aimsweb Data Import Instructions

Transcription

1 1 aimsweb Data Import Instructions

2 0 Contents Overview of the Import Feature 1 Understanding the Import Templates 2 Column Heading Font Colors 2 Tabs in the Excel Template 3 Roster Template 3 User Template 3 Score Template 3 Layout Tab 3 Conditional Req Fields Tab 4 User Roles Tab 5 Measures Tab 5 Sample Tab 6 Importing the Data 6 Step 1. Download the Templates 6 Step 2. Optional, Enter Your Data and Save as a Text File 7 Data Tips and Guidelines 8 Step 3. Import the Data 8 Viewing the Import Status 9 Contacting aimsweb Operations Support Team (OST) 10

3 1 Overview of the Import Feature aimsweb includes a data import feature, which provides a convenient way to set up your account, add users, and add/edit scores. Account Managers have access to the import feature. Imports use a tab delimited text file with specific headers in the first row for each type of import. Microsoft Excel templates are available that specify the data columns and requirements for each type of import. For your convenience, each template has a "Sample" tab that you can use to enter your data and save to the required tab delimited text (.txt) file. Detailed instructions are provided in this Guide. The following table describes the available import types and lists the corresponding Template names: Template Data Type Roster Use this template to create the account structure (Districts, Schools, and Classes), add teachers and students, updated student demographics, or roster students into classes. The Roster import must be done first if you are using the import feature to set up your account for the first time or preparing for a new school year. Note: Demographics are assigned to the student and will apply to all scores in the file. However, if you change a demographic via Roster import, the new demographic value will not retroactively update scores that already exist in your account and are not included in the file to be edited by the import. User Use this template to add users to aimsweb. This should be done after you have set up the account. Notes: The User import is to add new users to your account. This will not update/edit information for existing users. The password you supply is considered a "first use" password that the user will be forced to change when logging into the system for the first time. Score This template is used to import benchmarking and/or monitoring scores for any year that a subscription is available for your account.

4 2 Understanding the Import Templates The templates (Roster, User, and Score) are available from the aimsweb Import wizard. (See step 1 Download the Templates) Column Heading Font Colors Font Colors Font Color Meaning Red Required: The information must be provided in your file. Blue Black Conditionally Required: The information is needed for certain conditions only (see the Description column, and Conditional Req Fields tab for details). The system checks to see if the item is entered when needed and records a message if missing. The column header is always required, even if none of the individual rows require data in that column. Optional Data: All fields labeled Not Required do not require data. The column header is always required, even if none of the individual rows contain data in that column. If data is not supplied for some of these optional fields, you cannot report on them. For example: If you would like to report TeacherPhone, you must supply that information. Optional data may be added later via the user interface.

5 3 Tabs in the Excel Template Each import template has two common tabs at the bottom that contain guidelines and instructions for successfully completing the import. These are the Layout and Conditional Req Fields tabs. A third common tab, Sample, contains headers only and can be used to enter your actual data before exporting it to the properly formatted text file. Roster Template User Template Score Template Tabs specific to User and Score import templates: The User Import Template includes an additional tab named User Roles, which contains all of the user roles available in aimsweb, and the corresponding codes to use when setting a user role via import. The Score Import Template includes an additional tab names Measures, which contains all of the measures available in aimsweb, and the corresponding codes to use when importing scores for the supported measures. Layout Tab Number Name Details 1 Column Name The column name lists all of the columns in the order they display on the Sample tab. Important: Column names must match the spelling and capitalization shown in the template, including no spaces. 2 Req Rule This shows whether the data in each column is Required, Conditionally Required, or Not Required (Optional).

6 4 Number Name Details Note: Each requirement rule only applies to the data within the specific field. The column headers are always required in the file. 3 Uniqueness Rule This shows any rule about how the data must be unique across records for each applicable column. For example, a ClassUID (unique identifier) is only required to be unique within a school while a DistrictUID must be unique across the entire account. These rules are enforced within the import and data that does not meet the conditions will result in a failed import file. 4 Valid Values This shows the acceptable values for each column. The values in the file must match the values listed here. Any deviation will result in a failed import file or rejected row. For example, if the valid values are <blank>, 0 and 1, but any other text is entered, the import will not process. Note: in most cases <blank> (a field left blank) means "do not change the existing value in the database for this record." 5 Notes and Code mapping This shows any special rules about the column data or explanation for codes used. For example, in the Roster template, the demographics corresponding to each code displays in this column. Conditional Req Fields Tab

7 5 Number Name Details 1 Column Name The column name lists all of the columns from the Layout tab that are labeled Conditionally Required. 2 Condition This shows all of the conditions and dependencies in which this column is required. For example, a District UID is only required if using the Automated Batch Import (ABI). User Roles Tab This tab is specific to the User Import Template and lists all of the available roles within aimsweb. Note: The User Role must be entered exactly as it displays in the template. Ensure that the conditional requirements are met for each role. Measures Tab This tab is specific to the Score Import Template and lists all of the available measures and measure codes within aimsweb. Note: The measures and measure codes listed here include every measure available within aimsweb. Your subscription type may include a subset of the measures listed, and your Account Manager may have elected to exclude certain measures from display in your account. Ensure that you only enter measure codes for the measures included in your subscription.

8 6 Number Name Details 1 MeasureCode The column lists all of the measure codes corresponding to each measure name. Note: Use the codes when importing your data. The measure names are listed solely for reference. 2 Name This lists all of the measure names available within aimsweb. Sample Tab This is the tab to use if you want to first enter your data in Excel and export it to the tabdelimited.txt file required for import. Importing the Data Step 1. Download the Templates 1. Select Manage > Admin. This opens the Job Queue. From here, you can view all of your imports and their corresponding statuses. Note: Admin is only available to account managers. 2. At the bottom of the window, click New, and then select Import. This opens the Import Data Wizard.

9 7 3. At the bottom of the wizard window, click each template you need, one at a time: Roster, Score, or User. Your browser will control how and where the file is downloaded. Note: The template is an Excel file. Step 2. Optional, Enter Your Data and Save as a Text File Enter your data in the Sample tab of the template for each type of import you need to process. You may create your formatted.txt file in another program and without entering data in the Excel template, but using the template and Sample tab is highly encouraged to ensure you have the correct headers and column order. For instructions, see Understanding the Import Templates on page 2 of this guide. The template is in.xlsx format. You must save the file as a tab delimited text file from the Sample tab. 1. When you open the template and click Save As, Microsoft Excel may display the following options. Note: Ensure you are on the Sample tab of the template. 2. Select Text (Tab delimited) (*.txt). 3. Click Save.

10 8 Data Tips and Guidelines Ensure you have the latest version of the template. Each template contains a revision date at the top of the Layout tab. It is important to verify that you have the most recent template. aimsweb will notify customers via Release Notes when a template is changed. The required file format is tab delimited text with.txt extension. The column headers must match the column names EXACTLY. Do not omit any columns, even when the data in the column are optional or conditionally required. Do not use macros or references to any external sheets or formulas. These may produce hidden characters in your exported.txt file. Ensure there are no hidden columns in your file. Ensure there are no extra or blank columns and/or rows. Step 3. Import the Data Use the Data Import Wizard to select each file and load it into aimsweb. The system performs multiple steps to verify and validate your data. Once the data is uploaded, it will be available in your account. 1. Select Manage > Admin. 2. At the bottom of the window, click New, and then select Import. The Import Data Wizard is displayed.

11 9 3. Click to locate your data import file. The only accepted file format is.txt, which is the default file type displayed during browsing. 4. Select the Import Data file type. The options are Roster, Score, or User. Note: When Roster or Score is selected, the option for selecting a school year displays and defaults to the current year. 5. Enter an address and message for the import to send notification that an import has been created. Note: The system will not send update s as the import status changes. To view updates, open the Job Queue. 6. Click Finish to close the Import Wizard. The import will display in the list. Viewing the Import Status The Job Queue displays all of the imports and exports that you have submitted for the account. Note: Imports are processed every 15 minutes. Use the Show Jobs Submitted radio buttons to filter the jobs displayed in the grid. For example, select Today to only view jobs submitted for the current date. Use the Show drop down at the top of the page to select which types of jobs to display. The options are All, Imports, or Exports.

12 10 The job statuses are: Waiting to Process This displays for a file that has been submitted, but not processed. Pending Confirmation The import file has been processed and is ready for review. The user must review the pre processing report and confirm imported data within 24 hours. Running This indicates that the import is in process Failed This status indicates problems in the file structure or data. Import Jobs in Failed status will remain in Job Queue for 30 days after which the record and all associated data will be removed from the table. Completed The import has successfully completed processing. Import Jobs in Complete status remain in the Job Queue for 30 days. The Job Name contains a link to download the summary report for the import process for each file. Contacting aimsweb Operations Support Team (OST) The aimsweb OST is available to guide you through this process and answer any questions about the data import. aimsweb OST: 1(866) Option 1, Option 3 from 8:30 am 5:00 pm CT or send an to aimswebdata@pearson.com.