CEDARS Data Submission and Error Processing

1. CEDARS Data Submission and Error Processing May 2009

2. CEDARS Training Agenda • Welcome and Introductions • Training Overview • Evolution from CSRS to CEDARS (Fri) • Submission and Editing Process (Tues) • Course Catalog, Student Schedules, Grade History - including phase-in of State Course Codes (Wed) • Staff Information, including Certification Numbers (Thurs) • Expanded Program data and New Ethnicity and Race codes (Fri) May 2009

3. CEDARS Overview • CEDARS Submission deadline • CEDARS Error Processing • Reports Overview May 2009

4. Data Collection Deadlines • CEDARS submissions are required at least monthly • More frequent submissions are encouraged • OSPI will have your most recent data • OSPI will have corrected data • Requesting ‘unlocks’ from Customer Support is ‘NO LONGER REQUIRED’ • OSPI will process CEDARS submissions nightly May 2009

5. Data File Submissions • Thirteen (13) files are submitted • The 13 files come to OSPI in a Zipped (compressed) file using a SFTP (secure file transfer protocol) process • Vendors may support the data extract and submission process • The SFTP process ensures that the data is sent securely • Do not send student data via email (not secure) • Contact OSPI Customer Support if you need help sending your data to OSPI at CustomerSupport@k12.wa.us May 2009

6. Data File Submission Format • All files submitted to OSPI must be in text tab delimited format • File naming and file layout should be exactly as specified in the Data Manual • CEDARS runs overnight • Confirmation and errors available next morning May 2009

7. Screen clipping taken: 5/19/2009, 4:26 PM May 2009

8. File Naming Convention • Naming convention for each file: • COUNTY-DISTRICT CODE_SCHOOLCODE_FileName_YYYYMMDD.TXT • Naming convention for the Zip File: • 12345_0000_CEDARS_20070303.zip May 2009

9. CEDARS Error Reconciliation • Resources • Customer Support • Student Information System Vendors May 2009

10. CEDARS Error Reconciliation • CEDARS Data Submission consists of 13 data files • The 13 files are run through two error reconciliation processes that produce: • Process errors • Individual File errors May 2009

11. Process Errors • Process errors occur when: • Data formats are incorrect • Required data elements are missing data or have invalid values • The first step in error reconciliation is to review and correct process errors May 2009

12. Individual File Errors • There is a hierarchical (phased) relationship with the 13 data files. The files are loaded in a defined order • An error in one file may cause errors “downstream” • Error reconciliation should be done in the same hierarchical order May 2009

13. Error Processing Map May 2009

14. Where are errors corrected? • Corrections for CEDARS should be done at the source: • Student Information Data System • Human Resources Data System • Special Education Data System • Other data collections maintained by the district • Data from the source is sent to OSPI • OSPI cannot correct source data May 2009

15. How are corrections submitted? • CEDARS Corrections are currently processed by resubmitting data files • There is no unlock process because submission can be daily • Some data elements in CEDARS can be updated using a process similar to Manage Students in CSRS • This data editing process is in development and will be available in the fall • Just-in-time training will occur in the late summer May 2009

16. Where are the Error Files? CEDARS errors are found in EDS. • Log in to EDS and select CEDARS from the application list • Select Reports/Exception Reports/CEDARS Exception May 2009

17. CEDARS Exceptions Report May 2009

18. Exception Report Error Types May 2009

19. Exception Report Detail May 2009

20. CEDARS Test Web Server May 2009

21. CEDARS Test Web Server • This is a test environment • The screen shots for this presentation are from the test environment • As you submit CEDARS 2.1 data you will see your reports populate with that new data. Until then, we have populated these test reports from your April CSRS submission May 2009

22. CEDARS Test Web Server May 2009

23. Comprehensive Education Data And Research System https://eds.tst.ospi.k12.wa.us/Cedars/Reports/MonthlyEnrollment.aspx Screen clipping taken: 5/19/2009, 11:49 AM CEDARS Report Example May 2009

24. CEDARS Report Example May 2009

25. CEDARS Report Example May 2009

26. CEDARS Reporting Services • SQL Reporting services has a standardized tool bar that allows you to: • See that your report is being generated • Export or download into various formats • Tab through the pages • Additionally, we’ve added headers, footers, etc. • Please send us your comments/suggestions and we will add to the wish list for inclusion May 2009

27. CEDARS Report Views • Most recent • Date Range (e.g., month) • As of (specific) date (e.g., October 1st, last day of February) These can include enrollment data for that date or range with the student attributes submitted at that time OR include enrollment data for that date or range with the latest attributes for those students May 2009

28. Technical Support for viewing reports If you have any trouble viewing these reports in Test, please contact Customer Support for assistance: (360) 725-6371 or 1 (800) 725-4311customersupport@k12.wa.us May 2009

29. Questions & Answers • This presentation and session recording will be posted to the K12 web site at http://www.k12.wa.us/DataAdmin/default.aspx • We will also post questions and answers: • That are asked/answered during the session • That we did not get to during the session • That we receive after the session May 2009

30. CEDARS Resources • Customer Support (360) 725-6371 or 1 (800) 725-4311customersupport@k12.wa.us • Data Manual and Appendices and Supporting Documents http://www.k12.wa.us/CEDARS/default.aspx • Feasibility Study report to the Legislature http://www.k12.wa.us/LegisGov/2009documents/DataFeasibilityReport.pdf May 2009