:
September 11, 2018 Payment on October 1, 2018
October 2, 2018 Payment on November 1, 2018
November 6, 2018 Payment on December 3, 2018
December 4, 2018 Payment on January 2, 2019
January 8, 2019 Payment on February 1, 2019
February 5, 2019 Payment on March 1, 2019
March 5, 2019 Payment on April 1, 2019
April 2, 2019 Payment on May 1, 2019
May 7, 2019 Payment on June 3, 2019
June 4, 2019 Payment on June 28, 2019

Click thumbnail for calendar summary view.

AzEDS Processing Schedule

Current year AzEDS Integrity will run at least five days per week, regardless of the monthly payment processing schedule. Integrity is scheduled every weeknight and will include data submitted to AzEDS up until 5 p.m. ACE is scheduled to run immediately after Integrity each run.


First Payments for Fiscal Year 2019

The first two payments of the year will not be calculated using AzEDS ACE results. The August 1, 2018 and September 4, 2018 payments will be based on Charter Estimated Counts for charter districts and FY 2018 ACE results for school districts.


FY 2019 Year End Recalculation Schedule

All LEA Submission Deadline July 15, 2019 @ 5 p.m.
Recalculation July 15, 2019
Posted in Data Hot Topics |
Published: June 26th, 2018

Instructional Calendar Certification Instructions

The LEA Calendar application in Common Logon will not be in use for FY2019 student data.

Instead, LEAs must submit instructional calendars to AzEDS and LEA superintendents must certify that the calendar tracks received by ADE comply with statute.

School Finance has posted SF memorandum 18-065 to explain the certification process and related AzEDS tools.

Also see SF memorandum 18-055 for further detail on instructional calendars.

Posted in Data Hot Topics |
Published: June 1st, 2018

Vehicle Inventory Is Open and Ready for Submissions for FY2018

Districts are required to submit final transportation data for Vehicle Inventory via Common Logon.

Generating the TRAN40-2 report as well as re-creating the TRAN55-1 reports is the responsibility of the district. If the reports are not re-run to reflect the most recent data, it may cause unexpected results on the APOR55-1 and unexpected funding changes.

Note:  Transportation Routes is open as well.  Both sets of data can be updated now through July 15, 2018.

Posted in Data Hot Topics |
Published: May 10th, 2018

Data Push Update for June 1 Payment

While analyzing data for the first June payment, School Finance observed unusually low ADM data. Fifteen LEAs had the greatest impact from the dip in ADM. Therefore, School Finance used the dates listed below for all LEAs.

School Finance made the determination to use previous ADM figures for this month’s payment. As a result, May’s ADMS46-1, SPED 28-1, and ELLS28-1 will not align to the previously published data capture date in AzEDS.

To reconcile the 05/07/2018 ADMS46-1 report to AzEDS ADM data, pull an ADM20 from 04/24/2018.

To reconcile the 05/07/2018 SPED28-1 report to AzEDS ADM data, pull an SPED20 from 04/25/2018.

To reconcile the 05/07/2018 ELLS28-1 report to AzEDS ADM data, pull an ELL20 from 04/26/2018.


Posted in Data Hot Topics |