New User Training – Focus Lists

1.Overview #

The creation of focus lists in the OnDataSuite system will allow users to create or view specific student/staff data within generated reports at a filtered state. This process requires that users first ‘group’ students into focus lists based on either a returned list report, an independent accumulation of students/staff from the student/staff dashboard level or via a list upload.

Goal
This training is designed to show users how to fully implement focus lists in the OnDataSuite system.

Agenda

  • Creating Focus Lists
  • Focus List Options
  • Using Focus Lists
  • Support/Training

Reminders:

  • Users must have access to student and/or staff details to use focus lists.
  • Focus Lists are stagnate.
  • Focus lists must be re created or “added to” to include new/additional names.

2.Creating a focus list - By Returned List #

Dashboard Aggregate Total to List
A focus list can be created by clicking on any aggregate count in OnDataSuite and getting to what is called a ‘list’ view. A list view can be derived from a dashboard aggregate total.
This would be a value that is already calculated and displayed as a total value. For example, you can click on the Dashboards, Fall Dashboard value for all 7th graders and you will be taken to a list of all 7th grade fall students.

 

User Created Report to Aggregate Total List
A focus list can also be derived through a found report center search value. This would require that a list of students be constructed from a query in your data set using the Report Center report building option.
An example of this would be if you created a query from the assessment, STAAR grades 3-8 section to search for all your tested math students in grade 5 who are coded as GT and failed. Your returned value would

 

 

Creating Focus List using Focus List button
Once you have clicked on the aggregate total in OnDataSuite you will be taken to the LIST view of that aggregate total.  From this list view  you will see a ‘Focus List’ button at the top of the page as shown in the image below. Click on the button to create a NEW focus list.

Notice in the example image below that the list also has a lengthy header title specific to the listed values displayed. You will want to keep this in mind for the next step.

 

Once you click on the focus list button a window will appear asking if you want to ‘Create New Focus List’ OR ‘Append List to Existing Focus List”  At this time, we will use the ‘Create New Focus List’ by clicking on the ‘Submit’ button.
TIP: Notice how the title of this focus list in this example is very long.  This is because it is listing the absolute search criteria used to derive the list values.  If this title is too long, you can change the text in the box prior to clicking the submit button.

 

After you have clicked the ‘Submit’ button, you will receive a pop up message confirming that your focus list has been created and saved

 

 

 

3.Creating a focus list - By Student Dashboard #

Focus lists can be created by adding students directly from the student dashboard.  In order to do this, you must click on the student ID from within a list view to drill down to the student dashboard.

 

Once you have clicked down into the student dashboard level you can see the ‘Focus List’ section in the bottom right hand corner of the page.

This section will show you the current focus lists that the child is currently in as well as offering you the options from the drop down menu of “Add” or “New”

If you are creating a NEW focus list starting with this child you would utilize the “New” option. If you are adding this student to a newly created list, then you would use the “Add” button.

 

4.Creating a focus list - Using CSV Upload #

Focus lists can also be created by uploading a comma separated value file that contains only one column used to associate the uploaded file back to the PEIMS files on record for your district. This file can contain staff or student values using any of the three following values listed below. This should not be a combination of these values however. It needs to be the same value throughout. For example: You would not have some TX Unique ID and then some Local ID’s.

TX Unique ID
Local ID
Social Security No.

 

To get to this option begin by clicking on the Focus List button at the top of the page and then click on the orange ‘Upload Focus List’ button.

 

After you click on the button you will be taken to  the ‘Focus List Creator’ page. Your options are as follows:

 

Focus List Type
Student Focus List
Staff Focus List

ID Type
TX Unique ID
Local ID’s
Social Security No.

Focus List Name
Open field – Give your focus list a meaningful/detailed title

Upload a Comma Separated Values (CSV) file

You must browse to the local location on your system that is holding this file. The file you upload MUST be formatted as a CSV and should only contain 1 column with all the IDs listed in the rows below.

 

Insert or edit comma separated values.
Once you have uploaded the file you will see the large open box displaying all of the values from your associated file. You can use this opportunity to spot check and remove any thing that may not be valid such as a title header.

 

Confirmation Page
After you have clicked the ‘create focus list’ button your associated file will attempt to match all of the ID’s in your list with what is on file within your PEIMS / OnDataSuite account. It will then display a list of the created focus list. If there were any that did not find a match it will also display this. If this happens you will need to review the IDs you provided in your list manually against what you have in your OnDataSuite account to determine where the issue is. Some examples of why this might occur would be if the ID is off by a number or if the student has withdrawn.

 

5.Appending to a Focus List #

Existing focus lists can have students/staff added to via the ‘Append’ method.

One item to note about appending to any list is that a focus list by its definition cannot contain duplicate student/staff values. So, when appending to any focus list keep in mind that if you are trying to merge two files with the same staff/student the appended focus list will only list that person once.

For example: I have a focus list A that has 100 students coded as migrant.  I now want to append my focus list B of 50 SPED students. However, out of the 100 migrant students in my focus list A, 25 are also coded as SPED and as such are also included in my focus list B.  So when this append takes place, my total appended file will now only contain 125 students.

Focus List A – Migrant 100 (25 also coded as SPED)
Focus List B – SPED 50

Focus A&B = 100 + (50-25) = 125

 

Appending to existing focus list from Focus List Controls menu
This option requires that a pre-existing focus list has been created so that the current list find may be added to this.

 

Adding Student/Staff Individually to A Focus List
Student and staff may also be added to any focus list by going to the individual student/staff overview section and utilizing the focus list section in the bottom right hand corner of the page

6.Focus List Options #

To view, update,  or remove any of your created focus lists , select “Focus List” from the black menu bar.

 

To review as a list, click on the title to display the listed value of any focus list

Other options include the following:

Edit Options

Select members of the Focus list to remove

Share Focus list with other users

Edit the Title of the Focus List

 

Delete the Focus List
This will delete the focus list completely

Duplicate the Focus List
Can be used prior to performing an append so that you can keep the original focus list

Share the Focus List 

Share among other OnDataSuite colleagues as long as they also have similar student/staff access privilege’s. If you are sharing as an Administrator with all district access, each individual will only be able to see the student/staff they are granted permission for.

Search
Search for specific student/staff members using the small ‘search’ box above each list on the right hand side.

7.Using a Focus List - Custom Report #

Focus lists can be applied to several custom reports within the system by selecting them from available drop down menus. Custom reports are already built within the system and do not allow or require a user to add filter criteria unless available from drop down menu items like the example shown below.

Note: Remember that when a focus list is applied the returned, reported values will be filtered down to only the found students within an applied focus list.  For example if you were to run a report for all of your returning 6th grade students from a fall submission. Your returned list value might be 150 students. Now you apply your Special Ed focus list that has 300 students to the search and hit submit.  The returned list value may now be 85 students because out of the 150 returning 6th grade students, only 85 were BOTH in 6th grade AND also Special Ed.

 

8.Using a Focus List - Ad Hoc Reports #

You can even use a Focus Lists when building your own ad hoc reports in the Student, Assessment and Staff Report Centers.  In the example below we first would select the focus list PRIOR to starting our query.

 

 

Step 1- Create your focus list

Step 2- Use the drop down above the Report Center to select the desired Focus List. (shown above)

Step 3- Build the ad hoc report and click create.

NOTE: If using multiple years when building the ad hoc report, keep in mind that the focus list may contain student/staff data for only 1 year.

Example: Dyslexia student focus list for 2022 used to build an ad hoc attendance report for 2019-20, 2020-21, 2021-22 will only include students who were SPED as per the focus list (2022)

 

Reports with “Focus List” option.

 

 

9.Support Training #

TICKET SYSTEM – icon 

  •  Located at the top right portion of the OnDataSuite screen upon log in.
  • 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.

 

“Support ” tab

  • TRAINING – tab
    • Webinars
      • Past -Recorded w/ Handouts
      • Future – Register
    • Training Video – short topical clips
    • Certificates

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