School Finance Friday 9/2/2016 Notes

We’ve been test driving platforms to bring you better formats for our School Finance Fridays. Today’s webinar was on 2 platforms simultaneously.

Also, this week we collaborated with IT.

Lastly, we had a quick training on Data Coordinator terms.

Thank you for attending!

We are trying to reach as many people as possible. Please consider leaving us feedback after your session.

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School Finance Communications

Your School Finance Account Analyst 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/

Bookmark the main School Finance Fridays page: http://www.azed.gov/finance/school-finance-fridays/.

Look into our coming Wednesday Workshops: http://www.azed.gov/finance/school-finance-fridays/.

IT Communications

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/

IT Update

Known Issues Update!

  • Data synch issue between received Transactions and Integrity Processing
    • Approximately 2780 records impacted
    • Released permanent fix 8/26
  • Summer Withdrawal Codes (should not directly impact ADM)
    • Accountability request to remove S-codes (other than S7)
    • Summer Withdrawals failing integrity resulted in 1000s of memberships failing Integrity. Excess Integrity errors made it difficult for LEAs to efficiently use Integrity report to clean up data.
    • Interim technical solution to at minimum get these codes to fail outside of Membership to clean up for LEAs – Complete as of 8/15, in time for Monday 8/15 Integrity Processing
  • Some Program Codes not available for LEAs to submit Program Data
    • Can still submit Student Details; just nuisance because can’t finish setting up students who participate in programs not yet available (do have list)
    • Does not impact ADM; ELL or SPED
    • Interim technical solution in progress; Update – Short Term – Complete {rolled over all Program Codes LEA used in FY16}; Mid Term – Add Integrity Rules to allow Program Data to flow through to downstream applications after Program Approval; Long Term – TBD
  • Significant drop of Student Counts between Integrity and ACE
    • Analyzing data to determine cause Identified Root Cause and Fixed, 8/15
    • Collaborating with School Finance to track trends and identify Issues Data feeds complete, 8/29; meeting regularly with Lyle to monitor
  • Reconciliation of Data is Difficult
    • LEAs struggling to reconcile data between SIS and AzEDS
    • Partner with LEAs to review ideas AzEDS team has to address In Progress, 9/1 held meeting to gather ideas; next step is to document and share approach
  • ‘Index Out of Bounds’
    • Some LEAs were experiencing the intermittent ‘Index Out of Bounds’ – Fixed between 8/26 & 8/27; monitored all week without recurrence

Next Steps

  • All hands on Deck
    • Continue reaching out to LEAs, schedule time with LEAs to assist in trouble-shooting issues {On-Going}
  • Address Issues as quickly as possible
    • Need Program Area support when not technical issue (e.g. Summer Withdrawal) {In Progress}
  • Start Reporting across all key Data Stages (Transactions > Integrity > ADM)
    • Add reporting metrics to AzEDS Dashboard
  • For SIS to AzEDS Reconciliation
    • Dependent on moving to next EdFi version 2.1; analysis and timeline in progress

School Finance Update

Wednesday Workshops

  • This month’s topic: AzEDS Submission through ADM Reports
  • Prerequisite: check if you have access to the AzEDS Portal and the AzEDS Reports through ADE Connect
  • It will help if you run an ADM15, an INTEG15, and a STUD15 the day before coming in.
  • A STUD10 for enrollments can substitute for a STUD15.
  • If you can, bring your work laptop, so you can follow along in your SIS and ADE Connect.
  • At Jefferson
    • 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 web option for Wednesdays YET, but we’re testing different applications this week. We’ll keep you updated.

School District Employee Report

  • SDER data is used in the TEI calculation.
    • Thus it only affects districts.
  • SDER uses teacher data, please be sure to communicate with your HR department.
  • TEI affects district payments, please be sure to communicate with your Business Manager.
  • The window will be opening in September.
  • The hard deadline is October 15th.

15-915s

  • This year you can request to open a 915 for data correction on 2014, 2015, and 2016 data.
  • You can send in letters now; School Finance will start opening correction windows next week.
  • See azed.gov/finance for details on the 915 process.

Training: Data Coordinator 101

  • AzEDS definition: Data Collection for ADE
  • Data Coordinator definition: Maintains an LEA’s student data and submits some of it to ADE for state aid, federal funding, assessments, school letter grades, etc…

Watch the video for the whole webinar and training!

YouTube Preview Image

NEWS: This week’s School Finance Friday has 2 links

School Finance, IT, and Communications have been working on getting recorded webinars embedded in the ADE website. 9/2/2016 is our test run with back up. Join us again 9/16/2016 when we go live with the new format.

Links for 9/2/2016

Blackboard: https://us.bbcollab.com/guest/5BCE67ACC81484D243AF267BAA63638D

Blackboard will allow you to sign in with your name and district. Please try and use Chrome. There is a chat feature built in, please use this for questions.

Youtube: http://www.youtube.com/watch?v=gM7tE7W50zs

Youtube will allow you to sign in or participate anonymously. When we have slides up, a link will appear at the top of the screen for questions.

FY 2017 District Additional Assistance Reductions

The FY 2017 District Additional Assistance Reductions have been calculated. Please find a list below:

FY17 District Additional Assistance Reduction

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.