1. TOMS TRAINING Test Operations Management System 2017 PAWS
November 30, 2016

2. Presenters & Agenda Rebecca Rabin-Reed – ETS, Program Manager for PAWS
WDE staff
AGENDA
Welcome
What is TOMS?
Key dates for Building Coordinators
Things to Remember for 2017
User Roles and Responsibilities
Review of TOMS functions (including Transfer of students)
Question & Answer period
Lauren
Lauren – Housekeeping

3. What is TOMS? Test Operations Management System (TOMS)
Houses student demographic data for the PAWS assessment
Houses and tracks test material orders and supplemental orders
Stores student scores and archived PAWS testing information for each student
Houses the Online Reporting Suite (ORS)

4. Key TOMS Dates
2017 student demographic data available for review on November 28, 2016
JANUARY 27th, 2017 – Deadline for all new students need to be added and any updated demographic information (changes) for existing students needs to be entered into TOMS in order to have Pre-ID labels for the student
If student information is incorrect on the pre-ID label, Building Coordinator’s should go into TOMS and update the demographic information. Updates may be made March 6–24.
Data from the State Demographic Data File that has been sent to the WDE, is sent to TOMS for your review.
December 1st is when all DC’s and BC’s will be able to view the student demographic data submitted to the WDE and therefore TOMS .
January 26th is when the TOMS demographic window will close.
All new student that need to be added to your school, all students who need to be transferred and all edits to student demographics, need to be completed by this date.

5. Significant dates to note
Demographic file from WDE to ETS comes 11/10/16
Any changes to ALL student information after November 1 must be entered into TOMS
Any new students that began school after November 1 must be entered into TOMS
Data from the State Demographic Data File that has been sent to the WDE, is sent to TOMS for your review.
December 1st is when all DC’s and BC’s will be able to view the student demographic data submitted to the WDE and therefore TOMS .
January 26th is when the TOMS demographic window will close.
All new student that need to be added to your school, all students who need to be transferred and all edits to student demographics, need to be completed by this date.

6. Users Roles/Responsibilities
District, Building and Online Reporting Suite (ORS) Coordinators
One DC per district
ONE primary contact per Building
Multiple Users for Building Coordinator
Edit student demographic data
Transfer students
Track shipments
Multiple Users for ORS Coordinator
Access to individual and summative student data after reporting
Within the TOMS system there are different User Roles
*District Coordinators – this is the view we will be using today to review the TOMS site.
We need one primary contact for the Building, however you can have multiple BC users
Make sure in TOMS you have a primary contact designated within TOMS if you have multiple BC users
BC’s will be able Edit, Transfer and track materials

7. What is ORS? Wyoming Online Reporting Suite (ORS)
Displays preliminary PAWS results with associated demographic and enrollment information
Allows users to view aggregated data
Allows filters on specific demographic data for data comparison
ORS will be released through the Test Order Management System (TOMS) on June 2nd
ORS does NOT serve as official reporting for school accountability, all data is preliminary
Within the TOMS system there are different User Roles
*District Coordinators – this is the view we will be using today to review the TOMS site.
We need one primary contact for the Building, however you can have multiple BC users
Make sure in TOMS you have a primary contact designated within TOMS if you have multiple BC users
BC’s will be able Edit, Transfer and track materials

8. Information to Remember
No new changes to TOMS
Refresh your login credentials
Supplemental Order process 2017
Call Wyoming Customer Support
Available for all questions and support
Hardware/Software Requirements
IE 9 and above, Firefox 2.0 and above, Chrome 4.0 and above, Safari 3.0 and above, Android, iPad Safari
*the supplemental order process stays the same as last year:
*Call a CSR if you need additional testing and or shipping materials after you inventory your materials
* CSRs will place the supplemental order for you, and you are done!
*make sure your computer systems have the below software requirements to run TOMS
Questions so far - ?

9. Information to Remember cont.
TOMS does NOT serve as the official demographic database for school accountability
WDE 684, once submitted and verified by districts, serves as the official demographic database
Double check students' status with the person in your district who submits the WDE 684 to make sure students are accurately accounted for
ALT assessment is no longer provided through ETS and is not tracked in TOMS.

10. TOMS Log into TOMS Let’s log in!
I am logging in as the District Coordinator role, this way we can all see all the functions of TOMS, there are a few features which are limited to the DC role and we will point those out as we go along.

11. TOMS
Dashboard
News & Announcements
Order Status tab has also tracking back to ETS
Student Transfer tab
Organization Profile
View your schools
Search tab
Contacts changed to Users (can’t add contacts any more but DC and BC can still mark Primary User) – Not sure if this needs to be called out this year. This was a 2014 change…

12. TOMS Manage Organizations Confirm Shipping Address
Confirm school information
Confirm school contacts; each school must have a primary contact
Confirm Shipping Address
No PO Boxes allowed

13. TOMS Search for Students Student Search Roster
Enrolled at my school(s) can see all students that have my school(s) as the accountable school
Testing at my school(s) can see all students who have my school(s) as the testing location
Testing at another school can see all students who have my school as their accountable school but are testing somewhere else
Download search results requires school and administration to be selected
Special Forms added to search function

14. TOMS
Manage Students
Confirm students are in the correct Test Administration
PAWS 2017
Update any Student Demographic information
Add or Transfer students as needed

15. Transfer a Student Initiate Transfer function in TOMS
Within district or out-of-district transferring
Click on the magnifying glass icon to access the transfer student feature
Indicate on the Transfer form in TOMS which school the student is transferring to
Provide a reason to the transfer
No difference between in or out of District – same function
Essentially a “push” function in the sending school or district initiates
Communicate with receiving school to ensure awareness
Out-of-state transfers
Leave student in – ignore record
Write on PreID label that student moved out of state
Return PreID label in non-scorables

16. View, Edit, & Track Orders
TOMS
View, Edit, & Track Orders
Track Orders has tracking information from ETS to monitor your order
*You can view when ETS receives your return shipment through TOMS!
*Full ship to and return view.

17. Reports Report Types Download of Individual Student Reports (ISR) PDFs
Online Reporting Suite – after reporting
DC view for reports.
Once the DC creates the ISR PDF, the BC can go in and retrieve the documents.

18. Contacts ETS WDE Wyoming Call Center 877-327-9415
During the administration windows:
Monday–Friday 7:30 a.m. to 6 p.m., (MT)
Non-administration window:
Monday–Friday 8:30 a.m. to 5 p.m., (MT)
Dedicated Customer Service Representative to Wyoming
WDE

19. QUESTIONS