This page provides CBEDS coordinators with instructional documents for use of the CBEDS Professional Assignment Information Form (PAIF) DEA software and the School Information Form (SIF)/County District Information Form (CDIF) DEA software as well as descriptions, fixes, and downloadable updates for problems that have been identified with the software. If you are experiencing a problem with the DEA software programs and a fix for the problem is not listed below, please contact our office for assistance at 916-327-0219.
Instructional Documents
- School-level single-user non-networked use of the CBEDS software
A document that explains the steps necessary to use the CBEDS software at the school level in a non-networked environment. - School-level multi-user networked use of the CBEDS software
A document that explains the steps necessary to use the CBEDS software at the school level in a networked environment. - Administrative Manual for CBEDS Coordinators and School Principals (2007) (DOC; 2,643KB; 42pp)
- File Layouts for the CBEDS
Software
These file layouts are used by local educational agencies (LEAs) who create a file from their student information system for importing into the CBEDS DEA software. It is not used by LEAs who manually key enter data or who create files using the software by exporting a file and then importing that file back into the software.
2007 SIF File Layout (Corrected 13-Sept-2007; DOC; 873KB; 20pp.)
This corrected file layout should be used in lieu of the file layout that is in Appendix A in the Help Menu of the SIF DEA software.
2007 PAIF File Layout - DOC (Revised 11-Sept-2007; 168KB; 4pp.) - Software Training
CBEDS Software Demonstration (Flash; 37:35)
Accessible Alternate Version of the CBEDS Software Demonstration
Demonstration and instructions on how to use the CBEDS data entry assistant software. This demonstration does not pertain to CSIS state reporting districts unless there are charter schools that are not included in the district's CSIS submission.
Software Installation Issues
- Install action under Windows 2000, Windows NT, and Windows XP:
Problem: Administrative rights are required under Windows 2000, Windows NT, and Windows XP to load the CBEDS software. Some districts have set up their workstations in such a manner that the user of the workstation does not have the administrative rights required to install the software on the workstation.
Fix: Staff who have administrative rights must install the CBEDS software and make sure that the user has access to it. Administrative rights are also required when the PAIF software is started for the first time in order to copy data for the district from the CD-ROM onto the computer. - Desktop icon does not open file:
Problem: If the drive location for the program was changed from the default during installation, the icon may not be properly configured. The program will not run, usually giving a message like "c:\program files\paif2007\paif07.exe cannot be found" or "File does not exist." This error may come up for the SIF or PAIF program if the drive location was changed during installation.
Fix: To edit the icon, right click on the icon and select "Properties." Make sure that the "Target " and the "Start in" fields are directing the program to the place that you have loaded your software. For example, if you loaded the PAIF program into C:\CBEDS07\PAIF\, the "Target" should be C:\CBEDS07\PAIF\PAIF07.EXE and the "Start in" should be C:\CBEDS07\PAIF\.
Data Submission Problems
- Problem: Some users are experiencing an "OLE error" when trying to submit their data. This occurs when the user's Windows registry was not correctly updated when the software was installed. The two files that need to be registered are FTPX.dll and FTPX.ocx. These two files are copied into your c:\windows\system32 folder and registered when you install the software.If the installation was not completed successfully, these files may be missing. This problem is often caused by users copying the software from one PC to another without doing a complete installation. It may also be caused by the user not having windows 'rights' to write to the system folder.
Workaround:Send your data via an e-mail attachment to pwilburn@cde.ca.gov. The files to send are called P9999999.int for the PAIF and S9999999.int for the SIF/CDIF (where you substitute your district county-district code for the 9's). These files are created when you attempt to submit over the Internet and are stored in the folder where the respective software is installed. The default location for these folders are C:\Program Files\PAIF2007\ and C:\Program Files\SIF2007\. If the default installation location was not used, right click on the desktop icon and select "Properties." This will show you the path to the folder where your software is installed.
Fix: It is necessary to register the two files in your Windows Registry. There are two ways you can register these files. The first method is to Click on the Start button, and click on Run. In the space provided type: Regsvr32 FTPX.dll. There should always be one space after Regsvr32 and it is not case sensitive. If you get a confirming message that the file is registered, register the other file by typing:Regsvr32FTPX.ocx.
If the previous method does not work, you may have to add a path before the FTPX files. If you are using the SIF software the command would be Regsvr32 "c:\program files\SIF2007\Other\FTPX.dll" (include the quotes as indicated). Use the same command and path to register the FTPX.ocx file, except replace FTPX.dll with FTPX.ocx.
Software Update(s)
The 2007 CBEDS software updates are no longer available.
PAIF Software Update:
Download the pupdate07.exe (EXE; 710KB) file to your hard drive. If you have not already done so, exit the PAIF software. Then execute the pupdate07.exe file to install the update. This update will not overwrite any existing data. The default installation directory is C:\program files\PAIF2007. You may change the default directory if you did not install the software to the default directory. See "PAIF Software Problems and Fixes" below for details on fixes.
SIF Software Update:
Download the supdate07.exe (EXE; 1,717KB) file to your hard drive. If you have not already done so, exit the SIF software. Then execute the supdate07.exe file to install the update. This update will not overwrite any existing data. The default installation directory is C:\program files\SIF2007. You may change the default directory if you did not install the software to the default directory. See "SIF Software Problems and Fixes" below for details on fixes.
PAIF Software Problems and Fixes
- Problem: Appendix A in the Help Menu of the PAIF DEA software has an incorrect version of the file layout. This layout is used by LEAs who create a file from their student information system for importing into the PAIF DEA.
Workaround: Use the updated 2007 PAIF File Layout (DOC; 168KB; 4pp.). - Problem: Error messages are generated when printing the PAIF forms by school (Reports menu selection "D. Form: Selected Schools' PAIFs"). This problem is reported as intermittent, and CDE staff have not been able to duplicate the problem.
Workaround: Exit the PAIF DEA software and restart the software. Make sure that you do not have the program open more than once.
Fix: Download the PAIF software update version 7.0.12 or later. The code has been modified to eliminate file access errors. - Problem: When adding a new PAIF record, the software allows the District Assigned Staff Identification Number field to be bypassed. This field is the key to linking the PAIF records with the assignment records, and must not be left blank.
Workaround: Make sure that a District Assigned Staff Identification Number is always entered for new PAIF records.
Fix: Download the PAIF software update version 7.0.13 or later. - Problem: If the system is interrupted while printing PAIFs by pressing the cancel button after the print button has been pressed, an index file could become corrupted. If the file gets corrupted, the next time you attempt to print, you will receive an error message and will not be able to print.
Workaround: None.
Fix: Download the PAIF software update version 7.0.14 or later. - Problem: The “K Report, Change by Type” has an error in the pupil services columns. The data for last year and current year are the same.
Workaround: None.
Fix: Download the PAIF software update version 7.0.15 or later. - Problem: Assignment code 6013 - Home and hospital teaching is indicated as requiring enrollment, yet enrollment is not required for this code. Assignment code 5730 - Multiple Media Production is not indicated as fulfilling University of California (UC) / California State University (CSU) requirements and it is possible for this code to fulfill the UC/CSU requirements.
Workaround: None.
Fix: Download the PAIF software update version 7.0.15 or later.
SIF/CDIF Software Problems and Fixes
- Problem: Appendix A in the Help Menu of the SIF DEA software has an incorrect version of the file layout. This layout is used by LEAs who create a file from their student information system for importing into the SIF DEA.
Workaround: Use the updated 2007 SIF File Layout (DOC; 869KB; 20pp.). - Problem: The short file format in the help menu was not accurate. When importing data using the short format, the graduates in section B, line 7 were not importing to the correct line.
Workaround: Use the long file format or key enter data into the software.
Fix: Download the SIF software update version 7.0.14 or later.
