Teresa Williams SSDT New EMIS Coordinator Training EMIS-R Data Collector Teresa Williams SSDT New EMIS Coordinator Training

Data Collector Components Tabs Collection Requests Collection Status Submissions Progress Data Sources

Data Collector Components Tabs

Collection Requests Gives one access to the Manifest and its components What is a Manifest? Think of it as the ‘rules’ for the reporting period data submission What reporting period What record types are needed What fiscal year is being reported Validations on data

Collection Requests Manifest components

Collection Requests Manifest Components; continued Start/Stop Collection Allows a district to begin process Gathers up the data from your ‘Data Sources’ Excludes data that can not be processed Allows a district to stop the process

Collection Requests Manifest components; continued Prepare Preview Data validations are run Valid and invalid records are determined Preview Imperative the data be reviewed before every submission A good prior run does not mean the current one is good Submission Sends data to ODE Report Collector for processing

Collection Requests Manifest components; continued Cancel Review Cancels the submission in-progress Review Same as ‘Preview’ after submission View Submission Results Gives district access to details on submissions Status of each Schedule Collections Allows district to schedule collections on a regular basis

Collection Begins Must have data present for a collection to complete Flat File Folders are created on data collector for district use SIF accessible data SIF is used to gather data needed for specific collection

Data Sources Flat file upload Move extracted flat files from source system to flat file folder Select ‘Data Sources’ tab

Data Sources Other Data Sources Click on ‘Other Data Sources’

Data Sources Flat File Upload; continued Click on ‘Manage’ link

Data Sources Flat File Upload; continued Delete old files Upload new files If duplicates are encountered the most recent file is used and the other is ignored

Start Collection Provides link to what data to use in collection Flat file If using folders for reporting periods be sure to select correct one Data Collector will not process records with the wrong fiscal year or reporting period and does not issue an error The records are just ignored If using a single folder select it

Start Collection SIF zone may be defined if utilizing this functionality This should not be deleted or changed Doing so will cause any SIF collections to fail Mark the SIF zone check box

Start Collection SIF Zone defined

Collection Status Allows district to more closely watch the collection phase Click on “>” to open detail Functions for SIF or Flat file Green ‘check’ represents success on that record type Red ‘X’ represents process on that record type did not complete normally

Collection Status Example of Collection Status

Prepare Phase Prepare Completes a series of data checks Generates Level 1 report Errors should be reviewed Link will be available from Collection Request If link fails Collection was cancelled Upload new data from source system as needed Data can be submitted to ODE with Level 1 errors

Preview Phase Preview Very important step Should not submit data to ODE without completing this step Be sure to select the option to include ‘missing data’

Preview Phase Preview; continued Verify counts are the same or higher for each record type before submission to ODE If lower counts, substantiate Not enough to just check total counts Record may have just moved from the valid to invalid column Suggest a spreadsheet to hold your counts or a screen shot of counts for each submission If counts are lower ODE will notify ITC and district will be contacted

Preview Phase Preview; continued Preview allows district to review raw data being submitted Can be opened as CSV using Excel for manipulation Sorting Selections Filters Can also be opened with HTML Provides color coding May not always work well for very large districts

Preview Phase Preview; Continued Excluded record count Should always be reviewed These are records the Data Collector did not process Not included in any specific record type count Not on Level 1 report Some are valid and can be ignored For example GE records outside of date range

Preview Phase Preview; Continued Generic record May contain records that do not yet have a specific record type in submission process to ODE Can be reviewed if desired No action is needed if individual record counts are accurate

Preview Phase Preview; continued Check last column of spreadsheet Pink/Peach rows in HTML format Yes = Record is valid and will be included in submission No = Record is not valid and will not be included in your submission Dep = There is a dependency between this record and another record that is preventing this record from being included, the data on the record itself is valid KRAL must be on a KG student FS missing count week attendance, FN non-attending reason

Submission Once satisfied with data, it can be submitted to ODE Submission must be delivered to ODE by 4:59 to be processed that evening Can be submitted afterwards, data is not processed that evening for Level 2 or otherwise Recommend submission once per day If multiple submissions are needed, the last one replaces the prior

Submission Once data is at ODE ready for processing Email notification is sent back to district through the data collector Status in data collector is set to ‘pending processing’

Submission When data is processed Depending on reporting period and whether a Level 2 report is generated Status in data collector may be set to ‘Processing Completed’ Non-completed status does not mean ODE did not process your data Simply means no Level 2 was generated and returned ODE is looking to improve this If you received notification ODE received your submission it will be processed

Submission Results Shows when district data was submitted

Review Same as Preview except this is after submission is completed

Level 2 Reports Level 2 reports may be returned to Data Collector following submission process at ODE Notification is sent as such Won’t always get a Level 2 May get a Level 2 if no submission Another district submitted that created a conflict Link will show on Collection Request If Link fails, first go to View Submission Results

Level 2 Reports Don’t be fooled with Level 2 errors Be sure the data you are looking at in the data collector matches up with the Level 2 report Check the report header

Level 2 Reports

Level 2 Reports Be sure Submission Num and Attempt match what shows on the Manifest Only way to know the Level 2 is from the current collection A new collection may change the output and cause misguided work Can use Export to file for CSV format

Cancel Use this option to cancel a collection and/or a prepare Does not cancel a submission already at ODE To cancel a collection already at ODE a district must submit a new collection After selecting cancel, Manifest resets to last completed submission info

Scheduling Collections Function to allow a district to schedule a collection and prepare May be a useful feature for a large district Uses the data already in the data collector flat file or available by SIF at the time it runs

Data Archives Allows district the option of retrieving the data included in the 2 most recent submissions to ODE Must be unzipped May need assistance from a tech coordinator

Data Archives Link to archives is under ‘Submissions’ tab

Data Archives Click on drop down to select reporting period data Click on drop down to select ‘Archive Type’ Submissions Preview files Click on ‘List Archives’

Data Archives Listing of available files for reporting period will open Right click on file and ‘save as’

Questions

EMISFFE

What is EMISFFE? EMIS Flat File Editor Allows districts to enter data in a spreadsheet like format for EMIS reporting All record types are available Searching of data Add, Change, and Delete options Exports data in file layout defined in EMIS Guide Flat files needed for Data Collector submissions URL https://ssdt.esu.k12.oh.us/emisffe2/

What is EMISFFE? EMISFFE Login

What is EMISFFE? EMISFFE Data summary list

What is EMISFFE? EMISFFE Detail data screen

Why Use EMISFFE? Replacement for not having a reporting system Student DASL PowerSchool eSchool-Plus Infinite Campus Staff USPS Financial USAS

Why Use EMISFFE? Specific record types not supported in source system Career tech follow-up Contractor staff Updates needed to flat file Correcting something that source system can’t report correctly Five-Year Forecast Financial reporting of Capital Assets

Access to EMISFFE ITC staff provision district personnel Full access to data No read-only Single district access for the most part Can allow multiple districts access with one login to EMISFFE Most often used for shared EMIS Coordinators situations

EMISFFE Documentation All documentation is online https://wiki.ssdt-ohio.org Select EMIS Flat File Editor

EMISFFE Data Entry Manual entry of data No edit checks Caution is needed when entering EMIS values, be sure these are correct based on Guide Some drop down values are available Only allows those that are valid to be selected Required fields are flagged with “*”

EMISFFE Import Data Import tool ODE/EMIS supported formats CSV format One record type per file Multiple record types per file Deselect those not wanting to load No edit checks on data No update of existing records Only adds new records Duplicates will error out

EMISFFE Search Search tool for data Free format entry Searches for what is entered IDs must include leading zeroes Anything about a student or staff Search by name will include students and staff Course codes May get more than desired … Click on search result list

EMISFFE Search Complex search tools Wildcards Ranges Names ? , *, ~ Ranges [10 TO 50] {Jones TO Smith} Names Use tags lastName:Smith firstName:Mary Use the ‘Help’ function on the screen

EMISFFE Export Export of data No report options Always exports in format required for submissions to EMIS-R Except for Pre-ID Allows selection by reporting period Checks the record types automatically Can add or remove record types as desired

EMISFFE Export Export of data; continued Allows selection by Fiscal year Critical this be accurate Data Collector will not process if incorrect Upload exports to EMIS-R Data Collector Pre-ID labels for testing vendors Options to select various tests Dates Other selection options

EMISFFE Its Future Will likely be down-sized Include only record types a SIF Compliant source system can’t provide CV, CU, CC, etc Will add a generic record type Utilized to report new data for last minute reporting requirements Legislative changes

Questions