Overview- Review areas related to finance from PEIMS data (fall/midyear) loaded in the OnDataSuite file center.

Agenda – Discuss available Custom Reports and how to create adhoc reports via the Report Center located on the Finance tab, as well as to delve into Finance related reports in OnPar.

 

 

URL /  Username / Password
Log in credentials and account access will be provided by the Administrator of OnDataSuite at your LEA.

Browser Support
Chrome – (Preferred Browser)

 

The district’s Administrator for OnDataSuite will set up accounts and grant access.

Social Security is also an area needed for viewing edits.

Located on the black menu bar at the top of the screen.

• Data Sources
  • District TSDS – PEIMS Interchange files from the Student/ Business Information System(s).
    • Fall PEIMS – Student, Staff, Budget
    • MidYear PEIMS – Actual
      • Actual financial audit data for the prior school year is submitted in the PEIMS Mid-Year Actual submission. The year reflected in the report center is the year the data represents, not the year data is reported. 
    • Summer PEIMS – Student (Attendance – data required for HB3 ADA/FTE Reports) FAQ – What files are needed to populate HB3 reports for current year?

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File Review – Scroll toward the bottom of the screen to verify file type selected for desired year(s) has been loaded.

• Keeping data current is key to accurate reports so please contact your OnDataSuite Administrator if a “fresh” file needs to be loaded.
• Every time a new file is loaded it is a complete overwrite of the previous file for that year and submission, EXCEPT if the file is uploaded as “EDITS ONLY”.

Note: A “Preliminary” file means that the data is NOT the “Final” file that will be sent to TEA therefore expect data to change.

User will need access to SSN (Social Security Numbers) in order to view edits.

• Business Rules Notification – send specific groups of edits to users
• Excel Workbook – contains each edit/details on separate tabs

• Click on the count of Fatals, Warnings or Specials for ALL or by interchange file
• Detailed list of each Fatals/Warnings/Specials
  • Excel All Detail – Orange tab
  • Click on the Business Rule link – export to excel option under tools.

 

• Click on the Business Rule Number to see the what/who has triggered the error.
  • Export the list to excel.

Best Practice – make corrections in the Finance and/or HR System and re extract/export TSDS PEIMS interchange files. Then upload new files into OnDataSuite.

• Fall Dashboard:
  • Student Counts -View Snapshot totals and trends. Information can assist with adjusting budget areas as needed

 

 

• Summer Dashboard: (two tabs)
  • Cumulative Information – Any student who had at least 1 day of attendance in an area is listed in the count.
    • *Note As Summer Preliminary files are uploaded into OnDataSuite, compare the Fall Student Count to Summer Student Count for reasonableness.
      • If Summer is significantly less than Fall, then look for “missing” …ie…grade, campus, program or group of students in the Summer extract. 
  • Days Membership – Total number of student days in membership, present, and/or absent in various disaggregated areas.

 

• Campus Dashboard – 3 tabs
  • Campus Org
  • Campus Student – sample below
  • Campus Staff – sample below

 

 

• Academic Dashboard
  • Set the Attendance “Goal” for the budgeted amount and monitor for potential budget shortfalls requiring a budget amendment.
    • Default Goal is 80%
    • To Set Goals: Administrator (hamburger menu) – Goals – District Goals (select Manage) – Student Attendance – Student Six Weeks Attendance Percent

Report Center –left – Build your own report (adhoc)       Custom Reports – right – Clickable reports in folders

 

 

Example of an Adhoc report – Report Center

 Budget – Fall (PEIMS data file contains current year budget financial data as of snap shot day)

Select School Years to compare (19-20, 20-21, 21-22)

Criteria 1 = “Fund” + filter “199, 211”, etc

            Criteria 2 = “Function” + filter “11”

            Criteria 3 =  “Object” + filter “Expenditures”

           Create Report

• Throughout the year this will always provide a “static” picture of the budget approved at the beginning of the year.

• Note- Report Options located on the left in above example.

• Use Load Last Report to restore last report criteria and filters of the last ad-hoc report created.

 

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 Finance Custom Reports: (right side)

• Use “Report Search”  OR open a folder for the reports available.

 

• Use Filters at the top of the reports to display data differently.
• Use Tools dropdown to access standard features plus additional options for each report:
  • Export to Excel
  • Bookmark (this is also where you can Share a report with a colleague)
  • Report Info  – highly encouraged to look at Report Info for details on report purpose, data sources required and calculations performed.
  • Additional Tools that may be available on a limited basis across reports:
    • Heatmap
    • Hide Zero Value Columns/Rows

 

Folders and Reports

• • 2021 Hold Harmless New Folder and Report
    • 2021 Hold Harmless On Campus Participation Rate 

• • Actual/Audit Review Reports 
    • IDEA-B MOE Expenditure Review

• • Budget Review Reports
    • Budget Expenditures by Function and Object Class
    • Budget Revenues by Fund and Object

• • Financial Well Being Reports
    • M & O Tax Rate and Fund Balance in the General Fund By Fiscal Year
    • Total Staff and Total Student By School Year
    • Per Pupil Expenditures All Funds
    • General Fund Revenues and Expenditures Compared to Enrollment

• • HB3 Funding 
    • HB3 Compensatory Education – Eco Dis/Census Tiers (Revision)
    • HB3 Student ADA – Refined, HS, SPED Mainstrm, Bil, Early Ed, PEG, Res Facility
    • HB3 Student Count – Dyslexia Services Report
    • HB3 Student FTE – Spec Ed, CTE, Adv CTE, PRS

• • Historical Review Reports
    • Fund Balances – Governmental Funds – Last Five Fiscal Years
    • Governmental Funds Expenditures – Last Five Fiscal Years
    • Governmental Funds Revenues – Last Five Fiscal Years
    • Other Financing Sources and Uses, Special Items, and Net Change in Fund Balances – Governmental Funds – Last Five Fiscal Years
    • Tax Rate Trend – Last Five Fiscal Years

• • School First
    • Updates for 2021 coming soon

• • Shared Service Arrangement Reports
    • Shared Service Membership
    • Shared Service Fiscal Arrangement

 

Locate via 2 methods.

• “Search” – top black menu bar
• Use hyperlink under Staff ID on the staff list search results

 

Select from the Black Navigator Menu – left – for Staff Profile Options

 

Reminder: Areas maybe masked according to your account permissions.  Reference Account Access section of this handout for more details.

 

Financial Comptroller Tax and Property Value data comes from reports released by the Comptroller’s Office and is auto loaded into OnPar as it become available.

https://kb.ondatasuite.com/knowledge-base/is-tax-rate-property-value-data-available-in-ods-to-run-peer-list-comparisons/

• Select “My Reports”. The default is “TAPR”, select “Finance”
• Select – Comptroller Data – Tax Rates/Property Values
• Select criteria  desired (single criteria option only)
• Select a Peer List if desired.

Finance Comptroller report example:

 

   Access via the Submit Ticket link in the blue bar menu (upper right)  OR access from the Support – Ticket System menu.

Same screen allows for a search of the Knowledge Base (right side of screen).  As you type a Subject the Knowledge Base screen populates with articles, report notes related to the subject.

• NOTE:  Please describe specific details including the URL and/or a screen shot to enable the support team to respond efficiently.

 

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Training – Webinars

Webinar filter/search options include:

• Past Webinars (typically one year back, recordings posted and link to handouts available.  Scroll or use the “Keyword Search” to refine the list.
• Future Webinars are listed in date order.  Use this area to Register for workshops.

 

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– provides user with searchable knowledge base    ( Located top right on the blue menu bar)