Student Information Data Exchange

Transcription

1 Student Information Data Exchange PrimeroEdge Implementation The purpose of this document is to define and facilitate the exchange of data between PrimeroEdge and the Student Information System (SIS). This document should be completed and used by a Technology Representative to create the Master Data Exchange file. The intended audience for this document is the IT department and Student Information System (SIS) administrators.

2 Cybersoft Technologies 4422 Cypress Creek Parkway Suite 400 Houston, TX PrimeroEdge Food Service Solutions PrimeroEdge Point of Service for Cafeteria Managers Copyright 2013 Cybersoft Technologies, Inc. Software Version: 3.7 All rights reserved. No part of this guide shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopy, recording, or otherwise, without the written permission from Cybersoft Technologies. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this guide, Cybersoft Technologies assumes no responsibility for errors or omissions. Disclaimer Every effort has been made to make this guide as complete and as accurate as possible, but no warranty or fitness is implied. The information provided is on an as-is basis. Changes made to the product may not be reflected in this guide. Cybersoft Technologies shall have neither liability nor responsibility for any loss or damages arising from the use of information contained in this guide.

3 Student Information File This guide is designed to help the Student Information System (SIS) Administrator or IT Department set up the Student Data Exchange between your SIS and PrimeroEdge. Student data exchange is frequently set to occur on a daily basis, and can usually be set to automatically update PrimeroEdge without user involvement. The process of setting up Data Exchange is divided into two phases; Initial and On-Going. The initial phase is to help us determine that we are getting the required data in the proper format. For the initial phase, your PrimeroEdge Deployment Analyst (DA) will examine the provided sample data to make sure there are no duplicate Student IDs, correct school codes and grades are present, etc. Once the student file has been approved as complete, the DA will do the initial import into PrimeroEdge. Afterwards, the DA will guide you on setting up the automatic uploads for the second phase. Note: It is helpful to add column headers for Identification of the data for the initial import. However, on the subsequent on-going students imports, they are not required. It is critical that the file format used in the successfully imported initial file remains the same for all ongoing imports. Also, all files should contain only active Students. The date of the first appearance of a Student in a file will be assumed as the enrollment date. Similarly, if a Student in not included in a subsequent file, the date the file is provided will be assumed as the withdrawal date. The preferred format for all files is (pipe) delimited, however tab delimited is also accepted. Because the files may contain sensitive data, we do not recommend sending them via . Customers that are being hosted on PrimeroEdge Servers and some State Servers are provided a File Transfer Protocol (ftp) site as a repository for the files. Your Project Manager will send the ftp login instructions to you. Once logged in, you ll see the ftp site contains several folders. While working on the initial import, please place the files in the Implementation Files folder. Once your DA has finished the setup in PrimeroEdge, he or she will direct you to the placement of the On-Going files. For Districts or State who will utilize their own Server(s), your DA will collaborate with you on access to your Server(s) and the location on your Server for dropping files. The following table is a list of fields, in the preferred order, for the Student Information File. Fields where data will not be provided should be left blank. If the preferred file format cannot be generated, a layout describing each field in the file must be provided.

4 Student Information File Specifications * Required Fields ^Beneficial Fields Comments Special Notes Student ID* Must be unique across District (aka Local ID) Up to 10 digits numeric StateID / OtherID^ PrimeroEdge has a second ID field if desired ( i.e. State ID) **May be required for State Implementations First Name* Last Name* Middle Name^ Birth Date* mm/dd/yyyy (default, but we accept other formats) School Code* 3-5 digit school code Up to 5 alphanumeric Grade* Provide Codes in Codes table SSN^ Highly beneficial for Student Eligibility Matching Numbers ONLY no dashes Ethnicity H or N (Hispanic or Non-Hispanic) Provide Codes in Codes table Race Specific Provide Codes in Codes table Primary Language^ Beneficial when sending POS related letters (like negative balance) to Spanish speaking households English or Spanish (Defaults to English) Gender* M or F (Male or Female) Provide Codes in Codes table Street Address Line 1* Street Address line 2 Apartment* City* Not required for imports into PrimeroEdge, but necessary for correspondence to reach apartment residents State* Zip* Homeroom^ Guardian First Name^ Guardian Last Name^ Home Phone Number Guardian Work Phone Number Special Instructions^ Highly beneficial for Rosters, Letters, Classroom Sales, Picture Look-up Beneficial for Student Eligibility Verification Processing Beneficial for Student Eligibility Verification Processing Special Instructions can be set to alert Cashier about student at POS Up to 10 characters

5 File Details File Type Delimiter File Name File location Frequency Time Delimited Pipe (or Tab) Student.txt Provided by DA Once (or more) Daily Recommended late at night or early morning Student Information System Codes Please specify the SIS Code for each field listed below. For fields where data will not be provided, the SIS Code should be left blank. This is the mapping that will be used to translate your SIS codes to PrimeroEdge codes. Please do NOT add new descriptions for Race or Ethnicity. Match your codes closest to existing descriptions. Fill in the Codes below and return this document to your Cybersoft Project Manager. Gender Male Female Ethnicity (as per USDA guidelines) Hispanic Non-Hispanic Race (as per USDA guidelines) American Indian or Alaskan Native Asian Black Pacific Islander White Multi-Racial

6 Grade PK KG Add more if needed