studentgps Dashboards LEA Implementation Plan

Transcription

1 studentgps LEA Implementation Plan It is TEA's recommendation that LEAs not implement all campuses at once. Consider implementing a feeder pattern or one level of schools, such as the high schools, before deploying the studentgps to the entire district. Use the TSDS Incident Management System (TIMS) to report any issues. Assumptions: Launch date is the date that the LEA users begin to access the production system. Data loading takes place during the month. LEAs with questions about the tasks or dates below should follow up with their respective ESC Champions. (ESC Champions contact information can be found here: 11/. The LEA must create a TIMS incident ticket and escalate it to Level 3 to grant Data Use access to student data. Prerequisites: Identify ESC Champions and LEA s and obtain contact information Review the TSDS Course Material Confirm LEA implementation plan (feeder schools, high schools, elementary, etc) obtaining specific campuses, number of students, and dates Review the Field Coordination Network Webinars for ESC Champions providing updates on TSDS for ESCs with Early Adopters here: Center_Administrators/ PLANNING 1. Contact your SIS, HR and Assessment vendors regarding TEDS compliant extractions necessary for loading studentgps data to the Operational Data Store (ODS). 2. Identify the staff who will act as LEA Data and s. 3. Determine by what date you intend to complete setup. This will be used to assign an expiration date to the Configurator role in TEAL. 4. Identify campuses that will implement the. of Completion 4 6 months At least 1 month ESC Training Date Before requesting TEAL access 1 week after training received from ESC Page 1 of 7 v2.0

2 PLANNING 5. In preparation for mapping roles (claim sets), review position titles in HR source systems to verify staff are associated correctly with roles. This mapping will have an impact as to what the user can view in the studentgps and roles must be in compliance with FERPA. For example, verify no teachers are set up as counselors in the HR source system. Everyone in the HR source system should have a current job title and be mapped to the appropriate role in the studentgps. 6. Define Campus/LEA Goals that will be set in the studentgps. LEA (s) or technical staff at LEA: Recommend a primary and backup of Completion 7. Contact TEA liaison ( Coach) via TIMS and notify that LEA is ready to begin the process to enable their dashboards. Identify target Launch date (e.g., training date). 8. Ensure LEA Data & s have been trained by ESC nical & Champions on Data Loading & studentgps 9. Determine where on the LEA local network the Local Staging Area will be located. (This is the directory where LEAs will place their data extracts for loading to the ODS.) LEA user set up as TEAL Manager Executive Sponsor LEA s See ESC Training Schedule At least 1 month loading data TEAL ACCESS of Completion 1. Request TEAL access for Data (related roles are ODS Data Loader, TIMS LEA Support) at LEA Data 2. Request TEAL access for (related roles are Configurator + User, TIMS LEA Support) at LEA 3. If the LEA is not opting in to TEAL auto provisioning for users, LEA users must request access for User role in TEAL at users will LEA Page 2 of 7 v2.0

3 TEAL ACCESS of Completion need to enter or search for their Unique IDs during the request for access. NOTE: If the LEA is opting in to TEAL autoprovisioning, see section below for related steps. 4. Request TEAL Manager status for designated LEA staff (may already be established if LEA has UID web service account). LEA (s) or technical staff at LEA: Recommend a primary and backup Manager, 5. Request TEAL DTU. LEA user set up as TEAL Manager Manager, DATA LOADING of Completion 1. Download the Client side Validation Tool (CSVT) from the TSDS Portal. Data At least 1 month prior to loading data Course 2 (slide 11 21, 44) CSVT 2. Process extracts through CSVT and correct errors in source system data and/or the vendor extract. Data in conjunction with Vendor At least 1 month prior to loading data Course 2 (slide 22 72) 3. Revalidate any files that previously had errors through the CSVT. Once a file does not have any errors, it is ready for transfer via the TSDS Data Transfer Utility (DTU). Data During month 4. Install the DTU in order to transfer files to TEA Data During month (slide 19 32, 121) DTU Page 3 of 7 v2.0

4 DATA LOADING 5. Download the DTU from the TSDS Portal. Note the following: Must be installed on the same server as the Local Staging Area (the directory where LEAs will place their data extracts for loading to the ODS). Server must be running the Windows Platform operating system Folder name where the DTU is installed should have no spaces or special characters. User must have TEAL service account user name and password provided by TEAL Manager (see section above under TEAL Access) Data of Completion During month 6. Transfer files to the ODS using the DTU. Data During month 7. Log in to edm to review any loading data errors. Data During month 8. Repeat step 7 until all fatal data errors are resolved. Data During month 9. Notify ESC/TEA when verification of successful loads are completed and approved via TIMS requesting Activation of attaching a screen shot of successful interchange uploads 10. Compare data loaded to the ODS to the source systems data to verify record counts. Data Data One week QA Once data is loaded (slide 19 32) DTU Staging Area (slide 32 63,122) DTU (slide , ) DASHBOARDS Setup 1. Upload InterchangeStaffAssociationExtension.xml to ODS via the DTU or edm in order to map the position titles. If planning to use the automated bulk load feature for TEAL User accounts, first verify that staff dates of birth are Data of Completion 2 4 week prior to Page 4 of 7 v2.0

5 submitted in the InterchangeStaffAssocationExtension.xml 2. Map LEA position titles to the 7 DDM roles Data or 2 4 week prior to 3. Test each role by impersonation Data 2 4 week prior to Set Campus/LEA Goals (or decide to use defaults) 4. /Administrator works with LEA & Campus Administrators 5. Set Metric Threshold for Grades Below C Level if not using default Uploading Student and Staff Photos 6. Obtain student/staff photos from vendor. Note the following: Filenames should reflect UID assigned to person in photo Format: jpg, jpeg, png Importing: Zip format each zip under 200MB* Photos should be in a 3:4 ratio with a file size under 1MB in conjunction with LEA administration in conjunction with LEA administration After receiving the TSDS LEA Administrator Training Or use default 2 4 weeks (slide 32 51) (slide ) (sldie 17 19) (slide 74 76) (slide 54 68) (slide 20 21) (slide 77 78) (slide 24 25) (slide 80 86) *Currently system is only allowing a zip file of 10MB 7. Upload via the Photo Management screen in the UI Administrator access only 2 4 weeks (slide 23 29) (slide 80 86) Page 5 of 7 v2.0

6 Set up TEAL access for the identified users whose roles have been mapped 8. If manual, do not select the 'District Opt In box. Users request access through conventional TEAL requests at 9. If automated bulk load, first verify that staff dates of birth were submitted in the InterchangeStaffAssocationExtension.xml. Then check the District Opt In box. LEA Training of Users Data or Data or 10. Decide on dates, times, audiences, and modules 11. Schedule rooms 12. Send out communications with date, time, resources 13. Prepare or test access to needed resources 14. If training with live data, verify that: Data loading and verification process below has been completed Course data loading prerequisites have been met. 15. Conduct training sessions Verification 1 week prior to 1 week prior to (slide 22) (slide 79) QA Checklist 16,23 68) Page 6 of 7 v2.0

7 16. LEA s perform user verification to ensure data is displaying correctly in the 17. Prepare checklist of tasks to be verified for each type of user role 18. Load data 19. Verify all data loaded 20. Perform same steps after at least one data refresh 21. Notify ESC when user verification is completed and approved via TIMS requesting Activation of Historical Metrics 22. Announce to LEA staff that access to studentgps is available. At QA Checklist 16,23 68) QA Checklist 16,23 68) nical Courses 1 7 (slide 11) 16, 23 68) Page 7 of 7 v2.0