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. This will help you understand if you do not have access to a certain location within OnDataSuite and will also help you associate your system administrators to user levels.

What areas do I have access to?
OnDataSuite does not assign or store usernames, passwords or grant access to locations within the system. This is all handled at your local admin level. Please take a few minutes to find out who you have set in place to be contacted if you ever lock yourself out or if you want access to other sections of OnDataSuite.

You can change your password at any time

As a registered user in OnDataSuite you may change your password at any time by following the steps outlined below. This process requires that the user already knows their current password.

To reset your password, log into to OnDataSuite and locate the 3 horizontal bars at the top right of the page 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. Make sure to click the “Update” button at the bottom.

 

Connecting the Data Warehouse Dots

To understand the full potential of OnDataSuite you will need to understand how your data warehouse works.  In this section we will connect the ‘data’ dots in your data warehouse so that you know:

• Where your data comes from?
• Who uploads you data?
• How often your data will be uploaded?
• How your different data points relate to one another?

 

Your File Center
OnDataSuite is a data warehouse and its primary purpose it to centralize the storage of different individual data points into one secure location. In order to get your data into the system, someone at your district is responsible for uploading these data points into the file center.

 

Where does the data come from?
Your data will come from several different locations. It can come from your PEIMS files, college board reports and data files, ETS and Pearson Assessment files, TEAL account reports and several other areas.

Who uploads your data?
This is determined at by your local level administrators. In most cases your PEIMS coordinator will upload the PEIMS / TSDS files and the District Test Coordinator will upload the Assessment files, but this is not always the case.

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.

How do your data files relate to one another. 
Now that you have a centralized data location, the next step is to associate each individual file type to one another. To do this, OnDataSuite relies on your PEIMS XML extract file uploads to initiate the associations. If a student or staff member is not recorded within your PEIMS file, there can be no association to any other file. Typically our match is done by using the state assigned TX unique student ID, but in cases where this may be missing from an outside entity record such as the college board or ACT, we will match your students to PEIMS using their first name, last name and date of birth just like the state does.

 

With all the different data files being available, your OnDataSuite warehouse can get kind of confusing at first.  In this section we will see how each data element uploaded into your OnDataSuite warehouse can be viewed independently or in association with one another to provide accountability reports.

While OnPoint has several Tabs to select from, there is an easy way to remember what data files are represented under each tab.  Whenever you click on the Dashboard, Student, Staff or Finance tabs they are all linked to the uploaded District data files in the file center.

All reports located under the Assessment tab are related to ACT, TSIA, Other Exams, College Board and ETS and Pearson files.

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

For more information about the files associated with the CCMR EWS report please visit the OnDataSuite Knowledge Base and search for any of the following items:

• ACT
• SAT
• TSIA  – Accuplacer
• TSIA 2
• CCMR EWS Supplemental File

The following columns displayed in the CCMR Early Warning System are dependent upon a future PEIMS upload files to determine if a student is eligible for CCMR point accumulation:

• Industry Certification
• IEP
• Armed Forces
• OnRamps 
• Level I/II Certification 

As these files are typically uploaded and confirmed by the following year’s October Fall PEIMS submission as leaver graduates, these areas may not form an association in time for districts to have a preliminary view of their upcoming affect on accountability. Please review the next section of this module titled CCMR EWS Supplemental File for a workaround on these and other items that cannot be tied back to a PEIMS record.

In cases where a CCMR value cannot be attributed to a PEIMS location file or a file is not available to associate a point value to a student via an uploaded file a supplemental file can be uploaded into the file center under the the CCMR EWS Supplement location.

When a supplemental file is loaded it will result in an ‘S’ value being assigned to the student under the CCMR EWS reporting system and will count as a ‘Y’ value under the CCMR MET column. This will serve as a place holder for any student that has a preliminary code associated with any of the following items:

 

• Industry Certification (PEIMS- Fall Leaver)
• IEP (PEIMS- Fall Leaver)
• Armed Forces (Can be used in the 2022-23 year forward)
  OnRamps (Third Party)
• Level I/II Certification (Third Party)
• Potential College Prep Math (PEIMS-Summer Course Completion)
• Potential College Prep English (PEIMS- Summer- Course Completion)
• Met TSI1 or 2 Math Outside of District (Third Party)
• Met TSI1 or 2 Reading Outside of District (Third Party)
• Met SAT Math Outside of District (Third Party)
• Met SAT Reading Outside of District (Third Party)
• Met ACT Math Outside of District (Third Party)
• Met ACT Reading Outside of District (Third Party)

For the most up to date information about the CCMR EWS Supplemental file and what it affects please visit the OnDataSuite knowledgebase article here:
https://kb.ondatasuite.com/knowledge-base/ccmr-ews-supplement-files/ 

 

 

NOTE: This file is a WIPE/REPLACE file. This means that only one file can be loaded at any time. After a file has been uploaded into your file center, you can then use the ‘tools’ menu to download the most recent file to make adjustments and then re-upload into the system. 

This report will help you determine if there are files missing in your file center that need to be loaded.

Because the CCMR EWS system relies exclusively on the data files loaded on the back end to calculate each students associated assessment scores, it is imperative that all files be loaded in the proper format.

 

A listed view of all required files will show and if there is an issue it the file name will appear in red.  Please review the accepted file types necessary and if you have uploaded a file in error, submit a ticket requesting the exact file(s) needed to be removed. We cannot remove a file unless a ticket is submitted and is specific to a file name and location.

In instances where more than one file can be loaded per year such as ACT/SAT/TSI we will list the most recently uploaded so that a ‘file upload date’ can help you determine if you are missing a file.

CCMR Early Warning System (EWS)

• Located under the State: Accountability section

 

 

• The difference between A-F CCMR report and CCMR EWS system is that we have removed all bound restrictions to allow districts to search for all students regardless of grade level
• This report relies heavily on all required files to be uploaded into the system

Filter Features

• Year
• Campus
• Grade
• Grad Statuses (Available Codes: 01,03,16,60,66,81,82,83,85,86,88,89,98)
• All CCMR – (CCMR Met, CCMR Not Met, Both CCMR Met and Not Met)
• Filter by Criteria
• Focus List (Option)
• Compare to TEA ( Provides side by side comparison of TEA Verifier file to CCMR EWS System)

4 Year Grad Rate

• Calculated 4  year grad rate from uploaded TEASE/TEAL 4 year TEA longitudinal file. We do not calculate a predictive 4 year grad rate at this time.

 

 

CCMR EWS Crosswalk and Update Log

Located under the CCMR EWS ‘Tools’ button under ‘Report Info’ you will find the CCMR EWS Crosswalk that details how each column value is derived. In addition to this crosswalk we also always keep a log of items that may change in the report itself.

 

 

Represented Columns and Associations

Derived from PEIMS file (Represented in light blue)
SID
Local ID
First
Last
Campus
Grade
DOB
Race/Eth
Gender
Career and Technology Code
Economically Disadvantaged
EL (Current & Monitored)
Special Ed (Current)
Special Ed (Former)
Former SPED (FSPED) – Current and historical PEIMS files
Continuously Enrolled  (Cont Enrl) – Current and historical PEIMS files
Not Continuously Enrolled (Not Cont Enrl)- Current and historical PEIMS files
Graduation Status

ELA College Prep (ELA CP)
Math College Prep (Math CP)

AP IB – Derived from PEIMS OR external file upload of AP or IB
Dual Credit
Dual Credit Hours
Industry cert PEIMS- Derived from PEIMS  OR in absence of PEIMS code can be superseded with uploaded CCMR EWS Supplemental record. Reflected as “O” value
Assoc Deg PEIMS
IEP PEIMS – Derived from PEIMS  OR in absence of PEIMS code can be superseded with uploaded CCMR EWS Supplemental record. Reflected as “O” value
SPED Adv Grad Plan
Coherent Aligned IBC CTE

Derived from External File Uploads (Represented in yellow)
ELA TSIA – Derived from external file upload of Accuplacer
ELA ACT – Derived from external file upload of ACT
ELA SAT – Derived from external file upload of SAT
ELA – Represented with ‘Y’ indicator if any ELA above is MET
MATH TSIA – Derived from external file upload of Accuplacer
MATH ACT – Derived from external file upload of ACT
MATH SAT – Derived from external file upload of SAT
Math- Represented with ‘Y’ indicator if any Math above is MET
ELA and MATH TSIA – – Represented with ‘Y’ indicator if both ELA and MATH is MET

Once a list has been requested your report will have four header colors

1. White header = Student demographic found list from PEIMS file
2. Green header = CCMR Met or Not Met value. This will have either a ‘Y’, ‘N’  value
3. Orange header = Elements associated with external SAT, ACT or TSI (Accuplacer) files. If the students first name, last name and DOB match the students PEIMS record it will show up here
4. Blue header = PEIMS coded values associated with listed student.

 

 

 

 

At the top of the CCMR EWS report you will see a percentage dashboard representation of your found student counts. This value will change according to your found criteria.

 

Additionally, there is a larger CCMR EWS Dashboard that will graphically reflect each of your CCMR EWS values as independent graphics

 

While in the CCMR EWS report you can search and filter your student list results by clicking on the show/hide filter button.

The CCMR EWS report defaults to grades 9-12, All grad status, All CCMR when opened.

Find and filter by

• Year
• Campus
• Grade Level
• Grad Status
• All CCMR / CCMR Met / CCMR Not Met
• Filter by Criteria (any column header item)
• Focus List
• Compare to TEA Verifier or TEA Tracker. Tracker file can be used during current year, verifier requires year selection be for prior year.

From any found list you users can then drill down into individual student records and review anything at the granular level such as course completion, SAT, ACT , TSI Scores

 

Printable Cards,

From within the CCMR EWS report users may choose to print cards of found students. When this button is clicked, a report of 4 student records per page will open up in a separate tab. This process can take a few seconds so please be patient. It is creating a PDF document of individual students that can be printed out on a plain 8.5 x 11 sheet of paper and are sized to print to the following label size if desired: Avery Printable Postcards, Inkjet, 4.25″ x 5.5″, 200 White Cards

 

TEA Tracker File

Throughout the year TEA may provide data TRACKER files to districts via their TEAL login. These files can be reviewed independently of the EWS system or in relation to the CCMR EWS reporting system using the ‘compare to TEA Tracker’ button. This file will not have any impact on the CCMR EWS system other than to allow districts to compare TEA’s most recent tracker file to your current live CCMR EWS report. 

 

TEA Verifier File

Toward the end of the year TEA may provide data VERIFIER file to districts via their TEAL login. These files can be reviewed independently of the EWS system or in relation to the CCMR EWS reporting system using the ‘compare to TEA Verifier’ button. This file will not have any impact on the CCMR EWS system other than to allow districts to compare TEA’s most recent tracker file to your current live CCMR EWS report.  This file WILL have an impact on calculated A-F domain 1 calculations after it has been uploaded. 

 

 

View of compare to TEA option in CCMR EWS reporting 

There is a CCMR EWS section under the student tab that will allow you to query PEIMS coded CCMR related items.

The student tab draws data from uploaded PEIMS files and will represent the last uploaded files codes. This provides an opportunity for you to review student totals at an aggregate level to look for any inconsistencies.

To get there click on the student tab and then look to the very last item in the student report center

The first step to using the student report center is to select a table and let the system know what year(s) you want to look at. 

If you click on the CCMR Early Warning System you should then see a box pop up to the right asking you what year you want to look at. If you make no selection it will select ALL years.  In the example below we are only selecting the most recent years worth of data

 

For the second step you will need to select a search criteria from within the table you are referencing

You will need to let the system know what section of the CCMR EWS report you are reviewing. You will need to click on the ‘criteria 1’ dropdown and make a selection from the available report areas available. Once you have made your choice a box will appear to the right of the report center. This box will be closed but so you will need to click on the ‘filter’ button to see the filter options. In this example I have selected Continuously Enrolled (District Level) codes. I will filter to all those that are coded as ‘1’ or Yes.

For the last step you will need to click on the ‘Create Report’ button

After you have completed your filter selection, click on the ‘Create Report’ button located at the bottom of the report center. Clicking this button will generate  your report based on your selection and filter criteria and will provide you with an aggregate total result like the result shown below

 

You may then click on the aggregate total to be taken to a student list view for further exploration of the results at a granular view.