ODS Finance Overview

1.OnDataSuite Introduction #

The demo will spotlight HB3 Funding Projection reports and highlight information related to Finance in OnDataSuite. OnDataSuite is a 4 piece data warehouse solution that allows districts to securely view LEA information and create custom research queries based on their uploaded TSDS PEIMS, State Student Assessment, ACT, AP, PSAT, TSI, SAT files and more.  
  • OnPoint enables users to pull data from files across years, test administrations and collections, to provide unprecedented access to multiple data sets in one system. It features PEIMS and Assessment data, but crosses over into Accountability, Federal Programs, CCMR and PBM/RDA.
  • OnPar provides is a powerful multiyear trend analysis and projection tool that allows you to compare your district or campus assessment and financial data side by side with other Texas districts or campuses. It provides over 1,000+ reports using the well-known public released Texas Academic Performance (TAPR) reports as its data source.
  • OnView provides a link for districts to display their TAPR data on their websites in an interactive graphical form.
  • OnBoard provides a dashboard view of key performance indicators for board members, including the HB3 Board Goal progress monitoring.

1.1.Data Sources #

  • Data Sources
    • Over 30 data sources LEAs may upload into OnDataSuite (ODS).
    • Additional statewide data sources loaded by ODS include TAPR and State Comptroller Tax Rates.

 

2. HB3 Student Funding Reports #

There are HB3 Funding reports aligned to the the HB3 Student Data Funding Elements by type of data (ADA, FTE, Counts, etc) to aid in use of the Summary of Finance templates provided by various sources.

Fall PEIMS 2019-2020 includes initial reporting to TEA of new indicators for changes required by new HB3 funding statutes beginning with 19-20 school year.

Reports developed based upon TEA HB3 guidance and resources available at  https://tea.texas.gov/About_TEA/Government_Relations_and_Legal/Government_Relations/House_Bill_3

As clarifications or updates are released, these reports are  updated.

 


 

  • Student – Student Custom Reports – HB3 Funding

New Reports released for 19-20.  One year look back is available (18-19 filter) if data is available for comparison purposes.

  • HB3 Compensatory Education – Eco Dis/Census Tiers is based upon new data reported in 2019-2020 Fall PEIMS.
  • HB3 Student ADA report and HB3 Student FTE report require Fall and Summer PEIMS data files to populate all sections of each report.
  • HB3 Student Count – Dyslexia Services Report is based upon new data reported in 2019-2020 Summer PEIMS.

Best Practice recommendation is to use these reports to monitor data submissions routinely throughout the year.

 


 

HB3 Student Compensatory Education – Eco Dis/Census Tiers   (Fall PEIMS file required)

Student Census Block Group reported in Fall PEIMS is crosswalked to the TEA published 2017 Census Block Tier Mapping for 2020 State Funding and a new element Census Block Tier (Geoid) is populated in OnDataSuite.  *Note:  Latest update from TEA as of 2/27/20 (reference TEA Finance and Grants – State Funding website for latest TEA worksheet.  Per HB3 rules, the census block groups and funding tiers must be analyzed annually and updated as necessary. 

OnDataSuite has also added new element Census Block Tier (CDCN) using the TEA published Campus Census Block Group  to crosswalk the student’s Campus of enrollment to a census tier. *Note: the Campus Census Block Group worksheet TEA released was in July 2019.    This data was utilized by TEA for the preliminary 2019-2020 SOF projections prior to Fall PEIMS 2019-2020 reporting of Student Census Block Groups.

Fall PEIMS edits control the reporting of Student Census Block Group information with fatal edits 40100-0190 and 40100-0191.   Students eligible to generate state compensatory education (SCE) funding report a Student Census Block Group based upon the students home residence.

A SCE student to be funded at Census Block Tiers (Geoid) is defined as: ADA Eligible, Economic Disadvantaged, NOT Homeless and NOT a Residential Placement Facility student whose parents do not reside in the district.

All Homeless students are assigned Census Block Tier (CDCN) based upon their Campus of enrollment.

Residential Placement Facility students whose parents do not reside in the district (Student Attribution = 21 or 23) are SCE funded based upon Economic Disadvantaged status.  *Note the student that are Economic Disadvantaged will be funded at Tier 5 and it varies between the different templates as to how this data is entered.

Census Block (Geoid) Reported – No Tier Assigned  column is assigned Tier 1 (lowest funded).  Any students in this column are those whose home residence Student Census Block Group reported in PEIMS is not identified in the published TEA Census Tier by County worksheet.  * Note: Verify census block group information to ensure student is funded at appropriate tier. If no census tier is identified, TEA will fund at Tier 1.

 

The Census Block Tier Campus (CDCN) columns are not included in the Tier Total at the bottom of the report.  This is just informational for comparison to where students were initially funded based upon campus of enrollment for 2019-2020.  TEA used Fall PEIMS 2018 data to generate the tier funding projections.   *Note: Use year filter to generate 2018-2019 report for reconciliation with TEA initial projections.

Use this report to verify all students are accounted for and reported accurately and updates to your  Summary of Finance.

 

** RELEASE 11.12 ( May 8, 2020) – Redesign of HB3 Student Compensatory Education report in beta testing as a Pre-Release. 

  • Redesign removes the Census Block Campus Tier (CDCN) columns
  • Reorganizes and provides filter options for grade level OR campus level details to align to TEA Summary of Finance for reconciliation.

** Coming Soon:  TEA released this week the 2018 Census Block Tier Mapping for 2021 State Funding.  We will be working with the Pre-Release version of this report to provide an estimator for 20-21 using the newly released mapping until Fall 20-21 PEIMS files are accepted in ODS.

 


 

HB3 ADA Summary (Summer PEIMS required)

This report compiles the individual Student Custom ADA reports by funding area as well as incorporates the new rules and reporting for Bilingual/ESL and Early Education.  *New Section to be added for Residential Placement Facility funding in HB3 based upon new reporting for 19-20 Summer PEIMS. 

  • Sections included are:
    • Refined ADA – District Summary
    • High School (Grades 9-12) ADA Summary reported with grade level detail
    • Special Education Mainstream Refined ADA – District Summary
    • Bilingual/ESL Refined ADA – District Summary: New HB3 funding requirements and reporting of new Bilingual/ESL Funding Code in 19-20 Summer PEIMS. “Reference TEA TEDS Section 2.4 pg 144

    • Early Education Refined ADA – District Summary : New HB3 funding requirements
      • K-3 grades and Economic Disadvantaged
      • K-3 and LEP
      • *Note: students may be duplicate counted in both rows.
    • Public Ed Grant (PEG) ADA – District Summary:  Calculated based upon Student Attribution code =03 (Public Education Grant program)

The report may be run for 2018-2019 as well.  Data will populate where it is available and is a good comparison to monitor current year progress as Summer PEIMS files are updated and loaded into OnDataSuite.

 


 

**RELEASE 11.12 ( May 8, 2020) – New report:  HB3 Student Count – Dyslexia Services 

  • New Summer PEIMS element (Dyslexia Services Code)
    • Unduplicated Student count (students may report more than one Dyslexia Service Code).
  • This report is only available beginning with 19-20.

 


 

HB3  Student FTE Report (Fall and Summer PEIMS files required)

This report compiles the individual Student Custom FTE Reports for each of the program areas funded – Special Education, Career and Technical Education and incorporates the new rules for Advanced Career and Technology Incentive reporting and P-Tech and New Tech campuses and Pregnancy Related Services.

  • The Special Education FTE by Instructional Setting section has been rearranged and grouped to match the data elements entry tab on SOF template.
  • The Career and Technical Education FTE section incorporates the funding changes to include grades 7 and 8 as well as the Technology Applications courses. *Note : report provides grade level detail as well as summary for entry into SOF template.  Verify 7th and 8th grade eligible courses and students are generating CTE contact hours and extracting in the 19-20 Summer PEIMS (new reporting).
  • The Advanced Career and Technology Incentive section includes the new $50 per student enrolled on snapshot at campuses identified as P-Tech and/or New Tech.  This is new Fall PEIMS data reported.  *Note: Verify all students enrolled at the designated P-Tech and/or New Tech campus are accounted for.
  • Pregnancy Related FTE section as defined for funding.  

The report may be run for 2018-2019 as well.  Data will populate where it is available and is a good comparison to monitor current year progress as Summer PEIMS files are updated and loaded into OnDataSuite.



 

2.1.COVID-19 Adjustments #

All Custom Reports have a Tool menu (upper right)

 

OnDataSuite is working on modifications to the ADA and  FTE report calculations to only reflect the 1st – 4th six weeks attendance and respective Refined Total calculations adjusted accordingly. (Reference TEA’s COVID-19 General State Funding FAQs (question 1).

Until this is released, the Export to Excel feature is an option to make these calculation adjustments on the HB3 Student ADA and HB3 Student FTE report for projections.

Per TEA guidance : Step 1 Determine historical ratio from 2018-2019 school year.

  1. Run the report for 2018-2019 and Export to Excel.
  2. Download the file and open in Excel, enable for editing.
  3. Modify report to calculate the 1st – 4th six weeks Refined Total ADA. ((sum of 1st – 4th six weeks ADA) divided by 4)
  4. Calculate the Historical Ratio to be used on the 2019-2020 projection. (Refined Total ADA divided by ADA calculated in Step 3)

 

  1. Run the report for 2019-2020 and Export to Excel.
  2. Download the file and open in Excel, enable for editing.
  3. Set all 5th and 6th six weeks ADA or FTE columns to 0.00
  4. Recalculate the Refined Total column as the Sum of 1st – 4th six weeks columns ADA and divide the sum by 4.
  5. Insert row containing Historical Ratio from 2018-2019 Excel worksheet (above).
  6. Insert row and calculate the Covid-19 Adjusted PEIMS ADA (Refined Total multiplied by the Historical Ratio).
  7. Perform the calculation for every Refined ADA or FTE Total row required.

 

 

3.Finance Highlights #

Finance Report Center: Creating Ad Hoc Reports  (left menu)  and accessing Custom Reports (right menu) based primarily on PEIMS data.

 

  • Creating Ad Hoc Reports  (left menu)

Each data source has the same criteria options.

Sample report – Fall Budget by Object class for all years data is loaded.

 

 

  • Custom Reports (right menu)
    • Example from Financial Well Being Reports
      • Total Staff and Total Student By School Year

  • Note the Report Options on Custom Reports are located in the upper right under Tools.
    • Report Info provides Summary, Data Sources and Definitions of the report.  These also are printed at the end of every custom report.
  • Shared Service Arrangement Reports
    • Shared Service Membership – Fall PEIMS reporting
    • Shared Service Fiscal Arrangement – MidYear PEIMS reporting by Fiscal Agent
  • Financial Well Being Reports  –  the reports are PEIMS financial data compared to other data sources or key indicators.
  • Historical Review Reports – 5 year look back on financial data by object category (Revenue, Expenditures, Fund Balance, etc.)
    • Tax Rate Trend – Last Five Fiscal Years    report uses TEA published tax rates based on comptroller tax information
  • School First to be updated as new guidance is released from TEA.

4.Staff Reports Menu #

 

5.Dashboards #

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

 

Administration identifies the latest TSDS Fall PEIMS file loaded.

Not Enrolled on Snapshot (*Notes*)  – Students coded with As of Status Code of C, E and G on 40100/49010 Student Extension.

Scroll screen for NEW detail sections “Not Enrolled on Snapshot Information” and “Staff Information”.

 

  • Summer Dashboard: (two tabs)
    • Cumulative Information – Any student who had at least 1 day of attendance in an area is listed in the count.
    • Days Membership – Total number of student days in membership, present, and/or absent in various disaggregated areas.

 

  • Campus Dashboard -Campus List:
    • Displays Student and Staff snapshot overview by Campus.

  • Campus Dashboard -Campus Teachers

 

  • Academic Dashboard
    • Set the Attendance “Goal” for the budgeted amount and monitor for potential budget shortfalls requiring a budget amendment.

6.Support/Training #

 

  • Ticket System – Submit/track
  • Pre-Release Reports – reports in Beta
  • Release History – What’s new in the update(s)
  • Training – Register for upcoming session; View previous recorded sessions; Access Handouts; Training videos clips

 


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


 


Training

 

  • Left menu – Previous Webinars (typically one year back, recordings posted and link to handouts available.  Scroll or use the “Go to” quick menu.
  • Right menu – Schedule Webinars available for registration.  They are in date order.

 

  • Short video clips of new functionality or features.

 


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

Use to locate “how to” step, system/functionality instructions and training guides.

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