Verifying 090 Pre-PEIMS with MS Excel
1. Once you have eliminated or minimized your 090 Staff Fatal Errors, Special Warnings
and Warnings Run a 090 Pre-PEIMS edit report using the following parameters.
Skyward Menu Path:
Student Management\Federal State Reporting\TX\PE\PP\SR
Report Template Instructions:
TEMPLATE SETTINGS
Name your template: Provide a meaningful name such as “MS Excel Data Review”
REPORT OPTIONS
Edit Type: ALL & Do not check “Print Errors Only”
REPORT RANGES
As-Of Date: Enter the PEIMS Snapshot date which is the last Friday in October.
School Year: The four digit year when this school year ends.
SORTING OPTIONS
The sorting options are irrelevant. You will be sorting your data in MS Excel.
2. Once the report has completed, make sure it is highlighted in your report queue and
click on the “Convert to Excel” button. Do not mistake this for the MS Excel icon circled
in yellow.
This will cause a pop-up window to appear as seen on the next page. For the purpose of
this exercise always choose the “Simple Dump” option. The “Advanced Dump” option
may work better when converting other reports to MS Excel.
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Verifying 090 Pre-PEIMS with MS Excel
After clicking on the “Simple Dump” button another line item in the report queue will
be created which will have a “Report Description” that ends with “(converted)” and it
will say “Excel” under the “Format column.
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Verifying 090 Pre-PEIMS with MS Excel
3. When the conversion has completed and you click the “Display Report” button or when
you return to your print queue and you highlight the converted report and click on the
“View” button (screen shot below) you will be prompted to save the report on your
local machine. The dialog for saving a report to your local PC can vary from machine to
machine. Make sure that you know exactly where your report is being saved so that
you are able to locate it and open it in MS Excel. You may also want to rename your
report once you save it.
4. Once you save the report in MS Excel format on your local computer go find it and
open it. When you open the report you may get a message like the one shown below.
Go ahead and click “YES” to open up the Excel file. Now that the file opens up in Excel
you may see a message in yellow at the top of your page that looks like the screen shot
on the next page. If you do see this message go ahead and click on the “Enable Editing”
button as highlighted in red.
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Verifying 090 Pre-PEIMS with MS Excel
5. Next, you will want to delete all of the rows that do not contain any 090 Staff
Responsibility data. This will include any column headers, any totals and any “Errors
and Inconsistencies” that you may have in your report.
Please remember to review and correct all errors and inconsistency that should not be
in your report.
A simple way to delete all of your non 090 Staff Responsibility rows is to sort the entire
spreadsheet by column “A”. To do this click on the “DATA” tab in Excel and then click
on the “Sort” icon.
This will bring up the sort menu as shown below. Make sure that you do not have a
check mark in the “My data has headers” check box. Click on the “Sort by” drop down
box and pick column “A” and then click “OK”.
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Now that your report is sorted based on the values of the cells in column “A”, the next
step is to delete every single row that does not start with a person’s name. To do this
click and hold on the first row number and scroll down to highlight all of the rows you
want to delete. When you highlight the last row you want to delete release the mouse
button, position your cursor over any of the highlighted rows then right click and
choose delete from the menu options. Now repeat this process for the rest of the rows
that do not start with a person’s name.
At this point your spreadsheet should only contain 090 Staff Responsibility data rows.
To make your spreadsheet more legible you will want to expand each column width to
the appropriate size so that the data in each cell is easily visible. To do this highlight the
entire spreadsheet by clicking on the “Select All” area, as shown circled in yellow
below, then click on the “Home” tab, then go to Format drop down menu and select
the “AutoFit Column Width” option.
Finally, now that your spreadsheet is clearly visible and only contains 090 Staff records
sort the entire spreadsheet by the “Class ID” column which should be column “H”. Do
this by first clicking in cell “A1”, then click on the “Data” tab and then click on the “Sort”
icon and choose to sort on column “H” and then click “OK”.
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Verifying 090 Pre-PEIMS with MS Excel
Now you have an easy and efficient way to review your 090 Staff data with all of your
campus data sorted by course number. The staff at the top of this report should be all
of your non-instructional professional staff. Make sure they are all accounted for then
you can check for valid Class ID numbers and monthly minutes and other 090 Staff
Responsibility data.
If you are a more experienced MS Excel user you can figure out a way to keep your
columns headers in place. The method shown in this document was to simplify the
instructions needed to delete all non-data related rows. Since the instructions cause
the deletion of your column headers below is a listing of what data is found under each
MS Excel column. You can use this list to copy and paste each column header back into
your Excel spreadsheet if you want to.
A
B
C
D
E
F
G
H
I
J
K
L
M
=
=
=
=
=
=
=
=
=
=
=
=
=
Staff Name
Period
District ID
Staff SSN
Campus ID
Role ID
Service ID
Class ID Number
Population Served
Number of Students in Class
ESC SSA Staff (Should Always be Blank)
Class Type
Monthly Minutes
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