submitting idea 618 data to edfacts: pacific entities workshop september 8, 2014

Submitting IDEA 618 Data to EDFacts:Pacific Entities WorkshopSeptember 8, 2014

WHAT’S NOT WORKING FOR YOU?

WHAT’S WORKING FOR YOU?

Agenda• What are the expectations related to submitting the 618 data? • How to check if you submitted timely 618 data• How to check if you submitted complete 618 data• How to check if you submitted accurate 618 data• Communication about the 618 with OSEP• Tips and Reminders

WHAT ARE THE EXPECTATIONS FOR THE 618 DATA SUBMISSIONS?

OSEP Review• Timeliness• Are the data in by the due date?

• Completeness• Are all file specifications submitted?• Are all category sets, subtotals, and totals submitted?• Do data match our metadata sources?

• Accuracy• Do data meet our edit checks?

The Data Review Process• System closes on the due date for a “snapshot” of the data;

snapshot is used for OSEP’s review• OSEP reviews the snapshot data for timeliness, completeness,

and accuracy• Once review is complete, OSEP posts a Data Quality Review

Report to each State’s individual OMB Max webpage• State reviews report and begins preparing for reopen period• States may resubmit or provide a data note during reopen

period (approx. 1 month)• OSEP reviews data notes and/or resubmissions

SUBMISSION OF 618 DATA: ESS AND EMAPS

What is ESS?

• The EDFacts Submission System is a file submission application. This system is maintained by U.S. Department of Education and allows states to submit data files containing all types of EDFacts data.

• ESS allows states to :• Submit files• View record of submissions• View data• View error reports

IDEA Files submitted to ESS• C002 – School Age• C004 – Not Participating in

Assessment• C005 – Removal to IAES• C006 – Suspensions/Expulsions• C007 – Reasons for Unilateral

Removal• C009 – Exiting• C070 – Special Education Teachers• C088 – Disciplinary Removals• C089 – Early Childhood

C099 – Related Services PersonnelC112 – Special Education ParaprofessionalsC143 – Total Disciplinary RemovalsC144 – Educational Services During ExpulsionC175 — Academic Achievement in Mathematics C178 — Academic Achievement in Reading (Language Arts) C185 — Assessment Participation in Mathematics C188 — Assessment Participation in Reading/Language Arts

What is EMAPS?The EDFacts Metadata and Process System (EMAPS) is a Web-based tool used to provide SEAs with an easy method ofreporting and maintaining information on state policies, plans, andmetadata in order to aid in the analysis of data collected.

IDEA Section 618 Data Submitted via EMAPS• 618 Data:• Part C Child Count and Settings• Part C Exiting• Part C Dispute Resolution• Part B Dispute Resolution• Part B MOE Reduction & CEIS

• Metadata for 618 Data:• SSS-IDEA• EMAPS Assessment Survey

HOW DO I KNOW MY DATA SUBMISSION WAS TIMELY?

Tools to Check the Timeliness of the Data Submission

• For Data Submissions to ESS:• File Format Checker• Transmittal Status Report• Education Unit Profile• For Data Submissions to EMAPS• Automated Confirmation Email• Access to an HTML report

File Format Checker• What is it?• Provides descriptions of errors in the Header and by file row

number• Requires Strawberry Perl programming language• Only flags format errors• Available by request from PSC

• How should I use it?• To determine if the file you built has any fatal flaws that will

prevent the file from uploading into the EDFacts Submission System

Transmittal Status Report• What is it?• A report in ESS that provides information on the files that have

been submitted to the EDFacts Submission System

• How should I use it?• To confirm that the transmittal of your data files to the EDFacts

Submission System was successful• Documentation of the date and time when you submitted the

data file to the EDFacts Submission System

Activity: Transmittal Status Report• Log into your account in ESS https://eden.ed.gov/EDENPortal/

• Click on the ESS link, a drop down menu will appear• Select ‘Transmittal Status Report’• On the Transmittal Status Report page, select a date on or after

9/1/2013.• Select your entity’s name.• Select school year 2012-2013.• Select file specification N/X006 and click “Go.”• Identify whether the transmittal was OK on the SEA file.

The Education Unit Profile• What is it?• A report in ESS that provides information and access to the

counts that were submitted to the EDFacts Submission System by the entity

• How should I use it?• To confirm that the detailed, subtotal, and grand total counts you

submitted to the EDFacts Submission System appear correct in the system

• Documentation of the counts that were submitted as well as the date and time

Activity: Education Unit Profile• Log into your account in ESS https://eden.ed.gov/EDENPortal/

• Click on the ESS link, a drop down menu will appear• Select ‘Educational Unit Profile’• On the Education Unit Profile page, select 2012-2013 and click

‘Go’• The next screen displays your entity’s name. Click the red text.• Now you see a listing of all files submitted by your entity. Select

IDEA Part B Exiting – C009• On the next screen, select ‘See Data’• To view aggregation containing ‘Age (Exiting), Basis of Exit,

Disability Category (IDEA)’ and select ‘See Data’

Automated Confirmation Emails from EMAPS• What is it?• Emails sent from the EMAPS system to person who submitted the

data (usually the data manager for the 618 data collections)

• How should I use it?• If you receive a confirmation email from EMAPS, you have

successfully submitted your data to the system.

Access to HTML & Year to Year Reports• What is it? • Final HTML (or data file, for MOE Reduction & CEIS) reports provide a

summary of your data submission – including reported counts, percentages, edit checks, and comments/ data notes.

• Year-to-Year reports provide a comparison between counts submitted in the current and previous year.

• How should I use it? • If you can access an HTML in EMAPS, you have successfully submitted

your data. • HTML reports include the date and time the data were submitted to EMAPS.

• If you have access to a final data file report in MOE Reduction & CEIS, you have successfully submitted your data.

• If you have a Year-to-Year Report in your Report Repository in EMAPS, you have successfully submitted your data.

Scenario• OSEP identifies your Part B Child Count and Educational

Environment data were not submitted on time. According to OSEP’s records, you never submitted the SY 2012-13 Child Count and Educational Environment data. They have evaluated your data as not being timely.

• But you know you submitted the Child Count and Educational Environment data prior to the due date.

• How do you confirm that you successfully submitted the data prior to the due date?

• How do you provide OSEP documentation of your successful transmission of the data?

Scenario• OSEP identifies your Part B or Part C Dispute Resolution data

were not on time. According to OSEP’s records, you never submitted the SY 2012-13 Dispute Resolution data. They have evaluated your data as not being timely.

• But you know you submitted the Dispute Resolution data prior to the due date.

• How do you confirm that you successfully submitted the data prior to the due date?

• How do you provide OSEP documentation of your successful transmission of the data?

Scenario• OSEP informs you that you did not report subtotal counts in

your SY 2012-13 Personnel data submission to EDFacts and they have evaluated your data submission as incomplete.

• But you know you submitted the subtotals for the SY 2012-13 Personnel data.

• How do you confirm that you successfully submitted the subtotals for the SY 2012-13 Personnel data?

• How do you provide OSEP documentation of your successful submission of these subtotals?

HOW DO I KNOW MY DATA SUBMISSION WAS COMPLETE?

Tools to Check the Completeness of the Data Submission

• For data submissions to ESS:• EDFacts OSEP Pre-Fill Reports• SSS-IDEA

• For data submissions to EMAPS:• HTML Reports• MOE Reduction and CEIS data file

EDFacts OSEP Pre-Fill Reports• What are they?• Reports available in the EDFacts Reporting System that display your

state’s data submission in an easy to read format (similar to the display of data in the legacy Data Transmission Spreadsheets (DTS)).

• How should I use them?• Review the EDFacts OSEP Pre-Fill Reports to determine if data was

submitted as you expected…• Does your data submission look complete?• Are there only empty cells where appropriate?• Are the expected counts appearing in the expected reporting

categories? • Are subtotals and grand totals in the data submission? • Are zeros reported in the appropriate categories?

Activity: EDFacts OSEP Pre-Fill Reports• Log into ERS• Click on IDEA tab• Select OSEP002• On the following screen, select 2012-13 and click Run report• Is your data submission complete?• Identify if you have any blank cells.• Identify why you have blank cells.

• Should a count be reported in the blank cell?• Is the blank cell in a reporting category that is applicable to your

entity?

SSS-IDEA • What is it?• State supplemental survey (SSS) – IDEA is an online survey tool to

collect meta-data on the reporting categories that are applicable to a state or entity.

• Collected/ updated annually in EMAPS.

• How should I use it?• Compare the responses to your SSS-IDEA to the EDFacts OSEP

Pre-Fill Reports to determine if you have reported counts in all the applicable cells for your entity.

• Confirm that every reporting category that is applicable to your entity is represented by a count in the pre-fill reports.

• Confirm that every reporting category that is NOT applicable to your entity is represented by a blank cell in the pre-fill reports.

Activity: SSS-IDEA Survey Report in EMAPS

• Open EMAPS at the following link: https://EMAPS.ed.gov/suite/apps

• Enter your user name and password• On the Homepage, click the link to the ‘State Supplemental

Survey- HTML Reports’• Select your entity’s folder• Open the latest version of your entity’s SY2013-14 SSS IDEA

Report• Save the report to your desktop.

Activity: Compare SSS- IDEA Survey to OSEP002• We have now opened the SSS- IDEA survey report as well as

the OSEP002 report.

• You can compare the two documents to ensure that the values align.• Do the data and the responses to the SSS-IDEA align for the ages

at which a student can graduate with a regular high school diploma?

• Do the data and the responses to the SSS-IDEA align for whether a student can receive a certificate?

HTML Reports in EMAPS• What is it?• A summary of the data reported on the data entry pages for that

collection, including the counts, percentages, information on edit checks, and comments/ data notes.

• How should I use it?• Review the HTML report to determine if you reported counts for

all reporting categories at are applicable to your entity. • Confirm that NA is reported for categories that are not applicable to

your state. • Confirm that M is only reported for a category if the reporting

category is applicable to the entity and you did not/ could not report a count for it.

Activity: HTML Reports• Log into EMAPS (https://EMAPS.ed.gov/suite/apps )• Go to Reports Repository. • Click on your entities folder.• Click on the Dispute Resolution folder. • Open the most 2012-13 Dispute Resolution • Did you have a complete submission? • Did you report counts in all cells that are applicable to your

entity? • Did you report NA for any categories? Are those categories not

applicable to your entity? • Did you report M for any categories? Are those data really

missing?

MOE Reduction and CEIS Report in EMAPS• What is it?• A summary of the MOE Reduction and CEIS data file uploaded and

submitted to the EMAPS system.• Includes auto-calculated figures such as percent of funds reserved

for CEIS. • Includes information about whether any of the data submitted

triggered any warnings. • How should I use it?• Review the data file to determine if you submitted information for

all reporting categories that are applicable to the entity. • Confirm that NA is reported for categories that are not applicable to

your state. • Confirm that M is only reported for a category if the reporting

category is applicable to the entity and you did not/ could not report a count for it.

Activity: MOE Reduction and CEIS Report• Log into EMAPS (https://EMAPS.ed.gov/suite/apps )• Under the Reports and Files on the right side of the EMAPS

Home page, click on the MOE & CEIS folder. • Click on your entities folder.• Click on the Reports folder. • Open the 2012-13 MOE & CEIS Report • Did you have a complete submission? • Did you report information for all cells that are applicable to your

entity? • Did you report NA for any categories? Are those categories not

applicable to your entity? • Did you report M for any categories? Are those data really

missing?

Scenario• OSEP informs you that you did not submit a complete set of

data for the SY 2012-13 Part B MOE Reduction and CEIS collection (or the 2012-13 Part C Exiting collection). The data quality report noted that you had missing counts for a number of data elements in the submission.

• But you know you submitted a complete set of data for the SY 2012-13 Part B MOE Reduction and CEIS data collection/ 2012-13 Part C Exiting data collection.

• How do you confirm that you successfully submitted a complete set of data for the 2012-13 Part B MOE Reduction and CEIS/ Part C Exiting collection?

• How do you provide OSEP documentation of your successful submission of these data?

Scenario• OSEP informs you that you did not submit a complete set of

2012-13 Discipline data. The data quality report noted that you had not report counts for all the disability categories that are applicable to your entity.

• But you know you submitted a complete set of data for the 2012-13 Discipline data collection.

• How do you confirm that you successfully submitted counts in the applicable reporting categories for your entity?

• How do you provide documentation of your complete submission of these data?

HOW DO I KNOW MY DATA SUBMISSION WAS ACCURATE?

Tools to Check the Accuracy of the Data Submission

• For data submissions to ESS:• EDFacts Error Submission Reports

• Errors & warnings (including year to year changes)

• For data submissions to EMAPS:• Warnings and Errors on Summary Page & HTML Reports• MOE Reduction and CEIS data file• Year-to-Year Reports

Submission Error Report• What is it?• Provides a detailed summary of post-submission errors• Provides access to the Match Error Report and Summary Report• A description of the specific edit (error) may be found by

referencing the EDFacts Business Rules Guide

• How should I use it?• To determine whether data submission to the EDFacts

Submission System have violated edit checks.

Activity: Opening Submission Error Report• Pull up your Submission Error Report for School Age Child

Count in ESS• Log into ESS• Select ESS from the dark blue menu list. • From the drop down menu, select Submission Error Report• Select 2012-2013• Click Go• Check to see if you have any submission errors or warnings for

your submission of the School Age Child Count data file

Summary Screens & HTML Reports

• What are they?• A summary of the data reported on the data entry pages for that

collection, including the counts, percentages, information on edit checks, and comments/ data notes.

• How should I use them?• Review the summary screen & HTML report to determine if the

counts you submitted violated any edit checks.

Activity: HTML Reports & Edit Checks• Log into EMAPS (https://EMAPS.ed.gov/suite/apps )• Under the Reports and Files on the right side of the EMAPS

Home page, click on the Dispute Resolution (for Part B) or IDEA Part C folder.

• Click on your entities folder.• For Part C, click on the Part C Child Count and Settings folder.

• Open the most recent 2012-13 data file.• Did you have an accurate submission? • Do any edit checks appear at the bottom of our HTML report?

MOE Reduction & CEIS Report

• What is it?• A summary of the MOE Reduction and CEIS data file uploaded

and submitted to the EMAPS system.• Includes auto-calculated figures such as percent of funds

reserved for CEIS. • Includes information about whether any of the data submitted

triggered any warnings.

• How should I use it?• Review the final data report to determine if the information you

submitted triggered any warnings.

Activity: MOE & CEIS Report & Warnings

• Log into EMAPS (https://EMAPS.ed.gov/suite/apps )• Under Reports and Files on the right side of the EMAPS Home

page, click on the MOE & CEIS folder. • Click on your entities folder.• Click on the Reports folder. • Open the most 2012-13 MOE & Report • Did the information you submitted trigger any warnings?• If so, is the information submitted accurate?

• If so, please provide an explanation for the information that triggered the warning.

Year to Year Reports in EMAPS• What are they? • Reports that compare the counts reported for the current and

previous year of a particular data collection.

• How should I use them?• Review the Year to Year Reports in EMAPS to determine if large

changes have occurred in the counts reported this year compared to the previous year.

Activity: Year to Year Reports in EMAPS

• Log into EMAPS (https://EMAPS.ed.gov/suite/apps )• Click on Reports Repository• Click on your entity’s folder.• Click on the Part B Dispute Resolution or Part C Exiting folder. • Open the Year to Year Report for the 2012-13 data collection.

Reminder• For 618 data submission to ESS:• Not all edit checks are included in ESS• Make sure to review your data submission to determine if it

violates these edit checks

Scenario• OSEP informs you that you did not submit accurate data for

the of 2012-13 IDEA Assessment collection. The data quality report noted that the data submission did not meet the edit checks.

• But you know you submitted accurate data for the 2012-13 IDEA Assessment data collection.

• How do you confirm that you submitted accurate data?• How do you provide documentation that your data

submission as accurate?

Scenario• OSEP informs you that you did not submit accurate data for

the of 2012-13 Part C Child Count and Settings collection. The data quality report noted that the data submission did not meet the edit checks.

• But you know you submitted accurate data for the 2012-13 Part C Child Count and Settings data collection.

• How do you confirm that you submitted accurate data?• How do you provide documentation that your data

submission as accurate?

COMMUNICATION ABOUT 618 DATA WITH OSEP

OMB Max• What is OMB Max?• Online communication tool between OSEP and the states

• How should I use it? • Log into OMB to:

• Access data quality reports from OSEP• Access data notes form• Post/submit data notes to OSEP• Access other resources and materials related to the 618 data

Data Quality Reports• What are they?• OSEP communicates the results of their evaluation of a state’s

submission of the 618 data via the Data Quality Reports. • The reports provide information on whether OSEP considered the

data submission:• Timely• Complete• Accuracy

• DQR are only available on OMB Max

• How should I use them?• Address any concerns identified in the data quality report in your

resubmission of the data or in a data note.

Activity: Data Quality Reports• Sign into OMB Max (https://max.omb.gov/maxportal/ )• Look at the data quality report for the 2013 Child Count data submission• Make sure you are a Watchers for your entity’s page• Who has security rights on their page

OSEP Year to Year Reports• What are they?• Goal is to highlight large changes in counts between years

• Helps to identify possible data errors• Data notes on the changes can help users better understand the

data

• Utilized a 20/20 rule for subtotals• Based on a percent change calculation for two most recent years

• How should I use them? • Review to determine verify if the counts submitted are correct.

• If counts are correct, explain why large increase or decrease occurred from the previous year in a data note.

Activity: Year to Year Reports• Log into OMB Max (https://max.omb.gov/maxportal/ )• Click on the OSEP Data Quality Review and Collaboration

page. • Click on the Part B or Part C Main page.• Click on your entity.• Open the November Year to Year Changes Excel file. • For any large data changes from the previous year, determine

if the counts submitted are correct. • If counts are correct, explain why large increase or decrease

occurred from the previous year in a data note.

Data Notes Form• What is it?• A form for states to complete when they are submitting data

notes about the Section 618 data to OSEP.• Form is available on OMB Max.• Completed forms should uploaded by the state to their page on

OMB Max.

• How should I use it?• If OSEP has requested that a data note be submitted, fill out the

form with information to address OSEP question or concern and upload it to OMB Max.

• If you would like to provide additional information about your data submission, fill out the form with this information and upload it to OMB Max.

Scenario• What should you do if you receive this data quality report is

posted on your state’s page on OMB Max?

Scenario• What should you do if you receive this Year to Year Changes

report is posted on your state’s page on OMB Max?

PSC Communication• PSC Support Update - Distributed once a week. Sent to EDFacts

Coordinators and IDEA Part B Data Managers. Contains information on upcoming collections, webinar announcements, updated guidance and a file due date reminder. PSC’s main vehicle for distributing news to states

• Broadcasts- The main form of communication on IDEA Part C collections. PSC sends broadcasts to IDEA Part B and IDEA Part C Data Managers. Broadcasts often contain reminders of collection openings and due dates as well as webinar invitations.

• Outreach - PSC also periodically conducts state specific outreach to address data issues in ESS.

• State Specific Emails- PSC may reach out to your state to address specific data issues or to facilitate a conference call with OSEP

EMAPS automated emails• Possible notifications during original submission period:• When the system is open• When data has been submitted• When there has been no account activity two week prior to due

date. • When data has been entered, but not submitted three days prior

to due date• If there are data errors in the submissions three days prior to due

date• Possible notifications during resubmission period:• Resubmission is required• The system has been reopened• Corrected data has not been submitted one week prior to close

of the reopen period• One week prior to the close of the reopen period

Scenario• You receive an automated email from EMAPS that says OSEP

has a data inquiry related to your submission of the 2012-13 Dispute Resolution.

• What should you do?

TIPS AND REMINDERS

Tentative Timelines For Data Note: Current year only

• 2013-2014 Exiting (B&C), Dispute Resolution (B&C), Personnel (B), Discipline (B)• Due Date: November 5, 2014• Reopen Period: May 11, 2015 - June 5, 2015

• 2013-2014 Assessment Collection• Due Date: December 17, 2014• Reopen Period: February 23, 2015 - March 6, 2015 (Matches CSPR)

• 2014-2015 Child Count/Settings (C); Child Count/Ed Environments (B) • Due Date: April 1, 2015• Reopen Period: June 8, 2015 - July 3, 2015

• FFY 2013 / 2013-2014 MOE & CEIS (B)• Due Date: May 6, 2015• Reopen Period: August 3, 2015 – August 28, 2015

Tentative Timelines For Metadata (Note: Current year only)

• State Supplemental Survey (SSS) – IDEA• Metadata for SY 2013-14

• Initial open – January 8, 2014 – January 28, 2014** (ALREADY OCCURRED)

• Reopen period – December 1, 2014 – December 12, 2014• Metadata for SY 2014-15

• January 2015 (TENTATIVE)• EMAPS Assessment Metadata Survey • Metadata for SY 2012-13

• Initial Open – July 15, 2014 – August 8, 2014 ** (ALREADY OCCURRED)• Reopen Periods • September 2, 2014 – September 12, 2014• December 1, 2014 – December 18, 2014• February 23, 2015 – March 5, 2015• April 13, 2015 – April 15, 2015

Who do I contact if I have a question….

PSC

EDFacts Partner Support Center (PSC)

Hours of Operation: 8:00 a.m.6:00 p.m. Eastern Standard Time (EST) -- Monday-Friday.

Contact informationTelephone: 877-457-3336 (877-HLP-EDEN)Fax: 888-329-3336 (888-FAX-EDEN)TTY/TDD: 888-403-3336 (888-403-EDEN)E-mail: EDEN_SS@ed.gov

THANK YOU.

QUESTIONS?