ProCalc Overview

PRORATION CALCULATION

(PRO-CALC)

REGULATION

The full-time equivalent (FTE) attendance for each pupil with a handicapping condition, for each incarcerated youth, or for each homeless child, enrolled for less than the maximum possible period of enrollment for the program or service shall be calculated to three decimal places without rounding by computing the proportion that the total number of weeks during the period of enrollment of such pupil bears to the total number of weeks the program is operated. For the purpose of this paragraph, three consecutive days of enrollment within the same week and within the same month shall be the equivalent of one week of attendance, provided that no more than four weeks of enrollment may be counted in any calendar month.

 OVERVIEW

 The PRORATION CALCULATION was developed so the automated system could determine the number of weeks that have elapsed between any two dates in a given school year based on the State Education Department (SED) Regulation 200.9. SED regulations governing the calculation are:

 a)     Three consecutive school days (excluding Saturday and Sunday) are considered as one full week. When the three consecutive days do not fall completely within one month, one week is allowed.

  b)     During the 10-month component of the school year (September through June), a maximum of 4 weeks is allowed per month.

  c)     During the 2-month component (July through August), there is no maximum number of weeks per month. It is possible for one month to have five weeks.

 

BACKGROUND

 In order to accomplish the proration based on SED Regulation, the actual day of the week must be taken into account. The PRORATEFILE was created for this purpose. For each day of the year, this file contains the Gregorian Date, "July" Julian Date (July 1 equals 001), Month Subscript (July equals 01 through June equals 12), days in the month, day of the week, first day of the month, and a 5 week month indicator. A separate proration file is created for each school year.

In addition to the PRORATEFILE, a days‑table is used to determine how many weeks have elapsed within a month based on the starting day. A separate days‑table is required for summer dates (because of the possibility of a 5-week month). These tables are "eternity" tables that do not need to be created yearly. All working‑storage fields needed for the calculation are included in the Library coding.

 

CALCULATION

 The PRORATEFILE is read by Gregorian Date (MMDD) for the beginning and ending date that was moved to the PC‑DURATION‑BEGIN and PC‑DURATION‑END fields respectively. The PRORATEFILE record retrieved is then moved to its appropriate working‑storage field. Dates must be edited before being passed to the PRORATION CALCULATION. Dates must be numeric; month, day and year must fall within appropriate ranges and the ending date must not be less than the beginning date. An error message is displayed and the program is terminated if an invalid key is returned.

 The Beginning Month Subscript is then subtracted from the Ending Month Subscript. If the remainder is greater than zero, 1 is subtracted from the remainder giving the number of full months between the Beginning and Ending dates. The result is then multiplied by four to express the total in weeks. The PC-DURATION field is used to store this calculation. The processing then branches into two paths:

 a)     Dates that fall within the same month. The beginning day is subtracted from the ending day. The remainder is used with the appropriate DAYS-TABLE (beginning day of week) to determine the number of weeks that have elapsed in the beginning month. That number is added to the PC-DURATION total.

b)     Dates that extend into different months. The beginning day is subtracted from the number of days in the month. The remainder is used with the appropriate DAYS-TABLE (beginning day of week) to determine how many weeks have elapsed in the beginning month. The number of weeks is added to the PC-DURATION total. One (representing the first day of the month) is then subtracted from the ending day. The remainder is used with the appropriate DAYS-TABLE (the day of the week of the first day of the month) to determine the number of weeks that have elapsed in the ending month. This number is then added to the PC-DURATION total.

c)     If the dates occur during the summer, it must be determined if the dates comprise a five-week month. If so, an extra week must be added to PC-DURATION.

d)     If the calculation results in zero, add one to PC-DURATION. This accommodates the exception that no dates are given less than one week.

 USAGE

Three Library Files are needed to accomplish the PRORATION CALCULATION:

 a)     In the FILE SECTION, copy in the PRORATEFILE description:
FD PRORATEFILE COPY “HC/PL/FD/PRORATE ON SOURCEPK”.

The SELECT statement in the FILE-CONTROL section should read as follows for the PRORATEFILE:

SELECT PRORATEFILE
ORGANIZATION IS INDEXED
ACCESS IS RANDOM
REOCRD KEY IS PRO-GREG-DATE
STATUS IS PC-STAT

 b)     In the WORKING-STORAGE section, copy in the fields needed to perform the calculation:

01 PC-DURATION-DATES COPY “HC/PL/WS/DAYS/N/FLDS”.

  c)     In the PROCEDURE DIVISION, copy in the coding necessary to perform the calculation:

P000-PROCALC.
    COPY “HC/PL/CD/PROCALC ON SOURCEPK”.
P999-EXIT.
    EXIT.

 d)     Before performing the PRORATION CALCULATION coding, move the beginning date and ending date as follows:

Beginning date to          PC-DURATION-BEGIN
Ending date to               PC-DURATION-END

Dates must be in MMDDYY format.

 The PRORATION-CALCULATION can then be performed. The result of the calculation, expressed in weeks, can be found in the PC-DURATION field (PIC 99).

A routine has also been added to calculate the number of days between PC-DURATION-BEGIN and PC-DURATION-END. The routine calculates the difference between Julian dates found on the PRORATE file and adds one to that number. The change allows for the calculation of total maintenance cost based on a daily rate used for Section 4408 (July/August) residential placements.

Last Updated: June 2, 2009