Texas Student Data System (TSDS) PEIMS Extended Year Collection. User Guide Updated July 26, 2017

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1 Texas Student Data System (TSDS) PEIMS Extended Year Collection User Guide Updated July 26, 2017

2 Contents Submission Requirements and Information Collection Timeline... 3 Roles for Submission... 3 Loading Files to TSDS via the edm... 4 File Manager... 4 Batch Manager... 8 PEIMS Data Mart (PDM)... 9 Promote Loaded Data... 9 Validate Submission View Reports Completing the Submission Approving the Submission Appendix Creating a TIMS Ticket PEIMS Delete Utility

3 Submission Requirements and Information Collection Timeline TSDS PEIMS Extended Year Data Collection School Year Collection Opens August 1, 2016 Deadline for ESC Review August 17, 2017 Roles for Submission The Texas Student Data System (TSDS) has several TEAL roles that district personnel must obtain in order to load and submit their TSDS PEIMS files to TEA via the TSDS portal. 1) ODS Data Loader This role is for staff that will be uploading the file to the Texas Student Data System (TSDS) portal for submission. The Data Loader role allows staff to upload files and batch files in the edata Manager (edm) prior to promoting them to the PEIMS Data Mart (PDM). (Recommended role for LEA PEIMS Coordinator) 2) PEIMS Data Completer This role is for staff that will be promoting PEIMS files to the PDM, validating the data for errors, running and viewing reports, and marking the data complete. (Recommended role for LEA PEIMS Coordinator) 3) PEIMS Data Submitter This role is optional. Some LEAs may have additional staff they would like to allow access to the PDM without the ability to mark the data complete. An example might be someone other than the PEIMS Coordinator that an LEA would like to grant access to run and view reports within the PDM. 4) PEIMS Data Approver This role is designed for the LEA Superintendent. The Data Approver role gives staff access to run reports and approve or reject a PEIMS data collection by submitting the Statement of Approval (SOA), formerly known as SAF in EDIT+. (Recommended role for LEA Superintendent) 5) TIMS Level 1 Support This role is for staff that may need to submit a ticket to the TEA Help Desk system to ask for assistance in troubleshooting any issues with the data submission. Only someone with this role can successfully send a ticket to the ESC for escalation to TEA. (Recommended role for LEA PEIMS Coordinator) Roles must be requested through TEAL and approved by the LEA s primary approver (usually the Superintendent). See the document REQUESTING ACCESS TO TEAL APPLICATIONS for instructions on requesting and obtaining the necessary roles. 3

The files must first be uploaded to TSDS and pass validations in the File Manager.

4 Loading Files to TSDS via the edm The edm (edata Manager) is the portal used to load XML files into the Texas Student Data System. There are two stages your XML files must go through in the edm in order for your data to successfully load the File Manager and the Batch Manager. The files must first be uploaded to TSDS and pass validations in the File Manager. The second stage is to group the files into a batch and process the batch through another set of validations in the Batch Manager. The following steps walk you through each stage. File Manager 1. Login to TSDS through TEAL and access the TSDS Portal. 2. Click the blue icon to Manage Data Loads: 3. Now you are in the edm: 4

4. When the extract was run in TxEIS (or SIS), a zip file was created and automatically saved to the Download folder on your computer. All of the interchanges are sitting in this compressed folder.

5 4. When the extract was run in TxEIS (or SIS), a zip file was created and automatically saved to the Download folder on your computer. All of the interchanges are sitting in this compressed folder. When you choose upload in the next step, the interchanges will upload in the correct order. Example of zip file created: There are up to 7 possible interchange files included in the Extended Year submission. The number of interchanges possible is dependent on what you are collecting. For example: if you are not reporting Flex Attendance in your EXYR submission, you will only have 6 interchanges you will not report the InterchangeStudentAttendanceExtension; If you are only reporting dual credit, you will not have 7 interchanges to report, etc. InterchangeEducationOrganizationExtension InterchangeMasterScheduleExtension InterchangeStudentExtension InterchangeStudentEnrollmentExtension InterchangeStudentAttendanceExtension (only if your district is reporting Flex Attendance) InterchangeStudentTranscriptExtension InterchangeStudentProgramExtension 6. On the left side in the Menu pane, click Interchange Upload. In the Interchange Collection dropdown, select 2017 EXYR1. Click to Browse and select each of the appropriate interchange files for your district in the order listed below. 7. Once the zip file is showing on row 1, click Upload. 5

In the File Manager, the files should display with the upload time and additional icons on each row in the Status column.

6 8. Once you upload, it should automatically take you to the File Manager screen where you can see the validation progress of each interchange. If it does not automatically take you to the File Manager, on the left side of the screen, you can click on File Manager. In the File Manager, the files should display with the upload time and additional icons on each row in the Status column. If files show as processing, click the blue refresh arrows next to the filter button to refresh the page until you can see that the files have finished processing: 9. Once the files have finished processing, check to see that all files have a green check mark icon under the Status column. If all files show a green check mark, indicating there are no errors, you can skip to the Batch Manager steps found on page 8. However, if any file shows a red X or dash at this stage, there are file errors and you cannot proceed until the errors have been corrected. 10. To view the errors, first click the magnifying glass to access more details: 6

The file content screen will give you a description of the errors: 13.

7 11. You are now in the file detail screen. Scroll to the bottom and click on the View File Content icon to retrieve the error description: 12. The file content screen will give you a description of the errors: 13. If you are unsure what the error message is indicating, there is an edm Error Dictionary posted on the TSDS website. It can be found on the TEDS page: 7

8 14. If you need assistance troubleshooting a failed file, please contact the ESC Region 15 Data Services team. 15. Once you have identified your errors, you will need to go back to your source system, make any necessary corrections, re create fresh TSDS interchanges and load the fresh interchange files here in the edm again. Batch Manager (Unfortunately, we do not have the ability to create screenshots of the following steps in the Batch Manager since the ESC cannot load these files for our organization.) 1. Once all files have passed successfully in the File Manager, you are ready to batch them. While still in the File Manager screen, click the check box to the left of each file to select all 10 (or 11) files. Then click Add to Batch: 2. Click View Batch: 3. In the next window, click Process Batch. 4. Your batch is now processing through another set of validations. Click on the magnifying glass to view the individual progress of each file in the batch. If the Data Status column shows the files as processing, click the blue refresh arrows next to the filter button to refresh the page until you can see that the files have finished processing: 5. Once the files have finished processing, check to see that all files have a green check mark icon in the Data Status column. The green check mark signifies Complete without Errors. If any file shows a red X or dash, there are file errors. Click the magnifying glass on the file that received errors to access more details. 6. The file detail screen will open. Scroll to the bottom and click on the View File Content icon for a description of the errors. 7. Troubleshooting errors in the Batch Manager is very similar to troubleshooting errors in the File Manager. If you are unsure what the error message is indicating, there is an edm Error Dictionary posted on the TSDS website. It can be found on the TEDS page: Select the edm Error Dictionary Batch Manager (PDF) and search for your error message using the Ctrl/Find function. 8. If you need assistance troubleshooting a failed file, please contact the ESC Region 15 Data Services team. 9. Once you have identified your errors, you will need to go back to your source system, make any necessary corrections, re create fresh TSDS interchanges and load the fresh interchange files here in the edm again. 10. Once your batch passes all validations, the records are stored in the Operational Data Store (ODS). They have not yet been promoted (moved) to the PEIMS Data Mart (PDM). At this point, you have passed all validations and your screen will show a Batch Status of Plan Complete for all files. 8

9 PEIMS Data Mart (PDM) At this stage, your PEIMS data has been successfully loaded into the Operational Data Store (ODS) via the edata Manager (edm). Now you must promote that data into the PEIMS Data Mart (PDM) so you can validate it, run reports, review your data, and ultimately mark your PEIMS submission complete. Promote Loaded Data: 1. Login to TSDS through TEAL and access the TSDS Portal. 2. In the TSDS portal, click on the PEIMS tab. Then click the blue icon to Promote Loaded Data: 3. You are now in the PDM. In the upper portion of the screen, ensure you are in the current PEIMS data collection: 9

4. You are now on the Data Promotions tab. Select which campuses, categories, and subcategories of data you want to promote: a. Select All LEA Data and All Categories. b.

10 4. You are now on the Data Promotions tab. Select which campuses, categories, and subcategories of data you want to promote: a. Select All LEA Data and All Categories. b. Once you select All Categories, the Subcategories Selected box will show All Categories as well. This is indicating that all categories and subcategories will be promoted to the PDM. c. You must give the data promotion a name. d. Click Next: a. b. c. d. 5. It will ask you to confirm this data promotion. Click Submit: 10

6. Now the data is being promoted from the ODS to the PDM. You can view the progress by hovering on the Data Promotions tab and clicking on Monitor Data Promotions: 7.

Click the refresh arrows to update the screen: All Categories July 21 EXYR1 All Categories Jul 21 EXYR1 First peggycastro 07/21/2017 07/21/2017 2:40 pm IN PROGRESS View 8.

11 6. Now the data is being promoted from the ODS to the PDM. You can view the progress by hovering on the Data Promotions tab and clicking on Monitor Data Promotions: 7. You will see a message that your promotion has been scheduled and it shows your promotion is IN PROGRESS in the status column. Click the refresh arrows to update the screen: All Categories July 21 EXYR1 All Categories Jul 21 EXYR1 First peggycastro 07/21/ /21/2017 2:40 pm IN PROGRESS View 8. It is now showing the data promotion has COMPLETED. Click the View hyperlink to see if the data promotion received any errors: All Categories July 21 EXYR1 First peggycastro 07/21/2017 COMPLETED View All Categories Jul 21 EXYR1 07/21/2017 2:40 pm 9. If you receive any errors in the promotion stage, please contact the ESC Region 15 Data Services team for assistance. Errors received at this stage are generally due to an issue that needs to be addressed by the TSDS program staff at the TEA. 11

12 Validate Submission 1. At this stage, your data has successfully been promoted from the Operational Data Store (ODS) to the PEIMS Data Mart (PDM). If you are still in the PDM, click on the Validations tab: 2. Or, if you are not already in the PDM, you can access the Validations screen directly from the TSDS portal by clicking on the Validate Submission icon: 12

This is indicating that all categories and subcategories will be validated in the PDM. c. Select Fatal, Special Warning, and Warnings to be validated.

13 3. You are now on the Validations tab. Select which campuses, categories, and subcategories of data you want to validate: a. In the Categories drop down, select All Categories. b. Once you select All Categories, the Subcategories Selected box will show All Categories as well. This is indicating that all categories and subcategories will be validated in the PDM. c. Select Fatal, Special Warning, and Warnings to be validated. d. You must give the data validation a name. e. Click Next: a. b. c. d. e. Validate All Categories Jul It will ask you to confirm this data validation. Click Submit: 13

5. Now the data is being validated against the rules outlined in the TEDS.

You will see a message that your validation has been scheduled and it shows your validation is IN PROGRESS in the

It is now showing the data validation has COMPLETED WITH ERRORS.

14 5. Now the data is being validated against the rules outlined in the TEDS. You can view the progress by hovering on the Validations tab and clicking on Monitor Data Validations: 6. You will see a message that your validation has been scheduled and it shows your validation is IN PROGRESS in the status column. Click the refresh arrows to update the screen: View 7. It is now showing the data validation has COMPLETED WITH ERRORS. You can either click on the LEA Validation Errors button to view all LEA validation errors, or you can click the View hyperlink to review the errors based on the validation job you just ran: EXYR1 First Cheryl Smetana 07/21/ /21/2016 2:40 11:21 pm 14

You can click on PDF to get a PDF error report, click on XLS to convert it to Excel, or click on Print to print the screen. 9.

15 8. When viewing validation errors: a. You have the option to sort by any of the column headings by clicking on the column heading. If you sort on the Severity column heading, it will list the fatal errors first. b. You can click on PDF to get a PDF error report, click on XLS to convert it to Excel, or click on Print to print the screen. 9. If you would just like to see an error count, hover over the Validations tab and click on Validation Rules Count: 10. On the Validation Rules Count screen, it will give you a count of how many errors were received by severity. For example, click on the Show Fatals link: 15

Here you can click on the View link found in the Error Report column to generate a report of errors specific to that subcategory.

16 11. You can now see which fatal warnings were received and how many there are: 12. To view validation errors for a specific subcategory, click on the Prepare/Finalize Submission tab. Here you can click on the View link found in the Error Report column to generate a report of errors specific to that subcategory. This might be used if you wanted to distribute error reports to other staff members for review. Please note, all of these column headings are sortable as well, so you can sort by subcategories that contain fatal errors: 16

17 13. Once you have identified your errors, you will need to go back to your source system, make any necessary corrections, and re create fresh TSDS interchanges. 14. We recommend running the Delete Utility (see Appendix) prior to loading the fresh interchanges into the edm again. 15. Once the interchange files successfully pass the File Manager and the Batch Manager in the edm, you must promote the files to the PDM again. Once the files are successfully promoted to the PDM, you will revalidate the data in the PDM. 17

18 View Reports 1. You have the ability to run reports in TSDS PEIMS similar to how you ran reports in EDIT+. If you are still in the PDM, click on the View Reports tab: 2. Or, if you are not already in the PDM, you can access the View Reports screen directly from the TSDS portal by clicking on the View Reports icon: 18

3. You are now on the View Reports tab. Here, you will select which report you want to run by making a selection in one of the drop downs: Standard Reports Reports are organized by Category.

19 3. You are now on the View Reports tab. Here, you will select which report you want to run by making a selection in one of the drop downs: Standard Reports Reports are organized by Category. Special Reports Summary reports are available. 4. Once you make your selection, the screen updates to show the available reports based on your selection. Click the icon to run a report: 19

Make your selections, then click Run: 6.

20 5. Next, you must set your parameters to determine what data you want in the report. In most reports, you can choose to run it for the entire LEA or by campus. Make your selections, then click Run: 6. You will see a message that your report has been initiated and it shows your report is IN PROGRESS in the status column. Click the refresh arrows to update the screen: 20

21 7. Once the report has completed, there will be a Download hyperlink in the status column. Click on the download hyperlink to view the report: 8. Once you have generated and reviewed all reports, please notify the Region 15 Data Services team. If you notify us by the ESC submission deadline, we will review a select list of reports for reasonableness. 21

Completing the Submission 1. Once the data is free from all fatal errors and all special warnings and warnings have been reviewed, the PEIMS Data Completer can mark the submission complete.

22 Completing the Submission 1. Once the data is free from all fatal errors and all special warnings and warnings have been reviewed, the PEIMS Data Completer can mark the submission complete. If you are still in the PDM, click on the Prepare/Finalize Submission tab: 2. Or, if you are not already in the PDM, you can access the Prepare/Finalize screen directly from the TSDS portal by clicking on the Prepare/Finalize Data icon: 22

23 3. You are now on the Prepare/Finalize Submission tab. Here, you will see the LEA Collection Status is VALIDATED and the Complete button is now available. Click Complete: 4. You will receive a progress bar: 23

24 5. You will now see the LEA Collection Status changed to COMPLETION IN PROGRESS. You will be prompted to acknowledge the warnings and special warnings before you can mark the data submission complete. Click in the check box on the acknowledgement statement and click Confirm: 6. You will receive a pop up asking you to enter a comment. Below is an example. Enter your comment and click Save: 24

25 7. Now the LEA Collection Status shows LEA DATA COMPLETE: 25

26 Approving the Submission 1. Once the PEIMS Data Completer has marked the submission complete, the PEIMS Data Approver (generally the LEA Superintendent) can mark the submission approved and submit the Statement of Approval (SOA), formerly known as the SAF in EDIT+. Access the Prepare/Finalize screen from within the TSDS portal by clicking on the Prepare/Finalize Data icon: 2. You are now on the Prepare/Finalize Submission tab. Here, you will see the LEA Collection Status is LEA DATA COMPLETE and the Approve and Reject buttons are now available. If you are going to approve the submission, click Approve: 26

27 3. You will receive a pop up to confirm you are approving the collection. Click OK: 4. The Statement of Approval (SOA) will generate on screen. This was formerly known as the Superintendent Approval Form (SAF) in EDIT+. To confirm your approval, click Confirm Approval: 27

Now the Prepare/Finalize screen shows an LEA SOA status of LEA DATA APPROVED

28 5. You will then be prompted to enter a comment. Below is an example. Enter your comment and click Save: 6. Now the Prepare/Finalize screen shows an LEA SOA status of LEA DATA APPROVED SUPT and the SOA is viewable by clicking on the hyperlink: You have APPROVED the EXYR1, , first collection for LEA

If we determine that the issue will necessitate TEA s assistance, TEA requires a TIMS ticket be submitted by your LEA in order for them to research and correct the issue.

29 Appendix Creating a TIMS Ticket If you experience issues with any component of the TSDS system (Unique ID, edm, PEIMS, studentgps Dashboards, etc.), please contact the ESC Region 15 Data Services team. If we determine that the issue will necessitate TEA s assistance, TEA requires a TIMS ticket be submitted by your LEA in order for them to research and correct the issue. The following steps walk you through the process of creating and escalating a TIMS ticket. 1. In order to submit a TIMS ticket to TEA, you must have the TIMS Level 1 TEAL role in TSDS. 2. Login to TSDS through TEAL and access the TSDS Portal. 3. Click the blue icon to Log in to TIMS: 4. You are now in the TIMS ticket system. Click on the Create Issue button near the top of your screen: 29

30 5. Enter the required data noted by the red asterisks next to the field name. Issue Type Indicate whether this is a problem, user request, question, or enhancement request. Click Auto fill my name, telephone and if you would like it to pre fill those fields for you. Submitter Org Select your LEA from the drop down. Subsystem Choose the subsystem where you are experiencing the issue (i.e. edm, TSDS PEIMS, etc.) (Screenshot continued on the next page) 30

6. The screenshot below is a continuation of the ticket fields. Summary Enter a brief summary of the issue. Description Enter a detailed description of the issue.

31 6. The screenshot below is a continuation of the ticket fields. Summary Enter a brief summary of the issue. Description Enter a detailed description of the issue. If you are working with an ESC Region 15 consultant on the issue, please include their name so the other consultants will know you have already been actively communicating on this issue. An example is included below. Severity Most tickets should be left at medium severity. However, if the subsystem you are reporting is completely inaccessible, a ticket can be mark high priority. Attachment Browse to attach a screenshot or file. The TIMS system is secure, so it is okay to attach screenshots and data files that contain personal identifiable data (SSN, birthdate, etc.). Create When you have finished entering all the required fields, click the Create button. 31

32 7. After you create the ticket, a pop up will appear in the top portion of your screen for a short time. Click on the hyperlinked ticket number to open the ticket: 8. Now you are viewing the ticket. In order for us to see the ticket at Region 15, click on the Escalate to Level 2 button: 32

Choose ESC Region 15 in the drop down and click the Escalate to Level

33 9. You will receive a pop up asking you to designate your Escalation Organization. Choose ESC Region 15 in the drop down and click the Escalate to Level 2 button: 10. You will now see that your ticket is in the Level 2 Incoming status: Fatal TSDS PEIMS EXYR1 Submission Issue 33

34 11. The TIMS ticket system does not automatically notify us at Level 2 when a ticket is created. Please call or us when you enter and escalate a TIMS ticket to Level 2 so we know to watch for it. Once we receive the ticket, we will escalate it to TEA at Level 3. If TEA needs to send it to the system programmers, they will escalate it to Level If any level of support has questions while working on the issue, they will communicate through the ticket by entering comments and de escalating it to the proper level. We try to watch this as close as possible so we can notify you if TEA needs a response, but you can always check the status of your ticket by logging in to TIMS. The TIMS User Guide can be found: 34

key is different). The only way to clear out all PEIMS records in the ODS is to run the PEIMS Delete Utility.

35 PEIMS Delete Utility When records are loaded into the ODS via the edm, they do not wipe out and replace the records that were previously loaded. Instead, the new records being loaded will make changes to existing records in some instances (where the primary key on that record is not changing), or new records will be created (if the primary key is different). The only way to clear out all PEIMS records in the ODS is to run the PEIMS Delete Utility. Running the utility will purge all previously loaded data for the selected PEIMS collection. If you determine you need to run the PEIMS Delete Utility, follow the steps below: 1. Click on the Delete Utility: 2. This opens up the Delete Utility screen. This screen will list any deletes that have previously been run. You can choose to run a delete utility by clicking on New Delete Request: 35

36 3. In the next screen you must select which delete utility you want to run. You will notice Extended Year PEIMS Submission Delete Utilities have been are now available in the edm. You now have the following options within the Extended Year collection: a. Delete only the Student Category b. Delete PEIMS Extended Year collection data for the LEA (probably the most common choice) c. Delete an individual student s record from 4. In this example, we are going to delete the entire PEIMS Extended Year collection data for the LEA. Click on the blue arrow on the row selected below: 5. In the next screen, you must enter a comment. Leave a descriptive comment that will help you remember when or why you are running this delete utility. Then click Preview Delete: 36

You have the option to scroll down and download an Excel file of the data you

37 6. The next screen will give you a preview of how many records are about to be deleted. You have the option to scroll down and download an Excel file of the data you are about to delete. That is not required, it is just given to you as an option. If you are ready to run the delete utility, click Confirm Delete: 37

38 7. You will receive a pop up asking you to confirm you are ready to run the delete utility. Click OK: 8. A system message will display indicating your delete request is being processed and that you will receive an when the delete utility is complete. Currently, the feature is not working. To check the status of your delete request, click on My Deletes: 38

39 9. In the status column, you will see SUCCESS when the delete utility has completed: 10. You are now ready to load fresh files into the edm. 39

Texas Student Data System (TSDS) PEIMS Summer Collection

2017 2018 Texas Student Data System (TSDS) PEIMS Summer Collection User Guide Updated April 26, 2018 Peggy.castro@esc15.net 325 481 4088 John.shaffer@esc15.net 325 481 4096 Contents Submission Requirements