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Data Base Reporting Basics: Cycles and Reports for Good Reporting. Lavan Dukes 2009 – 2010. Background. Florida Legislature was committed to a statewide integrated information system. Planning work began in 1984. Phased implementation began in July, 1987. Background.
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Data Base Reporting Basics: Cycles and Reports for Good Reporting Lavan Dukes 2009 – 2010
Background • Florida Legislature was committed to a statewide integrated information system. • Planning work began in 1984. • Phased implementation began in July, 1987.
Background • In 1991 all districts were in full compliance with reporting requirements. • Today the system supports the distribution of billions of dollars and extensive required federal and state reports.
Student Formats • 23 Formats • Four FEFP funding survey periods (1, 2, 3 and 4) • One End of the Year survey period (5) • One special data collection survey (9) – for neglected and delinquent children and Title I SES.
Student Formats • Beginning of year student counts (6) • CELLA (7) • Four McKay reporting periods (A, B, C and D)
Survey 2, 2009-10Timelines • Record Preparation • Daily from beginning of school year • School level • Local edits assist • Run reports locally • Distribute to schools and administrative staff • Correct errors locally
Timelines • Survey Week • October 12-16, 2009 • Continue data input and local processing. • Friday, October 16 is Date Certain for FTE. • Capture data as of Friday, October 16, 2009. • Maintain data with this “as of” date.
Timelines • District Processing • October 19-30, 2008 • Calculate FTE. • Zero-out FTE for students not meeting attendance requirements. • Run local edits and correct errors. • Put data into required formats. • Run state edits and correct errors.
Timelines • State Processing • October 19 – November 13, 2009 (four weeks) • DOE runs reject edits. • Records not rejected load to tables.
Timelines • State Processing • DOE runs validation and exception edits. • Pull reports and correct errors. • Submit batch updates to correct errors. • Continue cycle until all errors are fixed. • Apply record corrections to local frozen files.
Timelines • Due Date • Two Weeks following date certain • Districts should have all initial files submitted by this date.
Timelines • End of State Processing • November 13, 2009 (9:00 p.m.) • Files are pulled and reports run for use in FEFP & transportation funding calculations, federal & state reporting, etc.
Timelines • End of State Processing (cont.) • Data Base is closed for two to four weeks for FTE processing. • Upon re-opening, batch updates are run every Friday night after 9:00 p.m. throughout the update period which ends March 31, 2009.
Timelines • Extensions of reporting timelines are difficult to grant. • Data are used immediately after state processing ends. • Legislative committees are waiting for the data.
Data Preparation • Assure that the data are correct in the local database. • Work with appropriate district staff in the data preparation process. • Review state reporting formats and data elements.
Data Preparation • Review survey timelines. • After the district has downloaded and run state edits, work locally to assure that the majority of errors are resolved.
Available Tools • Data Element Definitions – web • State Reporting Formats – web • Descriptions of individual edits to be applied to each data element - web
Available Tools • Database handbooks and technical assistance papers – web • Student Survey Checklists (User Manual Appendix R) - web
The State Processing Window • During the state processing window, the following occurs: • Automated procedures at NWRDC process district datasets. • The data are edited and error reports and files are created. • The district downloads and uses the error reports and files to correct any errors in the records.
The State Processing Window • During the state processing window, the following occurs: • Once the initial data have been loaded the district submits batch updates to make corrections.
The Edit Correction Cycle • Initial Submissions • Processed M W F during the state processing window at 9:00 p.m. – Initial reports and error files available by approximately 8:30 a.m. the following morning. • If there are 20% or more errors the entire initial file is rejected.
The Edit Correction Cycle • Loading Records to the DB2 Tables • When the initial data pass the edits the records are loaded to the DB2 tables.
The Edit Correction Cycle • Batch Updates • Processed M W F during the state processing window at 9:00 p.m. – batch reports and error files available by approximately 8:30 p.m. the following morning
The Edit Correction Cycle • All requested reports run overnight and are available in the morning. • The Facilities data file is generated automatically and does not need to be requested.
Validation Reports • Validations check relationships between different records of the same reporting format or records of different reporting formats. • Validations are performed after the records have been loaded to the database (so errors may have to be deleted and then added back).
Validation Reports • Validation reports are not automatically generated and must be requested. • Validation errors may cause FTE to be nulled or data to be excluded from reports.
Exception Reports • Exceptions are performed after the data are loaded to the database (so errors may have to be deleted and then added back). • Exception reports are not automatically generated and must be requested.
Exception Reports • Exceptions show records with data that looks suspicious; the data do not reflect what is expected. • Exceptions may not be in error, but they should be reviewed and corrected if they are in error.
The Nulling Process • For Student Surveys 1-4 there is a short moratorium on accepting updates after the close of the state processing window. • During this time the Office of Funding and Financial Reporting calculates FTE while the data base does not change. • All incorrect FTE is nulled at this time.
The Nulling Process • If fields on the Student Course Schedule have been nulled due to validation errors, corrections must be made to resolve the edit errors. • However, these corrections will not automatically change the nulled fields – batch updates must be submitted to correct the nulled FTE Earned field.
Updates/Amendments After the Close of the State Processing Window • To amend data base records batch updates are submitted. • Batch updates after the close of the state processing window are processed on Friday evenings at 9:00 p.m. • Batch reports and error files are available on Monday morning. • The time for amending varies depending on the survey.
Updates/Amendments After the Close of the State Processing Window • To amend data base records batch updates are submitted (cont.). • Certain data for funding must be corrected sooner or a funding delay or reduction may occur. • Many reports and publications are produced soon after the close of the survey window making it essential for districts to ensure the data are as accurate as possible by the close of the state processing window.
User Manual • URL - http://www.fldoe.org/eias/dataweb/default.asp • Appendix D: Input Datasets/Edit Reports/Output Datasets (by Survey) • Appendix N: Supplemental Files at NWRDC • Appendix R: Student Survey Checklists (by Survey)
Using State Reports • Reports are tools for Improving Data Quality • Monitor by school, by program or by district • Look at reporting trends • Monitor application of data definitions and codes • Observe reporting anomalies • Determine if there is missing information • Track reporting errors (edit reports)
Edit Status/Updates/Missing Data Useful Overall Reports • F62715 - Student Listing Of Missing Formats • F62793 - Edit Status Report • F62832 - Batch Update Report • F62159 - Invalid SSN's On Demographic Table
Student/Teacher Course Reports • F62124 - Student Course List By School • F62643 - Student Course Records With No Demographic • F62644 - Student Course Records With No Teacher Crse
Student/Teacher Course Reports (cont.) • F62645 - Student Course Records With No Exceptional • F70152 - Student Course No Match Demographic Grade Level • F62125 - Teacher Class List By School • F70134 - TEACHERS IN/OUT-OF-FIELD (Data, Report)
What can you do? • Depend on more than just reject edits – run the validation, exception and data reports. • Don’t panic! District staff are “there to help you.”
What can you do? • Communicate –with staff in your district. • SHARE the data…and the responsibility. • Support your local data clerk!
