SAIS – AZEDs – IMPORTANT READ

Two emails were sent to the LEAs from Mark Masterson, ADE’s Chief Information Officer. http://www.azed.gov/information-technology/status/    One email was sent last night and the other this morning. The emails are also listed below:

Sent last night:

Dear Entity Administrator,

In the process of transitioning your LEA from SAIS to AzEDS, we have encountered a significant technical impediment. As you have been made aware, after submitting to AzEDS your data is being validated and passed to SAIS for processing. Although AzEDS is continuing to operate consistently, limitations that have existed for over 10 years with SAIS has caused that processing to come to a virtual standstill.

The issue stems from an overloaded SAIS table, which our engineers have identified as the source of the problem. Currently, our IT team is busy crafting alternative solutions so that you will see your data in SAIS as soon as possible. In the interim, our promise to you is that we will provide you with three updates a day (morning, noon and afternoon) until this issue has been resolved.

Please feel free to call me at 602-542-3542 or email me at Mark.Masterson@azed.gov with any questions or concerns. We are doing everything we can to ensure this does not happen again.

I deeply apologize for this inconvenience.

Sent this morning:

Good morning LEAs,

As of 6 a.m. this morning, SAIS processed all files that were submitted on December 2, 2015.   Currently, SAIS is working at a rate of 50 minutes to an hour per file.  As for AzEDS submitters, we turned off the AzEDS-to-SAIS process last night, ensuring all other records were cleared through SAIS.   We will process all AzEDS files through SAIS (files submitted between December 1, 2015 at midnight through December 2, 2015 at 11:59 p.m. by this evening).

Please remember that processing through SAIS generates errors if your data is not correct.  Please look at your SDDI reports under SAIS reporting to validate any errors that you might have received. With SAIS being the system of record this year, AzEDS reports are secondary.

We will run Integrity, aggregation and EOM off this SAIS data on Thursday, December 3, 2015.   It will encompass all files submitted through December 2, 2015.

Our engineers are still working ardently to resolve processing time issues. We will update you this afternoon of our progress.

 

FY2016 JTED Soft Capital

Pursuant to Laws 2015, Chapter 8, Section 34:

The department of education shall distribute the appropriated amount to joint technical education districts with fewer than two thousand average daily membership pupils for soft capital and equipment expenses.  The appropriated amount shall be allocated on a pro rata basis based on the average daily membership of eligible joint technical education districts.

FY16 Soft Capital for JTED Distributions

15-915 Guidelines Revised

Please review the revisions on the 15-915 guidelines. They are located under Knowledge Center\How to Open a 915 Data Correction.   If you have any questions regarding these guidelines, please contact your Account Analyst.

Updated November BUDG25 Reports Posted

Updated FY2016 BUDG25 reports have been posted that more cleanly display the variance between the district’s budgeted amounts for M&O/UNR and the M&O GBL/UNR Budget Limits. This design update is the only change that was made to report.

Please see previous Hot Topic for important information about the November BUDG25 report.

http://www.azed.gov/finance/2015/11/17/fy-2016-november-budg25-reports-have-been-posted-and-include-values-from-fy-2015-budg75-reports/

FY 2016 November BUDG25 Reports have been posted and Include Values from FY 2015 BUDG75 Reports

The FY 2016 BUDG25 reports have been updated to include for values from the FY 2015 BUDG75 reports, as posted on 11/9/2015, with the exception of any FY 2015 over expenditure(s). Any FY 2015 fund over-expenditure amount(s) will not be reflected on the FY 2016 BUDG25 until January.

To Revise or Not to Revise by December 15th

In direct follow-up to the BUDG25 letters that were published October 26, 2015, if the district is still over budgeted or has become over budgeted in either M&O and/or Unrestricted by 1% of the GBL (excluding capacity attributed to the K-3 Reading Add-On not being calculated in the district’s RCL), then a December 15th revision is required. However, if the November FY 2016 BUDG25 report now indicates that the district is no longer over budgeted in either or both funds by 1% of the GBL then a December 15th revision is not required.

Please email any budget-related questions or concerns to sfbudgetteam@azed.gov

Thank you.

November Monthly Processing Complete and ADMS40 Series Reports Available

November’s monthly processing began on November 3, 2015 and  was completed on November 10, 2015 .  Updated 75-1 reports (ADM, SPED and ELL) are available through Student Detail Reports, available through Common Logon.  Also, the ADMS40 series reports (including the 46-1), SPED28-1 and ELLS28-1 reports are available here.

For questions regarding your data, please contact your account analyst.

PLEASE NOTE:

The data submission deadline for the next monthly processing (aggregation) is December 3, 2015 @ 5pm. The ADM from the December 3 processing  will be used to determine the January 4, 2016 state aid payment.

 

FY 2015 BUDG75 Reports are Available

The FY 2015 BUDG75 Reports have been posted to each district’s budget reports home page of the ADE School Finance website. The BUDG75 report reflects the 2015 statewide recalculation and any FY 2015 budget/AFR file submissions successfully processed into the system as of 11/06/2015. 

To download and review a specific district selection, please follow this link: https://www.ade.az.gov/Budget/EntitySelection.asp.

Please contact the School Finance budget team with any questions by emailing sfbudgetteam@azed.gov

Thank you.

 

FY 2016 BUDG25 Budget Verification Letters Published

In accordance with A.R.S. §15-905(E), the FY 2016 BUDG25 Budget Verification Letters were posted on 10/26/2015 to each applicable district budgets homepage of the ADE School Finance website. To download and review a specific district from the ADE School Finance website, please click here.

As a reminder, if a district is considered to be exceeding its ADE calculated limit for M&O strictly because of the K3 Reading Add-On not being calculated in the district’s RCL as of 10/1/2015, a December 15th budget revision for M&O will not be required.

As ever, please email any budget questions or concerns to the School Finance budget team at SFBudgetTeam@azed.gov .

Thank you!

Budget System File Upload Pending Validation Resolved

All files have now processed in the system.

Budget System File Upload Alert

Budget System File Upload Alert

The Budget system has been experiencing Technical Difficulties since yesterday around noon and files are not processing into the system.  Because of the heavy demands on the system yesterday, we anticipated it would resolve itself last night – it didn’t. The ADE IT Support group is working on the problem and we are hoping to have it resolved soon.

For those LEAs that submitted revised files; we will process those request after the system problem is resolved.

When you uploaded the file you should have gotten an automated response that included the date the files were uploaded.  If someone requests additional documentation beyond this hot top of the ADE system problem, please email the SF Budget Team at SFBudgetTeam@azed.gov.

If you uploaded a file and the status is “File Pending Validation…”  there may be a slight possibility that you will need to re-upload the file once the system is back online.

We apologize for any inconvenience this may have caused.

SF Budget Team SFbudgetteam@azed.gov