PEIMS Codes Are You Maximizing Your Revenue?

1. PEIMS CodesAre You Maximizing Your Revenue? Karen Wiesman, EdD, C.P.A. Chief Financial Officer Burleson ISD kwiesman@burlesonisd.net Dee Martin, CTBSB PEIMS Coordinator White Settlement ISD dmartin@wsisd.net

2. Agenda • PEIMS History • PEIMS Flow • PEIMS Resources • Data Analysis • Internal Auditing • PEIMS and Summary of Finance

3. PEIMS History • 1984 (68th Legislature) passed H.B. 72 • Goal – to make education more accountable • 1987-88 First PEIMS submission • Staff & Budget information only

4. Flow of Data to TEA TEXAS EDUCATION AGENCY—TEA EDUCATION SERVICE CENTER—ESC LOCAL EDUCATION AGENCY—LEA

5. EDIT Plus • EDIT+ is the mechanism used to submit the data. Districts enter PEIMS data using their own software systems. EDIT+ allows the districts to transfer their data to TEA. • They use PEIMS EDIT+ to verify that their data adheres to the requirements documented in the PEIMS Data Standards and to run reports on it.

6. Submissions • 1 (FALL) – Represents district as of Fall Snapshot date, indicators and leavers from prior year • 2 (MIDYEAR) – Reports Actual Financial data from prior year • 3 (SUMMER) – Student attendance, HS course completion and discipline • 4 (EXTENDED) – Reports extended year services, OEYP and/or EYS

7. Organization 3% Financial 7% Staff 20% Student 70%

8. PEIMS Resources • PEIMS Data Standards • Student Attendance Accounting Handbook (SAAH) • Financial Accountability System Resources Guide (FASRG) • EDIT+ Reports and Table Downloads • Training

9. PEIMS Data Standards • PEIMS data requirements • Elements and valid Code values • Details responsibilities for • school districts, education service centers, and TEA in connection with the PEIMS data submission process • Submission requirements, data record and edit specifications • Posted each March on TEA’s web site • Available for downloading • Update is posted in the summer - Addendum

10. 405 Record – SPED - Student

11. Student Attendance Accounting Handbook (SAAH) • Posted annually by TEA on web site • Copy can be downloaded, printed or saved • Student attendance accounting systems requirements • Foundation School Program (FSP) • Funding implications • Special program eligibility and contact hours • Must be available to all persons who work with special programs, student admissions, and student attendance throughout the district • Should be basis for district attendance handbooks

12. SAAH Content • Overview – Attendance and FSP Funding • Audit Requirements – Reports and Manuals • Attendance Requirements and Responsibilities • Special Programs • Special Education • Career Tech • BIL/ESL • Prekindergarten • Gifted/Talented • Pregnancy Related Services • Nontraditional Schools and Programs • Appendix: ADA and Funding

13. Special Programs • Responsibility • Eligibility • Eligibility Days Present • Teacher Certification Requirements • Enrollment Procedures • Computing Contact Hours/Coding • Withdrawal/Reclassification/Exit Procedure • Documentation • Quality Control • Examples

14. Financial Accountability System Resource Guide • Posted by TEA on web site • Very large publication • Valuable information about coding and record keeping • Funding implications • Must be available to all persons who work with accounting throughout the district

15. Data Analysis • Training & Timelines • Reports • Common Errors

16. Training & Timelines • Proper Training of District Staff • Formal training sessions • Monthly/Quarterly meetings • Formal Procedures • Manual • Calendars, Checklists and Timelines • Set appropriate timelines • Data Decisions • Campus data confirmed by Principals • Special Pops data confirmed by Directors/Coordinators

17. Reports • Reports of Data • Software Reports • EDIT+ Reports • Reports Unique to each Submission • Knowledgeable staff to Verify Reports • Require signature of report accuracy • Accuracy at EVERY level

18. Common Errors • Software not up to current PEIMS requirements • Incomplete information given to data clerk • Procrastination • Understanding ADA and Time of Day • Ownership and Communication • Connection between coding and funding

19. Internal Auditing • Desktop Analysis • Campus Visits • Data to Analyze • Data Sources • Tools • Findings • Follow Up Reviews

20. Desktop Analysis • Generating all revenue allowable • Compliance with rules regarding student eligibility   • Compliance with rules regarding student attendance for funding purposes   • Compliance with rules regarding student attendance accounting records   • Completeness and accuracy of student attendance data reported to TEA

21. Campus Visits • Procedures being followed • Are they running required reports? • Interviews of Key participates in Data Quality

22. Data to Analyze, Sources & Testing • All data required by TEA must be analyzed and verified • Create reasonableness tests • Spreadsheets with calculations • Software generated reports • Campus and District level • EDIT+ reports • Indicator Reports • Data Reports • Financial Reports

23. Findings & Follow Up • Findings • Errors effect funding • Need to implement better methods • Show findings, comments and recommendation for improvement • Complete periodic reviews • Recommendations being followed • On-going reviews not just once a year

24. What if Data is Wrong? • District funding might have to be returned to TEA, or the district might not get the funding they deserve • Accountability ratings might be effected • Red flags from TEA queries can result in desktop audits

25. How is Data Used? • Funding (FSP) • Accountability ratings • TEA Desk Audits • Federal Education & Economic Funding Programs • State AID • Textbooks

26. PEIMS & Summary of Finance • EDIT+ reports and Superintendents reports should match • Districts software Superintendents report • PRF7D010 – Superintendents Principals Semester Report of Student Attendance Summary • PRF7D001 – Table 1 Superintendents Principals Semester Report of Student Attendance • PRF7D056 – Disaggregation of PEIMS Summer Attendance Data • PRF7D007 – Comparison of Current and Prior Year Attendance

27. Charts and Examples • Section 12 Appendix: Average Daily Attendance and Funding (SAAH) • Average Daily Attendance (ADA) • Refined ADA vs. Regular Program ADA • Special Pops Weighted Funding