Simple Solution. Brighter Futures. ECDS. Early Childhood Data System. Texas Education Agency Region One PEIMS Department.

Transcription

1 Simple Solution. Brighter Futures. ECDS Early Childhood Data System February 15, 2018 Texas Education Agency Region One PEIMS Department

2 Agenda Click to edit Master title style 2 ECDS Overview Data Flow Overview ECDS Submission Step by Step Process Resources 1. Download and fill ECDS Collection Template 2. Download the ECDS Converter & Validation Tool 3. Run Converter tool to create ECDS assessment xml files 4. Validate ECDS files 5. Load ECDS interchanges into the TSDS collection through the ODS 6. Load TSDS PEIMS Summer interchanges into the ODS 7. Prepare ECDS submissions 8. Run Validations 9. Preview the ECDS reports 10. Finalize and Complete 11. If needed - Reset Data or use Delete Utility

3 ECDS Overview

4 Click Early to Childhood edit Master title Data stylesystem 4 ECDS is the collection of both kindergarten and prekindergarten student data student demographic classroom link information assessment data KG BOY PK BOY & EOY Purpose is to inform about the quality of early childhood education and help direct resources in an informed manner to: parents school administrators the public statewide stakeholders the early childhood education community policy makers Texas Education Data Standards Section10 Submission Due Date: Thursday, July 19, 2018

5 5 Reminder: ECDS Data From PEIMS Required for ALL LEAs that offer KINDERGARTEN: Required for ALL LEAs that offer PREKINDERGARTEN:

6 Reminder: ECDS Data From PEIMS 6 High Quality PK Program: Required Only for course/sections serving eligible PK 4-Year old Quality_Prekindergarten_Program/

7 Data FlowOverview

8 ECDS Data for KG & PK Administering a Commissioner Click to edit Master approved title assessment style 8 TSDS ASSESSMENT INFORMATION PEIMS SUMMER COLLECTION (Demographic, Classroom Link & Special Program Information) EXTRACT PEIMS Summer Collection info from SIS LOAD PEIMS Summer Collection interchanges into ODS DOWNLOAD ECDS Template & ENTER info DOWNLOAD Converter/Validation Tool RUN Converter Tool to create ECDS assessment xml files LOAD TSDS ECDS interchanges into the ODS Must have TEAL TSDS Roles: ODS Data loader, ECDS Data Approver, & TIMS Level 1 Verify PEIMS Sub 3 Data is inserted into >ods< verify TSDS Data is inserted into ECDS Approver: Prepare > Validates Data > Makes Corrections and reloads until Fatal Free and Reports have been reviewed > Completes in ECDS Application

9 ECDS Data for KG Not Administering a Commissioner Click to edit Master approved title assessment style 9 An LEA is exempt from the ECDS state reporting if they are using assessments other than those listed in Texas Education Data Standards Section10 document for kindergarten student diagnostics. The LEA MUST notify TEA of its choice of diagnostic by at ecds@tea.texas.gov and must also retain the assessment data should the TEA decide to collect the data at a later date. No need to maintain your SIS with the E1440 Home-Room Indicator No need to go into ECDS application

10 ECDS Data for PK Not Administering a Commissioner Click to edit Master approved title assessment style 10 PEIMS SUMMER COLLECTION (Demographic, Classroom Link & Special Program Information) EXTRACT PEIMS Summer Collection info from SIS LOAD PEIMS Summer Collection interchanges into ODS An LEA is exempt from the ECDS state reporting if they are using assessments other than those listed in Texas Education Data Standards Section10 document for prekindergarten student diagnostics. The LEA MUST notify TEA of its choice of progress monitoring by at ecds@tea.texas.gov and must also retain the progress monitoring data should the TEA decide to collect the data at a later date. Still maintain your SIS with ECDS PK elements Must have TEAL TSDS Roles: ODS Data loader, ECDS Data Approver, & TIMS Level 1 Verify PEIMS Sub 3 Data is inserted into >ods ECDS Approver: Prepare > Validates Data > Makes Corrections and reloads until Fatal Free and Reports have been reviewed > Completes in ECDS Application

11 ECDS Submission Step by Step Process

12 1. Click Download to edit and Master fill ECDS titlecollection style Template 12 LEAs may submit their assessment data in one of the following ways: Option 1: TEDS compliant XML format from their assessment vendors. Option 2: Enter the ECDS assessment data into the ECDS Collection template. If Option 2 download and fill ECDS Collection Template version 1.3 KINDER ASSESSMENTS PUBLIC PreK ASSESSMENTS Enter data manually or copy from assessment vendor data into spreadsheet using Copy/Paste Special/Values For KG/PK students that are NOT ASSESSED (ex: if they were present but not assessed, ARD exempt, or if they were absent on that day) enter -999 for Score Result For KG/PK students that could not pass the practice questions on any test, enter 0

13 13 Click 1. Download to edit and Master fill ECDS titlecollection style Template Tips: Vendor File: Save original file from assessment vendor since you may need to do some editing to the spreadsheet Make sure these columns have no blanks in them: TX-UNIQUE-STUDENT-ID, STUDENT-ID, FIRST-NAME, LAST-NAME, DATE-OF-BIRTH If you have blanks, populate the fields using similar format as other records Review records where Administration-Date is outside the school-year Sort your columns in a similar format as the Template for easy copying Tips: ECDS Template Be careful not to overwrite any of the columns that will always remain the same: KG: STUDENT-IDENTIFICATION-SYSTEM, ASSESSMENT-IDENTIFICATION-SYSTEM, ASSESSMENT-GRADE-LEVEL-ASSESSED, PERFORMANCE-LEVEL-DESCRIPTOR- DESCRIPTION, REPORT-ASSESSMENT-TYPE PK: STUDENT-IDENTIFICATION-SYSTEM, ASSESSMENT-IDENTIFICATION-SYSTEM, ASSESSMENT-GRADE-LEVEL-ASSESSED, PERFORMANCE-LEVEL-DESCRIPTOR- DESCRIPTION, REPORT-ASSESSMENT-TYPE

14 14 Ex: Click Kindergarten to edit Master Assessments title style

15 15 Ex: Click Prekindergarten to edit Master Assessments title style

16 16 2. Download the ECDS Converter & Click Validation to edit Tool Master title style Log on to TEAL > TSDS > Utilities and Download the ECDS Conversion Tool

17 3. Run Converter tool to create ECDS Click assessment to edit Master xml filestitle style 17 Select the Conversion Tool from the drop down menu.

18 18 3. Run Converter tool to create ECDS Click assessment to edit Master xml files title (cont.) style Select School Year: > Collection: ECDS, Sheet: Kinder Assessments or PreK Assessments Browse for the template file Click Process Files

19 3. Run Converter tool to create ECDS Click assessment to edit Master xml files title (cont.) style 19 The file status should show Complete Click Ok

20 4. Click Validate to edit ECDS Master files title style 20 Click Validate Files

21 21 4.Validate Click to edit ECDS Master files (cont.) title style Make sure Status shows Passed Click Ok Copyright 2014 Texas Education Agency. All rights reserved. TEA confiden

22 4.Validate Click to edit ECDS Master files (cont.) title style 22 If Status shows Failed then highlight one file at a time and click on Details. It will indicate the line number that has errors. You can put your cursor over the error line for a description of the error OR you can download all the error messages at once by clicking on Export All Errors

23 4.Validate Click to edit ECDS Master files (cont.) title style 23 Open up the xml file with Notepad ++ or another xml editor so you can go to the line number that contains the error As a general rule, if it is a data issue, the correction needs to be made in the source file and XML Interchange Files need to be resubmitted

24 5. Load ECDS interchanges into the Click TSDSto collection edit Master through titlethe style ODS 24 KINDER interchanges generated (BOY): 1. ######_000_2018TSDS_ _ InterchangeStudentParentExtension.xml * 2. ######_000_2018TSDS_ _ InterchangeAssessmentMetadata.xml 3. ######_000_2018TSDS_ _InterchangeStudentAssessment.xml PUBLIC-PREK interchanges generated (BOY and EOY): 1. ######_000_2018TSDS_ _ InterchangeStudentParentExtension.xml * 2. ######_000_2018TSDS_ _ InterchangeAssessmentMetadata.xml 3. ######_000_2018TSDS_ _ InterchangeStudentAssessment.xml *Do not load if LEA is loading TSDS studentgps Dashboards files to the ODS GPS Dashboard LEAs submitting ECDS data should not load the StudentParentExtension.xml generated by the converter tool; otherwise doing this will override the existing StudentParent file in the ODS.

25 5. Load ECDS interchanges into the Click TSDSto collection edit Master through title the style ODS (cont.) 25 Log into TEAL and launch TSDS

26 26 5. Load ECDS interchanges into the Click TSDSto collection edit Master through titlethe style ODS (cont.) From TSDS click on Manage Data Loads Click on Interchange Upload For Interchange Collection select 2018 TSDS Browse and Upload files (Note: You can always zip the 3 files and upload one zipped file) Click Upload Copyright 2014 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

27 5. Load ECDS interchanges into the Click TSDSto collection edit Master through titlethe style ODS (cont.) 27 Verify they all completed with status Validation Ok Select All Files Click on Add to Batch button Click on View Batch button Add a Comments ex: KG ECDS KG 3 files Click on Process Batch From the Batch Manager, verify the batch completed with out errors At this point, the data is written to the ODS (Operational Data Store)

28 28 5. Load ECDS interchanges into the TSDS collection through the ODS (cont.)

29 5. Load ECDS interchanges into the Click TSDS to collection edit Master through title the style ODS (cont.) 29 Drill down to each file and verify that data was inserted/updated in the ODS for each TSDS Interchange.

30 5. Load ECDS interchanges into the Click TSDS to collection edit Master through title the style ODS (cont.) 30 If batch shows errors, click the magnifying glass to view additional details. Click the magnifying glass to view the errors contained in the xml file. If it is a data issue, the correction needs to be made in the source file and XML Interchange Files need to be resubmitted

31 6. Load TSDS PEIMS Summer interchanges Click into the to edit ODSMaster title style 31 PEIMS Coordinators should load into the ODS the PEIMS Summer Collection data (Demographic and Classroom Link) 1. ######_000_2018SUMR1_ _InterchangeEducationOrganizationExtension.xml 2. ######_000_2018SUMR1_ _InterchangeMasterScheduleExtension.xml 3. ######_000_2018SUMR1_ _ InterchangeStudentExtension.xml 4. ######_000_2018SUMR1_ _ InterchangeStudentEnrollmentExtension.xml 5. ######_000_2018SUMR1_ _ InterchangeStaffAssociationExtension.xml 6. ######_000_2018SUMR1_ _ InterchangeStudentAttendanceExtension.xml * 7. ######_000_2018SUMR1_ _ InterchangeStudentProgramExtension.xml* *Interchange required for PK ECDS Submission

32 32 6. Load TSDS PEIMS Summer interchanges Click into the to edit ODS Master (cont) title style From TSDS click on Manage Data Loads Click on Interchange Upload For Interchange Collection select 2018 SUMR1 Browse and Upload Summer collection files (Zipped File) Click Upload'

33 6. Load TSDS PEIMS Summer interchanges Click into the to edit ODS Master (cont) title style 33 After they load, verify they all completed with validation ok Select All Files Click on Add to Batch button Click on View Batch button Add a Comments Click on Process Batch From the Batch Manager, verify the batch completed with out errors At this point, the data is written to the ODS (Operational Data Store)

34 6. Load TSDS PEIMS Summer interchanges Click into to the edit ODS Master (cont) title style 34 Public PK will include all (6) PEIMS Interchanges above + InterchangeStudentAttendance Extension

35 6. Load TSDS PEIMS Summer interchanges Click into to the edit ODS Master (cont) title style 35 Drill down by clicking on the Magnifying glass for each file and verify that data was inserted/updated in the ODS for each PEIMS Interchange.

36 6. Load TSDS PEIMS Summer interchanges Click intoto the edit ODS Master (cont) title style 36 If batch shows errors, click the magnifying glass to view additional details. Click the magnifying glass to view the errors contained in the xml file. If it is a data issue, the correction needs to be made in the source file and XML Interchange Files need to be resubmitted

37 7. Click Prepare to edit ECDS Master Data title style 37 Choose the Core Collection link from the TSDS home page and click Prepare/Finalize Data button.

38 7. Click Prepare to edit ECDS Master Data (cont.) title style 38 Once inside the Core Collections, select: ECDS 2018 KG or PK First Change the Grade Level and Click Go to switch. You must go into each grade level separately for the remaining steps.

39 Click Prepare Prepare process will pull PEIMS demographic and TSDS Assessment Data from the ODS to the Core Data Mart.

40 TSDS did not locate any demographic data for the collection in the ODS. Ensure your students PEIMS Submission 3 demographic data has been loaded to the ODS to be able to complete your ECDS collection. Message displays if PEIMS demographic data was not loaded into the ODS. Review and make sure all records were inserted for the Basic (PEIMS) and Assessment (ECDS template) Subcategories. If the Record Count column shows 0s for the Basic subcategories and/or Assessment Subcategories, verify all PEIMS 0 Record Count will display and/or TSDS Interchanges were for Basic Subcategories. successfully loaded without any errors and verify that data was inserted/updated in the ODS. 20

41 21 Record Counts should show for Basic Subcategories and Assessment Subcategories after data was successfully loaded into the ODS for PEIMS and TSDS.

42 8. Click Run to Validations edit Master title style 42 Click Validations from menu bar. You can Select one or more Subcategories or All Categories. Click Next

43 Click Submit to run Validation process.

44 Click to view Validation Request Details.

45 Click to view errors for Fatals, Special Warnings, and Warnings

46 Displays validation errors by Subcategory. In order to Finalize(Complete) a ECDS Submission, the submission has to be Fatal free.

47 9. Click Preview to edit the Master ECDS reports title style 47 Click on View Reports from the menu bar. Click on the Run icon to begin generating reports. Status will display Download when ready **New Run all ECDS Reports and verify data before completing Submission even if you are Fatal Free. RESET BY PREPARE" will show for Reports if data was re-prepared. Reports should be run again.

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49 Verify correct number of Students Enrolled and Assessments Entered. Verify Kindergarten Ready/Not Ready counts and percentages.

50 Verify correct KG Assessment Code, Assessment Title, Admin Date, and Score. Verify correct KG Homeroom Teacher and UID information. Verify correct student KG demographic information: Name, Unique ID, Student ID, DOB, Sex, Hisp/Latino, Race, LEP info.

51 Resolve all Incomplete Assessment Data listed on the report. This report should not display any data before you Complete the KG ECDS collection. You may get the following error messages on the Incomplete Assessment Data report: Required domain not reported or All domains not reported if a District does not submit all parts of an assessment used in determination. Refer to Assessment Matrix for more information.

52 data will remain 0 until KG assessment data is loaded. Note: Now that KG has been uploaded, run this report in Collection so you can see Kindergarten Readiness of your former PK students.

53 53 Click 9. Preview to edit the Master ECDS reports title style (Cont.)

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55 Click 10. Finalize to edit and Master Complete title style 55 Users must check this box to acknowledge that their ECDS submission has been validated and reviewed for accuracy. Once all FATAL errors are resolved, users will be able to click on Complete button to submit their ECDS collection. Then click the Confirm button to finalize their ECDS submission.

56 Click 11. If needed to edit - Master Reset Data title or style Delete Utility 56 If users would like to re-open either KG or PK ECDS collection, click on the 'Reset' button, which will reactivate the Prepare and Complete buttons. Repeat Submission Steps as Needed.

57 11. Click If needed to edit - Reset Master and title Delete style Utility 57 If needing to clear/delete data previously loaded individual Student/Staff Deletes use the Delete Utility in TSDS Navigate to TEAL > TSDS > Manage Data Loads > Delete Utility 2018 SUMR 1 Delete Student Record for PEIMS Delete Staff Record for PEIMS 2018 TSDS Data Collection Delete Student Snapshot Record for TSDS Collection - Interchange StudentParentExtension Delete all Assessment Data for an LEA

58 Resources

59 Click Resources to edit Master title style 59 TIMS Knowledge Base articles: TSDSKB-249 ECDS: ECDS: General FAQ s TSDSKB-254 ECDS: Assessment FAQ's TSDSKB-449 ECDS: Loading Guide for ECDS Kindergarten Collection TSDSKB-450 ECDS: Loading Guide for ECDS PUBLIC PRE-K TSDSKB-508 KG/PK Assessment Matrix Technical Resources: Texas Education Data Standards Section 10: Early Childhood Data System and ECDS Collection Template Business Rules explanations Region One ESC TSDS ECDS ESC Technical Support: ESC Early Childhood Program Support: Diana Perez Sergio Saenz Roel Garza dperez@esc1.net sesaenz@esc1.net rgarza@esc1.net TEA ECDS Policy Questions: Howard Morrison, ecds@tea.texas.gov

60 Click Resources to edit Master title style 60 New: Kindergarten Program & Readiness District and School Reports