EMIS-R Data Collector Uncovered

1. EMIS-R Data CollectorUncovered Teresa Williams NWOCA/SSDT OAEP - 2013

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 • 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

8. 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

9. 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

10. 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

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

12. Data Sources • Other Data Sources • Click on ‘Other Data Sources’

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

14. 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

15. 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

16. 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

17. Start Collection • SIF Zone defined

18. 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

19. Collection Status • Example of Collection Status

20. 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

21. 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’

22. 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

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

24. 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

25. 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

26. 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

27. 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

28. 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

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

30. 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

31. Submission Results • Shows when district data was submitted

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

33. 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

34. 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

35. Level 2 Reports

36. 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

37. 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

38. 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

39. Scheduling Collections • Select option from Manifest

40. Scheduling Collections • Select desired options • Click ‘Schedule’

41. 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

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

43. 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’

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

45. 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!!

46. Questions