This training will review the MidYear (Actual-prior year) PEIMS data submission resources in OnDataSuite to assist with coding verifications and data accuracy prior to submitting the file to TSDS/TEA. Getting Started: Log in to your OnDataSuite Account Please request any log in credentials- URL, username or password – from your local OnDataSuite System Administrator or click “log in assistance” on the log in screen. Chrome is the preferred browser.

Mid Year PEIMS

• Reports actual, audited financial data for the prior school year.
  • All LEAs report data for the PEIMS Mid-Year submission.
  • Any audit corrections must have been made in the LEA’s records.
  • LEAs must report records related to detailed revenue, fund balance, and expenditure accounts.
  • Fund balance accounts (codes 3XXX) should show the post-closing fund balances on August 31 of the prior year, with all audit adjustments posted.
  • The PEIMS data collection format reflects the mandated minimum account code structure in the Financial Accountability System Resource Guide (FASRG).

*NOTE- Actual audited balances for a school year are submitted to TEA the following school year in the Mid-Year PEIMS submission.

Example; all balances for the 20-21 school year were reported to TEA in January 2022, during the 21-22 school year. Therefore, updated data for this report can only be generated by the LEA during the following year, once Mid-Year PEIMS is generated.

 

• TEA 22-23 PEIMS Mid-Year Submission (Sub 2) Timeline  for 21-22 Data
  PEIMS Mid-Year submission ready for users to promote data	November 14, 2022
  TSDS PEIMS Mid-Year ready for users to complete, approve, and accept submissions	December 19, 2022
  PEIMS Mid-Year first submission due date for LEAs and ESCs	January 26, 2023
  PEIMS Mid-Year resubmission due date for LEAs and ESCs	February 9, 2023
  PEIMS Mid-Year data available to customers	March 2, 2023

 

OnDataSuite opened 22-23 MidYear Submission in the File Center with TSDS Rules(Edit) and reporting in August, 2022. 

• Mid-Year PEIMS files in OnDataSuite reporting are associated with the year the data is reported (actual 2020-21 data) as opposed to the year PEIMS collects (2021-2022).
• All reports reflect the use of the Mid-Year PEIMS data accurately upon the TEA PEIMS collections schedule.
• The File Center in ODS will reflect the TSDS PEIMS year the file was collected by TEA. Ex: Acutal 2020-21 is a MidYear 21-22 file. 

 

File Center

• Select the PEIMS blue button

 

• Use the green “Click to upload PEIMS files” tab to browse to the MidYear TSDS PEIMS interchange files created by the Business Information System (BIS)/Enterprise Resource Planning(ERP).

• Browse to either a zipped (not password protected) or unzipped file.
  • Make sure the file type is “All” at the bottom right of the browse screen.
  • Select ALL interchange files to be loaded at once.
  • The order does NOT matter.
  • For more details:
    • Reference Knowledge Base article https://kb.ondatasuite.com/knowledge-base/tsds-peims/
    • Reference Training Manual – Load TSDS/PEIMS Files and Review Edits https://manuals.ondatasuite.com/index.php/2022/09/06/load-tsda-peims-files-and-review-edits/

• • Ensure the correct year/submission is selected (this is the TEA PEIMS submission year – ex. Actual 21-22 submitted Midyear 22-23)
  • Select “Preliminary” if this is NOT the final file going to TEA
  • Select Process – “Load data and run edits”  –   This option will update any reports based upon MidYear PEIMS data and run the TSDS Rules/Edits.
  • Select green button Start Upload to process the file.

File Review – Scroll toward the bottom of the screen to verify Mid Year files for desired year(s) have been loaded.

• Click on the file after it is loaded to ensure all interchanges loaded.
• NOTE: Keeping data current is key to accurate reports so please contact your OnDataSuite Administrator if a “fresh” file needs to be loaded.

NOTE: Subsequent file uploads will completely wipe and replace all files currently loaded for this submission/year.

 

 

REMINDER:  The FIle Center will reflect the Year TEA Collects the Data.   For MidYear Submissions – All ODS reporting in Finance will reflect the Year the Data Represents. 

TSDS Rules / MidYear PEIMS

User must have rights to see Social Security Numbers in order to view TSDS Rules/Edits.

 

• Fatals/Warnings/Specials
  • Unique: Each type of rule/edit displays as number of unique Business Rules triggered (numerator) and total number of unique Business Rules processed (denominator).
  • Total :  total records triggering the respective Business Rule category.

 

Options on Main Business Rules Menu:

• TSDS Rules By Campus – Lists all campuses  and # of Fatals, Warnings and Special Warnings per campus.
• Excel District Workbook – produces an exportable spreadsheet with a tab for each “Rule” that was triggered.
• Campus filter (single campus selection)  – main view by selected campus.

 

Drill down into the Business Rule details:

• • Click on the count of errors for any Interchange (Data Category Type) to see a list of the Business Rules that been triggered.

• Options on the drilldown Business Rules Menu:
  • Return to Dashboard -navigates back to main TSDS MidYear Business Rules report.
  • Campus filter (single campus selection)  – main view by selected campus – default is all campuses.  Select Submit if using the Campus filter.
  • Tools – Export to Excel and Bookmark options.
  • Excel All Detail – Creates an excel export of all the Business Rules listed with the associated record details.   *NEW FEATURE

• From the list of Business Rules , click on any hyperlinked Business Rule to see details for the selected rule. ( Edit Count is listed in the right column – not hyperlinked)

• • Example of the 20032-0019 edit triggered 27 times:

• • • NOTE: Export to Excel and Bookmark option available under the Tools drop down – top right

Finance Reports: 

Actual Financial PEIMS data is reported to TEA the year “after” it occurs in the MidYear PEIMS collection, when reviewing custom reports in OnPoint, the year will be associated with the year it “occurs” and not the year it is reported.

Two primary report options utilize the TSDS PEIMS MidYear submissions:

• Finance Report Center – allows for ad-hoc reporting on the Actual-Mid Year files loaded in ODS
• Finance Custom Reports – Reports utilizing the Actual-Mid Year files to meet specific reporting criteria.

The Report Search function allows you to type a report key word and the menu of Custom reports will open and highlight report titles containing the specific reference.

Finance Custom Reports

NOTE:  Actual Financial PEIMS data is reported to TEA the year “after” it occurs in the MidYear PEIMS collection, when reviewing Custom Reports in OnPoint, the year will be associated with the year the data represents and not the year it is reported.

Example: 2021-22 Mid Year PEIMS Reporting will be listed as 2020-21 (Actual Finance) on all associated Custom Report.

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The yellow highlights on the Finance Custom Reports menu below represent all reports that utilize the MidYear PEIMS submission in part or total.

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Every Custom Report has a Tools menu button (upper right on report).  There are 3 standard options on all Tools menus:

• Export to Excel
• Bookmark
• Report Info

Best Practice Recommendation is to review the Report Info on every report.  The general layout of the Report Info provides the following information:

• Report Location – breadcrumbs where to access the report  (updates are in progress to add this information to all report notes)
• Summary – report purpose
• Usage – recommended ways to use the report
• Data Sources
• Calculations – defines the report calculations and provides definitions if necessary
• Features – summarizes special filters and functionality built into the report, such as drilldowns, etc.
• Resources – provides references if applicable to report pupose and calculations

Additional note – the OnDataSuite Knowledge Base available at https://kb.ondatasuite.com/  or displayed when ODS Support Tickets are submitted, cmay be searched for this same information as well.

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

Report Location: Finance > Finance Custom Reports > Actual/Audit Review Reports > IDEA-B MOE Expenditure Review

Summary: This report is based upon PEIMS MidYear Actual Audit information and is designed to provide an early review of the ESSA (IDEA-B) LEA Maintenance of Effort requirements and reporting.

Usage: Use this report to crosscheck and verify your MidYear PEIMS Actual submission reflects accurate reporting as TEA utilizes for the IDEA-B MOE review

 

***New Reports Coming this Fall to the Actual/Audit Review Reports area:

Watch for *New Report label on Actual/Audit Review Reports when these are released in production.

• Per Pupil Expenditures – currently in Pre-Release (under Support> Pre-Release)
  • Note: Pre-Release Reports are considred “BETA” reports and have not completed the audit/review process. 

This report is modeled after the Financial Well Being Reports – Per Pupil Expenditures All Funds with expanded functility to filter on Fund and Program Intent as well as to summarize by Object Code class.  

 

•  Actual Expenditures by Function and Object Class  – This report is in development and modeled after the Budget Expenditures by Function and Object Class report ( a fund function object matrix similar to the TSDS PDM1-100-011 report).

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• Financial Well Being Reports

These reports provide key data points compared across years.   The reports are meant to provide a quick analysis, often with a graphical representation available for board and/or administrative stakeholder review.  

Note: Reports across years will default to all years with data loaded.  Each report has a Year filter that you can use to narrow the report scope. 

• • M & O Tax Rate and Fund Balance in the General Fund By Fiscal Year

Report Location: Finance > Finance Custom Reports > Financial Well Being Reports > M & O Tax Rate and Ending Fund Balance in the General Fund By Fiscal Year

Summary: Displays M&O tax rate (Maintenance & Operations) across years as compared to ending general fund balance.

Note: General Fund codes reported include 101, 102, 199 or 420

Ending Fund Balance is the total of the Object Codes 3400-3699 for the noted General Fund Codes.  **Verify your MidYear PEIMS is reporting Fund Balance Objects accurately. 

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• • Per Pupil Expenditures All Funds

Report Location: Finance > Finance Custom Reports > Financial Well Being Reports > Per Pupil Expenditures All Funds

Summary: Displays expenditures per pupil by object code. Can view different years, campuses, and programs

A key component of this version of the Per Pupil Expenditures report is the SPED filter.  Reference Report Info for details on the student and fund calculations of the various filter option.  The default report is set to include SPED Funds and Students.  

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• • General Fund Revenues and Expenditures Compared to Enrollment

Report Location: Finance > Finance Custom Reports > Financial Well Being Reports > General Fund Revenues and Expenditures Compared to Enrollment

Summary: Displays key financial totals with staff and student data.

*Note: The Export to Excel will be the data only and not the graphs.   Use the Print Download menu (upper right) to print or download the chart.  

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• Historical Review Reports

These reports relfect the latest five years data loaded in ODS by major Object Class category.  (i.e. Fund Balance, Revenues, Expenditures, Other Sources and Uses).   

• • Fund Balance – Governmetnal Funds – Last Five Fiscal Years

 

Report Location: Finance > Finance Custom Reports > Historical Review Reports > Fund Balances – Governmental Funds – Last Five Fiscal Years

Summary: Fund balances by Fund and Object Code (3xxx) for latest five years data loaded in ODS and reported to TEA.

Usage: Review balances for accuracy and consistency across years. Fund Balance is a reported total by object code in MidYear PEIMS. This report reflects the data as reported in PEIMS.

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• • Governmental Funds Expenditures – Last Five Fiscal Years

Report Location: Finance > Finance Custom Reports > Historical Review Reports > Governmental Funds Expenditures – Last Five Fiscal Years

Summary: Actual audited fund expenditures by function code as reported annually to TEA in Mid-Year PEIMS.

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• • Governmental Funds Revenues – Last Five Fiscal Years

Report Location: Finance > Finance Custom Reports > Historical Review Reports > Governmental Funds Revenue- Last Five Fiscal Years

Summary: Actual audited fund revenues by the primary object code class (Local, State, Federal) as reported annually to TEA in Mid-Year PEIMS.

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• • Other Financing Sources and Uses, Special Items, and Net Change in Fund Balances – Last Five Fiscal Years

Report Location: Finance > Finance Custom Reports > Historical Review Reports > Other Financing Sources and Uses, Speical Items, and Net Change in Fund Balances – Governmental Funds- Last Five Fiscal Years

Summary: Actual audited other financing sources by object code as reported annually to TEA in Mid-Year PEIMS.

Usage: Review financing sources for accuracy and consistency across latest 5 years PEIMS Mid-Year Files loaded in ODS and effect on Fund Balance

*Note: the yellow highlighted rows indicate calcualtions values on the report.  Reference the Report Info for details on the calculations. 

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• Share Service Arrangement Reports

These reports reflect the Fall and MidYear SSA membership and fiscal agent reporting required by TEA.  Use these reports to verify accurate updates by the respective year. 

• • Shared Service Membership

 Report Location: Finance > Finance Custom Reports > Shared Service Arrangement Reports > Shared Service Membership

Summary: Displays a list of Shared Service Arrangements your district participates in and the respective Fiscal Agent LEA by Year and Submission reported.

Usage: Review for accuracy by Year on Fall and MidYear submissions.  **Note: The MidYear Submission is reflecting the year the data is representing not the year it was reported in PEIMS. 

This is a good Fall to MidYear PEIMS reporting crosscheck.  

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• Shared Service Fiscal Arrangement  

Report Location: Finance > Finance Custom Reports > Shared Service Arrangment Reports > Shared Service Fiscal Arrangement

Summary: Displays a list shared services your LEA acts as the fiscal agent for.  Use this report to verify you are reporting the accurate 033 records in your MidYear PEIMS Submission. 

Shared Service Arrangement fiscal agents should send expenditure reports to each SSA member district showing the 033 DISTRICT FINANCE DATA – SHARED SERVICES ARRANGEMENT ACTUAL record reporting that will be done on behalf of that SSA member district.

Creating Ad Hoc Reports – Finance Report Center – Actual MidYear

NOTE: The year will indicate the year occurred, not the year it was reported to PEIMS.

Example: The 2021-2022 Mid Year PEIMS data will display under the 2020-2021 year.

The Finance Report Center (Ad-Hoc) is a query tool of the raw Actual PEIMS data.  The only business logic applied is when you utilize the Object filter.  If you do not filter on Object codes, there is no logic of revenue to expenditure, etc. applied to the query results.

Object Filter options:

 

• Actual – Mid Year PEIMS

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

            Criteria 2 = “Function” + filter “11”

            Criteria 3 =  “Object” + filter “Expenditures”-6100 (payroll)

Best Practices :

• Agree General Fund Expenditures by Function to the Statement of Revenues, Expenditures & Changes in Fund Balances.  

•  For each Major Fund group (column), agree:
  1. Revenue by type (57XX, 58XX, & 59XX),
  2. Expenditures by Function,
  3. Excess (deficiency) of Revenues over Expenditures,
  4. Other Financing Sources (Uses),
  5. Net Change in Fund Balances, and
  6. Fund Balances – Ending
• to the Statement of Revenues, Expenditures & Changes in Fund Balances
• For each Major Fund group (column), agree Fund Balance amounts and classifications to the Balance Sheet, Governmental Funds.

• Check this comparison to prior year; be sure to explain any major increases/decreases
• Dig Deeper? NOTE: IF there are combining statements:
• PDM2-100-003 – For each Fund Group number (1XX, 2XX, etc.), agree:

1. Revenue by type (57XX, 58XX, & 59XX)
2. Transfers in and Transfers Out
3. Other Resources and Other Uses
4. Expenditures by Function group

• For Food Service and Debt Service (Actual Amounts), agree:
  1. Revenue by type (57XX, 58XX, & 59XX),
  2. Expenditures by Function
  3. Net Change in Fund Balance
  4. Ending Fund Balance

Compare the amounts reported in Mid-Year PEIMS for member districts in any SSAs for which the LEA was the fiscal agent and compare it to the Notes to the Financial Statements. 

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