1. Data Pipeline Town Hall February 15th, 2018
The goal of the webinar is to provide updates on the Data Pipeline and current and upcoming collections. These webinars also provide a forum for districts, BOCES, and Administrative Units to have questions answered about Data Pipeline.
We will begin the webinar shortly
Dial in number is
Data Pipeline support is

2. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them.
If you receive a call and need to pick up, please disconnect from the webinar. Otherwise, all town hall participants hear your hold music!
We will hold the Q&A session at the end of the presentation:
Type it in the Chat Box for a response OR
Raise Your Hand:
A presenter will call your name
After your name is called, un-mute your phone and speak your question/comment
Please be respectful of others time; we may need to have a separate conversation later to best help you 2

3. Important Reminder Lists are generated from IdM groups
LEAs are responsible for maintaining the groups
Please be sure to update accounts for changes including no longer at your LEA, change of , names, adding phone numbers.
Thank you 3

4. What is PII?
Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual
This includes direct identifiers (i.e. name, SASID, etc.)
Includes information that when combined is identifiable
Colorado’s new Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared
CDE has prepared guidance on how to comply with this and other privacy laws which can be found here:

5. How to Share Data
Check local policies for restrictions, requirements, etc.
Ensure that you are following local policies when transmitting PII to any third party
Use secure methods to transfer any PII to CDE
Call CDE ( ) with questions about how to transmit PII securely
Use Syncplicity to encrypt s to CDE
Avoid sending PII via unencrypted or to unsecured faxes when sharing data between or within districts
Do not use PII in trainings, presentations, etc.
Do not share PII with unauthorized individuals
Do not share passwords

6. Introductions

7. Today’s Agenda Database Patch Open Collections in Data Pipeline
Special Education December Count
Human Resources Collection
Student End of Year

8. Planned System Outage
for
Database Maintenance
February 27, 2018

9. Planned System Outage – Database Maintenance
Who is Affected: Pipeline Users Purpose of Activity: Database patching and updating of underlying systems Maintenance Time Frame:  2/27/2018 at 5PM – 2/28/2018 at 7AM
Database patches are routinely applied to fix software bugs and stay up to date with the latest in security.  Applying these patches regularly keeps our applications running smoothly and keeps CDE data safe.
The Production Database Patching will occur Tuesday 2/27/2018 after business hours from 5PM to Wednesday morning 2/28/2018 at 7AM. 
During the patching windows, all single sign on applications, such as Pipeline, RANDA, LACES, and Growth Model will be unavailable. 9

10. Open Collections in Data Pipeline

11. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Designated Agency (Due 8/31/2018)
Pre-ID/SBD
Interchanges
Student
Special Education IEP
Staff
Teacher Student Data Link 11

12. Open Data Pipeline Collections
11/17/2018
Open Data Pipeline Collections
Snapshots
Special Education December Count (Near Completion)
Human Resources (Near Completion)
Teacher Student Data Link Snapshot
Coming Soon
AEC 12

13. 2018 SBD Reviews Tentative SBD review window dates: Assessment
Tentative Review Dates 1
ACCESS for ELLs
March 15th-March 28th 2
CO PSAT/SAT
May 17th-May 24th 3
CMAS
Science/Social Studies and ELA/Math (including CSLA)
CoAlt Science/Social Studies
May 21st-May 31st 4
CoAlt DLM
May 30th-June 6th

14. Questions? Contact us: 2017-2018 SBD Review Contacts CO PSAT/SAT
Jasmine Carey
ACCESS for ELLs
CMAS
CoAlt DLM
Shangte Shen
CO PSAT/SAT

15. Special Education December Count

16. Special Education December Count Timeline
November 1st
Snapshot Opens
November 16th
Upload IEP/Staff Interchange at least once
As of today’s data all Admin Units have uploaded files and are working through Interchange Errors.
December 1st
Official Count Date
December 14th
Snapshot Created
December 21st
Interchange files error free (IEP/STAFF)
ALL Data that is to be reported is reported and meets the Special Education December Count Criteria
January 18th
Complete Snapshot
Jan 19th – 25th February 1
Review Staff and Student Reports
DEADLINE EXTENDED
January 25th
February 1
Validity Certification Reports due
Jan 26th – Feb 8th
February 2 – 15
Student Duplication Process
February 15th 22
Snapshot must be finalized
Kristi Gleason –

17. Special Education December Count: Status
Wrapping up duplicates today – down to 2!!  Thank you!!
SAM calculations had a few changes move to production yesterday evening
Everyone please create a new snapshot as of this morning or later before running/reviewing your reports
Please wait until next week for final submissions. Communication from Kristi will be sent once it is okay

18. IMPORTANT: Check Records Not in Snapshot Report
Be sure to check your “Records Not in Snapshot” report
Need to verify your number of records is as expected
Records missing from your snapshot will affect your SAM caseload calculations
Reasons missing include incorrect lasid or sasid on one file or record missing completely from one file

19. Final Steps Check your “Records Not in Snapshot” report
Add any missing records (keep in mind this could cause a duplicate which Orla will notify you of)
Create a new snapshot as of 02/15 (today or later)
Be sure all errors are cleared – Interchange and Snapshot
Download, review, and obtain signature from your Director
Submit reports to the Data Management System
Contact Alyssa Ohleyer with questions
Submit your final data submission by clicking “Submit to CDE” button (next week- Kristi will let you know)

20. Report Resources
Special Education December Count Report Webinar
ntreporttraining
Special Education December Count Report Checklist (You’re going to LOVE It! )
Color Coordinated - matches up with the PowerPoint
Provides what report(s) are due and when.
Symbols and their meanings are incorporated into the document

21. Questions?
If you have ANY questions about the Special Education IEP Interchange please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or away!
Kristi Gleason (303)
Lindsey Heitman (303)
Orla Bolger (303)
Lauren Rossini (303) (Staff Approval Matrix)
Alyssa Ohleyer (303) (Reports submission)
protocol – please include:
Administrative Unit #
Phone number where you may be reached. Be sure to get that added in Access Management.
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue.

22. Human Resources

23. Human Resources Timeline – ONE MORE WEEK!
November 1st
Snapshot Opens
November 16th
Must have both interchange files uploaded at least once
December 1st
Official Count Date
December 14th
Must create snapshot at least once
December 21st
Interchange files error free
January 18th
Snapshot Recreated (to update Special Ed Report)
Jan 18th- Feb 1st
Review Special Education Report
February 15th
All errors resolved (interchange and snapshot)
Feb 15th – 22nd
Review reports for accuracy
February 22nd
Snapshot must be finalized

24. Human Resources Snapshot Collection Status
HERE IS HOW TO CHECK…

25. Status Dashboard
If the collection is complete/finalized – there will be ‘S’ under the Overall Status column
If the collection is not yet complete’finalized – there will be a ‘P’ under the Overall Status column

26. Finalizing Data
Once all Errors are resolved in Snapshot AND Cognos are reviewed and validated as accurate THEN
HRD~LEAAPPROVER for district will need to ‘Submit to CDE’
HR Snapshot Status Dashboard ( ):
Submit to CDE

27. Contact Information
Annette Severson:
Phone:
Fax:
THANK YOU FOR YOUR WORK ON THIS COLLECTION!

28. Student EOY

29. Soft Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
It’s mid-February, so that means we’re about to start the End of Year Soft open!
Later today, the End of Year Snapshot will be opened and districts can begin creating initial snapshots.
The soft open means that there may still be unresolved errors and updates to business rules before the hard open in May
Updated documentation is coming closer to the release. Make sure your IDM roles are updated so you don’t miss important s!

30. Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Please contact Duncan Anderson if you have any questions/need training/discover problems
Please take the 10 question EOY survey: I really value your feedback and ideas!

31. Thursday, February 22, 2018 9 a.m.-10 a.m.
Thank You
Colorado is the highest-represented state on the U.S. Olympic team - Of the record 242 participants, 31 are from Colorado
Next Town Hall:
Thursday, February 22, a.m.-10 a.m.