DATA MIGRATION PLAN Cybersoft Document

DATA MIGRATION PLAN Cybersoft Document

Table of Contents INTRODUCTION 3 OVERVIEW 3 GOALS 3 DATA MIGRATION PROCESS 4 THE IMPORT PROCESS 4 THE EXPORT PROCESS 5 IMPORT FILE REQUIREMENTS 6 FILE DETAILS 6 REQUIREMENTS 6 FILE NAMING SPECIFICATION AND COLLECTION 7 FILE FORMAT 7 INSTRUCTIONS 7 STUDENT DATA IMPORT FILE 8 STUDENT DATA FILE COLUMNS 8 STUDENT DATA FILE CODES 10 MS EXCEL VIEW 11 STUDENT ELIGIBILITY IMPORT FILE 12 STUDENT ELIGIBILITY FILE COLUMN 12 ELIGIBILITY CODES 12 STUDENT ELIGIBILITY EXPORT FILE 13 INTRODUCTION 13 FILE DETAILS 13 REQUIREMENTS 13 STUDENT ELIGIBILITY FILE COLUMNS 14 TAB DELIMITED STUDENT EXPORT TEXT (*.TXT) FILE EXAMPLE 15 Page 2 of 15

Introduction Overview A student information file is needed for initial student data to be uploaded into PrimeroEdge Student Eligibility System (SES). This data can be provided by your Student Information System (SIS). This file will also serve as the file to update student records within PrimeroEdge on a regular basis. Once the student records are in PrimeroEdge, the districts will have the ability to export the information to their respective POS and/or their SIS. Through the import and export process, PrimeroEdge will provide a consistent and seamless data flow from the SIS to the POS. Goals Importing data is an important step in the implementation process. The data must be imported properly in order for PrimeroEdge to work correctly. This document will explain the import and export process, as well as describe the data required for these activities. Page 3 of 15

Data Migration Process The Import Process The student data and eligibility information is imported into PrimeroEdge in order to ensure that the students are documented and assigned their proper eligibilities. Below is the high-level import process for Student Eligibility. SIS Student Data and Eligibility is extracted by Districts FTP Import Folder File is tested, verified and imported by PrimeroEdge PrimeroEdge Customer Success Mentor will send out the next steps in the implementation process Steps: 1. The Districts extract their Student Data Information and Student Eligibility Information from their respective Student Information System (SIS) 2. The Districts will put the extracted information into the proper format described in the Import File Requirements, Student Data Import File and Student Eligibility Import File. 3. The Districts upload the formatted file into their respective FTP Import Folder provided by PrimeroEdge 4. PrimeroEdge tests and verifies the information in the file. The data is then imported into PrimeroEdge. 5. After the data is in PrimeroEdge, the Customer Success Mentor will provide the next step of the implementation process. Page 4 of 15

The Export Process The Student Data and Eligibility that is imported into PrimeroEdge can be exported to the districts respective POS or SIS to ensure that the students will have the correct benefits. PrimeroEdge Database Student Eigibility file created FTP Export Folder Automate Student Eligibility file to Local POS POS and/or SIS Proper benefits are given to the students Steps: 1. From the PrimeroEdge Database, PrimeroEdge creates a Student Eligibility file to match the POS/SIS data format. 2. The newly formatted file will be uploaded on a District-specific FTP Export Folder. 3. The file will be automatically extracted from the FTP Export Folder and imported into the POS/SIS. Page 5 of 15

Import File Requirements File Details Student Data Information Name File Type Delimiter Delimited Tab Description File Name File Location Frequency student.txt District-specific FTP Server in Implementation Folder One Time Only Student Eligibility Information Name File Type Delimiter Delimited Tab Description File Name File Location Frequency DistrictName_eligibility.txt District-specific FTP Server in Implementation Folder One Time Only Requirements To successfully upload and download student information, the following documents are required. File Transfer Protocol (FTP) Upload Connection Instructions and the Uploading and Downloading of Text Files Guide. Student Information System (SIS) File Requirements Data Migration Plan (This Document) Page 6 of 15

File Naming Specification and Collection The file name must be student.txt for Student Data and DistrictName_eligibility.txt for Student Eligibility. Both files should include all schools in your district. te, if you represent multiple schools, you must submit a separate student file for each school. File Format This file format guide is provided for specifications that are needed for the student information data within PrimeroEdge. Each data element is described in detail. First, the file must be created using Microsoft (MS) Excel. When complete, the file format must be saved as a Text (TAB delimited), i.e. student.txt and DistrictName_eligibility.txt. Instructions In MS Excel, All column headings listed must exist in the file. Where data will not be provided the column should be left blank. Do t Delete or Move Any Columns. Column headings must be present and appear exactly as listed. te: Spaces are not permitted in the column headers, i.e. Correct header: LocalID, Incorrect (Wrong) header: Local ID. Data that is required is indicated (). Although not all data elements are required, providing optional data will increase automatic Direct Certification (DC) matches and potential matches, as well as provide greater ease-of-use with other areas of the PrimeroEdge Student Eligibility System. Don t forget to save the MS Excel file as Text (TAB delimited) file, i.e. student.txt and DistrictName_eligibility.txt. te: You may wish to consult your IT Staff/Department for assistance when creating and saving this file. Page 7 of 15

Student Data Import File Student Data File Columns Column Heading StateStudentID LocalID SSN Grade Gender Data Required Format Comments numeric 10 characters max numeric 9 characters numeric 2 characters Single character BirthDate mm/dd/yyyy StateStudentID tes Cannot be blank. ID used for student tracking in local SIS, if local ID does not exist for any record; please provide StateStudentID spaces or special characters. This information can result in many more automatic DC matches See Grade Codes Section. See Gender Codes Section. The date format must be 9/3/2014 or 12/15/2014. DistrictCode 9 digit code, numeric Same as AUN number but with no spaces or special characters, i.e. 123456789 FirstName MiddleName When available, middle name can assist with identifying potential DC matches. LastName SchoolCode 4 digit school code, numeric School code 0000 is reserved in PrimeroEdge for the Central Office site. Central Office is a non serving, nonreimbursable site. Please set those students to the actual school they are attending. Contact PrimeroEdge to discuss this code or other codes. Homeroom 15 characters When provided, Homeroom can be helpful with reports and distributing notifications. Page 8 of 15

Column Heading Apartment Data Required Format Comments tes When required, provide apartment or floor or room of actual residence, i.e. A-123, 2nd floor or 789. AddressLine1 AddressLine2 City State 2 characters Zip 10 characters Five digit Zip Code (12345) or Zip+4 Code (12345-6789) Ethnicity Single character See Ethnicity Codes Section Race 2 characters See Race Codes Section GuardianFirstName GuardianLastName 30 characters 30 characters Primary contact for student. When provided, this information can be helpful during the Verification process as well as identifying potential DC matches. Primary contact for student. When provided, this information can be helpful during the Verification process as well as identifying potential DC matches. GuardianEmail 75 characters Primary contact for student. This information is used to send notifications via email. GuardianWorkPhone 15 digits Primary contact for student. Any format. When provided, this information can be helpful during the Verification process. GuardianHomePhone 15 digits Primary contact for student. Any format. When provided, this information can be helpful during the Verification process. SpecialInstructions 100 characters Allergies, etc. This information is most commonly used in conjunction with PrimeroEdge POS but can be stored, if desired, when only using Student Eligibility. Page 9 of 15

Student Data File Codes As noted in the table above, codes must be included with the student file. Gender Ethnicity Race Grade Description Code Description Code Description Code Description Code Male M Hispanic H American Indian or Alaskan Native AI 1 1 or 01 Female F n-hispanic N Asian AN 2 2 or 02 Black BK 3 3 or 03 Pacific Islander PI 4 4 or 04 White WI 5 5 or 05 6 6 or 06 7 7 or 07 8 8 or 08 9 9 or 09 10 10 11 11 12 12 PK KG PK KG Page 10 of 15

MS Excel View Column headings must be present and appear exactly in MS Excel spreadsheet (A Z) as shown. Page 11 of 15

Student Eligibility Import File Student Eligibility File Column Column # Data Required Comments 1 Student ID District s unique identifier for the student; this data is the same as is provided in the LocalID Field of the student import 2 First Name Student s First Name 3 Last Name Student s Last Name 4 Eligibility Code Student s Eligibility Code as per the Eligibility Codes section Eligibility Codes -Import The District Codes for Student Eligibility should be converted to match the table below. Code Description F Free R Reduced P Paid Page 12 of 15

Student Eligibility Export File Introduction A Student Eligibility file is exported daily by PrimeroEdge to the District s Export folder via FTP for use with the Point-Of- Sale (POS) and/or Student Information System (SIS). If the POS system requires different information, please contact PrimeroEdge. File Details Name File Type Delimeter Delimited Tab Description File Name File Location Frequency Time StudentExport.txt District-specific FTP location is the Export folder (same login as the SIS file upload) Daily Between the following times: 1. 5:00 5:15 am CST 2. 7:30 7:45 am CST 3. 9:00 9:15 am CST 4. 1:00 1:15 pm CST 5. 5:00 5:15 pm CST Requirements To successfully upload and download student information, the following documents are required: File Transfer Protocol (FTP) Upload Connection Instructions and the Uploading and Downloading of Text Files Guide Data Migration Plan (this document) Page 13 of 15

Student Eligibility File Columns With approval, these fields may be customized to facilitate importing into other systems. Column # Description Comments 1 Student ID 2 First Name Student s First Name 3 Last Name Student s Last Name 4 Eligibility Code 5 Start Date 6 End Date District s unique identifier for the student; this data is the same as is provided in the LocalID Field of the student import See Eligibility Codes section of the Student Eligibility Import File segment This reflects the start of the student s current eligibility for benefits This reflects the end of the student s current eligibility for benefits Eligibility Codes -Export The District Codes for Student Eligibility should be converted to match the table below. Code Description F Free FDC Free Due to DC R Reduced P Paid Page 14 of 15

TAB Delimited Student Export Text (*.txt) File Example Page 15 of 15