Transcript SIFDataCollection101

SIF Data Collection 101
Melissa Marino
Data Collection Supervisor
October 2014
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
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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
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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
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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
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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
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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
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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.
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SIF Error Reports
Report 2 displays a list of errors by type with counts of
each error type
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SIF Error Reports
The error detail link displays the error message, the
SASID affected, and the values of all the relevant data
elements
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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.
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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.
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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.
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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
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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
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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
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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
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Student Course Schedule
When your cross validation errors are cleared, you are
ready to certify
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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.
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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.
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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
[email protected]
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QUESTIONS?
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