TSDS UNIQUE ID SYSTEM. Overview

Transcription

1 TSDS UNIQUE ID SYSTEM Overview

2 ID Assignment Process Data Submission File Validation Pass Data Validation Fail Fail Pass Resolve Near Matches Near Matches Assign ID No Near Matches Download IDs

3 TSDS UNIQUE ID SYSTEM Match Resolution

4 Key Terms The following key terms will be referenced: Master Record The current active record in the TEA repository which is used for matching. Submission Record A record submitted to be matched against the master records. Match Threshold The values set by the sys admin that determines the Match, Near Match and No Match scores.

5 Near Match Resolution Data Submission File Validation Pass Data Validation Fail Fail Pass Resolve Near Matches Near Matches Assign ID No Near Matches Download IDs We are right here, at Assign IDs. The batches have already gone through File Validation and Data Validation. Now the matching engine has been kicked off.

6 Matching Process Overview Record Information: Last name (High) (R) First name (High) (R) Middle name (High) Birth Date (Medium) (R) Gender (Low) (R) SSN or S# (Med/Low) (R) Alt Last Name (part of name) record TSDS Unique ID Matching Logic Errors in Spelling Nicknames Mixed Usage Multi-part Names Uncommon Names Factors on Decisions Thresholds SSN Rule Twins Rule Multiple Matches

7 Matching Process - Index Based upon the submission record, the system generates an Index of data based upon combinations of the name. Student Information: Last name (High) (R) First name (High) (R) Middle name (High) Birth Date (Medium) (R) Gender (Low) (R) SSN or S# (Med/Low) (R) Alt Last Name (part of name) Mary Sue Campus Mary Susan Campus Sue Mary Campus Mary Campus Sue Mary S Campus

8 Matching Process - Search The system searches the data in the Index using all of the match fields. Student Information: Last name (High) (R) First name (High) (R) Middle name (High) Birth Date (Medium) (R) Gender (Low) (R) SSN or S# (Med/Low) (R) Alt Last Name (part of name) Mary Sue Campus Female 10/12/2000 Mary Susan Campus Female 10/09/2004 Sue Mary Campus Female 06/24/1990 Mary Campus Sue Female 12/12/2005 Mary S Campus Female 10/12/2001

9 Matching Process - Score Based upon the search results, the system generates a Match Score. Mary Sue Campus Female 10/12/2000 Mary Susan Campus Female 10/09/2004 Match Score=86 Sue Mary Campus Female 06/24/1990 Match Score=75 Mary Campus Sue Female 12/12/2005 Match Score=81 Mary S Campus Female 10/12/ Match Score=98

10 Matching Process Match Decision: Match Let s look at another scenario. In this case, it is too close for the system to make a match decision. Human intervention is required. Mary Sue Campus Female 10/12/2000 Mary Susan Campus Female 10/09/2004 Match Score=86 record TSDS Unique ID Sue Mary Campus Female 06/24/1990 Match Score=75 Mary Campus Sue Female 12/12/2005 Match Score=81 Mary S Campus Female 10/12/ Match Score=98

11 Matching Process Match Decision: Near Match Mary Sue Campus Female 10/12/2000 Mary Susan Campus Female 10/09/2004 Match Score=86 record TSDS Unique ID Just to clarify, if the system finds a Match, it will assign the ID of the matching record to the submission record. The information contained in the submission record becomes the IDs current information, and the information of the master record gets moved to the ID history. These records do not need to be reviewed. NEAR Sue Mary Campus Female 06/24/1990 Match Score=75 Mary Campus Susan Female 12/12/2005 Match Score=81 MarySue Campus Female 10/12/ Match Score=94

12 Match Decision: Match Mary Sue Campus Female 10/12/2001 Mary Sue Campus Female 10/21/2001 Match Score = 99 SUBMISSION RECORD If the system finds a Match it will assign the ID of the matching record to the submission record. The information contained in the submission record becomes the IDs current information and the information of the master record gets moved to the ID history.

13 Match Decision: No Match Mary Sue Campus Female 10/12/2001 Pam Freshman Female 06/29/1999 Match Score = 5 SUBMISSION RECORD No Match If the system finds no matching record it will assign a new student ID. These records do not need to be reviewed.

14 Match Decision: Near Match Near Match threshold (89-97) Multiple Matches SSN Rules Twins Rule

15 Multiple Matches Mary Sue Campus Female 10/12/2001 Mary S Campus Female 10/21/2001 Match Score = 98 MarySue Campus Female 10/12/2001 Match Score = 99 if two or more potential matches are found in the Match threshold, the system forces a near match. The user will have to decide which of those potential matches the Submission Record actually belongs to.

16 Twins Rules Mary Sue Campus District Code: 1234 Local ID: 3456 Mary Sue Campus District Code: 1234 Local ID: 9876 if a match is found and the district code is the same but the local ID is different, the system forces a near match.

17 SSNs Different Mary Sue Campus SSN: Mary Sue Campus SSN: Match Score: 98 if a match is found but the SSNs or S-Numbers are different between the records, the system forces a near match.

18 SSNs Same Mary Sue Campus SSN: Pam Freshman SSN: if no match is found but the SSN or S-Number submitted is the same as an existing record, the system forces a near match.

19 Overview of Resolving Near Matches Assign State ID No Match Near Match Match New ID Assigned Human Intervention is Required Master is Updated Download State IDs Master is Updated Record is Cancelled New ID Created

20 Resolve Near Matches 1. Regardless of how the event is triggered, users must review and make decisions on the Near Matches. Click the Resolve Near Matches button on the Unique ID home page.

21 Resolve Near Matches 2. Review the Near matches/duplicates list screen for information about the records and click the Review and Select button to view additional details.

22 Resolve Near Matches 3. Review the Resolve Near matches. The top screen displays the submitted person and bottom section displays a list of matching persons. Submission Record Match Score Master Record Match Decisions

23 Resolve Near Matches 4. Click the hyperlinked Last Name or First Name to view the record details.

24 Resolve Near Matches 5. Compare the two records and review the fields where the information is different. TIP: All fields in which the information differs between two persons is highlighted.

25 Resolve Near Matches

26 Resolve Near Matches 6. Decide how the near match will be resolved. 1. If the person under review is the same as one of the matching persons, the user should select the radio button to the left of the matching person and then click 2. If the person under review is different from the matching persons, the user should click 3. If the user wishes to cancel the record under review, the user should click the 4. Users can also navigate back to the list of Near Matches by clicking

27 Resolve Near Matches 7. In this example, the person under review is the same as the matching person, the user should select Yes to update the master record and click Middle name is missing in Master Record

28 Resolve Near Matches 7. Add notes to the Master record explaining your decision to override the master record with the information from the submission record and click Save.

29 TSDS UNIQUE ID SYSTEM Upload a batch file

30 Key Terms The following key terms will be referenced: Batch File All submissions to the TSDS Unique ID system are stored as unique entries and can be referred back to by Batch Number Filename For each batch file submitted, the system must identify the correct organization and data collection in order to process the file correctly. Each batch file will have a unique name. Validation Each batch file will undergo a validation process to ensure the file meets the required specifications

31 ID Assignment Process Let s start with Data Submission: Data Submission File Validation Pass Data Validation Fail Fail Pass Resolve Near Matches Near Matches Assign ID No Near Matches Download IDs

32 Unique ID Home Let s take a look at the overview of the Batch File Upload Process. Upon logging into the TSDS Unique ID system, the user will land on the Unique ID Home page:

33 Menu: Upload Batch File

34 Upload Batch File-Basic The Basic tab is already selected for you. (There is an Advanced tab but for all TSDS Unique ID uploads we will only utilize the Basic tab.)

35 Browse Click the Browse button:

36 Browse Browse on your computer to find the correct batch file you wish to upload

37 Selecting Open Click once on the Open button on the bottom right of the Choose File navigation screen:

38 Upload the Batch File Click the Upload button once:

39 TEDS Section 9 Unique ID TEDS Section 9 - TSDS Unique ID Specifications This document contains the TSDS Unique ID Batch File Format file specifications for the Student and Staff file submissions

40 Validation Unique ID has two required levels of validation: File Level Validation Data Level Validation The Batch file will be rejected if it does not meet the required specifications Once the batch passes the file validation with no errors it will proceed to data level validation

41 Filename Validation The Batch Filename Conform to filename specifications in TEDS Section 9 TSDS Unique ID Specifications. Your Student Information System Vendor or your Human Resource System Vendor will produce an extract file that meets these specifications.

42 Sample File Names Below are samples of a correctly formatted Student file name and Staff file name. When you browse on your computer, you will be looking for a filename in a similar format but which contains your local county district and location codes: Sample Student file name: _002_STUDENT_ Student Data for Austin High School in Austin ISD Sample Staff file name: _000_STAFF_ Staff Data for Austin ISD

43 File Validation The file must contain: Header Record Detail Record Trailer Record File will fail validation if: One or more fields are missing in one of the record types The Trailer record is missing The Header record Transmission ID doesn t match Trailer Record Transmission ID The Record count in the trailer record does not equal the actual number of records in the file

44 File Failed Validation If your file fails validation, you may need to work with your SIS or HR system software vendor support to verify the file format meets the TEDS Section 9 TSDS Unique ID Specifications.

45 File Validation Completed File Validation is completed and ready to validate the detail record level You will now see the batch info number and the uploaded date on your screen like the sample shown below.

46 Detail record validation Once a file has passed file validation, the next step is data validation. This process loads the records in the file into the staging database tables, where further validation checks are performed on the data. This includes validation of valid values such as dates and codes, and user authorization for submitted records. This step will produce validation errors (validation failure) or will allow the user to proceed to the next step of assigning IDs if there are no validation errors.

47 Detail record validation Once a batch file has been uploaded and passed file validation, it will proceed automatically to data level validation. Click the batch number to view the validation details as needed. Click the Back To Home button to return to the main page to check for the updated status of the process.

48 Resolving Data Validation Errors Once data validation errors have been identified the system will cancel the records containing the data errors The best practice is to fix the errors in the source system and resubmit the file. The Detail Record Specifications are listed in TEDS Section 9-TSDS Unique ID Specifications

49 TSDS UNIQUE ID SYSTEM Enter Individual Person

50 Key Terms The following key terms will be referenced: Master Record The current active record in the TEA repository which is used for matching. Submission Record A record submitted to be matched against the master records. Batch A batch can be a single record. Once a student is entered online the record is assigned a batch number. Required Field Fields that are required by the TSDS Unique ID System.

51 Enter Individual Person In a very rare circumstance, you may enter an individual manually. In the steps below, we will select Enter Online in the menu drop-down:

52 Enter Individual Person The same fields that are required in the batch file upload are also required with the online entry:

53 TSDS UNIQUE ID SYSTEM Person Search

54 Key Terms The following key terms will be referenced: Match Probability the score assigned to a record returned on the search query Alias ID the alias ID associated with a historical student record; the ID assigned by the local source system

55 Person Search Allows users to: Search for Persons online View Person information View Person records & notes

56 Person Search

57 Person Search Once selected, you will see your search options Basic, Advanced, and ID Search:

58 Basic Search

59 Advanced Search

60 ID Search If a user knows the Unique ID for the target record, ID Search can be used to produce an exact search result.

61 SSN Search NEW Feature! If a user knows the SSN# for the student or staff member, it can be used to produce a search result.

62 Alias ID Search Likewise, if the user knows the local ID, otherwise known as the Alias ID from the source system, then Alias ID search can be used to locate the record. The alias ID is the local ID assigned by the source system at the LEA level.

63 Person Search Here are sample search results for Janie Thomas. I can see that the system returns potential matches, each with a differing Match Probability.

64 TSDS UNIQUE ID SYSTEM Batch Search

65 Key Terms The following key terms will be referenced: Batch File: Each data submission file submitted to the TSDS Unique ID system is known as a batch file and is stored as a unique entry in the system. Each batch file, once received, is assigned a batch number, which is used to identify the unique entry. A batch may contain a single record or hundreds of records. Assigned IDs: An individual ID assigned to a student or staff member by the TSDS Unique ID System.

66 Navigation Batch Search is located under the Menu Drop Down Options. Users would select Batch Search when the user needs to verify or check that a group of people have IDs in the system or when student or staff IDs needs to be verified.

67 Batch Search Page Batch Search results can be filtered by date and processing stage. All batch previously submitted will be available on this page. If the user still does not see the batch file the user is trying to locate, the user can click on Upload Batch File on the menu. Batch Search Filters

68 Upload Batch File Upload the search file by clicking Upload Batch File.

69 Upload Batch File The user can upload a batch file to search for a group of students or staff members previously submitted in order to find IDs for that group of students or staff. Batch Search File Format:

70 The Basic Tab The Basic tab allows a user to upload the student or staff batch file. Users should ignore the Advanced tab.

71 Upload Batch File

72 Validate Batch Now that the file has been uploaded the user can drill down into Batch Info. From this screen the User initiates the validation process.

73 Validate Batch

74 Search Now that the status reads Search Validation Complete, the number of records is identified and the User can begin the Search function.

75 Search in Progress The search is now in progress and users should check back for search results.

76 Download Search Results Users download results from this screen.

77 Download Search Results The search results will show one of the following: No Matching Students or Staff: The State ID column will be blank for these records. A Single Matching Student or Staff The State ID will contain the State ID of the matching student(s). Multiple Matching Students or Staff: The record will be auto-canceled & will not be listed in the file. One + Near Matching Students or Staff: The record will be auto-canceled & will not be listed in the file.

78 Download Search Results The user will be prompted to Open or Save the Search file.

79 File Format For Students or Staff, the format of the file will be exactly the same as the Student or Staff Batch File and each record will have the assigned Unique ID.

80 TEDS Section 9 Unique ID TEDS Section 9 - TSDS Unique ID Specifications This document contains the TSDS Unique ID Batch File Format file specifications for the Student and Staff file submissions

81 TSDS UNIQUE ID SYSTEM Extract and Download

82 Extract and Download Overview The Extract and Download Batch Files feature allows users to select the type of extracts they would like to view and download the files. This simulation session will cover the types of extracts available to users and the methods for downloading those extracts.

83 Key Terms The following key terms will be referenced: Batch all submissions to the system are stored as unique entries and can be referred back to by Batch Number. Just as a note, a batch can be a single record or contain hundreds of records. Record-a single line of student or staff data within a batch. Extract the extract process creates a file which will be available to the user for download. Download the process of transporting the extract file from the TSDS Unique ID system to the user s local computer.

84 Functions Filter the list of downloads Download single files from the system. Download multiple files from the system. Download the files with multiple options. Manage the download cart.

85 Extract and Download Menu First, let s locate the Extract and Download Batch Feature which can be found on the State ID Home Menu.

86 Extract Type/Output File Options Extract Type/Output File Options: IDs Assigned Near Matches Canceled Records Rejected Batch Files Near Match Details Not used in Texas Errors to Fix Fixed Records

87 File Purposes IDs Assigned Load the IDs into the SIS Near Matches Research and resolve at the campus level Canceled Records These records contain data errors which need to be resolved and reloaded into the system for processing. Research and resolve these at the LEA/Campus level Rejected Batch Files Check that the file format conforms to the TEDS Section 9 (TSDS Unique ID Specifications) document. Near Match Details use this file to assist with researching and resolving near matches. Errors to Fix and Fixed Records Although these options appear on the drop down menu, they will not be used in Texas.

88 IDs Assigned The TSDS Unique ID has been assigned to the students in this output file. The Unique ID is highlighted on the screen shot above. The Record Status, which is also highlighted, states that the ID was assigned because these students had no existing match or near match in the TSDS Unique ID system.

89 Near Matches The Near Match extract file lists the students which have near matches in the TSDS Unique ID system and must be resolved at the local level. A record which was canceled by a user during the process of resolving a near match may be found in the Near Match extract file. Notice that no TSDS Unique ID has been assigned to these students. This file only lists the students which need to be resolved and the details are contained in the Near Match Details extract file.

90 Canceled Records The output file for Canceled Records will contain any record that was canceled by the system during data validation or canceled by a user, perhaps when trying to resolve a near match, and the reason for cancelation. This record was Canceled During Data Validation Stage which indicates that one or more data elements in this record does not comply with the TEDS Section 9--TSDS Unique ID Specifications. In this case the H is not a valid value in the Race field.

91 Rejected Batch File The Rejected Batch File will contain a data element that does not meet the file validation specifications. The entire batch will be rejected due to file validation errors, so the rejected batch file will contain all records in the batch. The file validation must be met before the records in the batch will proceed to the data validation stage. In this case, the Source must be SIS or HR according to TEDS Section 9-TSDS Unique ID Specifications. This error caused the batch file to reject.

92 Near Match Details This output file contains the near match details for Timmy Schoolhouse. There are multiple records contained in this file that are a possible match for Timmy Schoolhouse. These near match details must be researched and resolved at the local level.

93 Filter and Sort

94 Filter Batches The user can Filter by a date range which will limit the number of results retrieved. The user can also enter a specific campus code. Once the selections are made, then the user clicks Filter Results.

95 Download a Single File Once the filter has been applied, the list of batches is generated and the user can extract and download the desired batch files. The Batch Info link is also available from this page which will provide detailed batch file information. To download a single file the user selects the Extract Records button.

96 Download a Single File Under the Record Count heading, the user can see how many records will be downloaded in the batch. The user can also select Extract Another Batch to return to the previous screen. Once the user clicks download, the open or save dialogue box opens up. The file downloads in the default file format.

97 Download Multiple Files To download multiple files the user would select Add to Download Cart for each targeted batch.

98 Download Multiple Files The download cart lists all of the selected batches with the upload date and the record count. The user has the option to: Download the Cart, Download with Options, Return to the Extract and Download list, Remove Selected Batches from the cart or Clear the Cart entirely.

99 LM2 Download with Options Select the following: Field Delimiter: TAB or COMMA Field Qualifier: or

100 Download Multiple Files

101 Download by Location Download by Location is a separate function on the Unique ID menu. Download by Location can be used by an LEA to download all of the IDs for that LEA.

102 Download by Location Choosing the Download by Location menu option will bring the user to a screen where the user can see all of the campuases he or she can access. If a user is responsible for multiple campuses, all of those agencies will be listed here. Click the download button and the Download Options menu will appear.

103 Select the following: Field Delimiter: TAB or COMMA Field Qualifier: or Download by Location

104 TEDS Section 9 Unique ID TEDS Section 9 - TSDS Unique ID Specifications This document contains the TSDS Unique ID Batch File Format file specifications for the Student and Staff file submissions Click the button below to download TEDS Section 9

105 TSDS UNIQUE ID SYSTEM 2016 Demographic Changes

106 Objectives 2 Editing Demographic Data Demographic Data Change Tips Knowledge Check

107 3 Editing Demographic Data

108 Person Search 4 Use the Search Person menu option to make demographic changes. Once name is entered, click Search

109 Person Search 5 Select a person from the list to edit

110 Edit Demographic 6 Campus and LEA users that house the student will have the Edit Person button on the Search Person page. Edit Person

111 Edit Demographic 7 Search users will not have the Edit Person button on the Search Person page.

112 8 Demographic Data Change Tips

113 Demographic Data 9 Each time you make a demographic change a line item update goes to PID (EDIT+). Don t do more than 1 save in a two minute period. In PID (EDIT+), there may not be a line item for every demographic update if multiple changes are made within a two minute timeframe In the Unique ID system, there will always be a line item for each update made to a person s record Always refer to Unique ID to review updates made to a record; don t just rely on PID (EDIT+)