You may find extracted records containing incomplete or inaccurate information. Use the State Reporting midyear maintenance pages to update and correct the data saved in the district database (i.e., frozen data).
Data on the maintenance pages is updated every time data is extracted, including data that is manually entered.
- Update Organization data.
Organization data is always maintained in ASCENDER State Reporting; there is no extract.
State Reporting > Maintenance > Organization > County District
Reported Elements from County District:
Element Code Table Data Element ASCENDER Name E0212 —- DISTRICT-ID District ID E0213 C146 DISTRICT-NAME District Name
State Reporting > Maintenance > Organization > Prior Year Campuses
Data submitted for the midyear collection is not necessarily that same data that is submitted in the fall collection. Therefore, the Prior Year Campuses tab allows you to work on both submissions at the same time.
Reported Elements from Prior Year Campuses:
Element Code Table Data Element ASCENDER Name E0266 —- CAMPUS-ID Campus E0267 —- CAMPUS-NAME Campus Name
NOTE:
- Verify that all prior year campuses are reported.
- Verify that grade levels at each campus reflect the grade levels printed in the Texas School Directory.
State Reporting > Maintenance > Organization > Prior Year SSA
Data submitted for the midyear collection is not necessarily that same data that is submitted in the fall collection. Therefore, the Prior Year SSA tab allows you to work on both submissions at the same time.
If you are using an SSA, one record must exist for each SSA to which the LEA is a party or fiscal agent.
Reported Elements from Prior Year SSA:
Element Code Table Data Element ASCENDER Name E0776 C049 SHARED-SVCS-ARRANGEMT-TYPE-CODE Shared Services Type E0981 —- SHARED-SVCS-ARR-MEMBER-DIST-ID Fiscal Agent District ID - Update SSA Actual data (fiscal agents only).
State Reporting > Maintenance > Mid Year > SSA Actual
All reporting is done by the fiscal agent district for each member district. If you are an RDSPD member district that receives Average Daily Attendance funds for an enrolled student and pays a fiscal agent for RDSPD services, you must report those expenditures in the Finance Actual record using Object Code 6492.
Charter schools do not report this data; each charter school reports its own share of SSA expenses on its own record.
❏ Click Retrieve to access existing data for the SharedServiceArrangementExtension (10011) complex type.
Update data as needed.
Reported Elements from SSA Actual:
Element Code Table Data Element ASCENDER Name E0777 —- FISCAL-AGENT-DISTRICT-ID Member District ID E0779 C049 SHARED-SVC-ARRANGEMT-TYPE-CODE Type E0316 C145 FUND-CODE Fund E0774 —- ACTUAL-AMOUNT Amount NOTE:
- If the district was reported as a fiscal agent in the prior year, delete the records.
- If the district was a fiscal agent for the same SSA as in the previous year, maintain the data as needed.
- If the district is a new fiscal agent, add a record.
- Review Finance Actual data.
State Reporting > Maintenance > Mid Year > Finance Actual
Verify data for each element in the ASCENDER Finance application. It is suggested that you run reports first, and then use the maintenance pages to update data where needed.
Districts that do not want to extract data from Finance can import data directly into State Reporting. Follow the steps under Before You Extract.
Finance data can be verified by running the following reports:
Finance > Inquiry > General Ledger Inquiry > General Ledger Account Summary
Finance > Reports > Finance Reports > Summary/Miscellaneous Reports > FIN3050-Board Report
❏ Click Retrieve to access existing data for the ActualExtension (20032) complex type.
Update data as needed.
NOTE:
- If you have not run the Delete/Clear Tables utility, data for the previous year is displayed. The Fscl Year field will display the prior year for local funds.
- If data has already been extracted at least once for the current year, the Fscl Year field will display the current year for local funds.
Reported Elements from General Ledger Account Summary:
Element Code Table Data Element ASCENDER Name E0316 C145 FUND-CODE Fund E0317 C146 FUNCTION-CODE Func E0318 C159 OBJECT-CODE Object E0319 —- ORGANIZATION-CODE Org E0974 —- FISCAL-YEAR Fscl Year E0320 C147 PROGRAM-INTENT-CODE Pgm E0774 —- ACTUAL-AMOUNT Amount NOTE: Refer to the statement of activities in your districts Annual Financial and Compliance Report (AFR). Contact your auditor for this information.
