MD MSDE Entities Report

The Maryland State Department of Education (MSDE) requires the following data to be provided in .tsv format:

• Entity data for unique entities with an assigned National Center for Education Statistics (NCES) ID

• General Ledger Accounts

• Transaction details

• Period Balances

The MSDE uses this data to determine the amount spent per student.

Menu Path

Select Fund Accounting from the main navigation menu, and then select State. Select Entities.

Submission Period

Annually. The file can be resubmitted whenever schools are added in the middle of the year. Local Education Agencies (LEAs) can submit the file as often as required. The last submitted file is used by the MSDE.

Selection Rule

On the Location Table page, all School Numbers on the General tab with an NCES School ID on the CRDC tab are selected and reported.

Load Data

1. On the MD MSDE Entities Report page, select Load.

2. Select the School Year.

3. Select Load, and then select Yes.

   If data was already loaded, you are prompted to delete the loaded records or cancel the load process. Select the appropriate option.

4. Save the load summary report, and then select OK.

5. Navigate to the folder containing the load summary report file.

6. Inspect the file. Update data if needed.

7. Repeat these steps until all data is loaded.

During the load process, locations with an NCES School ID on the CRDC tab of the Location Table page are extracted.

For locations where the NCES School ID field is blank, the data is not extracted. A warning is logged in the load summary report.

If there is at least one school without an NCES School ID, one default row also gets loaded for LEA – District School. In this case, the NCES School ID is the first location’s NCES School ID’s first seven digits.

If the School Number field on the General tab of the Location Table page is blank, then the data is loaded as LEA – District School with the NCES School ID of that location.

After the data for a school year is loaded, the loaded records are listed on the MD Entities Report page.

Maintain Data

You can correct loaded data before submitting the report. However, you must also update the corrected eFinanacePlus information in the source data.

1. On the MD MSDE Entities Report page, filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.

2. Add or manage records as needed:

   • To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.

   • To edit or delete a record, select the ellipsis in the Actions column, and select the appropriate option.

3. To download the information, select Download, and then select Download PDF or Download as an Excel Document.

Field Descriptions

Create File

1. On the MD MSDE Entities Report page, select Report.

2. Select the School Year.

3. Create a hard copy of the report to verify data before you create the electronic file:

   1. Select Hard Copy.

   2. Select PDF or Excel.

   3. Select Create, and then select Yes.

4. The default file name is Entities Report_<timestamp>.<format>. Save the file and select OK.

5. Navigate to the folder containing the report file.

6. Inspect the file. Update data if needed.

7. Repeat these steps until all the required data is included.

8. Create the electronic file:

   1. Select Electronic File.

   2. Select Create, then Yes.

   3. Save the file and select OK.
      The default file name is ENTITIES_XX.tsv
      where
      XX is the two-digit LEA number.

Follow the state's submission procedures.

Purge Data

If you need to correct setups or employee data, purge the existing records and reload the data.

1. On the MD MSDE Entities Report page, select Purge.

2. Select the School Year.

3. Select Submit.

4. Select Yes, and then select OK.