PA Software User Guide, FY 2014-15 - Principal Apportionment (CA Dept of Education)

Fiscal Year 2014–15

Principal Apportionment

Data Collection Software

Version 14.00

User Guide

December 2014

California Department of Education

School Fiscal Services Division

1430 N Street

Sacramento, CA 95814

Table of Contents

1.0 Introduction 1

1.1 Intended Audience 1

1.2 Related Documents 1

1.3 System Requirements 1

1.4 Document Conventions 1

2.0 Data Collection Software 3

2.1 COE Instructions 3

2.1.1 County Office of Education Entry Screens 5

2.1.2 County Program Charter School Entry Screens 6

2.1.3 Tax Entry Screens 6

2.2 School District Instructions 7

2.2.1 School District Attendance Entry Screens 8

2.3 Charter School Instructions 10

2.3.1 Charter School Attendance Entry Screens 11

2.4 SELPA Instructions 12

2.4.1 SELPA Entry Screens 13

2.5 County Auditor Instructions 14

2.5.1 County Auditor Taxes Entry Screen 15

3.0 Installing the Principal Apportionment Software 16

3.1 Installation Procedures 16

3.2 Setting Compatibility Mode 17

3.3 Version Checking 18

4.0 Basic Operating Procedures 19

4.1 Adding a New User 19

4.2 Logging On 22

4.3 Getting The Latest LEA Updates 23

4.4 Accessing Help 24

4.5 Navigating Main Menus 26

4.5.1 Main Menu Grids 26

4.5.2 Main Menu Commands 28

4.5.3 Selecting and Opening an Entry Screen 31

4.5.4 Selecting LEAs and Entry Screens for Printing and Exporting to an ASCII (Text) File 32

4.6 Entering Data 34

4.6.1 Entry Screen Commands 34

4.6.2 Entering Data into Single Record Entry Screens 36

4.6.3 Entering Data into Multiple Record Entry Screens 37

4.6.4 Switching Between Tabbed and Drop-Down Menus 39

4.7 Resizing Windows 41

5.0 Edit Check Reports 42

6.0 Correcting Data from a Prior Period 45

6.1 Corrected Period Main Menu 45

6.2 Correcting Data 47

6.3 Saving Data in P-2 and Annual Reporting Periods 49

7.0 Importing and Exporting 50

7.1 Importing Data Files 50

7.1.1 Importing ASCII Files 50

7.1.2 Importing Certified Data Files 52

7.2 Exporting Data Files 53

7.2.1 Selecting Data to Export 53

7.2.2 Exporting ASCII Files 54

7.2.3 Exporting Certified Data Files 55

8.0 Submitting Certified Data Files 59

8.1 Sending Certified Files to the COE 59

8.2 Uploading Certified Data 59

9.0 Printing Data 63

9.1 Printing Reports from an Entry Screen 63

9.2 Printing Reports from the Main Menu 63

List of Figures

Figure 1: Compatibility Mode Window 17

Figure 2: Sample Version Number On The Logon Screen 18

Figure 3: New User Screen 19

Figure 4: PASE Listserv Blank Email 20

Figure 5: Main Menu 22

Figure 6: Importing Data For Get Latest Screen 23

Figure 7: Help 25

Figure 8: Sample Entry Screen 31

Figure 9: Sample Notes Window 35

Figure 10: Sample Single Record Entry Screen 36

Figure 11: Sample Multiple Record Entry Screen 37

Figure 12: Sample Add New Record Screen 38

Figure 13: Sample Entry Screen After Adding A New Record 38

Figure 14: Entry Screen Tabs 40

Figure 15: Entry Screen Drop-Down Menu 41

Figure 16: Edit Check Process Message Box 42

Figure 17: Sample Edit Check Report 43

Figure 18: Main Menu Screen For Corrected Periods 45

Figure 19: Correction Reason Screen 48

Figure 20: Importing ASCII Data Screen 50

Figure 21: Importing Certified Data Screen 52

Figure 22: Export Certified Window 53

Figure 23: Export Certified Window With All Districts Selected 54

Figure 24: Sample Data Modification Window 58

Figure 25: Submit Datafile Window 60

Figure 26: Select Datafile to Submit Window 60

Figure 27: Enter Password Message Box 61

Figure 28: Incorrect Password Message Box 61

Figure 29: Uploading Confirmation Message Box 61

Figure 30: Operation Complete Status Window 62

List of Tables

Table 1: County Entry Screens 5

Table 2: County Charter School Entry Screens 6

Table 3: Tax Entry Screens 6

Table 4: School District Attendance Entry Screens 9

Table 5: Charter School Attendance Entry Screens 11

Table 6: SELPA Entry Screens 13

Table 7: County Auditor Taxes Entry Screens 15

Table 8: New User Screen Fields 21

Table 9: LEA Grid Information 26

Table 10: Entry Screens Grid Information 27

Table 11: File Menu Commands 28

Table 12: Available Tools Menu Commands 30

Table 13: File Menu Commands 34

Table 14: Note Menu Buttons 35

Table 15: Multiple Record Entry Screens Navigation Buttons 37

Table 16: Edit Check Report Information 44

Table 17: Edit Check Screen Functions 44

Table 18: LEA Grid Columns For Corrected Periods 46

Table 19: Entry Screen Grid Columns For Corrected Periods 47

Table 20: Available Software Reports For Printing (by user group) 64

Table 21: Principal Apportionment Software Printed Report Descriptions 65

1.0 Introduction

1.1 Intended Audience

This document is intended to help local education agencies (LEAs) quickly become familiar with how to use the Principal Apportionment Data Collection Software. Understanding basic Windows functions and procedures, such as clicking, double clicking, right clicking, browsing, etc., will assist you in using this document and software.

1.2 Related Documents

For step-by-step installation instructions, please refer to the Principal Apportionment Data Collection Manual and Tax Software Installation Guide that accompanies this User Guide available at http://www.cde.ca.gov/fg/sf/pa/padcsw1415.asp.

For more information on how to report data using the software, please refer to the Data Reporting Instruction Manual at located on the Principal Apportionment Data Collection Web page at http://www.cde.ca.gov/fg/sf/pa/padcsw1415.asp.

1.3 System Requirements

The installation of the software requires approximately 20–40 MB of hard disk space on Windows based PCs.

1.4 Document Conventions

This document uses the following conventions to describe functions and procedures in the software:

Window Names / The names of windows, screens, and dialogue boxes use title case, such as:
Save As window
User Information screen
Commands / Commands are operations you must follow in order to perform certain functions in the software. Bold face font is used, such as:
Select Print from the File menu
Click the OK button
Image Names / Images, or pictures, are described as Figures and use Italic face font, such as:
Figure 1: Diagram of the data process.
Important Notes / Notes include important statements regarding steps you may need to take. They are highlighted in gray, with a black border on the top and bottom, such as:
Note: Important note here.

2.0 Data Collection Software

The Principal Apportionment Data Collection (PADC) Software is used by county offices of education (COEs), school districts, charter schools, and special education local plan areas (SELPAs) to:

· Enter attendance data for COEs, school districts, and charter schools

· Enter Local Control Funding Formula (LCFF) data

· Enter tax data

· Enter Special Education data

For detailed information on the data entry screens, refer to the Data Reporting Instruction Manual available under the PADC Software Fiscal Year 2014–15 link at http://www.cde.ca.gov/fg/sf/pa/padcsw1415.asp.

The following subsections in Section 2 describe step-by-step instructions for each local educational agency (LEA) type (COE, school district, charter school, SELPA, and county auditor) to use as a guide to ensure the complete submission of Principal Apportionment data to the California Department of Education. A table is also provided for each LEA type that lists all the data entry screens applicable to that LEA, a summary of the data collected in each screen, and the periods for which the entry screen is available. Sections 3 to 9 of this document provide a user with detailed instructions on how to accomplish the step-by-step instructions listed below.

2.1 COE Instructions

Each COE has local procedures that should be followed to accurately report data in time for each Principal Apportionment period.

To report COE data or data for which the COE is responsible to report (school districts, charter schools, taxes and SELPAs):

1. Install the PADC Software.

2. Add a county office user and login.

3. Select the correct reporting period.

4. Enter COE data in each appropriate entry screen.

5. Import certified school district files and verify their contents.

Enter school district data in each appropriate entry screen for every school district in the county.

6. Import certified charter school files and verify their contents.

Enter charter school data in each appropriate entry screen for every charter school in the county.

7. Enter school district and county tax data in each appropriate entry screen.

Import a certified tax file and verify its contents.

8. Import certified SELPA files and verify their contents.

Enter SELPA data in each appropriate entry screen for each SELPA.

9. Ensure that all data exists for lower-level LEAs by running a Status report.

10. Ensure that the data have no errors by using the Check/Save utility in the appropriate entry screens, if applicable.

11. Export the data for the COE, county auditor, school districts, charter schools, and SELPAs to a certified data file.

12. Upload the certified data files to the CDE utilizing the Upload Certified Data functionality.

13. Print and sign a COE certification page(s) and retain it for your records.

Optional tasks include:

1. Printing reports for each entry screen.

2. Exporting data to an ASCII file for use in other software.

3. Printing blank certifications or certification exception.

2.1.1 County Office of Education Entry Screens

Table 1 displays each county entry screen available to COEs, the type of data that needs to be entered, available periods for data entry, and whether the entry screen allows for multiple records.

Entry Screen Name / Data to be Entered / Period Available / Corrected / Multiple Records
P-1 / P-2 / Annual / P-2 / Annual
Adults in Correctional Facilities (AICF) / Average daily attendance (ADA) for adults in correctional facilities and certification of LEA’s participation in the AICF program in the prior year. / / / / /
Attendance COE / ADA for students that generate funding under the Alternative Education Grant [EC 2574(c)(4)(A) or (B)] and other miscellaneous categories. / / / / /
Attendance District Funded County Programs / ADA reported by a COE by district of residence for students they serve that are not funded through the COE’s Alternative Education Grant. This ADA is credited to the district of residence and included in the district’s Local Control Funding Formula (LCFF) entitlement calculations. Additionally, a COE may enter up to two funding rates by grade span for each ADA category, by district of residence for the California Department of Education (CDE) to administer the transfer of funds between the district of residence and the COE, provided the district agrees to the transfer. / / / / / /
COE Audit Adjustments to CALPADS Data / Report enrollment and unduplicated pupil counts changes to a COE’s certified CALPADS data due to an audit finding or auditor letter of concurrence. If pursuant to an auditor’s letter of concurrence, a copy of the letter must be provided to the (CDE) . / / /
COE LCFF Adjustments / Report data for county office of education (COE) local revenue offsets and expenditure reimbursements that continue under the LCFF. / / / / /
Foster Youth Necessary Small High School / Number of full-time teachers and ADA for a necessary small high school maintained by a COE for the exclusive purpose of educating foster youth pursuant to EC 42285(b). / / / / /
SELPA ADA Allocation / Allocation of SELPA ADA. By allocating the ADA in this entry screen, COEs can credit the ADA to SELPAs where Special Education services were provided. / / / / / /

Table 1: County Entry Screens

2.1.2 County Program Charter School Entry Screens

Table 2 displays each charter school operating a county program pursuant to Education Code Section 47605.5 entry screen available for the charter school, the type of data that needs to be entered, available periods for data entry, and whether the entry screen allows for multiple records.

Entry Screen Name / Data to be Entered / Period Available / Corrected / Multiple Records
P-1 / P-2 / Annual / P-2 / Annual
Attendance Charter Funded County Programs / Average daily attendance (ADA) and days of operation for charters schools established pursuant to EC 47605.5 that serve pupils for whom the COE would otherwise be responsible for providing direct education and related services. / / / / /
Attendance COE Charter School / ADA and days of operation for charter schools established pursuant to EC 47605.5 that have students that generate funding pursuant to EC 2574 (c)(4)(A) or EC 2574 (c)(A)(B) should use this screen. / / / / /

Table 2: County Charter School Entry Screens

2.1.3 Tax Entry Screens

Table 3 displays the Tax entry screens available to users for the county office user group.

Note: County Superintendents must submit Miscellaneous Funds information, even if the amount is zero.

Entry Screen Name / Data to be Entered / Period Available / Corrected / Multiple Records
P-1 / P-2 / Annual / P-2 / Annual
Miscellaneous Funds / Funds from royalties, bonuses, and payments in lieu of taxes. / / /
Special Education Tax Allocation / Allocate a percentage of tax receipts to each SELPA Administrative Unit to which the COE belongs. / / / / /
Taxes / School district and county taxes. / / / / /

Table 3: Tax Entry Screens