School Finance Fridays


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 @gmail.com 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: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

Posted in School Finance Fridays |
Published: June 29th, 2018

School Finance Friday 6/29/2018 Notes

For updates see:

http://www.azed.gov/aelas/category/azedsupdates/

http://www.azed.gov/finance/category/hot-topics/

Calendars for Fiscal Year 2019

School Finance published a hot topic explaining the AzEDS Calendar Certification process: http://www.azed.gov/finance/2018/06/26/instructional-calendar-certification-instructions/. 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: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

Posted in School Finance Fridays |
Published: October 6th, 2017

School Finance Friday 10/6/2017 Notes

AzEDS: Integrity Rule -10116

Rule -10116 was failing for all JTED students. It reads, “The Track submitted for a student’s enrollment record must be for the school the student is attending or the Track for the LEA under which the school resides.”

  • Short Term Solution is DONE!: Temporarily remove JTED logic from rule
  • Long Term Solution is in progress: Rework rule for REST API 3.0 Track data schema

AzEDS: Integrity Rule -20037

Rule -20037 should be Fiscal Year 2017 specific and reads, “This student was submitted with one of the Summer Withdrawal Codes which are being discontinued. The only code that will be accepted is S7.”

This rule has been disabled in AzEDS for Fiscal Year 2018 onwards.

Deadline for November Payment

The data capture deadline was October 3rd and the ADM data is significantly improved over previous months.

Wednesday Workshop October: Integrity for Beginners

Planning a training at our Jefferson office to help new data coordinators with Integrity errors. You can email [email protected] to sign up.

Last Week of SDER

The deadline is 10/16/2017. Please see our Hot Topic for more information.

Training: Summary ADM and Payment, or “Why is my payment is so short?”

You can follow along on the video or call (602) 542-5695 for help reconciling ADM20 reports from AzEDS, ADMS46-1 reports from the web, and Payments reports.

Join us on October 20th at the same link: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

Posted in Data Hot Topics, Hot Topics, School Finance Fridays |
Published: April 6th, 2017

Bi-Weekly schedule for School Finance Fridays

School Finance is transitioning to Bi-weekly webinars for the rest of FY 2017. You can always catch up on previous webinars on the archive page.

The schedule of live School Finance Fridays is below:

  • Friday 4/21/2017, 9 a.m. – 10a.m.
  • Friday 5/5/2017, 9 a.m. – 10a.m.
  • Friday 5/19/2017, 9 a.m. – 10a.m.
  • Friday 6/2/2017, 9 a.m. – 10a.m.
  • Friday 6/16/2017, 9 a.m. – 10a.m.
  • Friday 6/30/2017, 9 a.m. – 10a.m.

To join us online, the link is the same every week: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live.

Bookmark our School Finance Fridays page to stay up to date.

Posted in School Finance Fridays |
Published: March 24th, 2017

School Finance Friday 3/24/2017 Notes

Merge and Split

Merge tickets are being processed again. We’re down to only 350 tickets and are sensitive to finishing before the fiscal year end.

We expect the Split application next month, at which point we can start the 150 Split tickets that have queued so far.

Common Logon

There is a concern we’re getting in phone calls, “Common Logon is going away.” To better explain, ADE is moving access and permissions to ADE Connect. After the transition, the applications will be the same as usual, but accessed via ADE Connect.

Workshop Wednesdays

School Finance has had several Workshop Wednesdays for the past 3 months, and are editing those videos to post online.

We are brainstorming training topics for the summer and welcome ideas for future sessions. Please email your School Finance Account Analyst with your suggestions.

Educating Graduates

Integrity rule 10200 went into AzEDS in December and a number of high schoolers failed Integrity for having received a diploma in FY 2016. The rule is back in development and is expected later this year.

Training: Membership Activity Codes and Year End Statuses

A Membership is the time period where a student receives instruction. Each Membership has an entry and exit date, and activity codes to describe the entry and exit.

Exit Type Codes

There are different times of year each exit code is applicable:

Exit Codes for FY 2018

School Finance, Accountability, and IT have been working on reinstating most S Codes for FY 2018. Watch the Accountability site for next year’s Official Notice of Pupil Withdrawal

Year End Statuses for FY 2017

See the Graduation, Dropout & Persistence Rate Tech Manual (Updated July 2015) for details.

  • P: Promoted, promoted to the next grade (used in all grade levels except for grade 12)
  • R: Retained, students who were retained in the same grade
  • G: Graduate, received a diploma
  • A: Attendees have concluded their high school education and are NOT expected to re-enroll
  • C: Completed a course of study at a Joint Technical Education District (JTED) before or after graduation.
  • SC: Students still enrolled (course of study) are students who will be enrolled for an additional year of high school to pursue a diploma

Follow along in the video

[youtube]https://youtu.be/Xbn1tPfeUcE[/youtube]

Please join us next week:

https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

 

Posted in School Finance Fridays |
Published: March 17th, 2017

School Finance Friday 3/17/2017 Notes

AzEDS IT Updates

School Finance Updates

  • Data Capture was this week. ADM for payment looks good.
  • March Workshop Wednesday is Reconciliation again
    • One more session in person at our Jefferson office on 3/22 @ 1-3 pm. Email your Account Analyst to sign up.

Merge and Split

  • Merge tickets are a little slow this week
  • Split is expected in the coming month

Educating Graduates

  • There was a rule in December that failed students with a previous graduation date. Rule 10200 back in development. Please check students that might be affected.

Grades Served by District

  • There is a design difference SAIS vs AzEDS where grades are approved at the site or LEA level.
  • This has affected unified school districts all year
  • 10008 checks if a membership meets the approved grades at the school level
  • There is a Hot Topic on SF homepage that explains how to correct the situation if you’re still facing it.

Membership

  • It’s almost the time of year where memberships will require Year End Statuses. There’s a slight change between SAIS and AzEDS, where SAIS didn’t require a date for a Year End Status, unlike a Withdrawal code.
  • For further information:
    • A Membership is the time period where a student receives instruction
      • Has an Enrollment date and Exit date
    • Membership activity codes describe qualities of the enrollment and exit
      • Has an Enrollment or Re-enrollment code, and a Withdrawal Code or Year End Status

Training: Concurrencies in AzEDS

Limited ADM report

  • Requires AzEDS Data Coordinator – ADM Reports role in ADEConnect
  • For each of your students, displays limited intervals
  • Output columns mirror ADM15
  • NOTE: will not show multiple enrollments for a student who is not Limited.

Student Analysis Tool

  • Requires AzEDS Data Coordinator – Base Reports role in ADEConnect
  • For one student, by ID or demographic data, displays enrollments, programs, needs, etc.
    • First phase, more features to come

Multiple Enrollments

  • Students can have memberships at multiple schools:
    • Time element
      • At exactly the same time
      • With some overlapping days
      • Consecutively
    • ADM element
      • Limited ADM
      • ADM is not limited

Catch up online:

Please join us next week:

https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

 

Posted in School Finance Fridays |
Published: January 6th, 2017

School Finance Friday 1/6/2017 Notes

AzEDS IT Update

  • ADE is pulling back 2 rules for further analysis:
    • 10075 Attendance minutes for alternative school students
    • 10200 re-enrolled Graduates

School Finance Update

January Workshop Wednesday

  • for districts, Transportation
  • 1/25 at our Jefferson office
  • Webinar option available

Q&A

Q: Is there a report available to see the assigned cohorts for my students?

A: There is a report on ADEConnect in Accountability. Email [email protected] for more information.

Q: Is there a report available to show me the students that will have labels for my coming Assessment?

A: Email the Testing Inbox for support and information.

Follow along online!

[youtube]http://youtu.be/pLJ8I7lORBk[/youtube]

Posted in Hot Topics, School Finance Fridays |
Published: December 23rd, 2016

School Finance Friday 12/23/2016 Notes

AzEDS Updates

For information about the AzEDS system, you can sign up for IT communications.

  • Subscribe to the AzEDS Updates Blog! This will provide you an opportunity to receive updates automatically on items like news, releases, and FAQs.
  • Sign up for RedFlag! This will provide you with emails and texts on items like system outages and urgent notifications.

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

School Finance Updates

  • -20005 is currently working for ~99% of students.
    • There is a unique scenario. We described it in the video below.
    • If a student in an tuition-out-type enrollment changes DOR mid-year, the rule isn’t behaving as we all expect. ADE IT, School Finance, and Accountability are analyzing the issue. See the AzEDS blog for details next week.
  • 10200, a new AzEDS Integrity rule went into AzEDS this week.
    • If a student previously graduated, they cannot be fundable going forward. If your student is failing 10200 look for a W7, S7, or G code in SAIS in previous years or on the student’s transcript from a previous school. If you think the 10200 flag is in error, please submit a ticket to [email protected]
  • Wednesday Workshops for January are going to be about Transportation reporting for districts. The session(s) will be in the latter half of January, so watch the site for details.
  • No School Finance Friday next week. Happy New Year!

Follow along on the video below!

[youtube]http://www.youtube.com/watch?v=lFBHBq90dhs[/youtube]

Posted in School Finance Fridays |
Published: December 16th, 2016

School Finance Friday 12/16/2016 Notes

Agenda

  • Wednesday Workshop
  • What is the Verification Dashboard?
  • What is an ADMS46-1?
  • When are 46-1s generated?

Wednesday Workshops for January are going to be about Transportation reporting for districts. The session(s) will be in the latter half of January, so watch the site for details.

Follow along in the vide for the trainings!

[youtube]http://www.youtube.com/watch?v=mk6trjjfnHQ[/youtube]

Posted in Hot Topics, School Finance Fridays |
Published: December 12th, 2016

School Finance Friday 12/9/2016 Notes

AzEDS IT Update

Fixed Issues Update

  • LMTADM25 – fixed “duplicate”
  • Tuition Payer code=2, PS students no longer generating fundable intervals
  • Integrity rule -20002 is updated

Known Issues Update

  • 40000 rules that need to be updated
    • –40050
    • –40051
  • Rule -40036 which checks for age

School Finance Update

Data Capture Date for January

  • Declining Districts
    • FY 2017 only
  • To verify ADM:

Wednesday Workshops

Prioritize Integrity failures

  • Inactive calendar fixed; therefore contact School Finance if you have a calendar
  • Please don’t ignore rules if you think it might be broken.
  • AzEDS site to read Integrity rules

Training: What do these roles even mean?

EA for ADEConnect

Follow along on the video!

[youtube]http://www.youtube.com/watch?v=AMTuIsX5zTY[/youtube]

Posted in School Finance Fridays |