EMIS-R Data Collector Uncovered Teresa Williams NWOCA/SSDT OAEP

Data Collector Components Tabs – Collection Requests – Collection Status – Submissions – Progress – Data Sources 2

Data Collector Components Tabs 3

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 4

Collection Requests Manifest components 5

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 6

Collection Requests Manifest components; continued – Prepare Think of this as running the ‘aggs’ Data validations are ran – 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 7

Collection Requests Manifest components; continued – Cancel Cancels the submission in-progress Does not cancel submission already at ODE To cancel a submission already at ODE – Complete a new collect, prepare and submission – Replaces the one already at ODE – Review Same as ‘Preview’ after submission 8

Collection Requests Manifest components; continued – View Submission Results Gives district access to details on submissions Status of each – Schedule Collections Allows district to schedule collections on a regular basis 9

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 10

Data Sources Flat file upload – Move extracted flat files from source system to flat file folder Select ‘Data Sources’ tab 11

Data Sources Other Data Sources – Click on ‘Other Data Sources’ 12

Data Sources Flat File Upload; continued Click on ‘Manage’ link 13

Data Sources Flat File Upload; continued Delete old files Upload new files If duplicates are encountered the most recent file is used and other is ignored 14

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 15

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 16

Start Collection SIF Zone defined 17

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 18

Collection Status Example of Collection Status 19

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 20

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’ 21

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 22

Preview Phase Example of counts – Be sure you have valid data 23

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 24

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 ignore – For example GE records outside of date range 25

Preview Phase Preview; Continued – Generic record May contain records that do not yet have a specific record type in submission process to ODE – Example – FA, DL – Can be reviewed if desired » No action is needed if individual record counts are accurate 26

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 for 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 27

Submission Once satisfied with data, it can be submitted to ODE – Submission must be delivered at 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 are needed, the last one replaces the prior 28

Submission Once data is at ODE ready for processing – notification is sent back to district through the data collector – Status in data collector is set to ‘pending processing’ 29

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 30

Submission Results Shows when district data was submitted 31

Review Same as Preview except this is after submission is completed 32

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 33

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 34

Level 2 Reports 35

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 36

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 37

Scheduling Collections Function to allow a district to regular 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 38

Scheduling Collections Select option from Manifest 39

Scheduling Collections Select desired options Click ‘Schedule’ 40

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 41

Data Archives Link to archives is under ‘Submissions’ tab 42

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’ 43

Data Archives Listing of available files for reporting period will open Right click on file and ‘save as’ 44

In Conclusion EMIS-R allows a district to submit data every day if desired EMIS-R is an improvement over the legacy ‘aggs’ – Data is cleaner before submission Some said EMIS-R would never work – Experienced growing pains but all software does EMIS-R rocks!! 45

Questions 46