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Instructions for Balancing and Sending the APR to OBR (FY2012)

Note: The APR calculations only look at student records that are within the fiscal year settings and are marked as enrolled. Use the Student Dates Form and Enrolled Status form to verify these settings.

An Annual Performance Report (APR) is a summary of each program's records for a program year.

Each program sends the Initial APR by Friday, November 16th, 2012 to the Ohio Board of Regents(OBR). Updates can be made to the APR once additional datamatch results are returned to the program. The Final APR will be sent to OBR by January 11th, 2013.

Step 1 – Error Validation & Supplemental Error Validation Report

See Error Validation instructions.

Step 2 – Running and Balancing the APR

· From the Main Menu, click on Annual Report.

· Click Recalculate to run the APR.

· When the calculation of the APR is complete, click on View Status – next to the Recalculate button.  The right hand column should say “Is equal”.  If there is a line that says “Is Not Equal,” make the necessary changes and recalculate the APR.

· If there are no errors on the Error Validation Report or EVR supplemental and some fields are still not equal, check the Student Spreadsheet for students that have an age less than 16. This can be done easily by highlighting the Age column and sorting the column in ascending (a>z) order. Any negative values can be attributed to bad date settings in the Windows operating system and can be avoided in the future by fixing the date settings following these directions.
Correct any ages below 16, recalculate the APR and check the Status Report again.

Step 3 – Generating & Exporting the Data to a File for Sending

· Select Site Export from the Main Menu.

• The Export File Procedure box will pop up.
• Select
  • Transfer Destination: Export to ODE
  • Transmition Period: Initial or Final

·

Click Start.
· Data will start to be processed; you will first see the message “Create n” in the white
progress bar.
· The next set of messages in the white progress bar will be “Processing n.”
· When the white progress bar says “Transfer Database Completed,” the processing is done!
· Close this box and exit ABLELink completely.

Step 4 – Sending the Data to OBR

· Double click on the CoreFTP Lite shortcut to open the program.
· Click the Connect button on the Site Manager screen.
· The directory display area below should say C:\ABLELink2012 (if your ABLELink program is stored on a network drive, change the display to match that path).

· Highlight the file with your IRN#_Final_MMDDYY.mdb and click on the Upload Button to transmit that file to your directory on ODE’s server.

· You should see a confirmation message of the file being transmitted in the message area above your directory listing and your file “IRN#_Final_MMDDYY.mdb” should be listed on the right pane.

· To be sure your file transmitted in its entirety please confirm the file size in the left pane equals the file size of the corresponding file in the right pane.

You have successfully transmitted the file!

In the even that there are any errors in your data, you will be contacted. Your file will be reviewed and when everything checks out, your program name will be posted on the ABLELink helpsite's updates page, under the link that says PROGRAMS THAT HAVE SENT THEIR 2012 APR.

· On the next day, check the Updates page from the ABLELink Help Site to see your program listed on the appropriate link for Programs that have submitted the APR.

If you have sent your APR via CoreFTP and do not see your program name listed, please call Tech Support at 1-800-765-2897 ext 20765 or e-mail ablelink@literacy.kent.edu.

This page http://literacy.kent.edu/ablelink/APRsendinginstructions.html