Administrative Functions for OnDataSuite – 2020-21

1.Training Overview #

This training will provide instruction on the following Administrative functions in OnDataSuite.

  1. Creating/Editing User Accounts
  2. Whitelisting
  3. Uploading data via the File Center (+ Data Reconciliation)
  4. Using Goal Setting feature
  5. Other Admin Functions
  6. Implementation of OnDataSuite

2.Administrator tab #

Located at the top right corner – 3 horizontal bars ( Hamburger Menu)

NOTE: End users that do not have Admin rights will NOT see the Administrator link.

2.1.Users #

Best Practice: User accounts should be reviewed at the beginning of each semester and periodically throughout the year to ensure current staff have access as needed, and former staff have been removed.

Users Center:  

The “Users Center” allows an administrative view of all the individual accounts and what access has been assigned.

Use this area to review staff access and determine if any changes need to be made.

  • “List and Edit” Icon

Search, Add New Users, Export, and Inactive Days options are available on the top right portion of the screen.

Use this screen to view access levels on user accounts.  “Edit User” or “Delete User” tab at the far right of each row are available to make updates to the individual accounts.

    

 

  • “Add Users” Icon
    • Individual Entry Option  allows accounts to be created one at a time.

Select “Add Users” icon, to be directed to the manual entry screen.

NOTE: This screen is also used to edit individual user access or information and change passwords.

    • Required fields for creation of new user:
      First Name
      Last Name
      User Name
      Email
      Password (Not stored for retrieval. If lost, must be reset by Admin)

 

    • Access Level:
      District Wide-access to district and campus levels
      Campus Specific-select as many campuses as desired
      Teacher Only-can view only the students in their class(es)

OnBoard Account – access to OnBoard only

Allow user to view Social Security Numbers – (for students and staff)

 

    • Access List:
      -ODS Administrator gives user access to modify user accounts and set goals

              NOTE: Recommend having at least 2 in each district

   -File Center (provides access to upload  files into the file center)

– Reports: Allows user to view data in reports that contain “counts”, but not a list of student/staff information for each of the areas below.

Student Aggregate Totals – PEIMS and Cohort data
Staff Aggregate Totals – PEIMS and ECOS data
Assessment – STAAR, TELPAS, College Board, TSI, ACT, IB, NWEA Map
Finance – PEIMS and General Ledger

 

-Profiles: Allows user to open reports that list the identification granular level data.

Staff Details
Student Details

Accountability: Allows user to access specific areas. – Recommend providing ALL areas to users needing access to ANY accountability area.
     SPED
     NCLB
     CTE
     BE/ESL
     Other

 

    • Job Titles – Check as many as apply, as it will be used to create a list serve for notifications of trainings/new reports/features. NOTE: Does not affect access.

 

    • Restricted Areas (Must be selected in order for user to view.)
      -Staff DOB
      -Staff Payroll
         
    • Areas of interest – Check as many as apply, as it will be used to create a list serve for notifications of training (s) /new reports/features. NOTE: Does not affect access.

NOTE: Password Recommendations

Minimum 6 characters.

Any combination of letters, numbers and special characters.

Password is case sensitive.

OnBoard is also accessible to any LEA user with access to ALL the following:

Student Aggregate Totals, Staff Aggregate Totals, Assessment Reports

    • When finished creating an account, select “Update and Create Another”

NOTE: When user accounts are initially created, the new user will receive an email notification containing URL and user name and instructions to contact the LEA’s OnDataSuite Admin for a password.

 

  • Batch Upload Icon  – enables new user accounts to be uploaded via spreadsheet.
    • Download the User file upload template. (Provided)
    • Add new users to the template.
    • Make sure each user has a unique username and password. Duplicate users will not be created.
    • All of the Demographics fields and the District/Campus field are required, as specified in template. All other fields can be marked “Yes” or left blank.
    • Save the file with a unique name and upload using the form below.

 

  • Changes Icon – provides a log of access / password changes

  • Account Access – lists each user’s account/access levels and areas of interest/job title. Maybe exported to excel, using the tools drop down.

  • Roles & Responsibilities  – allow admin to view names of users who are marked with “Job titles/Area of Interest”

Reminder: This is for email notification (listserve) only and has no bearing on user access in the system.

2.2.Site Settings #

  • Adding new Users – Using Authentication Setting – (Single Sign on System/LDAP):  

For districts using LDAP, please review the instructions in the Users Manual to add new users or edit user access.

To Delete user accounts, please submit a support ticket listing the accounts to be removed.

 

  • Connection Status

 

If users are having difficulty connecting with OnDataSuite features, ( email, Charts/graphs, Help desk/tickets, Training Videos and/or user manual), click on the “Connection Status” icon.  If any of these areas do not show “Successful”, please contact your LEA technical support and/or create a ticket. Provide them with the link location provided.

Example: https://manuals.ondatasuite.com – if a user cannot pull up the Users Manual.

  • TSDS Business Rules Notification – allows set up for specific users to receive edits for a campus(es) via email every time a new file is uploaded to view for edits.

    • Use “Search” to locate user
    • Use Campuses drop down to select campus(es)
    • Switch Email Notification to “On”

2.3.Logs #

  • User Access – displays a log of all users activity

    • Log Summary – Off/On
      • Off – Chart display above details
      • On -List of users and count of pages viewed
    • Tools
      • Export to excel – list of user log
      • Report Info – notes about this feature
    • Date Range/ Update
      • Change the date range boxes
      • Click “update date range” tab
      • Zoom – 1 month, 3 months, YTD…ect.
    • List of users, date, time, browser,  and link to page used.

 

  • File Upload History – Displays what files have been loaded and when.
  • Training Certification Progress – Allows admin to view users who have viewed trainings and/or downloaded certificates to save/print.

2.4.Overrides #

Overrides will allow the Admin User to change the data submitted by a PEIMS file.

  • Remove Truancy Record – This process to remove truancy records was required if your district received a court order to remove student truancy data. ( House Bill 2398 passed during the 84th legislative session in 2016 decriminalized student truancy and created truancy prevention measures. )

 

  • Use Campus Type if using different campus number than TEA recommendations. (See attached doc below from AskTed).

    • NOTE: Campus types affect accountability calculations and if updated manually will change which Accountability group a campus is attributed to.

 

  • Grade Level Age Ranges – may be changed from the default age of the norm for each grade level. Available by campus.

 

  • Superintendent – maybe changed at anytime during the year.

2.5. Goals #

Located under the “hamburger menu”, using the Administrator link.

 

  • HB3 Historical Trend Data –  4 year historical STAAR data for grade 3 Math and Reading to assist with setting HB 3 Board Goals in the following student groups.
    • All Students – (STAAR File)
    • Reported Race – (STAAR File)
    • Economic Disadvantage – (STAAR File)
    • EL (Current and Monitored) – (STAAR File)
    • Special Ed (Current and Former) – (PEIMS File)
    • Continuously Enrolled – (PEIMS File)
    • Non-Continuously Enrolled – (PEIMS File)

NOTE: Toggle options to view details displays the percentage of students at the ‘meets or above’ (Reading and Math) or the percentage of students ‘meeting CCMR performance status’ will be displayed in each column along with numerator and denominator values associated with the calculated percentages.

  • HB3 Goal Settings- Admin can set all goals displayed but only the “All Students” information will populate on the  HB3 OnBoard Dashboard for board members view.
    • Enter the final (or last) year target first, to allow the system to calculate and  populate each yearly percentage between the initial (current year) target goal and the final (last) target goal.
    • Note: The 2019 Target was established by the 2019 TEA Accountability manual, chapter 4, closing the gaps performance targets page 45. We also have provided the TAPR result for the year to help you determine the reasonableness of your entered target goal for the first year. TAPR results will continue to be placed in the dashboard for each following year when they are released.
    • “OVER Ride” Functionality
      • Districts with student populations that fall below the preset HB3 baseline targets may wish to adjust their 2019 baseline targets.1.  Click on the grey ‘Override Baseline HB3 Goals’ button

        2. Enter your initial baseline goal (You should now see all baseline target fields as open fields as shown below.)

         

        3.  After you have made your changes, click on the orange ‘Save Baseline HB3 Goals’ button

         

        4. Click on the green ‘Save Goals’ button.
        Note: This will only save the updated goals to the administrative goal setting section and will not change the actual board goal view under OnBoard.

         

        5. Lastly, click on the blue ‘Set OnBoard Goals’ button to finalize your goals and send to OnBoard board dashboard for Board Members view.

 

  • District Goals  – Users with Administrative access can set goals for the district or for campuses in the following areas:

    • Student Attendance
    • Student Discipline
    • STAAR 3-8
    • STAAR EOC
    • TELPAS

Select the goal/sub goal area and enter the desired goal(s).

    • If all goals will be the same for the entire district and every campus/every year, use the top left box to populate every box.
    • If the all the goals for a “year” will be the same for the district and every campus, use the yellow box under the “year”, to populate all the boxes in the (vertical) column below that year. (See example below for 2011-12)
    • If all the goals for the whole “district”  will be the same across all the years, use the yellow box beside the district number to populate all the boxes across the whole district (horizontal) row of years. (See example below for 999001)
    • If all the goals for a specific “campus” will be the same across all the years, use the yellow box beside the “campus” number to populate all the boxes across the (horizontal) row of years. (See example below for Luke Skywalker HS)

NOTE:

    • User may overwrite any populated box manually by selecting the box.
    • Also, every goal for every year for the district and for every campus may be manually entered.
    • Goals may be in decimal format. ( See example below 94.5)
    • Click “Save” before leaving the screen.

 

 

NOTE: Goals display on the Dashboard / Academics sub tab and indicates whether the goal has been met by displaying green for met, or red for not met.

Lastly, OPTION to set the goals  from the “front” end of the system, by clicking on the ” Goals” hyperlinked percent.

3. File Center - Loading/Connecting Data #

Connecting the Data Warehouse Dots

  • Where the data comes from?
  • Who uploads the data?
  • How often will data be uploaded?
  • How do the different data files/points relate to one another?

 

 File Center

 

Where does the data come from?

  • PEIMS files – Student/Business Information Systems and/or TSDS
  • College Board – SAT
  • ETS/Pearson – STARR/TELPAS
  • TEAL Accountability Application – Cohort/CCMR files from TEA

Note: Click on the “Please click here to visit our manuals website for more information” link provided for each data type. It is located just above the green upload tab.

Who uploads the data?
Administrator of OnDataSuite with access to the File Center. Users usually also have access to the data files that need to be uploaded. Local decision, but an example is the PEIMS coordinator will upload the PEIMS TSDS files and the District Test Coordinator will upload the Assessment files.

  • ONSync – provides the ability to automate the PEIMS file uploads on a nightly basis. This is used by districts who’s SIS allows for scheduling tasks, like extracting a PEIMS file.
  • Please see the screen below for more info.
  • Complete the screen below to get started.

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.

Best Practice:

  • PEIMS
    • Fall – Aug through Jan, as needed for clean up – every 2 weeks to daily
    • Summer – Weekly all year long (option to set up OnSync)
    • Midyear – As soon as Business Software allows extract
    • Extended – July and Aug for submission review
  • ETS/Pearson – when supplied by test vendor
  • ACT/SAT – As available after testing
  • Accountability files (Cohort/CCMR) – when released by TEA

How do data files relate to one another. 
The data warehouse/ centralized data location, allows users to associate each individual file loaded to another. Initial association is made from PEIMS files using student/staff Identification Numbers ( SSN/TX Unique ID). In cases where a file, such as the college board or ACT, doesn’t contain an SSN/Tx UID, the system will match  students to PEIMS using first name, last name and date of birth.

NOTE: If a student or staff member is not reported in a PEIMS file, there can be no association/connection to the staff/student in any of the other files loaded.

 

Associating Data Files To Reporting Tabs #

 Dashboard, Student, Staff or Finance tabs  are all linked to the uploaded District data files in the file center, as well as Staff Certifications from ECOS files via TEAL for Staff, and the Preliminary Cohort files from TEAL/Accountability for Student.

Reports located under the Assessment tab are related to ACT, TSIA, Other Exams, College Board and ETS and Pearson files, as well as an occasional cross over of PEIMS related data.

 

The Assessment Tab can utilize data from multiple locations depending on the accountability report used.

Data Reconciliation – display students who where NOT found in PEIMS, and allows the ability to “manually” connect student data.

 

Student ID Merge – displays students by campus, whos Unique ID’s have been merged in OnDataSuite.

 

4.Best Practices #

WHITELIST

Please whitelist -redmine@aloesoft.com

This will allow the OnDataSuite ticket system to send emails to the users as a response to their submitted tickets without getting blocked.

 

EDITING USERS

For Deleted Access– Test the Log in to ensure the account/access has been removed.

 

Recommendations for new users:

  1. “Change Password” Users Manual 
  2.  Select appropriate “Roles and Responsibilities” 
  3.  Attend webex training – live or recorded sessions (+Handouts) under Support/Training
  4.  Play in the system

 

For ESC Level and PEIMS data source: A “Data Map” is available to more easily identify which districts PEIMS files have been loaded. The Icon is located under the “Administrators” tab:

                

 

  • NOTE: If a file needs to be removed, please submit a support ticket.

 

 

UTILIZATION

ESC’s and LEA’s usually start at utilizing the OnDataSuite system at the Administrative level with department heads.  Most have accounts for each of the PEIMS, CTE, S.E., Technology,  Accountability, Bil/ESL, Assessment/Test and Business Office staff at the Coordinator or higher levels.

Since PEIMS and Assessment data lie at the core of the system, anyone who needs to preview or review data and/or fulfill data request would benefit.

Once the framework of how the system functions is understood by this core group, districts normally begin pushing ODS access out to the campus level. This would include all the staff types mentioned above at each campus and their support staff.  Example… Attendance Clerks, Campus PEIMS staff, Counselors, Principals, and A/P’s.

With the bookmark feature that enables “sharing” reports and data within the system, many ESC’s/LEA’s use ODS as a platform for distributing/communicating data analysis within group settings/meetings. Example…Superintendents cabinet, Principals group and Board meetings.

This system has also been widely used to provide access to data with out compromising the data in a SIS.

NOTE: Remind users that they cannot “hurt” the data. It is a data warehouse to be used to discover and research, audit and review!

5.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

  • PRE- RELEASE REPORTS – tab

 

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

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