1. TSDS Unique ID System Training
David Butler
– Texas Education Agency

2. Agenda Objective Unique ID in the TSDS Big Picture
TSDS Unique ID Overview
Rollout Plan
Training Class Format
Support Model
Project Share
Request Access to Unique ID via TEAL
Unique ID Training
Certification Assessment
TSDS Unique ID Training for ESCs / February 2013

3. Course Objective
The primary focus of this course is to train the participants in how and when to use the TSDS Unique ID System (UID).
In addition, the participants will see:
How UID fits into the overall TSDS architecture
How to use TEAL to access UID
How the business process around demographic data is changing with respect to how to add a new person’s demographic data and how to later make changes to it.
TSDS Unique ID Training for ESCs / February 2013

4. Goals Day 1 Items we will cover today:
Unique ID in the TSDS Big Picture
TSDS Unique ID Overview
Rollout Plan
Training Class Format
Support Model
Project Share
Begin Unique ID System training
TSDS Unique ID Training for ESCs / February 2013

5. Unique ID in TSDS Unique ID Phase I of the TSDS Project
To synchronize Unique ID and PID, all 1,245 districts and charter schools must implement Unique ID spring 2013
TSDS Unique ID Training for ESCs / February 2013

6. TSDS Unique ID Overview (1)
A Unique ID is required for each Student and Staff member to load information into the TSDS Education Data Warehouse (EDW).
We are going to get started by reviewing some of the initial implementation points of the TSDS Unique ID project.
TSDS Unique ID Training for ESCs / February 2013

7. TSDS Unique ID Overview (2)
Unique ID will be the gateway to PID
Unique ID
PID
Link
TSDS Unique ID Training for ESCs / February 2013

8. TSDS Unique ID Source Data
Unique ID will be the gateway to PID
Unique ID
PID
Link
SIS
HRIS
SIS & HRIS
Future web service
TSDS Unique ID Training for ESCs / February 2013

9. Benefits of Unique ID
Enhanced matching logic ensures a unique ID is assigned to each person, and one person does not have two unique IDs.
Unique ID interface allows users at all levels side- by-side view of closely matching records.
TEA Administrator has new capability to find duplicate records and retire IDs that are erroneously assigned.
TSDS Unique ID Training for ESCs / February 2013

10. Initial Assignment of IDs
For the initial assignment of Unique IDs:
LEAs export files from their source systems – one from the SIS for students, one from the HR system for staff.
CSV format
All students/staff active in the school year
LEAs log into the Unique ID system and upload files.
The TSDS Unique ID system processes the files and assigns Unique IDs.
LEAs download files with Unique IDs assigned and upload these into their source systems.
TSDS Unique ID Training for ESCs / February 2013

11. Ongoing Assignment of IDs
After the initial assignment, LEAs must assign Unique IDs to all new students and staff.
LEAs –
log in to the TSDS Unique ID System and upload files in CSV format, or
log in to the TSDS Unique ID System and search for new student/staff.
The Unique ID system returns information for each new student/staff member.
TSDS Unique ID Training for ESCs / February 2013

12. Rollout Plan (1)
September 15, 2012 – Technical specifications and requirements published in TEDS
February, 2013 – TEA trains ESC staff
February – March, ESCs train LEA staff
March 11, 2013 – TEA creates Unique ID database.
PID and PET updates through EDIT+ are no longer available
PET Files cannot be submitted March 11 – 25, 2013
TSDS Unique ID Training for ESCs / February 2013

13. Rollout Plan (2)
March 25, 2013 – TSDS Unique ID System in production (except for web services)
Unique IDs are made available to LEAs.
Demographic updates will be made through the TSDS Unique ID system.
April 8, LEAs have Unique IDs populated in their student/staff source systems and can submit that information through EDIT+.
June 1, LEA access to TSDS Unique ID Web Service Interface.
TSDS Unique ID Training for ESCs / February 2013

14. Class Format (1)
7 TSDS Unique ID training modules covering steps to use TSDS Unique ID system - each has:
Narrated online video format
Introduction to steps
Simulation/Q&A
Hands-on Exercises
Online Quizzes (Check for Understanding)
TSDS Unique ID Training for ESCs / February 2013

15. Class Format - (2) Two Additional Modules and Assessment
Module 8 - Demographic Changes, PET and PID changes due to Unique ID
Module 9 - Overview of TEA System Administrator functions
Certification Assessment - each attendee completes training by taking the certification assessment
TSDS Unique ID Training for ESCs / February 2013

16. Project Share Organization (1)
Group will contain:
At end of certification (after Friday) you will receive Trainer Access to all of the above materials.
Course
Lessons
PowerPoint Presentations
Simulations
Exercises
Quizzes
TSDS Unique ID Training for ESCs / February 2013

17. Project Share Organization (2)
Meanwhile you have Student Access to:
I (as the instructor) will lead you though the material as you will then go back and lead your LEAs.
Course
Lessons
Exercises
Quizzes
TSDS Unique ID Training for ESCs / February 2013

18. Sharing Training Course with ESCs
After the TOT
ESC Project Share contacts will be notified that training course is ready to be imported.
Project Share contacts will import copy for ESC use.
Project Share contact will “assign” to you (TSDS Unique ID Trainer).
Project Share contact can provide assistance in managing course.

19. Who is my Project Share contact?
ESC
Contact 1
Wally Trevino 11
Kathy Wright-Chapman 2
Chris Harris 12
Sherry McElhannon 3
Diane Sekul 13
Lannon Heflin 4
Kristi Hernandez 14
David Watkins 5
April Petitt 15
Connie Lindsey 6
Melissa McClatchy 16
Janet Dunavin 7
Mary Smith 17
Judy Gore 8
Stormy Cullum 18
Nancy Donaldson 9
Lisa Taylor 19
Yoscelina Hernandez 10
Craig Gray 20
Susan Altgelt

20. TSDS Support Model (1)
Initially, requests for assistance entered and routed in EDIT+ CSR system (to be replaced by new JIRA helpdesk system in the future)
Problem reports must be made through the system. (To track and work problems effectively, TEA cannot provide /telephone support.)
Requests will be managed with three levels of escalation
TSDS Unique ID Training for ESCs / February 2013

21. TSDS Support Model (2)
Level 1
Level 2
Level 3
Basic level support will be provided by district (to own staff) or ESC
Provided by ESCs
Provided by TEA

22. TSDS Unique ID Roles TEA Administrator -State or System Administrator
Uniq-ID LEA - can search and update
Uniq-ID Campus - can search and update campus
Uniq-ID LEA Search - can search and view only
Uniq-ID Campus Search - can search and view only
TSDS Unique ID Training for ESCs / February 2013

23. Access to Unique ID via TEAL
Users need to apply for a TEAL account and access to TSDS with a Unique ID role.
To request access, start at [insert URL].
Procedure varies slightly:
Needs TEAL account, has no TEASE account
Needs TEAL account, and does have TEASE account
Has TEAL account, needs access to Unique ID
TSDS Unique ID Training for ESCs / February 2013

24. Access to Unique ID via TEAL
Demonstration –
User with a TEAL account, accessing TSDS Unique ID
TSDS Unique ID Training for ESCs / February 2013

25. Module 1: ID Assignment Process
TSDS Unique ID Training for ESCs / February 2013

26. Module 1: ID Assignment Process (1)
This module covers the assignment process and previews the steps needed to begin assigning IDs.
A batch file is created first from your local SIS or HR system.
The batch file is uploaded and the system assigns unique IDs for you to download.
This module gives and overall picture of the ID assignment process.
It focuses on uploading a batch file (created from your local SIS or HR system). The upload batch file process must be used in the initial assignment phase. It is optional going forward. It can be run at regular intervals to assign IDs to all people that do not have an ID already assigned.
Key Points to review after simulation:
Batch files are displayed according to the organization (District or Campus) for which you have access.
Batch files are exported from your source system software and stored on the users local system.
TSDS Unique ID Training for ESCs / February 2013

27. Module 1: ID Assignment Process (2)
View Simulation / Q&A
Hands-on Exercise
This module gives and overall picture of the ID assignment process.
It focuses on uploading a batch file (created from your local SIS or HR system). The upload batch file process must be used in the initial assignment phase. It is optional going forward. It can be run at regular intervals to assign IDs to all people that do not have an ID already assigned.
Key Points to review after simulation:
Batch files are displayed according to the organization (District or Campus) for which you have access.
Batch files are exported from your source system software and stored on the users local system.
TSDS Unique ID Training for ESCs / February 2013

28. Module 1: ID Assignment Process (3)
Hands-on Exercise
Log-in to Project Share:
Access the Unique TSDS Course
Access Lesson 1.
Log in to Unique ID System
Load Student file (9 records)- Stop before assigning ids.
This module gives and overall picture of the ID assignment process.
It focuses on uploading a batch file (created from your local SIS or HR system). The upload batch file process must be used in the initial assignment phase. It is optional going forward. It can be run at regular intervals to assign IDs to all people that do not have an ID already assigned.
Key Points to review after simulation:
Batch files are displayed according to the organization (District or Campus) for which you have access.
Batch files are exported from your source system software and stored on the users local system.
TSDS Unique ID Training for ESCs / February 2013

29. Module 2: Match Resolution
TSDS Unique ID Training for ESCs / February 2013

30. Module 2: Match Resolution (1)
Explains how near matches are created and how to resolve near matches
View Simulation / Q&A
Hands-on Exercise
This module explains how near matches are created during the ID assignment process and how to resolve near matches.
Summary:
When you discover a student or staff member has more than one unique ID in the TEA repository, please enter a problem report in the EDIT+ CSR system to report to TEA. The Unique ID TEA administrator is able to combine duplicates into one record and retire duplicate IDs, leaving one consolidated record.
TSDS Unique ID Training for ESCs / February 2013

31. Module 2: Match Resolution (2)
Hands-on Exercise
Review results of Student load by:
resolving near matches
cancelling a record
noting Batch info
This module explains how near matches are created during the ID assignment process and how to resolve near matches.
Summary:
When you discover a student or staff member has more than one unique ID in the TEA repository, please enter a problem report in the EDIT+ CSR system to report to TEA. The Unique ID TEA administrator is able to combine duplicates into one record and retire duplicate IDs, leaving one consolidated record.
TSDS Unique ID Training for ESCs / February 2013

32. Course Objective
The primary focus of this course is to train the participants in how and when to use the TSDS Unique ID System (UID).
In addition, the participants will see:
How UID fits into the overall TSDS architecture
How to use TEAL to access UID
How the business process around demographic data is changing with respect to how to add a new person’s demographic data and how to later make changes to it.
TSDS Unique ID Training for ESCs / February 2013

33. Goals Day 2 Items we will cover today: Remaining Unique ID Training
Certification Assessment
Request Access to Unique ID via TEAL
TSDS Unique ID Training for ESCs / February 2013

34. Module 3: Upload Batch File
TSDS Unique ID Training for ESCs / February 2013

35. Module 3: Upload a Batch File (1)
This module covers how to upload a batch file.
View Simulation / Q&A
Hands-on Exercise
Quiz over Modules 1, 2, and 3
This module further details the mechanics of uploading a batch file. Users must be very familiar with this process as it will be used for the initial assignment of IDs. After the initial assignment, LEAs may choose whether or not to continue using this process going forward for assignment of IDs to new students/staff.
TSDS Unique ID Training for ESCs / February 2013

36. Module 3: Upload a Batch File (2)
Hands-on Exercise
Load Staff file (1 record).
Assign IDs.
Review results of Staff load.
Quiz over Modules 1, 2, and 3
This module further details the mechanics of uploading a batch file. Users must be very familiar with this process as it will be used for the initial assignment of IDs. After the initial assignment, LEAs may choose whether or not to continue using this process going forward for assignment of IDs to new students/staff.
TSDS Unique ID Training for ESCs / February 2013

37. Module 4: Enter Individual Student
TSDS Unique ID Training for ESCs / February 2013

38. Module 4: Enter Individual Student (1)
This module covers how to enter an individual to find the student or staff person’s unique ID.
View Simulation / Q&A
Hands-on Exercise
Quiz
This module further details how to enter an individual person in the UID system (as oppose to submitting the record through a batch file).
TSDS Unique ID Training for ESCs / February 2013

39. Module 4: Enter Individual Student (2)
Hands-on Exercise
Enter an individual student with middle name slightly different than on in your batch and update the master record.
Quiz
This module further details how to enter an individual person in the UID system (as oppose to submitting the record through a batch file).
TSDS Unique ID Training for ESCs / February 2013

40. Module 5: Person Search
TSDS Unique ID Training for ESCs / February 2013

41. Module 5: Person Search (1)
This module covers the various types of person searches available.
View Simulation / Q&A
Hands-on Exercise
This module explains the different types of searches. Some users may be assigned Search capability only.
TSDS Unique ID Training for ESCs / February 2013

42. Module 5: Person Search (2)
Hands-on Exercise
Search for different students/staff
This module explains the different types of searches. Some users may be assigned Search capability only.
TSDS Unique ID Training for ESCs / February 2013

43. Module 6: Batch/Group Search
TSDS Unique ID Training for ESCs / February 2013

44. Module 6: Batch/Group Search (1)
This module covers how to upload a batch file to search for one or more persons.
View Simulation / Q&A
Hands-on Exercise
Quiz
Similar to the Person Search that we just covered, this module details how to search for groups of individuals by uploading them in a file.
TSDS Unique ID Training for ESCs / February 2013

45. Module 6: Batch/Group Search (2)
Hands-on Exercise
Use the 2 batch files that you uploaded. Search for the names that were in them and see how the system does a search
Quiz
Similar to the Person Search that we just covered, this module details how to search for groups of individuals by uploading them in a file.
TSDS Unique ID Training for ESCs / February 2013

46. Module 7: Extract and Download
TSDS Unique ID Training for ESCs / February 2013

47. Module 7: Extract and Download (1)
This module will cover the extract and download function - how to obtain lists of records
View Simulation / Q&A
Hands-on Exercise
Quiz
This module explains how to download information from the Unique ID System. Consider this the reporting module. This is how you obtain lists of different types of records. For example, you might want a list of all IDs assigned, all records that have been cancelled, or all records that are in Near Match status.
TSDS Unique ID Training for ESCs / February 2013

48. Module 7: Extract and Download (2)
Hands-on Exercise
On Home page, change filter to look at files that have Duplicates / Near Matches, and download one of the files.
Add several of them to a download cart and download them.
Quiz
This module explains how to download information from the Unique ID System. Consider this the reporting module. This is how you obtain lists of different types of records. For example, you might want a list of all IDs assigned, all records that have been cancelled, or all records that are in Near Match status.
TSDS Unique ID Training for ESCs / February 2013

49. Module 8: Demographic Changes
TSDS Unique ID Training for ESCs / February 2013

50. PET and TREx
While the TSDS Unique ID database is being created, LEAs cannot submit PET files (March 11 – 25, 2013)
Starting March 25, 2013:
PET submission files will be checked against the TSDS Unique ID database to ensure Unique IDs have been previously assigned.
All demographic updates must be made through the TSDS Unique ID system (Neither PID Update nor PEIMS Demographics Revision Flag will be allowed).
TSDS Unique ID will be added to the PET submission file and the TREx extraction file in the school year.
TSDS Unique ID Training for ESCs / February 2013

51. PET Changes
Once you have assigned Unique IDs to all of your students, you are ready to submit a PET File.
TEA will match First Name, Last Name, Date of Birth and SSN/S-Number to the TSDS Unique ID database to see if there is a match. If there is not a match, the PET Record will be rejected.
The user will need to add the Student to the TSDS Unique ID System before submitting the PET Record again.
TSDS Unique ID Training for ESCs / February 2013

52. PEIMS Changes
Once you have assigned Unique IDs to all of your students and staff, you are ready to submit your PEIMS Submission 3 file.
Existing matching logic is still in place and LEAs will receive PID errors and PID discrepancies when certain demographic information does not match between the PEIMS submission file and the UID database.
TSDS Unique ID Training for ESCs / February 2013

53. Demographic Changes
Use the Search Person menu option to make demographic changes.
Campus and LEA users will have the Edit Person button on the Search Person page.
Camps and LEA Search users will not have the Edit Person button on the Search Person page.
TSDS Unique ID Training for ESCs / February 2013

54. Demographic Changes Hands-on Exercise
Submit your own information as a Staff record. Then using the Search Person option, change the name on the Staff record.
TSDS Unique ID Training for ESCs / February 2013

55. Module 9: TEA Administrator
TSDS Unique ID Training for ESCs / February 2013

56. TEA Administrator (1) Administrator Reports:
No History Report: Lists all LEAs that have not submitted data within a specific timeframe.
Cancelled Records Report: Administrator can view all cancelled records in the system.
Near Match Report: Provides administrators with information about any pending near matches in the system.
TSDS Unique ID Training for ESCs / February 2013

57. TEA Administrator (2) Administrator Functions:
Review Duplicate IDs: The TEA Administrator will be able to review duplicate IDs to compare records that potentially share one identifier.
Retire an ID: The TEA Administrator will use this function to retire a duplicate ID so that it will not mistakenly be used again.
Separate Shared ID: The TEA Administrator will use this function to locate situations where one ID was assigned to two different people and separate the two records.
TSDS Unique ID Training for ESCs / February 2013

58. TSDS Administrator (3)
TSDS Unique ID Training for ESCs / February 2013

59. Questions about Training
For additional questions or clarification about Unique ID training, please contact us at –
TSDS Unique ID Training for ESCs / February 2013