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EMIS-R Data Collector Uncovered. Teresa Williams NWOCA/SSDT OAEP - 2013. Data Collector Components. Tabs Collection Requests Collection Status Submissions Progress Data Sources. Data Collector Components. Tabs. Collection Requests. Gives one access to the Manifest and its components

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emis r data collector uncovered

EMIS-R Data CollectorUncovered

Teresa Williams


OAEP - 2013

data collector components
Data Collector Components
  • Tabs
    • Collection Requests
    • Collection Status
    • Submissions
    • Progress
    • Data Sources
collection requests
Collection Requests
  • Gives one access to the Manifest and its components
  • What is a Manifest?
    • Think of it as the ‘rules’ for the reporting period data submission
      • What reporting period
      • What record types are needed
      • What fiscal year is being reported
      • Validations on data
collection requests1
Collection Requests
  • Manifest components
collection requests2
Collection Requests
  • Manifest Components; continued
    • Start/Stop Collection
      • Allows a district to begin process
      • Gathers up the data from your ‘Data Sources’
      • Excludes data that can not be processed
      • Allows a district to stop the process
collection requests3
Collection Requests
  • Manifest components; continued
    • Prepare
      • Think of this as running the ‘aggs’
      • Data validations are ran
        • Valid and invalid records are determined
    • Preview
      • Imperative the data be reviewed before every submission
      • A good prior run does not mean the current one is good
    • Submission
      • Sends data to ODE Report Collector for processing
collection requests4
Collection Requests
  • Manifest components; continued
    • Cancel
      • Cancels the submission in-progress
      • Does not cancel submission already at ODE
      • To cancel a submission already at ODE
        • Complete a new collect, prepare and submission
        • Replaces the one already at ODE
    • Review
      • Same as ‘Preview’ after submission
collection requests5
Collection Requests
  • Manifest components; continued
    • View Submission Results
      • Gives district access to details on submissions
      • Status of each
    • Schedule Collections
      • Allows district to schedule collections on a regular basis
collection begins
Collection Begins
  • Must have data present for a collection to complete
    • Flat File
      • Folders are created on data collector for district use
    • SIF accessible data
      • SIF is used to gather data needed for specific collection
data sources
Data Sources
  • Flat file upload
    • Move extracted flat files from source system to flat file folder
      • Select ‘Data Sources’ tab
data sources1
Data Sources
  • Other Data Sources
        • Click on ‘Other Data Sources’
data sources2
Data Sources
  • Flat File Upload; continued
      • Click on ‘Manage’ link
data sources3
Data Sources
  • Flat File Upload; continued
      • Delete old files
      • Upload new files
      • If duplicates are encountered the most recent file is used and other is ignored
start collection
Start Collection
  • Provides link to what data to use in collection
    • Flat file
      • If using folders for reporting periods be sure to select correct one
        • Data Collector will not process records with the wrong fiscal year or reporting period and does not issue an error
          • The records are just ignored
      • If using a single folder select it
start collection1
Start Collection
  • SIF zone may be defined if utilizing this functionality
    • This should not be deleted or changed
    • Doing so will cause any SIF collections to fail
    • Mark the SIF zone check box
start collection2
Start Collection
  • SIF Zone defined
collection status
Collection Status
  • Allows district to more closely watch the collection phase
    • Click on “>” to open detail
    • Functions for SIF or Flat file
    • Green ‘check’ represents success on that record type
    • Red ‘X’ represents process on that record type did not complete normally
collection status1
Collection Status
  • Example of Collection Status
prepare phase
Prepare Phase
  • Prepare
    • Completes a series of data checks
    • Generates Level 1 report
      • Errors should be reviewed
      • Link will be available from Collection Request
        • If link fails Collection was cancelled
      • Upload new data from source system as needed
      • Data can be submitted to ODE with Level 1 errors
preview phase
Preview Phase
  • Preview
    • Very important step
      • Should not submit data to ODE without completing this step
      • Be sure to select the option to include ‘missing data’
preview phase1
Preview Phase
  • Preview; continued
    • Verify counts are the same or higher for each record type before submission to ODE
      • If lower counts, substantiate
      • Not enough to just check total counts
      • Record may have just moved from the valid to invalid column
      • Suggest a spreadsheet to hold your counts or a screen shot of counts for each submission
      • If counts are lower ODE will notify ITC and district will be contacted
preview phase2
Preview Phase
  • Example of counts
    • Be sure you have valid data
preview phase3
Preview Phase
  • Preview; continued
    • Preview allows district to review raw data being submitted
      • Can be opened as CSV using Excel for manipulation
        • Sorting
        • Selections
        • Filters
      • Can also be opened with HTML
        • Provides color coding
        • May not always work well for very large districts
preview phase4
Preview Phase
  • Preview; Continued
    • Excluded record count
      • Should always be reviewed
      • These are records the Data Collector did not process
      • Not included in any specific record type count
      • Not on Level 1 report
      • Some are valid and can be ignore
        • For example GE records outside of date range
preview phase5
Preview Phase
  • Preview; Continued
    • Generic record
      • May contain records that do not yet have a specific record type in submission process to ODE
        • Example – FA, DL
        • Can be reviewed if desired
          • No action is needed if individual record counts are accurate
preview phase6
Preview Phase
  • Preview; continued
    • Check last column of spreadsheet
    • Pink/Peach rows in HTML format
      • Yes = Record is valid and will be included in submission
      • No = Record is not valid and will not be included in your submission
      • Dep = There is a dependency between this record and another record that is preventing this record for being included, the data on the record itself is valid
        • KRAL must be on a KG student
        • FS missing count week attendance, FN non-attending reason
  • Once satisfied with data, it can be submitted to ODE
    • Submission must be delivered at ODE by 4:59 to be processed that evening
      • Can be submitted afterwards, data is not processed that evening for Level 2 or otherwise
      • Recommend submission once per day
        • If multiple are needed, the last one replaces the prior
  • Once data is at ODE ready for processing
    • Email notification is sent back to district through the data collector
    • Status in data collector is set to ‘pending processing’
  • When data is processed
    • Depending on reporting period and whether a Level 2 report is generated
      • Status in data collector may be set to ‘Processing Completed’
      • Non-completed status does not mean ODE did not process your data
        • Simply means no Level 2 was generated and returned
        • ODE is looking to improve this
      • If you received notification ODE received your submission it will be processed
submission results
Submission Results
  • Shows when district data was submitted
  • Same as Preview except this is after submission is completed
level 2 reports
Level 2 Reports
  • Level 2 reports may be returned to Data Collector following submission process at ODE
    • Notification is sent as such
    • Won’t always get a Level 2
    • May get a Level 2 if no submission
      • Another district submitted that created a conflict
    • Link will show on Collection Request
      • If Link fails, first go to View Submission Results
level 2 reports1
Level 2 Reports
  • Don’t be fooled with Level 2 errors
  • Be sure the data you are looking at in the data collector matches up with the Level 2 report
  • Check the report header
level 2 reports3
Level 2 Reports
  • Be sure Submission Num and Attempt match what shows on the Manifest
    • Only way to know the Level 2 is from the current collection
    • A new collection may change the output and cause misguided work
  • Can use Export to file for CSV format
  • Use this option to cancel a collection and/or a prepare
    • Does not cancel a submission already at ODE
    • To cancel a collection already at ODE a district must submit a new collection
    • After selecting cancel, Manifest resets to last completed submission info
scheduling collections
Scheduling Collections
  • Function to allow a district to regular schedule a collection and prepare
    • May be a useful feature for a large district
    • Uses the data already in the data collector flat file or available by SIF at the time it runs
scheduling collections1
Scheduling Collections
  • Select option from Manifest
scheduling collections2
Scheduling Collections
  • Select desired options
  • Click ‘Schedule’
data archives
Data Archives
  • Allows district the option of retrieving the data included in the 2 most recent submissions to ODE
    • Must be unzipped
    • May need assistance from a tech coordinator
data archives1
Data Archives
  • Link to archives is under ‘Submissions’ tab
data archives2
Data Archives
  • Click on drop down to select reporting period data
  • Click on drop down to select ‘Archive Type’
    • Submissions
    • Preview files
  • Click on ‘List Archives’
data archives3
Data Archives
  • Listing of available files for reporting period will open
  • Right click on file and ‘save as’
in conclusion
In Conclusion
  • EMIS-R allows a district to submit data every day if desired
  • EMIS-R is an improvement over the legacy ‘aggs’
    • Data is cleaner before submission
  • Some said EMIS-R would never work
    • Experienced growing pains but all software does
  • EMIS-R rocks!!