STUDENT DATA Data Exports

Transcription

1 STUDENT DATA Data Exports I. Introduction to the Data Export Facility II. Parts of an Export III. Add an Export a. Add the Export Definition b. Build the Query i. Top Level Data Element ii. Additional Data Elements c. Columns: Specify the Data Fields to Export d. Generate an Export File IV. Download an Export File V. Query Design 101 VI. Copying Exports VII. Sharing Exports VIII. Transferring Ownership IX. FAQ 6/23/2008 Page 1 of 42

2 I. Introduction to Data Exports Overview The student letter facility empowers a user to create and manage exports of data from the Genesis Student Records database. The Data Export feature set provides flexibility in providing for extractions of data from virtually every table in the Genesis database. Features The Query Engine allows users to design queries that pull data from any module in the Genesis system. Users can access any data table in the records database. Column Selection allows users to specify exactly which data items they wish to export. The query you create determines which tables are available to export and the column selection allows you to specify which data items you want to export and in what order. You can specify any or all of the data items retrieved by the Query. Export Generator - - The Export Generator uses the Query to retrieve data elements from the database. It then uses the Columns specified in the Column Selection to build an output file. Finally, it will create either a Microsoft Excel file (.xcl) or a comma-separated values file (.csv). You can download the file at will. 6/23/2008 Page 2 of 42

3 II. Parts of a Data Export Export Components A data export has 2 essential components: Figure 1 The Export My Exports List screen 1. The Query The database query selects the data that will be extracted from the database and made available for export. A query can be as simple as all students or quite complicated. A complex query might select all active students who were in the Genesis High School for the school year and still have fines outstanding. The query must link to all the data elements that you wish to export. 2. The Columns or fields of data to export. The columns specify the columns in the export file (i.e. the resulting MS Excel spreadsheet). To be included as a column in the output, the field must have been included in one of the data elements extracted from the database. Essentially, the export definition specifies: What data objects to pull from the database Which specific fields in those objects to output/export. The order in which the fields should appear in the export file. The Query Queries are built. These Objects can be linked together to form a set of data. The way in which the objects are linked together specifies what information can be included in 6/23/2008 Page 3 of 42

4 each letter. However, you cannot include any information that you did not include in the query: if you did not link in the student s Legal Residence address, you will not be able to include their address in the letter. Creating queries which do the right thing takes practice. 6/23/2008 Page 4 of 42

5 III. Add an Export Definition A. Add the Export Definition To begin the process of creating an export, enter a Code, a Name for the new export and a Category in the fields at the bottom and click the Add button Figure 2 The Export My Exports List screen illustrating the location of the Add Export Definition fields Creating an Export Definition Creating an Export definition is a process with several steps: 1. Create the Export definition 2. Create the Query 3. Specify which data fields to actually export and in what order 4. Optionally, run the Export immediately Begin the Process: Add an Export Definition 1. Go to the Export My Exports List screen 2. Locate the Add a Query fields at the bottom left of the screen. 3. Enter a Code for the Export. 4. Enter a Name for the Export 5. Enter a Category for the Export 6. Click Add to add the Export definition. 6/23/2008 Page 5 of 42

6 Export Code The code is a unique identifier that represents this individual Export definition. The code can be up to 10 characters in length. Export Name The name describes the Export. The name should be descriptive of what the Export does. Export Category The Export Category is an optional field that lets you categorize your exports in any way you wish. You may leave this field blank or you may enter any Category name you like there is no checking. 6/23/2008 Page 6 of 42

7 Learning by Example An example is incorporated within this document. The steps of the example are interspersed in appropriate spots. Each, except for this first one below, occupies a separate page of the document. They walk you through a very simple example. Example Step 1: Create a new Export Navigate to the Export My Exports List screen. At the bottom of the screen there is an area where we can create a new Export Query. Enter the information as seen in the following screen shot. Click the ADD button. Your screen should now look similar to this: 6/23/2008 Page 7 of 42

8 B. Build the Data Query Exports have no default query. To build the query for an Export: 1. Go to the Export List screen 2. Locate the Export for which you wish to build a query 3. Click on the query icon to create or edit a Query for the Export. You will be presented with the Export List query screen as seen in figure 1. Figure 3 The Export My Exports Query screen showing the empty query The Empty Query The empty query (shown in Figure 3 above) does nothing. To begin, you must specify the top level data element the starting point of your query. Definition of a Data Element A data element is a table in the Genesis database. For example, Student is a data element: it is the Student table and each record in the table (each row ) contains a large amount of demographic and registration data about single student. 6/23/2008 Page 8 of 42

9 The Structure of the Genesis Database There are hundreds of tables in the Genesis database. All of the most important of those are accessible through the Data Export tool. A more detailed data dictionary can be found in the Genesis Data Dictionary document. The key tables include: Student Demographics: Student The basic student record. This contains a great deal of basic demographic information. It has been designed to minimize your need to create complex queries to analyze demographics. Address The student address table. This contains all the students addresses. o Each student may have multiple Addresses listed in the Addresses table. o Every student must have a Legal Residence Address. Code=LR. ContactNumber The contact numbers for each Address. Every Address has at least one contact. School Information about the schools in the District DistrictTeacher The District Staff table. Every person in the school district who has a function within Genesis, such as Teacher, Counselor, Nurse, Vice Principal, Disciplinarian, possibly even Bus Driver, must have an entry in the district_teachers table. This table contains the basic information regarding each person, but not which schools they are assigned to. SchoolTeacher The school_teachers table contains the school assignments for all of the people listed in the district_teachers table. A given person a teacher, for example may be assigned to multiple schools and would then have multiple entries in the school_teachers table. HR assignments are in this table. SchoolRoom Information about the Rooms in a school Scheduling Tables: School_curriculum A list of all course names, numbers and descriptions by School CourseSections A list of all the scheduled course sections by school and school year. Each section holds the seat counts for the section. CourseSubsections This table includes all the sub-section information for all sections listed in the CourseSections table. Sub-sections contain the following information for each sub-section. o Semester code o Period(s) o Days of the week o Teacher o Room Student_schedule_courses This is the student schedule table. Grading Student_grade_history The student s grades. Each entry has the following information, in addition to school year, student id, course code and section number: o o Grades have Semester Codes (MP1, MP2, MP3, MP4) There are 3 grades per semester per course: Unweighted numeric grade 6/23/2008 Page 9 of 42

10 Specialized Tables Weighted numeric grade Alpha Grade if the Alpha grade is set, there may not be any value in the unweighted and weighted grade fields. studentfines A list of all open fines by student 6/23/2008 Page 10 of 42

11 C. Select the Top Level Data Element The Data Element drop down contains a list of all accessible tables (also known as data elements or Objects ) in the database. Figure 4 The Export My Exports Query screen Query Start the Query by selecting the top level data element. Most frequently, the top level data element will be the Student table. Selecting the Student element as the top element gives you a wealth of information in one object. 1 Data Elements A data element is one of the various tables in the Genesis database. It can be anything from a Student, Student Fine to an Address. Genesis has over 200 different data tables data elements or objects - available for querying. Data Element Properties: Each object has properties these are the fields on the corresponding database table. For example: The Student object has many properties including studentname, student id, and ethnicity. The properties contain the information you think of as in the table or object. 1 Table and Data Element are used interchangeably. Both words refer to a set of related items in the Genesis database. 6/23/2008 Page 11 of 42

12 Student as the Top Level Data Item: Note that a set of 3 magic filters were automatically added to this Data Element. Figure 5 The Export My Exports Query screen with Student selected as the top level data element Magic Filters The Genesis Export facility makes several assumptions for you. If these assumptions are not correct, you must make changes to them. The assumptions are: 1. You want data from the current school year only. 2. You want data from the currently selected school only. 3. If your data element is the Student data element, you want only ACTIVE students (and no INACTIVE students). Beyond the Magic Filters: If you want data from the previous school year, you will have to change the school year in the Query. Delete the School Year filter and create another. If you want data from all schools in the district or some other school in the district, you will have to manually change the query. Delete the School Code filter to pull Students from all schools in the District. Add a different SchoolCode to retrieve students only for the school you select. If you want all students (ACTIVE and INACTIVE) or only INACTIVE students, you will have to change the query. 6/23/2008 Page 12 of 42

13 Adding Additional Filters to an Data Element To add a filter, click the Filter drop down. This shows you a list of all the fields on the data element. Select one to use as a filter. Figure 6 The Export My Exports Query screen illustrating finding a data item to add a filter Filters A filter lets you narrow down which of the objects you would like to use by placing conditions on one or more properties of that object. When an object is added to a query the default behavior is to retrieve all of the objects in the database. Default Magic Filters: The filters on the Student object in the default query are School Year = <current School Year>, School = <currently selected school> and Status = ACTIVE. Remember that an Export is initially created for 1 school. Adding Filters: You may add as many filters as you wish on a Data Element. To add a Filter, do the following: 1. Click the Filter drop down box and select the field you want to filter on. 2. Click on the relationship box and select the relation you want. The relations include: a. = equals b.!= not equals c. < - less than d. <= - less than or equal to e. > - greater than 6/23/2008 Page 13 of 42

14 f. >= - greater than or equal to g. Is blank The selected field has nothing in it. h. Is not blank The selected field has something in it i. In In a set j. Contains Contains the string k. (View Uniques) will show you a popup of the unique values l. In <listname> a list of your student lists 3. Type in the comparation value in the third field. 4. Click the Save icon to add the filter For example, if Student is your top level data element and you want to filter in only the Special Education Students, add the filter SpecEd = YES to the Student data element. Common Filters: ethniccode = code - Ethnic defined by the State of NJ are: o 1 Native American, Alaskan o 2 - Asian, Pacific Islander o 3 Black o 4 Hispanic o 5 White/Caucasian Age < age E.g. Age < 15 or Age > age Age > 12 Spec Ed = YES or SpecEd = NO gendercode = F or gendercode = M gradelevel = <grade> E.g. gradelevel=10 for 10 th graders Sample Query: Extract all 11 th grade Special Education Asian males. To do this you need to add the following filters to your Student data element in the Query: ethniccode = 2 gendercode = M gradelevel = 11 speced = YES Sort Objects By The sort by feature allows you to order the objects that appear on the page. For example: If you have Student objects in your query, you could order them by usual demographic categories: name (last name, first name, student Name), age, grade level, homeroom, school, etc. Linked Objects A link lets you locate additional objects based on their relationship to the objects you have already pulled from the database. A linked object allows you to filter, query and display properties for a related object. As you can see in figure 1, the default query searches for all Address objects for the (i.e. current) school year. Initially, all that is pulled from the database are the Address objects with no information about the student except their Student Id. 6/23/2008 Page 14 of 42

15 Most student letters will need to print demographics about the student that the Address object represents. The demographic information (e.g. name, age, grade level, homeroom, etc.) is found on an object called the Student object. To get at that information, each Address needs to be linked to a Student object. When linking an object, you need to figure out which common fields form a bond between the two objects. Luckily, when you add a new Object to the Query, Genesis will automatically figure out the common properties and automatically link them. In this case, both the Address object and the Student object have a school year and student id property; thus these two properties form the link between the two objects. The query in figure 4 can be read as: Find All Address objects in the school year then access all of their related Student objects and further narrow down the query by only selecting students that are in the school 2002 and are ACTIVE. Linking an object automatically narrows the query. For example: let us assume that your school has 2,000 students (each has 1 address object). If you were to link in the Student Fine object, and there were only 50 fines in the database, then only 50 objects will be returned by the query; eliminating the 1,950 students that do not have a Student Fine object. 6/23/2008 Page 15 of 42

16 Example Step 2: Defining the Query Click on the query icon for your query to bring up the query screen. Genesis contains many different Data Elements (approximately 250 of them!). A Data Element translates directly to a database table. Select the Data Element called Student from the drop down list and click on the Add button. Ignore the Link-To field leaving its default value as (Top-Level). When a data element is added; Genesis tries to determine which pieces of data you are most likely interested in and automatically add filters for them: these are the magic filters. Genesis will automatically add a filter for this school year, the current school you are logged into at the moment, and in case of the Student element, students that are active. If you do not want these filters, or need to change them, you must delete and re-enter them. We are going to sort our students by name. Select studentname from the Sort By drop down list; and click the add button. Your Query screen should something look like this now: 6/23/2008 Page 16 of 42

17 The Add a Data Element box lists all tables in the Genesis database. You must identify which additional information you want to pull from the database. Finding Additional Information: Expanding on the Query To add a new Object to the query to link in another object find the Add a Data Element area at the bottom of the Query screen. Select the object you want to add, then select the object you want to link it to and click the Add button. Genesis automatically generates a link for each property the new object has in common with the object you linked it to. Student Directory Example To continue with the example, we are going to link the Address object to the default query. Select the Address object from the list of objects located by the Add a Data Element area of the screen. You will notice that Genesis automatically linked the common properties of schoolyear, currentschoolcode and studentid. Each student can have multiple addresses. So if we query the Address table for a particular student, we may extract multiple records one for each of the student s Addresses. To limit the search to only student s home address and telephone number, you must add a Filter, to filter out all Addresses that are not the Home address. Select the AddressTypeCode property from the Filters drop down list. 6/23/2008 Page 17 of 42

18 Select the = operator from the list next to it, and key in the value LR in the text field next to that. Click on the disk icon to save it: 1. On the top level Address object, click on the first drop down box under Filters 2. Find the AddressTypeCode property. 3. In the center drop down box, select the = sign 4. Type LR (note the capital letters) in the text field on the right. 5. Click the save icon to add the filter. How did you know you were supposed to type LR? Knowing the correct values for fields is a learning process. There is no quick way to know what goes into which fields. Consult the data dictionary. There are many address types; the LR address is special code that means Legal Residence. Every student is guaranteed to have an LR address. What does the Student DIrectory Example Retrieve? The query current pulls the following information: All student records for the current school year ( ) All active students in the currently selected school The legal residence Address record for each student. Removing Filters To widen the Query, you can remove filters from Objects. Simply click the trashcan icon next to the filter you wish to remove. The Query has a specific order for how it works: 1. Find all Address objects for the school year Using the Addresses located in Step 1, find all the Student Objects that link to the Addresses by School Year and Student Id. In other words, match Students up with their Addresses. Note that this query finds all Addresses a student may have, not just their Legal Residence address. See below One Letter per Student. 3. Filter out any Student objects that do not match the currently selected school ( MED in the example) and are not ACTIVE. (Keep only those Student objects that match the school MED and have an enrollmentstatus of ACTIVE ). The Objects are listed on the right side of the screen and the links are listed on the left. 6/23/2008 Page 18 of 42

19 D. Adding Sorts The Sort by box lists all properties of the selected Data Element. You can sort the eventual data export by any combination of the properties. Sorting the Data To sort the exported data, you must specify the sort on the top level data object. To do this, a Sort by selector is provided and you may specify a sort on any combination of the properties of the top level data object. For example, if the top level data object is Student, you would specify a sort by the students names as follows: 1. Click the Sort by drop down box 2. Select the first property you wish to sort by ( lastname ). 3. Click Add to add this property to the list of sorts 4. Repeat steps 1 to 3 for the 2 nd property ( firstname ). Now you are sorting the Students by last name and first name. If, for example, you wish to sort the students by Homeroom and then by name, add sorts in the following order: 1. homeroom 2. lastname 3. firstname 6/23/2008 Page 19 of 42

20 Any number of sorts can be added and in any order. If, in preparing the student directory, you want to sort by gradelevel and then by homeroom, add sorts as follows: 1. gradelevel 2. homeroom 3. lastname 4. firstname Removing a Sort To remove one sort element, click the delete Trashcan icon next to that element. 6/23/2008 Page 20 of 42

21 E. Adding Additional Data Elements The top level data element moves to the right hand side. The links between the top level and the next level are shown on the right hand side. The newly linked table appears on the right below the top level Figure 7 The Query screen showing the effect of adding a second Data Element Adding the First Additional Data Element To add an additional data element, select your desired data element from the Data Element drop down. Then click the Add button. You will notice a dramatic shift in the way the screen looks: The top level data element moves from upper left to upper right quadrant of the screen. A set of Links appears on the left hand side of the 2 nd level: these specify how the 2 nd level data element (i.e. table) is connected to the top level. The newly connected Data Element (i.e. table) is displayed directly below the top level Data Element on the right hand side of the 2 nd level. Magic Links The magic links are similar to the Magic Filters in that Genesis attempts to make logical assumptions about how you wish to connect the additional Data Elements to previous Data Elements. Genesis Export facility makes several assumptions for you. If these assumptions are not correct, you must make changes to them. The assumptions are: 6/23/2008 Page 21 of 42

22 1. If there is a SchoolYear field in both tables, you will want to link via the SchoolYear. 2. If there is a student id field in both tables, you want to link via the student id (even if the fields have slightly different names, such as StudentID vs. studentid ). Beyond the Magic Links The built in magic links may not be sufficient to link the two tables together. There may be additional codes that you have to link on to get the data you want. For example, Student Address information is in the Address table, while the contact numbers are in the Contacts table. When you link Addresses to Contacts you must also link on the AddressTypeCode field or you will not correctly link the Addresses to the Contacts for those Addresses. In general, if both of the Data Elements have a ---Code field, such as AddressTypeCode, you will need to add a link for those Codes fields. Any time there are fields with the same name in the two tables, you may need to link on those fields. Adding Additional Data Elements Additional levels of Data Elements can be added to the query. The limitation is that you may only link a Data Element to the prior one. You cannot link the 3 rd Data Element you add to the top level (i.e. 1 st Data Element) you can only link it to the 2 nd level Data Element. Similarly, you cannot link the 4th Data Element you add to the 2 nd level Data Element, you can only link it to the 3 rd Data Element. Data Elements are added linearly only to the one that came before. To add an additional data element, select your desired data element from the Data Element drop down. Then click the Add button. The screen shifts, but not as dramatically as before: The new Data Element is inserted on the right side of the screen. It may appear directly beneath any of the previous Data Elements (instead of always at the bottom). Immediately to its left, a set of Links appears on the right hand side. These specify how the new data element (i.e. table) is connected to the Data Element on the previous level. The top level Data Element continues to be at the top of the list. Again, Genesis attempts to create a series of Magic Filters which Filters on Linked in Data Elements You may wish to add additional filters to your lower level Data Elements. You may add as many as you wish. 6/23/2008 Page 22 of 42

23 Example Step 3: Adding the Student s Home Number We are going to build on our example, and add the Student s home phone number to the extract. The Student s Home phone number is stored in a Data Element called ContactNumber. Add the ContactNumber data element to our query. You will notice now that the Link To field defaults to Student. Genesis will automatically link the data together. In the case of ContactNumber, Genesis knows that the School Year and Student ID are the two fields that link these two data elements together. There can be multiple Contact Numbers per Student. We are only interested in the Home phone number of the Legal Residence however. To retrieve just this one record, we are going to add two filters to the Contact Number. Select addresstypecode from the Filters drop down list in the Contact Number area of the screen. Select the = sign from the drop down next to it. Enter the value LR in the text field next to the = sign. And finally, click on the Disk icon to save this filter. Select contactnumbercode from the Filters drop down list, and set its value equal to Home. Be sure that it is spelled with a capital H and the remaining letters lower case. And again, click on the disk icon to save this filter. Your screen should now look like this: 6/23/2008 Page 23 of 42

24 F. Columns The Add a Column drop down lists all available properties in all data elements pulled from the database by the Query. Figure 8 The empty Columns Screen illustrating the list of properties to add to the Export list Adding Columns to the Export The Columns screen specifies what data to export and in what order. There is no default data to export: You must choose each and every item you want to export and you must specify the order of columns, left to right. The order of the columns is controlled by the Seq sequence number. Lower sequence number columns are to the left of higher sequence number columns. To add a Column to the Export, do the following: 1. Click the Columns drop down box and select the property you want to export. 2. Click the Add button. What Properties are Available to Export? To export a data item (e.g. a student s home street address) the query must have pulled the data element containing the data item from the database. If you have not extracted the data element from the database, it will not be in the list of available data. You MUST learn the structure of the database in order to locate the data to export. 6/23/2008 Page 24 of 42

25 Example Step 4: Selecting the Columns to output Now that we have selected the Data Elements and what order they will appear in, lets pick which columns we want to appear on our excel spreadsheet. To do this, click on the Columns tab. Add Student.studentName, Student.studentID and Student.age by selecting each of the fields from the drop down list and clicking on the Add button. Your screen should now look like this: 6/23/2008 Page 25 of 42

26 Delete an Export Definition Click the delete trashcan icon to delete the Export Figure 9 Deleting Export Definitions To delete an Export definition simply click the delete trashcan icon corresponding to the Export you wish to remove. 6/23/2008 Page 26 of 42

27 IV. Generate the Export Generating Exports The Export My Exports Export screen allows you to generate and store student letters from a pre-existing letter definition. Simply select a letter from the drop down list, choose a date for the letter and then click on the create button. Letters are stored in the archive for each school year, school code, student id, address type code, letter template, date the letter was run. Downloading Export The letter viewing system is shown through a series of a three panes. The far left pane shows all of the Letter Templates in the system. The middle pane shows the dates that letters were created for a selected letter template. The far right pane shows each individual letter that was generated in the system. To view all of the letters generated on a date in one PDF, click on the PDF icon next to the date you would like to see the letters for. Example Step 5: Export to Excel or CSV Now we are ready to view our excel file. Click on the Excel tab. Leave the XLS option selected and click on the Create File button. Once the file has been created, you can then click on the Click here to download the file link. This will download and open the Microsoft Excel output. Click on the Click here to release file link. This will release the file from the temporary storage area on the server. 6/23/2008 Page 27 of 42

28 V. Query Design 101 You want to design your queries to run as efficiently and as fast as possible. The secret to writing fast queries is to ask Genesis for the least amount of data that will satisfy your question. Let s use the following query as an example: I would like to see all Legal Resident Addresses for students in the High School who are in the 12 th Grade for the current school year ( ). Some people might write the query like this (THIS IS A BADLY DESIGNED QUERY): This query is written how some people would write it by reading the question you are trying to answer from left to right, and adding the data elements in that order. This query will return you the correct information, but it will take a long time longer than necessary. The reason is because the system must first load all of the Legal Residence (LR) Address Records in the entire system for the school year. If you reside in a large school district, this could be as many 50,000 records. For each of the 50,000 records, Genesis will query the Student s table to find students that are in the 12 th grade and in the high school. Let s say for example only 1,200 students meet this criteria. This means that Genesis had to analyze 48,800 extra records! Your output will list all 48,800 records that were initially retrieved but only 1,200 will have student records associated with them. 6/23/2008 Page 28 of 42

29 The way this query should be written is like this: (This is the good way) Genesis will first perform the search for the 12 th graders in the high school. Then for each of the 1,200 students found, there address records will be loaded in. This query will run many times faster than the previously designed query; and will only those records you really want. 6/23/2008 Page 29 of 42

30 VI. Copying Exports A. Copying Exports The Export My Exports List screen includes a copy Export icon for every Export. The copy icon button appears immediately to the left of the delete trashcan icon. The copy operation makes a simple copy of the Export which can then be altered by the user. The copy buttons. Copy Procedure To make a copy of an Export, do the following: 1. Locate the copy button corresponding to the Export you wish to copy and click it. You will be prompted for a new code as shown in the dialog below: 6/23/2008 Page 30 of 42

31 2. Enter the code for the copy and click OK. 3. Click the Save button directly to the right of the Category field to store the changes. The existing Export is copied and entered into the list of Exports. The only apparent difference is the use of the new code: Note that when an Export is copied, all the parts of the new Export - the Name field, the Category field, the Query and the Column list - remain identical to the Export it was copied from. Only the Code is different. 6/23/2008 Page 31 of 42

32 B. Renaming Exports Once the Export has been copied, the Export Category and Name can be changed, its Query modified or the Columns list changed. In addition, it can be renamed and its Category updated. To rename an Export you must access the Export s Columns screen: The Name and Category fields and Save button. Figure 10 - The Export My Exports Columns screen illustrating the update Name and Category fields Rename Procedure To update the Export s Category and Name fields, do the following: 1. Click on the Columns icon for the Export you wish to update. This brings up the Exports My Exports Columns screen. 2. At the top of the Exports My Exports Columns screen, there is a Name field and Category field. Modify the data in either or both of those fields. 3. Click the Save button directly to the right of the Category field to store the changes. 6/23/2008 Page 32 of 42

33 VII. Sharing Exports Sharing Exports The Export My Exports List screen includes a share Export icon for every Export. The Share icon button is the third icon from the left for every Export. It falls between the Columns and Excel icons. When an Export is shared, you are giving other users the right to run the Export. You can optionally give other users the right to view or update either the Export s Query, its Columns or both. The Share icon brings up the screen which displays two lists: - The list of users who share access to the Export - A list of Roles which provide access to the Export. Sharing Exports Exports can be shared with specific Genesis users and Exports can be shared to all users assigned selected Roles. Both of these operations are located on the Export My Exports Share screen. 6/23/2008 Page 33 of 42

34 Permissions for Shared Exports When an Export is shared, all users who gain access to it can run the Export, so there is no explicit Run permission. However, there are four other permissions that can be granted or denied to - the sharing users. The 4 additional permissions control the sharing users ability to view or update the Export s Query and to view or update the Export s Columns list.. There four permissions that can be granted or denied include: View Query This permission allows the sharing user(s) to view the Query Modify Query This permission allows the sharing user(s) to modify the Query. View Columns This permission allows the sharing user(s) to view the Columns Modify Columns - This permission allows the sharing user(s) to modify the list of Columns. When sharing an Export with individual users, each user can be granted a different set of permissions. When sharing an Export with a Role, every user who is assigned the Role will have the permissions granted the Role. Even if you do not give a sharing user any of the four permissions, they will still be able to run the Export. They can use it though they will not be able to change it. Procedure to Share an Export with Individual Genesis Users 1. Click on the Share icon for the Export you wish to update. This brings up the Exports My Exports Share screen. 2. Locate the Share with these users: area at the top of the Exports My Exports Share screen. Note that at the bottom of that area there are fields to add another user. Start by clicking on the Logoid/User Name drop down. Every Genesis user appears in the drop down list. 3. Select a user to whom to grant access. 4. Check the checkboxes for any of the four permissions. Note that these permissions are all, in a sense, extra : any user who has access to an Export can run it. Only grant permissions you wish the sharing user to have. 5. Click the Add button directly to the right of the permission checkboxes. This should add the selected user to the list of users who can access and run the Export. 6. Repeat steps 3 to 5 until you have added all the users you wish to add. 6/23/2008 Page 34 of 42

35 Procedure to Share an Export with a Role 1. Click on the Share icon for the Export you wish to update. This brings up the Exports My Exports Share screen. 2. Locate the Share with these security Roles: area n the middle of the Exports My Exports Share screen. Note that at the bottom of that area there are fields to add another Role to the list of Roles. Start by clicking on the Role drop down. Every existing Role appears in the drop down list. If a Role does not appear in the list, the Role does not exist. 3. Select a Role to which to grant access. 4. Check the checkboxes for any of the four permissions. Note that these permissions are all, in a sense, extra : any user who gains access to an Export can run it. Only grant permissions you wish all users with the Role to have with regard to this Export. 5. Click the Add button directly to the right of the permission checkboxes. This should add the chosen Role to the list of Roles. A user assigned any of these Roles will be able to see and run the Export. 6. Repeat steps 3 to 5 until you have added all the Roles you wish to add to the list. Figure 11 The Exports My Exports Share screen with both a User and a Role sharing access to the selected Export 6/23/2008 Page 35 of 42

36 Procedure to Unshare an Export 1. Click on the Share icon for the Export you wish to update. This brings up the Exports My Exports Share screen. 2. Locate either the Share with these users: area at the top of the Exports My Exports Share screen or the Share with these security Roles: area n the middle of the Exports My Exports Share screen, depending on whether you wish to remove access from a user or a Role. 3. Select a user or Role from whom to remove access. 4. Click the Delete trashcan icon corresponding to that user or Role. The user or Role will be immediately deleted and the screen updated. Procedure to Modify Permissions of a User or Role to an Export 1. Click on the Share icon for the Export you wish to update. This brings up the Exports My Exports Share screen. 2. Locate either the Share with these users: area at the top of the Exports My Exports Share screen or the Share with these security Roles: area n the middle of the Exports My Exports Share screen. 3. Select a user or Role whose permissions to update. 4. Check or uncheck the permissions you wish to alter. 5. Click the Save disc icon corresponding to that user or Role. The user or Role will be updated and the screen refreshed. 6/23/2008 Page 36 of 42

37 VIII. Transferring Ownership Sharing Exports The Export My Exports List screen includes a facility to transfer actual ownership of an Export from one user to another. This goes beyond simple sharing. This capability changes the user who maintains primary control over the Export. Transferring ownership means that the original owner no longer has any control over the Export nor does the Export appear on the original owner s Export My Exports List screen. CAVEAT: There is no way for the original owner to undo the transfer and regain ownership (ownership may be transferred back by the new owner). The checkboxes to use to indicate which Exports to transfer. The Transfer Ownership drop down and the Accept button. Figure 12 The Exports My Exports List screen illustrating the Transfer Ownership controls Procedure to Transfer Ownership of Exports to another User 1. Go to the Exports My Exports List screen. 2. Locate the Exports whose ownership you wish to transfer. Check the checkboxes corresponding to those Exports. 3. Locate the drop down at screen bottom and select the user to whom you wish to transfer ownership from the list: 6/23/2008 Page 37 of 42

38 The selected user will show in the drop down: 4. Click the button to transfer ownership. You will be shown a verification dialog: 5. Click OK to transfer ownership of all of the checked Exports. 6. Once the transfer is complete, a confirmation dialog containing a count of the number of Exports transferred is displayed: 7. Click OK to dismiss the dialog and finish the operation. The transferred Exports will have disappeared from your Exports My Exports List screen (they will now appear when the new owner views their own Exports My Exports List screen). 6/23/2008 Page 38 of 42

39 FAQ (Frequently Asked Questions) Who can see these exports? As of this current version, each export that you create is only visible to yourself. No other user can see the exports. How do Exports Affect System Performance An export that queries a lot of data (for example, asking the system for all 1,000,000 attendance daily objects) could cause a strain on Genesis. Be sure to design your queries so that they ask for only the data you need. Genesis runs the Exports in a dedicated thread pool. The number of exports that can run concurrently is the number of processors on your server * 2. For example, if Genesis is running on a two processor server, than 4 exports can run concurrently. What does this mean exactly? If 5 users were to run an export at the same time, the first 4 users exports would execute normally. The fifth user would see a message similar to Export is waiting to run. When one of the previous four exports finishes, the fifth user s export would start immediately. Why does Excel only allow 65,535 rows? MS Excel was originally designed many years ago when computers were much more limited than they are today. This limit is leftover from that time. 2 This is a limitation of the MS Excel format and not Genesis. If you need to export more than this many rows, use the CSV format instead. 2 The Excel format was originally designed as a 16 bit file format. (16 bits = 65535). 6/23/2008 Page 39 of 42

40 APPENDIX A Object Properties Student Object Properties abilitylevel academicallyindependantprogram academincallydisadvantaged age alternativeedprogram attendingdistrictcode avidstudent bilingualprogram birthcertificatedocument birthcertificatenumber birthplacecity birthplacecountry birthplacestate casemanager casemanagercode citizenship citizenshipcode classof compensatoryedprogram counselorid counselorname currentprogramentrydate currentprogramexitdate currentprogramtypecode currentschoolcode currentwithdrawalcode currentyearschoolentrydate curriculum dateofbirth dateofgraduation economicallydisadvantaged enrollmentstatus ethnicityhispanic ethnicityhispaniccode ethnicityprimary ethnicityprimarycode ethnicitysecondary ethnicitysecondarycode ethnicitystatecodes 6/23/2008 Page 40 of 42

41 exclusionflag familycode firstname gender gendercode giftedtalented gradelevel graduated guardian highschoolentrydate homelanguage homelanguagecode homeschool homeschoolreason homeboundstatus homeless homeroom homeroomteacher immigrationstatus immigrationstatuscode instructionallanguage instructionallanguagecode lastname lastupdated lastupdateduser legacystudentid lepcode lepimmigrantprogram locker lunchcode middlename migrant militaryaffiliationcode municipalitycode nativelanguage nativelanguagecode nickname orginalentrygradelevel originalentrygradelevel originalentryindistrict originalentryinschool originalentryschoolcode pccentrycode pccwithdrawalcode 6/23/2008 Page 41 of 42

42 penaltypoints posteducationplan previousdistrictcode previousschoolcode previousgradelevel previousschool previousstateschoolcode primarylanguage primarylanguagecode registrationdate residentdistrictcode schooltowork schoolcode schoolyear sharedenrollmentcode shiftcode show504icon socialsecuritynumber speced specedstatuscode specedstatus sportsineligibilityreason studentidnumber student504code studentname suffix supplementalinstruction title1program transportationcode truant tuitioncode usentrydate viceprincipalid vocprogramcode vocationaleddistrict vocationaledprogram vocationalschoolcode vocationalsharedtime yearofgraduation 6/23/2008 Page 42 of 42