Administrator s Plus SEMSNet Interface User Guide. Rediker Software Phone Wilbraham Road Fax

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1 Administrator s Plus SEMSNet Interface User Guide Rediker Software Phone Wilbraham Road Fax Hampden, MA

2 ADMINISTRATOR S PLUS SEMSNET INTERFACE INTRODUCTION...3 SYSTEM REQUIREMENTS...4 STEP 1 - ACTIVATING THE INTERFACE...5 STEP 2 - CREATING FIELDS IN THE ADMINISTRATOR S PLUS ADDRESS PROGRAM...6 On creating fields...6 Required Field: Send to SEMS?...7 Required Field: Grade Level...8 Required Field: School ID...8 STEP 3 ENTERING STUDENT DATA...9 Manual Entry...9 Batch Entry...9 STEP 4 - SETTING UP THE DISTRICT CONTROL EXPORT UTILITY...10 Default SEMSNet files...10 Editing the INI File...10 Opening the District Control Export Utility...11 Export Utility Specifications...13 FTP Settings...14 Selecting Fields to Export...15 STEP 5 SENDING STUDENT DATA TO SEMSNET...17 STEP 6 SETTING UP THE EXPORT TO RUN AS A SCHEDULED TASK...18 STEP 7 CONFIGURING SCHOOL INTERFACE SETTINGS IN SEMSNET...21 STEP 8 EXPORTING DATA FROM SEMSNET...21 STEP 9 USING IMPORT WIZARD TO BRING SEMSNET DATA INTO ADMINISTRATOR S PLUS...22 Set Administrator s Plus drive, school and year...25 Set import filename, file types, and number of fields...26 Set the Primary and Secondary Key fields...27 Map the import fields into Administrator s Plus...28 Set defaults for Entry/Withdrawal Codes and Dates...29 Set when to check for the import file...30 Set general program specifications...31 STEP 10 PERFORMING THE IMPORT...32 Import Now...32 Perform Import Test...32 View a Log File...32 View the Log File The Logs...34 Run in the System Tray...35 APPENDIX 1 BATCH ENTRY...36 APPENDIX 2 FILE LOCATION...40 APPENDIX 3 FIELDS AVAILABLE TO EXPORT...41 APPENDIX 4 CONNECTICUT ADMINISTRATIVE DATA FORM...45 APPENDIX 5 GEORGIA ADMINISTRATIVE DATA FORM...46 APPENDIX 6 ILLINOIS ADMINISTRATIVE DATA FORM...47 APPENDIX 7 MASSACHUSETTS ADMINISTRATIVE DATA FORM...48 APPENDIX 8 NEW MEXICO ADMINISTRATIVE DATA FORM...49 SEMSNet Interface 2

3 INTRODUCTION Thank you for purchasing the Administrator s Plus/Eutactics interface. Rediker Software is pleased to announce the second phase in the interface. The new interface between Eutactics and Administrator s Plus creates a district wide export, using our new District Export Utility, that can be sent directly to the Eutactics server. This export allows you to send much more information up to SEMSNet and unlike our other interfaces, this export will now occur at a predetermined time. Simply setting up the export as a scheduled task will allow it to run automatically on a daily basis. This export will include both Special Education and 504 students. The interface still utilizes the Import Wizard to bring special education student information back into Administrator s Plus. Together, the District Export Utility combined with the Import Wizard program constitute Rediker Software s Administrator s Plus SEMSNET Interface. This document describes how to set up and configure the Administrator s Plus District Export Utility and Import Wizard. There are a few required settings, supplemented with many more that are optional. Please refer to the documentation provided by Eutactics to configure the necessary settings in SEMSNet. Rediker Software s Administrator s Plus and Eutactics Special Education Management System now employ an unprecedented level of integration in a manner that is easy to implement, simple to use and completely reliable. We hope you enjoy using them! SEMSNet Interface 3

4 SYSTEM REQUIREMENTS In order to run our new utility you must have Administrator s Plus for Windows Version 4.6 or later. Activation of the SEMSNet Interface for Administrator s Plus, including the Import Wizard from Rediker Software. (This must be set for all your schools.) The Enhanced Security feature, in Administrator s Plus, must be activated at all schools. Location of database fields must be consistent for all of the schools in your district. The new District Export Utility will export data from all schools at a given time. When selecting the fields to export you will be using on school as your model, it is therefore important that field location be consistent so that the correct data will be send for all your students. SEMSNet Interface 4

After Administrator s Plus is up and running adding additional Administrator s Plus modules and interfaces are activated from the Help About menu.

5 STEP 1 - ACTIVATING THE INTERFACE Rediker Software must initially activate the SEMSNet interface and the Import Wizard for each school. During the initial install of Administrator s Plus from CD, this is usually accomplished with a license disk. After Administrator s Plus is up and running adding additional Administrator s Plus modules and interfaces are activated from the Help About menu. Go to Help About and click on the Activate button. After clicking the Activate button, a form pops where you can enter the code provided to you by Rediker Software. Enter in the codes and then click Done. After activating the SEMSNet Interface and Import Wizard, SEMSNet and IW should be seen in the Modules section of the Help About. SEMSNet Interface 5

STEP 2 - CREATING FIELDS IN THE ADMINISTRATOR S PLUS ADDRESS PROGRAM On creating fields Before creating fields, please read the following sections, as well as the documentation provided by Eutactics

6 STEP 2 - CREATING FIELDS IN THE ADMINISTRATOR S PLUS ADDRESS PROGRAM On creating fields Before creating fields, please read the following sections, as well as the documentation provided by Eutactics to plan exactly what information you would like to send from Administrator s Plus to SEMSNet. Likewise, consider what you would like to receive from SEMSNet back into Administrator s Plus. Many of the fields described in this section may have already been created in the Administrator s Plus student data base. However, in some schools it may be necessary to create some additional fields in the database to make the best use of the interface. The screen above illustrates how to right click to rename a previously unused field. Important: In a multi-school or district setting, it is required that the fields that you will be sending to SEMSNet are in the same field numbers throughout the district. The export utility will create one file that will contain data from all the schools because of this it is very important that the data is in the same location in every school. Only the three fields required to run the SEMSNet interface are discussed in this section. Some schools may want to create additional student data base fields corresponding to the Optional Fields that may also be sent to or received from SEMSNet. Step Four of this document will further discuss the additional fields that you can send to SEMSNet (see page 15). SEMSNet Interface 6

Required Field: Send to SEMS? It is highly recommended that the Supervisor makes this a Supervisor-only validated Field, with 1, 2 or N as possible choices.

To set up validation: Right click on the Send to SEMS field. Select Validation Supervisor Only from the cascading right-click menu. Right click on the Send to SEMS field again.

7 Required Field: Send to SEMS? It is highly recommended that the Supervisor makes this a Supervisor-only validated Field, with 1, 2 or N as possible choices. Fields that are designated in Administrator s Plus as Supervisor-only will only allow non-supervisor users to pick entries from the designated list of valid entries. To set up validation: Right click on the Send to SEMS field. Select Validation Supervisor Only from the cascading right-click menu. Right click on the Send to SEMS field again. Select Validation Edit Entries Click or press F2 Add Type 1 (without quotes) and click or press F10 Accept. Do the same for 2 and N. When you are finished entering in the possible entries for this list, click F10 to Save. Note: For schools who have been using the old SEMS/Admin Plus interface, you must turn off the ishare monitor prior to changing the Y s to 1 s. Also you should notify Eutactics so that they may switch you over to the new ishare. SEMSNet Interface 7

8 Required Field: Grade Level The system grade level in which a student is enrolled in Administrator s Plus is really the name of the data file they belong to, thus it is not a field. A separate field for Grade Level must exist in the student data base to handle the possibility of grade level names that are not one of the system grade level names offered by Administrator s Plus. If such a field already exists in Administrator s Plus, simply select it. If there is no Grade level field in the Administrator s Plus student DB fields, one should be created. Helpful Hint: Both the SEMSNet interface and most state reports do not require an entry in this user-defined Grade Level field for every single student. If an entry is found in the field for a student it will be used by the interface, but if the field is blank the interface will substitute the grade name the student belongs to automatically. In this manner, it serves as a grade override. For example You have your Special Education students in separate grade level (i.e. 13, 15, 99, etc ) these grade levels do not represent that actual grade the student is in. Use the Grade Level field to enter the actual grade of the student (i.e. 2, 7, 12, etc ) and it is this grade that will be sent to SEMSNet. Required Field: School ID The school ID number is used to match the student to the appropriate school in SEMSNet. Please use the number assigned by the state that identifies the school or program. For Massachusetts schools, the field to use is School ID. For Connecticut schools, the appropriate field would be Facility Code 1. SEMSNet Interface 8

9 STEP 3 ENTERING STUDENT DATA Manual Entry Call up students one at a time in the Address program to enter any missing data that is meant to be sent from Administrator s Plus to SEMSNet. Most importantly, as regular education students are referred to special education, be sure to change the Send to SEMS field from blank to 1. (If the student is being referred to a 504 program, change the field from blank to 2.) Batch Entry The Address Batch Entry feature can be started by selecting F2 Other Batch Entry. Batch Entry lets the user enter the same data for multiple students. Batch entry is possible for ALL STUDENTS, a list of INDIVIDUAL STUDENTS or STUDENTS MATCHING DB CRITERIA. In most schools, Batch Entry would be the quickest way to enter fields such as Send to SEMS, Grade Level, School ID, etc. for multiple students. Refer to Appendix 1 of this document or the Administrator s Plus Data Base user guide or contact technical support for help with batch entry. SEMSNet Interface 9

STEP 4 - SETTING UP THE DISTRICT CONTROL EXPORT UTILITY The District Control Export Utility will allow you to create one file that will contain all of the data for all the students in your schools

10 STEP 4 - SETTING UP THE DISTRICT CONTROL EXPORT UTILITY The District Control Export Utility will allow you to create one file that will contain all of the data for all the students in your schools across the district. As of the writing of this document, the files needed to run the District Control Export Utility will come directly from Rediker Software, Inc. You will need to call technical support and ask for the SEMS representative. They will provide you with the necessary files and will walk you through editing the files. Default SEMSNet files There are three files that you will receive from Rediker Software, Inc. When the technician transfers you these files they will create a folder in the PROGS folder of one of your schools. It is does not matter which school you put these files in but the machine that the utility is going to run from must be able to access all of the other schools in your district. Appendix 2 of this document explains where the files are located and what they do. Editing the INI File The Export_Utility.INI file is where you will enter in the location of all of the schools for which you want to export data as well as the name of the export file. It is recommended that you type in the full path for the export file. You may need to create a SEMS folder within RS4 and it is suggested that you create the folder in the RS4 folder of the first school in the list. Once you have edited the file, save and close it. SEMSNet Interface 10

11 Opening the District Control Export Utility Once you have edited and saved the Export_Utility.ini you can exit out of the SEMSNet folder. There should be an icon on your desktop for the District Export Utility and if not, before closing the SEMSNet folder create a shortcut for the District Export Utility on your desktop. Double-click on that icon. The login screen will appear. Select Supervisor as the User, type in the password and click OK. SEMSNet Interface 11

12 The District Control Export Utility will open. The first school listed in the INI file will be the school you see in the list. 1. Specifications Go into the Specifications screen to set the FTP settings and to select the fields to send to SEMSNet. 2. Export All Reports For All Schools Exports all students in all of the schools specified in the INI file. 3. Export All Reports For The Selected School Exports all students in the school selected at the top of the screen. 4. End Program Exits out of the District Export Utility. Click on # 1 Specifications. SEMSNet Interface 12

Export Utility Specifications The first page of the Export Utility Specifications concerns General Specifications. 1. Which Report? Displays the report you are going to run.

13 Export Utility Specifications The first page of the Export Utility Specifications concerns General Specifications. 1. Which Report? Displays the report you are going to run. Currently the only option for this is SEMSNet. 2. Export Active, Inactive or All Students? Designates which students you want to export. The District Export Utility will export all students in the school. It here where you would select just active students, inactive students or all students. More than likely you will want to export just Active students. 3. Upload Export Files To FTP Server? Setting this to yes will automatically upload the file to the Eutactics FTP site. Set upload Export FTP to Yes. Click on the FTP Settings button. SEMSNet Interface 13

14 FTP Settings Go to the ishare Setup page in SEMSNet to get all of the information needed to fill in this screen and fill it in based on the screen shot below. (This information is also available in the ishare User Guide provided by Eutactics.) Click Done. SEMSNet Interface 14

15 Selecting Fields to Export Once you have set the General Specifications, you will need to select the fields that you want to export to SEMSNet. Click on the SEMSNET tab to see the available fields to export. There are a total of 93 different fields that you can export to SEMSNet. The person mapping these fields and the SPED director should look at the Administrative Data Form (ADF) in SEMSNet to determine which fields from Administrator s Plus should be exported. ( Appendices 4 through 8 show screen shots of the ADF forms for Connecticut, Georgia, Illinois, Massachusetts and New Mexico but for the most up to date information check on SEMSNet.) The first 58 fields are displayed below. (Appendix 3 shows all the fields available to export.) The remaining fields are for particular states only. Send to SEMS, Grade and School ID are required and they must be mapped to a database field or else you will get an error. If desired, some of the following fields may need to be created in the Address program. SEMSNet Interface 15

To map the fields, double-click or click on the browse button and select the field you wish to map from the list. For easier searching, type in the description of the field in the search window.

16 To map the fields, double-click or click on the browse button and select the field you wish to map from the list. For easier searching, type in the description of the field in the search window. When finished mapping all the fields click Done. Helpful Hint: Carefully consider your Administrator s Plus and SEMSNet users practices. SEMSNet does not allow SEMSNet users to change information which has been imported from Administrator s Plus in order to maintain consistency. Changes to these fields, if selected here, can only be made by the Administrator s Plus users. SEMSNet Interface 16

STEP 5 SENDING STUDENT DATA TO SEMSNET The export will only occur in the year that has been marked as the Active Interface Year in Customize DB Set SOS Interface Options.

The Export Utility will export all students, not just the ones marked with a 1 in the Send to SEMS field or whose data had been changed, only students with a 1 or a 2 in Send to SEMS field will be

17 STEP 5 SENDING STUDENT DATA TO SEMSNET The export will only occur in the year that has been marked as the Active Interface Year in Customize DB Set SOS Interface Options. This is the year that is displayed next to School Name on the District Export Utility splash screen. The Export Utility will export all students, not just the ones marked with a 1 in the Send to SEMS field or whose data had been changed, only students with a 1 or a 2 in Send to SEMS field will be imported into SEMSNet. The first time you run the export you will select Option 2 (Export All Reports for All Schools) and you will see a progress bar for each school in the INI file and when the export is complete a red message will come up indicating that a log file has been generated. It is suggested that the first time you setup the utility you check the log file and you go into the SEMS folder to verify that the SIMP file was generated. Normally, the Export Utility will run as Windows Scheduled Task (see page ) and will export data for all schools on a daily basis. You will not have to interact at all with the utility unless you want to manually kick off an export but you may want to occasionally check the log file to make sure that there has been no errors during the process. SEMSNet Interface 17

This machine must be on for the export to run and it must have access to all of the schools in the INI file. Go to Start Settings Control Panel Scheduled Tasks.

18 STEP 6 SETTING UP THE EXPORT TO RUN AS A SCHEDULED TASK It is recommended that the Export Utility be setup to run as a scheduled task. It is also suggested that the machine that you initially set the utility up on be the machine that you run the scheduled task from. This machine must be on for the export to run and it must have access to all of the schools in the INI file. Go to Start Settings Control Panel Scheduled Tasks. Select Add a Scheduled Task to open up the Scheduled Task Wizard. Once the Wizard comes up, click on Browse and find the Export Utility (Export_Utility.exe). It should be in RS4\Progs\Utilites\SEMSNet\. SEMSNet Interface 18

19 You can schedule either a Daily or Weekly task. Set the time, start date and days (if necessary) and then click Next. Enter in a Valid Windows user name and password for the workstation and click Next. SEMSNet Interface 19

20 Check the box to open the Advanced Properties and Click Finish. Edit the Run command line to add a space s to the end. SEMSNet Interface 20

STEP 7 CONFIGURING SCHOOL INTERFACE SETTINGS IN SEMSNET Refer to the ishare User Guide provided by Eutactics to set the appropriate settings in SEMSNet and to map the fields from Administrator s Plus

21 STEP 7 CONFIGURING SCHOOL INTERFACE SETTINGS IN SEMSNET Refer to the ishare User Guide provided by Eutactics to set the appropriate settings in SEMSNet and to map the fields from Administrator s Plus to SEMSNet. Keep in mind that any fields imported into SEMSNet from Administrator s Plus may not be changed by the SEMSNet user. If students have already been entered in SEMSNet prior to setting up the Administrator s Plus SEMSNet interface, the students names will need to be matched the first time they are brought into SEMSNet. This process ensures that no duplicates will occur and assigns the Administrator s Plus Unique ID to the SEMSNet record. For SEMSNet fields that are normally selected from lists, such as City/Town names, Language codes, occasionally a screen will pop up to add or edit the list when Administrator s Plus sends an entry that had not previously been put on the list. Be sure to allow enough time to match the students and make corrections to the lists. STEP 8 EXPORTING DATA FROM SEMSNET The ishare User Guide provided by Eutactics lists the steps needed to create the Export Field map which determines the information that you will be sending back to Administrator s Plus. The User Guide also goes into detail about how the export is sent and to whom it will be sent. Helpful Hint: Once you have created the Export Field Map either write it down or do a screen shot of the map. You can then use this information as a guide when setting up the import template in Import Wizard. SEMSNet Interface 21

STEP 9 USING IMPORT WIZARD TO BRING SEMSNET DATA INTO ADMINISTRATOR S PLUS The export file will be sent to the user specified on the ishare Setup page in SEMSNet on a daily basis.

22 STEP 9 USING IMPORT WIZARD TO BRING SEMSNET DATA INTO ADMINISTRATOR S PLUS The export file will be sent to the user specified on the ishare Setup page in SEMSNet on a daily basis. This file will come as an attachment to an . The user who received the should unzip the file and move it to the SEMS folder where the SIMP###.txt is. This is recommended because it keeps all of the SEMS data in one centralized location. Due to the possible volume of data needed to process, it is recommended that the Import Wizard run directly on a server. The server where Import Wizard will run must be able to connect to all of the other servers in the district so that data may be imported properly. The SEMS representative will be able to provide you with the files necessary to run Import Wizard on the server. Run the Import Wizard setup program, provided by Rediker Software, on the server. If possible, use the default installation folder, C:\Program Files\Rediker Software, Inc\Import Wizard Verify a new icon has been installed on the desktop. SEMSNet Interface 22

23 The main menu of Import Wizard is shown below: When first setting up the template, you will follow this menu in order. If at anytime you would like a fuller explanation of a menu item, select Import Wizard Help under General. Important: Before creating the template, you should have moved the SEMSEXP.TXT file into the SEMS folder. The file will need to exist in order to map the fields and complete the template. Even if you have been using Import Wizard to bring in SEMS data, it is recommended, due to the change in the export file, that you create a new SEMS template. To begin, click on Create a New Specifications Template SEMSNet Interface 23

Select Load an Existing Specifications Template from the main menu.

24 Create a new specification template Type in the name for the template and click OK. Select Load an Existing Specifications Template from the main menu. Load an existing specifications template Verify that the SEMS template is highlighted and click OK. SEMSNet Interface 24

It does not matter which RS4 you use, but it is suggested that you map to the same RS4 folder where the Export Utility is located.

25 Once the template has been created, the next step is to set the specifications for that template. Follow the menu items under Specifications. Set Administrator s Plus drive, school and year Browse to the mapped drive or UNC path which contains the RS4 folder, the home folder for Administrator s Plus. It does not matter which RS4 you use, but it is suggested that you map to the same RS4 folder where the Export Utility is located. When a valid RS4 folder is found select a default school and year from the drop-downs. The import wizard will use this school and year information only if there is not other school information in the file. The export file from SEMSNet contains the data paths for all the students in the export as long as Import Wizard can access those paths it will find the students in the correct school. Note: The grade field is not used when importing information from SEMSNet. SEMSNet Interface 25

For importing from SEMSNet, use the following options Tab delimited. 0 header lines to ignore.

26 Set import filename, file types, and number of fields Browse to the SEMSEXP.TXT file that was created by SEMSNet. For importing from SEMSNet, use the following options Tab delimited. 0 header lines to ignore. 0 header lines containing field names. The number of data fields per record will match the number of fields selected in the Export Map in SEMSNet. SEMSNet Interface 26

27 Set the Primary and Secondary Key fields When importing from SEMSNet, the Primary Key will always be the Unique ID. The Export Map will show you the location of this field. Because the Administrator s Plus Unique ID is always used for SEMSNet importing, No Secondary Keys are required. SEMSNet Interface 27

To" options. Click on Save and say Yes to the Confirm Mapping Option.

28 Map the import fields into Administrator s Plus The screen displays 10 fields at a time. For importing from SEMSNet, it should not be necessary to use the "Change Case To" options. Click on Save and say Yes to the Confirm Mapping Option. This will bring up a grid to view the mappings in a grid for accuracy. Click Done. SEMSNet Interface 28

29 Set defaults for Entry/Withdrawal Codes and Dates For SEMSNet, the import wizard is only used to update student demographic fields. These setting exist because the Import Wizard can be used in other ways with other applications to Add, Inactivate or Reactivate students. These settings do not have any purpose with SEMS import templates. Click on Save using the default settings. SEMSNet Interface 29

Set when to check for the import file When the Import Wizard application is running in a Window, the Import Now option is used to bring in the SEMSNet import file on demand.

30 Set when to check for the import file When the Import Wizard application is running in a Window, the Import Now option is used to bring in the SEMSNet import file on demand. Most schools will prefer to have Import Wizard running in the System Tray and checking at predetermined intervals or times for a SEMSNet file to process. Important: The process of automatically checking does not begin until the import wizard is running in the system tray. Minimizing the import wizard, or keeping the main menu open all day long will prevent the automatic processing from being performed. SEMSNet Interface 30

Set general program specifications Start Import Wizard in the system tray will send Import Wizard to the system tray when it begins, bypassing the main menu.

31 Set general program specifications Start Import Wizard in the system tray will send Import Wizard to the system tray when it begins, bypassing the main menu. This is true when double clicking on the desktop icon as well as when set as one of the Windows Startup programs. Start Import Wizard on Window startup saves the step of having the user manually add it to the user Windows Startup applications on this workstation. Ignore students not in this school is not normally used for SEMSNet importing. Use Full Detail Logging is normally not selected. It greatly increases the amount of logging for looking at potential problems with imports; however, for the first week or so of the interface it is not a bad idea to turn this on in case there are any problems or errors. After a few weeks, you can turn detail logging off. Delete import file after successful import should be checked for SEMSNet imports. Allow blanks to overwrite existing data should be checked for SEMSNet imports. When a student withdraws from the special ed program and is reclassified as regular ed, SEMSNet sends a back a blank as the value for the Send to SEMS? Field. Importing this blank over the Y previously found in this field in Administrator s Plus will prevent future demographic changes for the student from being sent to SEMSNet any longer, since they have withdrawn. Set the specifications to match the screen shot above and click Save. SEMSNet Interface 31

32 STEP 10 PERFORMING THE IMPORT Once the specifications have been set, it is time to test the import. Import Now Select this option to manually check for and process an import file based on the settings in the current import template. A log will automatically be displayed in Notepad, showing the results. Perform Import Test Select this option to test the import settings against the import file. It does everything except actually import the data into Administrator s Plus. A log will automatically be displayed in Notepad, showing the results that would have happened if it was actually imported. View a Log File Select this option to review the logs from previous imports. Important: It is recommended that you perform an Import Test after creating your template. This will allow you to discover any problems prior to performing an actual import. Click on Perform Import Test to check the import. Once the test is completed the Test Import Log will appear on the screen. SEMSNet Interface 32

33 The Test Log shows the date of the import. The time when it began and finished and details regarding the number of students looked at and whether or not data would not have been imported. The log above shows that all 4 student records would have been updated. For more information regarding the logs, see the following page. SEMSNet Interface 33

$View the Log File The Logs If running Import Wizard stand alone on a server, the log files are located in C:\Program Files\Rediker Software$

34 View the Log File The Logs If running Import Wizard stand alone on a server, the log files are located in C:\Program Files\Rediker Software Inc\Import Wizard. If Import Wizard is running through Administrator s Plus, these files are found in the RS4\PROGS folder. SEMSNet Interface 34

35 If the test was successful, either select Import Now or Select Run in System Tray and the import will kick off automatically. Click on Run in System Tray. Run in the System Tray Selecting this option from the menu will send the application to the system tray. To bring the main menu specifications back up when Import Wizard is running in the System Tray, right click and choose Change Specs. Remember, when the full screen main menu is open, automatically scheduled imports are not occurring. To stop the Import Wizard right click and select Exit. SEMSNet Interface 35

APPENDIX 1 BATCH ENTRY Note: Before using the batch entry program to replace data, use the Administrator s Plus backup utility under the Tools menu to backup your

When doing batch entry based on database criteria (as you will for the Send to SEMS flag), it essentially acts as a Find and Replace. 1.

36 APPENDIX 1 BATCH ENTRY Note: Before using the batch entry program to replace data, use the Administrator s Plus backup utility under the Tools menu to backup your data. WHY USE BATCH ENTRY? Batch Entry allows you to enter information for a group of students all at one time. When doing batch entry based on database criteria (as you will for the Send to SEMS flag), it essentially acts as a Find and Replace. 1. Go to Database Address and select F2 [Other]. 2. Select #1 Batch Entry and click Next. You may do a batch entry for All Grades or an Individual Grade Level. 3. In the case of SEMS Batch Entry, choose All Grades and click Next. SEMSNet Interface 36

Type in the new entry in the field whose data you want to replace and click F10

37 The Batch Entry For: screen will appear. 4. You will want to click F7 [Del All] to erase any old entries. 5. Type in the new entry in the field whose data you want to replace and click F10 [Accept]. A menu will appear that will prompt you to choose which students should receive the new information. SEMSNet Interface 37

6. Select #3 Members Matching a Data Base Criteria and click Next. The Enter Search Criteria screen will appear. Type in the criteria you are going to match on.

38 6. Select #3 Members Matching a Data Base Criteria and click Next. The Enter Search Criteria screen will appear. Type in the criteria you are going to match on. For schools who have been using the old SEMS/Admin Plus interface, you are going to match on the Y in the Send to SEMS field. For schools who are new to the interface, you are going to match on some other SPED identifying field. 7. Type it exactly as it is entered and then click F10 [Accept]. SEMSNet Interface 38

39 If the program can make the change based on the criteria entered, a teal blue box will pop up as displayed below. When the program is done batch entering, the turquoise blue box will disappear and you will be returned to the batch entry screen. 8. Click Escape to get out of the Batch Entry screen. 9. You may want to look in the address screen for a student to make sure that the data was replaced correctly. **Note: If your school has also purchased the i504 interface, you will need to batch enter a 2 in the Send to SEMS field. Follow the steps used to batch enter a 1 but batch enter a 2 and use the field that contains your 504 identifier. SEMSNet Interface 39

40 APPENDIX 2 FILE LOCATION The three files that used in the utility are: Export_Utility.exe Export_Utility.ini This is the actual program. You will want to create a shortcut to this program and put it on your desktop. This file contains all of the configuration settings. You will be editing this file so that it points to all of the schools from which you want to export data and it identifies the name and location of the export file. Export_Utility.fut This contains all of the field specifications and you will not need to go into this file. It is recommended that if you are using UNC paths that browse to the RS4 folder in which you are going to store these files in using the UNC path. Once you have placed these files in the SEMSNET folder, right-click on the Export_Utility.exe and create a shortcut to the program on your desktop. Even though the program will run automatically as a Scheduled Task, it is suggested that you create a shortcut on your desktop in case you have to do a manual export. SEMSNet Interface 40

41 APPENDIX 3 FIELDS AVAILABLE TO EXPORT SEMSNet Interface 41

42 SEMSNet Interface 42

43 SEMSNet Interface 43

44 SEMSNet Interface 44

45 APPENDIX 4 CONNECTICUT ADMINISTRATIVE DATA FORM SEMSNet Interface 45

46 APPENDIX 5 GEORGIA ADMINISTRATIVE DATA FORM SEMSNet Interface 46

47 APPENDIX 6 ILLINOIS ADMINISTRATIVE DATA FORM SEMSNet Interface 47

48 APPENDIX 7 MASSACHUSETTS ADMINISTRATIVE DATA FORM SEMSNet Interface 48

49 APPENDIX 8 NEW MEXICO ADMINISTRATIVE DATA FORM SEMSNet Interface 49

AdminPlus Contact DB User Guide LEARN OUR SOFTWARE STEP BY STEP

AdminPlus Contact DB User Guide LEARN OUR SOFTWARE STEP BY STEP Copyright 2016 Rediker Software. All rights reserved. Information in this document is subject to change without notice. The software described