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NCWISE

NCWISE. 2009. Some Basic Terminology. Planning for the next year Preparing database In SIMS this was called SCHEDULING YEAR SIMS had a TIMS scheduling year download to get the promotions from. Some Basic Terminology (cont’d). Planning for next year In NCWISE it is called

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NCWISE

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  1. NCWISE 2009

  2. Some Basic Terminology Planning for the next year • Preparing database In SIMS this was called SCHEDULING YEAR SIMS had a TIMS scheduling year download to get the promotions from.

  3. Some Basic Terminology (cont’d) Planning for next year • In NCWISE it is called PRE-TRANSITION • This is where the database is ‘prepared’ for the fall. It is recommended by the NCWISE Training group that this be done sometime in February. Not every district follows that plan.

  4. Some Basic Terminology(Cont’d) • Making the next years database the current year. • In SIMS we generically called it the ‘CUTOVER’. • Done by the local SIMS personnel just prior to or just after fall school opening. Haphazard timing, little or no use to transportation. • In NCWISE it is called • YET – Year End Transition. • This process is done at one time STATEWIDE by DPI personnel during the last week of June/first week of July. ALL Leas must have their pre-transition complete before the YET can be preformed. THIS IS NOT OPTIONAL OR CHANGEABLE.

  5. AS OF 5-1-2009 EVERYONE IS CERTIFIED NCWISE!!

  6. Some Basic Terminology

  7. Why Pre-Transition • PRE-TRANSITION • KI Enrollments • Promotions • - In SIMS you needed a special download to get the promotions. • - Once the ‘Next Grade’ is added to the NCWISE report, the promotions will be automatically included in the same file that you normally receive.

  8. Some Details About Pre-Transition • PRE-TRANSITION-Preparation (by NCWISE Personnel) • School assignments – Some schools have students that go to several different schools. The assigned school (Next School) must be manually changed for students that do not attend the ‘default’ school. • REMEMBER that the PRE-TRANSITION process must be complete before this report will be useful for your promotions.

  9. Some Details About Pre-Transition • Kindergartners and PRE-TRANSITION • When NEXT YEAR’s KI’s are entered, you have no way of knowing in your download if they are current or next years. There will be a REGISTERED DATE field added shortly. If that is empty, then they are NOT CURRENT. • THERE IS NO REASON FOR NCWISE PERSONNEL TO NOT ENTER THE KI’s. That is one of the reasons for the Pre-Transition. You need to be able to plan for their transportation. If they are not being entered, then you need to talk to the NCWISE Coordinator.

  10. Some Details About Pre-Transition • Kindergartners and PRE-TRANSITION • IF you ARE having to manually enter them, that is ok. If you follow the proper upload procedure, then they will not be deleted when you do an upload. • If you are working on planning for the Fall, there is NO reason to be concerned about whether the KI’s are current or if they are future 01’s. They are in the right school and you will transport both grades the same. The actual grade will be corrected as soon as you do an upload after the YET.

  11. Getting your Download You produce your download using Internet Explorer and accessing the Reporting Hub. Get FAQ #14b and the location below: http://www.ncbussafety.org/TIMStrg.html Your NCWISE Coordinator will need to set you up for access. LTM (LEA TIMS) Role – This is the role that allows a TIMS user to access the Reporting Hub in order to run the TIMS Student Build. All of this information is on the TRG 14b

  12. Getting your Download DO NOT USE THE OLD PROCESS where you download individual schools. Not only is it VERY time consuming, that report will not be valid after the end of May.

  13. Getting your Download The NCWISE ownload is very easy and quick and may be done at any time. UPSTU must be done for each database, so if you have a separate EC database, you will place the ‘NEWSTU.DAT’ in the export folder of each one and run them through their own EMU. If you plan to refresh your WI database from LIVE, you only need to update LIVE and then refresh WI.

  14. Fields being added to the currentReporting Hub download • Student Middle Name • Next Grade • Student Admitted Date (Student has enrolled in school, but is not yet physically attending.) • Student Registered Date (Student is physically at school) NEW STUFF

  15. The New Student 'Other Fields' Page * * * * NEW STUFF

  16. The New Student Page 1 NEW STUFF

  17. The New Student 'Other Fields' Page Race Codes 1 American Indian/Alaskan Native 2 Asian/Pacific Islander 3 Hispanic 4 Black 5 White 6 Multi-Racial NEW STUFF

  18. Additional fields being added to the current Reporting Hub download (cont’d) • Once these fields are added, TIFMU can no longer be used as it is hardwired to a field length. • TIFMU should not be needed anyway as its primary use was for the concatenation of individual school files. • The other product from TIFMU was a student count for each school. Since we now get both the current AND deleted students, this number would be invalid unless the TIFMU program is re-written.

  19. How will this affect your UPSTU PROCESS • No TIFMU needed • Quick process to download student files • ORG #1 has been updated and posted at: • http://www.ncbussafety.org/TIMSqrg.html • Other that those two items there really are NO significant changes to your UPSTU PROCESS. Everything works as before only smoother and better.

  20. How often should you do an UPSTU? • Every day? • Twice a week? • Once a week? • 20 Day? • How often do you do them now?

  21. How often should you do an UPSTU? • Downloads should be done NO less than 20 day. • Now that the deleted students are included in the download process, it is even more important that the downloads be done more often. • The ultimate objective is to be able to do daily downloads as a standard process. It will take some time before we can do that for everyone.

  22. What about this year and Rollover? • Typically: • Refresh you FALL database from LIVE • Create your Rollover datafile just like you always have and then run the rollover process. For this year there will be no change to this process. • Begin creating you new Fall Plan as always.

  23. What about this year and Rollover? • As soon as the YET is completed: • Get a new Student Build • BACKUP the LIVE and tag it for long term Archive. • Refresh LIVE with the FALL data and perform an upstu with the officially promoted data from NCWISE

  24. What about this year and Rollover? Remember In the future, we WILL have the NEXT SCHOOL and NEXT GRADE and IF your district prepares the Pre-Transition with sufficient lead time, you will be able to do your promotions early enough that you will not need to do the Rollover process.

  25. Address Validation This is a feature that is available in NCWISE, however, it requires that the CITY be a part of the ADDRESS Field. EDULOG does not have a ‘city’ attribute for their segment records. This is an option that we are exploring, but currently there is no efficient way to pull a listing that includes the city designation. The only way to do it is through some customized programming, another issue that we are looking into. The real problem is not getting the first download for NCWISE to use, but being able to repeat the process on a routine basis to update the system for all of the new MARIS entries. NEW STUFF

  26. NEW Transportation Page • Scheduled for February 28th, 2008 • Revised schedule – • It should be delivered in June,2009 • If testing goes well and no corrections are required, it could be in production in as early as the second week of July. NEW STUFF

  27. NEW Transportation Page • This Page Features: • Student Residence Address • Ridership Codes • Alternate Addresses • Bus # for Student Assignment • This data is NOT intended to be maintained by TIMS Personnel, but by NCWISE Data Managers. • Access by TIMS personnel is meant to ease corrections needed, especially to the residence address. NEW STUFF

  28. NEW Transportation Page NEW STUFF

  29. NEW Transportation Page Access – At least two ‘Roles’ will be available, one with ‘maintenance’ access, able to correct errors; one with view only access. • TIMS Coordinator Role – This is the Role that would allow a TIMS User to access the new Transportation Page and WOULD be authorized to modify the fields on that page. (Note, We are looking at combining the LTM and TIMS Coordinator Roles into just the LTM Role) • TIMS Data Manager Role – This is the Role that would allow a TIMS User to access the new Transportation Page and WOULD be authorized only to view the fields on that page. NEW STUFF

  30. NCWISE Installation IS NOW complete.Pre-Transition must be complete Prior to the YET in June

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