WEB-BASED SIS TROUBLESHOOTING S I M P L I F Y I N G S T A T E R E P O R T I N G C Y C L E S

Transcription

1 WEB-BASED SIS TROUBLESHOOTING S I M P L I F Y I N G S T A T E R E P O R T I N G C Y C L E S

2 AGENDA Resources Preventative Measures Troubleshooting Errors Verifying Reports

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4 RESOURCES > SIS SIS Manual/Handbook SIS Error Guide Cognos / eschool Reports

5 Web page sections: ADE Statewide Information System Data Conference Presentations Information and Forms

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7 SIS MANUAL/HANDBOOK General Information Reports by Cycle Data Schema Definitions for SIS Handbook Tables Appendices Handbook Changes

8 DATABASE SCHEMA DEFINED ID A unique number used to identify data elements in each table. The first two letters denote the table in which the element is found and the remaining 4 numbers are chronological order numbers. Element This is the actual text name descriptor and definition of the data that is being collected. Name This is the abbreviated name given to the element. It is the name that is used to reference the data element in program code. Type A descriptor assigned to each element in a table indicating the type of data the element is intended to hold. Data types used in this manual are: Alpha (alphabetic or character) = Used to store any combination of letters, numbers, and symbols. Num (numeric) = Used to store whole numbers. Dec (decimal) = Stores numbers with definable scale and precision. Date = Stores calendar dates. A date element holds a date in the form mm/dd/yyyy where mm is the month (1-12), dd is the day of the month (1-31), and yyyy is the year. Size The total possible characters or numbers that may be entered for the element. Values Cycle Assists you with entry of valid data. Display the format for numeric data as ##.## or acceptable codes for yes/no fields (Y/N). Table means the choices are in the table under the Element or Appendix A means the choices are shown in appendix in the back of the manual or Date as MMDDYYYY should be entered. Used to denote the submission cycle (1-9) in which the data element will be pulled.

9 AL/ALE DAYS TABLE (PARTIAL TABLE SHOWN) ID Element Name Type Size Values Cycle AL0010 Fiscal Year The fiscal year that this reporting represents: For the 2015/2016 reporting year fy must be = 26 AL0020 Cycle The reporting cycle for which the data is submitted: 7 = June 15th fy Num 2 Table 3,5,6,7 cycle Num 2 Table 3,5,6,7 AL0030 LEA, School lea Alpha 7 Appendix C 3,5,6,7 AL0040 SSN, Student Ssn Alpha 9 ######### 3,5,6,7 General AL0045 State Reporting ID uniq_stu_id Num 6 ######### 3,5,6,7 AL0050 ALE Entry Date entry_date Date 8 MMDDYYYY 3,5,6,7 AS0055 ALE Exit Date exit_date Date 8 MMDDYYYY 3,5,6,7

10 AS/ALE ANNUAL REPORT (PARTIAL TABLE SHOWN) ID Element Name Type Size Values Cycle AS0010 Fiscal Year The fiscal year that fy Num 2 Table 7 this reporting represents: For the 2015/2016 reporting year fy must be = 26 AS0020 Cycle The reporting cycle for which the data is submitted: 7 = June 15th cycle Num 2 Table 7 AS0030 LEA, District lea Alpha 7 Appendix B 7 General (All questions below is based on current school year) AS0045 AS0050 AS0055 General Curriculum - Number of ALE students who returned to general curriculum ALE Intervention - Number of student* graduated as a direct or indirect indication of ALE intervention. *Students who returned to traditional education after being in ALE greater than 20 days ALE GED Number of ALE students who received a GED. curr Num 6 ######### 7 inter Num 6 ######### 7 ged Num 6 ######### 7

11 SIXTY-FOUR TABLES! 2 Act 61 Tables 2 ALE Tables 3 Bus Tables Calendar Class Contact Persons Discipline District 23 Finance Tables 5 Equity Tables Facility Graduate Job Assignment 5 Medical Tables 2 Private Schools Professional Development Register Safety Drills School 6 Special Ed Tables 4 Student Tables

12 ALE Days Calendar Class Discipline District * 18 Finance Tables Graduate PULLED TABLES Job Assignment 5 Medical Tables Register School * 6 Special Ed Tables 4 Student Tables * Table contains both keyed and pulled data.

13 KEYED TABLES 2 Act 61 Tables ALE Annual Rpt 3 Bus Tables Contact Persons District * 5 Finance Tables 5 Equity Tables Facility Private Schools Professional Development Safety Drills School * * Table contains both keyed and pulled data.

14 PREVENTATIVE MEASURES

15 PREVENTATIVE MEASURE #1 Cognos Reports State Reporting Reports Folder

16 COGNOS HIGHLIGHTS Reports to find Errors: APSCN State Reporting Error Check on Discipline Records Report APSCN Hearing Screening Error Report (Vision/Scoliosis) APSCN Missing SIS Items APSCN Students with Missing Required Programs

17 COGNOS HIGHLIGHTS Reports to verify data: Too many to list! See the SMS Required Fields for State Reporting document found on APSCN s website under SIS.

18 PREVENTATIVE MEASURE #2 eschool Advanced Searches See the State Reporting Advanced Searches document found on APSCN s website under SIS.

19 PREVENTATIVE MEASURE #3 PROCESSES TO RUN Quarterly Attendance Cycles Day Totals Calculations All Active Buildings All Views Entire Year Allow the Day Totals Calculation to complete Interval Totals Each Active Building All Views Entire Year

20 PREVENTATIVE MEASURES Cognos Reports eschool Advanced Searches Running Processes

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22 WEB-BASED SIS SUMMARY OF PROCESS LEA Profile Build Validate Review Reports Submit Can be entered any time before running the Validate. Errors must be cleaned up in the source system and then run Build to pull in corrected data. Must have zero errors in order to proceed to Validate. Errors must be cleaned up in source system. Run the Build to pull in corrected data and re-run the Validate. Must have zero errors in order to proceed to Submit. Warnings will not prevent the Submit. Verify all reports for data accuracy. If data verification process proves to be accurate then data may be submitted.

23 ERROR TYPES Build Errors Validation Errors Validation Warnings

24 BUILD ERRORS Must be corrected Cannot move to Validation After correction, run Build process until error free

25 VALIDATION ERRORS Must be corrected Cannot Submit After correction, run Build process

26 VALIDATION WARNINGS Can Submit Acceptable or Not? Warning Example: Spced early child table is empty Does your district have an SPED Early Childhood program locally?

27 ERROR CL0070 Error Code - CL0070 Error message - HQT must equal 1,2,3,4, or 5 if Appendix HQT = Y. HQT = 6 Course Appendix HQT=Y, Course#=366110, Section#=36611E5, Building ID = 12

28 ERROR RESOURCES Course HQT Error Guide SIS Handbook for HQT definitions Course Code Management lists course HQT requirement Data Conference presentation

29 CORRECTING COURSE HQT eschoolplus+ Menu: Scheduling Center > Master Schedule > Course (Master Schedule) SIS Data > HQT value Reminder: Course Catalog > Course SIS Data sets defaults for Master Schedule.

30 ERROR FB0030 FACILITY BUILDING FB0030 HS GYM LEA does not exist in table of LEAs in Appendix B,C or D or is not District LEA. LEA =

31 SIS ERROR GUIDE LEA=1234 (Your School District)

32 FB0030 SELECT SPECIFIC CYCLE

33 FB LEA DOES NOT EXIST IN TABLE OF LEAS IN APPENDIX B,C OR D

34 SEARCHING SIS MANUAL CTRL-F ALLOWS SEARCHING A DOCUMENT ID Element Name Type Size Values Cycle FB0010 Fiscal Year The fiscal year that this reporting represents: For the 2015/2016 reporting year fy must be = 26 fy Num 2 Table 7 FB0020 Cycle The reporting cycle for which the data is submitted: 7 = June 15th FB0030 LEA, District/Coop Local Education Agency FB0040 Building ID Number, Local The unique building number locally assigned to each individual building within the district. For example: 01, 02, 03, 04, Elem01, Elem02, JrHigh01 cycle Num 2 Table 7 lea Alpha 7 Appendix A,D 7 Ssn Alpha 9 ######### 7

35 WHERE TO CORRECT?

36 UPDATE LEA PROFILE

37 FACILITY BUILDING IS A KEYED RECORD Home > Update Data > LEA Profile > Facility Building

38 FACILITY BUILDING UPDATE

39 BEST ERROR FOR LAST

40 SCENARIO #1 Validation Error: Code - AL0040 (Table AL) Description - SSN entered does not exist in the register record Gives SSN, so what is the issue? Note the phrase, does not exist in REGISTER meaning the record is missing from the Register table.

41 REGISTER TABLE ID Element Name Type Size Values Cycle RG0010 Fiscal Year The fiscal year that this fy Num 2 Table 2,6,7 reporting represents: For the 2015/2016 reporting year fy must be = 26 RG0020 Cycle The reporting cycle for which the cycle Num 2 Table 2,6,7 data is submitted: 7 = June 15th RG0030 LEA, School Local Education Agency lea Alpha 7 Appendix C 2,6,7 RG0040 Course Number The ADE assigned number designated to a course for identification purposes. Ssn Alpha 9 Appendix I 2,6,7 RG0050 Course Section The district assigned Section_ Alpha 10 2,6,7 course section number given to a unique class of a particular course. num RG0060 SSN, Student The nine-digit Social Security number of the student. If a student s SSN cannot be obtained, then the ADE assigned number as required by Arkansas Code Ann should be Ssn Alpha 9 2,6,7 RG0070 used. State Reporting ID The unique 10-digit Triand identifier generated for the student by the state. Uniq_st u_id Alpha 10 ######### 2,6,7

42 ISSUE/SOLUTION Issue The student curriculum is coded as AE and pulled to the AL Table, but has no ALE courses scheduled. Thus does not exist in REGISTER. Solutions: Does the student have an ALE course at all? Is course section coded as ALE on Course SIS Data screen? Does the Course SIS Data field Not in Cycle 2 contain ? Reminder: Even dropped ALE courses need to pull, so do not delete. ALE receives funding. $$$$

43 SCENARIO #2 Validation Error: Code - MV0040 (Medical Vision) Description - SSN entered does not exist in the student record In this case, the Vision screening pulled, but the Student Demographic Data did not.

44 ISSUE/SOLUTION MV0040 error The student is inactive on the screening date. Update the screening date. If it should NOT have been entered, then delete the screening record. If incorrect student, delete the screening record and rekey on correct student. A condition that causes the student to not pull, such as, residency code, invalid withdrawal code, preregistered, invalid values, etc. Update the data. Certain items may require Attendance Processes be calculated.

45 SCENARIO #3 Validation Error: Code - DS0040 Description - SSN entered does not exist in the student record In this case, the Discipline record pulled, but the Student Demographic Data did not.

46 ISSUE/SOLUTION DS0040 error The student is inactive on the Incident date. Update the Incident date. If it should NOT have been entered, then delete the discipline record. If incorrect student, delete the discipline record and rekey on correct student. A condition that causes the student to not pull, such as, residency code, invalid withdrawal code, preregistered, invalid values, etc. Update the data. Certain items may require Attendance Processes be calculated.

47 SIS TABLES

48 SIS TABLES

49 VERIFYING REPORTS

50 REPORTS Uncertified Reports Available at Build Available prior to Submission Possibly invalid data, if errors exist Certified Reports Available after Submission Official Keep electronic copy

51 ALL REPORTS ARE IMPORTANT Highlights: Quarterly Attendance Cycles rpt100

52 ADA/ADM CHECKS Cognos > Student Management System Demographics > District and Building Information APSCN Calendar Verification Attendance > Day View Attendance APSCN ADA/ADM Report

53 REPORT ACCURACY What should the report contain? Current Cycle Timeframe? Full Year Data? Active students only? SIS Database > Report Descriptions tab

54 Sample Report Descriptions REPORT DESCRIPTIONS

55 REPORT ACCURACY CHECKS Cognos Reports eschool Reports Software Searches

56 CALENDAR/QUARTER DATES See System Administrator Guide on APSCN website > SMS > Training Documents > General Information section for detail instructions on updating the Calendar and Attendance Intervals. After updates, rerun Attendance Calculation Processes. Run SIS Build Process

57 ALWAYS CHECK REPORTS Pull in a timely manner leaving sufficient time to check the reports. Check Reports thoroughly

58 REVIEW Resources Preventative Measures Troubleshooting Errors Verifying Reports

59 QUESTIONS

60 Thank you for attending!