Transcript May 2009   Welcome and Introductions Training Overview ◦ Evolution from CSRS to CEDARS (Fri) ◦ Submission and Editing Process (Tues) ◦ Course Catalog, Student.

May 2009
1


Welcome and Introductions
Training Overview
◦ Evolution from CSRS to CEDARS (Fri)
◦ Submission and Editing Process (Tues)
◦ Course Catalog, Student Schedules, Grade History including phase-in of State Course Codes (Wed)
◦ Staff Information, including Certification Numbers
(Thurs)
◦ Expanded Program data and New Ethnicity and Race
codes (Fri)
May 2009
2



CEDARS Submission deadline
CEDARS Error Processing
Reports Overview
May 2009
3




CEDARS submissions are required at least monthly
More frequent submissions are encouraged
◦ OSPI will have your most recent data
◦ OSPI will have corrected data
Requesting ‘unlocks’ from Customer Support is
‘NO LONGER REQUIRED’
OSPI will process CEDARS submissions nightly
May 2009
4

Thirteen (13) files are submitted
◦ The 13 files come to OSPI in a Zipped (compressed)
file using a SFTP (secure file transfer protocol)
process
◦ Vendors may support the data extract and
submission process
◦ The SFTP process ensures that the data is sent
securely
◦ Do not send student data via email (not secure)
◦ Contact OSPI Customer Support if you need help
sending your data to OSPI at
[email protected]
May 2009
5




All files submitted to OSPI must be in text
tab delimited format
File naming and file layout should be
exactly as specified in the Data Manual
CEDARS runs overnight
Confirmation and errors available next
morning
May 2009
6
Screen clipping taken: 5/19/2009, 4:26 PM
May 2009
7

Naming convention for each file:
◦ COUNTY-DISTRICT CODE_SCHOOLCODE_FileName_YYYYMMDD.TXT

Naming convention for the Zip File:
◦ 12345_0000_CEDARS_20070303.zip
May 2009
8

Resources
 Customer Support
 Student Information System Vendors
May 2009
9


CEDARS Data Submission consists of 13
data files
The 13 files are run through two error
reconciliation processes that produce:
 Process errors
 Individual File errors
May 2009
11
Process errors occur when:
 Data formats are incorrect
 Required data elements are missing data or
have invalid values
The first step in error reconciliation is to
review and correct process errors
May 2009
12



There is a hierarchical (phased) relationship
with the 13 data files. The files are loaded in
a defined order
An error in one file may cause errors
“downstream”
Error reconciliation should be done in the
same hierarchical order
May 2009
13
May 2009
14

Corrections for CEDARS should be done at
the source:
◦
◦
◦
◦


Student Information Data System
Human Resources Data System
Special Education Data System
Other data collections maintained by the district
Data from the source is sent to OSPI
OSPI cannot correct source data
May 2009
15

CEDARS Corrections are currently processed
by resubmitting data files
◦ There is no unlock process because submission can
be daily

Some data elements in CEDARS can be
updated using a process similar to Manage
Students in CSRS
◦ This data editing process is in development and will
be available in the fall
◦ Just-in-time training will occur in the late summer
May 2009
16
CEDARS errors are found in EDS.
 Log in to EDS and select CEDARS from the application list
 Select Reports/Exception Reports/CEDARS Exception
May 2009
17
May 2009
18
May 2009
19
May 2009
20
May 2009
21

This is a test environment
• The screen shots for this presentation are from the
test environment
• As you submit CEDARS 2.1 data you will see your
reports populate with that new data. Until then, we
have populated these test reports from your April
CSRS submission
May 2009
22
May 2009
23
Comprehensive Education Data And Research System
https://eds.tst.ospi.k12.wa.us/Cedars/Reports/MonthlyEnrollment.aspx
Screen clipping taken: 5/19/2009, 11:49 AM
May 2009
24
May 2009
25
May 2009
26

SQL Reporting services has a standardized
tool bar that allows you to:
◦ See that your report is being generated
◦ Export or download into various formats
◦ Tab through the pages


Additionally, we’ve added headers, footers,
etc.
Please send us your comments/suggestions
and we will add to the wish list for inclusion
May 2009
27
Most recent
 Date Range (e.g., month)
 As of (specific) date (e.g., October 1st, last
day of February)
These can include enrollment data for that date
or range with the student attributes
submitted at that time
OR
include enrollment data for that date or range
with the latest attributes for those students

May 2009
28
If you have any trouble viewing these reports
in Test, please contact Customer Support
for assistance:
(360) 725-6371 or
1 (800) 725-4311
[email protected]
May 2009
29


This presentation and session recording will
be posted to the K12 web site at
http://www.k12.wa.us/DataAdmin/default.
aspx
We will also post questions and answers:
◦ That are asked/answered during the session
◦ That we did not get to during the session
◦ That we receive after the session
May 2009
30



Customer Support
(360) 725-6371 or
1 (800) 725-4311
[email protected]
Data Manual and Appendices and Supporting
Documents
http://www.k12.wa.us/CEDARS/default.aspx
Feasibility Study report to the Legislature
http://www.k12.wa.us/LegisGov/2009documents/
DataFeasibilityReport.pdf
May 2009
31