Early Education Program Registration (A New MDE Data Collection)

Transcription

1 Early Education Program Registration (A New MDE Data Collection) Avisia Whiteman Craig Rhombs education.state.mn.us

2 Topics Collection objectives Timeline What programs? What people & when? Process flows (manual & batch) Data validity checks File format User interface examples Question & answer session Early Education Data Collection 2

3 Objectives of the Collection Acquire data about people at the time of registration for an early learning program. Students & adults Augment existing aggregate summaries that districts provide NOT about classes NOT about instructors NOT about evaluations Early Education Data Collection 3

4 Project Timeline Develop software Review with some users Internal quality control deploy Jan, 2012 Sept, 2012 Oct, 2012 Nov, 2012 Early Education Data Collection 4

5 What Programs? Early Childhood Family Education (ECFE) School Readiness (SR) ECFE/ABE (adult basic education) SR/ABE other Submitter selects one of these. Early Education Data Collection 5

6 What People & When? LEAs (types 01, 03, 07) submit data about... Student Adult who is registering the child Data collected by districts at the time of registration Submit to MDE as soon afterwards as possible, but registration date and state fiscal year (sfy) must agree as follows: reg. date inside of the range [6 mo. prior to start of sfy, end of state fiscal year] Early Education Data Collection 6

7 What Data? Student characteristics Student Identity (name, gender, d.o.b., state student id) Ethnicity Migrant status Language Homeless status Immunization status Registration info. LEA identity Registration Date (and school year (state fiscal year>2005)) Number of classes Registering person (adult) and associated info (1 or more) Funding source (fee payment) Special ed status Early Education Data Collection 7

8 Picture of Data Early Education Data Collection 8

9 STUDENT Entity Data Student Person DATA ELEMENT Required? StateStudentID First Name Last Name Middle Name Suffix DOB Gender Ethnicity: HispanicLatino? Race : American Indian or Alaska Native Race : Asian Race : Black or African American Race : Native Hawaiian or Other Pacific Islander Race : White Migrant Primary Language McKinney-Vento Homeless Immunizations up to date Yes Yes Yes No No Yes Yes No No No No No No No No No Yes Early Education Data Collection 9

10 PROGRAM REGISTRATION Entity Data Registration Event DATA ELEMENT Required District Number District Type School Year Program Name Registration Date Count of Classes Fee Status (adjusted or not) Funding Source (e.g., parent, sr, ecfe, etc.) Yes Yes Yes Yes Yes Yes Yes Yes special needs (evaluated and identified eligible for sped services or not evaluated yet) Yes Early Education Data Collection 10

11 REGISTERING PERSON Entity Data Adult Person DATA ELEMENT Required First Name Last Name DOB Registering Person Type (father, mother, foster, etc.) Registering Person Education Background Registering Person Employment Status Registering Person Household Income No. of People in household Receiving Interpreter Assistance Yes Yes No Yes No No No No Yes Class Room Participation Type (participating or not) Yes Early Education Data Collection 11

12 Process Flow - Manual Acquire Prog. Reg. data (district person) Use MDE web facilities to enter data (district person) Y Errors? N Record the data at MDE District Program Registration Data Correct source data (district person) MDE data repository Early Education Data Collection 12

13 Process Flow - Batch XSD Schema from MDE Generate valid xml data file (district person) Use MDE web facilities to process the file (district person) Y Errors? N Record the data at MDE District Program Registration Data Correct source data (district person) MDE data repository Early Education Data Collection 13

14 Validations Refer to the functional specification for details regarding what is checked, allowed values, etc. Manual entry: New data is not allowed in the data base unless all registration info for a student is valid. Batch: XML schema compliance (structure of uploaded file and field level validations based on XSD file) More complex validations checked next Any validation error in the file causes the whole to be rejected Early Education Data Collection 14

15 Batch File Format XML form for the data file. Make sure XML file is schema compliant before submitting the file. (MDE will supply an XSD file.) Avoid empty tags where there is no data. Files can be given any valid filename up to 80 characters in length. However, since Early Education file submissions are xml files, we recommend using the file extension.xml. Microsoft s definition of a valid filename is available here: We have had problems in the past processing uploaded files with names containing underscores ( _ ) which were submitted from Apple Macintosh computers. Therefore, we recommend avoiding using underscores in filenames for submission to MDE. Please don t try creating file manually unless you are really good at XML! Early Education Data Collection 15

16 XML Schema example XSD file Early Education Data Collection 16

17 XML Data File - example Early Education Data Collection 17

18 XML Data File expanded header Early Education Data Collection 18

19 XML Data File expanded student Early Education Data Collection 19

20 XML Data File expanded registration Early Education Data Collection 20

21 Manual Checking data against schema Software that generates the batch file should automatically check generated data files against the schema so manual checks should be unnecessary. But if you do manual checking... Public web facilities are NOT recommended because of privacy concerns. There are some open source software options that could be used. Example = There are software packages for sale also. Early Education Data Collection 21

22 User Interface Examples Getting there Manual entry of data Viewing data already entered Changing data already entered Bulk upload of data Early Education Data Collection 22

23 Access to the Data Collection Web Pages DataSubLogin/EarlyLearnServDataReport/index. html You must have a security account You must be authorized to access the data collection web pages (the normal two-step process) Just one role Early Education Student Coordinator Early Education Data Collection 23

24 The Data Submissions Page Early Education Data Collection 24

25 Home Early Education Data Collection 25

26 Manual Entry (1/4) Early Education Data Collection 26

27 Manual Entry (2/4) Early Education Data Collection 27

28 Manual Entry (3/4) Early Education Data Collection 28

29 Manual Entry (4/4) Early Education Data Collection 29

30 Adding another registering person Enter the first one as just illustrated Create You will then be presented with the ability to add another person Early Education Data Collection 30

31 Finding & Viewing Data Shows all initially Early Education Data Collection 31

32 Changing Existing Data (1) Early Education Data Collection 32

33 Changing Existing Data (2) Early Education Data Collection 33

34 Changing Existing Data (3) Early Education Data Collection 34

35 Processing Batches of Data Early Education Data Collection 35

36 What to Expect After pressing upload... Watch the spinner, which is active while the file is being uploaded. When upload is complete, another software process takes over that detects the file and starts processing the file looking for errors and accepting the data if there are none. When this processing starts, the next page is displayed. Early Education Data Collection 36

37 Processing the uploaded file (10 sec refresh, for 6 times) Terminal status values are... Processed success (w/ link to data) Processed data error (w/ link to errors) Processed schema error Failure The dashed bar shows that the file is being checked. Early Education Data Collection 37

38 Success! Click on live link Early Education Data Collection 38

39 example of success link (1) Early Education Data Collection 39

40 example of success link (2) Early Education Data Collection 40

41 Error when comparing to schema Early Education Data Collection 41

42 Other Errors - example Type of errors detected... Student id validation Multiple filed validations Reference lookup validations Early Education Data Collection 42

43 Responses to Errors SCHEMA FAILURE message contact the maintainer of the software that created the data file. Address the error, regenerate the file, resubmit. DATA IN ERROR message depending on the type of error, locate the data in error at the source & correct it based on the info provided (record ID and state student ID). Fix the data, regenerate the file, re-submit. FAILURE message - contact mde (mde.ithelpdesk@state.mn.us ) Early Education Data Collection 43

44 List of Uploaded Files Early Education Data Collection 44

45 Early Questions? To get a copy of the functional specification, use this link: UCMProd.educ.state.mn.us/mdeprod/groups/educ/documents/hiddencontent/ pdf Submit technical questions to craig.rhombs@state.mn.us. Please put EE collection in the subject line. Submit other questions to avisia.whiteman@state.mn.us Early Education Data Collection 45

46 Questions Once Operational Technical questions (stuff doesn t work): mde.ithelpdesk@state.mn.us Data contents, what to submit and when, policy issues, etc.: avisia.whiteman@state.mn.us Early Education Data Collection 46

47 Thanks for your time! Early Education Data Collection 47