Where Excellence is the Only Option!

1. Clinton Public School District MSIS / PowerSchool Training Phillip G. Burchfield, Ed.D. Superintendent Where Excellence is the Only Option!

2. Clinton Public School District Points to Ponder… • How is student level data used by the state? • Does it REALLY matter if I break my neck to make sure this information is entered correctly? • What are the consequences of making mistakes in PowerSchool or MSIS? • It’s never fair… I seem to always take time to do my job well, while other people seem to just go hurriedly through theirs – will it matter? • I’d like to help, if I knew how… but I’ve been told before that it’s too much trouble to teach me. Where Excellence is the Only Option!

3. Clinton Public School District PowerSchool MSIS Where Excellence is the Only Option!

4. Clinton Public School District What is PowerSchool? PowerSchool is a Student Administrative Package (SAP) that allows school districts to manage nearly every aspect of their daily routine including New Student Enrollment, Student Attendance, Grading, Scheduling, Discipline Referrals, Special Education Data, and State Reporting Information. The purpose of an SAP is to create an electronic version of the traditional student cumulative record and transcript – plus additional information. By storing this data electronically, school districts are able to report data to state and federal agencies more easily. Also, data is safe and recoverable in the event of an electronic or natural disaster. Where Excellence is the Only Option!

5. Clinton Public School District What is MSIS? MSIS – the Mississippi Student Information System – is a web-based interface through which data is submitted to MDE on a daily and/or monthly basis. MSIS offers a centrally located data warehouse for the state of Mississippi. The collection of data centrally allows all divisions at the Mississippi Department of Education to access information from all districts to better determine program needs, provide appropriate funding, determine training needs, and provide a wealth of information in one database. Where Excellence is the Only Option!

6. Clinton Public School District What is the Difference? MS Dept. of Education Licensure Sam Innovak STI Edgear-JPAMS Oscar Rediker Accreditation Special Education Finance Student Assessment Innovative Support Vocational Legislature & Others Where Excellence is the Only Option!

7. Clinton Public School District Why Student Data Matters FUNDING – Every public school in MS receives funding through the Mississippi Adequate Education Program (MAEP) based on student enrollment and student attendance figures. Every student who is absent costs our district approximately $25 per day. ACCREDITATION – Multiple districts throughout MS have received accreditation violations for mistakes made in MSIS. If mistakes are not corrected or continue, the district will lose its accredited status. SCHOOL ACCOUNTABILITY RATINGS – Star District’s Appeal Process Where Excellence is the Only Option!

8. Clinton Public School District Who Has Access to MSIS? • Designated MSIS users at the School Level • Attendance Officers • Department Directors and Administrators at District Level • Designated MSIS users at IHL • MIS Staff at the Mississippi Department of Education • Other departments at MDE: Special Education, Gifted, Vocational, Safe and Orderly Schools, Innovative Support, Student Assessment, etc. • Designated MSIS users at the State Auditor’s Office Where Excellence is the Only Option!

9. Clinton Public School District MSIS Illustration http://www.youtube.com/watch?v=uztA6JCKB4s Where Excellence is the Only Option!

10. Clinton Public School District Life is like a box of Chocolates 2. Data Inspection and Approval 3. Data Usage 1. Data Entry Where Excellence is the Only Option!

11. Clinton Public School District Monthly Process School enters data into PowerSchool Data is submitted monthly to MSIS Data is formatted correctly Data is formatted incorrectly Submission Successful file is sent to holding area Correct error User runs reports to verify accuracy of submitted data Accuracy Data is inaccurate Data is accurate IT Department approves school IT Department approves district after all schools are correct Where Excellence is the Only Option!

12. Clinton Public School District Data Submission/Collection Process • Data is collected using PowerSchool and entered by school personnel: • New student enrollment • Student schedules • Grades • Attendance • Discipline • Emergency/Health Information Where Excellence is the Only Option!

13. Clinton Public School District Data Submission/Collection Process • 2. Data is submitted to MSIS monthly in the form of XML files. • MDT – Monthly Days Taught • MSD – Monthly Student Data • DSD – Daily Student Data (for Special Education Dept) Where Excellence is the Only Option!

14. Clinton Public School District Processing Files An XML file (the type of file name) is created in PowerSchool and saved to the computer desktop. A specific name is used when saving the file. A. B. The user goes into MSIS to upload the XML file to await processing. C. Files from all over MS are processed in “batches” every 20 minutes. MSIS will compare the data in the XML files with data already received at the state level. Once files are processed, a report is generated from MSIS showing that the data sent was a SUCCESS or FAILURE. D. Where Excellence is the Only Option!

15. Clinton Public School District Data Submission/Collection Process STEP1 SUCCESS! Create MDT Submit to MSIS View Error Reports Correct Errors STEP2 Create MSD Submit to MSIS Create New MSD View Error Reports Correct Errors Submit to MSIS Repeat until SUCCESSFUL Where Excellence is the Only Option!

16. Clinton Public School District Don’t worry. Be happy! We are all in this together…and we will help you. Where Excellence is the Only Option!

17. Clinton Public School District Data Submission/Collection Process • 3. Data is verified for accuracy. Where Excellence is the Only Option!

18. Clinton Public School District Data Submission/Collection Process • 4. Data is approved. • The District’s Primary Contact will approve each school as the school becomes successful. • The District’s Primary Contact can only approve the entire school district after every school has been marked successful and has been approved. • Once a district is marked as “completed” for the current month, no data can be changed at the local level. • It is critical that data is verified for accuracy BEFORE the district is signed off for the current month. Where Excellence is the Only Option!

19. Clinton Public School District Hands-On MSIS Training Where Excellence is the Only Option!

20. Clinton Public School District Locating MSIS Online • Go to www.mde.k12.ms.us • Scroll down until you see “MDE Applications” on the right side • Click on MSIS • On the next screen, click on “Access MSIS” • This is where you will login in every time you want to access MSIS. Where Excellence is the Only Option!

21. Clinton Public School District Logging into MSIS • Type Username – assigned by MDE and know that it is case sensitive • Type Password – temporarily assigned by MDE and is the same as your Username. You will be prompted to change your password when logging in for the first time. • Be SURE to remember your password. If you forget it, we will have to contact MDE to have it reset. • Type Database - msis Where Excellence is the Only Option!

22. Clinton Public School District Navigating in MSIS • MSIS works best by using the mouse and arrow keys on your keyboard (depending on the task), so don’t think MSIS is not working because the mouse won’t click. • This is an OLD program… developed in 1994 - more than 17 years ago! • The more you use MSIS, the “friendlier” it will be! Where Excellence is the Only Option!

23. Clinton Public School District MSIS Reminders • When searching, viewing data, printing reports, etc. – close each screen when you are finished. • If too many screens are opened in MSIS, your computer will eventually lock up, which will mean that you have to restart your computer. • If you are inactive after several minutes, MSIS will automatically log you off. Where Excellence is the Only Option!

24. Clinton Public School District Special Characters and Icons % - used to search when spellings or full names are not known. Flashlight – used to search Eraser – used to clear fields Green Light – used to open reports for viewing and printing Where Excellence is the Only Option!

25. Clinton Public School District Commonly Used Screens • Reports • Student Data • Personnel Data • Monthly Attendance • Special Education Data • Vocational Data • Free Lunch Eligibility • District • Modules • Student • Personnel • District/School • Special Education • Vocational • Personnel Snap Shot Where Excellence is the Only Option!

26. Clinton Public School District To Search for a Student • Modules: • STUDENT • Search Student • Type the student’s last name and/or first name, or SSN, or District/School, or MSIS Number • Click on the Flashlight to search • Results include statewide data • BE SPECIFIC as possible when searching to reduce the number of matches Where Excellence is the Only Option!

27. Clinton Public School District To View Student Data • Modules: • STUDENT • View Student Data • Search by using LN and FN, SSN, or MSIS Number • Use Wildcard (%) if spelling is in question. • Click on Flashlight to search. • Click through the Tabs (Enrollment, Discipline, Transport, Schedule, Vocational, Attendance, Testing, etc.) on the Student Data screen to view data. • Click on Flashlight to query for a different student. Where Excellence is the Only Option!

28. Clinton Public School District To View Student Ownership • Modules: • STUDENT • View Student Ownership • You must search by MSIS number. • Click on Flashlight to search • View Ownership record of student. (This screen will show current ownership in addition to all previous ownerships by other districts, statewide). • Click on Flashlight to query for a different student. Where Excellence is the Only Option!

29. Clinton Public School District To Print a Student Transcript • Reports: • Student Data • Student Transcript • Choose School Name • Enter MSIS ID# (you must have number to continue) • Click on Green Light to generate report. Where Excellence is the Only Option!

30. Clinton Public School District Reports • Available reports in MSIS are pre-defined by the MIS Department at MDE and are continuously being updated to meet districts’ needs. • Future Plans: • Reports to identify errors in student data that list all types of errors at one time, not individually. • Student absences reported each month before District is approved. • Reports for all departments querying specific data. Where Excellence is the Only Option!

31. Clinton Public School District To Print Reports • Reports: • Select desired report • Select one school or click Cancel to select all schools. • Choose reporting period (If available). • Click on the Green Light. • Be patient! These are Adobe Acrobat .pdf files and take a bit longer to open. • Go to File and select Print or go to File, Save As to save the selected report. Where Excellence is the Only Option!

32. Clinton Public School District To Change User Password • Security: • Change User Password • Type Old Password, New Password, then Re-enter New Password. • Click on OK. • BE SURE TO REMEMBER YOUR NEW PASSWORD. • If 3 unsuccessful attempts are made to login to MSIS, the account will be locked. • To unlock your account, please contact the IT Department / Data Management Division (Julie and Sharon). Where Excellence is the Only Option!

33. Clinton Public School District Information Technology Department Data Management Division Kameron Ball, Ph.D. Director of Technology kball@clinton.k12.ms.us Julie Roberts Sharon Tompkins Data Management Specialist Data Management Specialist jroberts@clinton.k12.ms.usstompkins@clinton.k12.ms.us Where Excellence is the Only Option!