2016 2017 Early Childhood Data System (ECDS) Kindergarten Data Submission User Guide Updated April 27, 2017
Content New and Improved ECDS: 3 TSDS ECDS Cheat Sheet for 2016 17 Changes 3 Shared PEIMS Data 4 TEDS Changes 4 ECDS Report Changes 4 New Validation Process 5 Updates to the Reports Screen 5 Updates to the Prepare/Finalize Screen 6 Submission Requirements and Information: 7 2016 17 Collections Timeline 7 Roles for Submission 7 ECDS Data Submission for Kindergarten 8 Demographic Data: 10 Loading Demographic Data (XML file) to TSDS via the edm 10 File Manager (upload and pass validations) 10 Batch Manager 14 Assessment Information: 15 Downloading and Completing the ECDS Template for TxEIS Users 16 Districts Using a Student Information System Other Than TxEIS 17 Accessing and Downloading the Conversion and Validation Tool (CSVT) 17 Run the Conversion Tool to create ECDS Assessment XML file 20 Validating XML Files Using the Conversion and Validation Tool (Optional) 23 Loading Assessment Info (XML file) to TSDS via the edm 26 File Manager 26 Batch Manager 28 Preparing and Approving Files in TSDS: 30 Preparing Files in TSDS 30 Validating Files in TSDS 34 Viewing Reports in TSDS 37 Finalizing Reports in TSDS 41 Reset Submission Option 42 2
New and Improved ECDS: TSDS ECDS Cheat Sheet for 2016 17 Changes 3
Shared PEIMS Data ECDS will start pulling some of its data from the PEIMS Summer collection into the TSDS Operational Data Store (ODS). This means the district PEIMS Coordinator will load Summer PEIMS interchanges. Then, the district ECDS Approver will load assessment data into the ODS. When the user goes into the ECDS software application, the data from PEIMS and ECDS will merge. Demographics, special programs, class size and ratio, staff, and class data are among the PEIMS data elements that ECDS will pull from the ODS when a user clicks PREPARE. TEDS Changes The 2016 2017 TEDS final and addendum versions include the new ECDS data elements and contain the new validations that will support these new data elements. ECDS Report Changes For the 2016 17 school year, ECDS reports will include the LEA s collection status at the time the report was run. In addition, the report numbers have been updated to comply with the TSDS naming standard. 4
New Validation Process Based on the PEIMS model, ECDS will allow the user to select which subcategories to validate, and will offer different views of the results that will enable users to access their error messages in whatever way is most useful for them. In Spring 2017, the ECDS application will provide data validations to ensure data quality and compliance. LEAs will be able to run validations against specific data subcategories or validate their entire submission at once (see below). Through error reporting, the LEAs will be able to identify data issues with their ECDS collection. Updates to the Reports Screen The View Reports screen has been updated to accommodate the new reports formats that are being introduced for ECDS not merely PDF, but also Excel and CSV formats (see below). The screen handles all navigation to reports, meaning the user will no longer have to open a separate window to select and view their reports. 5
Updates to the Prepare/Finalize Screen The prepare/finalize screen has been updated to accommodate assessment data and for consistency with TSDS Standards. Changes include a new summary section at the top of the page and a separate table for assessment data. 6
Submission Requirements and Information: Reporting of kindergarten program data for ECDS is mandatory for all public school districts and openenrollment charter schools. The data collection includes student demographics, classroom link information, and assessment data. 2016 17 Collections Timeline To accommodate year round schools, TEA has moved the submission deadline to Aug 17, 2017. ECDS will have a KG collection and a PK collection, all to be submitted at the same time, containing all required data for the year. Kindergarten Data Submission School Year 2016 2017 PEIMS & TSDS Collection Opens August 1, 2016 ECSD ready for users to promote data February 6, 2017 ECDS submission due to TEA August 17, 2017 Roles for Submission The Texas Student Data System (TSDS) has three TEAL roles that district personnel must obtain in order to submit their ECDS files to TEA via the TSDS portal. Note: If you previously requested these roles for last year s ECDS submission, you already have them and should not need to request them again. 1) ODS Data Loader this role is for the staff that will be uploading the file to the Texas Student Data System (TSDS) website for submission. The Data Loader role is a somewhat sensitive role in that the person with this access will be able to see any files uploaded to TEA, including future TSDS PEIMS files. Use caution in assigning this role to personnel that should have access to see a comprehensive amount of district data. 2) ECDS Data Approver this role is for staff that will be approving and signing off on the data that is submitted. This should be someone who familiar with and can verify the accuracy of the student early childhood assessment data. 3) TIMS LEA 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. Roles must be requested through TEAL and approved by the district s primary approver (usually the Superintendent). See the document REQUESTING ACCESS TO TEAL APPLICATIONS for instructions on requesting and obtaining the necessary roles. 7
ECDS Data Submission for Kindergarten There are two main pieces of the ECDS Data Submission. Everyone will submit demographic data derived from the PEIMS Summer Collection. However, whether you submit both demographic and assessment data to ODS is dependent on what type of assessment is being administered: Demographic Data elements will come from the PEIMS Summer Collection and will link teacher, student, and assessment information Assessment and special program Information will come from the xml spreadsheet created via the extract from your SIS or from your assessment vendor in xml format. See Section 10 of TEDS for a listing of commissioner approved assessments: http://www.texasstudentdatasystem.org/tsds/teds/teds_section_10_ _TSDS_Core_Collections/ If you are administering a commissioner approved assessment: Student GPS Dashboard LEA s Do NOT load the InterchangeStudentParentExtension.xml generated by the CSVT tool. Doing so will override the existing DashboardInterchangeStudentParentExtension.xml If you load the wrong file, you can reload DashboardInterchangeStudentParentExtension.xml 8
If you are not administering a Commissioner Approved assessment, you will not need to submit assessment data: Student GPS Dashboard LEA s Do NOT load the InterchangeStudentParentExtension.xml generated by the CSVT tool. Doing so will override the existing DashboardInterchangeStudentParentExtension.xml If you load the wrong file, you can reload DashboardInterchangeStudentParentExtension.xml 9
Demographic Data: Loading Demographic Data (XML file) to TSDS via the edm From your Student Information System (SIS), create your PEIMS Summer submission interchange files. These files must be loaded into TSDS before any ECDS assessment data can be loaded. 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 (upload and pass validations) 1. Login to TSDS through TEAL and access the TSDS Portal. 2. Click the blue icon to Manage Data Loads: 10
3. Now you are in the edm: On the left side in the Menu pane, click Interchange Upload. In the Interchange Collection drop down, select 2017 SUMR1. Click to Browse and select each of the appropriate interchange files for your district. The interchanges must be loaded in the following order: There are six interchanges to be loaded: InterchangeEducationOrganizationExtension InterchangeMasterScheduleExtension InterchangeStudentExtension InterchangeStudentEnrollmentExtension InterchangeStaffAssociationExtension InterchangeStudentProgramExtension 4. Once all 6 files are showing in the File 1 through File 6 rows, click Upload. 11
5. 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 screen, the files should display with the upload time and additional icons on each row in the Status column. If files show as processing in the Status column, click the blue refresh arrows next to the filter button to refresh the page until you can see that the files have finished processing: 1. Once the files have finished processing, check to see that all files have a green check mark icon under the Status column. 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. Once files are clear of errors, please proceed to step blah to verify that data was inserted/updated in the ODS for each TSDS interchange. 6. IF your file(s) returns with errors, view the errors by clicking the magnifying glass to access more details: 12
7. You are now in the File Detail Screen. (Note: this step applies only if you received errors). Scroll to the bottom and click on the View File Content icon to retrieve the error description: 8. The file content screen will give you a description of the errors: 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 following link in TEDS: http://www.texasstudentdatasystem.org/tsds/teds/teds_latest_release/ If you need assistance troubleshooting a failed file, please contact the ESC Region 15 Data Services team. Once you have identified your errors, you will need to go back to your source system, make any necessary corrections, re create fresh TSDS Summer PEIMS interchanges and load the fresh interchange files here in the edm again. 13
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 six files. Then click Add to Batch. 2. Click View Batch. 3. In the next window, click Process Batch. 4. If the 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. 5. Once the files have completed 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 to access more details. 6. If you need assistance troubleshooting a failed file, call Data Services for assistance. Once you have identified your errors, you will need to go back to your source system, make any necessary corrections, recreate fresh TSDS Summer PEIMS interchanges and load the fresh interchange files here in the edm again. 7. Once your batch has passed validation, these file are ready for promotion to the Core Collections area. If your district did not administer a Commissioner approved assessment, skip to page 30 to begin preparing your data in the ECDS application. If your district did administer a Commissioner approved assessment, continue to page 15 to load assessment data before proceeding. 14
Assessment Information: The next step in the ECDS Submission is to load the assessment data. The instructions provided within this section of this document are specifically designed for districts using a Commissioner Approved assessment. If your district used a Non Commissioner Approved assessment or in cases where an assessment was not administered, you may skip to page 30 to begin the process of preparing and finalizing your data in TSDS. Reminder: Dashboard LEA s submitting KG ECDS data should not load the StudentParentExtension.xml generated by the CSVT. Doing so will override the existing StudentParent file in the ODS. 15
Downloading and Completing the ECDS Template for TxEIS Users If your district administered a commissioner approved assessment, you must load that data into TSDS for the ECDS submission. As in year s past, TEA is still providing the ECDS template for download from Section 10 of the TEDS: http://www.texasstudentdatasystem.org/tsds/teds/teds_section_10_ _TSDS_Core_Collections/ Before you download the TEA template, contact your assessment vendor. There is a possibility that your assessment vendor has an extract to create the necessary ECDS assessment interchange files without you having to use the TEA template. If your assessment vendor does not have an extract to create ECDS files, you will need to download and complete the TEA template very similar to prior years. To help you with this process, the programmers for the TxEIS software system have created an extract to pull Kindergarten data into an Excel spreadsheet template for districts. Districts can then take the spreadsheet generated from TxEIS and copy/paste the data into the TEA template spreadsheet. The data in the TxEIS extracted spreadsheet must be copied from the TxEIS spreadsheet into the TEA ECDS template: 1) Download the TEA template from the following address (copy and paste into your browser): http://www.texasstudentdatasystem.org/tsds/teds/teds_section_10_ _TSDS_Core_Collections/ 2) Open both the TxEIS spreadsheet and the TEA template. 3) In the TxEIS spreadsheet, click and drag to highlight all the data fields. Do not highlight the header row. Once the fields are highlighted, right click in the highlighted area and select Copy. 4) Open the TEA template. Be sure you are on the Kinder tab. Click and drag to highlight all the sample data fields. Hit the Delete key to clear the sample rows. 5) In the first blank cell, right click and select Paste/Special Values. Your data should be pasted into the spreadsheet in the correct columns. 6) In the first column there is a black field for several rows down that says Data Sample. If the Data Sample text goes lower than your rows, you will need to delete the rows with the extra Data Sample text. If it does not go down all the way to the end of your data rows, you will need to copy and paste down the column to the rest of your rows so that all data rows have a Data Sample row heading. 7) Once you have pasted the applicable data into the TEA template, manually enter the necessary assessment data. Not all of the data elements will pre fill with the TxEIS extracted data because not all of the data is housed in your TxEIS SIS. 8) Make sure there are no blanks in the following columns: District ID, Unique Student ID, Student ID, First Name, Last Name, Date Of Birth. If you have blanks, you will need to populate the fields in the exact same format as already populated data. 9) Remove any records where Assessment Date is outside the school year 10) Save the TEA template. We advise you to save the TEA template file in a folder that you will remember where to access later. For example, you may want to create an ECDS folder. 16
Districts Using a Student Information System Other Than TxEIS Contact your vendor to see if an ECDS extract is available. If not, districts can manually key in the data required in the TEA template found here (copy and paste into your browser): http://www.texasstudentdatasystem.org/tsds/teds/teds_section_10_ _TSDS_Core_Collections/ Accessing and Downloading the Conversion and Validation Tool (CSVT) Data can only be submitted to TSDS in XML format. To convert your completed ECDS assessment spreadsheet, you will first need to download the TSDS Conversion and Validation Tool. The Conversion and Validation Tool allows users to convert spreadsheet data from Excel templates to XML files suitable for TSDS and validate them before importing them into any TSDS application. Any TSDS role, such as ODS Data Loader or ECDS Data Approver, can access CSVT. Please note, if you already loaded the Conversion and Validation Tool on your computer previously, you still need to do the process outlined below in order to download an updated version. The following steps guide you through downloading the Conversion and Validation Tool: 1. Log in to TSDS through TEAL and access the TSDS Portal. 2. In the TSDS Portal, click the Utilities tab. The Utilities page opens, showing the icons for the utilities you can download. Then click on Download Validation Tool: 17
3. At the bottom of the page, you will get a pop up asking if you d like to Run or Save the tool. Click Run. You may also get a message stating The publisher of the ConverterValidatorTool.exe couldn t be verified. Are you sure you want to run the program? Click Run and the installation Wizard should begin to install the tool. 4. It may take several minutes, but eventually the setup wizard appears.if you already had the Converter and Validator Tool installed on your computer from a previous year/collection, then it will prompt you to update the tool. Make a selection about updating the current installation. Then click Next. If you are doing a brand new installation, click Next: 5. Review the location where the wizard plans to install the tool. Click Browse and select a different location if you do not want it to install there. Otherwise, click Next: 18
6. Make your Start Menu folder selections. Click Next: 7. We recommend that you create a desktop icon so you can easily locate the Convertor and Validator Tool on your computer. Check the box Create a desktop icon. Click Next: 8. The installation begins, showing the progress. When it is finished, the following dialog box appears. Click Finish: 19
Run the Conversion Tool to create ECDS Assessment XML file 1. The Conversion Tool takes data from spreadsheets in the required format and converts it to XML interchanges that can be validated and uploaded to TSDS. The Conversion and Validation Tool icon should now be available on your computer desktop. Double click it to open the tool and process the file: 2. The tool appears: 3. Select File > Conversion Tool to open the Conversion Tool. 4. In the Conversion Tool window, a) Select the school year: 2016 2017 b) Select the collection: ECDS c) For sheet, select the type of data you are loading: Kinder Assessments 5. Click the blue folder icon to browse for and select the spreadsheet you want to convert. 20
6. In the pop up, choose the spreadsheet and click Open: 7. The file will appear in the list in the Conversion Tool. Click Process Files: 8. Once it processes, you will receive a pop up box letting you know the file was converted and where it saved the new XML files. It places them in the same location where the spreadsheet is located. 21
9. You can also check the status by looking at the Status field to see that it says it is Complete. 10. Go to the folder where you have the TEA template saved. The folder should now contain three XML interchange files with the following in the file names. These are the converted XML files: InterchangeAssessmentMetadata InterchangeStudentAssessment InterchangeStudentParentExtension 22
Validating XML Files Using the Conversion and Validation Tool (Optional) You now have your assessment information in XML format. If you choose to, you may validate the XML files you just created using the CSVT tool. The steps below will walk you through this process. If you choose NOT to use the validation tool, you may skip to page 26 to begin uploading your assessment information to TSDS. The data will still be validated later in the process. 1. To open the Validation Tool, select File > Validation Tool: 2. In the Validation Tool window, a) Select the school year: 2016 2017 b) Select the Collection: TSDS 23
3. Click the blue folder icon to browse for and select the.xml files for validation. You can either select and Open one at a time, or hold the Control key down and click on every file to select them all at once. Click Open: 4. The selected file(s) appear in the Selected Files list, showing the following information: #: the order for the file Name: the file name Path: the path for the file Size: the file size Status: the status of the validation 5. Click Process Files. The results of the validation are reported in the status field. In the example below, three files passed: You will also receive a confirmation message that validation has completed. 24
6. If any files show Failed in the status column, you can click on that file row and the Details button to view the details of the files. It will indicate the line number that has errors. Click Clear All to clear the files from the display and start over Place your cursor over the error line for a description of the error ======= Download all the error messages at once by clicking on the Export All Errors button ====== Once files have passed validation using the converter tool, you can proceed to load your data to TSDS. 25
Loading Assessment Info (XML file) to TSDS via the edm Just as we loaded demographic data earlier using PEIMS interchanges, we are now ready to load assessment data using your newly created ECDS interchanges. The edm (edatamanager) 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 (File Manager). The second stage is to group the files into a batch and process the batch through another set of validations (Batch Manager). The following steps walk you through each stage. File Manager 1. Log in 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: 26
4. On the left side in the Menu pane, click Interchange Upload. In the Interchange Collection drop down, select TSDS 2017. Click to Browse and select each of the interchange files individually. The interchanges must be loaded in the following order: There are three interchanges to be loaded: InterchangeAssessmentMetaData InterchangeStudentParentExtension InterchangeStudentAssessmentExtension 5. Once the three files are showing in the File 1 through File 3 rows, click Upload. 6. On the main page to the left, click File Manager. The files should display with the upload time and additional icons to the right of each row. 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 any file shows a red X or dash, there are file errors. Click the magnifying glass to access more details: 27
8. If you need assistance troubleshooting a failed file, please call Data Services for assistance. Once you have determined your errors, you will need to go back to the TEA spreadsheet, make any necessary corrections, and re run the spreadsheet through the conversion and validation steps prior to attempting to load the 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 ECDS 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 three files. Then click Add to Batch. 2. Click View Batch. 3. In the next window, click Process Batch. 4. If the 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. 5. Once the files have completed 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 to access more details. 6. If you need assistance troubleshooting a failed file, call Data Services for assistance. Once you have determined your errors, you will need to go back to the TEA spreadsheet, make any necessary corrections, and re run the spreadsheet through the conversion and validation steps prior to attempting to load the interchange files into the edm again. Once the batch has passed validation, the ECDS assessment records are inserted into the ODS. The data is now ready for your promotion into the Core Collections area. 28
At this point in the process, you should now have all of your interchanges loaded into the edm. Commissioner Approved Assessment InterchangeEducationOrganizationExtension InterchangeMasterScheduleExtension InterchangeStudentExtension InterchangeStudentEnrollmentExtension InterchangeStaffAssociationExtension InterchangeStudentProgramExtension InterchangeAssessmentMetadata InterchangeStudentParentExtension InterchangeStudentAssessmentExtension Non Commissioner Approved Assessment InterchangeEducationOrganizationExtension InterchangeMasterScheduleExtension InterchangeStudentExtension InterchangeStudentEnrollmentExtension InterchangeStaffAssociationExtension InterchangeStudentProgramExtension 29
Preparing and Approving Files in TSDS: Now we are ready to move the ECDS data from the edm to the Core Collections area. There are four steps to loading the TSDS ECDS Interchanges into the Core Collections. Prepare, Validate, View Reports, and Finalize Data. Each step is described in detail below. Only LEA staff with th eecds Approver role can access the Core Collections area. Preparing Files in TSDS 1. The ECDS Data Approver logs in to TEAL and clicks on the Texas Student Data System Portal link. 2. In the TSDS portal, click the Core Collection tab. Then click the Prepare/Finalize Data icon: 30
3. On the Prepare/Finalize Submission page, make sure you are in the correct collection then click Prepare: 4. After you have clicked to prepare the data, the Prepared on, Prepared by, Record count, and Data Status will display: 31
Possible Errors and Why: 32
When assessment data is included in the submission, the results will look like this: 33
Validating Files in TSDS 1. Within the Core Collection, click the Validations tab, select to Validate All Categories, name the validation, and click next : 2. Click submit: 34
3. Once the validation completes, view the errors by clicking view. Or, you can view errors by clicking the validation name. 4. Click view by each sub category: 35
5. The error messages are very similar to PEIMS edits: 6. Once you review your errors, determine where corrections need to be made. If you make corrections to demographic data in your SIS, you will have to recreate your PEIMS Summer interchanges and load them again. If you make a change to assessment data in the ECDS template, you will have to repeat the process of converting and loading the three assessment interchanges starting on page 15. 36
Viewing Reports in TSDS 1. Once errors have been reviewed, you should generate and review all applicable reports. 2. Click on the view reports tab. To generate a report, click the blue circular arrow. 3. Click download to view the finished report: 37
4. Sample Early Childhood Assessment Completion report: 5. Sample Early Childhood Assessment Summary report: 38
6. Sample Early Childhood Kindergarten Data Submission report: 7. Sample Early Childhood Incomplete Assessment Data report: 39
Possible Errors and Why: Required domain not reported or All domains not reported error means the district did not submit all parts of an assessment used in determination. Score is not entered You have not entered all data Missing information on template Students not being tested 40
Finalizing Reports in TSDS 1. This is the final step in the ECDS submission. Click on the Prepare/Finalize tab. 2. Check the box to acknowledge the accuracy of your submission. Then click the Confirm button: 41
Reset Submission Option The RESET button can be used if you need to make a change or clean up data after you have already finalized the submission. For example, if you have a special warning you want to clear. When you RESET, the collection is re opened. You will need to start from the beginning and perform the data submission process over again. If you reset the submission, you will need to rerun reports affected by the changes you processed. Reports will say Reset by Prepare. You can reset all the way up to August 17 th. The following graphics illustrate the process if you were to reset your submission: 42
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