Data Hot Topics


Published: September 24th, 2019

New Integrity Rule 10205 for Excessive Daily Instructional Minutes and AOI Guidance Modification

Integrity Rule 10205 will go into effect for FY2020 after the October 8, 2019 Data Capture.

Integrity Rule 10205 will impact all memberships for which minutes of attendance are submitted such as Arizona Online Instruction (AOI), Preschool, Homebound, and Alternative schools submitting minutes. Integrity Rule 10205 will prohibit the submission of more than 24 hours of instruction on a single day. There are approximately 2,500 students at 115 schools submitted by 35 LEAs that are exceeding the maximum allowable minutes submitted per day. Some of these students have already exceeded the number of minutes possible in a year.

The AOI guidance found on the School Finance External Guidelines webpage has been modified to require AOIs to submit student participation on the individual date the participation occurs. The option to submit a period of up to one week will no longer be available. LEAs that submit minutes of attendance need to adjust their SIS to submit minutes per day.

Posted in Data Hot Topics, Hot Topics |
Published: September 17th, 2019

SDER Open for District Data Submission

The School District Employee Report (SDER) On-Line Application is now open and ready to accept employee data. This application is accessible through Common Logon. You must submit your SDER data by 4:30 p.m. on Tuesday, October 15th.

The FY2020 Memo 20-016, which includes instructions for submitting data, has been published in the memo section of the School Finance webpage: https://sf.azed.gov/sf/numberedmemos/FY2020%20Numbered%20Memos/20-016.pdf  

If you have any questions about your SDER, please contact the [email protected]

Charter schools sponsored by the AZ State Board for Charter Schools, universities and community colleges are not obligated to submit the data and should not submit data.

 

Posted in Data Hot Topics, Hot Topics |
Published: August 16th, 2019

School Finance Friday 8/16/2019 Notes

Payment 2 Hot Topic

AzEDS Reconciliation Training

  • Step 1: Submit Student Data
  • Step 2: Verify Successful Submission using AzEDS Reports
  • Step 3: Verify Student Data Passed Integrity
  • Step 4: Pull ADM Reports
  • Attend a Wednesday Workshop for additional help
  • Watch the archived Wednesday Workshop training video from your desk

Posted in School Finance Fridays |
Published: July 12th, 2019

School Finance Friday 7/12/2019 Notes

Canceling Webinar

  • Moving 7/26/2019 to 8/2/2019

New AzEDS Issues

2019: Some LEAs are reporting deleted 12th grade students in FY2019 after rollover to FY2020. If syncing FY2019 data does not fix the problem, please send ticket describing the issue to [email protected]

2020: 3 districts are reporting missing FY2020 calendars after posting them. School Finance recommends re-posting the calendar to AzEDS and taking a screencap showing it there. If it is deleted again, please send a TRANS15 report and the screencap to [email protected]

First Payment of 2020

Join us on August 2nd at the same link: https://www.youtube.com/channel/UC0PJ7Mg5plHOoZ5XjiC56lg/live

Posted in School Finance Fridays |
Published: May 16th, 2019

Vehicle Inventory Is Open and Ready for Submissions for FY2019

Vehicle Inventory Is Open and Ready for Submissions for FY2019 

It’s that time of year again when districts are required to submit final transportation data. This includes submitting the Vehicle Inventory data and generating the TRAN40-2.  

Vehicle Inventory and Transportation Routes applications are in Common Logon. https://www.ade.az.gov/CommonLogon/logon.aspx 

Note:  Transportation Routes application is open as well.  Both sets of data can be updated now through the deadline below. Generating the reports is the responsibility of the district. If they are not generated to reflect the most recent data, it will cause unexpected results on the APOR55-1 and cause unexpected funding changes.  

DEADLINE: 

The deadline for reporting of final data and generation of new reports is July 15, 2019. 

Posted in Data Hot Topics, Hot Topics |
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 10200

  • 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.
Posted in Hot Topics, School Finance Fridays |
Published: March 21st, 2019

Update to AzEDS Integrity Rule 10200

AzEDS Integrity rule 10200 fails a student in the current year membership that has already graduated.

The AzEDS IT team found and corrected a bug in rule 10200. Over 1,000 students with graduation codes in FY 2017 had not been failing 10200 in the current year when the students had graduated 2 years ago. Those students are failing 10200 this week.

If you have a student that has started failing rule 10200, check the student’s transcript to find prior schools to collaborate with and correct AzEDS data as needed.

For information about withdrawal codes and membership activity codes, please see the Graduation, Dropout, & Persistence Rate Tech Manual on the Accountability webpage.

Posted in Data Hot Topics |
Published: March 21st, 2019

FY 2020 Monthly Payment and AzEDS Processing Schedules

FY 2020 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:
August 13, 2019 Payment on September 3, 2019
September 10, 2019 Payment on October 1, 2019
October 8, 2019 Payment on November 1, 2019
November 5, 2019 Payment on December 2, 2019
December 3, 2019 Payment on January 2, 2020
January 7, 2020 Payment on February 3, 2020
February 4, 2020 Payment on March 2, 2020
March 3, 2020 Payment on April 1, 2020
April 7, 2020 Payment on May 1, 2020
May 5, 2020 Payment on June 1, 2020
June 2, 2020 Payment on June 30, 2020

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 2020

The first payment of the year will not be calculated using AzEDS ACE results. The August 1, 2019 payment will be based on Charter Estimated Counts for charter districts and FY 2019 ACE results for school districts.The second payment of the year will be calculated using AzEDS ACE results. The September 3, 2019 payment will use ACE results and will be dependent on a certified calendar that passes AzEDS Integrity. To allow time for certification of calendars, AzEDS for FY 2020 will be available starting May 1, 2019.

FY 2020 Year End Recalculation Schedule

LEA Submission Deadline: July 15, 2020 @ 5 p.m.

Posted in Data Hot Topics |
Published: January 17th, 2019

Transportation Routes is Open for Data Submission

Transportation Routes is Open for Data Submission

 

It’s that time of year again for districts to submit their transportation routes data to ADE. In accordance with A.R.S. §15-922, transportation routes data must be submitted to ADE within 12 business days of the district’s 100th day.

 

Transportation Routes data must be submitted via Common Logon on the ADE web site.

The School Finance Account Analyst can assist you with any questions that you may have and may be reached via email at [email protected].

 

Please note that only districts must submit this data. Charters do not submit transportation data.

Posted in Data Hot Topics, Hot Topics |