TIMS to PowerSchool Transportation Data Import
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- Rosalyn Brown
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1 TIMS to PowerSchool Transportation Data Import Purging and Importing TIMS Data Purging TIMS Data from PowerSchool
2 Purging Existing TIMS Data in PowerSchool As LEAs start to import TIMS Ridership Data into PowerSchool, there will be a need to update this data on a regular basis as Student Assignments will change, Stops Times and Stop Locations will change, and Bus Numbers may also change throughout the year. In order to update Transportation Data previously imported into PowerSchool, you must first Purge the existing Transportation Data in PowerSchool and Re-Import a new TIMS Extract. The PURGE option allows LEAs to choose a) One School to Purge Data From b) One or More Schools to Purge Data From c) Or to Purge Data from ALL SCHOOLS
3 Purging Existing TIMS Data in PowerSchool TIMS Tip: Do not import another TIMS extract without first purging the TIMS Data previously imported into PowerSchool. If you do not Purge before Importing, the Student Transportation Screen will show multiple transportation records. The figure below is a student record with duplicated Ridership Data caused by not purging data prior to completing another import of TIMS Data.
4 Purging Existing TIMS Data in PowerSchool Accessing the Transportation Data Purge Interface 1. From the PowerSchool Start Page, Go to Special Functions from the menu on the left. 2. From the Special Functions Page, scroll to the North Carolina Special Functions section at the bottom of the page and choose Transportation Administration
5 Purging Existing TIMS Data in PowerSchool Accessing the Transportation Data Purge Interface 1. The next page displays the Interface to Purge Transportation Records
6 Purging Existing TIMS Data in PowerSchool 2. Users can select to Purge Transportation Data from All Schools One School Multiple Schools Selecting All Schools will Highlight the Entire List Click on the School Name to Highlight just One School Control-Click to Highlight Multiple Schools 3. After choosing the School(s) you want to purge data from, leave the Student Status field defaulted to All Students and Click Submit
7 Purging Existing TIMS Data in PowerSchool 4. The system will then ask you to Confirm the number of Transportation Records you wish to Purge. If you believe this number is correct for the School(s) you selected, Click Continue to Proceed with Purging the Previously Uploaded TIMS Transportation Data. 5. You will then see a message notifying you of how many Transportation Records were Successfully Purged. Click Continue to Return to the Transportation Purge Interface. 6. Transportation Data Purge Complete. You may now Import the Edited CSV File from TIMS.
8 After completing edits to the TIMS Extract and purging the previously imported TIMS Data from PowerSchool, you are ready to Import the most current Transportation Data from TIMS. Accessing the Data Import Manager Interface 1. From the PowerSchool Start Page, Go to Special Functions from the menu on the left. 2. In the top section of Special Functions, click on the link titled Importing and Exporting
9 Accessing the Data Import Manager Interface 3. In the Importing Section at the top, click on the link titled Data Import Manager
10 On the Data Import Manager Page, you will first need to choose the Source File for Import into PowerSchool. 4. Select Browse and locate the Newly Edited CSV File.
11 Next you will need to choose where in PowerSchool you want to Import this Data 5. Under Import Into, scroll all the way to the bottom and choose Transportation 6. Then change the Field Delimiter to Comma and Choose Next
12 Because the correct PowerSchool Field Names were edited in the Spreadsheet, PowerSchool sees field headers and correctly pairs TIMS Data with PowerSchool Data. If all the variable names under Import File Column and PowerSchool Field are paired correctly 7. Click Next to Proceed
13 On the next screen 8. Make sure Check to Exclude First Row (contains headers) is Checked 9. Then choose the bubble for Update Existing Record. 10. Once both selections are made, Click Import
14 Depending on the Size of your LEA and the Number of Records you are Trying to Import, the next step will take varying amounts of time. The top of this screen displays the number of processed records (0 of #) You can click the Refresh Button in the upper right of the page and the page will refresh to show you how many records have been processed and how many remain. For those who may be worried the import is not working, feel free to click Refresh along the way.
15 After the system attempts to process all records in the file, you will be notified of how many were correctly processed and how many records failed to process. If a record failed to process, PowerSchool will provide information as to which records failed as well as the reason why they failed to import. Failed records could occur for several reasons, such as Incorrect PowerSchool ID: not finding a match or perhaps the Student is No Longer Enrolled in the LEA but is still in TIMS. Transportation Offices should be regularly performing a Student Upload as this will help remove any students who have transferred out of the LEA and will prevent errors during the Import of TIMS Data into PowerSchool. Other errors could occur if the Trip Type column was not edited correctly, or if leading zeros were not removed from the PowerSchool ID or if Stop Descriptions were not truncated to a maximum of 30 Characters.
16 After the successful import of TIMS Data, Ridership Information is now visible on the Student Transportation Screen.
17 Summary of Steps for Purging TIMS Data from PowerSchool 1. Choose Special Functions from the PowerSchool Start Page 2. Choose Transportation Administration from North Carolina Special Functions Section 3. Select the School(s) to Purge Transportation Data From 4. Confirm the Purging of Transportation Records Summary of Steps for 1. Choose Special Functions from the PowerSchool Start Page 2. Choose Importing & Exporting from the Functions Section 3. Choose Data Import Manager from the Importing Section 4. Choose the Source File (Newly Edited CSV) to Import 5. Choose Transportation under the Import Into Dropdown Menu 6. Choose Comma as the Field Delimiter 7. Double Check the Field Names from the Import File Match those in PowerSchool 8. Make sure Check to exclude first row (contains headers) is selected 9. Make sure Update Existing Record is selected 10. Refresh the Import Results page as needed until Import is Completed
18 Advantages of Implementing the TIMS Transportation Data Import for PowerSchool 1. School Data Managers, Principals, and other Administrators will be able to view Student Transportation Information in PowerSchool (Bus Numbers, Stop Locations, Stop Times) 2. Fewer calls to the Transportation Department about basic Student Bus Stop Information 3. PowerSchool Coordinators and School Data Managers can generate lists of assigned students from PowerSchool by Bus Number, Stop Location, School, Grade, etc. 4. Student Lists from PowerSchool can be used in conjunction with School Messenger, All- Call Services and other Robo-Call software to notify parents in the event of a bus delay or bus accident.
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