Campus Level Training 1- onsite

1.Training Overview #

This training is designed to provide an overview of the basic functionality of OnDataSuite’ s OnPoint, OnPar and OnView components.

OnDataSuite is widely used to assist in campus implementation of various projects. Campus staff use the system to review data simply because the tool is so fast and easy to use.

Many districts find that the use of OnDataSuite has a unifying effect, as the system provides hands on opportunities to see how data ties campuses and various department together. Also, if ODS is used as a platform to share reports across departments and campuses, everyone will be accessing the same data in the same format. The consistency this provides offers stability, comradery and opportunity to make systemic changes as needed.


  • Access
  • Data Sources
  • Dashboards Overview
  •        Student Information
    • Discipline Review
    •        Attendance Review
  •        Accountability Tab
    •         PBMAS
    •         DVM
    •         A-F
  •        Assessment Data
    •         STAAR
    •         TELPAS
  • Support/Training

2.What is OnDataSuite #


OnDataSuite – is powerful data warehouse that is comprised of three suite components: OnPoint, OnPar and OnView.



OnPoint – The OnPoint data warehouse is based upon the upload of files from multiple sources and years. Once uploaded, these files form data associations that provide users with information in the form of dashboard views, one click reports and an ad hoc report building system. All values in OnDataSuite have been designed to drill down to the student or staff level from any aggregate count.



OnPar – Using the powerful OnPar reporting system, users can view state released data such as Texas  Academic Performance Report (TAPR) and Finance information for any district in the state in a “peer” comparison format.



OnView – Some districts elect to publish their latest TAPR results on their website using a link provided by ODS.  Once published, visitors to your site will be able to access the same interactive overview dashboard items displayed in your OnPar/OnView suite.

3.Accessing OnDataSuite #

Accessing your Account

Your OnDataSuite is housed on a secured online server that you an access from any most web browsers. We currently support the following four browsers: Chrome, Firefox, Safari, and Internet Explorer, however, we strongly recommend that our users use the Google Chrome browser for the best possible experience.

How to access your OnDataSuite account.

  1.  Direct your browser to your districts assigned secure URL : (example: )
  2. Enter your username and password


If you do not know your assigned URL, or if you forgot or do not have a username and password assigned, please see your local OnDataSuite Administrator for any of the following:

  • District URL: This URL is dependent upon where your district data warehouse is housed
  • Login:  Your ODS administrator is responsible for creating this for you
  • Password: Your ODS administrator is responsible for creating this for you. It is case sensitive and may be changed by user after the initial login.
    • The system does not “save” your password. If you forget your password, it must be “reset” by your locally designated system administrator.
    • To ensure the integrity and safety of your data warehouse, OnDataSuite will not change passwords or access permission levels as assigned by your local administrator.
    • Permission levels will be set to adjust the amount and type of data that can be accessed for each level within the system.
    • Districts are encouraged to have more than one person assigned as the system data steward / administrator

3.1.My Account #

Located on top right of black menu bar- three horizontal bars (hamburger menu)

  • Select “My Account

  • To change your password, click “Your Profile”
    • Type  New Password, Confirm Password, and click “Update”

  • Click “Roles & Responsibilities
    • Click check boxes to select areas of interest for email notifications on trainings, new reports, features and other topics specific to the area
    • Click “Update Settings” to save changes

4.OnPoint Overview #

Overview of OnDatasuite – OnPoint

OnPoint® is the suite component that aggregates data from multiple  data sources (see file center) and presents them in the form of detailed reports, interactive dashboards, and other visualization tools using powerful software analytics.

4.1.File Center #

Located on the black menu bar at the top of the screen.

  • Data Sources
    • District
      • PEIMS-preliminary or final file
      • TEA Cohort List
      • Section 504
    • ETS-forensic data
    • ACT
    • TSIA
    • College Board

File Review – Scroll toward the bottom of the screen to view the files that have been uploaded into the system and will be used to populate the reports.

NOTE: Keeping data current is key to accurate reports.

4.2.Fall Dashboards #

Student counts from PEIMS Snapshot data (last Friday in October)

  • Select “Information Year” to choose different years
  • “Print” in black menu bar

4.2.1.Summer Dashboard #

Day counts from PEIMS Summer Attendance data

  • Total number of student days in membership, present,  and/or absent
  • Drill down using hyperlinks to display the list of students who make up the count of days

Best Practice: Locate “Total Days Absent” and discovery attendance issues. 

  • Click on the link to produce a list of students.
  • Add columns to identify characteristics of students. Examples: LEP, Homeless, Foster, Discipline, Attribution Code View #

Drill down using hyperlinks to display a list of students in that category

List options:

  • Sort columns
  • Tools
    • Export to Excel
    • Bookmark the list
  • Create Focus List
  • Column Options – modify and add columns
  • View student profile – permission required Profile #

View student profile by:

  • Clicking on the student id or “View Profile” hyperlink from a student list (xxxxxxx)
  • Using “Search” on the blue menu bar

Explore tabs and sub tabs to discover granular data reported for the student.

4.2.2.Academic Dashboard #

  • Attendance/Discipline percentage by reporting periods


  • STAAR Performance

4.3.Student Information - PEIMS #

  • Data Validation Reports
  • Custom Reports
  • Report Center – Adhoc Reports

4.3.1.Data Validation/Custom Reports #

Data Validation Reports
Proactively audit data anomalies including TEA Limited Scope Attendance Audits prior to TEA submission.

Custom Reports
Organized into topical folders, these 1 click reports allow users to review information in many areas very quickly.

  • Report Search type in key word(s) to find in titles
  • Click on a report title to generate the report.
  • Tools:
    •      Export to Excel
    •      Bookmark – save and share reports
    •      Report Info – find more information about the report

4.3.2.Report Center #

Ad Hoc Report Building



Help option to explain the data source and description for each record in the Report Center


Create a report:

  1. Select a Category
  2. Select “Criteria” from drop down box(es)
  3. Select appropriate Years on right side
  4. Select “Filter” for criteria on right side
    1. Leave blank-all codes displayed OR
    2. Select specific codes
  5. Click “Create Report
  • Click on aggregate totals to drill down to list view

Example Ad Hoc Report Data #

Attendance Data Validation

Attendance Custom Reports

Report Center-Attendance Adhoc Report Building

Use the blue ? to assist in understanding the categories

Example of how to create an ad-hoc report using the PEIMS Student Report Center

  • Select category
    • Select year(s) needed for report on right-hand side
      If left blank, ALL years displayed will be included
    • Select Criteria 1 – Optional
      • Search by scrolling down or begin typing element name to enable auto fill
        Click on element title to move element to right-hand side for filtering
      • To filter:
        • Click Filter to open
          Use search/Select All/or click any desired area to include codes in report
          If codes are left blank, all codes will be include
    • Select Criteria 2 – Optional-Repeat steps above
  • Click on Create Report to generate results

BEST Practice to start review with an overview of the data using multiple years and wide open criteria. Then, add filters and additional criteria, as needed, to investigate specific reasons for high/low counts.

BEST Practice to review all student groups to locate pockets that have low attendance rates.

Attendance review for Special Pops, that have weighted funding, is a must. Compare to Regular student attendance. Also remember that some students will be involved in more than 1 program that has weighted funding.


Ad Hoc Reporting Attendance Category returns a %(percent) of attendance based on Summer PEIMS files.
Attendance – Criteria 1 = Grade
Attendance – Criteria 1 = Grade; Criteria 2 =Reporting Period
Attendance – Criteria 1 =Reporting Period;
Attendance – Criteria 1= “ADA (Fall Enrollment)”

Attendance– (filter current year); Criteria 1= “At Risk” (filter for At Risk only); Criteria 2 = “Grade”

Best Practice: Use Report Options to Add “Heatmap” and/or “Graph”

Share by printing a hard copy, or use “Report Options” to “Export to excel” or “Bookmark”

Add any of the elements below as a 2nd or 3rd criteria. Use “filter” as needed.
Attendance– Criteria = “At Risk”
Attendance – Criteria = “Bilingual”
Attendance – Criteria = “Career and Technology”
Attendance – Criteria = “Dyslexia”
Attendance– Criteria = “Economic Disadvantage”
Attendance – Criteria = “ESL”
Attendance – Criteria = “Ethnicity/ Race”
Attendance – Criteria = “Foster Care”
Attendance – Criteria = “Gifted and Talented”
Attendance – Criteria = “Homeless Status”
Attendance – Criteria = “Immigrant”
Attendance – Criteria = “LEP”
Attendance– Criteria = “Migrant” Data #

Discipline Custom Reports folder


Discipline Adhoc Report Building – Student Report Center

Create Report

  • Add “Heatmap” from Report Options drop down
  • Drill down to a student list
  • Add “Percents” from Report Options
  • Graph – Report Options


Discipline Reports to create:

Student tab – Student Report Center

  • Discipline – Criteria 1=” Reporting Period
  • Discipline – Criteria 1=” Action Code”
  • Discipline – Criteria 1=” Action Reason Code”
  • Discipline – Criteria 1=” Action Number”

(rerun the reports above using a 2nd criteria such as grade level, or any of the other the criteria below)

  • Discipline– Criteria = “At Risk
  • Discipline – Criteria = “Bilingual”
  • Discipline – Criteria = “Dyslexia
  • Discipline – Criteria = “Economic Disadvantage
  • Discipline – Criteria = “Ethnicity/ Race
  • Discipline – Criteria = “Foster Care
  • Discipline – Criteria = “Gifted and Talented
  • Discipline – Criteria = “Grade
  • Discipline – Criteria = “Homeless Status
  • Discipline – Criteria = “Immigrant
  • Discipline – Criteria = “LEP
  • Discipline – Criteria = “Migrant

Mix criteria and experiment with the “order” of the criteria.

4.4.Report Options/Tools/Features #

Report Options  – There are several options available under the report options drop down selector. For every report you create you will see these options Upper right corner of the report


4.4.1.Graph Control #

Graph Control – Once a report has been created you can create a pie, line or bar graph in just a few clicks.

  1. When viewing your report select report options, graph control
  2. Click on the type of graph you want to create
  3. Select the columns of data you wish to display (You an select ‘all’ by clicking the ‘All’ checkbox at the top
  4. Click on the green ‘Graph’ button

4.4.2.Heat Map #

Heatmap On/Off –  Once a report has been created you can overlay a heat map in just a few clicks.

  1. When viewing your report select report options, heat map
  2. Select a theme, a min and max level

4.4.3.Export To Excel #

Export to Excel – Any report can be exported to excel from the report options menu.

1. When viewing your report, select report options, Export to Excel
2. Wait for the confirmation pop up to let you know it has been exported and is waiting for you to download
3. Look down at the bottom left hand corner of the screen and select the hyperlink
4. Save the file locally to your destination

4.4.4.Bookmark #

Bookmark – If you have created a report that you are satisfied with and think you may want to use again or even share with team members you have the option of creating a bookmark within the system. When you create a bookmark it saves your report under “Bookmarks” in the black menu bar.

Bookmarks enable users to:

  • Save the report and its parameters.
  • NOTE: Data on report stays updated with new data loads
  • Securely share reports with other ODS users
  • Create folders for organization
  • Establish a platform of consistent reports and data analysis
  • Keep reports up to date as of the last data set loaded.
  • Open reports from this tab

Bookmarked Locations
After a bookmark has been crated they will be located at the top black menu bar on the left side.

Sharing Bookmarks
Bookmarks can be shared only with users that have access to OnDataSuite and is dependent on their permission settings. For example: If a bookmark is created by an administrative user and then shared across the district with principals, the principals will only be able to see their assigned campus within the report.

Quick Tip: It is also important to know that if someone creates and shares a bookmark with you and they decide later to delete it from their bookmarks you bookmark will also be deleted. It is recommended that if you like a particular bookmark and you think this may happen, to view the bookmark and save it as  your own.

4.4.5.Show Percent Value #

Show Percents – Reports with multiple columns and rows can reflect the percentage value of each column by toggling the ‘Show Percents’ option. Inversely, if you do not wish to see the percents you can toggle the ‘Hide Percents’ value the same way.


4.4.7.Column Options #

Column Options allows editing and adding list fields from different data sources or different years.

  • Change the appearance:
    • To change the title, type over the existing title
    • To hide a column, check “Hidden”
    • To change the “Display Type”, use the dropdown (Description, Code, Code-Description)
    • To group the data, check “Grouping”
    • To delete a column, click the trash can
    • To change the order, drag the blue arrow under “Controls” up or down


  • To Add a column(s) of data to the list
    • Select a “Data Type”
    • Select a “Record”
    • Select a “Column” – may select multiple
    • Select a “Year”
    • Click “Add Column(s)”

Add more columns from other sources, records, or years by repeating above steps

  • Click “Done”

4.4.8.Focus List #

Focus List allows you to create a group that can be used in reports to get results specific to that group

  • Two different options:
    • To create a new list, use the default name or type in the name desired in the
      “Create New Focus List:” field and “Submit” OR
    • To append the list to an existing focus list, choose the existing focus list title from
      the “Append List to Existing Focus List:” dropdown box and “Submit”
  • An on screen confirmation box will appear, allowing you to “Close” or “View Focus

Focus List Usage

  • Create ad hoc reports using the Focus List dropdown box.

  • Some custom reports have the option to choose a Focus List as the data source.


To find a complete listing of the focus groups created, select “Focus List” from the black menu bar.

From here, the available options include:

  • Edit the title
  • Delete
  • Duplicate
  • Share
  • Add new members

4.5.Assessment #

*Areas that are grayed out denote that no data /file has been loaded for this area.

4.5.1.Custom Reports - STAAR 3-8 and EOC #

STAAR 3-8 & EOC Custom Reports
OnPoint offers pre-built custom reports that automatically search through your uploaded 3-8 and EOC data files to provide an overview of assessment results. All 3-8 reports are duplicated for EOC grades accept for areas that EOC specific in nature.

NOTE: Custom reports use STAAR data files, with the exception of EOC with Repeaters, Course Completion Comparison

Review reports to see

  • Filter options:

Campus, Subject and Year

  • Focus lists -for some reports
  • Data Type selection- for some reports

  •  Tools
    • Export to excel
    • Bookmark
    • See Report Info (notes)

4.5.2.Report Center - STAAR 3-8 and EOC #

  • Select data file(s) for the system to use in building the report. (District/District+SIRS/SIRS Only)
  • Select category of data: Administration or Subject Area
  • Select criteria from options listed in the drop down.
  • NOTE: Add a 2nd or 3rd criteria, if desired.

Example of creating an EOC Algebra 1 report

  • On the right portion of the screen, apply any filters needed.

(Example: Year and/or Criteria)

  • Create Report

Drill down on numbers provides a list of student names.

Report Options allow for export to excel, bookmark (save/share), add %, heatmap, graph…ect

4.6.Accountability #

The Accountability section of OnPoint contains several custom, pre-built reports that calculate reported values based on various state or federal requirements. All sections contained within this section are calculated in accordance with state or federally released manual specifications on a year to year basis. All reported values rely on the data users have uploaded into their file center so it is important to make sure all of your files are as current as possible prior to using these reports.

The Accountability area of OnPoint is broken down into 4 sections :

  • Federal: Accountability Report Center
  • State: Accountability Report Center
  • Performance Based Monitoring
  • Data Validation Monitoring

Each folder under a section can be expanded to view specific accountability reports

Once you have expanded the folder click on the report title link to generate the calculated report

Each report will have ‘report notes’ that will explain how each calculation was derived (Generally this is a referenced TEA manual explanation)

5.OnPar/OnView #

OnPar – compare

  • TAPR Data and Financial Data available
  • Create and add Peer lists to reports.


My Reports:

NOTE: Special Population criteria may be added

Peer List:

  • Manual


  • Automatic

OnView- interactive dashboard that can be posted on the district’s website. Contains TAPR data.

6.Support/Training #

“Support” tab – top black menu bar

  • Training
    • Past recorded trainings on left (including link to handouts)
    • Register for upcoming trainings on right.



  • Located at the top right portion of the OnDataSuite screen upon log in.
  • NOTE: Submitting the ticket on the screen where the issue occurs helps with troubleshooting.
  • Please provide as much detail as possible, including a screen shot and detailed description of location of report, criteria used, and what specific issue is occurring.


MANUAL – Icon 

  • Directs user to the OnDataSuite User Manual that includes a search feature to enable user to quickly locate area(s) of information.
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