DOE Data Verification Reports
The DOE Data Verification Reports module is an integral tool in the state reporting process. Before submitting data to the state, use the Verification Reports to identify errors in data for correction.
Navigate to Florida Reports > Florida Reports Setup to determine if other users should see blanks (that will be defaulted on the extract) as errors. If the dates are set in Survey Dates, you should also select Verification Reports - Hide date inputs on verification report screens, so dates cannot be edited.
If you want the Survey Dates to pull in upon running this report, from the Florida Reports menu, click Florida Reports Setup, and click the Survey Dates tab.
1. From the Florida Reports menu, click DOE Data Verification Reports.
2. Select the applicable Survey from the corresponding pull-down. Note: The period will default to the current survey; therefore, this will only need to be changed when you would like to look ahead or at past surveys.
3. The Effective Date should be completed with Date Certain. Here you can select the correct month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
4. The Survey Window should be completed with the 11-day attendance window. Here you can select the correct month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
5. You can also define the Regular Year and Summer dates used for Prior school; these ranges are used to calculate days present and absent for summer and annual terms. Here you can select the correct month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
The Effective Date, the Survey Window, the Regular Year, and Summer options do not display if you selected Verification Reports - Hide date inputs on verification report screens from the Florida Reports > Florida Reports Setup > District Options tab.
6. Select the All Schools check box to run the data verification reports for all schools in the district. If this check box is not selected, the report runs for the selected school only.
7. Select the Show Rules with 0 Errors check box to display rules with no errors in addition to rules with errors in the reports.
8. Click Refresh Report.
7. On the Verification Reports screen, you will notice several tabs along the left; this is a list of Extracts for the selected survey. Each Survey sends different information to the state. Click the following tabs to review data for specific areas, such as English Language Learners Information, Fed/State Indicator, Student Demographic, Student Discipline, Teacher Course, etc. Note: The information displayed here varies upon the Survey selected.
The first thing you will notice on the screen is the errors scale or the Data Verification gauge. In the image shown, the gauge (black arrow) is in the green region indicating that the data in English Language Learners Information is in good standing and almost completely error-free; it is 96% Error-Free as stated next to the gauge. If the gauge was in the yellow portion that would indicate around 50% of the data is error-free and around 50% of the data contain errors. The further the gauge gets to the red portion, the more errors have been found in your data.
As you scroll down the page, you will see more information about the data and the errors. Data will be broken up into sections all starting with a gray arrow. The first column of information displays error numbers and percentages.
- If there are 0 errors, the font will be black, and the percentage of error-free data will be listed in parentheses as (100%) as shown in the image.
- If data is 90% to 99% error-free, the font will be in blue.
- If data is between 80% and 90% error-free, the font will be in yellow.
- If data is less 80% error-free, the font will be in red.
The second column displayed next to the number of errors is a description of DOE rules and regulations. These descriptions will help explain what errors are being found in your data. As shown in the image, the first error explains that If FEFP Program Number equals 130, then English Language Learners, PK-12 on the Student Demographic Information record (matched on District Number, Current Enrollment; School Number, Current Enrollment; Student Number Identifier, Florida; Survey Period Code; Fiscal Year; and District Number, Current Instruction/Service) must equal LY or LP.
At the end of each error description is an indicator listed in parenthesis:
- Reject: Results in a fatal error.
- Validation: Check the relationships between data elements on the same or different formats.
- Exception: Shows records that have questionable data.
1. For a list of the errors to be addressed, click on either the gray arrow or the blue, yellow or red links.
2. To navigate back to the list of errors, click Go Back to Summary.
3. To edit the data and correct the error, click Student Full Name in the first column of the list. Note: The link may be different for each tab depending on the information that needs editing. For example, to edit data from the Teacher Course tab, you need to click the Course Number link instead.
Clicking the Student name will open a new window or tab to the student. In the Student Info screen, the system automatically navigates to the applicable in which the incorrect information is housed--in this case, the code for Basis of Entry must be edited.
When the information in question has been changed, be sure to Save the data before closing the window/tab and returning to the DOE Data Verification Reports.
Utilize the Search text box at the top of the panel by typing the name of a tab to quickly navigate from one tab to another.
To close the panel, click the X. Doing so will allow for more room on the screen, which will be helpful when viewing error records. To make the panel reappear, click the arrow where the panel used to display.
Click Filters to organize the listed errors.
a. To add more than one filter to a column by clicking the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
For more information, see Filters.
Data here can also be organized by clicking on any of the headers, such as Student or Gradelevel; click once for ascending results; click twice for descending results.
If there are several pages of records, Page numbers will displays along with Prev and Next buttons. Utilize these buttons to navigate through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.
To export data to an Excel spreadsheet, click on the Excel icon in the Export section.
To print data, click on the Printer icon in the Export section.
