CALPADS Fall 1 Certification Survival Guide

Transcription

1 CALPADS Fall 1 Certification Survival Guide FIRST EDITION Revised: October 21 st 2012 Table of Contents CALPADS Fall 1 Introduction... 2 When is the Fall 1 deadline?... 2 Where to Start? (Creating Mr/Ms CERT)... 2 Login to the CALPADS website... 3 Fall 1 File Submission Process Outline Fall 1 File Submission Step by Step STEP I Obtain SSID numbers for ALL students STEP 2 Check your Data CALPADS - Student Information Check Form CALPADS - Student Program Check Form STEP 3 Create the Extract Files (Step 1 CALPADS) SSID Enrollment (Step 2 CALPADS) Student Information (Step 3 CALPADS) Student Program (Exits Only) (Step 3 CALPADS) Student Program (Fall 1) STEP 4 Upload and Post the Extract Files Part 1 (Uploading the file) Part 2 (Viewing the Results & Posting) STEP 5 Wait for your Snapshot to be Created STEP 6 Review & (PRINT) the Certification Reports STEP 7 Certify your Fall 1 Numbers

2 CALPADS Fall 1 Introduction The CALPADS Fall 1 submission includes data for; Enrollment Counts for the new year, Grads and Drops from the previous year & Immigrant Counts. The purpose of this documentation is to show you where in SchoolWise to enter the required data for these categories and how to create the extract files required for CALPADS. We will also go over the submission process in detail to help you get certified for Fall 1. Essentially, the steps to any CALPADS submission are: Get all the necessary data accurately entered in SchoolWise Run the file exports in the SchoolWise Report Explorer Upload the files to the CALPADS website. Certify Data on the CALPADS website. When is the Fall 1 deadline? As of November 1 st 2011 the Fall 1 Certification Deadline December 15 th Below is a link to the CALPADS official calendar in case things change. CALPADS Fall 1 Census Day October 5 th, 2011 Primary Data Submitted Enrollment Counts Grads and Drops Immigrant Counts Official Submission Window October 6 th, 2011 to December 14 th, 2011 Certification Deadline December 14 th, 2011 Amendment Window December 15 th, 2011 to February 22 nd, 2012 Where to Start? (Creating Mr/Ms CERT) Welcome to the wonderful world of CALPADS! To begin this amazing journey of fun and adventure, a CALAPDS user must be created to handle all of the many tasks that are required for Fall 1. SchoolWise likes to call this CALPDS Power User: Mr Cert! The name really doesn t matter; Captain Calpads or Dread Pirate Roberts would work too, but let s keep it simple. When your LEA first signed up for CALPADS they were issued an ADMIN username and password. This ADMIN account has the ability to create new users. (But oddly can t certify or view snapshots) Please locate this ADMIN account info and login to CALPADS to proceed. 2

3 Login to the CALPADS website Using an internet browser like: Internet Explorer, Google Chrome or Firefox, please connect to the Link below: The main CALPADS login screen will look like the picture below: 1. Enter your username in position Enter your case sensitive (this means that capitol letters and symbols matter) password in position Click the box in position 3 so you see a checkmark in it. 4. The Login button should be lit up now and available to click on. 5. Click Login and the website should bring you to the next page; you can tell you are logged in when you see your name and school name in the upper right hand corner of the screen. If you can t login to the website, please call CALPADS and find out what might be wrong. CALPADS support is the only one that can help with login issues. CALPADS Operations Office Phone: Once you have logged into the CALPADS website with the ADMIN account, you will have access to the Admin Menu User Security selection. Click on this to proceed. 3

4 Once you have clicked on the User Security menu selection you will see the screen below: Click on the Create User menu item and then fill in all of the required fields. In the example below I used Mr Cert and for a UserID MrCertYOURCDSCODE where you would put your district CDS code after the MrCert name. When you come to the Autopost Flag it is up to you which choice is best, but SchoolWise would recommend the setting of Both. When you submit for SSID s this will Autopost 100% matches for you and save time. Set the User Level to LEA. 4

5 Once the user level has been set to LEA, you will see the following screen show up under the previous screen. You may have to scroll down to see the Select Roles section as seen here below: To select the correct roles for the MrCert user Click on the word ALL as seen above. Once ALL is highlighted Click the Assign Roles button as seen below: 5

6 Once you have clicked on the Assign Roles button you will see all of the roles move over to the box on the right. As seen below in the example: Click on the SAVE button to save these changes. After a few seconds of waiting you will see the following message display above the form: 6

7 Once the user has been added you will receive an from CALPADS that looks like the one show below. In this is the temporary password that CALPADS has issued the new user you just created. Please write this password down and remember that it is case sensitive. Now that you have written the password down, you are ready to log back into the CALPADS website and finish the new user setup. 7

8 Login to CALPADS again now using your newly created MrCert username and enter the temporary password that CALPADS issued you. Once you are logged in you will get a screen like the one below asking to reset your password. Enter the password that CALPADS sent you into the Current Password field, and then enter your new password into the New and Confirm field. Make sure to write down your new password before you click the Submit button! 8

9 Once you click submit you will see the message display: Password Successfully changed. After it has been changed you can click on the Login to CALPADS button to proceed. When you login to CALPADS for the first time with the MrCert user you will be asked to fill out security questions. Please do this and write down the answers along with your passwords in a safe location. Now you may use this user to do ALL of your submissions and CERTIFICATIONS in CALPADS. 9

10 Fall 1 File Submission Process Outline There are many steps to the CALPADS Fall 1 file submission process. The outline below will show you an overview of the entire process. You may choose to skip this overview and go directly to the detailed Step by Step instructions that begin on page #13. Outline Overview of the Fall 1 Submission 1. The very first step in the process it to make sure all of your students have SSID numbers. Please download this document if you need help with obtaining SSID s Next, run each of the following Info Check Forms in the SchoolWise Report Writer and correct the data. Once each of these reports runs and returns the message: The query Results did not return any data records. No output will be generated for this report. Then you are ready to move on. a. CALPADS Student Information Check Form b. CALAPDS Student Program Check Form (For help with resolving these errors please download this document: 3. In this step we will create the extract files that will be sent to CALAPDS. Below is a list of each extract and the standard parameters that you need to set. a. Step 1 - CALPADS SSID Enrollment i. Choose the Date = (Run with the CBEDS date 10/03/2012) ii. Data Collection = Fall 1 or Spring iii. Option 2 = Exclude Non-ADA Students iv. Option 2 = Exclude Secondary Enrollment Students v. Current Grade!= (PS) vi. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. b. Step 2 - CALPADS Student Information i. Choose the Date = (Run with the CBEDS date 10/03/2012) ii. Data Collection = Fall 1 or Spring iii. Option 2 = Exclude Non-ADA Students iv. Current Grade!= (PS) v. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. c. Step 3a - CALPADS Student Program (Last Year Exits) (This step is required for sending up the previous year s meal program exits. You must be logged into the previous schoolyear to run this report. Only exits from the Meal Program are required.) i. Date Range = (01/01/ /30/2012) ii. Data Collection = Fall 1 or Spring iii. Option 2 = Exclude Non-ADA Students iv. Current Grade!= (PS) v. Override = None 10

11 vi. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. vii. Student Filter * Select All viii. Program Filter * Select All d. Step 3b (Step 3 CALPADS Student Program) For the second time running this extract you must be logged into the Current school year. This time use a date range from: the first day of the school year to CBEDS day 10/05/2011) All other parameters are the same as Step Once all of your extract files have been created it s time to login to the CALPADS website and begin the process. Sending up each file IN ORDER and POSTING each file IN ORDER is critical! If files are not sent up and processed IN ORDER and ONE AT A TIME you will get errors. Below you will see the correct order to send and process the files in CALPADS. Remember each file must POST and have a status of (Complete) BEFORE sending the Next file up. In each file submission there will be records that PASS and records that FAIL, it is highly recommended in most cases to work on the files one at a time and correct ALL errors BEFORE moving onto the next file submission. While SchoolWise support may be able to assist you with some error corrections, you may need to call CALPADS to get assistance in solving some errors. In some cases (like the first submission of the Program Exits in Step3a) you may POST only the records that passed, but it is best practice to correct ALL errors before moving on. Follow this sequence: a. Upload and then POST (when the file shows no errors) Step 1 - CALPADS SSID Enrollment (SDEM) file first. Only when the status of the transaction says Complete move on to step 2. (If you are having trouble resolving errors in this file, you may need to look at your Anomalies and correct some of those first.) The Anomaly reports can be found on the CALPADS website in the SSID Enrollment File Menu under SSID Anomaly Reports. b. Upload and then POST (when the file shows no errors) Step 2 - CALPADS Student Information (SINF) file next. Only when the status of the transaction says Complete move on to step 3. c. Upload and then POST (Passed Records Only IGNORE the failed records here just POST only the passed records) Step 3a - CALPADS Student Program (Program Exits Extract) file next. (This step is required for sending up the previous year s meal program exits. Only exits from the Meal Program are required.) Only when the status of the transaction says Complete move on to the next step. 11

12 d. Upload and then POST (when the file shows no errors) Step 3b - CALPADS SSID Enrollment (Fall 1 Program Extract) file first. When the status of the transaction says Complete you are done with the file upload process. 5. Depending on when you complete the file upload process, you will have to wait overnight for a snapshot to generate on the CALAPDS website. Snapshots are created automatically every morning. Once you have waited, Login to the CALPADS website and review the details of the snapshot at the menu below: State Reporting Manage Certifications View Certification Status 6. You have to view each of the three certification reports before the CERTIFY button will become active. 7. If you are happy with all of your numbers and want to certify, you may no click the CERTIFY button. Remember that you have to certify TWO TIMES, the first time that you click the button it will show up as L1 certify, then second time it will show up as L2. Both certifications must be done for the Fall 1 Certification Process to be Complete. CERTIFICATION COMPLETE! Now PRINT OUT THE REPORTS - Pat yourself on the back, high five your co-workers and put in for some time off, you deserve it! 12

13 Fall 1 File Submission Step by Step The first step to resolving Program enrollment errors before submitting your files to CALPADS is to print out a list of the errors. To check your data please open the Report Explorer by clicking on the Reports button on the left side toolbar, then selecting Open Report Explorer. STEP I Obtain SSID numbers for ALL students The very first step in the process it to make sure all of your students have SSID numbers. Please Click the link below to download our Help document. This doc contains step by step instructions for obtaining SSIDs. How to get SSID Numbers - Step by Step Instructions STEP 2 Check your Data The Student Information and Program Information Check forms detailed below will help you to locate and correct any missing data before you send your files to CALAPDS. Run each of the following Info Check Forms in the SchoolWise Report Writer and correct the data. Once each of these reports runs and returns the message: The query Results did not return any data records. No output will be generated for this report. Then you are ready to move on. 13

14 CALPADS - Student Information Check Form If you already have your SSID numbers, you should have run this check form and corrected all of the missing data already. For detailed instructions on how to do that you will find them located on Page 5 of the Obtaining New SSID Numbers help doc. Obtaining New SSID Numbers CALPADS - Student Program Check Form The Student Program Check Form will give you a list of errors that you can correct before you send your files to CALPADS. For detailed instructions on running this report and correcting errors please read the Fixing Program Enrollment help document. Fixing Program Enrollment For additional understanding of how programs in SchoolWise work you may want to read the Using Programs help document below: Using Programs 14

15 STEP 3 Create the Extract Files In this step we will create the extract files that will be sent to CALAPDS. Below is a list of each extract and the standard parameters that you need to set for each one. You will find the extract files in the SchoolWise Report Explorer under the File Exports CALPADS folder as seen below: (Step 1 CALPADS) SSID Enrollment The SSID Enrollment report is the first file that we need to send to CALPADS. Below is an example of the report with the standard parameters set. 15

16 Use the Parameters as set below: 1. Choose the Date = (Run with the CBEDS date 10/03/2012) 2. Data Collection = Fall 1 or Spring 3. Option 2 = Exclude Non-ADA Students 4. Option 2 = Exclude Secondary Enrollment Students 5. Current Grade!= (PS) 6. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. 16

17 Once you Click the Export button to create the file, the following dialog box will pop up. (#1) The location of the file on your computer. You should save the files in a folder that you can remember easily. Here you can see that I am in the root SchoolWise folder. 17

18 Rather than put the files there I click on the Create New Folder Icon (See #2) to create a new folder under the SchoolWise one as seen below: 18

19 Now you may name this folder CALPADS as seen below: Double click on the new CALPADS folder that you created to go into it. 19

20 (#3) The File Name. SchoolWise puts a default name in for each export, but you can click on this name to edit it before you click the export button if you choose. (#4) Export this will create the file. Once you have clicked on the Export button the file has been created and you may move on to the next step. 20

21 (Step 2 CALPADS) Student Information The next Extract that will be run is the student information extract. Below is an example of that report. Use the Parameters as set below: 1. Choose the Date = (Run with the CBEDS date 10/03/2012) 2. Data Collection = Fall 1 or Spring 3. Option 2 = Exclude Non-ADA Students 4. Current Grade!= (PS) 5. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. Once you click the Export button save the file just like in the previous step. 21

22 (Step 3 CALPADS) Student Program (Exits Only) The next extract that needs to be created is the Student Program extract for last year s Exits from the student Lunch Program or (NSLP). This Exits Only extract is created using the CALPADS Student Program Extract in the report explorer. It is the same extract used for the next step, but run from the previous year to include all of the exits from the NSLP program. Because of the way that the Federal Government requires students to be exited each year from the Meal Program - this extra step is required. It sends up the previous year s meal program exits. You must be logged into the previous schoolyear to run this report. Only exits from the Meal Program are required. To run this extract you must be logged into the previous school year in the main toolbar as seen below: Now that you are logged into the school year open the report explorer and choose make sure the default dates of 01/01/2012 to 06/30/2012 are in the date range parameter. As seen below: 22

23 Use the Parameters as set below: 1.Date Range = (You must be logged into the previous school year in SchoolWise to run this extract. Use the date range from 01/01/2012 to 06/30/2012) 2. Data Collection = Fall 1 or Spring 3. Option 2 = Exclude Non-ADA Students 4. Current Grade!= (PS) 5. Override = None 6. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. 7. Student Filter * Select All 8. Program Filter * Select All Click on the Extract button and the following dialog box will appear: In this step, click on the File Name of this extract and rename it to: Student Program Exits Only.txt. (This will help you during the file submission later on) Click Export to create the file. Proceed to the next step. 23

24 (Step 3 CALPADS) Student Program (Fall 1) For the last step in the file extract process please log back into the current school year and run the Student Program extract again but with the following parameters instead: Use the Parameters as set below: 1.Date Range = (The first day of the school year to CBEDS day 10/03/2012) All other parameters are the same as Step 3.) 2. Data Collection = Fall 1 or Spring 3. Option 2 = Exclude Non-ADA Students 4. Current Grade!= (PS) 5. Override = None 6. Reporting LEA = (Blank) Unless you are a Charter School reporting under your district CDS code. 7. Student Filter * Select All 8. Program Filter * Select All 24

25 Click on the Extract button and the following dialog box will appear: In this step, click on the File Name of this extract and rename it to: Student Program Fall 1.txt. (This will help you during the file submission later on) Click Export to create the file. Proceed to the next step. STEP 4 Upload and Post the Extract Files Once all of your extract files have been created it s time to login to the CALPADS website and begin the process. Sending up each file IN ORDER and POSTING each file IN ORDER is critical! If files are not sent up and processed IN ORDER and ONE AT A TIME you will get errors. Below you will see the correct order to send and process the files in CALPADS. Remember each file must POST and have a status of (Complete) BEFORE sending the Next file up. In each file submission there will be records that PASS and records that FAIL, it is highly recommended in most cases to work on the files one at a time and correct ALL errors BEFORE moving onto the next file submission. While SchoolWise support may be able 25

26 to assist you with some error corrections, you may need to call CALPADS to get assistance in solving some errors. In some cases (like the first submission of the Program Exits in Step3a) you may POST only the records that passed, but it is best practice to correct ALL errors before moving on. Part 1 (Uploading the file) Each of the extract files that were created have to be sent up to the CALPADS website. The steps below will demonstrate how to do this. Once you are successfully logged into the CALPADS website, you are now ready to upload the file that you created from SchoolWise. In the top menu of CALPADS please hover your mouse over the State Reporting menu then down to Manage Submissions then Left click on: Upload Files. Below you will the File Upload page marked with 4 position indicators. 1. Select SSID Enrollment. 2. Type in a Job name for the file you are sending. 26

27 3. Click the Browse button to locate the file that you created from SchoolWise. In my case mine was in a folder called c:\schoolwise 4. Click the Submit button to send the file up to CALPADS for processing as seen below: 5. You should see a blue message on the top of the screen saying File Uploaded. Part 2 (Viewing the Results & Posting) Once the file is sent up to CALPADS there is no notification sent back to you - that lets you know at what process the file is at, you just have to keep checking back with the website. In our experience between 20 minutes and an hour you should see the status change to Ready for Review. 27

28 To check the status of your file, login to CALPADS (see red arrow below). 1. When you login to the CALPADS website you should see the most recent file submissions (jobs) down in the bottom left of the screen (seen above). To review the file results click on the name of the Job that you want (it looks like a link) That will bring you to the screen below: 28

29 2. Next, Click on the Passed records number to bring you to the Next Screen. (Remember, you should only be proceeding with posting of passed records, in most cases, if there are NO rejected records) Even though in this screenshot example you can still see a rejected record. If you need help with a specific error SchoolWise support may be able to assist you, but a support call into CALPADS might be required for some errors. 3. Now Click on the Enroll Summary total number to view the screen on the next page. 29

30 4. Click on the POST button to POST the records to CALPADS. This process is the same for all four file submissions. Make sure to do one at a time and in the correct Order. As shown Below: Follow this sequence when Uploading and Posting the files a. Upload and then POST (when the file shows no errors) Step 1 - CALPADS SSID Enrollment (SDEM) file first. Only when the status of the transaction says Complete move on to step 2. (If you are having trouble resolving errors in this file, you may need to look at your Anomalies and correct some of those first.) The Anomaly reports can be found on the CALPADS website in the SSID Enrollment File Menu under SSID Anomaly Reports. b. Upload and then POST (when the file shows no errors) Step 2 - CALPADS Student Information (SINF) file next. Only when the status of the transaction says Complete move on to step 3. c. Upload and then POST (Passed Records Only IGNORE the failed records here just POST only the passed records) Step 3a - CALPADS Student Program (Program Exits Extract) file next. (This step is required for sending up the previous year s meal program exits. Only exits from the Meal Program are required.) Only when the status of the transaction says Complete move on to the next step. 30

31 Only when the status of the transaction says Complete move on to the next step. d. Upload and then POST (when the file shows no errors) Step 3 - CALPADS SSID Enrollment (Fall 1 Program Extract) file first. When the status of the transaction says Complete you are done with the file upload process. 31

32 STEP 5 Wait for your Snapshot to be Created Depending on when you complete (Step 4) the file upload process, you will have to wait hours for a snapshot to generate on the CALAPDS website. Snapshots are created automatically every morning. Once you have waited, Login to the CALPADS website and review the details of the snapshot at the menu below: State Reporting Manage Certifications View Certification Status It will look something like this: The Most Important thing to look at is the Fatal Errors Column. If this column has any number in it but 0 you CANNOT certify. All fatal errors must be corrected and a new snapshot generated (which takes overnight) showing 0 Fatal Errors before the button will become active. To view your Erros Click on the Total Errors/Warnings number to see a summary screen of the errors. The second item that needs attention is the Anomalies Percent column. Total Anomalies have to be LESS THAN 2% for the button to become active. CALPADS offers some very good self-paced training videos on how to correct Anomalies and other certification errors. You can click on the link below to view these: 32

33 STEP 6 Review & (PRINT) the Certification Reports Once you can see that a snapshot has been created and there are no more Fatal Errors, Click on the blue Fall 1 Annual Enrollment Update link under the Snapshot menu to bring up the following screen: Each of the Aggregate Report links needs to be clicked on and viewed to see the final numbers Samples are below: PLEASE TAKE THE TIME TO PRINT OUT EACH OF THE REPORTS! They are paper evidence of your submitted data! You can type CTRL P to print directly from the web page. You may also download each of the reports and print them that way. But Be sure to KEEP A PRINTED COPY for your records! 33

34 STEP 7 Certify your Fall 1 Numbers Once you have verified the individual reports, and all checks are showing as green, your Certify Button should become active. The Certify button looks like this. If you are happy with all of your numbers and want to certify, you may now click the CERTIFY button. 34

35 Remember that you have to certify TWO TIMES, the first time that you click the button it will show up as L1 certify, then second time it will show up as L2. Both certifications must be done for the Fall 1 Certification Process to be Complete. 35