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

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

3. Data Collector Components
Tabs

4. 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

5. Collection Requests
Manifest components

6. 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

7. 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

8. 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

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 the 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 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

23. 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

24. 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

25. 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

26. 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

27. 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’

28. 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

29. Submission Results
Shows when district data was submitted

30. Review
Same as Preview except this is after submission is completed

31. 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

32. 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

33. Level 2 Reports

34. 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

35. 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

36. 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

37. 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

38. Data Archives
Link to archives is under ‘Submissions’ tab

39. 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’

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

41. Questions

42. EMISFFE

43. 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

44. What is EMISFFE?
EMISFFE Login

45. What is EMISFFE?
EMISFFE Data summary list

46. What is EMISFFE?
EMISFFE Detail data screen

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

48. 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

49. 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

50. EMISFFE Documentation
All documentation is online
Select EMIS Flat File Editor

51. 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 “*”

52. 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

53. 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

54. 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

55. 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

56. 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

57. 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

58. Questions