Data Collector & Flat File Editor

Transcription

1 Data Collector & Flat File Editor EMIS August 2014

2 2

3 Tabs Data Collector Components Collection Requests Collection Status Submissions Progress Data Sources 3

4 Data Collector Components, cont. Tabs 4

5 Collection Requests Gives one access to the manifest and its components What is a manifest? Think of it as the rules for the reporting period data submission What reporting period What record types are needed What fiscal year is being reported Validations on data 5

6 Collection Requests, cont. Manifest components 6

7 Collection Requests, cont. Manifest Components, cont. Start/Stop Collection Allows a district to begin process Gathers data from Data Sources Excludes data that cannot be processed Allows a district to stop the process 7

8 Collection Requests, cont. Manifest components, cont. Prepare Data validations to determine valid and invalid records Preview Imperative the data be reviewed before every submission A good prior run does not mean the current one is good Submission Sends data to ODE Report Collector for processing 8

9 Collection Requests, cont. Manifest components, cont. Cancel Cancels the submission in progress Review Same as Preview after submission View Submission Results Access to submission details Status of each Schedule Collections Allows district to schedule collections on a regular basis 9

10 Collection Begins Must have data present for a collection to complete Flat file Folders are created on data collector for district use SIF accessible data SIF is used to gather data needed for specific collection 10

11 Data Sources Flat file upload Move extracted flat files from source system to flat file folder Select Data Sources tab 11

12 Data Sources, cont. Flat file upload, cont. Click on Other Data Sources 12

13 Data Sources, cont. Flat File Upload, cont. Click on the Manage link 13

14 Data Sources, cont. Flat File Upload, cont. Delete old files Upload new files If duplicates are encountered, most recent file is used and the other is ignored 14

15 Start Collection Provides link to what data to use in collection Select correct folder/folders Data Collector will not process records with the wrong fiscal year or reporting period for the manifest selected No error notification Records are ignored 15

16 Start Collection, cont. SIF zone may be defined if utilizing this functionality This should not be deleted or changed Doing so will cause any SIF collections to fail Mark the SIF zone check box 16

17 Collection Status Allows district to more closely watch the collection phase Click on > to open detail Functions for SIF or flat file Green check represents success on that record type Red X represents process on that record type did not complete normally 17

18 Collection Status, cont. Example of Collection Status 18

19 Prepare Phase Completes a series of critical data checks on reporting district data only Generates Level 1 report Errors should be reviewed Data can be submitted to ODE with Level 1 errors 19

20 Preview Phase Important! Complete this step prior to each submission! Always select option to include missing data 20

21 Preview Phase, cont. Verify counts are the same or higher for each record type before submission to ODE If lower counts, substantiate Not enough to just check total counts Record may have just moved from the valid to invalid column Suggest a spreadsheet to hold your counts or a screen shot of counts for each submission If counts are lower, ODE will notify ITC and district will be contacted 21

22 Preview Phase, cont. Preview allows district to review raw data being submitted Can be opened as CSV using Excel for manipulation Sorting, selections, filters Can also be opened with HTML Provides color coding May not always work well for very large districts 22

23 Preview Phase, cont. Excluded record count Should always be reviewed Records not processed by Data Collector Not included in any specific record type count Not on Level 1 report Some are valid and can be ignored 23

24 Preview Phase, cont. Generic record May contain records that do not yet have a specific record type in submission process to ODE Can be reviewed if desired No action is needed if individual record counts are accurate 24

25 Preview Phase, cont. Preview, cont. Check last column of spreadsheet Pink/Peach rows in HTML format Yes = Record is valid and will be included in submission No = Record is not valid and will not be included in your submission Dep = There is a dependency between this record and another record that is preventing this record from being included; the data on the record itself is valid 25

26 Submission Once satisfied with data, it can be submitted to ODE Submission must be delivered to ODE by 4:59 p.m. to be processed that evening Can be submitted afterwards, data is not processed that evening for Level 2 or otherwise Recommend submission once per day If multiple submissions are needed, the last one replaces the prior 26

27 Submission, cont. Once data is at ODE ready for processing notification is sent back to district through the Data Collector Status in Data Collector is set to Pending Processing 27

28 Submission, cont. When data is processed Depending on reporting period and whether a Level 2 report is generated Status in data collector may be set to Processing Completed Non-completed status does not mean ODE did not process your data; may mean no Level 2 was generated ODE is looking to improve this process If you received notification ODE received your submission it will be processed 28

29 Submission Results Data submission completed successfully 29

30 Review Same as Preview except this is after submission is completed 30

31 Level 2 Reports Level 2 reports may be returned to Data Collector following submission process at ODE Checks between district data Notification is sent as such Won t always get a Level 2 May get a Level 2 if no submission Another district submitted that created a conflict Link will show on Collection Request If link fails, first go to View Submission Results 31

32 Level 2 Reports, cont. Don t be fooled with Level 2 errors Be sure the data you are looking at in the data collector matches up with the Level 2 report Check the report header 32

33 Level 2 Reports, cont. 33

34 Level 2 Reports, cont. Be sure Submission Num and Attempt match what shows on the manifest Only way to know the Level 2 is from the current collection A new collection may change the output and cause misguided work Can use Export to file for CSV format 34

35 Cancel To cancel a collection and/or a prepare Does not cancel a submission already at ODE To cancel a collection already at ODE a district must submit a new collection After selecting cancel, manifest resets to last completed submission info 35

36 Scheduling Collections Function to allow a district to schedule a collection and prepare May be a useful feature for a large district Uses the data already in the data collector flat file or available by SIF at the time it runs 36

37 Data Archives Allows district the option of retrieving the data included in the two most recent submissions to ODE Must be unzipped May need assistance from a tech coordinator 37

38 Data Archives, cont. Link to archives is under Submissions tab 38

39 Data Archives, cont. Click on drop down to select reporting period data Click on drop down to select Archive Type Submissions Preview files Click on List Archives 39

40 Data Archives, cont. Listing of available files for reporting period will open Right click on file and Save As 40

41 Questions? 41

42 42

43 What is EMISFFE? EMIS Flat File Editor (FFE) Allows districts to enter data in a spreadsheet-like format for EMIS reporting All record types are available Searching of data Add, Change, and Delete options Exports data in file layout defined in EMIS Guide Flat files needed for Data Collector submissions URL 43

44 What is EMISFFE?, cont. EMISFFE Login 44

45 What is EMISFFE?, cont. EMISFFE Data summary list 45

46 What is EMISFFE?, cont. EMISFFE detail data screen 46

47 Why Use EMISFFE? Replacement for not having a reporting system Student DASL PowerSchool eschool-plus Infinite Campus Staff USPS Financial USAS 47

48 Why Use EMISFFE?, cont. Specific record types not supported in source system Career tech follow-up Contractor staff Updates needed to flat file Correcting something that source system can t report correctly Five-Year Forecast Financial reporting of Capital Assets 48

49 Access to EMISFFE ITC staff provision district personnel Full access to data No read-only Single district access for the most part Can allow multiple district access by ITC with one login to EMISFFE Community school staff over multiple ITCs will need multiple accounts at each ITC 49

50 EMISFFE Documentation All documentation is online Select EMIS Flat File Editor 50

51 EMISFFE Data Entry Manual entry of data No edit checks Caution is needed when entering EMIS values, be sure these are correct based on Guide Some drop down values are available Only allows those that are valid to be selected Required fields are flagged with * 51

52 EMISFFE Import Data import tool ODE/EMIS supported formats CSV format One record type per file Multiple record types per file Deselect those not wanting to load No edit checks on data No update of existing records Only adds new records Duplicates will error out 52

53 EMISFFE Search Search tool for data Free format entry Searches for what is entered IDs must include leading zeroes Anything about a student or staff Search by name will include students and staff Course codes May get more than desired Click on search result list 53

54 EMISFFE Search, cont. Complex search tools Wildcards?, *, ~ Ranges [10 TO 50] {Jones TO Smith} Names Use tags lastname:smith firstname:mary Use the Help function on the screen 54

55 EMISFFE Export Export of data No report options Always exports in format required for submissions to EMIS-R Except for Pre-ID Allows selection by reporting period Checks the record types automatically Add or remove record types as desired 55

56 EMISFFE Export, cont. Allows selection by fiscal year Accuracy is critical Data Collector will not process if incorrect Upload exports to EMIS-R Data Collector Pre-ID labels for testing vendors Options to select various tests 56

57 EMISFFE Its Future Will likely be downsized Include only non-sif compliant record types CV, CU, CC, etc. Will add a generic record type Utilized to report new data for last minute reporting requirements usually due to legislative changes 57

58 Questions? 58

59 education.ohio.gov 59

60 Social Media Ohio Families and Education Ohio Teachers Homeroom ohio-department-of-education OhioEdDept 60