FY 2016 Data Collection Conference. Collection Statistics Myth, Facts and Figures. Presenter Name : Jayesh Dave

Transcription

1 FY 2016 Data Collection Conference Collection Statistics Myth, Facts and Figures Presenter Name : Jayesh Dave

2 2 Data Collections Applications Student Record Other(PRE- ID, EOPA..) FTE GUIDE (GTID) Teacher Class CPI Student Class CPI and Teacher Class is not using GTID

3 3 Collection Upload/Validation Activity By Numbers Total Activities : CPI, 7455, 7% EOPA, 524, 0% SR, 36963, 36% SC, 26680, 26% FTE, 15069, 15% GUIDE, 13038, 13% CPI EOPA FTE GUIDE PREID SC SR PREID, 3626, 3% * Student Class (Course Profile) is not considered

4 4 3/1/2015 3/2/2015 3/3/2015 3/4/2015 3/5/2015 3/6/2015 3/7/2015 3/8/2015 3/9/2015 3/10/2015 3/11/2015 3/12/2015 3/13/2015 3/14/2015 3/15/2015 3/16/2015 3/17/2015 3/18/2015 3/19/2015 3/20/2015 3/21/2015 3/22/2015 3/23/2015 3/24/2015 3/25/2015 3/26/2015 3/27/2015 3/28/2015 3/29/2015 3/30/2015 3/31/2015 Overall Statistics (During March) SR Upload SR Validations SR Deletion FTE Upload FTE Validation FTE Deletion CPI Upload CPI Validation SC Upload SC Validation SC Deletion GUIDE Upload

5 5 Student Record Overall Statistics (By Week) Total Uploads : 80985, Validations : 23653, Deletion : High Activity Uploads Manual Validation Deletion

6 6 Student Record Facts (State Level) Entire Cycle Validations Before Last 2 Weeks( Official End Date) (74+ %) Last 2 Weeks ( Official End Date) 6069 (25+ %) Last Week ( Official End Date) 3058 (12+ %)

7 7 Student Record Facts (District On Time) Highest Number of Validations for a District 278 Lowest Number of Validations for a District 22 Total Enrollment Less Than 10,000 Total Enrollment Less Than 1,500 Before Last 2 Weeks ( Official End Date) 275 (98+ %) Before Last 2 Weeks ( Official End Date) 7(31+ %) Last 2 Week ( Official End Date) 3 (1+ %) Last 2 Week ( Official End Date) 15 (68+ %)

8 8 Student Record Other Facts Signoff Before June, 20th 176 Districts Signed off. 50+ has AUTOFTP Schedule Many of them have more activity from last week of May. Signoff After June 20th 22 Districts Signed off. 10 of them are having AUTOFTP Schedule Many of them have more activity during last 2 weeks and beyond June, 20 th.

9 9 Student Record Other Facts Proactive This districts have been working throughout the collection 22 Districts did 10% or less work during last 2 weeks. Out of 182 total validations, only 11 in last 2 weeks. Re-Active More work at the end. 56 Districts did their 40% work in Last 2 weeks. Out of 178 total validations, 110 were in last 2 weeks.

10 10 Myth About Data Upload/Validation Frequent Upload/Validations Can lead to earlier Signoff/ I need to upload again after fixing one issue. Manual Delete ALL is always needed before Upload I have to run validation after changing EVERY record on-line State is changing my data without my knowledge

11 11 Frequent Upload Can lead to earlier Sign-off/ I need to upload again after fixing one issue You should look at error report and try to fix as many errors as possible before doing an upload, to avoid frequent uploads. Once you have sufficient changes to data then it s good for you to perform upload to avoid waiting and doing back to back checking for reports for issues on data. Frequent uploads without more fixes to data will take longer for me to finish with my work and so in fact delay my sign-off. (Popular Saying is Never Stop at single error) Couple of Districts have more than 200+ validations (among top 10 districts in validations) but they were not able to finish the work on time

12 12 Frequent Behavior of One District and outcome for them. Total Activities of this district : 178 times collection activity count till May end is 68 out of 178 Total. Last week of collection they have 68 Validations. Their Sign-off After June, 22. Activity Pattern for the last week, Majority of them are Manual Validations. 15-JUN 16-JUN 17-JUN 18-JUN 19-JUN 20-JUN 21-JUN

13 13 Manual Delete ALL is always needed before Upload Manual Delete ALL data is needed when you have layout messed up and the school which got loaded is not a valid one and you are not going to have Same School being loaded again. (Remember :Data is replaced by School for most of the applications). When upload happens, it s removing the old data by school, so you really won t need the Delete ALL every time you are doing upload.

14 14 I have to run validation after changing every record on-line Once you make on-line correction to one record, the district status is changed to On-line changes made, but that s NOT telling you to validate after each correction. You have to finish making all on-line corrections or Changes and then request a validation to save the time and resource. Also note here that if you have made on-line change and then upload the student again, upload will overwrite the on-line Changes.

15 15 State is Changing My Data without my knowledge State is not changing your data unless and until we have to set some default values (e.g. Capstone Project for Grade 09-12, if left blank in extract, we will default it to N ). perform transformation of your data, summarization of data. Sometimes when multiple users from a district are working they should communicate about the work they are performing. To avoid having a feeling that someone else is changing my data. We do have across district checks, which can generate edits for a district due to the activity from other conflict district.

16 Example of Edits that could have been resolved by June 12, Error Code W812 W9010 W908 Error Description Student reported with a SCHOOL ENTRY CODE of A, N, O, or P (not coming from Georgia public school), but has a withdrawal reported from a Georgia public school in the current school year. When GRADE LEVEL = 'KK' - '08', student should report at least one course in ELA, Math, Social Studies, and Science. All students reported in FTE-1 or FTE-3 with a 'J' segment code, must have a course number with a '1' as the first digit after the decimal. # of Districts with the Edit # of Records W043 The STUDENT ID submitted, for this withdrawn student, does not match the STUDENT ID in GTID E901 E579 Active students in GRADE LEVEL 'KK' - '12', including those enrolled in special education or enrolled parttime in regular education, must report at least one course. New special education students must report events for Initial Eligibility Determination (04), Initial IEP Meeting (05), and Initial IEP Placement (06). Please check Special Tools/SE076a - Special Ed Reject Report for possible rejected records (Codes R01, R03, and R05) W2574 GTID is reported in another system in the state with a different DATE OF BIRTH E902 E5802 All active full-time regular education students in GRADE LEVEL '06' - '12' must report at least four courses. A PRIMARY AREA is reported for the student, but no special education events have been reported in the current Student Record collection. See report SE060 on Special Ed Report Menu E4112 Where PROGRAM TYPE = 01, and PROGRAM CODE = 01A, there should be at least 1 Student Safety record reported from this school for this student, unless the school is a state-reporting alternative education school. E0715 The current Student Record has a DATE ENTERED 9th GRADE that does not match the DATE ENTERED 9th GRADE in a previous Student Record. The year does not match when compared to the previous data. W143 SCHOOL ENTRY CODE = 'C' or 'N', COURSE TEACHER ID cannot be ' ' or ' '. TEACHER ID should be the actual SS# or ' ' E2537 GIFTED SERVICE = '1', at least one course record must report a GIFTED DELIVERY MODEL E874 Student reported as an active special education student in FTE but not reported with a primary area in Student Record W836 For GRADE LEVELS 01 12, student(s) reported with NUMERIC GRADE = 0 and no ALPHA GRADE. (See Course Report SR037) W581 The number of days between EVENT CODE 02 and 04 is greater than 60 days

17 17 Some other Facts for collection E5802 Trend for a district ERROR_COUNT

18 One District s Error Trend below E262: A REMEDIAL EDUCATION SUBJECT CODE must be entered for all students with an FTE Program Code of 'J' ERROR_COUNT

19 19 Data Cleansing and Student Record Outcome 161Distrcits took advantage of Data Cleansing Process End Result on Student Record- 56 districts finish the signoff before Last day of collection (6/17/2015). Rest of the districts finished 1-6 days after deadline. Major observation we found was that many of the districts are having AUTO FTP setup but their data is not changing regularly, meaning their data corrections are not happening regularly, thus we have seen same outcome on number of edits for days. To take the real advantage, educate data folks, to keep on verifying the data daily and fixing daily.

20 20 Couple of other Facts about other collections Even though all the Data Collections are similar, there still each of them have something unique about it. For Example, EOPA is not exactly same as SR or FTE. Here the baseline data is already prepared for you from Student Record and all you have to work on is Changes or Addition to it. GUIDE is another example where it s more about generating an Identifier and so requires a caution before you apply any change on the data as that will have an impact on other consumer applications.

21 21 Some guidelines We have observed 500+ incidents of wrong Fiscal Year and Count in Extract Files, so please check for correct Cycle on your extract, specially don t forget to change the cycle on AUTOFTP. Address the edits which are for valid values from the Cleansing time and then look at across layout checks, after that look for across application checks. Pay attention to reports, take advantage of Adhoc Query Tool if you don t have direct report. Avoid making on-line corrections as much as possible and fix the data at source.

22 22 Some guidelines (Contd..) Remember that upload after the on-line Changes from the same school will overwrite the records. Try to clear as many errors as possible before requesting manual relief to avoid repeated request of relief. Work with other districts on resolving issue on conflicting data. Communication is the key to success, so please communicate with your peers when more than one of you are working on application. Make Sure to Turn-off AUTO FTP Scheduler once you are Near Sign-off of Student Record.

23 23 Questions?

24 Thank You If you have any questions or concerns Feel Free to talk to me. Presenter Name : Jayesh Dave jdave@doe.k12.ga.us