Programs Fact

This section of the documentation will review prerequisites necessary to create the Programs Fact file, go over the process to create the files and give you the file layouts/mapping for the file.

Important: Make sure Student Lite and School Entry/Exit data is up to date in SIRS before you submit for any other template.

Programs Fact Prerequisites

There are no processes that need to be run prior to creating the Programs Fact file, but you should verify that students are enrolled in the correct programs or if a student is no longer in a program, that he/she has an end date for the program.

Programs Fact Processing

Regulatory > Downloads > Downloads > NY Student Downloads

Prompt	Value for Programs Fact File
School Year	The school year you are running the extract for (will default to the current school year).
Run Date	Choose a date for the report to be run "as of". Extract will include students who were active from the beginning of the school year provided in the School Year prompt, until the date specified in this prompt
Use Current Date	Checked if the Run Date should always be the current date. Use this if you run the Student Lite download on a scheduled basis and want to capture data as of the date the process runs.
Building Type	Select the Building Types you want to run the extract for. If you want all buildings, leave this field blank.
Use State Code Equiv. for Grade	Checked if you want to use the State Code Equiv instead of your local Grade in the file.
Have Previous Year Vector
Level 0 Validation	Checked if the download should apply the same data validation as does the SIRS Level 0 application. This is in addition to data validation already performed by the download for the Student Lite collection. If you select this option, the download logs Level 0 validation errors, if any. Refer to the SIRS Level 0 Validation Errors for a listing of possible Student Lite messages related to this prompt.
Collections Panel	Use Programs Fact section.
Exclude Withdrawal Date Check	If checked, the end date field will be blank if the student's program end date in eSchoolPlus is blank. If unchecked, the extract will look for a current withdrawal date and use it as the end date IF the student's program end date is blank.
Populate Table	Check to populate the Student Lite download table.
Update Existing	Deletes records that are included in the previous download for the submission period, download, and filter criteria selected.* (For more information on clearing records, refer to Clearing Download Table Records for Deleted Data. If you select this option, you will also be prompted to determine whether download table overrides should be cleared or retained.
Clear All (For School Year)	Deletes all records for the submission period and download selected. If you select this option, you will also be prompted to determine whether download table overrides should be cleared or retained.
Clear Overrides	Deletes any overrides that were entered on the Student Download Summary.

Run the Student Downloads.
Review the error log that appears on your homepage (NY Programs Fact Log) and fix data as necessary.
Re-run the Student Download using the same prompts as in Step 1 as many times as you need to make sure that all errors are resolved.
Run the Student Extracts (Regulatory > Extracts > Extracts > NY Student Extract).
You will get a file on your Home Page called NY Programs Fact. Right-click on the file and save it to your PC. The file name will include the School Year and the Date/Time you ran the file before the csv extension

Prompt	Value for Programs Fact File
School Year	The school year you are running the extract for (will default to the current school year).
Location Code Length (Zero Pad)	Enter Zero Pad length as needed. If left blank, then Location Code extract field length will be the same as it is in the download table.
Column Headers	Checked to include a header row as the first line of the CSV output file that identifies each column.
Extract Options	Check Programs Fact field.

Upload the file to Level 0.