This training is focused on the reporting in OnDataSuite designed to assist with monitoring and/or completing the Summary of Finance (SOF) template.  Use these reports to track Fall and Summer PEIMS data reporting impact on funding throughout the school year.  

• Getting Started – Login, verify data available
• Finance  –  Summary of Finance (SOF) Reports
  • Comptroller Property Reports
  • Student Funding Detail Reports
• Coming Soon:
  • Support – Pre-Release Reports – Summary of Finance – Student Data Summary
  • HB3 Outcome Bonus (CCMR)
• Support/Training

STEP 1:  Log in to your OnDataSuite Account and verify account permissions

 

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.

 

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Step 2: Verify data is available.

File Center/ Data Sources –

NOTE: If any of the files are missing, or data is missing from the files, the reports will still generate but have incomplete, inaccurate or no data.

• Current Year – May be loaded prior to submission date and then after resubmission, ensure final file that went to TEA is uploaded.
• Historical- if new to ODS, prior year PEIMS files would need to be loaded.

• • Fall PEIMS 
  • Summer PEIMS

 

 

For a summary of what PEIMS files are required for each of the Summary of Finance –  Student Funding Data Reports – reference the KB article What files are needed for the SOF/HB3 Funding reports to populate for current year?

 

Reports are designed for CFO/Business Manager access in Finance.

*Note Finance user will need Finance and Student Aggregate Total permission.

Student Profile Detail permission is not required to generate these reports as a Finance user.

With Student Profile Detail permission – user is able to drill down into individual student records when drill down is available.

Without Student Profile Detail permission – user will see total student counts, ADA, etc.  However there will be no hyperlink to drill into the data.

Two Property Summary reports provided are based upon the publicly posted data from the State Comptroller’s website.  https://comptroller.texas.gov/taxes/property-tax/pvs/#skip-scroll

 

• ODS loads this data as it becomes available (typically in August time frame for prior year).   **Note – 2021 information being loaded week of Nov.28, 2022
• LEA does not load these files into ODS.
• The information for your LEA from each appraisal district and each year is combined into a single report view by either:

Property Type Summary

 

Property Value Summary

 

Both reports default to All County Appraisal Districts and All Years of data loaded.

Both reports have a filter by Appraisal Districts, allowing you to look at a single appraisal district totals as they apply to your LEA if you cover multiple appraisal districts.

 

 

The Student Funding Detail Reports are combined by type of student data (ADA, FTE, Counts, etc) to aid in data entry on the Summary of Finance templates as provided by:

TEA – State Funding – District/Charter Planning Tools – State Aid Template 2022-2025

OR

State Summary of Finance Template Region 13 – Omar Garcia (BOK Financial Securities)

 

 

Initial reporting in ODS was based upon  2019 HB3 legislative funding changes and the reports were rolled out as Student – HB3Funding reports.   As HB1525 and other legislation has impacted School Finance funding and new reports are developed, the complete set of SOF related reports is located in Finance – Summary of Finance (SOF) Reports – Student Funding Detail Reports.  

The HB3 reports currently remain linked in Student – HB3 Funding, however, no new SOF related reports will be linked in this area. 

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

• Report Info located under “Tools” include:
  • 2022-2023 updates reflect the default assignment to Tier 5 for Homeless students that qualify for Comp Ed and Residential Placement Facility – parents outside district and student is without disability that qualify for Comp Ed .
  • All other counts reflected are based upon the student’s Fall PEIMS Census Block Group number reported.
    • 2 Fall PEIMS Fatal edits will also impact whether students are on this report or not. 40100-0190 and 40100-0191.

 

• Default report view is by Grade level
  • Note report filters by Year, Campus, Grades AND Focus List

 

• • Toggle to Campus Summary view  (this is the view that matches the TEA SOF Comp Ed Details view).

 

Numerous reconcilation resources are available. 

Report Notes

Compensatory Education Funding – Fall PEIMS  (10/18/2022) recorded webinar and Handout available under Support – Training – Webinars – Past.

 

Fall Potential Compensatory Education – Census Tiers Miscoding   *New Report in Support – Pre-Release (due to be published to Student Data Validation week of Nov. 29, 2022).

HB3 ADA Summary – (Summer PEIMS required)

This report compiles the individual Student Custom ADA reports by funding area.  ** Individual ADA reports are available in Student – Average Daily Attendance (ADA) Reports.  This report pulls in all the areas of ADA reporting into a single HB3 report. 

Sections include:

• 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 – Dual Language/One Way/Two Way
• Early Education Refined ADA – District Summary
  • K-3 Eco Dis:
  • K-3 LEP:
  • Total: sum of K-3 Eco Dis and K-3 LEP rows for total student funding count.  *Note: students may be duplicate counted in both rows.

• Public Ed Grant (PEG) ADA – District Summary:  
• Residential Placement Facility ADA District Summary

 

** Note Filters:   Year, Campus, Instructional Tracks and Focus List.

Toggle Student Count – displays number of students contributing to the respective ADA calculation.

 

HB3 Student Count – Dyslexia Services 

•  Summer PEIMS file must be loaded that includes Dyslexia Services Code
  • Counts include an unduplicated Student count, as students may report more than one Dyslexia Service Code.

• 01-Receiving Services for Dyslexia and related disorder:  count of students reported only with code 01.
• 02 – Receiving instruction that meets applicable dyslexia program criteria: count of students reported only with code 02.
• 03 – The student is permitted, on basis of having dyslexia or related disorder, to use modifications: count of students reported only with code 03.
• Students with two or more Dyslexia Service Codes (01, 02, 03):  count of students reported with more than one Dyslexia Service Code during the year.
• Total: Unduplicated count of students reported as receiving Dyslexia or Related Order Services.  This is the final count for the HB3 funding.

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 – Instructional Setting groups by Six weeks and Refined Total per SOF template grouping.
• Career and Technical Education –Updates per HB1525 to report based upon Funding Tiers assigned to CTE Service ID.
  • 2022-2023 CTE Service ID to Tier Mapping is current pending any updates from TEA.
• Career and Technology Incentive reporting – HB1525 deleted $50 per FTE/student allotments on students in 2 or more advanced CTE courses for 3 or more credits and continues allotment on P-Tech and New Tech students only.
  • Students enrolled in a P-Tech Campus (Fall PEIMS Snapshot count)  *Known Issue to address. 
  • Student enrolled in a New Tech Campus (Fall PEIMS Snapshot count) * Known Issue under review. 
• Pregnancy Related Services – by Instructional Tracks by Six Weeks/ Refined Total

 

**Known Issue with The CTE Incentive Reporting on P-Tech and New Tech students.   ETA to resolve January 31, 2023. 

This report provides Student data specific to the HB1525 funding regarding Gifted and Talented (GT) allotment as of 2021-2022.

The allotment was re-instated allowing up to 5% of the LEA’s ADA to receive a G/T allotment for G/T students served.  https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/gifted/talented-gt-funding

• Student Count: Participating in Gifted/Talented Program – count of students reporting participating (1) in Gifted-Talented-Indicator-Code for Summer PEIMS
• The remaining three columns are valid and calculated at the District Summary level only. Per the HB1525 guidance: Not more than five percent of an LEA’s students in ADA are eligible for G/T Funding
  • Current Year Refined ADA (Total Student Population) – Sum of all six-week periods ADA, divided by Number of Reporting Periods, and rounded to 3 decimals.
    • (Total Eligible Days Present First Six Weeks / Number Days Taught First Six Weeks) +
    • (Total Eligible Days Present Second Six Weeks / Number Days Taught Second Six Weeks) +
    • (Total Eligible Days Present Third Six Weeks / Number Days Taught Third Six Weeks) +
    • (Total Eligible Days Present Fourth Six Weeks / Number Days Taught Fourth Six Weeks) +
    • (Total Eligible Days Present Fifth Six Weeks / Number Days Taught Fifth Six Weeks) +
    • (Total Eligible Days Present Sixth Six Weeks / Number Days Taught Sixth Six Weeks) = Total Result
    • Total Result / Number of reporting periods with values = Refined ADA Total
  • G/T Funding Limit: 5% of Current Year Refined ADA – 5% times Current Year Refined ADA . This is the maximum student count for G/T Funding limit.
  • Student Count: G/T Funding – This is the actual student count eligible for G/T Allotment Funding.
    • If the Student Count: Participating in Gifted / Talented Program is greater than G/T Funding Limit: 5% of Current Year Refined ADA
      • set the funding count to G/T Funding Limit:5% of Current Year Refined ADA;
    • If the Student Count: Participating in Gifted / Talented Program is less than or equal to G/T Funding Limit: 5% of Current Year Refined ADA
      • set the funding count to Student Count: Participating in Gifterd/Talented Program.

The Preview Next Year Census Tiers report has meaning from April – August each year AFTER TEA releases the NEXT YEAR Census Tier Mapping.

For full details on when and how to use this report – refrence the KB article When do I use the Preview Next Year Census Tiers report?

Details on the report are outlined in the Report Notes Preview Next Year Census Tiers.

Ex:  Report below is based upon the 2022-2023 Fall PEIMS Census Block Group data and since there is no 2023-2024 TEA Census Block Group Mapping update, ALL Census Block Groups will default to Tier 1 (invalid).

The Homeless and Residential Placement Facility (Tier 5) columns reflect the same data as they do for 2022-2023 since there is no Census Block Group reported on these students.

The Grand Total of students reflected is 4,829 which matches the current year (2022-2023) HB3 Comp Ed Grand Total.

After TEA postes the 2023-2024 Census Block Group Mapping (sometime mid-late March 2023), this report will then update all the default Tier 1 students to the respective tier based upon the next year mapping for a projection of impact to SCE.  It is ONLY a “what if”.

A Beta version of the first phase of a Summary of Finance – Student Data Summary report is in Pre-Release.

Support – Pre-Release Reports – Summary of Finance – Student Data Summary

 

Summary: This report is intended to provide a single report view of the Student PEIMS Data required for completion of the Summary of Finance(SOF) templates: TEA State Aid Template 2022-2025 or Omar Garcia’s SOF template

Usage: Use aide to review and complete the student inputs for the Summary of Finance (SOF) templates.  The report layout follows the TEA State Aid Template which closely aligns to Omar’s template.   The report is a monitoring tool for current year projections as of latest required data sources loaded in ODS.  A 2 year view is provided for tracking last year to current year changes.

No drilldowns are provided on this report layout.  For additional analysis with filters and drilldowns, utilize the Finance : Summary of Finance (SOF) Reports – Student Funding Detail Reports for the respective data set.

 

**Release ETA – January 2023 pending corrections and updates.

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New Reporting to assist with tracking and estimating the CCMR Outcome Bonus projections for funding is in design and development stage.

Current target is to release first phase January 2023 .

This particular funding resource report incorporates external supplemental reporting as not all data for determining these student counts is reported through PEIMS.

• CCMR Outcome Bonus Data Sources (TEA)

 

Reference the CCMR in Accountability vs CCMR in Outcome Bonus resources for details on the more stringent requirements to meet the funding Outcome Bonus criteria.

 

The CCMR Outcome Bonus is paid annually to LEA’s whose graduates EXCEED a certain percentage threshold in three sub-populations: 

• Economically Disadvantaged : ($5,000 per student above the threshold)
• Not Economically Disadvantaged: ($3,000 per student above the threshold)
• Special Education : ($2,000 per graduate enrolled in special education)  * student also in either Eco Dis or Not Eco Dis count- only student that could potentially get duplicate CCMR OB funding

Thresholds established and do not change annually: 

Eco Dis : 11%

Not Eco Dis: 24%

Special Ed:  No threshold

 

The 2022-2023 CCMR Outcome Bonus funding will be based upon the 2021 Annual Graduates.   Sample CCMR Outcome Bonus Data Processing Timeline from TEA.

Support > Training > Webinars

• • Register for upcoming sessions (Future – default to top of the list)
  • View previous recorded sessions and Handouts (select Past filter and use Keyword Search or scroll to recording and Handout)

 

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Ticket (upper right on blue menu bar)  OR Support > Ticket System>Submit Ticket

Use the Ticket System to enter a question, problem or feature request with detailed description.

As you type in the Subject box, the Knowledge base search results display to the left and potentially answer you are looking for.

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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HELP  – opens the Knowledge Base

Use to search for assistance on the entire OnDataSuite System.

 

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Local ODS Administrator support

To identify your local ODS Administrators , use the My Account – Administrator List report for details on who you might contact for assistance with loading files or account access and other general system questions.