Pennsylvania Department of Education

1. Pennsylvania Department of Education Pennsylvania Information Management System (PIMS) Webinar Training

2. Webinar Guidelines • Please do not raise hands during the content sections • Ask all questions via the messaging tool • Remember….messaging is never “private” • Log back into Elluminate and resume the webinar if you get disconnected during this webinar or are having connection problems

3. Agenda • Introductions & Objectives • PIMS Overview • PIMS Overview • Pilot and Statewide Rollout • eScholar Template Overview • eScholar Data Submission Overview • Data Extraction • Data Manager Overview • Project Resources and Contacts • Questions and Answers

4. Introductions & Objectives PIMS Overview eScholar Template Overview eScholar Data Submission Overview Project Resources and Contacts Questions and Answers

5. PIMS Training Objectives • Provide general overview of PIMS project • Provide overview of eScholar Templates used for LEA data submission • Explain data requirements necessary to successfully import information into the data warehouse • Provide overview of general flow of data submission process

6. Introductions & Objectives PIMS Overview eScholar Template Overview eScholar Data Submission Overview Project Resources and Contacts Questions and Answers

7. PIMSPennsylvania Information Management System • Designed as an educational data collection and reporting model that builds upon the strengths of respective public education partners represented across state, LEA, and local levels • Highly flexible model that incorporates a two-way flow of information: aggregating necessary data upward from respective schools and LEAs to the state to comply with state and federal reporting requirements and general systems management, while providing disaggregated state data back down from the state to LEAs and schools • PIMS will eventually replace a number of existing systems currently used at PDE • A small number of LEAs will participate in a pilot group

8. Objectives of PIMS • Improve education decision-making through the use of high quality data and decision support tools • Provide longitudinal tracking of specific individual and subgroup education progress over time • Report timely and accurate education data through standardized and ad hoc reporting capabilities • Meet the current PDE and federal reporting requirements

9. Benefits of PIMS • Provides a web browser interface which allows LEAs to submit data quicker and receive feedback promptly to ensure data quality • Reduces the data submission burden on schools, LEAs, and PDE staff • Provides automated system to process data from LEAs to PIMS • Provides LEAs ability to view standard, validation, and verification decision support reports • Provides appropriate personnel secure access to student information • Provides decision makers with robust data to base decisions on educational initiatives • Provides a data model focused on the US Department of Education’s data standards and compliant with the Schools Interoperability Framework (SIF) standards

10. Pilot Rollout • A Pilot will be held this summer: • Pilot LEAs will submit a limited amount of data approximately equivalent to the proposed fall (October) data submission • A pilot will be held at the same time with LEAs utilizing SIF to support the data submission process • Pilot LEAs will: • Develop extraction routines, possibly working with their SIS vendor • Provide feedback to PDE and project team • Act as a resource for other LEAs during statewide rollout SIS Vendors

11. Statewide Rollout • The project team will provide PIMS training for all LEAs prior to the initial data submission. Specific dates and sessions are to be determined. • Current plans are for initial data submissions in Fall 2007 (October) for the 2007-2008 school year.

12. Introductions & Objectives PIMS Overview eScholar Template Overview eScholar Data Submission Overview Project Resources and Contacts Questions and Answers

13. eScholar Template Concepts • eScholar provides “templates” to define the format required to load data into the warehouse • Each template maps to a separate table in the warehouse • Enables any electronic data file to be a source for the warehouse • Student Information System • Excel Spreadsheet • LEAs will submit approximately 15 templates in the first year of the statewide rollout

14. eScholar Template Concepts (cont) • Template Package • File specifications provided in an Excel workbook format • Index Worksheet • “Table of Contents” of template workbook • Information Worksheet • Explanation of template terms • Summary of key extraction rules • File naming convention • Template Worksheets • Each template is a separate worksheet • Fields that should be populated within any required template are highlighted

15. Template Review • Each template defines a separate file • Supported file formats are listed on each template • In order to support 9 digit AUN Code, only delimited files may be used • Text qualifiers are critical when using comma as the delimiter • All fields are identified • Not all fields required • All fields MUST BE accounted for • e.g. “1995-05-14”,”M”,,,”B” • Order of fields is identified • Field formats are included • e.g. Dates MUST BE in YYYY-MM-DD (ISO) format • Maximum Field lengths are identified • Applicable extraction rules are identified • Naming convention for file names • Displayed on Information page

16. eScholar Templates • Course & Grades • Course • Course Instructor • Student Course Enrollment • Enrollment • School Enrollment • Groups & Programs • Programs Fact • Title I Program • Period • Day Calendar • Staff • Staff • Staff Snapshot • Staff Assignment • Student • Student • Student Snapshot • Student Summary Attendance • District and Location • District Annual Facts • Location Annual Facts

17. Course Template Identifies attributes of Courses • One record per LEA, Location, School Year, and Course Code • Local Course ID used as the Course Code • Subject Area will be used for grouping and reporting purposes

18. Course Instructor Template Associates Course/Section with Teacher(s) • One record per LEA, Location, School Year, Course Code, Section Code and Teacher • Professional Personnel ID (PPID) of Staff Member • Can also record additional instructors

19. Student Course Enrollment Template Associates Course/Section with Students • One record per LEA, Location, School Year, Time Period, Student ID, Course Code, and Section • Snapshot of which classes students were taking at a point in time

20. School Enrollment Template Identifies Location Entry and Exit information for Students • One record per LEA, Location, School Year, Enrollment Code, Time Frame, and Student ID • Enrollment Codes set by PDE • Both Entry and Exit Codes • Used to track mobility

21. Programs Fact Template Identifies Student’s Participation in Programs • One record per LEA, School Year, Student ID, Time Frame, and Program ID • Programs defined by PDE • Only a subset of programs will be tracked • PDE will create Program IDs • Participating Students only

22. Title I Programs Template Identifies Students’ Participation in Title I Programs • One record per LEA, Student ID, and Reporting Date • Indication of student participation in Title I Programs • Reporting Dates are points in time • PDE controlled Reporting Dates

23. Day Calendar Template Identifies School Days by Location and Grade Level • One record per LEA, Location, Grade Level, and Date • Default Grade Level of ‘AL’ if one calendar at Location

24. Staff Template Identifies Demographics of Staff Members • One record per LEA and Staff ID • PPID Assigned to Staff Member • Local ID may be stored in Alternate ID • Reflects current view of Staff Members • Primary Location (School) recorded here • Actual location of each position is stored in Staff Assignment

25. Staff Snapshot Template Identifies Demographics of Staff Members at a point in time • One record per LEA, Staff ID and Snapshot Date • Snapshot Dates are points in time • PDE controlled Snapshot Dates • Same exact format as Staff Template

26. Staff Assignment Template Associates Staff Members with Positions • One record per LEA, Location, Staff Member, and Assignment • Assignment Codes set by PDE • Assignment is a combination of Position and Time Frame

27. Student Template Identifies Demographics of Students • One record per LEA, School Year, and Student ID • PASecureID to be used as ID • Local ID may be stored in Alternate Student ID • Reflects current view of Students

28. Student Snapshot Template Identifies Demographics of Students at a point in time • One record per LEA, School Year, Student ID, and Snapshot Date • Snapshot Dates are points in time • PDE controlled Snapshot Dates • Same exact format as Student Template

29. Student Summary Attendance Template Summarizes Attendance and Enrollment information for students in a given period • One record per LEA, Student ID, and Reporting Date • Cumulative Attendance and Enrollment • Reporting Dates are points in time • Submitted at year end

30. District Annual Facts Store different types of district-level measures in any type of grouping and sub grouping for a given point in time • One record per District and Reporting Date • Reporting Dates are points in time • PDE controlled Reporting Dates • Up to 10 categories of information can be tracked for each District and Reporting Date. • Possible values for each category type are: Count, Amount, Percent, and Indicator.

31. Location Annual Facts Store different types of location or school-level measures in any type of grouping and sub grouping for a given point in time • One record per District, Location and Reporting Date • Reporting Dates are points in time • PDE controlled Reporting Dates • Up to 10 categories of information can be tracked for each District and Reporting Date. • Possible values for each category type are: Count, Amount, Percent, and Indicator.

32. eScholar Template Overview 5 minute Q&A 1 Please submit your question using the messaging tool. 2 All answers, follow up questions and comments can be made via microphones.

33. Introductions & Objectives PIMS Overview eScholar Template Overview eScholar Data Submission Overview Project Resources and Contacts Questions and Answers

34. Data Extraction and Submission • Involves the process of: • Extracting data from source systems • Securely submitting files to PIMS • PIMS hosted in Pennsylvania at a secure hosting facility • Loading data into the PIMS data warehouse • Components consist of: • Extraction tools • eScholar templates • Automation components • Documentation

35. Templates and the Data Dictionary • The Data Dictionary identifies PDE field names, terms, and valid values • The Dictionary also provides the mapping from these fields/terms to the eScholar template fields • Use eScholar templates to understand required format of individual fields and files • Follow eScholar defined naming conventions for each file name

36. Data Dictionary

37. New PIMS Manual • The project team is currently developing a PIMS Manual • One central repository to understand how to create templates, submit data, and run reports • Will incorporate eScholar templates, data dictionary, and FAQs • Draft PIMS Manual will be produced in June

38. File Naming Conventions • LEACode_PrimaryTargetTable_YYYYMMDDHHMM.xxx • LEA Code = 9 digit AUN code • Primary Target Table – See Following slide • Timestamp – ensures uniqueness for the file on the server • Extension • csv: comma separated • tab: tab seperated • del: other delimiter • Example: 001_student_200603291345.csv

39. Naming Convention Common Problems • LEA Code must be nine characters • Time Stamp is related to the time the file is created • e.g. If the Student file was created at 3:00 pm the file name would be 000000001_Student_200703291500.csv • Primary Target Table is located on line 5 of the eScholar templates • Exact name listed must be used for File naming convention (e.g. Student Course Enrollment Template is COURSE_ENROLL) Templates

40. Data Extraction/Template Creation • Column Recoding • eScholar data warehouse provides Lookups for recoding • Ethnic Codes to Ethnic Descriptions • e.g. 1000 = Black or African American (non-Hispanic) • PIMS uses PDE-defined codes • Codes are case sensitive so must match exactly • Data Extraction process must translate local codes to PDE codes • Lookup Tables will translate PDE codes to PDE descriptions

41. Data Extraction/Template Creation • Development Priority • Some templates have dependencies on other templates • Identified in Load Sequence section at bottom of each Template • Recommendation: Start with ‘Student’ template • Development/Testing • Can progress in parallel • e.g., unit test Student extract while developing Staff extract • eScholar Guide to Extraction Document • Summarizes how to use templates to develop extract routines

42. eScholar Guide to Extraction • Field Lengths • Fields lengths are identified in each template in the Length column. This information is critical because the eScholar load plans will reject any record, which contains a field that is greater than the designated length. Obviously this is of particular importance with delimited files: if the number of positions between delimiters is greater than the designated length for that field number for any field in the record, the record will be rejected • When creating a delimited file, there is no need to use all of the positions - it is not necessary to pad with blanks • Do not use leading spaces with any character fields • Date Format • Any date field in any template formatted record must be in ISO format: YYYY-MM-DD. This includes the full ten characters, including the dashes between Year and Month and Month and Day.

43. PIMS Access Database • For those LEAs without a SIS, PDE will provide a "PIMS Access database“ • The database will allow LEAs to enter the required PIMS data through forms and to extract the data into template format

44. Flow of Information Template Creation/ Data Extraction Data Upload Review Files Create Batch Review Batch Verify Data Data Warehouse

45. Data Submission Process • Data is extracted and template-formatted files are created • Files submitted online through DataManager • Data Manager is an online tool used to upload files • Files processed by eScholar Data Manager • Data verified by LEA / PED users

46. Draft Data Submission Schedule • The Data submission Calendar for PDE templates is currently under review. • Currently 4 reporting periods have been identified: • October • January • March • August • The following templates will be collected in Oct 2007: • Student • Student Snapshot • School Enrollment • Programs Fact

47. Training on Data Submission • PDE will conduct DataManager and Decision Support training prior to the statewide rollout for all LEAs • Communications will be e-mailed to all LEAs and SIS vendors when specific dates and locations are determined

48. eScholar Data Submission Overview 5 minute Q&A 1 Please submit your question using the messaging tool. 2 All answers, follow up questions and comments can be made via microphones.

49. Introductions & Objectives PIMS Overview eScholar Template Overview eScholar Data Warehouse Overview Project Resources and Contacts Questions and Answers

50. Project Resources • Project website: • http://www.pde.state.pa.us/PIMS • Will contain resources such as the PDE data dictionary, standard PDE code sets, and project events • Does not contain the templates (proprietary material) • Check frequently for updates