This area is restricted to system administrators and allows them to assign or restrict access to new users of the OnDataSuite System under the ‘Administrator’ hamburger menu on the far right-hand side of the screen.

Required information for the creation of new user:

• First Name
• Last Name
• User Name (maximum 30 characters allowed with no spaces)
• TX-Unique ID (Required for teacher accounts)
  • The teacher (UID) must exist in one of the following 4 current year submissions for this to be a valid account to add:
    • Fall PEIMS
    • Extended Year Submission
    • Class Roster Fall
    • Class Roster Winter
• Email
• Password/Confirm  – Reference Password Recommendations on Add New User screen
  • Minimum 6 characters
  • Any combination of letters, numbers, and special characters
  • Password is case sensitive

• Access Level Assignment (if the Roles section on right-hand side is utilized, this information will automatically be selected)
  • District Wide (Default)
  • Campus Specific
  • Teacher Only – See TX-Unique ID requirements above.
  • OnBoard Only  – option for board members access to OnBoard ONLY
  • Note: LEA users gain access to OnBoard IF the user account is granted the following access:
    • Student Aggregate Totals
    • Staff Aggregate Totals
    • Assessment Reports
  • Options related to Access Levels District Wide and Campus Specific only (never automatically selected)
  • Set/Edit HB3 Goals (for non-admins) – allow users to edit HB3 goals without giving access to ODS Administrator
  • Show SSN – allow users to view Social Security Numbers for both students and staff if applicable

Roles

Assign role templates designed to auto-fill access (built on the User Access Roles screen) by clicking on any roles on the right-hand side. Once moved to the Access Allowed side, Access Level, Access List, and Restricted Areas are automatically populated.

Note: If a user is assigned multiple roles, the highest level of access will be authorized.  For example, if they are given a role of campus level user and another role of district level user, the district level user will be utilized.

Access List – List of available Access Privileges that can be assigned by the system administrator by clicking on individual items or Add all at bottom of box.  Items on the left are accessible; items on the right are not.

• ODS Administrator – access to the Administrator menu
• File Access – ability to upload files in the File Center
• Reports
  • Student Aggregate Totals – access to Student tab for reports that only contain counts
  • Staff Aggregate Totals – access to Staff tab for reports that only contain counts
  • Finance – access to Finance tab
  • Assessment – access to Assessment tab
  • Accountability – access to Accountability tab and all reports except RDA (see next section)
• Accountability RDA
  • RDA Bil/ESL/EL Indicators – access to Results Driven Accountability Bilingual Education / English as a Second Language summary and indicator reports
  • RDA Other Special Population Indicators – access to Results Driven Accountability Other Special Populations summary and indicator reports
  • RDA Special Education Indicators – access to Results Driven Accountability Special Education summary and indicator reports
  • Note: Clicking the top section “Accountability RDA” will move all 3 sections
  • Note: Selecting this area without selecting Reports>Accountability will only show the RDA reports
• Profiles
  • Student Details – Reports that display student lists plus student level granular profiles
  • Staff Details – Reports that include staff lists plus staff level granular profiles
• Campus Specific Access – only needed if Campus Specific chosen under Access Level
• Restricted Areas – If access allowed:
  • Staff DOB –Staff Profile>Staff Overview>Demographics – Displays Date of Birth
  • Staff Payroll –
    • Staff Profile>Payroll History – Displays E0425 Payroll Amount for each account code
    • Staff Custom Reports>Teacher Summary Reports>Teachers Salary by Years Experience – Displays Base Salary amount on drill downs to detailed staff list
  • Staff Base Salary –Staff Report Center>PEIMS>Payroll Accounting – Fall – Includes Base Salary in criteria list
• Job Titles – will be used for communication purposes
• Areas of Interest – select to determine what areas of communication from the system is desired for the user

Click Submit and Add Another button when completed.

Use a CSV or Excel template upload to mass update/add user access information including:

• New Username
• TX-Unique ID (for teachers)
• Name
• Email
• Password
• Roles
• General Access Levels
• Reports
• Profiles
• Accountability
• Restricted Access
• Job Title/Areas of Interest

Click on “Instructions” to collapse instructions

• Download template in either Excel or Csv
• Fill out appropriate columns and save
• Use Browse to find the file and Upload File
• Files that have been uploaded will appear in the Upload History section

This screen allows you to build an access template based on user roles that can be applied on the Add User page.

To Add a Role

• Click + Add Role and choose a Role Name
• Click Create

• Choose the appropriate Access Levels, Access List items, Campuses, and Restricted Areas items and click Save

• At this point, you can go to the Add User screen to assign the role created

Note: If a user is assigned multiple roles, the highest level of access will be authorized.  For example, if they are given a role of campus level user and another role of district level user, the district level user will be utilized.

To Change a Role

• Simply select the Role that needs to be modified, make the appropriate changes to the Access Level, and click Save

To Delete a Role

• Select the Role and click Delete

• Click Yes to delete or No to cancel

This tab will show which Job Titles and/or Areas of Interest that the user or admin has “self-checked”  upon account set up, or on the end user “Job Title / Areas of Interest” screen.

Use Search to search for individual users.

This tab allows goals to be set for the district or for campuses in the following areas:

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

Click the specific option in the area to open up the page to set the goal(s).

• Enter the desired goal(s). If all goals for the area selected will be the same for the 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 column below that year. (See example below for 2011-12)
• If all the goals for the district will be the same across all the years, use the yellow box beside the district number to populate all the boxes across the row of years. (See example below for 999001)
• If all the goals for a campus will be the same across all the years, use the yellow box beside the campus number to populate all the boxes across the row of year. (See example below for 999001002 – 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 under 11-12; 85.5)
• Click “Save” before leaving the screen!

• Goals will display on the Dashboards>Academic sub tab. It provides information as to whether the goal has been met – green, or not met – red.
• Goals can also be set on this screen by clicking on the individual goal percentage hyperlink to navigate to the Administrator Goals screen.  Note: This will only work if you have Administrator rights.  

User Groups Used in conjunction with bookmarks to share reports with multiple users at once.

Example: Principals

Locate: Find the tab in the top black menu bar “User Groups”.

• Select the “Create Group” button and enter a title for the User Group in the box.
• Drag and drop user names from the “Active User” box to the “Group Members” box.
• The message will display that a “member” has been added to the group.

Best Practice: Once the group is complete, go to “Bookmarks” and use the “Share” tab to locate the user group.

NOTE: Upon moving the “User Group” to “Shared Users”, everyone included in this group will have access to the report consistent with the user account permissions.