Aeries CALPADS SPRG ODS Reconciliation May 6, 2014

Transcription

1 Aeries CALPADS SPRG ODS Reconciliation May 6, 2014 Eagle Software has changed the way that Aeries extracts the SPRG data. In order to do this, a SPRG ODS Reconciliation process was created that will analyze the SPRG data in CALPADS and provide the submission records necessary to match CALPADS to your local data. All districts will need to run the process to align CALPADS records with Aeries. The SPRG extract will now include actual program start and end dates for program records. It is important that the district s enrollment and program data are correct and current in Aeries before the process is begun. The program data in Aeries will not be changed during this process. Districts will need to download a Student Program ODS Download file from CALPADS and import it into Aeries. Aeries will generate three new files to send back to CALPADS with all the corrections needed. Please read the entire document before starting the SPRG ODS Reconciliation process. Below is a quick overview of the SPRG Reconciliation, with detailed instructions to follow: 1. It is recommended to run CALPAD ODS 1.17 and the ODS 5.1 reports for comparison before and after the process 2. Download the full CALPADS Student Program ODS Download file 3. Import the CALPADS Student Program ODS Download file into Aeries using the Import SPRG Extract File button on the Create CALPADS Extracts form 4. Click on the Evaluate Records & Create New SPRG Files button. Three new SPRG files will be created. A file with Delete records, another with Add/Edit records and a new SPRG file. 5. Upload the three new files to CALPADS. It is crucial that the files be uploaded in the following order: a. Delete -file includes all records with the transaction code of D for Delete b. Add - file includes all records that will add a new record or change an existing record. c. SPRG a new SPRG file based on the new logic 6. Each file uploaded to CALPADS needs to be in Complete status before uploading the next file. Aeries CALPADS SPRG ODS Reconciliation Page 1

2 IMPORTANT NOTES It is very important that the Delete file is sent up first to CALPADS followed by the Add and then the SPRG file. Each file needs to have a complete status before uploading the next file. All three files should be uploaded and completed in the same day if possible. The program data in CALPADS will not be accurate until the process is fully complete. This is especially critical during the LEA SBAC testing or submission reporting window. Per CALPADS, the SPRG ODS file is a snapshot as of 10:00pm the previous day. Once the SPRG ODS file has been downloaded from CALPADS, we recommend that no modifications be made to enrollment or program data in Aeries or CALPADS until the SPRG Reconciliation process is complete. Please keep in mind that since the SPRG ODS file is a snapshot as of 10:00pm the previous day, any enrollment update files (SENR, SINF and SPRG) that have been posted, need to be in complete status the previous day before downloading the SPRG ODS file. AERIES SPRG ODS In the District database on the Create CALPADS Extract form, the ODS Audit (Reconciliation) tab has been changed to ODS SENR/SPRG Audit (Reconcilaion). NOTE: Creating a SPRG file from the Enrollment Update tab will be disabled until the SPRG ODS Reconciliation process is completed. Districts will continue to be able to create SINF and SENR files. The following message will display. Aeries CALPADS SPRG ODS Reconciliation Page 2

3 STEP 1 - CALPADS SPRG ODS DOWNLOAD In CALPADS, request the Student Program ODS Download file: o Reports > Extracts > Request CALPADS File > ODS Extracts > Record Type of Student Program ODS Download DO NOT select the Active Student/Staff option o Choose an Enrollment Start Date of "1/1/2000". o Choose an Enrollment End Date of today NOTE: The date range of 1/1/2000 to today will ensure that all open and closed program records with membership dates on or in between the date range will be returned in the extract. o Enter an Extract File Name Retrieve the Student ODS Download file: o Reports > Extracts > Download Extract o Extract Type Student Program ODS Download o Download the file to a location on your hard-drive STEP 2 IMPORT CALPADS SPRG ODS FILE INTO AERIES In Aeries: o Open the Aeries CS District software to the current year o Open the Create CALPADS Extracts form Make sure all options are set correctly and all code value translations are correct Go to the ODS SENR/SPRG Audit Reconciliation tab Choose the correct File Delimiter (it should be set to "^") Click the Import SPRG ODS Extract File button and select the Student Program ODS Download file you downloaded from CALPADS o The message: "XXX Records Loaded. But YYY were removed from the results because of unmatched SSIDs " is informational only. The SPRG ODS Download file normally contains students that are no longer enrolled in your district. This message tells you that some records are being ignored for that reason. o The message will display: XXX duplicate records were deleted from the file loaded. The SRPG ODS Download file may contain duplicate records. Aeries CALPADS SPRG ODS Reconciliation Page 3

4 STEP 3 EVALUATE RECORDS & CREATE NEW SPRG FILES Click the Evaluate Records & Create New SPRG Files button The following message will display This process may take a long time to process. Click on OK to continue. The message will display: SPRG File created. XXX records extracted. NOTE: The database will be compacted more than once to avoid the bloating of the database. Do not click any other control on the form while this process is running. Wait for the confirmation message indicating that the SPRG files were created. STEP 4 REVIEW THE NEW SPRG FILES Three new SPRG files will be created. o Delete -file includes all records with the transaction code of D for Delete o Add - file includes all records that will add a new record or change an existing record. o SPRG a new SPRG file based on the new logic The files will be created with the naming conventions as below. DEL and ADD will be added to the end of the file name. File with the Delete records _03_25_14_57_36_SPRG_DEL.txt File with the Add/Edit records _03_25_14_57_37_SPRG_ADD.txt SPRG File _03_25_14_57_38_SPRG.txt View SPRG Audit Data. The data that is processed is stored in the temporary table, usyscsis. The View SPRG Audit Data button on the ODS SENR/SPRG Audit tab can be used to view the data in the table. Aeries CALPADS SPRG ODS Reconciliation Page 4

5 The data can be filtered by right clicking in a column. The following transaction codes are used in the usyscsis table in the 2 nd column labeled Tran: o P = the record is a Perfect match to the CALPADS file to the Aeries data. The P records will not be included in the Add file. o Blank = the CALPADS record is not matched to the Aeries data. Usually records from previous years. These records will not be included in the new SPRG files. o C = A Change was made to the CALPADS record. This record will be included in the new SPRG Add file. o A = This record will Add a record to CALPADS. This record will be included in the new SPRG Add file. o D = This record will Delete the CALPADS record. This record will be included in the new SPRG Delete file. NOTE: The records with transaction codes of P and/or Blank in the usyscsis table will not be included in the new Add file. Records with C and A codes in the usyscsis table will be extracted and included in the Add file. The C and A codes will be cleared from the records in the Add file. Only the D code records will be included in the Delete file. The SPRG file will only include active program records for the current year. The usyscsis table can be viewed by opening the Navigation Pane on the left side of the District database. In the dropdown at the top, select Tables. If the usyscsis table is not displayed, right click on the top heading and select Navigation Options. The options of Show Hidden Objects and Show System Objects must be selected under the Navigation Options. No Changes should be made to the data in the usyscsis table. Aeries CALPADS SPRG ODS Reconciliation Page 5

6 PROGRAM DATE NOTES The SPRG extract will now include actual program start and end dates for program records. Participating Programs (Membership Category - 3) Program dates will be extracted unless the program dates are out of the school enrollment ranges. If the program dates are out of the school enrollment ranges, the school enrollment dates will be extracted. Eligibility (Membership Category - 1) Program dates will be extracted. The program start date can be before the enrollment date, but the end date has to be within the enrollment date range. If the student s school enrollment exit date is before the program date, the exit date will be extracted. For NSLP we will pull the FRE start date. If there is no FRE start date or the date is before 7/1/20## of the current year, we will pull 7/1/20##. SPECIAL NOTES Records with the following inactive Education Program Codes will be included in the CALPADS ODS SPRG file. No action will be taken with these records during the SPRG Reconciliation. Education Program Code Education Program Name Last Academic Year Effective 131 NCLB Title X Homeless NCLB Title I Part D Delinquent NCLB Title I Part D Neglected NCLB Title I Part D At Risk NCLB Title I Part D Juvenile Detention Free or Reduced Price Meal Program Education Program Code 144 Special Education: Primary Disability Codes, CALPADS will only accept valid Disability Codes. If there are invalid codes in the CALPADS SPRG ODS file, Aeries will extract the student s valid disability code. District of Special Education Accountability. If there are invalid codes in the CALPADS SPRG ODS file, Aeries will extract the student s valid district code. Education Program Code 113 California Partnership Academy: CALPADS will only accept valid California Partnership ID. If there are invalid codes or blanks in the CALPADS SPRG ODS file, Aeries will extract the student s code from PGM.CPA if available. Aeries CALPADS SPRG ODS Reconciliation Page 6

7 Education Program Code 135 Title 1 Part C Migrant: For the Migrant Student ID, CALPADS will only accept the Migrant Student ID from CDE that is exactly 11 characters with the first two characters beginning with 06. If the alphanumeric Migrant Student Directory number (MSD) is included in the CALPADS SPRG ODS file, Aeries will look for the 06 Migrant Student ID and extract it in place of the alphanumeric number. Both fields are in Aeries on the Secondary Student Data (SSD) tab on the Students form. The State Migrant ID (SSD.MID) should be exactly 11 characters with the first two characters beginning with 06. The COE Migrant ID (SSD.MIG) is an alphanumeric number. If the State Migrant ID (SSD.MID) is not available, Aeries will extract the COE Migrant ID but format the existing number as an 11 character number starting with 06 STEP 5 UPLOAD FILE TO CALPADS Use the CALPADS system to upload the resulting SPRG files: 1. Upload the Delete file first this file includes all records with the transaction code of D for Delete. 2. When the Delete file has a status of Complete, upload the Add file - file includes all records with the transaction code of C for Change and A for Add. The codes will not be included in the actual Add file. 3. Review errors. See page 8 for a list of errors. 4. When the Add file has a status of Complete, upload the SPRG file. The new SPRG file is based on the new logic. NOTE: It is very important that the Delete file is sent up first to CALPADS followed by the Add and then the SPRG file. Each file needs to have a complete status before uploading the next file. IMPORTANT - All three files should be uploaded and completed in the same day. Check the File Status in CALPADS to verify the record status. Aeries CALPADS SPRG ODS Reconciliation Page 7

8 KNOWN ERRORS GERR0002 Value not found in Reference Set Verify the Rejected Records file for the invalid value. Correct the value. GERR LEA does not have ownership of student enrollment to make the SINF update. (Per CALPADS, the description of the error is actually incorrect. It should be SPRG instead of SINF.) This error could be a result of districts posting enrollment update files after the SPRG ODS file was downloaded. Or the districts did not wait until the next day to download the SPRG ODS file. New students, students who have changed schools or new program information for existing students may not yet be posted to CALPADS, but included in the SPRG Reconciliation files. If this error is generated, 1. Verify the students enrollment in Aeries and in CALPADS SPRG0070 Open Education Program record exists with Different Membership Start Date. If this error is generated after the process, 1. Verify the student s enrollment in Aeries 2. Verify the program start and end dates. The program record may have invalid or missing dates. SPRG0076 Education Program Membership Start Date Less Than Birth Date Verify the student s birthdate and Education Program Start Date. Correct the date in Aeries. SPRG0149 Invalid California Partnership Academy ID Student could have multiple open program records for code 113 with different California Partnership Academy IDs. SPRG9999 Record(s) Will Pass this Validation Once All Other Fatal Errors Are Corrected For Student - When a batch SPRG file containing program update records is submitted, the system groups the submitted program update records for an SSID into a cluster. If this cluster of program update records contains one or more records which produced Fatal CALPADS validations, all of the records contained in the cluster are rejected. Once all the other Fatal Errors are fixed for the students, the SPRG9999 errors will be resolved. PROBLEM SOLVING If data has been changed in Aeries but not in CALPADS due to error corrections, and the Add file was not posted to Complete Status in CALPADS, new files can be generated from Aeries and reposted to CALPADS. If data has been changed in CALPADS due to error corrections, a new SPRG ODS file needs to be downloaded the next day after the changes had been made. The Aeries SPRG ODS Reconciliation process can be run multiple times. Each time the process will analyze the SPRG data in CALPADS and generate the submission records necessary to match CALPADS to your local data. Subsequent files will have less and less records to post back to CALPADS. Aeries CALPADS SPRG ODS Reconciliation Page 8

9 CALPADS Education Program Codes Aeries CALPADS SPRG ODS Reconciliation Page 9