NCWISE to TIMS Data Transfer

1. NCWISE to TIMS Data Transfer • This PowerPoint was originally prepared by Bonnie Cash at Catawba County. • Due to some changes in the NCWISE process several updates needed to be made. Susan Weaver of New Hanover County has helped furnish this additional information. Many thanks to both for their efforts! Mickey Michael ITRE @ NC State University

2. Recent NCWISE Download Updates • We have found that ‘cross-enrolled’ students are being included in the downloads of some schools. See Slide # 10 for the correct entry. • Occasionally some students that already have their next year’s school assignment are being included in the download. The instructions for this problem were correct in this presentation, but some other notes and presentations that are floating around are not correct. Please refer to slide #13 for the correct information. • Other changes were purely to highlight some of the information and clarify questions that have come up along the way. • Please let me know if you have any additional suggestions or questions. Mickey_Michael@ncsu.edu

3. The following slides show the steps I take to do a student build using NCWISE. If I ever learn of another (shorter) way to do them I will pass that along… They are in the process of working on a way to be able to just do one build that will include all of your schools, but I’m not sure how long it will be before that is working. It takes me about a half of a day to do all the builds for my county. 25 schools total, and over 16,000 students, but if you take into account, gathering disks, sending back the ones without the correct builds on them, etc…I feel it is much better to just do it myself. Keep in mind that all counties may not allow access to NCWISE the way mine has, but it does have advantages,,,,,my county has given me permission to correct address spellings – although if there are very many to be made, I will send them to the Data Managers to do. cont….

4. With NCWISE, I also have access to new students that enroll, if I need to add them to a bus stop, I can go to NCWISE and get all their student demographics, ID numbers, etc… and go ahead and key them into TIMS without having to wait for the next time I do a student build to add them to a bus stop.

5. Note! You will want to press F7 = clear and F8 = fills or gives all data (refreshes) before starting this process This is the screen you see when you first log onto NCWISE 1-Press F7 to ‘CLEAR’ 2-Press F8 to refresh school list 3-Click on the Select School icon and you will be taken to the next screen where you can select the desired school

6. 2- Highlight the school on the right you want to do the build for, and Check the “Lock School?” box then click OK This is so you will extract info for just this school

7. 3-Click on the Reports icon (the 10th icon)

8. 4-Click on the “+” beside Demographic 4-Click on the + beside Demographic

9. 5- Then click on Birthday List, and click the printer icon at the bottom, you will then click on “Specify Extract Criteria

10. 6- Check to make sure the include Cross enrolled students box is not checked and the right school is showing, then click “Run Extract”

11. 7- Then you will click “Go Back”, then click the exit icon. You will be returned to the “Run Report Birthday List”. Cancel/exit until you return to the “Start Program Instance LEAxxx” page.

12. 8- Click on ‘Administration’ – to ‘External Data Exchange’ to ‘Out: Transportation Transfer’

13. 7- Check ‘ Use Demographic Extract’ 9- Check ‘Use Demographic Extract’ And make sure ‘Include Future Enrolled Students is NOT checked *this is hopefully where we can use the ‘changed students only’ And ‘date range’ place to work next time I do a build.

14. 10- Name your file C:\BUILDS\SCHOOLNAME.TXT 11-Then click ‘Create’

15. You will see the ‘Please Wait Writing File’ message

16. When the message says ‘ Finished…Writing File.’ Close that box and you will be ready to do your next school.

17. Even though it takes a half a day to do all my builds, I can continue to work on other things while the builds run in the background. That’s all I have,,,have a good day ! Bonnie Cash Catawba County Schools TIMS Data Manager