SIF Data Collection 101

1. SIF Data Collection 101 Melissa Marino Data Collection Supervisor October 2014

2. Agenda • Status of SIF initiative • How to approach reporting via SIF • SIF Error Reports overview • Common issues • SIMS Data Transmission with SIF • SCS application with SIF • What’s new for October 2014 • Contact Information and Questions

3. Status of SIF initiative • SIF = Schools Interoperability Framework • SIMS and SCS currently configured for SIF • 3rd SIMS collection with SIF • 2nd SCS collection with SIF • 197 districts live in SIF as of September 17th

4. SIF: A Different Approach • SIF changes the way we think about report date • Legacy flat file approach: the report date is when you start working – you cut the file and then clean errors • SIF approach: the goal is to view and clear your errors prior to report date, so you are ready to submit on report date

5. SIF Error Reports To view your error reports, click on the SIF Error Reports link on the Security Portal home page In order to see the SIF Error Reports link, make sure you have the below security roles For SIMS, the security role is:  SIF Adhoc District For SCS, the security role is:  Student Course Schedule

6. SIF Error Reports Depending on your access, you will see a list of the different collections, then the different reporting levels for districts or schools

7. SIF Error Reports For instance, by clicking SIMS>District Reports, we see the report links shown below Choose Report 2 – SIMS Validation Error Report – District Level for a breakdown of all errors by error type

8. SIF Error Reports When you select any report link, a prompt page opens where you select your district from a drop-down list. Click Finish to run the report and view the report details.

9. SIF Error Reports Report 2 displays a list of errors by type with counts of each error type

10. SIF Error Reports The error detail link displays the error message, the SASID affected, and the values of all the relevant data elements

11. SIF Error Reports When changes are made in your SIS, they are detected in our system. Quick validations are run every 15 minutes and full validations are run every hour for districts whose data has changed. The upper right corner of the error report displays the dates and times that the data was last validated.

12. Common Issues Your error reports say “No Data Available” • There is most likely a connectivity issue. • Contact your SIS vendor to ensure that your SIF agent is on and sending 2014-15 events.

13. Common Issues You are making changes in your SIS but your error reports are not refreshing • If the error you expect to see cleared is a quick validate error, wait 15 minutes. If it is a full validate error that you expect to clear, wait an hour. • If you don’t see the report refresh after that, contact your SIS vendor. They should be able to check the event transaction logs to confirm that your agent is working properly and that events are being pushed to ESE.

14. Next Steps When your data is error free, you will see the below message. Your data is now in submitted status. You are now ready to move on to the SIMS/SCS application(s) to view summary reports and freeze your data

15. SIMS Data Transmission • The SIMS Data Transmission application will display the number of QV and FV errors in your data • There is the option to download your data and view summary reports

16. SIMS Data Transmission If your data is error free, you will see the below screen when you go to SIMS Data Transmission. From here, you can either freeze your data, or go to more options to download your data or request summary reports

17. SIMS Data Transmission • Click Freeze to take a snapshot of your SIMS data. The Request Final Summary Report button will be enabled and the Freeze button will become Unfreeze • Click Request Final Summary Report to review your data.

18. SIMS Data Transmission • If you discover an inaccuracy in the summary reports, click the Unfreeze button and make the necessary changes in your SIS. Those changes will be captured when the next quick or full validation is run • If the summary reports are accurate, click proceed to certify

19. SIMS Data Transmission Click the Certify button. A final full validation will be run on your data to make sure no errors came through since last full validation was run. If the certification is successful, you will get a confirmation message.

20. SIMS Data Transmission • If you do have an error when clicking certify, you will see a message like the one below. You must unfreeze, correct the error, and request new summary reports before clicking certify again.

21. Student Course Schedule The Transmit Data and Validate Data screens will display the total number of records and total number of errors. There is also the option to request summary reports.

22. Student Course Schedule When your data is error free, you can proceed to Step 4, Cross validate. Click Freeze to take a snapshot of your SCS data.

23. Student Course Schedule When you click Freeze, a final full validation will run to make sure no errors came through since last full validation was run. If you do have an error, when clicking Freeze, you will see a message like the one below.

24. Student Course Schedule • If you don’t have any errors when you click the Freeze button, the Cross Validate button will become enabled • Click Cross Validate to validate the SCS data against certified SIMS data and submitted EPIMS data. Cross validation errors are displayed the same way as with legacy reporting

25. Student Course Schedule When your cross validation errors are cleared, you are ready to certify

26. New for October 2014: SCS • SCS4034 and SCS4036: 2 new SCS data validations that are looking for at least one ELA and one Math course for general education students in grades 6 through 10, to assist the Early Warning Indicator System (EWIS).    We anticipate the need for exceptions and will grant those where necessary.

27. New for October 2014: EPIMS • Educator Evaluation Fields (SR28-34) should be reported as “99” for all staff for the October submission. • Staff Attendance (SR36 and SR37) should be reported with the attendance numbers as of October 1 for all active staff. Exited staff should be reported with 0 for each field.

28. Contacts For questions about data collection, contact your ESE Data Collection Support Specialist Locate the name of your specialist at http://www.doe.mass.edu/infoservices/data/fts.html My contact information: Melissa Marino Data Collection Supervisor mmarino@doe.mass.edu

29. QUESTIONS?