This workshop will assist in ensuring accurate coding of student attendance with an emphasis on maximizing funding by reviewing data to be reported in PEIMS.  Utilization of Validation and Custom reports to discover data anomalies and best practices.

System Log In Screen  

Preferred Browser-Chrome version 44 or higher 

Forgotten Username / Password
For assistance with the URL, your user username or password, please contact the OnDataSuite Administrator for your LEA.

Attendance data comes from the PEIMS SUMMER interchange files, however other data that affects funding can come from the FALL PEIMS TSDS interchange files.

Locate the “File Center” on the black menu bar at the top of the screen. Select “Data Sources” and PEIMS – TSDS tab.

• Scroll toward the bottom of the screen to verify the current year PEIMS Summer and Fall files have been loaded.
  • Current year Preliminary files should be loaded until the Submission is Final.
  • File center accepts
    •  PEIMS TSDS interchange files (perfered) extracted from the SIS or edm(zipped or unzipped)
    • CVS retrieve data from TSDS

 

• BEST PRACTICE: Keeping data current is key to accurate reports. Please contact your OnDataSuite Administrator if a “fresh” file needs to be loaded. 
• Load multiple Summer PEIMS files, if desired…
  • One for “Edits Only” – for PEIMS TSDS Business Rule review
  • Another for end users – “Load Data Only”.

 

Click on the file to open and confirm what data loaded/not loaded.

If the interchange is not loaded, or there is not data in the interchange file, then the “Not Found” message will display.

NOTE: Upload must contain dependency file – Student Program Interchange

InterchangeStudentProgram

Student Program

TSDS Rules ( aka-Edits) – located on Blue Menu Bar

• Must have access to see SSN’s to view edits/TSDS Rules.
• Only xml files will trigger edits- CSV files do not.

 

Use Navigator tool- black box/left- to find “Summer PEIMS”

• Scroll down to the “Attendance” Interchange files

• Click on Fatal Counts (red), Warnings (yellow) and/or Specials ( blue) to view the Business Rules

• Select the hyperlinked Business Rule to view the list of students. (Edit Count)

• • Option to “Export to Excel” via Tools.
    • Use TX Unique ID to locate students in SIS (source) and make changes.

 

OnDataSuite Admin can set up Business Rules notifications/exclusions to district/campus users.

• (2) Site Settings
  • (3) TSDS Business Rules Notifications

 

• • (4)TSDS Business Rules Exclusions

Select the Subtab/ Days Membership to locate a count of days.

• Check Days Membership by Special Programs

• Check Total Days Absent
  • Drill-down and sort student list by “Total Days Absent” column to see high to low range (click arrow twice).
  • NOTE: Student detail access needed to “drill down” to view student list.

• Check Total Ineligible Days
  • Drill-down and sort students by grade level to investigate possible reasons for ineligible coding
    • PK students – served but do not qualify for $$.
    • KG students who are not yet 5 as of September 1st but were allowed to attend
    • Higher grade levels expelled for disciplinary mandatory reasons to JJAEPs

Select Campus Student subtab to locate ADA/Attendance Rates.

Compare Campuses:

NOTE: Hover over titles to activate the pop up definition of each.

Click on links to drill down to the student list. (student detail access required)

• Attendance percentage by reporting periods
• District and campus goals set by administrator
  • Green-goals met
  • Red with Flag-goals not met
• Trend arrows indicate increased or decreased absences from the prior six weeks.

NOTE: Graph at bottom can be set to display attendance only if desired.

 

BEST PRACTICE:

Set Attendance Goals to match amounts allocated for funding. If short falls occur, budget amendments could be necessary.

View student profile by:

• Option 1: Clicking on the “Student ID” or “View Profile” (left column hyperlink) on a student list
• Options 2:  Use “Search” on the top black menu bar

 

• Student Information>Overview tab
  • Attendance Rate graph displays attendance information from most recent summer PEIMS file loaded. Goals set by ODS Admin.

 

• Summer PEIMS / Attendance & Discipline
  • NOTE: Toggle Attendance Details link
• 

 

• Summer PEIMS / Attendance
• 

 

• Summer PEIMS / CTE Attendance
• 

 

• Summer PEIMS / SPED Attendance

Create Attendance related charts/graphs by Adding Widget / PEIMS / Attendance.

Click on the graph to drill down to the report.

Select the “Student” tab to see PEIMS Student Data Validation reports

 

Run Discipline Validation Report highlighted below.

• • NOTE:
    • Students who have been assigned to a disciplinary setting in which attendance is taken, may receive funding when student is present.
    • Maximize funding by ensuring that all attendance is accurately reported for student in a discipline assignment.
    • IF Students who are Expelled to “street” or OSS, are present during attendance taking time, attendance/funding can be counted. (Example: 1/2 day OSS)

Review the attendance/funding reports in folders below.

• 

• HB3 Funding – is moving under the FINANCE blue menu tab.