2018 2019 Texas Student Data System (TSDS) PEIMS Fall Collection User Guide Updated October 15, 2018
Contents Submission Requirements and Information... 3 2018 19 Collection Timeline... 3 When can I start loading files and reviewing errors?... 3 Roles for Submission... 4 Loading Files to TSDS via the edm... 5 File Manager... 5 Batch Manager... 9 PEIMS Data Mart (PDM)... 13 Promote Loaded Data... 13 Validate Submission... 16 View Reports... 22 Completing the Submission... 26 Approving the Submission... 30 Appendix... 33 Creating a TIMS Ticket... 33 PEIMS Delete Utility... 39 When should I run the Delete Utility?... 43 2
Submission Requirements and Information 2018 19 Collection Timeline TSDS PEIMS Fall Data Collection School Year 2018 2019 ALL Collections Open can load to edm and Promote August 6, 2018 Users can Complete, Approve, and Accept submissions October 29, 2018 Deadline for ESC Review December 6, 2018 When can I start loading files and reviewing errors? When can I start? 3
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, which is usually the Superintendent. Please contact the Data Services team at ESC Region 15 if you need instructions on how to request and obtain the necessary TEAL roles. 4
Loading Files to TSDS via the edm If you have errors in the edm, You do not need to run the delete utility! 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: File Manager The files must first be uploaded to the edm and pass validations in the File Manager. Batch Manager The next step 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: 5
4. When the extract was processed in your source system, 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. (Please note: Follow the guidance provided by your software vendor to create the required TSDS PEIMS Interchange files) 5. 6. 7. 8. Example of zip file created: There are seven interchanges included in the PEIMS Fall submission: InterchangeEducationOrganizationExtension InterchangeStudentExtension InterchangeStudentEnrollmentExtension InterchangeStaffAssociationExtension InterchangeStudentProgramExtension InterchangeSSAOrganizationAssociationExtension InterchangeFinanceExtension 5. On the left side in the Menu pane, click Interchange Upload. In the Interchange Collection drop down, select 2019 FALL 1. Click to Browse and select the file in the compressed ZIP folder. 6
6. Once the zip file is showing on row 1, click Upload. Once you upload, it should automatically take you to the File Manager screen where you can see the validation progress of each interchange. Click to refresh your screen. 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 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: 7. 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 beginning on page 7. 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. 7
8. To view the errors, first click the magnifying glass to access more details: 9. You are now in the file detail screen. Scroll to the bottom and click on the View File Content icon on the error file to retrieve the error description: 8
10. The file content screen will give you a description of the errors: 11. 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: http://www.texasstudentdatasystem.org/tsds/teds/teds_latest_release/ 12. If you need assistance troubleshooting a failed file, please contact the ESC Region 15 Data Services team. 13. 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 1. Once all files have passed successfully in the File Manager, you are ready to batch them. While still in the File Manager screen, a. Click the check box to the left of each file to select all 7 files. Please be mindful that you do not select any of your previously loaded interchange files from prior attempts, select only the 7 most recently loaded interchange files. b. Then click Add to Batch: b. a. 9
2. Click View Batch: 3. In the next window, click Process Batch. You may leave the boxes unchecked on this step. 4. Also on this step, you have several delete options available here versus going back to the delete utility. New Delete Option 5. Your batch is now processing through another set of validations. Click on the magnifying glass: 10
6. Now you are viewing 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: 7. 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: 11
8. The file detail screen will open. Scroll to the bottom and click on the View File Content icon for the error file: 9. The file content screen will give you a description of the errors: 10. 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: http://www.texasstudentdatasystem.org/tsds/teds/teds_latest_release/ 11. If you need assistance troubleshooting a failed file, please contact the Region 15 Data Services team. 12. 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 interchange files. If you would like to wipe out the previously loaded data in the ODS, you will need to run the Delete Utility prior to reloading the new interchange files. Instructions for running the Delete Utility can be found in the Appendix of this user guide. 13. After you have run the Delete Utility, start back at step 1 on page 4 to load the fresh interchange files into the edm File Manager. 14. Once your batch passes validations, the records are stored in the Operational Data Store (ODS) ready to be promoted (moved) to the PEIMS Data Mart (PDM). 12
PEIMS Data Mart (PDM) If you have errors in the PDM, You MUST run the delete utility! 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: 13
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: 14
6. Now the data is being promoted from the ODS to the PDM. You will be directed to the Monitor Data Promotions screen, or 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: 8. It is now showing the data promotion has COMPLETED, meaning I have no errors. However, if you receive a status of COMPLETED WITH ERRORS, click the View hyperlink to review your data promotion errors: 9. If you receive any errors in the promotion stage, please contact the 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 staff at TEA. 15
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: 16
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. 4. It will ask you to confirm this data validation. Click Submit: 17
5. Now the data is being validated against the rules outlined in the TEDS. You will be directed to the Monitor Data Validations screen, or 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: 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: 18
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: 19
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: 20
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. We recommend running the Delete Utility (see Appendix for instructions) prior to loading the fresh interchanges into the edm again. After you have run the Delete Utility, start back at step 1 on page 4 to load the fresh interchange files into the edm File Manager. 21
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 (PEIMS Data Mart), 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: 22
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 District Level QA, Student Graduate, and Summary reports are available. Student Leaver Reports Record submission report and Presumed Record submission report UID Discrepancies Staff and Student discrepancies 4. Once you make your selection, the screen updates to show the available reports based on your selection. Click the blue circular arrow to run a report: Click here to see detailed info about each report New Help Option 23
5. For some reports, the report will automatically generate. However, some reports require you to select parameters to determine what data you want in the report. You can choose to run it for the entire LEA or by individual campus. You may also have additional parameters to select from depending on which report you are running. 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: 24
7. Once the report has completed, the status will show a DOWNLOAD hyperlink. Click on the DOWNLOAD hyperlink to view the report: 25
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: 26
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: 27
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: 28
7. Now the LEA Collection Status shows LEA DATA COMPLETE: 29
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: 30
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: 31
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: 32
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: 33
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 email 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) 34
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. 35
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: 36
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: 37
11. The TIMS ticket system does not automatically notify us at Level 2 when a ticket is created. Please call or email 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 4. 12. 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. 38
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 PEIMS records in the ODS is to run the PEIMS Delete Utility. 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: 39
3. In the next screen you must select which delete utility you want to run. In this example, we are going to delete the Fall PEIMS data we have loaded up until this point. Click on the blue plus sign on the row selected below: 4. The screen shot below illustrates the options within the 2017 Fall1 Data Collection. Choose which way you want to run the delete utility and click the corresponding blue arrow. In our example, we are running the delete utility to clear out all Fall PEIMS data: 40
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: The next screen will give you a preview of how many records you are about to delete. 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: 41
6. You will receive a pop up asking you to confirm you are ready to run the delete utility. Click OK: 7. A system message will display indicating your delete request is being processed and that you will receive an email when the delete utility is complete. Currently, the email feature is not working. To check the status of your delete request, click on My Deletes: 8. In the status column, you will see SUCCESS when the delete utility has completed: 9. You are now ready to load fresh files in the edm. 42
10. Reminder You now have the option to run the delete utility 6 different ways: a. Delete all data in the Staff Category only b. Delete all data in the Student Category only c. Delete all Fall PEIMS data d. Delete all data in the Finance Category only e. Delete an individual Staff Record only f. Or delete an individual Student Record only Refer to the TSDS PEIMS Interchange Loading Order chart to see how the interchanges are dependent on each other to determine which interchange(s) need to be deleted: When should I run the Delete Utility? 43