Texas 21st Century Community Learning Centers Effective Use of TX21st Tracking Reports

August 08, 2013

Introductions

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TX 21st Reports There are 105 reports available in TX21st

Divided into 6 Levels

Frequently Run

Grantee Level

Center Level

Student Reports

Exception Reports

Archive Reports

New Feature – Frequently

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Goals for Today • Be able to locate reports in TX21st

• Determine which report provides the required data

• Use reports to monitor and manage daily program operations to remain in compliance with grant requirements

• Use reports to promote the ACE program to stakeholders, school boards and community

• Learn “quick tips” for EXCEL

Import/Export

• Export – Opportunity to retrieve data from the TX 21st database

• Import – Opportunity to give data to the TX 21st database

• Divided into 2 levels (Note: verify with participant exactly which level they are viewing)

– Grantee Data

– Center Data

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Import/Export

• Information is presented as an excel document

• Special formatting required to import document back to Tx21st (i.e. grade import)

• Once data is exported, it can be manipulated in excel

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Frequently Run Reports

6 Reports at this level

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Grantee Reports 18 Reports at this level

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Center Reports 30 Reports at this level

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Student Reports

19 Reports at this level

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Exception Reports

14 Reports at this level

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Archived Reports

18 Reports at this level

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Report Search Activity

Center Reports

Archived Reports

Exception Reports

Student Reports

Grantee Reports

Frequently Run

Reports

TX21st

EXCEL “Quick TIPS” • Use the Search and Replace feature in Excel

• Excel deletes zeros if they are at the start of a string of numbers. SSNs beginning with zero, you will need to place an apostrophe prior to the string of numbers

• Ctrl C = Copy Ctrl V = Paste

• Drag Feature – Copy Down

• Reformatting of CSV File

• When uploading student data, if the cell is left blank, the system keeps the current data

Format Cells & Save File • Select the cells from ALL Columns/Rows with data (even with blank cells),

right click in selected area & go to Format Cells.

•Select Border tab & Select Outline option.

Format Cells & Save File, cont…

•Save file as a .csv file

TIP: Refer to Grade Import Instructions for more details.

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Q & A

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Contact Us!!

• Shanya Dean – 281-686-6068

– shanya.dean@mytexasace.org

• Audrey Trout – 979-388-3277

– audrey.trout@mytexasace.org