New User Training – Overview

1.Training Overview #

This training is designed to provide an overview of the basic functionality of OnDataSuite’ s OnPoint. OnPar, OnView, and OnBoard will be introduced, as well.

At the end of this training users will have a basic understanding of the following key system components:

  • Log in and Access
  • OnPoint
    • Data Sources
    • Dashboards
    •        Reports and Features
      • Student
      • Assessment
      • Staff
      • Finance
      • Accountability
  • OnPar
  • OnView
  •       OnBoard

 

  •       Best Practices
  • Resources -Training

2.What is OnDataSuite #

 

 

OnDataSuite – is data warehouse that is comprised of the following four powerful suite components. These components are OnPoint, OnPar and OnView.

 

 

 

The OnPoint data warehouse is based upon the upload of various files from multiple sources and years. Once uploaded into the system, these files then seamlessly form data associations that provide our users with information in the form of at a glance dashboard views, intuitive report builders as well as state and federal specific ‘canned’ reports. All reported values in OnDataSuite have been designed to drill down to the student or staff level from any aggregate count.

 

 

 


 Using the powerful OnPar reporting system, users can view their state released Texas   Academic Performance Report (TAPR) results, as well as financial data, and compare them against other district and/or campuses in the state.

 



 

Some districts elect to publish their latest TAPR results on their website. With OnDataSuite’ s OnView Component, it’s as easy as referencing the unique iframe tag created from within your OnView screen.  Once published, visitors to your site will be able to access the same interactive overview dashboard items displayed in your OnPar system.

 

Dashboards with key data for Board Members, with overview report options.

2.1.Accessing OnDataSuite #

Accessing OnDataSuite
The OnDataSuite data warehouse resides on a secured web server and can be accessed only after you have been granted permission and user rights through the district’s designated system administrator.

Logging In
To access the data, you will need an internet connection and access to a web browser. The district’s OnDataSuite Administrator will provide you with the URL. Feel free to bookmark.

System Log In Screen
The system login screen requires the user to enter their designated username and password into the two open field items on the screen. After you have entered your credentials click on the green ‘Login’ button.

 

Browser Support –OnDataSuite supports the following web browsers:

  • Chrome version 44 or higher – (Preferred Browser)
  • Firefox version 40 or higher
  • Safari version 8 or higher
  • Internet Explorer version 11 or higher

Forgotten Username / Password
If you have forgotten your username or password, please contact your local ODS Administrator to reset.

3.OnPoint - Where you will spend most of your time #

 OnPoint

OnPoint® aggregates data from files the LEA loads into the system such as PEIMS, STAAR, Cohort, College Board, etc and presents them in the form of graphs, detailed reports, interactive dashboards, and other visualization tools using powerful software analytics.

3.1.Account Information #

To access your account settings, look for the 3 horizontal bars located in the top right corner of screen. This is sometimes referred to as the “hamburger menu”.

There are two types of access from within the user account settings.

  • Users assigned as administrators within the OnDataSuite system will have access to system setup sections and permissions.
  • End Users will only have access to their personal profile area that allows changing passwords, user preferences and/or updating the roles and responsibilities fields, which effect areas for correspondence from ODS. None of these will affect the access levels.

3.1.1.My Account #

My Account

  • Located on top right of black menu bar- three horizontal bars (Hamburger menu)
  • Select My Account

 

 

 

 

 

 

  • Use the “Your Profile” icon to change your password. Enter the  “New Password” and “Confirm Password”. Click “Update”

 

 

 

 

 

 

 

  • NOTE: Click on “Update Settings” to save changes.

 

Job Title/Areas of Interest – will be utilized as a “listserv” to notify users of new reports and/or upcoming trainings. (This does NOT affect access levels.)

  • NOTE: Click on “Update Settings” to save changes.

 

User Settings

  • Allow “codes” to display on Fall and/or Summer Dashboards

 

 

  • Allow a new tab to open each time to open a new report.

3.1.2.File Center #

File Center

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

  • Data Sources – Each blue box indicates the type of file that can be uploaded

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.

BEST Practice:  Know how current the data sets are and what has been loaded. Contact ODS administrators to load additional files as needed and as they become available.

3.2.Dashboards #

Dashboards provide an at a glance view of data from the PEIMS and/or Assessment files loaded in the file center.  Dashboard elements can be viewed at both the District or Campus level for multiple years.

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.

3.2.1.Fall Dashboards #

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

NOTE: This data pulls from the Fall PEIMS file(s) loaded in the file center.

Each count is a live link that will produce a list of students/staff, if the user has access to details for staff/student.

3.2.1.1.List View #

Working with the list:

  • Sort columns using arrows
  • Tools – top right
    • Export to Excel
    • Bookmark the list
    • Print STAAR Cards
  • Create Focus List – used to create reports with groups of students (details: Focus List)
  • Column Options – modify and add columns – (details: Column Options)

View profile – (SID Column) – allows user to drill down to the individual student’s data.

3.2.1.2.Student/Staff Profile - Dashboard #

  • View student/Staff profiles – Dashboards:
    • Locate student/Staff from a list – report
    • Or Search for a student/Staff
    • Then, click on the student/staff id or “View Profile” hyperlink.

NOTE: Account access to view student/staff details required.

 

Student Dashboard example:

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

 

  • Staff Dashboard Example:

NOTE: Account access to view staff details is required.

  • Explore tabs:
    • Employment History
    • Payroll History
    • Responsibility
    • Master Schedule

3.2.2.Summer Dashboard #

Summer PEIMS Attendance records populate disaggreated counts for student groups.

 

The Cumulative Dashboard offers a count of students who have been served at least 1 day during their year, as per having at least 1 day of attendance. 

 

The Days Membership Dashboard displays a count of DAYS as related to membership.

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

3.2.3.Campus List Dashboard #

Fall and Summer PEIMS data is used to populate the counts and percentages for this District level dashboard. (Not available at the campus level)

  • Hyperlinks are available to enable access to a campus view and/or the list which comprises the counts/percents.
  • Example: Click on the name of the campus to go to the dashboards available at the campus level.

Campus List

 

Campus Teachers

NOTE:  Hover over column to view pop up description of data displayed.

3.2.4.Academic Dashboard #

  • Available at District and Campus levels.
  • Attendance/Discipline percentage by reporting periods.
  • STAAR by subject area

 

  • Percentage
    • Percents will display in green if the goal is met
    • Percents will display in red if the goal is not met
    • Goals can be set by users who have administrative access.
  • Trends show the direction of the data for:
    • Each six week period – Attendance/Discipline
    • Prior year – STAAR

3.3.Student - PEIMS/Cohort Data #

  1. Report Center – create Adhoc reports
    • Example: Attendance by 6 weeks
  2. Validation Reports

3. Custom Reports

3.4.Assessment - Test Results data #

Select the area of test assessment results to review. Any file that has been uploaded into the assessment area of the file center will show up as a white hyperlink under your assessment tab. Each assessment file can then be queried using the report center method or will have a custom report available.

  1. Report Center -Create Adhoc reports
    • Example 1: STAAR 3-8 & EOC Reports – All Current year LEP at the approaches by campus by grade
    • Example 2: TELPAS Reports – Breakdown by listening proficiency rating by grade by campus (4 year trend)
  2. Custom Reports
    • Example 1. STAAR 3-8 & EOC Differential Reports
    • Example 2. SAT List Report
    • Example 3. Accuplacer List Report of all assessment dates

3.5.Staff - PEIMS / ECOS Data #

  1. Report Center
  2. Validation Reports
  3. Custom Reports

3.6.Finance - PEIMS / General Ledger Data #

  1. Report Center – create Adhoc reports
    • Note –  Data Sources

 

    • Example – Criteria selections and Filter options.

 

2.  Custom Reports

3.7.Accountability #

The majority of the reports in the Accountability section are based on the most current manual(s) available. Even though calculations are performed according the specifications documented in these manuals, the results should be considered “Preliminary or Estimates”.

NOTE: To ensure accuracy, current files should be loaded in the file center.

  • Federal
  • State
  • CCMR Early Warning System
  • CCMR PEIMS Checklist
  • Results Driven Accountability – RDA
  • A-F Predictive Reporting
  • STAAR 110% At Risk Reporting
  • Data Validation Monitoring- DVM

 

File Center: Recap for Accountability

3.8.Features #

3.8.1.Report Center #

Ad Hoc Report Building

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

 

Steps to creating a record using the report center:

  • Select a Record/Category
  • Select Year(s) or leave blank to include all
  • Select a “Criteria:” drop down box(es)
    • Options to select “Filter” (located on the right) list of codes for the data element (optional)
    • Leave the boxes blank and all codes with a value will be on the report
  • Click “Create Report

  • See “Report Options” – top right
  • Click on the aggregate totals to drill down to the list of students/staff names.

 

EXAMPLE:

Fall Enrollment” -Select year(s) for the report- if no selection is made, the default selection will return values for all available years

  • Select the “Criteria: 1” – “Grade”-a data element from drop down box.
  • Select “Filter” (located on the right) –Optional
    • Choose the code or codes to include on your report.
    • NOTE: Leave boxes unchecked and all codes (with a value) will be included
  • Continue to Select additional “Criteria:” as needed
  • Select the “Create Report” button

 

NOTE: Reports can be built using multiple criteria and multiple filters. Do not limit yourself.

BEST Practice: When beginning adhoc report building, start without filters to prevent accidentally filtering out informative data.

Load Last Report tab, will repopulate the screen with the most recent report criteria.

3.8.2.Report Options/Tools/Features #

Use Report Options with your ad hoc reports. This black box will pop up when you create the report.

  • Graph Control – Create visual data
  • Heatmap On/Off – Makes it easier to see high and low points in the data (option to invert)
  • Export to Excel – Creates data in a spreadsheet
  • Bookmark – Saves the parameters of the report to your bookmarks menu and includes option to SHARE the report.
  • Show Percents – Display percentages for each of the columns

Select “Print”- to create a hard copy-top left corner, black menu bar

 

 

 

 

 

Also, see Tools drop down available to use with Custom reports and/or lists.

3.8.3.Column Options #

Column Options allows editing and adding fields from any of the data sources and/or for various years.

 

  • Select “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
    • Select a “Year”
    • Click “Add Column(s)” – new columns appear at the bottom
    • Click “Submit Changes” – to display report

or

  • Change the appearance:
    • To change the title, type over the existing title
    • To change the year, select a different year in the drop down.
    • To hide a column, check “Hidden”
    • To change the “Display Type”, use the dropdown (Code, Description, Code-Description)
    • To group the data, check “Grouping”
    • To Apply Filter – default. “Uncheck” to release filter(s).
    • To Save Select All – check the row(s) of data to save and use on other reports.
      • “Save Column Set” to retain.
      • “Load Column Set” to apply to a report.
    • To delete a column, click the trash can
    • To change the order, drag the blue arrow under “Controls” up or down

3.8.4.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
    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.

 

“Focus List”s reside in the top black menu bar.

From here, the available options include:

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

 

Option to Upload a focus list from an “external” source.

4.OnPar - Dare to Compare #

OnPar is a powerful multi-year trend analysis and projection tool that allows users to compare their state released data with other districts and campuses in the state.

Initial OnPar Dashboards graphically presents the district level TAPR results with multiple tab options.

 

OnPar features a report builder that allows districts to create peer lists of districts and corresponding data to create graphs and exportable data tables.

5.OnView - TAPR data for LEA Websites #

OnView is the component of OnDataSuite that allows districts to publish an interactive Dashboard to the district’s website. The data will pull directly from the OnPar dashboard, which is publicly released TEA data from the TAPR results.

6.OnBoard - Board Member #

Use drop down ( top left) to select OnBoard.

Created with School Board Members in mind.

  • The data behind the dashboards comes from data loaded by the district (PEIMS, TEA Cohort files) and also from the TEA Accountability file. (loaded by OnDataSuite)
  • Each dashboard has a report linked under the “View Details” hyperlink.
  • Change the year – top right corner
  • Dashboard “HELP” – top right corner

Access:

OnBoard is accessible to District staff if the user has access to ALL the following

  • Student Aggregate Totals
  • Staff Aggregate Totals
  • Assessment Reports

OnBoard is accessible to community members when an account is set up for this application only by an ODS Administrator.

7.Support/Training - Resources #

 

  • Submit Ticket Icon Use to enter a question, problem, or feature request with detailed information and click “Create Ticket”

 

  • Manual Icon –  Use to search for information on reports and functionality.

 

“Support” link – top black menu bar

  • Training
    • Find recordings of past Web-ex training, along with handouts on the left. (Use drop down to assist with locating training topics.)
    • Locate Upcoming training descriptions and registration links on the right.

Help Guide Powered by Documentor
Suggest Edit