Overview Training – 2019

What is OnDataSuite? #

OnDataSuite is a 4 piece data warehouse solution that allows districts to securely view student information and create custom research queries based on their uploaded PEIMS, State Student Assessment, ACT, AP,  PSAT, TSI and SAT files.

  • OnPoint enables users to pull data from files across years, test administrations and collections, to provide unprecedented access to multiple data sets in one system. It features PEIMS (TSDS data/Edits) and Assessment data, and crosses over into Accountability, Federal Programs (CRDC), CCMR (A-F) and PBM/RDA.

 

  • OnPar contains publicly released data from state released TAPR files, to enable users to compare their data with other districts/campuses in the state.

 

  • OnView provides a link for districts to display their TAPR data on their websites in an interactive graphical form

 

  • OnBoard provides a dashboard view of key performance indicators for board members.

 

Understanding System Permissions #

This section is intended to provide a  basic understanding of the areas and permissions that are made available through the system administrator.  Even if you are not a system administrator, this section will help you better understand the administrative permission setup process. This will help you understand if you do not have access to a certain location within OnDataSuite and will also help you associate your system administrators to user levels.

 

What areas do I have access to?
OnDataSuite does not assign or store usernames, passwords or grant access to locations within the system. This is all handled at your local admin level. Please take a few minutes to find out who you have set in place to be contacted if you ever lock yourself out or if you want access to other sections of OnDataSuite.

You can change your password at any time

As a registered user in OnDataSuite you may change your password at any time by following the steps outlined below. This process requires that the user already knows their current password.

To reset your password, log into to OnDataSuite and locate the 3 horizontal bars at the top right of the page by your name. (Also called the hamburger menu).

1. Click to view the drop down options and select “My Account”
NOTE: Only users with Administrative Access will have the “Administrator” option.

2. Select  “Your Profile”

3.  Enter the “New Password” and “Confirm Password” in the second open field.

4. Make sure to click the “Update” button at the bottom.

 

Connecting the Data Warehouse Dots #

Connecting the Data Warehouse Dots

To understand the full potential of OnDataSuite you will need to understand how your data warehouse works.  In this section we will connect the ‘data’ dots in your data warehouse so that you know:

  • Where your data comes from?
  • Who uploads you data?
  • How often your data will be uploaded?
  • How your different data points relate to one another?

 

Your File Center
OnDataSuite is a data warehouse and its primary purpose it to centralize the storage of different individual data points into one secure location. In order to get your data into the system, someone at your district is responsible for uploading these data points into the file center.

 

Where does the data come from?
Your data will come from several different locations. It can come from your PEIMS files, college board reports and data files, ETS and Pearson Assessment files, the TEAL Accountability Application and several other areas.

Who uploads your data?
This is determined at by your local level administrators. In most cases your PEIMS coordinator will upload the PEIMS / TSDS files and the District Test Coordinator will upload the Assessment files, but this is not always the case.

How often will data be uploaded?
This is determined at by your local level administrators. Keep in mind that not all files are available throughout the year. For example, assessment files will not be available until after the state releases them via the ETS or Pearson website.

NOTE: It is recommended that current year PEIMS files be uploaded frequently to enable users to view current year data. (Ask about auto uploads – OnSync).

How do your data files relate to one another. 
Now that you have a centralized data location, the next step is to associate each individual file type to one another. To do this, OnDataSuite relies on your PEIMS XML extract file uploads to initiate the associations. If a student or staff member is not recorded within your PEIMS file, there can be no association to any other file. Typically our match is done by using the state assigned TX unique student ID, but in cases where this may be missing from an outside entity record such as the college board or ACT, we will match your students to PEIMS using their first name, last name and date of birth just like the state does.

Associating Data Files To Reporting Tabs #

With all the different data files being available, your OnDataSuite warehouse can get kind of confusing at first.  In this section we will see how each data element uploaded into your OnDataSuite warehouse can be viewed independently or in association with one another to provide accountability reports.

 

While OnPoint has several Tabs to select from, there is an easy way to remember what data files are represented under each tab.  Whenever you click on the Dashboard, Student, Staff or Finance tabs they are all linked to the uploaded District data files in the file center.

All reports located under the Assessment tab are related to ACT, TSIA, Other Exams, College Board and ETS and Pearson files.

 

The Accountability Tab utilizes data from multiple locations depending on the accountability report.

Basically, all data leads to accountability!

 

 

Dashboards Tab #

Dashboards

Dashboards provide an at a glance view of key aggregated data from the PEIMS and/or Assessment files loaded in the file center.  Dashboards can be viewed at both the District or Campus level for multiple years, as account permissions allow.

To change the year selection click on “Information Year” drop down selection located in the right hand corner of the dashboard.

NOTE: The year selected will be applied to ALL the dashboards.

BEST Practice: Check the year displaying for the dashboard.

 

Fall Dashboard

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

 

Summer Dashboard

Summer PEIMS Attendance records populate various disaggreated counts for student groups.

  • Cumulative Information-Any student who had at least 1 day of attendance in an area listed below will be counted. Data is populated from the Summer PEIMS file.

  • Days Membership – Total number of student days in membership, present, and/or absent in dissagregated areas.

 

Campus List Dashboard

Fall and Summer PEIMS data are used to populate the counts for these  dashboards. Only available to district level users. (Not available for campus level users.)

  • Campus List – All hyper link to enable drill down to staff and student lists, as well as view individual campus level Fall, Summer, Academic and/or Operational Dashboards.

  • Campus Teachers Dashboard – displays counts, retention and mobility rates for teachers, as well as FTE’s.

 

 

Student Profile Dashboard

  • View student profile:
    • Locate student on a Student list
    • Or Search for a student
    • Then, click on the student id or “View Profile” hyperlink.

NOTE: Account access to view individual student profile is required.

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

Student Tab #

The Student tab allows you to query data or pull reports from your PEIMS files. There are three sections within this tab that you can do this with while in the student tab.

  1. The Student Report Center section
    Using this section, you can build a query from PEIMS/Cohort data tables using a combination of filters.
  2. The Student Data Validation Report section
    These reports represent known TEA audit areas, as well as many additional data validations, and do not require you to ‘build’ a query from the data tables. These are already built.
  3. The Student Custom Report Report Section
    These reports represent multiple requested reports from different LEA’s to assist various departments with data review.

Assessment Tab #

The Assessment tab allows you to query data or pull reports from any of the Assessment data files that you have uploaded into your system.

There are two sections within this tab that you can do this with while in the student tab.

  1. The Report Center section
    Using this section you can build a query from the desired assessment data table using a combination of filters.
  2. The Custom Report section
    These reports represent multiple requested ‘canned’ reports that allow you to see the assessment results without the need to create a query

 

Note in the image below that some links under the assessment tab are white while others are gray. If a link is not available it will show up in gray and it means that a file has not been loaded into the file center.

 

 

 

Accountability Tab #

The Accountability tab in OnDataSuite pulls data from multiple areas within your data warehouse. You will notice that it does not have a report center that allows you to query data but rather is a series or reports that have been built to accountability manual specifications.

There are 4 separate accountability sections within the Accountability tab location

  1. Federal Accountability Reports
    These reports are generated using both PEIMS and Assessment Files
  2. State Accountability Reports
    These reports are generated using PEIMS, Cohort and Assessment Files
  3. Performance Based Monitoring / RDA Reports
    These reports are generated using both PEIMS and Assessment Files
  4. Data Validation Monitoring Reports
    These reports are primarily generated from PEIMS  Files

 

Using Reports #

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

  • Report Search type in key word(s) to find in titles
  • Click on a report title to generate the report.
  • Filters
    • Review filters at top of page for criteria selections
    • Remember to click on ‘Submit’ after changing filter to apply

  • Tools:
    •      Export to Excel
    •      Bookmark – save and share reports
    •      Report Info – find more information about the report

 

 

Ad Hoc Report Center Reports

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)
    • Hint: start typing in title to auto populate the field
  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

 

Report Options
NEW Location – left side

  • Graph Control – Pie, line or bar graph
  • Heatmap On/Off – High and low data points
  • Export to Excel
  • Bookmark – Saves report under “Bookmarks” in the black menu bar
  • Show Percents

Print– a hard copy

Drill down on totals to generate a list of students/staff

Hint: Drill down on hyperlinked grand totals to get to detailed lists of all students

Column Options #

Column Options allows editing and adding information to the report from different data sources and/or different years, and various submissions. (Located gray menu bar on student/staff lists.)

  • To EDIT columns/rows on the report
    • Relabel the Title of a row instead of using the default Title. It is a free form field.
    • Use the drop down to select a different year for the data.
    • “Submission”* only relates to PEIMS elements reported in more than 1 submission/collection.
    • Change the “Display Type” to “Description” or the PEIMS “Code” or both.
    • Select a row of data to be “Hidden” when the report displays.
    • Grouping” allows the user to group/ungroup data to be displayed.
    • “Apply Filter”** retains any filters selected when creating the report. Uncheck to open the filter.
    • “Save Select/All” – allows user to “save” specific columns to use on a subsequent report.
    • “Controls” 
      • Remove a column of data, click the trash can icon.
      • Reorder the of rows by using the blue up/down arrows.

    • Data Set- Lists which file the data is pulling from
    • Record – Describes which record/area the data is pulling from
    • Submission* – Identifies which PEIMS submission the data is pulling from.

    Example: Economically Disadvantage is reported in both Fall and Summer PEIMS. User can expect to see identification as to which submission is being pulling to display the data.

  • To ADD columns to the report

  • Use “Add New Column” to add a column(s) of data to the list.
    • Select a “Data Type”
    • Select a “Record”
    • Select a “Column” -may select multiple
      • Hint: Click outside of the column area within the Add Column box to close
    • Select a “Year”

Click the  “Add ” button to place the new data at the bottom of the display.

Click “Submit Changes” to generate the report. 

 

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

Utilizing Focus Lists #

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
    List”

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

Fun With Bookmarks #

Bookmark functionality is found on ALL Validation and Custom reports, as well as in created reports from the Report Center under “Tools” or “Report Options”.

    

Bookmarks enables the user to:

  • Save the report and its parameters.
  • NOTE: Data on report stays updated with new data loads
  • 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

Locate reports that have been Bookmarked at the top black menu bar on the left side.

Utilize: All reports will be initially saved in the “My Report” folder section, including any reports that have been shared with you.

User can create folders for special topics/projects to keep reports organized using “Create Folder”.

Click on report title to view options:

  • Open- allows the user to open the report with the same parameters/filters with which it was saved, but with updated information from the most current data load.
  • Share- allows the user to share the report with any other OnDataSuite User or User Group that has been created. The user with whom the report is shared will receive an email notification. Shared reports will be in the “My Reports” folder.
  • Edit -allows the user to edit the title of the report.
  • Delete- enables to user to delete obsolete reports.

Best Practice:

  • Bookmark Reports that will be used repeatedly.
  • Using Filters when creating the report to be bookmarked, will be retained. This will also ensure that only the data filtered for the report will be displayed regardless of new data files loaded.

Example: A report created and filtered for a certain year, 2017-18, will only still only display 2017-18 data, even when a file for 2018-19 is loaded.

  • Use Bookmarks as a platform for sharing reports with other OnDataSuite users.

Support #

  • Tickets – Submit/track
  • Pre Release – reports in Beta
  • Release History – What’s new in the update(s)
  • Training ( Changing to “Webinars” tab) – Register/View previous recorded sessions/Access Handouts
  • Training Videos – NEW! – Short clips on featured topics

 

NOTE:  Please describe specific details including the URL and/or a screen shot to enable the support team to respond efficiently.

 

Webinars – title and layout changes

 

 – provides user with searchable resource

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