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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!!