|
Instructions for Balancing and Sending Your APR to ODE (FY2008)
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.
· From the Main Menu, click on Error Validation.
· Under Student Status, mark Only Enrolled. Under Data Type, mark Both.
· Press the Start button.
· After the Status bar says Process Complete, click on the Preview Report button – next
to the Start button – to look at the Report.
· Make sure that your Error Validation Report is clear of any errors. If any errors are
present, print the report and fix the errors.
· After the errors are fixed, run the Error Validation again to make sure the errors have
been cleared.
· Once the Error Validation Report is completely clear of errors, move on to Step 2.
· From the Main Menu, click on Reports. Scroll through the list to find Error Validation - Supplemental Report. Click on this report and press Preview Report.
· Make sure that all areas are clear.
· If you do not see any students names in the different sections, your Supplemental Report is clear
· If you do see student names, fix the errors associated with those students
· This report checks for 5 inconsistencies which may or may not affect the balancing of your APR, but will cause your data to appear incomplete.
The Error Validation - Supplemental Report may include students who:
* Have "United States" as a birth country, but are missing a birth state
* Have a goal of "To obtain a job" but are marked as either "Not employed, not looking" or "Retired"
* Have a goal of "To improve basic skills to increase involvement in children's education" Or "to improve basic skills to increase involvement in children's literacy-related activities" but are not marked as being in Family Literacy Program
* Have a goal of "To decrease public assistance received" but are not marked as receiving any public assistance.
* Have "Single Parent" marked "yes" but have "number of children under 18 living in your house" marked zero.
· 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 http://literacy.kent.edu/ablelink/vaccess/datesettings.pdf .
Correct any ages below 16, recalculate the APR and check the Status Report again.
· When all View Status items say “Is equal,” you will able to send your APR.
· Select Site Export from the Main Menu.
· Please read the items in blue and red. The paragraph in blue applies to most programs that are sending their APR directly to ODE. The paragraph in red applies to satellite sites that are sending their data to their main site.
· Click Start.
· Data will start to be processed; you will first see the messages “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.
· 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:\ABLELink2008 (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!
· 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/vaccess/2008APRsendinginstructions.html
|