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Submission Workflow and Dataset Promotion

Draft Datasets

Draft datasets are defined as datasets in the following states:

  • Draft
  • Pending Internal Review

  • Draft Datasets are visible on the Draft Dataset List only for the user that created the dataset.

  • Datasets in the Pending Internal Review state are visible to LEA users with the role of “Edit Dataset” or “Dataset Approval” on the Draft Dataset Approval queue
  • Datasets in the Pending Internal Review state are visible to CDE users with the role of “System Admin” on the Draft Dataset Promote queue
  • LEA users may have a maximum of 5 draft datasets for selected fiscal Year and specific entity.
  • There is no limit on the number of draft datasets for CDE users.

Submission Datasets

Submission datasets are defined as datasets which are exclusive to the entity and cannot be deleted unless the state is returned to Draft.

Submission datasets are defined as datasets in the following states:

  • New Dataset Submission
  • Data Entry
  • Update Dataset
  • Promote to CDE Review
  • Promote to 1st Level LEA Review
  • Promote to 2nd Level COE Review
  • LEA Oversight Review Completed
  • Pending CDE Authorization
  • LEA Publish

  • The New Dataset Submission state is used to edit forms, import data and allow manual entry of data elements.

  • The Data Entry state is used to run validations and make corrections.

  • The Update Dataset state is used for oversight to return a dataset back for corrections

  • The Promote to CDE Review state is used for Single District County/COE to submit the submission to CDE. This is the last visible state for LEA users; there is a system rule in place to automatically change datasets in the Promote to CDE Review state to the New Submission state, where it becomes visible to CDE. The CDE Received field is set to current date/time and the dataset is considered a formal submission dataset.

  • The Promote to 1st Level LEA Review state is used for Oversight role to review the submission and approve or reject the submission. The submission is lock for data edits by the submitter.

  • The Promote to 2nd Level COE Review is used to provide an additional review level for Charter Schools Authorized by Districts submissions. The submission is locked for data edits by 1st Level reviewers.

  • The LEA Oversight Review Complete state is used for submissions that are in reporting period Interim 1 - 3 and has been approved by Oversight. The system locks the submission from any edits.

  • The Pending CDE Authorization state is used to move the submission in the Unaudited Actuals (UA) reporting period to the CDE workflow for CDE review and approval.

  • The LEA Publish state is used to identify a submission as published and the submission will be displayed on the Published Dataset list.

Formal Submission Datasets

Formal submission datasets are defined as datasets that have been promoted to CDE with in the New Submission state or higher.

Submission datasets are defined as datasets in the following states:

  • New Submission (9 - In CDE Review status will be shown)
  • Active Submission Returned
  • CDE Published

Resubmission Datasets

After an LEA submits a formal dataset submission, they may have a need to revise and resubmit a new dataset to replace the formal dataset version that was submitted to CDE. A new draft dataset is created for the resubmission and promoted through the LEA workflow process, using a dataset name that clearly identifies it is a resubmission.

Only one active LEA submission is allowed in their entity-wide submission area.

Resubmission datasets are defined as datasets in the following states:

  • Resubmission
  • Resubmission Required
  • Submission Replaced
  • Resubmission Rejected

When the resubmission is at the Promote to CDE Review status, the system recognizes the dataset as a resubmission (since there was a previous formal submission for the entity). SACS automatically sets the resubmission dataset to the Resubmission status and CDE is alerted by email.

CDE will stop further review of the original dataset and determine whether the resubmitted dataset will replace the original submission.

  • The status for original dataset is changed to Submission Replaced and email is triggered to the LEA
  • If the submission is rejected the state for resubmission dataset is changed to Resubmission Rejected and email is triggered to LEA and the original dataset will continue through the review process.

If CDE rejects a submission, CDE will return the submission to the LEA and set the status to Resubmission Required.

Recalled Datasets

A COE or SBE oversight user may email CDE (outside the system) to request a recall for a submission in CDE review for a given entity, fiscal year and reporting period. CDE can return the submission to the LEA by setting the state to Active Submission Returned. The submission will then go back through the LEA workflow process for corrections.

Recalled datasets are defined as datasets in the following states:

  • Active Submission Returned

Datasets not in the Published states (Published or CDE Published) may be changed to state Active Submission Returned and the CDE Received field is set to null.

Published Datasets

After CDE review is complete for formal Unaudited Actuals, Budget and Interim datasets, the dataset will be published within the system. Budget submission datasets may also be published at the LEA level.

Published datasets are defined as datasets in the following states:

  • LEA Published
  • CDE Published

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