School Finance Fridays


Published: April 12th, 2019

School Finance Friday 4/12/2019 Notes

Integrity Rule 10127

  • Approximately 2000 students were failing AzEDS Integrity rule 10127 when we turned it on earlier this month.
  • Works with 10200 to make sure current students don’t have diplomas already. 10200 checks prior year data for codes, 10127 checks within the same year for graduation codes.
  • This rule will be implemented again after IT fixes it.
  • [email protected] for support.

Integrity Rule 10020

  • Approximately 1200 students started failing 10200 after IT found a bug and corrected it.
  • This rule checks prior years for graduation codes.
  • When you see the error, you can search previous years in your SIS for G/W7 codes. You can also reach out to other schools on the student’s transcript.
  • One school may need to request a 915.

AzEDS 915

  • A 915 in AzEDS uses the same submission model as current year data in AzEDS, that is to say data is synced through the AzEDS API. Prior year datasets in AzEDS have a closed API. The 915 process opens a correction window through the API for specific students or schools. The external csv file outlined below is used as the filter to allow the open window in the API. For more information, please see:

SAIS 915

  • 915 Request for FY2016 deadline May 31
  • SAIS Online retiring
  • We want to send out a communication, who should we send it to?
    • AzEDS coordinator
    • Business Manager
    • Superintendent

Wednesday Workshops

  • 4/17/2019 New Year Calendars cancelled due to delays in demonstration screen captures. In its place, we will provide written guidance and a video of changes to the AzEDS Instructional Calendar for FY 2020.
  • 5/1/2019: School Finance New Charter Training *new
  • 7/25/2019*: Instructional Calendar FY 2020 (*Thursday)
  • 8/1/2019*: Instructional Calendar FY 2020 (*Thursday)
  • 10/30/2019: AzEDS Reports and Reconciliation

Merge Tickets

  • We’ve been working with IT to improve Merges and trying new prioritizations of existing tickets.
  • Team has resolved 400 merge tickets in the past 2 weeks.
  • We received 85 new merge requests since 04/01/2019.

Join us on April 26th at the same link: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

Posted in Hot Topics, School Finance Fridays |
Published: October 18th, 2018

School Finance Friday Cancelled

To better address the volume of calls and emails to support the data and system issues impacting the November 1st payment, School Finance is cancelling the webinar planned for 10/19/2018.

School Finance updates can be found on the October Memo, SF 19-021.

AzEDS updates can be found on the AzEDS Blog.

If you need assistance with data or ADM for state aid payment, please email [email protected].

Posted in Hot Topics, 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.

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 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

 

Please join us next week:

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

 

Posted in School Finance Fridays |