Generate DOE Extracts
The Generate DOE Extracts screen makes generating, viewing, and downloading data for multiple surveys possible. In addition to downloading, reviewing, etc., you can also send one or multiple survey extracts directly from this screen.
1. From the Florida Reports menu, click Generate DOE Extracts.
2. Select the applicable Survey from the corresponding pull-down.
If you want the survey dates to pull in upon running this report, from the Florida Reports menu, select Florida Reports Setup, and click the Survey Dates tab. Caution: If the dates are not hidden from users and a date is changed, the date selected by the user will remain until the dates are changed back.
3. Set the Effective Date as Date Certain from the month, day, and year pull-downs, or click the calendar icon for a calendar view. Define Date Certain from the current FTE General Instructions document for your state. Date Certain for each survey is the Friday of survey week.
4. Select the Survey Window. Here you can select the month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view. For surveys 2 and 3, this is set to the 11 day attendance window. For surveys 1 and 4, this is set to the 5 day window. For survey 5, this is set to the regular school year plus the summer dates. Define the 11 day attendance window from the current FTE General Instructions document for your state.
5. For surveys 3 and 5, you must 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 month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
6. Select the Mode from the pull-down as Initial or Magic Batch.
Initial should be selected for initial files that have not yet been sent to DOE and/or are not at least 80% error-free. Doing so will generate the initial file along with the appropriate header record.
The Initial record must first be accepted and O-files available by the state before a Magic Batch can be sent.
Magic Batch should be selected once the data is at least 80% error-free and data has been compared to the O-file sent by DOE (this is done in step 7 when the O-file(s) are downloaded). Note: Magic Batch cannot be used without the O-file data.
The O-file can be requested from DOE once the initial has been accepted.
7. Select the Format in which you’d like to extract and view or send data.
Text File (DOE Format) can be selected to view data from the perspective of DOE without extracting data to be sent to the state.
Excel CSV File can be used to view data the same as the Text File in a more readable format; while DOE format is one line of data, the Excel format presents data in columns.
DOE FTP should be selected when you are ready to send extracts to DOE. Once selected, you will notice a Send Extract(s) button appear below the pull-down.
Once all formatting has been selected, you have several buttons to decide how you would like to download and view extracts.
You must first make selections using the check boxes provided next to each section. Click the Select All check box to select all check boxes displayed and generate an extract for all sections.
8. Click Generate Extract(s) to pull all data and create an extract. Once this has been done, you will see Extract Successful next to a green check mark. Note: The green check mark will disappear after a few seconds. Generating the extract now makes it available for downloading and viewing.
9. Click Download O/D-file(s) to download original files from DOE, in addition to errors that need to be addressed after the initial extract. The O-file is your data reviewed and sent back by DOE; downloading it synchs your data with that of DOE.
10. Click Download Edit/Validation File(s) to populate data tables with additional validation codes.
The next section lists all of the different extracts with the option to download, view, look at history, and send.
11. To view the extract, click Download Extract. The type of file that downloads here is dependent upon the Format selected in step 6.
The image displayed shows an example of a Text File (DOE Format):
The image displayed shows an example of an Excel CSV File:
12. Click the HTML View button to view the extract in a new screen and view data in a more readable format via Focus.
Click the Go back link to navigate from the HTML View of the extract back to the Generate DOE Extracts screen.
As displayed, this initial extract is currently Unlocked meaning that data can be updated, edited, and the extract regenerated. If data needs to be temporarily frozen, the data can be locked using the Lock Initial button. Click the Lock Initial button if you want to use the initial in the FTE Breakdown Reports.
13. For a complete history of users who have generated extracts, click Extract History.
Clicking Extract History will generate a pop-up screen that lists the Extract User, School Year, Survey, Extract, Mode, Process, Time and Date, and the Number of Records.
14. Send Via FTP is used when you are ready to send data to the state. Note: This button only displays if DOE FTP is chosen in the Format pull-down in step 7. When the files have been successfully sent, you will see a green check mark displayed as shown in the image.
Click the floppy disk icon in the HTML View to export the data to an Excel spreadsheet.
Data on this screen can be reorganized and resorted by clicking on the headers. Click once for ascending results; click twice for descending results.
To filter the listed data, utilize the Search text box by typing the name/number, etc. and pressing Enter.
To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.
