Sasi/MSIS New User Training August 6, 2008

1. Sasi/MSISNew User TrainingAugust 6, 2008

2. MSIS MSIS Information Pagewww.mde.k12.ms.us/msis

3. What is it? MSIS is a web based interface through which data is submitted to MDE on a daily and/or monthly basis and offers a centrally located data warehouse for the state of Mississippi. The collection of data centrally allows all divisions at the state department to access information from all districts to better determine program needs, provide appropriate funding, determine accreditation levels, review assessment data, determine training needs, and provide a wealth of information in one database.

4. Who uses it? Data submitted through MSIS is used by all divisions at the State Department for a wide range of purposes. Accreditation SPED Licensure Innovative Support Other MSIS Vocational Legislature Safe and Orderly Schools Assessment Finance

5. Why was it created? • To eliminate submission of data by individual programs • To provide a means for all divisions at the district level to submit data through one interface • To interpret trends in education through data sent to MDE • To provide statistics for state and federal agencies for funding purposes

6. Who has access? • Designated MSIS Users at the school level • Attendance Officers • Division Directors and Administrators at the District Level • Designated MSIS Users at IHL • MIS staff at the State Department of Education • Others departments at MDE, including SPED, Gifted, Vocational, Safe and Orderly Schools, Innovative Support, Assessment, etc. • Designated MSIS Users in the State Auditor’s Office

7. What are its advantages? • Data is collected and housed in one database • Duplication of requests for data at the district and state level is greatly reduced • The keying in of student data is standardized statewide • Data is accurate and accountable for reporting purposes • Hard copies of reports are no longer required by MDE

8. What are its disadvantages? NONE

9. What are plans for the future? • Develop individualized reports based on users’ needs • Develop edit checks and reports to identify errors in data BEFORE districts sign off each month • Develop new screens in all areas based on users’ needs • Update the statewide network on an ongoing basis • Implement, manage and sustain a statewide student information system that is on the cutting edge of technology!

10. Security • Procedures are in place to request MSIS accounts with access to data at the district and local level determined by the users’ needs and created by MDE. • User accounts are deactivated if not accessed in 90 days. • Accounts are audited quarterly to keep user accounts current.

11. Student Administration Packages Only certain approved vendors (determined by MDE) send data to the state department each month. SchoolsAdministrative StudentInformation NCS/SASI Maximus SAM For a listing of School Districts by Vendor, go to the MSIS Information Page and click on Vendor Information. MDE Rediker JPams STI Innovak Oscar Executive Consultant

12. Monthly Procedures at the School Level Prior to sending data on the last day of each reporting period, data is entered at the school level through student packages in the following areas: Enrollment/Withdrawal Attendance Student Demographics Scheduling Discipline Special Programs – SPED, Gifted, Vocational, ELL, Migrant, Homeless, Title I

13. Files Submitted to MSIS ISL - Initial Student Loadused for Kindergarten students to request new MSIS numbers; used at the beginning of each school year MDT - Monthly Days Taughtcreated each month and sent to MSIS to tell MSIS how many days are in each reporting period; very small file; processes quickly MSD – Monthly Student Datacreated each month and sent to MSIS; contains all student data; very large file; processing times much slowerDSD – Daily Student Datacreated on a daily basis when a discipline incident is considered a crime or a SPED classification changes

14. Sending Data Correct Errors MDT MSD Create NEW MSD Submit to MSIS View Error Results Submit to MSIS Submit to MSIS View Error Results Submit to MSIS SUCCESS! Repeat until SUCCESSFUL! Deadline is the 10th of the following month. Correct Errors Create NEW MSD

15. Monthly Processing Send XML file created by the SAP to MSIS XML files are held in a queue to await processing Files are processed and error results created. Processing times are dependant upon how many files are being sent to MSIS at a particular time. Files are moved in a “batch” every 20 minutes.

16. Error Reports As files are processed, MSIS creates error reports to identify errors in the current month’s data. • MSD files’ processing times are monitored at the district level. • Error logs are printed as they become available and schools are notified of results. • Corrections are made at the school level in the SAP. • New files are created and submitted to MSIS. • Repeat the process until schools are SUCCESSFUL!

17. District is Successful! As individual schools are successful, data is placed in a “holding area” until all schools have successfully completed sending data. A process must be completed at the district level to sign off the data before MDE can actually see the current month’s data. When a district is considered “COMPLETED” for the current month, no data can be changed at the local level and be included for that month in MSIS! It is critical that data is verified for accuracy BEFORE the district is signed off for the current month!!!!

18. Data Elements Entered at the School Level in the SAP Student Demographic Data (includes all required enrollment data required by District) Student Schedules Attendance Discipline Special Populations Indicators (SPED, Gifted, Vocational, ELL, Migrant, Homeless Basic Teacher Info (LN, FN, SSN)

19. Data Elements Entered Directly in MSIS Screens Teacher Schedules SPED Student Update (required to calculate Teacher Units and for December 1 Child Count) District and School Demographics Salary Schedule Yearly School Calendar, Instructional Minutes, etc. Unexcused Absences Updated Promote Indicator, Semester and Final Grades (after data is submitted)

20. Data Elements Provided by MDE Licensure Data (ongoing) Test Results - Grade Level, Subject Area, Workplace, Occupational and FLE (as available) Course Codes and Other Codes used by MDE (annually) Vocational (as needed and annually) Free-Reduced Indicators set to a default (annually) Employee schedules rolled (annually) District and school demographics rolled (annually) SPED Student Data rolled (annually)

21. Reports Available in MSIS Student Transcript Unexcused Absences Gifted Dropout Counts Discipline Promotion and Non-Promotion General/Schedule Employee Listing Report Summer School Employee Detail and Student Info Attendance And many others!

22. Hands-On MSIS

23. Finding MSIS Go to www.mde.k12.ms.us “Connect to bugs.rcsd.k12.ms.us” box will pop up, use email username and password to continue Scroll down until you see “ Application Links” box on right hand side Click on MSIS On next screen click on “Access MSIS” Next screen will state “Warning”, Choose “yes” Continue to website

24. Logging In To MSIS Type Username – assigned by MDE and 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 the 1st time. BE SURE to remember your password – if you forget, you will have to contact MDE to reset your account. Type Database - msis

25. 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! The more you use MSIS, the “friendlier” it will be!

26. Just a Reminder When searching, viewing data, printing reports, etc., close each screen when 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.

27. 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

28. Commonly Used Screens • Modules • Student • Personnel • District/School • Special Education • Vocational • Personnel Snap Shot • Reports • Student Data • Personnel Data • Monthly Attendance • Special Education Data • Vocational Data • Free Lunch Eligibility • District

29. Commonly Used Screens, cont. • Security • Change User Password • Maintenance • Course Codes • MDE Codes At the school level, Interfaces is THE ONLY WAY to send data to MSIS and view/download student results.

30. 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.

31. 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.

32. 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.

33. 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

34. Reports Available reports in MSIS are pre-defined by the MIS Department 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

35. 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 to Print or go to File, Save As to save the selected report.

36. 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 account, contact Data Management

37. Office of Data Management & Information Nancy Clark nancy.clark@rcsd.ms Crystal Creel ccreel@rcsd.ms Diana Knop Cell – 601.955.7281 dknop@rcds.ms Phone – 601.824.9994 Angelia Perry angelia.perry@rcsd.ms Leigh Townsend leigh.townsend@rcsd.ms Michelle Williams Cell – 601.214.2588 mwwilliams@rcsd.ms Fax – 601.825.9612