Welcome / Introductions
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- Corey Reynolds
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1 A23 - CECAS Analytics Tool I Training Script ( ) 1 Welcome / Introductions Hello. I m Patricia Smith, regional trainer for regions 5 and 7. I d like to welcome you to this CECAS Analytics Tool I training webinar. The recommended prerequisite courses to this session are the CECAS Basics III, April/December Child Count, Indicator 7, End of Year Exit Count and Indicator 11 training sessions. Please note that this training session will be recorded for training purposes. Agenda Review / Handouts Before we begin the training, I d like to first review the agenda for today. We will start with a very brief overview of what the CECAS analytics tool is. Next, we will review how to access the analytics tool. We will then build a report in the analytics tool, understanding the additional features, such as filtering, drilling to tables, and saving files. At the end of the session, we ll wrap up and address any unanswered questions, and discuss how you will be able to evaluate this training session. At this time, let s review the training objectives for this session. At the completion of this training session: o Trainees will be able to identify the process of navigating through the data analysis tool. o Trainees will be able to identify the process to create a data analysis tool report. Now that we have reviewed the agenda and objectives for this training session, let s take a moment to review the associated training handouts. Review CECAS Information Site & Other Associated Handouts To review the associated handouts for this session, I d like to take you to the CECAS Communication Website, located at To access the training handouts for this session, first, click the Training tab, and then select the Description link from the Training tab, to obtain a brief description, recommended prerequisites and list of associated handouts for this session. Scroll to the session, A23 Analysis Tool I. We see the course content, the associated handouts, which are A23 & D3, and a list recommended pre-requisite courses. To download the handouts, scroll back to the top of the screen and select the link, Handouts. You ll notice on the Training Documents/Class Handouts screen that the following table is organized into sections according to codes. If the code begins with the letter A, the handout is located in the Agenda & Objectives section. If the code begins with the letter D, the handout is located in the Common Class Documents section. So, let s take a brief look at the associated handouts for today s session: o A23 is the Training Agenda & Objectives handout, which we ve already reviewed. So, I will move on to the next handout.
2 A23 - CECAS Analytics Tool I Training Script ( ) 2 o D3 is the Analytics Tool Getting Started Guide handout. Click the link to open. This handout provides detailed information, step by step, with screen shots of how to work with Analytics. Now that we have reviewed the associated handouts for this session, it is time to begin a brief overview of the CECAS analytics tool. CECAS Analysis Tool Overview Slide 1 CECAS Analytics Tool Overview Slide 2 What is the CECAS Analytics Tool? o The analytics tool allows users to perform ad hoc query, analysis and reporting. o It uses CECAS data tables to organize data into multi-dimensional cubes for analysis. o The system requirements for analytics include the latest version of Microsoft Silverlight, and pop-up blockers must be turned off. Slide 3 How can the Analytics Tool be used? o Users can create customized reports by selecting specific data they want to view and applying grouping and filtering as ways to further analyze the data. o Users also have the capability of viewing individual student records through the drill down feature. o Analytics also provides a save data analysis view and export to Excel feature. This covers a very brief overview of the analytics tool. Before I move forward, if you have any questions regarding the information just covered, take a moment to type your question in the Question field so we may respond to your question. At this time, I m going to move forward with logging into the CECAS Training Site to begin the demonstrations. Logging into the Training Site The web address for the CECAS training site is training.nccecas.org/cecas. Another way to get to the CECAS Training site is from the CECAS Information Site. From the Training tab of the CECAS Information site, you ll see the link, Login. Once you click that link, it will take you directly to the CECAS Training site. You want to make sure that you are using Internet Explorer 6.0 or higher if you re working with the Windows operating system. If working with Apple computers, be sure to use Safari as the browser. At this time, I will login with my User ID and Password. Setting Analytics Tool Permissions To access the analytics tool, you need to be assigned the necessary permission. I will navigate to the Users screen to demonstrate how to add analytics permissions to a user role. From the left menu bar, click the Administration section. Then click the Users link. From the Users screen, search for the user.
3 A23 - CECAS Analytics Tool I Training Script ( ) 3 One thing to keep in mind is that the analytics permissions can be added to users with an LEA-Level user role. The analytics permissions cannot be added to users with a school-level user role. Once you have located the user, click the Analytics button to display Analytics Permission screen. o You ll see on the screen a list of cubes available in the analytics tool. o We will discuss later exactly what these cubes are and how they are used. o Simply select or deselect the specific cubes that you want the user to have access to. Then click the Save button. o Within the analytics tool, you can view aggregate data across the state and then you can drill down to individual student data only for your assigned Region, LEA and Schools. o You cannot add the analytics permission to your own user id. I will demonstrate what happens when I try to add analytics permissions to my own user id. You ll see that when I pull up my own user id and click the Analytics button, the following message displays on the Analytics Permission screen, You are not allowed to modify your Analytics Tool Rights. Now I am ready to access Analytics. How to Access the Analytics Tool To access the analysis tool, you must click to expand the Reports section from the left menu bar. Then, click the link, Analytics. You ll see that it opens its own browser. When you access Analytics for the 1 st time, you ll see a prompt display to download Microsoft Silverlight. If you already have Microsoft Silverlight installed on your computer, be sure to check that you have the most current version. You may go to the website, to check that you have the most current version. Viewing the Analytics Interface Once you launch the analytics tool, you ll see that the workspace is divided into different sections. The top section of the screen displays the Cubes for which you have permission to access. Each Cube is comprised of a measure and dimensions. o The Measure is the data for which you want to look, like the number of students in a particular child count or the number of students with a particular disability. o The Dimensions are criteria you use to define your report. When you open Analytics, you ll notice that it defaults to the last cube in your view for which you have permissions. So, I see that the last cube in my view is the Ind7 Active cube. I want to take a moment to review each of cubes in my current view. o Ind7 Active Cube contains real-time data and includes information that is documented on the COSF screens.
4 A23 - CECAS Analytics Tool I Training Script ( ) 4 o Ind7 Certified Cube contains data from all certified Indicator 7 submissions that have taken place in CECAS since the school year. o Indicator 11 Cube contains real-time data as it relates to Indicator 11. o The Program Services Cube contains real-time data and includes information that is documented on the Programs/Services screen. So, on the Programs/Services List screen, every type of service across all plans for each student is listed as an individual record within the Program Services Cube. So, when analyzing data in the Program Services cube, be sure to filter data to most current records. o The SpecEd Cube contains real-time data, and shows information that is documented on the Special Ed screen. So, if you see a folder icon on the Special Ed screen above the General section, know that analytics is pulling all Special Ed records from the current and any previous LEAs for that student record. In other words, if the student has moved from one LEA to another, every time information on the Special Ed screen is saved in an LEA, that information is captured as in individual record in the Special Ed Cube. So, when analyzing data in the Special Ed cube, it is important to filter the data to most current records. We will cover how to filter data a little later in this training session. I would like to take a moment to clarify the technical term for this real-time data. When I speak of real-time data, I am referring to data that comes from the OLTP; also known as online transaction process database. The online transaction process database does not contain today s data. It has 24 hour lag. So, if you update a student record in CECAS today, you ll see those updated records in analytics tomorrow. The analytics database updates everyday with all data that has been updated in CECAS. Now, I will move forward with reviewing the rest of the cubes. o CC Count Cube CC stands for Corrected Child Count. This cube contains data from all corrected child count submissions that have taken place in CECAS since Any changes made to the certified count submissions will display in this cube. In other words, when LEAs use the Child Count Reduction Correction feature in the child count submission, the changes are stored in the CC Count Cube. o OSEP Count Cube OSEP stands for Office of Special Education Programs. This cube contains data from all certified count submissions that have taken place in CECAS since When LEAs certify their child count submission, the information is stored in the OSEP Cube. Now, I want to talk about the right section of the screen. o The right section of the screen is where you can select the Measure and any Dimensions associated with a particular cube.
5 A23 - CECAS Analytics Tool I Training Script ( ) 5 o The Measure of a cube is: The numerical value that you want to analyze. It is indicated by the bar icon. To access the measure, I will click the arrow in front of Measures. Next, I will click the arrow in front of CC Periodic Count to view the measure for this particular cube. o The Dimension of a cube is: A group of attributes that represent data related to the measure in the cube. For example Age, Gender, Disability. It is indicated by the arrows icon. Dimensions can be displayed as a column, row, or filter. Any time you see a right-pointing arrow, you can click it to view additional options. Let s now move on to the middle section of the screen. o The middle section of the screen is the workspace area where you can create an analysis view for a specific cube using different dimensions. o You can apply grouping and filtering options to further analyze the data. o You can also toggle between the workspace area and right pane using the left-pointing or right-pointing arrows. Let s move on to the lower section of the screen o The lower section of the screen allows you to work further with the data. o For example, there is the drill down feature to view the individual student records, and you have the ability to export your data to Excel. o Once we have the criteria selected in the workspace area for the data analysis, we ll see later how to drill down further to view individual student data. You can get a full-size workspace area without the Dimensions showing and you can bring them back by using the little arrow in between the areas: Now that I ve selected a particular Cube, I am ready to view the data. Keep in mind that it is very important that you are working in the appropriate Cube so that you can get the information that you need. Select Data Fields You can create an analysis view by selecting the data from the right side of the pane, then drag and drop them into the workspace area. When you are working in the Cube of your choice, you ll see in the workspace area various fields to drag and drop information, and I want to quickly discuss those: o Drop Filter Fields Here is where you can add a dimension to filter the data without having to see the dimension in the workspace area as a row or column; however, it is filtering the data in the background. o Drop Data Items Here is where you add the measure. You ll see that there are two fields entitled as Drop Data Items Here. The name of the measure displays at in the top left field and the numerical value displays in the bottom right field.
6 A23 - CECAS Analytics Tool I Training Script ( ) 6 o Drop Column Fields Here is where you can add a dimension to display as a column. o Drop Row Fields Here is where you can add a dimension to display as a row. It is very important to move your dimension(s) over into the workspace area and add whatever necessary filters BEFORE you move over your Measure. o You need to move your Measure over to the workspace area last. o If you move the Measure over to the workspace area first, it takes much longer to process any filters you add afterwards. So, I will start with grouping the data by moving over the dimensions. You may need to expand the fields using the double-pointing arrows. Group Data Items Dimensions can be displayed as a row, column or even filtered in the background. In this analysis report that I want to demonstrate for you, I m going to build a report that indicates the number of students with particular attributes from the April 2014 child count. To get started, let s first determine the LEA. I will click the arrow to the left of the Entity dimension to expand it. I will click to highlight the category, Region LEA School, and drag it towards the workspace area. I want to see this display as a row dimension, so I will drop it on the cell Drop Row Fields Here. This will show me all of the schools in the LEA as a Row dimension. To drill down a particular LEA, we need to filter because at this point, all of the LEAs in the state will be measured. To drill down to a particular LEA, I ll click the funnel (down-pointing arrow). I m going to deselect ALL because we only want 1 LEA, not all of them. Click the arrow beside of [NC] North Carolina to expand that. The LEA I want to query is in the SW Regions so I ll click the arrow to the left of that region to expand it. Now, since I m inside the SW Region, I ll click the SW EC Training LEA, as it is the particular LEA for which I want information. It is important to note that I need to click the arrow beside SW-EC Training LEA to deselect the top selected option so that it will not duplicate my number. Now, what I have done so far is determined my LEA for the child count. Filter report by the April 2014 child count Next, to drill down to a particular child count, such as the April 2014 child count, I ll need to pull over the appropriate Dimension. Click the arrow beside OSEP Count Period. Click to highlight Count Period Description. Drag to filter in the background (Drop Filter Fields Here). Click the funnel and specify the April Child Count. Deselect All and click the arrow beside of it.
7 A23 - CECAS Analytics Tool I Training Script ( ) 7 Select April 2014 child count. Filter report by Is Active and Is Primary Because we are looking at data from an April child count, which is an Active child count, we need to filter the data by Is Active and Is Primary. Is Active represents the current number of Active students. Is Primary refers to the LEA in which the student receives funding, if they receive services in another LEA. Click the arrow beside the dimension, OSEP Periodic Count, to expand. Click to highlight the category, Is Active and drag it as another filter in the background in the top line. Deselect All. Click the arrow beside All, select True. To filter the data by Is Primary, click to highlight the category, Is Primary, and drag it as another filter in the background in the top line. I believe it is a best practice to deselect All each time then look to see the options. Click the arrow beside All, select True. NOTE: As a reminder, when viewing active child count data, be sure to add the filter Is Active and Is Primary and select True for both filters. When you want to view exit child count data, be sure to add the filter, Is Active and select False. Do not add the filter, Is Primary. Add the Measure Now that we ve added the filters to produce our April 2014 Child Count, let s add the measure to display the number of records in this count that fit my query. Click to highlight OSEP Periodic Count, then drag it to the workspace area and drop it in the field entitled, Drop Data Items Here. o You will see the name of the Measure display in the top field and the numerical value of that measure displays in the bottom field. You may need to expand the fields using the double-pointing arrows. Removing an Unwanted Dimension Let s say that in your building of your report, you pulled over a Dimension that you don t actually need. Maybe you pulled it over in error. You can simply get rid of it by hovering over it and then clicking the X in the top- right corner. Move Dimension to Another Location As you add multiple dimensions, they display in the order that you add the dimensions.
8 A23 - CECAS Analytics Tool I Training Script ( ) 8 You can change the order by simply moving the location of the dimensions. You can even change between column and row dimensions as well as filtering dimensions in the background Filter report by Age and Grade Now with our total number of our April count, let s filter the data by the dimensions, Age and Grade, as this is one of the ways you review your child count submission after it has been certified. We start by filtering the data by Age as a column dimension. Click to expand the dimension, OSEP Periodic Count. Click to highlight Age, drag it to the workspace area and drop as a column. To filter the age data, click the funnel beside the dimension, Age. I could deselect All ages, however this time I truly do want all of the ages. So, I ll leave it checked. Click the arrow beside All to expand to view the options in the workspace area. Now to add Grades as a Row dimension, click to expand the dimension, OSEP Grade. Click to highlight Code and drag it to the workspace area, and drop it as a Row. You do not want to use Grade Description. It does not display the data as you need for this review. Click the funnel, and Add All of the grades. Now this report lines up Age and Grade. If records appear that do not seem correct, you can drill down the data to view individual student records to further investigate. Interpreting the Data We have 1 Pre-K student in this count who was 4 years old during this count. We have 2 Kindergartners who were 5 years old during the count. There was 1 Second Grader who was 6 years old during the count. And so forth.. But I have (2) 8 year olds 1 in the 9 th Grade and 1 in the 10 th Grade. That s a little strange. This is when you drill down to see who these kids are and go back into their records to see what was documented. Filter report by Race/Ethnicity and Exceptionality Now with our total number of our April count, let s filter the data just a little bit more by the dimensions, Race/Ethnicity and Exceptionality. First, start by filtering the data by Race/Ethnicity as a column dimension. Click to expand the dimension, Multi Race. Click to highlight Race Description and drag it to the workspace area and drop as a Column (right next to Age).
9 A23 - CECAS Analytics Tool I Training Script ( ) 9 To filter the race/ethnicity data, click the the funnel. Click the arrow beside All to expand to view the options in the workspace area. NOTE: There are two options of Unknown in this dimension, and we ll leave them checked. If there are no records that meet that selection of Unknown, you ll notice that it does not display in the report. Let s take a moment to review the options within this dimension. o American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and White pull from the Race drop list on the Child Demographics screen as populated from PowerSchool. o Multiple pulls from students that have more than one race populated in the Race drop list on the Child Demographics screen. o Hispanic pulls from the Yes option under the question, Do you identify as Hispanic/Latino?, also located on the Child Demographics screen and populated from PowerSchool. o The first option of Unknown that you see in this list pulls from student records that have Unknown selected in the Race drop list on the Child Demo screen. o The second option of Unknown that you see in this list pulls from a count process and applies to CECAS Reporting Users; this would pull from files with an incorrect code. Now, let s add the dimension, Exceptionality. To do that, click to expand the dimension, OSEP Disability. Click to highlight Disability Description and drag it to the workspace area as a Row. To filter the disability data, click the funnel beside this dimension. Click the arrow beside All to expand. I d deselect All to clear the selection of all filter options IF I DIDN T WANT TO SEE THEM ALL. All of the options that you see displayed in this list includes selections made on the Special Ed screen as well as from the Infant Toddler component in CECAS. I m going to leave them all selected and click OK. Remember, as I stated earlier, if there are no records that meet the selection of the exceptionality, it will not display in the report. Save a View If there s a certain data analysis you conduct frequently, you can save the view. With Analytics, once you logout and come back at a later time, your data analysis will be deleted if you do not save it before you logout. That is why it s VERY important to save your data analysis if you want to come back to it at a later time. You can save as many views as you want. To save the current view of the data, click Save View.
10 A23 - CECAS Analytics Tool I Training Script ( ) 10 Saving a view includes the grouping and filtering options for the data analysis. Specify the name and date. Then click Save. You ll see that the view is displayed. Drill Aggregate Data in the Workspace Remember that any LEA-level user in the state who has the same Analytics cube permissions can build the report that I have built here, even if it is data about different LEA. This is because you only see numbers, no specific student data. But if you don t have access to these records, this is as far as you can go. In order to see to produce a list of all records submitted in this count, you ll have to have access to the records. You can either drill down to a particular cell within the workspace area or you can drill down to all of the data within the workspace area. To drill down all of the data within the workspace area, select the cell with the grand total and simply click the Drill button, located at bottom left of workspace area. You can view the individual records under the Results tab. To drill down a particular cell within the workspace area, click to highlight the cell, and then click the Drill button. The drill results will create a new Results tab at the bottom of the screen. In the Results tab, you can view 100 records at a time. The results tab is limited to displaying 100 records at a time in order to keep the drill feature from taking a long time to process large data sets. If there are more than 100 records, simply click Next to view the next group of records. The Filters field displays exactly how the data that you drilled down is filtered. Modify Columns You have the option of modifying the column headings here in the lower section of the screen or after you export the data to Excel. To modify the columns displayed for the individual records, prior to exporting the data into Excel, click the Columns icon; which is located at bottom right of workspace area, across from the Drill button. You will see that all of the columns of the Results tab are selected. Because there is no scroll bar within this field, you will need to use the scroll on your mouse or the up/down arrows on your keyboard. Clear the selection for the fields which you do not want to view in the Results tab. After you have cleared the selections, click Drill once again. The additional Results tab displays the drill down results, before and after the columns were filtered. Note that the deselected columns are no longer visible. Now, let s export the data to MS-Excel.
11 A23 - CECAS Analytics Tool I Training Script ( ) 11 Export to Excel Workspace Data The Export to Excel feature exports information that is visible in the workspace area and/or under the drill-down view. There are two Export to Excel buttons located in the lower section. The Export to Excel button located beside the Drill button will export data in the workspace pane as displayed. Click Export to Excel. Specify location to save file and name the file. Click Save. Export to Excel Sensitive Student Data The Export to Excel button located under the Filters section at the bottom right will export data in the drill down Results tab. Click the Export to Excel button. Once you click the Export to Excel button, you ll see a prompt display to remind you that the data to be exported is sensitive data and you need to password protect the document. The Export to Excel button then changes to a progress bar to show that system is retrieving the information. Click the Save File button. Specify location to save file. Name the file. Click Save. It pulls all information in the drill feature, not just the first group of 100 records. Password Protect the Excel Spreadsheet Now, I need to password protect this file. To do so, I need to open the document that I just saved. I ll go back to the folder I saved it in. After opening the document, go under the File menu. Click the Protect Workbook icon in the Permissions section. Select Encrypt with Password. Enter the password. Renter the password to confirm. Save the file as you normally would. Now, close the file to demonstrate that when you open it again, you will be prompted to enter the password.
12 A23 - CECAS Analytics Tool I Training Script ( ) 12 Open a Saved View To open a previously created view, first select the cube whose view you want to open. On the lower pane, click the drop list next to Cube View. Select and click the view. The results are displayed on the workspace pane. Delete a Saved View You have the option to delete a view at any time. To do so, select the cube whose view you want to delete. On the lower pane, click the drop down list next to Cube View. Select the view and click the Red X to the right to remove it. Click Confirm. The view is deleted. Wrap Up Electronic Evaluation Link Let me take a moment to show you how to access the electronic evaluation survey. Go to the CECAS Information Site at Click the Training Tab and scroll to just above the quarterly schedule; you will see this link to the survey. Click the link and complete the 1 st screen with the following information: o Select CECAS Analytics Tool I o Select virtual session o Enter the date of the training as 11/12/2014 o Select my name, Patricia Smith, as the trainer. o Click the arrow button to continue with completing the electronic evaluation. Once you complete the electronic evaluation, be sure to click the button, Finish, located at the bottom of the last screen of the evaluation. I certainly appreciate your time and attention. This concludes the training webinar. Everyone, have a fantastic rest of the day!
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