TxEIS Midyear PEIMS Extract Information Systems October 2018

Transcription

1 TxEIS Midyear PEIMS Extract Information Systems October

2 TSDS PEIMS Contacts 2 All Districts submit Midyear PEIMS thru Texas Student Data System (TSDS) for ESC18 will process PEIMS data in TSDS for those districts who are participating in the Region 18 PEIMS cooperative. The assigned ESC contact is listed for each district. 2

3 TEDS- Texas Education Data Standards 3 Chapter 8 of TEDS provides the complete Texas Education Data Standards (TEDS) for the PEIMS collections. All districts submit PEIMS thru TSDS. This is a print-screen of the TEDS homepage. Refer to this webpage for questions on PEIMS submissions. The TEA Format File has Interchange Schemas, which can be found in Section 8.7 of TEDS. Record Types are now Complex Types, which can be found in Section 8.2 of TEDS. Data Elements are found in Section 8.3 of TEDS. Edits, which are now referred to as Business Rules & Validations, can be found in Section 8.5 of TEDS. PEIMS Appendices can also be located on this page. To access TEDS, use the following link: 3

4 Submission and Resubmission Timelines Midyear PEIMS 4 The Midyear PEIMS submission is due to the ESC on January 10, 2019 so that we have time to review district data and complete submission by the TEA due date. The resubmission is due to TEA on February 7, **We ask that if a district must resubmit, they have the Resubmission to us 10 work days before Feb 7th (January 24, 2019). 4

5 Overview The Midyear PEIMS submission (collection 2) includes the audited actual financial data for the prior school year. This submission includes the following records/complex types: PEIMS TSDS Complex Types (TEDS 8.2 Data Submission Requirements) LocalEducationAgencyExtension SharedServiceArrangementExtension SchoolExtension ActualExtension SSAOrgAssociationExtension 5 The chart on this slide shows the complex type submitted thru TSDS. The TxEIS TSDS application is used to extract the appropriate data for each collection from the TxEIS Business and Student systems. This program is reviewed and modified annually, per the published TEDS, to ensure that the data extracted to the district database is as accurate as possible. The extracts provide many of the edits as defined in the TEDS. Review TEDS Section 8.2 for details. The Midyear PEIMS submission (Collection 2) includes the audited actual financial data for the prior school year ( ). You will be submitting: District data Shared Service Arrangement data Campus data Actual Financial data And Actual Shared Services Arrangement data for fiscal agents 5

6 Before Starting Verify you have access to the appropriate TSDS roles to submit PEIMS through TSDS. Verify the TSDS Client-Side Validation Tool has been downloaded if your district is not participating in the TSDS PEIMS Cooperative. Verify all auditor s entries have been posted to the prior year ( File ID 8) in Finance. Verify all new campuses and deleted campuses have been reported to ASKTed. 6 PEIMS Coordinators should have the following roles: TIMS Level 1 LEA Support (Texas Incident Management System), to submit problem reports and PID corrections Unique ID-LEA (district level) to update and resolve demographic information ODS Data Loader to upload PEIMS data PEIMS Data Completer 6

7 Checklist Overview 1. Verify and update State Reporting options. 2. Build and update crosswalk tables. 3. Clear all previous data. 4. Update frozen Organization data as needed. 5. Enter Prior Year SSA Actuals (Fiscal Agents). 6. Import External File or 7. Extract the data. 8. Update Fund Balance and correct frozen data. 9. Run midyear extract reports, and verify report data. 10. Create the State Reporting Interchanges xml file. 7 7

8 1: Review State Reporting Options State Reporting > Options 8 In State Reporting, go to the Options page to update the following fields: Submission Year (ending year of the school year for which you will be submitting data) : 2019 As-of-Date ( the fall as-of date provided by the TEA) : School Start Window (SSW) Date (set by the TEA for the current school year) : NOTE: These should already be updated from FALL submission, but need to verify. 8

9 2. Build/Update Crosswalks: State Reporting > Crosswalks 9 Go to the Crosswalks page to create crosswalks if needed. Crosswalks are needed when the district uses codes that are not allowed in PEIMS, but are used by the district to distinguish between codes. During PEIMS, these codes must be converted or crosswalked to PEIMS codes. The system automatically performs standard crosswalks defined in the Financial Accountability System Resource Guide. If you are not sure whether or not you need to build crosswalks, run the initial extract without crosswalks. If it turns out crosswalks are needed, they can be added at that time. This conversion only affects the data in the PEIMS tables Select the Crosswalk Table for which you want to convert data from the dropdown and then click Retrieve. Enter crosswalk data and then click Save. NOTE: For a list of Actual Automatic Crosswalks within TxEIS, please refer to the Help screen. 9

10 3. Delete/Clear PEIMS Tables State Reporting > Utilities > Delete/Clear Tables 10 Go to the Utilities > Delete/Clear Tables page to delete records from the PEIMS tables. This utility, which is typically only run at the beginning of a new submission, allows you to delete current year records from the PEIMS tables Midyear Collection- Select Finance Data only. Do not delete the Organization Data. Update manually if necessary. See steps 4a-4c. Click Delete. When the process is complete, a message Delete Successful is created. 10

11 4a. Review Organization Data State Reporting > Maintenance > Organization 11 Go to the Maintenance > Organization > County District tab and verify County district data. TSDS PEIMS Complex Type: LocalEducationAgencyExtension 11

12 4b. Review Organization Data Maintenance > Organization > Prior Year Campuses 12 Go to the Maintenance > Organization > Prior Year Campuses tab and enter or edit the Prior Year Campuses data. Because the data submitted in the midyear collection is not necessarily the same data that is submitted for the fall collection, the Prior Year Campuses tab allows you to work on both submissions at the same time. TSDS PEIMS Complex Type: School 12

13 4c. Review Organization Data Maintenance > Organization > Prior Year SSA 13 Go to the Maintenance > Organization > Prior Year SSA tab and enter or edit the Prior Year SSA data. The Prior Year SSA identifies the ESC/LEA fiscal agents and the ESC and/or LEA member(s) for each type of shared services arrangement (SSA) that exists among two or more ESCs and or LEAs. The data submitted in the midyear collection is not necessarily the same data that is submitted for the fall collection. TSDS PEIMS Complex Type: SSAOrgAssociationExtension NOTE: Please refer to the Midyear (Submission Year ) SSAs spreadsheet located on the Region 18 website under Data > PEIMS > Documents and Downloads. 13

14 5. Fiscal Agents ONLY Maintenance > Mid Year > SSA Actual 14 Go to the Maintenance > Midyear > SSA Actual page and enter prior fiscal year SSA actuals. This data represents the sum of the financial transactions to date for shared service arrangements (SSA). These amounts should represent the amount spent on behalf of each member district, not the amount they sent you. To add records, click +Add Member-District ID: enter specific member six-digit ID Type: two-digit program type code. Code table C049 Fund: three-digit fund code. Code Table C145 FY: last digit of fiscal year (8) TSDS PEIMS Complex Type: SharedServiceArrangementExtension 14

15 Import or Extract PEIMS Data If your auditor provided your district with a PEIMS file, you will need to import data. Refer to Step 6. OR If your auditor did not provide your district with a PEIMS file, you will extract your data from TxEIS. Refer to Step There are two ways to get your district s financial data into the PEIMS application in TxEIS. If your auditor provided your district with a PEIMS file, you will use Step 6. Or, If your auditor did not provide your district with a PEIMS file, you will use Step 7. 15

16 6. Import External File If the auditor provided you with a PEIMS file: Utilities > Import External File 16 If your auditor does NOT provide you with a PEIMS file, skip step 6 and go to step 7. This utility updates data in PEIMS tables from a text flat file created outside TxEIS. Each row in the file corresponds to a PEIMS record. The only PEIMS record types available for importing are: Organization-District (010) Organization-Campus (020) Finance-Budget (030) Finance-Actual (032) Finance-SSA Actual (033) Go to Utilities > Import External File to import the file provided by your auditor Click Browse to locate and select the auditor s file. Click Import to import the auditor s file into PEIMS. Click Print Report to verify totals. 16

17 NOTE: The audit file will have the 010 and 020 record, which are already in PEIMS. If an error is created when Import is selected it is because these records already exist. These errors can be ignored. The rest of the data will import into TxEIS State Reporting regardless of the errors.

18 7. Midyear Extract Extracts > Mid Year Part A: Revenue and Expenses (Classes 5XXX-8XXX) *If the auditor does NOT provide you with a PEIMS file. 18 If you imported a file from the auditor in step 6, skip step 7 and go to step 8. Go to Extracts > Mid-Year to extract last year s actuals (032 record). The extract will need to be run multiple times, once to pick up revenues and expenditures and a second time to pick up fund balances. If there are accounts with a year code other than 8, another extract will need to be run. NOTE: Each time you extract data, you overwrite the data in the frozen files (i.e., PEIMS maintenance pages), including any data that was manually entered. Part A: Extract classes 5XXX-8XXX. 1. In the Method section, select Delete ALL & Add. This will delete all existing records that are still in PEIMS from last year s submission before adding new records to the PEIMS tables. 2. In the Year 1 section input the following: File ID: 8 Acct Period: 9 (7 if fiscal year July-June) Thru: 8 (6 if fiscal year July-June) Fiscal Year: 8 (If you have accounts with different fiscal years in the prior year File ID, 18

19 run this step for each fiscal year that you need to extract.) Leave the Year 2 section blank. If you created a crosswalk(s), in the Crosswalk Options section, select the appropriate boxes. Click Run. TSDS PEIMS Complex Type: ActualExtension interchange

20 7. Midyear Extract Once you receive a message that the extract was complete, click Print to view the results. The PEIMS Actual Extract report will display. Print and/or Save the report for later use. Click Save. You will receive a message that the actual records were successfully written to TSDS. NOTE: Verify you see YR 8 in Account code YR field. The Finance Account Codes (left side of report) will roll up to one PEIMS/TSDS Account code (right side of report). 18

21 7. Midyear Extract Part B: Add Class 3XXX Omit Budget Fund Codes 19 Part B: Extract class 3XXX In the Method section, select Add Class 3 Only- Omit Budget Fund Codes In the Year 1 section add the following: File ID: 8 Acct Period: 9 (7 if fiscal year July-June) Thru: 8 (6 if fiscal year July-June) Fiscal Year: 8 (If you have accounts with different fiscal years in the prior year File ID, run this step for each fiscal year that you need to extract.) Leave the Year 2 section blank. If you created a crosswalk(s), in the Crosswalk Options section, select the appropriate boxes. Click Run. 19

22 7. Midyear Extract Once you receive a message that the extract was complete, click Print to view the results. The PEIMS Actual Extract report will display. Print and/or Save the report for later use. Click Save. You will receive a message that the actual records were successfully written to TSDS. NOTE: Verify you see YR 8 in Account code YR field. The Finance Account Codes (left side of report) will roll up to one PEIMS/TSDS Account code (right side of report). 20

23 8. Adjust Class 3XXX Fund Balance 21 Go to Maintenance > Mid Year > Finance Actual to manually adjust the Class 3XXX- Fund Balance accounts to reflect the accurate balances after closing revenues and expenditures. Since the General Ledger was copied to FID8 before closing out revenues and expenditures to fund balance during EOY closing process, FID8 will not show revenues and expenditures to be closed or fund balance to be adjusted. Verify all changes on this screen match your audit repots. Remember to SAVE before leaving this screen. If you used the Import Audit File utility, any 3700 accounts and amounts will need to be deleted because these are not reported to PEIMS. NOTE: These totals should match the audit report EOY Fund Balance. 21

24 9. Reports to Print and Review Reports > Midyear 22 Go to the Reports > Midyear page to verify data is correct for the midyear submission. Note: These reports must match the Audit Report. 22

25 9. (cont) Reports to Print and Review 23 The Audit Report must match FIN Board Reports (Recap) in FID 8 and TSDS PDM Statement of Revenues, Expenditures & Changes in Fund Balances. 23

26 10. Create TSDS Interchanges Utilities > Create TSDS Interchanges 26 This utility creates the Texas Student Data System (TSDS) Interchanges from the data in the PEIMS tables. You can create all of the interchanges at once, or you can individually select the interchange you wish to create. You must submit the created interchanges to TSDS in the following order: Education Organization Shared Services Arrangement Organization Finance Districts that are not part of the Region 18 PEIMS Cooperative will need to create the TSDS PEIMS interchange files to be uploaded to TSDS. Region 18 s IS staff will create the interchange files for districts that are part of the Region 18 PEIMS Cooperative Go to the Utilities > Create TSDS Interchanges page. In the Collection field select one of the following: MidYr1 First Submission, if this will be your first submission. MidYr2 Resubmission, if you will be re-submitting Midyear PEIMS. In the MidYear Collection section, select All MidYear Interchanges. 26

27 Click Run. When the process is complete, you are prompted to save a zip file containing the individual files for the completed interchanges. The default file name is District_Campus_Collection_TimeStamp_Interchange.xml, where: District is the six-digit county-district number Campus is the three-digit campus ID Collection is the nine-character collection TimeStamp is the 12-digit date-time-stamp when the interchange was created (YYYYMMDDHHMM) Interchange is the name of the interchange created. Example: _000_201XFALL1_201X _InterchangeStudentProgramExtension.xml

28 Questions? Information Systems Department Nancy Dunnam Director of Information Systems Phone: Melinda Arguello IS Business Consultant Phone: Sarah Cagle IS Business Consultant Phone: