cde Automated Data Exchange Documentation
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Financial December Data Collection Overview

* Create Data File For Submission to CDE
Use your financial software to create a data file according to CDE's financial data file layout.

* Connect to CDE
Connect to CDE through the Internet using Netscape and the following url address: https://cdeapps.cde.state.co.us/. At this point all data sent between your computer and CDE is encrypted for security.

* Enter District Name and Password
CDE's secured web site requires a district user name and password to be entered before you can begin the Data Exchange.

* Enter User Name and Password
Supply your specific user name and password on the User Authentication Screen. You will also enter the System (choose Financial), the Collection Period (choose December), and the school year at this time.

* Start Automated Data Exchange Main Menu
Click on the Main Menu button and you will be given any of the following three options depending on your current status in the data collection process:

* Submit Data File to CDE
From the Submit Data Screen enter the data file's name and location and click on the Submit File button to transfer this file to CDE. You may use the Browse button to enter the file name.

Reports will be generated from the data soon after your file is received at CDE. E-mail notification will be sent to inform you if errors were detected or not, and to list the reports generated by CDE.

* Download and Review Reports
From the Download or View Reports screen select any of the available reports by clicking the button next to its name. Click on the View Report button to see the selected report on your screen or click on the Download Report button to transfer the report to your computer.

Reports generated each time a data file is submitted that CONTAINS ERRORSPurpose
File StatusShows status of the most recently submitted data file.
Edit Report (Lists ERRORS and WARNINGS)Errors and warnings detected in the most recently submitted data file are listed.

Reports generated each time a data file is submitted that PASSES 1ST LEVEL EDITSPurpose
File StatusShows status of the most recently submitted data file.
Management Integrity Report District reviews for accuracy.
Auditor's Integrity Report District reviews for accuracy. To fulfill reporting requirements print the FINAL version and include it in your annual financial audit.
Charter School Auditor's Integrity Report District reviews for accuracy.
Grant Revenue Received Reconciliation Report For the State and Federal grants which CDE sends out, this report is used to track individual grant activity from year to year, and properly reconcile the CDE COFRS Cash-Basis figure for CDE grant payments to the District Accrual Figure.  There is a corresponding 2nd Level ADE Edit Error which mirrors this report.
CDE-5 Child Nutrition Programs District reviews for accuracy.
Local, State, Intermediate and Federal GrantsDistrict reviews for accuracy.
Bolded Balance Sheet ReportDistrict reviews for accuracy.
Charter School Bolded Balance Sheet ReportDistrict reviews for accuracy.
Indirect Cost RateDistrict reviews for accuracy.
Edit Report (Lists WARNING and PLEASE VERIFY messages only) District reviews to make sure warnings do not apply and verifies the information indicated.

* Re-Submit Data if Errors Found
If the data was found to have any errors, you will receive an E-mail message that the data file failed CDE edit checks. You should review the available error reports, modify the data and re-submit a file by repeating this process starting at the beginning.

* Approve or Reject Your Data
If no errors were found in the data, you will receive an E-mail message indicating that the data passed CDE edit checks and the data reports are ready to be downloaded and reviewed. After reviewing these reports, use the Approve/Reject Data Screen to send your decision to Approve or Reject the data file. Remember to review any warnings in the Edit Report, to insure they do not apply to your data. You must download Management's Integrity Check Figures Report before you will be allowed to approve your data for further processing by CDE.

* CDE Continues Processing
After CDE records your decision of Approval, the data submitted will be loaded into a detail data base. Access to this data is restricted only to the CDE custodians for this data collection.


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Automated Data Exchange Documentation - Financial December Data Collection Overview

Last Modified: 7/30/10
For support or suggestions please contact the administrator at: ademaster@cde.state.co.us