What is the file center
The file center serves as the ‘brain’ of the OnDataSuite, OnPoint data warehouse. It provides a centralized location where all your district data can be uploaded and shared throughout your organization. Because the file center relies on officially released data files such as TEA Teal released data, PEIMS, College Board, ACT, Pearson and ETS and does not allow for any outside insertion of data (meaning data created by just anyone and uploaded), the probability of creating reports from unofficial sources is less likely to result in reports derived from “bad data”. 

Where is the file center located
The file center is located at the top of your OnPoint screen in the black menu bar

What does the data do once it has been uploaded

Provides a path to data exploration
Individual files loaded into the file center become part of your digital data archive. Every data point loaded into your file center can then be used to generate reports and drill down to specific data held within the date file. Once a file has been uploaded you can use several locations from within OnDataSuite to create reports multiyear longitudinal reports or you can use several available OnDataSuite custom reports from within specific file types.

Associates different data tables 
Files loaded into the file center will automatically associate to other uploaded files in your file center through unique identifying data within each file. This process creates the opportunity to create reports based on the cross tabulation of multiple data elements. 

Historical data reference 
Multiyear files that have been uploaded into the file center can be used to create and review historical longitudinal reports from within each file type. 

Granting Users Permission to Upload Files – System Admin

Users must be granted permission to upload files into the system through the system administrator section of OnDataSuite.

It is important to note that a user DOES NOT need to be an ODS Administrator in order to upload files.

Data Reconciliation (SSN View) – System Admin

Districts will need to determine who can  view social security numbers. File upload designee’s who will be responsible for uploading external data files that will need to be match by methods other than a student ID or PEIMS such as SAT/ACT/AP will need to have access to the student (SSN) number in order to perform any data reconciliation.  Data reconciliation will be explained in depth a bit later in this module.

Encouraged Browser To Upload File

While OnDataSuite does support three browsers ( Chrome, Firefox, Safari and Explorer) users are HIGHLY ENCOURAGED to make Chrome their default browser to upload files into the file center.

Because College Board, ACT and TSIA Accuplacer files originate from outside entities that are not specifically tied to your students via an associative local or state ID, OnDataSuite considers these files to be ‘External’ in nature.  

All of these locations when uploaded into OnDataSuite’s file center do not form an association via state or local id, but are instead matched to your student information student listing by a match of first name, last name and date of birth. Additionally, each of these entities data file formats can change from year to year.

This section will discuss the current status of these file types. Hyperlinks to each location will be associated to the OnDataSuite users Manual location for each item discussed.  

College Board

SAT
https://manuals.ondatasuite.com/index.php/users-manual/#loading-sat-files

AP
https://manuals.ondatasuite.com/index.php/users-manual/#loading-ap-files

PSAT/NMSQT 
https://manuals.ondatasuite.com/index.php/users-manual/#loading-psat10-nmsqt-files

PSAT 8/9
https://manuals.ondatasuite.com/index.php/users-manual/#loading-psat-8-9-files

TSIA Accuplacer
https://manuals.ondatasuite.com/index.php/users-manual/#loading-tsia-accuplacer-files

ACT

ACT (High School)
https://manuals.ondatasuite.com/index.php/users-manual/#loading-act-files

Other

IB
https://manuals.ondatasuite.com/index.php/users-manual/#loading-ib-files

Always review the OnDataSuite manual PRIOR to uploading a file

In a data warehouse environment each uploaded file can be different and every file type and format can change from year to year. OnDataSuite understands this and each year we review every accepted file type for changes that may need to be implemented in order to ensure your data is uploaded without issue. We provide a web based manual that allows us to convey important information about the file structure of every file you can upload into your file center. Files that are uploaded that do not meet the necessary specification will either not be uploaded, or can result in ‘off’ reported results. This is why we ask that every person that uploads a file please review the manual PRIOR to uploading any file.

Specific file center instructions available for every file

The OnDataSuite file center makes it easy to access information about any file you are attempting to upload. Anytime you are in the file center and you click on a blue button to indicate which type of file you are going to upload, you will see the green upload button labeled with the same file upload type. This confirms that you are in the location you wish to upload to. Just above each green button is a red hyperlink that when clicked upon, will take you to the exact location in the OnDataSuite manual that is associated with the file type.

Example: ACT(High School) file link to manual specification below

Steps to uploading your files

1. Obtain the assessment data file from source and save it to a local location. (Locate and remember where you saved the data to be uploaded and make sure it is in the proper required format as you will need this in step 7.)
2. Go to “File Center”
3. Select “Data Sources”.
4. Select the Blue tab that is associated with the file you are going to upload
5. Click on the hyperlink directly above the green upload button to check the manual for any updates. The manual window will open in a new tab and take you directly to they page location so please do not click or move your mouse until the page loads.
6. Return to the File Center, confirm that the green button is still referring to the file type you with to upload and then click on the green upload button
7. Browse to the location of the file that you wish to upload
8. Select the file and you be sent back to the OnDataSuite File Center screen
9. Depending on the file type you are attempting to upload you may have to use the drop down options to ensure the proper year, and any other column options, are correctly selected to send the data to the appropriate location in the data warehouse
10. Click green “Start Upload”

There is an option to Cancel Upload, if needed.

Look for pink highlighted row in file center
After a file has been confirmed as uploaded check the file center upload area and look for anything that is highlighted as pink. This is a sure sign that the file was NOT uploaded properly.

Example: Pink highlight 

Check via a report center query

Every file that is uploaded has a report center that allows you to query your data. Once your data file has been uploaded go to that locations report center under the Assessment tab and click on the first available line under the report center. When this is done the date ranges of the files you have uploaded should appear to the right. If you see dates that look ‘off’ like the example below then that is a sure sign the file had issues with upload.

Example: Accuplacer files report years appear to be invalid

Data Reconciliation

Need Reconciliation
Student records contained in the ACT, SAT, PSAT, AP and Readistep files may not contain student identification numbers. The matching process will occur during the file upload.  If student records can’t be matched due to a lack of a student id number, it will try to match on First Name, Last Name and Date of Birth.  If all three of these elements do not match a record in OnDataSuite, the student will be assigned a temporary ID and will be listed on the Data Reconciliation page.

• Reconciliation Matching Steps
  • Step 1: Match id number in assessment results file to SSN, TX Unique ID, or Local ID
  • Step 2: No match on step 1, exact match on all three elements: First Name, Last Name, and Date of Birth
  • Step 3: No match on step 2, student assigned ‘Temp Assigned SID’ and listed on the Data Reconciliation page

Using the Reconciliation Process
To link an existing student in your OnDataSuite database to the information from the file. Click on the temp ID assigned to the student below to display available data and then complete the record by typing in the matching students SS#. The data from the file will then be added to OnDataSuite.

Please note to ensure the highest match rate when loading data make sure you have loaded up to date TSDS PEIMS files into your OnDataSuite database. The TSDS PEIMS files contain the most accurate matching data.

As with all files uploaded into OnDataSuite once you have loaded your data you can now begin to query and create reports using the files you have uploaded.

There are two ways to view your data from within each sections report center.

Report Center
You can use the ‘Report Center’ which allows you to build  your own Ad-hoc report. This may require that you have some knowledge of the back end data file fields within the file you uploaded.

Custom Report
The ‘Custom Report’ section provides a pre-designed click and view report. Usually this report will result in a list view which you can then add columns to to make it a bit more robust.

All of the files presented in this training are directly tied to a districts preliminary A-F and CCMR EWS accountability reports. OnDataSuite uses each uploaded file to associate back to students performance in the TSI Criteria and calculates the highest scores to predict an overall CCMR point value.

For more information about how each item is calculated review the CCMR EWS Crosswalk

Example: Preliminary TSI Criteria counts used in CCMR EWS Reporting

Example: A-F Domain 1 – Preliminary counts based on individual data files