Arkansas StudentGPS Dashboards System Administrator

1. Arkansas StudentGPS Dashboards System Administrator Arkansas Department of Education

2. Agenda

3. What are the Arkansas StudentGPS Dashboards?

4. The Ed-Fi Solution • Developed by the Michael & Susan Dell Foundation • Open source, aligned to CEDS • Utilizes ADE’s existing systems • Provides relevant, timely information enabling educators to impact student learning through data-driven decision-making • Currently utilized in Texas, Delaware, South Carolina, and Tennessee.

8. Why Should Our District Use the Dashboards? Arkansas StudentGPS Dashboards

9. Where Does the Information Come From? CCMS AELS

10. Dashboard Demonstration Video http://ardoe.adobeconnect.com/p6b9a5a5bbh/

11. Roles & Responsibilities

12. District System Administrator • Assign users to correct Active Directory/Ed-Fi roles • Point of Contact for District Support • Escalate Support Issues to ADE • Managing District/Building ‘Goals’ • Sending District Announcements • Uploading Student Photos

13. Comparing System Administrator and Data Steward Roles Dashboard support is a shared responsibility, with Ed-Fi Administrators and Data Stewards playing key roles at the district level

14. Dashboard User Access & Security

15. Arkansas StudentGPS Dashboards Security • Access to the dashboards is controlled through a claims-based authentication process that is FERPA-compliant • Authenticating a user is based on a set of claims about the user’s identity contained in a trusted token • A basic set of roles or ‘claims’ relates to varying levels of access • Access will differ based on where a user is assigned (campus vs. district) and any specific student assignments (class sections, rosters)

16. Establishing User Access: Roles • ADE has defined five roles in Active Directory to ensure appropriate access to the dashboards by district- and school-level users: • District Administrator • School Administrator • Teacher* • Counselor/Leader* • Staff* • Each district also has an identified System Administrator role • System Administrators will need to assign all dashboard users to the correct Active Directory (AD) group based on the user’s role in the district or school and required/appropriate level of access • Access to the dashboards will be determined based on: • The user’s active assigned Active Directory group/Ed-Fi role AND • Education organization - district and/or school(s)- and student assignments within eSchool Plus * These roles may be assigned either at the district or school level.

17. Roles to be Assigned in AD

18. Ed-Fi Roles to be Assigned in AD: Shared Roles

19. Roles to be Assigned in AD: Shared Roles

20. User Access Verification • Users will login to the dashboards using their eSchoolPlus Teacher Access Center (TAC) username and password. • User access must be verified before training to ensure success • In addition to encouraging users to check logins before training, SystemAdministrators can impersonate users to test logins • District team can also send an e-mail asking users to test their own login in advance of training • Experience suggests that dashboard training will be more effective if users have access to their own students’ data during training

21. Impersonating Users to Test User Access 5 Type the user name or staff ID in the search bar. Click the arrow button Click the ‘Staff’ button Search for the person on the list.* Click ‘Login As’ button to impersonate their dashboard access Once logged in as another person, you must log out and log back in to impersonate another user *If person is not listed in search results, they are not in the dashboard database. See User Access Document for handling these cases.

22. Troubleshooting User Access

23. District System Administrator • Form located on the ADE Data Center under ‘Security Resources’. • Instructions for adding users to Active Directory Groups is also available. https://adedata.arkansas.gov/security/

24. Dashboard Support

25. Dashboard Support Overview Tiered Support Issues • Support Plan • Tiered support system • Level 1: District System Administrators, Data Stewards • Level 2: ADE State support team • Level 3: Double Line Partners (DLP) • Support linked through the dashboards • E-mail to District Administrator from dashboard support button; determines follow-up within district and if escalation to ADE is required • ADE support will be managed through Sharepoint ticketing system • ADE will escalate system errors to DLP • Training content and support information available online • Campus trainers have ability to help with potential user errors • Level 3 (DLP): • System errors • New features and metrics • Level 2 (ADE): Missing or incorrect data • Build support (data not refreshed) • Level 1 (District): User access troubleshooting • User questions and requests • Verification of source data

26. Level 1 Dashboard Support • User submits ticket through support button (on each dashboard page) • Ticket sent to district support email account • Ed-Fi System Administrator (or designee with access to mailbox)routes ticket to appropriate staff for follow-up • Ed-Fi System Administrator escalates unresolved issues to ADE (Level 2 support) Smackover Teacher edfiuser@smackover.net

27. Identifying and Resolving Data Anomalies

28. Identifying Data Anomalies • Data anomalies may include any of the following: • Metrics with missing data • Data that do not look right based on user expectations • Source data issues • Incomplete transcript issues • Course or section issues • Dashboard feature/issues • Users should be encouraged throughout training and pilot to provide as much detail as possible when identifying data anomalies • Metric name, specific issue or question • Steps already taken to resolve issue or question See separate Dashboard Data FAQ for Known Data and System Issues

29. Dashboard Support: Typical Workflow Identify Issues Level 1: District Level 2: State Level 3: DLP Users submit tickets through support feature District researches question in eSchool Plus State support team checks build status and source tables in SIS DLP investigates error and makes mapping update District teams QA the data on the dashboards If data is correct in eSchoolPlus, but wrong on dashboards – escalate to Level 2 Everything is up to date but dashboard data is wrong; escalate to Level 3 DLP may ask ADE for updated data with changes based on research If data is wrong in eSchoolPlus, correct data and resolve the issue Data requires updating in SIS; load new data for next build QA Changes Email user that the issue is resolved Email district that issue is resolved Email ADE that issue is resolved

30. Examples of Data Issues in the Dashboards These are examples of data issues that may be seen in the dashboards. Data should match what is in eSchoolPlus as of the night before.

31. Example 1: Missing/Unexpected Student Data • Student Data: The dashboards are missing data for a student or results are not as expected • Level 1: Data steward researches issue • Are other students having the same issue? This can checked by clicking next student in list • Where applicable (e.g., student contact info, grades, etc.), check to see if data is in eSchoolPlus and is accurate for a sample of students • Level 2: Seek help from ADE in resolving issue • If many students having same issue and data is available/accurate in source, escalate ticket with all information above • If source cannot be verified and/or is seen for many students, escalate to ADE: • Confirm what data should be visible in the dashboards • Check assessment results for a particular student • Level 3: If data present/correct in state source, escalate to DLP for investigation

32. Example 2: Data Not Refreshed • Issue: The refresh date of the data is not current, or user has reported that information is not updated as expected. • Level 1: • Report issue: If the date of refresh is more than 2 days ago, this is an indication that the build is failing. District Ed-Fi System Administrator should escalate to Level 2. • Level 2: • Check build status: Level 2 state support team can check status of the build on Team City through DLP. • Level 3: • Fix broken builds: DLP will investigate and fix build support issues until transitioned to ADE.

33. Example 3: Functionality Not Working • Dashboard Functionality: A user reports that he/she cannot search, create a Watch List, access More Menus, export data, etc. • Level 1: Some following functionality may be related to a user’s level of access and is actually working as designed. • Search – search capabilities vary by role and level of access – possible search options include schools, students and teachers and may not be applicable to user’s role • If a student cannot be found in assigned school, a user may be using an invalid state ID to search for a student • Create a Watch List – if a user other than the teacher has access to view a teacher’s classroom (e.g., a principal or counselor), the user cannot create a Watch List for that classroom. The option will not appear. • Level 2/3: Escalate other errors to DLP • Drill downs– if details will not load, escalate to DLP • Export – if information is not complete in an export, escalate to DLP • Metric setting or other system administrator features – if not working after next build, escalate to DLP

34. Dashboard Administration

35. Disabling the Dashboards for Your District • The dashboards can be disabled by the Ed-Fi System Administrator in each district • This may be necessary in the following situations: • FERPA violation or security concern • System has fatal error that requires shut down to fix • Disable system through the system administrator account on the district administration page

36. Sending System-Wide Messages to Users • This tool gives the System Administrator (or data stewards via the System Administrator) the ability to post messages to users to appear as a ribbon on top of screen • Enter message in text box and Save • Message will appear in approximately 10 minutes at top of all users’ view

37. Metric Settings: HS Student Grades Metrics • Failing grades and grades below C metrics are calculated in the dashboards based on a metric setting that needs to align with each district’s grading scale • The metric settings in the dashboard define the lower range of C and passing grades to calculate the metrics • The System Administrator must ensure that the system defaults (70 for “C” and “60” for passing) match the district’s grading policy in order for these metrics to be accurate • If the defaults do not match district policy, the Ed-Fi System Administrator must update them in the dashboards

38. Metric Settings: Grades Below C • The system administrator may change the threshold that constitutes a grade “Below C” to power Grades Below C metrics per district • The default is 70; this will need to be changed if different from your district policy • Administrator may enter a new metric threshold, save, and then test on student grades pages

39. Metric Settings: Failing Grades • The system administrator may change the threshold that constitutes the lower bound of a passing grade to power the Failing Grades metric • The default value is 60; this may not be district policy • Administrator may enter a new metric threshold, save, and then test on student grades pages

40. Student Photos

41. Photo Management • The Photo Management page will prompt the user to select a school in the district and select a file to upload.

42. Uploading Student Photos After the student photos have been imported, the status of the student photos and any errors will be displayed.

43. System Administrator Checklist • Ensure the district MOU has been signed and returned to ADE • Return the Ed-Fi Active Directory form • Ensure users are assigned to correct Active Directory roles • Verify user access • Set-up support email address for the dashboards (support@schooldistrict.k12.ar.us)