Quick Guide to the CBEDS-ORA

Instructional Materials

Training

Gathering Data

Make sure you have data for each of the schools in your local educational agency (LEA), including charter schools authorized by your LEA, unless the charter schools have elected to submit their data independently from your LEA.

Review the CDIF and SIF forms in the CBEDS Administrative Manual to determine what data are needed. Some LEAs have the data available centrally; other LEAs must collect data manually from each of the schools in the LEA. Use of the CBEDS-ORA will depend on how the data are available at your LEA.The different methods used to collect data include the following:

Data are collected from each school
You may choose to use the CBEDS-ORA to print out a blank CDIF or SIFs for each school, or

Schools may print the SIF form from the Internet, complete the information, and forward it to the LEA for key entry.

Data are available electronically
If the data are available in an electronic format, the data may be imported into the CBEDS-ORA without data entry. The data must be in the format specified in the 2012 CBEDS File Layout [http://www.cde.ca.gov/ds/dc/cb/documents/oralayout12.doc] (DOC), which is also available through the CBEDS-ORA by selecting the Advanced Features “Import” or “Export” options.

CBEDS-ORA

Web page
Navigate to the CBEDS-ORA [http://www3.cde.ca.gov/opuscbeds/login.aspx] logon page.

Logon
Enter your unique user name and password and select "Logon" to access the application. User names and passwords are case sensitive. If you have lost your user name and password, contact the CALPADS/CBEDS/CDS Operations Office at 916-324-6738 or by e-mail at cbeds@cde.ca.gov.

Features of CBEDS-ORA

The CBEDS-ORA features the following components:

• List of Expected Schools – View a list of schools that are expected to submit CBEDS data
• Update User Information – Make changes to CBEDS Coordinator contact information
• Edit – Key enter or update CDIF/SIF data
• Import – Load a file containing CDIF/SIF data to bypass key entry
• Export – Obtain a file of CDIF/SIF data contained in ORA
• Reports – View or print reports
• Submit/Certify Data – Submit or certify your CBEDS data

List of Expected Schools

The List of Expected Schools is a report containing all the schools in your LEA that are required to report CBEDS data. If you have a school that is not on this list and you feel should be, or if you have a school that is on this list and you feel should not be, follow the instructions on the report for making corrections.

Update User Information

The Update User Information feature allows coordinators to easily update their contact information. Follow the steps below to update coordinator information.

1. Select the “Update User Information” option from the Main Menu.
2. Click on the “Edit” button.
3. Make appropriate updates and “Submit” your changes.

Editing SIF Data

Follow the steps below to enter/edit SIF data:

1. Select the “Edit” option from the Main Menu.
2. Select a school from the list of schools in the drop down menu and click the “Select” button.
3. Once the school loads, section A will be displayed. Click the “Edit/Update Data Below” button to enter data for classified staff.
4. Click the “Save” button to save and view your key entry or click the “Cancel” button to exit without saving.
   
   Note: If an error is found in the key entry, a note with an explanation of the error will be displayed at the top of the screen. You will not be allowed to save and exit if errors have been detected. You must fix the error(s) prior to saving and exiting or you may select the “Cancel” button to exit without saving.
5. To view or edit another section, select the appropriate section tabs corresponding to the section(s) you wish to access.
6. Repeat steps 3 and 4 to edit and save data.
7. To select another school to edit, click the “Select a School or District Office” button at the top of the screen and repeat the appropriate steps above.

Editing CDIF Data

Follow the steps below to edit CDIF data. Note this section does not apply to independently reporting charter schools, as they do not complete a CDIF.

1. From the Main Menu, select the “Edit” option.
2. Select the “District Office (CDIF)” from the list of schools in the drop down menu and click the “Select” button.
3. Once the District Office (CDIF) loads, section A will be displayed. Click the “Edit/Update Data Below” button and enter data for district/county office classified staff.
4. Click the “Save” button to save and view your key entry or click the “Cancel” button to exit without saving.
   
   Note: If an error is detected in the CDIF key entry, a note with an explanation of the error will be displayed at the top of the screen and you will not be allowed to save and exit. You must fix the error(s) prior to proceeding, or you may select the “Cancel” button to exit without saving.
5. To view or edit another section, select the appropriate section tabs corresponding to the section(s) you wish to access.
6. Repeat steps 3 and 4 to edit and save data.

Reports

The following reports are available for LEAs through the CBEDS-ORA.

• Import File Submissions
• Blank CDIF and SIF forms
• Completed CDIF and SIF forms
• District Summary
• SIF Summary of Current and Last Year
• Summary reports by school for each section
• Errors and Warnings
• Explanation of Errors and Warnings
• Certification Summary (this is only available if your LEA has certified/submitted data)

Resolving Errors and Warnings

Once all data have been entered or uploaded into the application, you will need to ensure data are error free and that all warnings have been reviewed.

A report which details all errors and warnings for each school may be printed by selecting the “Reports” option from the Main Menu and choosing the “Errors and Warnings” report.

Data Verification

CBEDS data should be verified for accuracy and completeness prior to submission to the California Department of Education (CDE).

Submit/Certify Data

Follow the steps below to submit/certify your data:

1. Select the “Submit/Certify Data” option from the Main Menu.
2. Click the “Submit/Certify Submission” button to begin the certification process. At this point your data will be checked against final edit checks. Based on the results of the final edit check review, you will either receive a “Submission Failure” message with a listing of errors that must be fixed prior to data submission and certification, or you’ll receive a Certification Summary Report  summarizing the data you are about to submit with a listing of warnings, if any, that you should verify. If the information on this report is accurate, click on the “Submit/Certify” button to submit your data.
3. Once your data have been successfully submitted, you will receive a “Congratulations” message.

Advanced Features – Importing

If choosing to import data, the import file must match the CBEDS file specifications. The import specifications are available in the 2012 CBEDS File Layout [http://www.cde.ca.gov/ds/dc/cb/documents/oralayout12.doc] (DOC, and also available through CBEDS-ORA by selecting the Advanced Features “Import” or “Export” menu options. Follow the steps below to import data:

1. Select the “Advanced Features” option from the Main Menu.
2. Select the “Import” option from the Advanced Features menu.
3. Enter the path where your file is located, or click on the “Browse” button to navigate to the file on your computer.
4. Once a file is selected, click on the “Upload File” button to import the file. Upon successful upload, the “Import File Submissions” report will appear with details about your file.
5. Files being imported are run through two types of checks: 1) format check; and 2) data validation check. If your file does not pass these checks, it will not be processed. Review the Format Checker report and if there are errors with the format of your file, you will need to fix the errors and import a new file in order for the data to be processed and loaded into the application. If your file passes the format check, review the Errors and Warnings report to see if there were any data validation errors or warnings with your file. This report is available under the Reports menu. These checks are also run at submission/certification.
6. If your data passes our format and validation checks, the data will load and you will be able to view the imported school or LEA data by following the steps for “Editing SIF Data” or “Editing CDIF Data” outlined above.

Advanced Features –  Exporting Data

Exporting allows users to obtain a tab-delimited text file of the CDIF and SIF data that are currently in CBEDS-ORA. One use of this feature is to create a backup file of the CDIF and SIF data in CBEDS-ORA that may be saved to your computer or to a disk. Follow the steps below to export data:

1. Select the “Advanced Features” option from the Main Menu.
2. Select the “Export” option from the Advanced Features Menu.
3. Click the “Export Data” button and save the file to your computer. You will need to save the file as a text file (.txt).
4. Once your file downloads, close the “Download Complete” window.

Backing Up Data

Data Corrections

Assistance