24-25 reporting of PEIMS data to TEA is based upon processes using Ed-Fi API nightly data pulls and TEA submission promotion logic. For more details on Ed-Fi and OnDataSuite reference the resources published at https://kb.ondatasuite.com/article-categories/ed-fi/.
Below are possible reasons some of the OnDataSuite ADA/FTE/Attendance calculations may not match reports from your Student Information System (SIS) (ASCENDER, Frontline, Skyward, etc.)
OnDataSuite is reporting these calculations based upon the data flowing from your SIS into the TEA IODS and from there OnDataSuite pulls changes/updates nightly and processes Summer PEIMS promotion logic as provided by TEA. Additionally, 24-25 Ed-Fi attendance data continues to be reported to the state (and OnDataSuite) based upon aggreate 6 week reporting periods as opposed to daily counts.
To verify the data is in the TEA IODS as expected, review the TSDS PDM3-130-001 Superintendent’s Report of Student from your TSDS promoted Summer submission.
- If that matches your SIS report but does not match the OnDataSuite reporting, please provide a copy of the PDM report in a ticket to OnDataSuite for us to investigate.
- If the PDM report matches OnDataSuite reporting, work with your Vendor, ESC and/or TEA on any known issues or pending updates to address the areas your SIS report does not match the PDM reporting.
- Verify your OnDataSuite API_Summer submission promoted successfully in the File Center using the Infolink.
- Must have the EducationOrganization > School Calendar > ReportingPeriodExt **Note this contains information identifying First Day of School on your School Calendar. If it is missing in the TEA IOD, OnDataSuite will default the First Day of School to August 1 for any promotion logic based up “First Day of School” reporting.
- Must have the Student > Student Attendance entities
- Check the date your Summer API promoted and make sure it matches the date of the reporting you are reviewing in your SIS.
If any of this data is missing in the File Center reporting – Stop and check with your vendor on when and how attendance data for Summer flows to TEA in Ed-Fi API.
If Attendance data is promoting in OnDataSuite (ODS), next steps recommended are:
- Verify all instructional tracks, grades, campuses are reporting to the TEA IODS from the SIS. Often the SIS processing of attendance data flow does not include a specific population of students or is missing grades, etc. due to errors noted in the SIS extract process.
- One of the easiest ways to check what data is being reported/promoted is from the ODS Student Custom Reports>Average Daily Attendance (ADA) Reports>Refined ADA
- Set Filters: District/Campus – Select All and Grades – Select All , then after Submit Toggle Student Counts
- One of the easiest ways to check what data is being reported/promoted is from the ODS Student Custom Reports>Average Daily Attendance (ADA) Reports>Refined ADA
- First check is how many Reporting Periods of Attendance?
- During the School year, there is the ability to manage through what reporting period you want to promote Summer data in OnDataSuite. If your data is reporting future Six Weeks, that is typically a function of the SIS Attendance reporting process in your SIS and all future six weeks will reflect 100% and skew any Refined ADA/FTE Totals used in ODS.
- To control through what six weeks reporting ODS should promote – reference the two options below depending upon Student reporting or Finance Reporting.
- There are variances in the reporting of Summer Attendance between Student Reporting and Finance Reporting depending upon the following options:
- https://kb.ondatasuite.com/knowledge-base/tea-ed-fi-iods-connection-2/ – scroll to PEIMS Summer Submission Settings for more details – This will affect both Student and Finance related reporting.
- Additional functionality for Finance related ADA/FTE (Attendance) Reporting: https://kb.ondatasuite.com/knowledge-base/finance-reporting-period-override/ – Specific to Finance Summary of Finance reporting of Attendance ADA/FTE related calculations.
- https://kb.ondatasuite.com/knowledge-base/tea-ed-fi-iods-connection-2/ – scroll to PEIMS Summer Submission Settings for more details – This will affect both Student and Finance related reporting.
- During the School year, there is the ability to manage through what reporting period you want to promote Summer data in OnDataSuite. If your data is reporting future Six Weeks, that is typically a function of the SIS Attendance reporting process in your SIS and all future six weeks will reflect 100% and skew any Refined ADA/FTE Totals used in ODS.
- Next Checks – These issues are to be addressed with your SIS Vendor on the Ed-Fi API data flow process into TEA IODS if you are finding discrepancies:
- Look for reasonableness on campus/grade level student counts by reporting period contributing to the ADA /FTE and does the Percentage In Attendance (PIA) look reasonable for each reporting period.
- Are Grade levels missing or count of students by grade level low compared to your actual enrollment?
- If the issue is related to a special program ADA or FTE reporting , utilize the ADA/FTE Summary report located under Student Custom Reports – Attendance Reports – Attendance Summary (comparable format to the TSDS PDM3-130-001 report)
- This report breaks out by reporting period, by grade level the individual PEIMS elements related to special programs as well as basic refined ADA for reconciliation and review.
The OnDataSuite reporting is based upon the latest Summer PEIMS Ed-Fi promotion from your TEA IODS based upon the data your SIS is sending to TEA. Please verify with your vendor the extract process is pulling students as expected.
When reports differ slightly it does not mean they are incorrect.
- Often minor differences in what data is included in the calculation makes a difference, as well as rounding issues may occur.
- Be sure you review the Report Info (under Tools menu on the report) for the OnDataSuite report you are questioning for additional calculation details.
For further review if you still having questions, please Submit a Ticket throught the ODS Ticket System.