TOPSpro Special Topics I: Database Managemen t

Agenda for Module I: Database Management  TOPSpro Backup/Restore Wizard  TOPS-TOPS Import/Export Wizard  Differences between Backup/Restore and Import/Export  3rd Party Import  Electronic Data Submission  Archiving Data  Duplicate Student Report/Merge Wizard

Backup/Restore  The Backup feature copies all of your TOPSpro data on to a single file  Protect against unexpected “calamities” that may affect your computer Computer crash Power outage Moving from one workstation to another  Backup once/day or whenever you enter data into TOPSpro

Backup/Restore Backup = Creates a zipped file of your TOPSpro data Restore = Replaces your data with a previous Backup file

TOPSpro Backup TOPS automatically saves backups in the “Backup” folder Always save backups to a floppy, CD, Zip Drive, or other medium outside of your hard drive. TOPS uses this format every time to identify backup files.

TOPSpro Backup The wizard enables you to type messages to help you remember exactly what the backup file includes.

TOPSpro Backup Click Finish, and then click OK.

Restore Data Use the Restore feature to install a previous backup file into your database.

Import/Export  Use the Import/Export Wizard to transfer data from one installation to another.  Importing data “adds” data to your database; restoring data “replaces” your database.

Import/Export  TOPSpro has two main Import functions:  TOPS – TOPS Import  3 rd Party Import

TOPS – TOPS Import Check this box before clicking Finish if you are adding Sites that are not in your database. When finished, click Preview to generate the Import Summary Report.

Import Summary Report The report summarizes all of the records you are adding to your database.

Import vs. Backup  Backup your data to: Safeguard against “emergencies” Ensure your data is exactly as it was before Avoid having duplicate data

Import vs. Backup  Do an Import to: Send data to a remote site that aggregates data from multiple sites Ensure that TOPSpro does not overwrite any of your data Filter data and send something less than your entire dataset Minimize the size of the file (an export is smaller than a backup) Interact with “Third Party” software, such as an attendance program

3 rd Party Import  TOPSpro imports the following data from 3 rd party systems so you can avoid redoing tasks you have already completed in an external system. Name and Demographics Entry Records Attendance Hours Class Records Class Status Teacher Records Update Records

TOPSpro Export There are four main types of exports in TOPSpro:  TOPS – TOPS Export  Export to a 3 rd Party system  Diagnostics Export  Electronic Data Submission

Electronic Data Submission When creating export files to send to CASAS to meet State reporting requirements, you can submit your data electronically.

Electronic Data Submission Simply follow the steps of the Export Wizard and TOPS will send an export file of your data to the CASAS Web server.

Electronic Data Submission  If you have problems transmitting your data using this feature, most often it is due to your agency’s firewall or other security system.  If this is an issue, then contact your agency’s IT Department.

TOPSpro Archive Another option in the Export Wizard, only available when logged in as ADMIN, is the Export and Remove feature. Start by selecting a TOPS – TOPS export.

Benefits of TOPSpro Archive  Reduces the size of your database, improving the speed & efficiency of the system.  Removes data without the “messy” consequences of deleting records  Creates an Archive file which can be easily re- imported into your system at a later time

TOPSpro Archive In this step, select specific tables to include in the export zip file. In a later step, you select tables to remove from your database.

TOPSpro Archive The Data Archiving section is where you must indicate that you want to Export AND Remove records from your installation.

TOPSpro Archive Use caution when selecting Date Range, Sites, and Classes – usually these choices will differ greatly from what you would select doing an ordinary export.

TOPSpro Archive The final screen summarizes the number of records you are removing from your database. Click Preview Detail Report to review a more detailed summary.

TOPSpro Archive By default, TOPSpro saves the zip file in the Archive folder. TOPS uses this format to identify the Archive file.

Duplicate Student Report  The Duplicate Student Report lists students who may appear in two or more sites with multiple Student ID’s in use  Students with more than one ID creates several possible problems No matching pre/post pair Inappropriately assigned pre/post-tests Entry Records with no Updates Updates with no Entry Records

Duplicate Student Report When generating the report, check “Specify key for identifying student” to select which variables you want to determine the duplicates.

Duplicate Student Report When this window appears, select which Key elements you want the report to display.

Duplicate Student Report  The report displays all students who share the same data elements you indicated.  Remember: this report does NOT necessarily identify the “duplicate” students – it only shows students with the same data.  The “sleuthing" is up to you!!

Merge Wizard  Use the Merge Wizard in conjunction with the Duplicate Student Report.  Once you determine which records are the duplicates, “merge” the records into one using the Merge Wizard.  You must be logged in at a SITE level or higher to use this wizard.

Merge Wizard Be careful at this step – when you switch Sites, the Selected Students field goes blank. This does NOT mean your previous selections disappeared!

Merge Wizard This screen is where you do the actual “merging.”

 Thanks for participating in Web-based training!!