Audrey Trout and Shanya Dean, Edvance Research Texas ACE conference 2013 Austin, Texas

1. Texas 21st Century Community Learning Centers
Effective Use of TX21st Tracking Reports
August 08, 2013

2. Introductions
2

3. 3
TX 21st Reports
There are 105 reports available in TX21st
Divided into 6 Levels
Frequently Run
Grantee Level
Center Level
Student Reports
Exception Reports
Archive Reports

4. 4
Goals for Today
• Be able to locate reports in TX21st
• Determine which report provides the required
data
• Use reports to monitor and manage daily
program operations to remain in compliance with
grant requirements
• Use reports to promote the ACE program to
stakeholders, school boards and community
• Learn “quick tips” for EXCEL

5. Import/Export
• Export – Opportunity to retrieve data from the
TX 21st database
• Import – Opportunity to give data to the TX 21st
database
• Divided into 2 levels (Note: verify with participant
exactly which level they are viewing)
– Grantee Data
– Center Data
5

6. 6
Import/Export
• Information is presented as an excel document
• Special formatting required to import document back to
Tx21st (i.e. grade import)
• Once data is exported, it can be manipulated in excel

7. 7
Frequently Run Reports
6 Reports at this level

8. 8
Grantee Reports
18 Reports at this level

9. 9
Center Reports
30 Reports at this level

10. 10
Student Reports
19 Reports at this level

11. 11
Exception Reports
14 Reports at this level

12. 12
Archived Reports
18 Reports at this level

13. 13
Report Search Activity
Center
Reports
Archived
Reports
Exception
Reports
Student
Reports
Grantee
Reports
Frequently
Run
Reports
TX21st

14. EXCEL “Quick TIPS”
• Use the Search and Replace feature in Excel
• Excel deletes zeros if they are at the start of a
string of numbers. SSNs beginning with zero, you
will need to place an apostrophe prior to the string
of numbers
• Ctrl C = Copy Ctrl V = Paste
• Drag Feature – Copy Down
• Reformatting of CSV File
• When uploading student data, if the cell is left
blank, the system keeps the current data

15. Format Cells & Save File
• Select the cells from ALL Columns/Rows with data (even with blank cells),
right click in selected area & go to Format Cells.

16. •Select Border tab & Select
Outline option.
Format Cells & Save File, cont…
•Save file as a .csv file
TIP: Refer to Grade Import Instructions for more details.

17. 17
Q & A

18. 18
Contact Us!!
• Shanya Dean – 281-686-6068
– shanya.dean@mytexasace.org
• Audrey Trout – 979-388-3277
– audrey.trout@mytexasace.org