Period H Data Submission Requirements

1. Period H Data Submission Requirements

4. Measure H0 • Building General Information – financial part of it • This is the data entered in USAEMSDB’s BLDMNT option and is included on your USAEMS.SEQ file. • 100% of buildings required to be reported; Percentage comes from • Numerator: count of required building records reported • Denominator: count of buildings required based on 11N building data • Example: If you enter 3 buildings’ data in BLDMNT and those same 3 buildings were reported in period N, then 3/3 = 1 which is 100%

5. Measure H1 • District General Information – financial part of it • This is the data entered in USAEMSDB’s DSTMNT option and is included on your USAEMS.SEQ file. • 100% of record required to be reported; Percentage comes from • Numerator: 1 if reported, 0 if not • Denominator: always 1 • If you entered central office square footage in DSTMNT, your numerator of “1” is fulfilled. Denominator is also 1 so 1/1= 1 which is 100%.

6. Measure H2 • Numerator: 0 if none reported, 1 if any reported • Denominator is always 1 • “any” meansas long as one record (i.e. buildings, land, vehicles, etc). is submitted, it meets the 100% requirement • Example: If you reported only fixtures/furn/equipment, you have met the 100% requirement. 1/1=1 = 100% NOTE: They require the Capital Assets percentage must met by 8/26. Capital assets MUST be reported for all schools (community schools included) so make this a priority to review your capitalized assets information earlier this year so that it’s submitted on time.

7. Measure H3 Percentage comes from: • Numerator: sum of actual received amounts for 3xxx receipt codes • Denominator: net distributed amount from ODE on the FY11 Foundation Settlement Report.

8. Measure H4 Percentage comes from: • Numerator: sum of current actual expenditures • Denominator is the sum of Cash beginning balance + sum of actual receipts - Sum of final balance (current fund balance)

9. Measure H5 Percentage comes from: • Numerator is the count of expenditure records with matching OPU + count of receipt records with matching OPU • Denominator is the count of total expenditure records + count of total receipt records

10. Measure H6 Percentage comes from: • Numerator is the count of FY11 distinct fund codes that match FY10 reported codes • Denominator is the count of FY10 distinct fund codes if current fund balance was greater than or less than $0.00 • Basically what this means is if you had any FY10 funds with a positive or negative fund balance (at the end of the year), those funds must be reported in FY11.

11. General Missing Data Report • Throughout the reporting period, ODE will generate a “General Missing Data Report” which advises districts if they are missing required data in the current reporting period. • NWOCA’s EMIS staff will place the missing data report out on your EMISWEB Reports link. It will probably be called 2011H_MISSING_DATA_YYYYMMDD.PDF. The report is issued weekly so we recommend accessing this report every week to see what the status is on the reporting measures.

12. In addition to the Missing Data Reports, corrective action is addressed through WARNING or OUT OF COMPLIANCE notifications sent to the districts each week. These may be sent to the Superintendent, Treasurer and/or EMIS Coordinator of those districts not yet meeting the data submission requirements. • A WARNING notification states that unless corrective action occurs, a financial penalty will be incurred • An OUT OF COMPLIANCE notification will incur a financial penalty (basically equates to loss of funding for being out of compliant). This notification is usually sent two weeks after a WARNING notification.

14. General Issues Report • As we have reviewed in previous years, a General Issues report may be generated for districts that have period H data that has exceeded the tolerance checks. The data from the General Issues report is coming from the EFM ODE has generated for your district. • The reports will be placed out on your EMISWEB reports link. Should be called something like.. 2011X_ISSUES_YYYYMMDD.PDF • For an explanation of possible error types, under “EMIS Documentation” on ODE’s website, click on “FY11 EMIS Report Explanation Documentation” and then click on the “Gen Issues” link. Period H checks aren’t on there yet but will be updated when new checks are added during the data period. If an error code explanation is still not understandable, please contact the person listed in the documentation for assistance.