1 / 36

New Mexico Student Identification System (NMSIS) User Training NMPED Data Conference

New Mexico Student Identification System (NMSIS) User Training NMPED Data Conference. NMSIS Overview. NM PED implemented NMSIS in August 2004 to provide a unique and consistent ID to each student enrolled in the NM public school system. State IDs replaced the use of Social Security numbers

naava
Download Presentation

New Mexico Student Identification System (NMSIS) User Training NMPED Data Conference

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. New Mexico Student Identification System (NMSIS) User Training NMPED Data Conference

  2. NMSIS Overview NM PED implemented NMSIS in August 2004 to provide a unique and consistent ID to each student enrolled in the NM public school system • State IDs replaced the use of Social Security numbers • State IDs follow a student between school districts and remain valid if a student moves out of state and then returns to a NM public school • State IDs facilitate accurate longitudinal tracking of specific individuals across a variety of systems NMSIS has been successful in accomplishing these objectives and will continue to do so in the future

  3. Key Benefits NMSIS provides an enhanced student ID matching process which is more effective at preventing the creation of duplicate student IDs NMSIS provides enhanced functionality such as more robust search processes, batch upload history, etc…

  4. NMSIS – Website and User IDs

  5. NMSIS – Key Terms • Batch File – A flat file that will contain a group of student records in a pre-defined format. • Error – Incorrect / Incomplete / Missing information in the input student data identified by the NMSIS validation process. Errors on the input records need to be fixed before creating an ID for a student. • Match Probability - A fractional value (less than 1) that represents the matching level of a pair of student records. NMSIS will give this value as the outcome of matching a pair of student records using probabilistic methods • Duplicate – Match probability that falls in a given range. This range is higher than the “Near Match” range. For example, all matching records reports with a match probability value between 0.9 and 0.999 may be considered a duplicate. • Near Match – Match probability that falls in a given range. This range is lower than the “Duplicate” range. For example, all matching outcomes reported with a Match Probability value between 0.4 and 0.9 may be considered a near match.

  6. NMSIS – Functions Overview From the main page, users can navigate to each of the 5 key functions: • Batch ID Creation (“Upload Batch File”): Allows users to upload the information for multiple students in a Student Batch File and assign IDs • Individual Student ID Creation (“Enter Individual Student”): Allows users to input the information for one student online and assign an ID • Student Search: Allows users to search for and edit individual student records • Batch Search: Allows users to search for a student with a batch file • Extract & Download Batch: Allows users to extract and download different types of batch output files Key Function Links 1 2 3 4 5 The main page also displays all submissions

  7. NMSIS – (1) Batch ID Creation What? • Batch ID Creation allows users to upload the information for multiple students in a Student Batch File and assign IDs When? • Batch ID Creation is useful for assigning or updating State IDs when the number of student records to be processed is large How? Create and Upload Student Batch File ID Assignment Near Match or Duplicate? Assign ID Download Batch Data Validation Errors? No No Yes Yes Fix Errors Resolve Near Matches / Duplicates For further information, please refer to pages 3 - 62 in the NMSIS User Manual

  8. NMSIS – (1) Batch ID Creation (cont’d) Create and Upload Student Batch File • The batch file will come from the local Student Information System or can be created using tools such as Excel or WordPad • All batch files should adhere to the predefined file format as detailed in the File Layout document • Three types of records are required for each file: • Header record • Detail records (one record per student) • Trailer record • Files that do not meet all of the requirements will encounter errors during file upload For further information, please refer to the File Layout document

  9. NMSIS – (1) Batch ID Creation (cont’d) Create and Upload Student Batch File (cont’d) • Once the batch file is ready for upload, the user should click ‘Browse’ to locate the file in the local computer system’s directory structure • Once the file is selected, the user should click ‘Upload’ to begin the upload process For further information, please refer to page 8 in the User Manual

  10. NMSIS – (1) Batch ID Creation (cont’d) Validate Data and Fix Errors • If the file is uploaded successfully, the system will automatically begin data validation. • If the batch file contains one or more records that fail validation, the user needs to fix the records before submitting the batch for ID assignment • The next page will display all records in a batch that failed validation. Each record has hyperlinks and an Edit button that enables users to choose the corresponding record to review and fix. For further information, please refer to page 11 -13 in the User Manual

  11. NMSIS – (1) Batch ID Creation (cont’d) Validate Data and Fix Errors (cont’d) • To fix an error record, a user must select ‘Edit’ for each error record and then make the required changes to the record • The user can also choose to cancel the record. Canceling a record effectively removes it from the batch; cancel a record only when the correct information for the student is not available or when processing cannot be delayed for one record For further information, please refer to page 14 – 15 in the User Manual

  12. NMSIS – (1) Batch ID Creation (cont’d) Assign IDs • Once all errors are resolved, the batch records will be submitted for State ID assignment • NMSIS takes one of the following actions for each record in the input file: • If there is no matching record in the NMSIS database, a State ID is assigned to the student and the student record is added • If the record encounters a Near Match or Duplicate, the input record is marked as “Waiting to Resolve Near Matches / Duplicates” and a State ID is not assigned. In this case, the user should proceed by resolving the Near Match / Duplicates For further information, please refer to page 16 - 17 in the User Manual

  13. NMSIS – (1) Batch ID Creation (cont’d) Resolve Near Matches / Duplicates • In the case of a Near Match or Duplicate, the user should select ‘Review and Select’ for each record suspected to be a Near Match / Duplicate • The user can then compare the input batch file record with the reported Near Match or Duplicate record • Consider the match probability and the type of match (near match or duplicate) reported by the ID assignment process • Analyze the records offline if necessary by collecting and comparing more information • If the matching student is in a different school district / school, consider contacting the corresponding agency Record to be resolved: Near Match or Duplicate: For further information, please refer to page 19 – 22 in the User Manual

  14. NMSIS – (1) Batch ID Creation (cont’d) Resolve Near Matches / Duplicates (cont’d) • The links in the Last Name and First Name columns will bring a user to the Compare Student Information page which provided additional information for the suspected Near Match / Duplicate Record to be resolved: Near Match or Duplicate: For further information, please refer to page 20 in the User Manual

  15. NMSIS – (1) Batch ID Creation (cont’d) Resolve Near Matches / Duplicates (cont’d) • The user should then determine if the input batch file record matches any of the “Near Match” or “Duplicate” records and decide upon the course of action: • If the user determines that one of the students listed is the same as the input student whose record is being resolved, the user needs to “assign” the State ID of that matching student to the input student • The existing State ID of the matching student is updated by the input student record, and the matching student’s record information is stored in the audit trail • A new State ID is not created, since both the records were identified as belonging to the same student For further information, please refer to page 21 in the User Manual

  16. NMSIS – (1) Batch ID Creation (cont’d) Resolve Near Matches / Duplicates (cont’d) • If the user determines that none of the records match the input batch file record, the user can assign a new State ID for the input student • If the user determines that the input record should not be considered for State ID creation, the user can cancel this record • Reasons to cancel could be that the user cannot resolve the case at this time, but also does not want to delay the rest of the batch from ID assignment • Any canceled student record can be processed through another batch or entered online later • If you need assistance resolving a near match or discover a duplicate ID that needs to be retired, please contact ???? Jared ????? For further information, please refer to page 22 in the User Manual

  17. NMSIS – (1) Batch ID Creation (cont’d) Assign IDs and Download Batch • Once all issues are resolved, the user will be able to extract and download the output batch file that will contain the State IDs assigned to the individual students in that file Downloaded File with State IDs For further information, please refer to page 22 - 23 in the User Manual

  18. NMSIS – (2) Individual Student ID Creation What? • Individual Student ID Creation allows users to input the information for one student online and assign an ID When? • Individual Student ID Creation is useful for assigning State IDs when the number of student records to be processed is very small. Some examples are: • A student moves into the State for the first time during the middle of the year • A student record in a batch was previously canceled at the data validation stage by the user How? Enter individual student data online ID Assignment Near Match or Duplicate? Assign ID Download Record Data Validation Errors? No No Yes Yes Fix Errors Resolve Near Matches / Duplicates For further information, please refer to pages 27 in the User Manual

  19. NMSIS – (2) Individual Student ID Creation Enter Individual Student Data Online • All required fields must be filled in completely for each student • Only one student can be entered at a time • If successful, State IDs will be created instantly For further information, please refer to page 25 in the User Manual

  20. NMSIS – (2) Individual Student ID Creation Validate Data and Fix Errors, Resolve Near Matches and Duplicates and Assign IDs and Download Record Near Match or Duplicate? • NMSIS then implements the same set of procedures, business rules and processing for a record entered online as with a batch record • The record is accepted for State ID assignment only if the record passes through all of the validation stages • The user can extract and download the output record For further information, please refer to page 26 in the User Manual

  21. NMSIS – (3) Student Search What? • Student Search allows users to search for and edit individual student records When? • Student Search can be useful when: • Looking up a State ID for a student in your school • Determining if a new student has an existing State ID from a previous school / district • Updating information for a student with an existing State ID How? Edit Student Information Update ID Enter student information for search (e.g. State ID, first name, etc…) Search View Search Results Need to update student information? Yes No Finish For further information, please refer to pages 27 - 33 in the User Manual

  22. NMSIS – (3) Student Search Enter Student Information for Search • Users can search for individuals students using a simple search or advanced search: • To search based on student details, full first and last name are required • Wild card characters like ‘%’ , ‘_’ and ‘?’ are not supported Simple Search Advanced Search For further information, please refer to pages 28 - 30 in the User Manual

  23. NMSIS – (3) Student Search View Search Results • When a search is based on student details, and if one or more matches are found, the application displays the matching records along with the match probability • The list is displayed such that the closest match is displayed as the first record and the least probable match is displayed as the last record • To view more detailed information about a matching student, a user should click on the student’s name to view the Student Information Screen For further information, please refer to pages 31 - 32 in the User Manual

  24. NMSIS – (3) Student Search Edit Student Information and Update ID • In the Student Search function, a user can choose to edit information for a Student ID returned in the search results • Student information can then be edited and updated online if: • The student is in the user’s district and/or school. • For District Users and above, the student has to be in the user’s current district. • For Multi School Users and below, the student has to be in the user’s school. For further information, please refer to page 33 in the User Manual

  25. NMSIS – (4) Batch Search What? • Batch Search allows users to search for students using a Student Batch File. When? • Batch Search is useful when searching for a large number of student records at the same time. How? Errors? No Create and Upload Student Batch File View Search Results and Download Batch Validate Search Search for all records without errors Yes Record with errors are auto-canceled For further information, please refer to pages 34 - 39 in the User Manual

  26. NMSIS – (4) Batch Search (cont’d) Create and Upload Student Batch File • The files to be used for batch searching are in the same format as the normal Student Batch File used for ID assignment • Once the file is ready for upload, the user should click ‘Browse’ to locate the file on the local computer system’s directory structure • Once the file is selected, the user should click ‘Upload’ to begin the upload process For further information, please refer to pages 35 - 40 in the User Manual

  27. NMSIS – (4) Batch Search (cont’d) Validate Search and Search • If the file is uploaded successfully, the user will see the following screen. From this screen, the user should take the next action to ‘Validate Search’ • If any data errors are found during validation, the records containing the data errors are auto-canceled and NOT included in the search process • Once the search validation is complete, the user can click ‘Search’ to continue the batch search process For further information, please refer to pages 35 - 40 in the User Manual

  28. NMSIS – (4) Batch Search (cont’d) View Search Results and Download Batch • Results of the search can be reviewed by reviewing the batch information: • User can then download the search results in the ‘IDs Found’ file • State ID column will be blank for records where no matching student was found • State ID column will contain the State ID of the matching student for records where a single matching student was found For further information, please refer to page 38 - 39 in the User Manual

  29. NMSIS – (5) Extract & Download Batch What? • Extract & Download Batch allows users to extract and download different types of output files When? • Extract & Download Batch is useful for downloading offline records of your ID Creation activities such as: • A list of IDs created in a specific batch • A list of batch errors to fix • A list of cancelled records • A list of near matches / duplicates How? Extract Records for batch(es) Enter batch output file information for search (e.g. processing Stage, dates, etc…) Search View Search Results Add batch(es) to Download Cart Download Cart For further information, please refer to pages 41 - 44 in the User Manual

  30. NMSIS – (5) Extract & Download Batch Enter Batch Output File Information for Search • A user is able to search for batch output files to downloaded by entering/choosing different selections • Submission Type: All, File, Online or Edit • From / To Dates: Restricts the display of batches to a specific date range For further information, please refer to page 42 - 46 in the User Manual

  31. NMSIS – (5) Extract & Download Batch Enter Batch Output File Information for Search (cont’d) • Extract Type - Restricts the display of batch output files to a specific type • Errors to Fix • Contains only those records in a batch that have at least one error that needs to be fixed • Format is the same as the input file with three additional fields: 1Record Status, 2Record Reference Number and 3Error List • This file will not be accessible once all the errors are addressed • Fixed Records • Contains only those records in a batch that had data errors that were corrected during Fix Errors AND that completed ID Assignment (not canceled) For further information, please refer to page 43 in the User Manual

  32. NMSIS – (5) Extract & Download Batch Enter Batch Output File Information for Search (cont’d) • Near Matches / Duplicates to Resolve • Contains only those records in a batch that have at least one Near Match or Duplicate within the Student Identification System • The file also contains a list of matching State IDs • Format is the same as the input file with three additional fields: 1Record Status, 2Record Reference Number and 3Error List • This file will not be accessible once all “Waiting to Resolve Near Matches / Duplicates” records are addressed • IDs Assigned • Contains only those records in a batch for which a State ID was assigned • Format is the same as the input file For further information, please refer to page 44 in the User Manual

  33. NMSIS – (5) Extract & Download Batch Enter Batch Output File Information for Search (cont’d) • Cancelled Records • Contains all records in a batch that have been canceled during the ID Assignment process • Format is the same as the input file with three additional fields: 1Record Status, 2Record Reference Number and 3Error List • Rejected • Returns batch files which returned fatal file errors during the initial upload process (e.g. no header record) and were never successfully uploaded • The downloaded file will be the same exact file as the one the user attempted to upload for ID Assignment For further information, please refer to page 45 in the User Manual

  34. NMSIS – (5) Extract & Download Batch View Search Results, Extract Records or Add to Download Cart • Once the search results are returned, a user can either add one or more batches to the ‘Download Cart’ or ‘Extract Records’ for an individual batch • If a user chooses to add one or more batches to the ‘Download Cart’, they can eventually extract records for the selected batch(es) by viewing the download cart For further information, please refer to pages 46 in the User Manual

  35. NMSIS - Helpdesk Please contact Jared Vigil with NMSIS questions or issues at 505-827-7935 or jared.vigil@state.nm.us

  36. Questions

More Related