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. Define the survey dates for each survey. 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 D-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 D-file sent by DOE (this is done in step 11 when the D-file(s) are downloaded). Note: Magic Batch cannot be used without the D-file data.
The D-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 SFTP should be selected when you are ready to send extracts to DOE. Once selected, the Send Extract(s) button will display below the Format pull-down.
8. Select Engage DQ2 Preflight Mode to send the Initial data to DQ2 Preflight. The selected Format should be DOE FTP. DQ2 Preflight is used to review survey data and to work out any potential issues prior to official survey submission. Data residing in the Preflight system will not be used by FLDOE for any reporting.
Errors on submitted files sent via the DQ2 Preflight process can be viewed from the Survey Submission Page in the DQ2 Application User Interface. The D-File can also be downloaded via Generate DOE Extracts by clicking Download O/D-Files.
9. Select which extracts to generate, or click Select All to select all extracts.
10. 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.
11. 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 D-file is your data reviewed and sent back by DOE; downloading it synchs your data with that of DOE.
12. 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.
13. To view the extract, click Download Extract. The type of file that downloads here is dependent upon the Format selected in step 7.
The image displayed shows an example of a Text File (DOE Format):
The image displayed shows an example of an Excel CSV File:
14. 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.
15. 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.
16. Click Send Via SFTP next to an extract when you are ready to send data to the state, or click Send Extract(s) at the top of the screen to send all extracts. Note: These buttons only display if DOE SFTP 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.
See Additional Features for more information on Exporting, Searching, and more.