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Data , Data , Data ! The 21st CCLC Battle Cry September 6, 2007

Data , Data , Data ! The 21st CCLC Battle Cry September 6, 2007. What went well…. Web trainings were reportedly very helpful – We are working on offering more this year. What went well (continued)….

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Data , Data , Data ! The 21st CCLC Battle Cry September 6, 2007

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  1. Data, Data, Data! The 21st CCLC Battle CrySeptember 6, 2007

  2. What went well… • Web trainings were reportedly very helpful • – We are working on offering more this year.

  3. What went well (continued)… You all should be proud of what you accomplished this past year. And there is considerable data to support and verify your efforts!

  4. What went well (continued)… • Number of Students Served – 29,612 • Number of Total Participants Served – 36,432 • Number of Regular Attendees – 8,595 • Number of 30-59 Days Attendees – 5,083 • Number of 60-89 Days Attendees – 1,845 • Number of 90+ Days Attendees – 1,167 • Number of Unique Days of Student Attendance – 752,580 • Total Student Attendance Hours – 2,157,029 • Avg. Number of Attendance Hours/Student – 72 hours, 50 min • Total Student Attendance Records – 1,694,013 • Number of Partners – 723 • Total Partner Contributions – $2,491,132 • Number of Volunteer Staff – 300 • Number of Paid Staff – 2,175

  5. What went well (continued)… Many users have told us that “this year was smoother than last year…”

  6. Known Issues & Concerns Although some have said it is smoother, we know there is still a ways to go…

  7. Known Issues and Concerns APR Individual Activities report was too slow – or never opened due to server overloading

  8. Some of the APR Individual Activities Report Code INNER JOIN (SELECT Activity.ActivityID, Activity.Activity, Activity.[Description], Activity.ActivityAPRCategoryID, Activity.APRMultipleActivityID FROM Activity WHERE (Activity.SiteID = @SiteID) AND (Activity.SystemTypeID = @SystemTypeID)) Activity ON Activity.ActivityID = [Session].ActivityID INNER JOIN Attendance ON [Session].SessionID = Attendance.SessionID INNER JOIN (SELECT PD.ActivityID, ROUND(AVG(CONVERT(FLOAT,PD.Participants)),0) AS Participants, ROUND(AVG(PD.Hours),0) AS Hours, -- zero weeks between dates indicates one week open (DATEDIFF(wk,MIN(PD.AttendanceDate),MAX(PD.AttendanceDate)) + 1) AS WeeksOpen FROM (SELECT [Session].ActivityID, Attendance.AttendanceDate, COUNT(DISTINCT Attendance.RegistrationID) AS Participants, (dbo.fn_getActivityInSession([Session].ActivityID,Attendance.AttendanceDate, NULL) / 60.00) AS Hours FROM [Session] INNER JOIN Attendance ON [Session].SessionID = Attendance.SessionID WHERE (Attendance.AttendanceDate BETWEEN @Start AND @End) GROUP BY [Session].ActivityID,Attendance.AttendanceDate) PD

  9. Known Issues & Concerns (continued) APR Individual Activities report was too slow – or never opened due to server overloading How we will address this issue: Create a process that schedules the report to run (typically overnight) – and then enable users to view the report the next day

  10. Known Issues & Concerns (continued) There remains some misunderstanding about who is responsible for what (KDE, CEEP and Cayen) related to APlus • How we will address this issue: • The three groups will be meeting soon to make sure roles are more clearly determined and then communicated with all grantees and sites • All communication about APlus will be reviewed by all parties before sending

  11. Known Issues & Concerns (continued “Grades” set up was confusing – especially for districts that have one site but still have to do the set up in “All Sites” • How we will address this issue: • We will rework instructions to make it more clear and actually prevent grades from being set-up at the site level.

  12. Known Issues & Concerns (continued) There remains some confusion over the difference between ‘Activities’ and ‘Sessions’ • How we will address this issue: • We will add some examples and instructions on actual APlus screens to make it more clear

  13. Tips for moving forward… • Special Education, Limited English Proficiency and Lunch Status data for each student is required • If you are not already doing this, send us your STI data for importation • - STI student data increases data accuracy and saves you and your staff significant data entry time. • Take advantage of the APlus HELP section: • -- STI export process document • -- FAQs • -- Tutorial ‘movies’

  14. Tips for moving forward (continued)… • Consider using the ‘Grid Attendance’ feature for recording attendance • A separate document and tutorial are available in the Help section • Be sure to use the Downloadable Installer on the Welcome screen • This is important for setting up your PC correctly • Be sure to remove all pop-up blockers • A good document in the Help section is available on how to do this • Don’t wait until the end of year to enter your data • It is essential for the state’s data collection efforts that ALL grantees and sites meet each deadline

  15. Questions & Answers

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