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ASBO. PEIMS Focus on Finance Budget Concentration. It’s not just for student and staff data! We want to make sure others don’t call it, “Please Exercise Innovative Money Submissions.”. Presented by: Deborah P. Ottmers, CPA, RTSBA, CBM

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peims focus on finance budget concentration

ASBO

PEIMSFocus on FinanceBudget Concentration

It’s not just for student and staff data!

We want to make sure others don’t call it, “Please Exercise Innovative Money Submissions.”

Presented by: Deborah P. Ottmers, CPA, RTSBA, CBM

Fredericksburg ISD Assistant Superintendent for Business & Finance

deboraho@fisd.org

what is peims really
What is PEIMS really?

The Public Education Information Management System (PEIMS)encompasses all data requested and received by TEA about public education, including student demographic and academic performance, personnel, financial, and organizational information.

getting required info into the system
Getting required info into the system
  • Now you know how PEIMS is used.
  • Based on PEIMS and other requirements, you have to ensure the budget data is in your finance system accurately.
  • Then, you run the data thru Edits + and get reports out.
  • You check the reports for accuracy.
  • When all is acceptable, you submit the final data to TEA through Edits +.
slide29

Note: The financial system should be programmed such that the required

funds to be reported and the rolled up information automatically occurs.

changes in data standards
Changes in Data Standards
  • Each section of the Data Standards has a Change Document which identifies changes. The change is shown as a Revision, Addition or Deletion
010 organization data district
010 ORGANIZATION DATA - DISTRICT

Note: This info is for your programmers to ensure the proper file format is Sent to TEA via Edits +.

011 organization data shared services arragement
011 ORGANIZATION DATA – SHARED SERVICES ARRAGEMENT
  • Fiscal agents do not report this record for each member district
  • Each district, whether fiscal agent or member reports own 011 record
  • Fiscal Agent reports:
    • actual financial data for prior year
    • personnel, payroll and responsibility for all administrative and itinerant employees who were paid by fiscal agent
055 district finance data contracted instructional staff
055 DISTRICT FINANCE DATA – CONTRACTED INSTRUCTIONAL STAFF

Contracted instructional staff are not regular classroom teachers who have signed a contract with a district, nor are they shared services arrangement employees. Rather, these are instructors for whom the district has entered into a contractual agreement with some outside organization. Through the contract, the outside organization has committed to supplying instructional staff for the district. They are never employees of the reporting school district.

context edits
Context Edits
  • Many Edits to follow on the next slides.
  • It is good to be familiar with them to check financial information that is
  • entered in the finance system before remitting to Edits +
remit data to edits
Remit Data to Edits +
  • Now that you have scrubbed the data from your system, it is time to remit it to Edits +
what is edit
What is EDIT +
  • EDIT+ is a web-based software application which provides a resource for Texas school regions, districts and campuses to submit their PEIMS data via the Internet.
  • EDIT+ offers an interface for users to transfer PEIMS data files to TEA, validate the data, then generate reports.
  • TEA uses PEIMS data to determine funding and accountability for each campus, along with providing data to TEA’s Pre-Kindergarten-16 Public Education Information Resource Data Warehouse.
what is the edit process
What is the EDIT + process?
  • Districts enter/update data using their respective software systems.
  • District software extracts data from master files into the format specified in the PEIMS Data Standards.
  • Extracted PEIMS data files are uploaded and validated on the TEA EDIT+ file server using the secure file transfer capabilities of the World Wide Web internet.
  • EDIT+ generates error-listed reports on any errors and warnings detected.  Districts correct data within their respective software systems and the information is uploaded again.
what is the edit process cont d
What is the EDIT + process? cont’d
  • When the district is satisfied with the results of their data validation, the district data files are flagged and accepted as correct by the district and the ESC personnel are notified.
  • ESC personnel review reports to verify the completeness of each district's data within their region.  Errors found by the ESC during the review process are corrected by school districts in a timely manner.
  • When the ESC is satisfied with the results of the data review, the district data files are flagged as complete by ESC and TEA personnel are notified as to the status of the data.
what is the edit process cont d1
What is the EDIT + process? cont’d
  • Turnaround reports are created and returned to the districts for review.
  • Upon review of the data, superintendent approval of the PEIMS data submission is sent to the ESC and to TEA. 
notes
Notes
  • Software provider will need to provide you with what jobs to run to extract data for PEIMS submission. They will also tell you how to save the name of the file.
  • File names: Fall Collections begin with an F, and Mid Year begins with a M.
  • Ensure collection is for accurate year (for example, filing for budget 2010/2011 in Oct 2010 and actual fiscal of 2009/2010 in Jan 2011).
  • In PEIMS, Click on Send Data on the left.
  • Enter data file name or click Browse and find file name in C root drive (so that it does not have any hang-ups).
slide88

S:\F2011086901

S:\F2011086901

Click: Add

Click on file name to validate or click in box. File name for Fall 10/11 submission is F (for fall) 2011 for 2010/11 and county district number

Click Continue

slide90

Will get a message – Transferring Files

When done, it will tell you the edit is complete

slide96

Print out the reports.

  • Check them against the finance system, budgets, and or audited financials.
  • May be off due to rounding up to next dollar and rolling up to various summarized codes.
  • If changes are needed, you may be able to make changes in the flat file through your system at the school district without re-extracting the numbers.
  • Or – you may have to make changes in your finance system and then re-extract. When uploading to Edits + again, it will write over the other file.
peims focus on finance budget and actual webinar with a concentration on budget

ASBO

PEIMSFocus on Finance – Budget and Actual(Webinar with a concentration on Budget)

It’s not just for student and staff data!

We want to make sure others don’t call it, “Please Exercise Innovative Money Submissions.”

Presented by: Deborah P. Ottmers, CPA, RTSBA, CBM

Fredericksburg ISD Assistant Superintendent for Business & Finance

deboraho@fisd.org