Archived Information

Accounting and Auditing

Spreadsheet Issues, 2004-2005 End of Year Pupil and Financial Report

09/20/2005

School officials completing the FY04 End of Year Pupil and Financial Report (EOYPFR) are encouraged to contact DOE about any technical difficulties they encounter (downloading and uploading, macros, printing, cell references, contents of locked data cells provided by DOE, etc). If such problems are confirmed, this document will identify them and explain how to correct them if necessary.

1. Amendment smart form

   This year all amendments will be made using the new automated amendment smart form on the secure portal. Download instructions:  

2. Schedule 11 downloading

   After a district uploads its completed EOYPFR, DOE will soon thereafter populate regular and vocational education membership into Schedule 11, using SIMS data submitted during the summer of 2005. That populate process began in later October, 2005. Districts should check the Security Portal drop box - outbox folder -to download their updated file.

3. Missing grant data

   There are thirty-six districts that will find that some of their direct state grant items are not included in the totals populated by DOE on line 510. See the list below for the affected districts and grants. If you have not already done so, please add these figures to line 510 under the appropriate column. Follow this link for a complete listing of your district's FY05 grant awards http://finance1.doe.mass.edu/schfin/grants/grant05.aspx.

   LEA	District	Project Number	Description	Adult Education	Undis- tributed
   16	Attleboro	345-059-5-0016-F	Adult Ed. Learning Ctr.	308,014	0
   16	Attleboro	592-011-5-0016-F	Targeted Summer Support	0	13,000
   16	Attleboro	597-008-5-0016-F	Class 2003 - Summer	0	25,696
   35	Boston	345-074-5-0035-F	Adult Ed. Learning Ctr.	210,588	0
   44	Brockton	345-004-5-0044-F	Adult Ed. Learning Ctr.	653,444	0
   44	Brockton	597-009-5-0044-F	Class 2003 - Summer	0	42,700
   61	Chicopee	592-001-5-0061-F	Targeted Summer Support	0	25,000
   61	Chicopee	597-002-5-0061-F	Class 2003 - Summer	0	68,043
   64	Clinton	345-027-5-0064-F	Adult Ed. Learning Ctr.	215,865	0
   97	Fitchburg	592-004-5-0097-F	Targeted Summer Support	0	20,000
   100	Framingham	345-028-5-0100-F	Adult Ed. Learning Ctr.	433,167	0
   137	Holyoke	345-019-5-0137-F	Adult Ed. Learning Ctr.	267,846	0
   137	Holyoke	592-006-5-0137-F	Targeted Summer Support	0	22,500
   141	Hudson	345-048-5-0141-F	Adult Ed. Learning Ctr.	231,739	0
   149	Lawrence	345-029-5-0149-F	Adult Ed. Learning Ctr.	594,864	0
   160	Lowell	345-044-5-0160-F	Adult Ed. Learning Ctr.	750,269	0
   165	Malden	592-014-5-0165-F	Targeted Summer Support	0	22,500
   181	Methuen	345-030-5-0181-F	Adult Ed. Learning Ctr.	292,869	0
   182	Middleborough	592-012-5-0182-F	Targeted Summer Support	0	16,180
   201	New Bedford	345-010-5-0201-F	Adult Ed. Learning Ctr.	510,517	0
   227	Palmer	597-005-5-0227-F	Class 2003 - Summer	0	14,755
   236	Pittsfield	345-036-5-0236-F	Adult Ed. Learning Ctr.	282,844	0
   242	Provincetown	597-010-5-0242-F	Class 2003 - Summer	0	550
   243	Quincy	597-011-5-0243-F	Class 2003 - Summer	0	18,800
   251	Rockland	345-041-5-0251-F	Adult Ed. Learning Ctr.	153,054	0
   274	Somerville	345-067-5-0274-F	Adult Ed. Learning Ctr.	538,504	0
   281	Springfield	597-003-5-0281-F	Class 2003 - Summer	0	94,152
   293	Taunton	345-042-5-0293-F	Adult Ed. Learning Ctr.	356,702	0
   308	Waltham	345-060-5-0308-F	Adult Ed. Learning Ctr.	91,998	0
   316	Webster	345-015-5-0316-F	Adult Ed. Learning Ctr.	218,174	0
   325	Westfield	592-009-5-0325-F	Targeted Summer Support	0	25,000
   348	Worcester	345-079-5-0348-F	Adult Ed. Learning Ctr.	396,210	0
   348	Worcester	597-004-5-0348-F	Class 2003 - Summer	0	23,755
   618	Berkshire Hills	597-001-5-0618-F	Class 2003 - Summer	0	10,205
   658	Dudley-Charlton Reg	592-003-5-0658-F	Targeted Summer Support	0	11,100
   674	Gill-Montague	592-005-5-0674-F	Targeted Summer Support	0	15,000
   700	Marthas Vineyard	345-008-5-0700-F	Adult Ed. Learning Ctr.	164,148	0
   806	Blue Hills Voc	345-002-5-0806-F	Adult Ed. Learning Ctr.	211,718	0
   806	Blue Hills Voc	345-038-5-0806-F	Adult Ed. Learning Ctr.	109,687	0
   806	Blue Hills Voc	538-002-5-0806-F	State Workplace Education	27,000	0
   829	So Middlesex Voc Tech Reg	592-015-5-0829-F	Targeted SummerSupport	0	21,000
   851	Northern Berkshire Voc	592-007-5-0851-F	Targeted Summer Support	0	14,200
   860	Pathfinder Voc Tech	592-008-5-0860-F	Targeted Summer Support	0	31,000
   872	Southeastern Reg Voc Tech	592-013-5-0872-F	Targeted Summer Support	0	16,000

4. Edit 12 correspondence of pupils and costs

   Row 888, which checks the correspondence between tuition and special education students enrolled in public residential institutions, can be ignored if there are any pupils in cell i888. The cell reference to Schedule 4 on row 887 is incorrect.

Helpful Hints

• If you get a macro error on schedule 3, it may be that you are using a version of the file that has been saved with a name other than the standard "05eoy***.xls" (where the *** represents your three-digit lea code). Save the file under the original name and the problem usually disappears.

• Enabling macros: macros must be enabled for the schedule 3 update or print macros to work. Some spreadsheets have security set at the highest level in the "tools\macros\security" menu. A lower level usually works, although in some cases it is a local network problem.

• Remember that there is a print menu: hit "control p".

• If numbers appear on the screen as asterisks, use a higher zoom level (View\Zoom).

• This year all amendments are to be made using the new automated amendment smart form. The form will be available by the early fall of 2005.