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
From the Fund Accounting menu, select State. From the State - MD menu, select MSDE Entities Report.
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 MSDE uses the last submitted file.
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
On the MD MSDE Entities Report page, select Load.
Select the School Year.
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.
Save the load summary report, and then select OK.
Navigate to the folder containing the load summary report file.
Inspect the file. Update data if needed.
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.
The data is not extracted for locations where the NCES School ID field is blank. A warning is logged in the load summary report.
If at least one school is 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, 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.
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.
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.
To download the information, select Download, and then select Download PDF or Download as an Excel Document.
Field descriptions
Field | Descriptions |
|---|---|
School Year | The related school year. The default is the current school year. The combination of School Year and School Code must be unique. You cannot create multiple records with the same School Year and School Code combination. |
School Code | The school code. The value is retrieved from the School Number field on the General tab of the Location Table page. The combination of School Year and School Code must be unique. You cannot create multiple records with the same School Year and School Code combination. |
School Name | The school name. The value is retrieved from the Building Name field on the General tab of the Location Table page. |
NCES ID | The 12-digit National Center for Education Statistics (NCES) ID. The NCES ID only applies to instructional facilities and is not typically associated with Summer schools. The NCES ID is a 12-digit smart number with the first two digits denoting the state, the following five digits denoting the district, and the final five digits denoting the school. |
District Code | The district code where the school is located. The value is retrieved from the Local Education Agency field on the Human Resources Profile - State page. |
Status | The status of the school. Select:
The default is Active. |
City | The city where the school is located. |
County | The county where the school is located. |
X Coordinates | The x-coordinates of the school's location. |
Y Coordinates | The y-coordinates of the school's location. |
Address | The address of the school. |
SPED LEA Rollup Indicator | Indicates that the SPED calculations are rolled up to the LEA level rather than the School level. If you leave the field blank, it defaults to No in the ENTITIES_XX.tsv file. It is required only for the LEA record. Valid values:
|
Create file
On the MD MSDE Entities Report page, select Report.
Select the School Year.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
Select Create, and then select Yes.
The default file name is Entities Report_<timestamp>.<format>. Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, then Yes.
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.
On the MD MSDE Entities Report page, select Purge.
Select the School Year.
Select Submit.
Select Yes, and then select OK.