1. Whitelisting – enable correspondence (tickets) 
   •  @ondatasuite.com
   • @aloesoft.com
   • redmine@aloesoft.com
2. Review – Creating/Editing User Accounts 
   • Reference Training Video (under Support)
   • “Update User Accounts”
3. Overview – Uploading data via the File Center 
   • PEIMS upload Training video (under Support)
4. Additional Admin Functions
5. Implementation of OnDataSuite
   • Posted under Support/Training

• Keep user accounts updated
• Provide lost PW
• Ensure data loads are current
• Serve as a contact person
• Encourage training/usage
• Create Roles if needed
• Create Dashboard Templates

Admin access 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 in the hamburger menu drop down.

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 Administration Tab-allows an administrative user access to user accounts/activity.

• Use “List, Edit and Delete Users” link– (or Select “Manage”) – to see a List of User Accounts/Access Accounts.

Count of users, Add New User, Export, Inactive Days Setting (open/close)-Top Right

Search for a users account -Mid Right

Edit/Delete accounts -Bottom Right

NOTE: Columns can be sorted.

• “Add Users”  – not LDAP – allows accounts to be created one at a time.

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

NEW – Pre select access areas for specific roles. (See User Access Roles tab)

• Batch Upload Users  – 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.

• User Change Inspector – provides a log of access / password changes

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

• User Job Title/Areas of Interest – 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.

• SSO User Access Upload

• User Access Roles

• Authentication Setting  

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

• TSDS Business Rule Exclusions – the ability to only send certain edits to certain users. Example: SPED can receive only the SPED-related edits ( business rules).

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

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

• Connection Status – ensure emails, charts, graphs, tickets, training videos, and knowledge base are able to be accessed by your server.
• My Dashboard Templates –   Lets the admin develop dashboard templates for designated users such as campus principals that they can add to their own my dashboard
• Student and Business Information Systems – Let us know which systems you use, helps when submitting a ticket.

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’ button2. 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 campuses:

• • 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.

Example:

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.

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

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.

• • Grades Levels assigned for each campus can be reviewed/edited.
  • Affects report under Student/Graduation Dropout folder
  •  This affects the  Report in Student “Over-age Student Report”

• Superintendent – maybe changed at anytime during the year.

• 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.

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.

Recommend that new users:

1. “Change Password” –Knowledge Base 
2.  Subscribe to emails and select “Job Title/Areas of Interest” 
3.  Attend webinar training – live or recorded sessions (+Handouts) under Support/Training
4.  Play in the system

Sample welcome email from the district

Confirm your login credentials and change your password:

• URL: https://999001.ondata10.net  (To be bookmarked using Chrome)
• User Name: Beth Dutton
• Temporary Password: RipWheeler1

NOTE: After receiving your temporary password given above, log in and use the instructions linked below to reset the temporary password PRIOR to loading any data or assigning users.

Password – Personal Reset

Step 1 Go to your profile and click on Job Area/Interests on the left and select those that you are interested in.

Step 2 Go to MyDashboard and select the dashboard  Principals

Step 3 Go to Support and sign up for the Basics of ODS

UTILIZATION

ESCs 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 requests 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/Ps.

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, Counselors, and Board meetings.

This system has also been widely used to provide access to data without compromising the data in an 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!