Overview Training – 2020

What is OnDataSuite? #

OnDataSuite is a 4 piece data warehouse allowing LEAs to securely view student/staff information and create custom research queries based on uploaded PEIMS,  Assessment, and TEAL Accountability files.

  • OnPoint enables users to pull information from multi years, test administrations and collections, to create the full data picture, featuring:
    •  PEIMS (TSDS data/Edits)
    •  Assessment data
    •  Accountability
      • Federal Programs (CRDC)
      • CCMR (A-F)
      • RDA/DVM.

 

  • OnPar contains publicly released data from state released files (ie…TAPR), 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 and access options.

 

What areas do I have access to?
Your district has assigned a couple of staff to be OnDataSuite admins who will provide your user name, password and the URL to be bookmarked (using Chrome) for connecting to the data warehouse. User accounts, access levels and permissions, will be determined by your OnDataSuite Admin. This is usually the PEIMS , Technology, and/or Assessment Coordinators.

Password reset

  • If you have forgotten your PW, please contact your ODS admin for assistance.
  • To reset your PW, after logging in, locate the 3 horizontal bars at the top right corner, 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. Click the “Update” button at the bottom.

Select Job Title/Areas of Interest #

To be placed on the OnDataSuite listserv and be notified of upcoming trainings, new reports and other fun information, please select your Job Title and any Areas of Interest applicabale.

NOTE: This will NOT affect your access.

  • Under the “hamburger” menu ( 3 horizontal bars- top right), select “My Account”.
  • Go to “Job Title/Areas of Interest Icon”
  • Use radio buttons to select as many as apply in each area
  • Make sure “Subscribe to Emails” is selected – top.
  • To save, click “Update Settings” – bottom.

Connecting the Data Warehouse Dots #

Connecting the Data Warehouse Dots

To grasp the full potential of OnDataSuite, an understanding of how the data warehouse works is needed.  In this section we will connect the ‘data’ dots in the data warehouse so that you know:

  • Where the data comes from?
  • Who uploads the data?
  • How often the data can be uploaded?
  • How does the data pieces relate to one another?

 

 File Center
The central location where the data is uploaded.

 

Where does the data come from?

  • TSDS/PEIMS
    • Student/Business Information Systems
    • TSDS.
  • Assessment
    • ETS/Pearson
    • College Board
  • TEA/TEAL
    • Accountability Application
    • ECOS
  • “Supplements” – hand created

Who uploads the data?
Many times, the PEIMS coordinator will upload the PEIMS / TSDS files and the District Test Coordinator will upload the Assessment files. However, this is a local decision, as to who will ensure the timely uploads of the various data.

How often will data be uploaded?
The OnDataSuite Administrator(s) will also determine the frequency of data uploads.

Suggestions include:

  • TSDS/PEIMS
    • Prior to TEA due date for clean up – Prelim
    • Post TEA due date for final
  • Assessment
    • After completed and made available via ETS/Pearson/College Board
  • TEAL/Accountability
    • When TEA releases the files/data

 

How data files relate to one another. 

  • Once the data files are loaded into the file center, they now have a centralized location and can be associated to one another.
  • Initially the PEIMS TX Unique ID # is used to match up students and staff with other data sources like ECOS and STAAR files.
  • However, if a file does NOT contain a UID, the sytem will look for first name, last name and date of birth matches, just like the state does, for the college board or ACT.

Associating Data Files To Reporting Tabs #

Each data file, and all it’s elements, uploaded into OnDataSuite warehouse can be viewed independently or in association (combination) with other data files.

 

The Dashboard is linked to PEIMS data, with 1 section linked to STAAR results.

Student, Staff and Finance tabs are linked to PEIMS, Cohort, ECOS, and General Ledger data.

The Assessment tab is linked to ACT, TSIA, Other Exams, College Board,  ETS and Pearson files.

The Accountability Tab utilizes data from almost all the files to populate the various elements needed for each of the Accountability areas/reports.

Dashboards Tab #

Dashboards

Dashboards provide an “at a glance” view of aggregated data from the PEIMS and/or Assessment files loaded in the file center.

  •  Available 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 each of the dashboards, as you click across the tabs.

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.

  • For District Level users, each campus link is available to allow their specific dashboards to be viewed individually.
  • Campus Organization – Organized around data submitted at the campus level.
  • Campus Student – Each column includes hyper links that enable drill down to student lists.

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

 

Academic Dashboard

  • Attendance/Discipline
  • STAAR 3-8/EOC

 

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 ( left)
    Using this section, you can build a query from PEIMS/Cohort data tables using a combination of filters as desired.
  2. The Student Data Validation Report ( top right)
    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 ( bottom right)
    These reports represent multiple requested reports from different LEA’s to assist various departments with data review.

  • Focus list – use to build reports for a certain group of students
  • Search option – use to locate a report title

 

Staff/Finance #

Staff tab: TSDS PEIMS  and Class Roster Data

  • Validation Reports – Review data for “mismatched” information
  • Custom Reports – Various Staff/Teacher info
  • Report Center – Adhoc – Build your own report

  • Focus List – create a report for a specific group
  • Search – for a report by title/key word

 

Finance Tab:

Assessment Tab #

Select the Assessment title to start reviewing the data.

Note: If an assessment is greyed out, this means that a file has not been loaded into the file center for this type of Assessment, yet.

 

After the Assessment type is selected, the familiar screen to view reports and/or create your own adhoc reports will display.

  1. The Report Center section – build a query(report) using a combination of elements/filters relative to this set of data.
  2. The Custom Report section – clickable reports with filters/focus lists options.

Accountability Tab #

There are 4 accountability sections.

  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. Results Driven Accountability (RDA) Reports
    These reports are generated using both PEIMS and Assessment Files
  4. Data Validation Monitoring Reports
    These reports are generated from PEIMS  and Assessment Files

 

All clickable reports, most of which are based on a current manual released by TEA.

No Adhoc options

How to use Reports #

The 2 types of reports are Validation/Custom reports, which are clickable links and the Report Center in which the user can create an Ad Hoc report.

 

  • Validation/Custom Reports

    • Validation – Proactively audit data anomalies including TEA Limited Scope Attendance Audits prior to TSDS PEIMS submissions.
    • Custom – Stay current with data trends are the year progresses by looking at historical/longitudinal data swings.

Report Search -type in key word(s) to find in titles

Filters – Available at the top of each report.

NOTE:  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

 

 

  • Report Center -Ad Hoc Reports

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

 

 

Create a report:

Left Side -Select a Category of Data from a file source.

Select “Criteria” from drop down box(es) options.

Hint: start typing in title to auto populate the field

Right Side-Select  Years – leave blank to populate all with all years.

Select “Filter” tab to open options for elements available for the report.

Click “Create Report

Click on aggregate totals to drill down to student list view. (Student/Staff Detail access required)

 

Report Options – Black box on left after creating Ad Hoc report

  • Graph Control – Pie, line or bar graph
  • Heatmap On/Off – High and low data points
  • Export to Excel
  • Bookmark – Saves/ Share option
  • Show Percents

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To Print– Screen shot

Fun With Bookmarks #

Bookmark functionality is found on ALL Validation and Custom reports, under the “Tools” drop down – top right.

Bookmark option is also available when creating Ad Hoc reports from the Report Center. The black box will pop up on the right after the report is created. Toggle to “On” and “Save”. Option to change the name of the report.

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. (1.)

Click on the right end of the report to “activate” ( 2) options (3).

  • Open
  • Share
  • Change title
  • Delete
  • Add/view information

Folders

  • “My BookMarks” section
    • My Reports – Reports that YOU have saved are located here
    • Add Folder – Folders YOU create to store reports and stay organized
  • “Shared with me” – Reports that OTHERS have shared with you
  • LEA Cloud Sharing – Allows you to share/see reports from any other ODS user in the state!

 

  • Best Practices/Utilization:
    • If someone shares a report with you, re bookmark for stability.
    • If you make any changes to a bookmarked report. re bookmark to save the changes.
    • Bookmark Reports that will be used repeatedly.
    • Bookmarked and shared reports that have Filters/Heatmaps/Graphs will be retained. This will ensure that only the data filtered for the report will be displayed even when new data files are 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.

Column Options #

Column Options allows editing and adding data to the report from different files in the file center 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

Support #

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

 

2. Pre Release – reports in Beta

3. Release History – What’s new in the update(s)

4.Training

    • Webinars
      • Past – recordings/handouts
      • Upcoming- register
    • Training Videos

 

 

 – provides user with searchable resource

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