• File Center – Data Sources
• User permissions needed to upload files
• TSDS – Data Source (PEIMS, Class Roster, ECDS, RF Tracker, SPPI-14, SELA, and Child Find)
• General association of file upload to key sections of OnDataSuite (Dashboards, Student, Staff & Finance)
• File information review protocol prior to uploading data
• Steps to upload a file
• Tips on how to ensure your uploads were successful
• File removal
• Reviewing TSDS Rules

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. This is done by moving the ‘File Access’ from the ‘Access Denied’ over to the ‘Access Allowed’ area

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.

Encouraged Browser To Upload File

Users are HIGHLY ENCOURAGED to make Chrome their default browser to upload files into the file center.

PEIMS files for Fall, Summer, Mid Year and Extended year become the building blocks for all of the data and is primarily visible under the following tabs :  Dashboards, Student, Staff and Finance Reports.  The Search tab allows the users to search for both Student and Staff data.  When searching for specific individuals, the results will lead you to the Student and Staff Profiles which contain a tremendous amount of PEIMS information.

Since PEIMS data is the building block, any other data you upload through the File Center is then associated to the PEIMS data that has been loaded.  For example, uploading testing data will associate the data to the student data loaded into the system.  The testing data results are then available in reports under other tabs, such as Accountability and Assessment.

Always review the OnDataSuite Knowledge Base (KB) article 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 HELP / KB article library 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 ‘skewed’ 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 blue hyperlink that when clicked upon, will take you to the exact location in the OnDataSuite KB library that is associated with the file type.

Example: PEIMS

Loading TSDS PEIMS – Important to Note

• Format of file – XML preferred or CSV
  • CSV does not contain all of the data that is in an XML.  TEA does not release a change document for the CSV files so each year changes that are made to these files are not readily known.
  • XML files are the same files that you load into TEA’s TSDS system.  ***OnDataSuite can process your XML files prior to a successful validator tool check.***
• Load ALL files for the collection at the same time.
  • OnDataSuite utilizes a wipe and replace upload process which means all files have to be loaded at one time.
    • This does not mean all files have to be completed in order to upload (Example: It is acceptable to continuously upload summer interchange files throughout the year even though the school year has not ended.)
    • Uploads DO NOT append to previously loaded data for a particular submission / collection.  (Example: You cannot load XML files and then at a later time load an additional XML file for the same submission / collection since all of the data will be wiped and replaced by the newly added XML file.)
• Files can be loaded either zipped or unzipped.
  • If zipped, ensure interchanges are directly in the zipped file and not in a parent folder within the zipped file.  No zipped files within a zipped file.
  • If unzipped, multi select all the xml files to be loaded.  The order does not matter.
• When using a different SIS than Business Information System (ERP):
  • Option 1 – put all unzipped files in a folder and upload them all at once.  OnDataSuite will merge the data together.
  • Option 2 – merge together using SIS or ERP software then extract into TSDS interchange files (zipped or unzipped).
• Multiple files of the same interchange, for example, Interchange Education Organization Extension – one from the Business Information System (ERP) and one from the SIS side, can be loaded at the same time.  OnDataSuite will take the first one.
  • Exception – The Staff Association Extension which will allow one from the ERP and one from SIS and create unique staff records.
• Interchange Student Enrollment file must be loaded to advance OnDataSuite database to the next school year.  (Example: New school year has begun and the first Fall file upload only includes the Education Organization Interchange.  The new school year will not be visible in OnDataSuite until the Student Enrollment Interchange is loaded WITH the Education Organization Interchange.)

• Locate the data to be uploaded.
• Save data to a local drive if needed.
• Log into OnDataSuite.
  • Step 1  -Go to “File Center”
  • Step 2 – Select “Data Sources”.
  • Step 3 – Select the Blue tab labeled as the type of data you are going to upload.
  • Step 4 -Scroll down to see the blue hyperlinked statement that will direct you to the Knowledge Base (KB) article.  Click on the hyperlink and check the KB for any updates.

• • Step 5 -Return to the File Center, select the Green upload button
  • Step 6 -Browse to the location of the XML or CSV file(s) to be uploaded (zipped or unzipped)
  • Step 7 -Select the files.
    • You will then be sent back to the OnDataSuite File Center screen.
  •  Step 8 -Use drop down options to ensure the appropriate choice is made for:
    • Year
    • Submission
    • Preliminary – flag the file to remind users that changes are to be expected.  If unchecked, file will be labeled as “Final”.
      • Files can be relabeled after loaded.
      • Preliminary and/or Final files can be overwritten with subsequent data loads (wipe/replace).
    • Report Period – for Summer Submission the reporting period (i.e. six week reporting period) is selected to indicate the data loaded contains data up to and including the specific reporting period selected.
    • Process
      • Load and Run Edits – data will be updated in the database and applied to all reports and the edits.
      • Run edits only – data will be applied to edits portion of the system (no updates to the database).
      • Load data only –  data will be updated in the database and applied to all reports except for the edits (depending on size of file, could save significant time).

• • • Click green “Start Upload”
      • NOTE: Option to Cancel Upload, is only available, if the “Start Upload” has not been clicked.

STAY TUNED: We will provide a visual walk through/example of this process during the presentation today.

PEIMS Data Files 

Click the blue Info tab next to the file uploaded in the File Center.
After a file has been confirmed as uploaded check the file center upload area and click on the blue Info tab next to the uploaded file.  Look for any Interchange that does not have the green word “OK” next to it.  This is a sure sign that the file was NOT uploaded properly or a particular Complex Type was “Not Found” in the uploaded files.

Example:  Files loaded without any issues – RF Tracker Collection

Example:  Info tab with data “Not Found”

• Not Found simply states that the data listed was not found in the uploaded files.  That does not necessarily mean there is an issue with your data.  In the example below, this district does not have contracted staff in their district so this message is simply a warning that data that is usually reported in this submission is not found.

Example:  Info tab with red error messages “Failed”, “Missing dependency: xxx”

• Failed indicates that there is data within this interchange that did not load properly.  In the example below, this is a summer submission file uploaded at the beginning of the new school year.  This is common at the beginning of the school year since it takes SIS vendors time to update submission/collection extracts to incorporate new data requirements properly.  Until the data is formatted correctly, OnDataSuite will be unable to load that particular data.  This does not prevent other data from loading, however; it should be noted in case you see TSDS Rules firing due to missing data.
• Missing dependency: xxx indicates that data is missing that the data in error is dependent upon.  Example: In a relational database, data is dependent upon other data to make the connection.  If for example, course data is missing, how can the database tie the course data to the student course completions and the staff responsibility record?  You see similar errors when batching data in TSDS File Manager.

Check via a report center query

Every file that is uploaded has an area (report center) that allows you to query your data. Once your data file has been uploaded navigate to the Student tab in the blue menu bar at the top of the OnDataSuite screen and on the left hand side under Student Report Center, click on one of the items under the particular submission or collection that you have uploaded to query the data.

Example: First time to load a new school year’s summer submission interchanges.  Navigate to Student > Student Report Center > Student Report Center > Summer PEIMS > Summer Enrollment and check to see that the Summer Enrollment School Years lists the current school year as a choice under Student Criteria Filters.

Create Adhoc reports to view data uploaded in such a way that you can compare to information in your SIS.  For example, student counts of certain codes reported for that submission or collection.  Example: Number of students reported as receiving Special Education Services, Emergent Bilingual, Economic Disadvantaged, etc.

When to remove a file

NOTE: PEIMS files utilize the complete overwrite of the current file loaded. ( wipe/replace). To update the data, simply overlay it with a new file. 

However, if a files was loaded for the wrong year/wrong submission, or under the incorrect blue tab, you no longer have to submit a ticket to have it removed if you are a user with ODS Administrator access or a user with File Access.  Click the trashcan icon next to the file you would like to remove.  See details at the end of this section.  When a file is deleted, the data is completely removed from OnDataSuite and will no longer be counted on an dashboards or reports.  The removed data will also no longer be reflected in any bookmarked reports.  The only way this may be reversed is for the file to be re-uploaded.

Best Practice:  Save a local backup of the original file before deleting.

Request to remove or change individual student records within the already uploaded file

Issue: Requests for individual item removal from uploaded files.
Example: A district has been told to remove any associated records for a particular student so that they do not appear on any reports.
Result: We do NOT adjust, insert or remove individual data elements from within a file, so this file will have to be completely removed and then re-uploaded with the correction happening at the file level.
Solution: Please read our redaction policy below for further instruction.

Removing Files utilizing the Trashcan Icon

Users may not delete their own files directly from the file center, however the file delete capability is available to OndataSuite users with the following permissions:

• A user with ODS Administrator access may delete any file.
• A user with File Access access who does not have ODS Administrator access may only delete files they have uploaded.

Removing a file that you did not upload or do not have permission to remove.

OnDataSuite will not remove a file without an official ticket request. Tickets can be created in two ways:

1. Click on the ‘submit ticket’ button in the top right hand corner of the screen
   
2. Click on the support tab, then ticket system, then submit ticket

Recommended way to submit a ticket requesting file removal

Submitting a ticket for file removal requires specific data be relayed to our programming team so that we do not remove the wrong file. Below is an example of a well crafted file removal request ticket.

Note how in the description, the file center location is provided first to let the programmer know what location the file is currently in. The second item (File Name) confirms the exact file name and type and finally the uploaded date helps the programmer confirm the file that needs to be removed.

Example of file removal request for two files

Ticket Type: Error/Bug
Subject: File Center – File Removal Request

Description: 
Please remove the following file(s) from the file center

File center location: CCMR
File Name: CCMRFinal.xls
Uploaded: 02/14/2020
Issue with file: Loaded wrong file type

File center location: TELPAS
File Name: TELPASALT.dat
Uploaded 05/06/20
Issue with file: Loaded into wrong area

Phone number: 999-879-9587 extension 123

OnDataSuite Data Redaction Policy

The best solution for redacting individual records from your On Data Suite is to remove the records manually from the file.

On Data Suite is a Data Warehouse, therefore, it is our policy to not directly alter data once it is in our data store.
You will need to have the previous file removed from our system via the ticket system before uploading the altered file.
This also insures that if your file is reloaded from your original file in your data store, the redacted data is not going to be loaded again.

NOTE: Any individual data reconciliation results will not transfer with a newly edited file. This means if we remove a file by request and a new file is uploaded later with the same student data it will once again be placed into your data warehouse and you will have to repeat the removal request. 

Walk through of PEIMS file loading instructions

Where does the data come from: 

• Student/Business Information System(s) ( SIS) – Recommended
  • Create/Extract xml interchange files for the Fall, Summer, Midyear,  Extended Year PEIMS or any TSDS submission.
  • Files may be zipped or unzipped
• TSDS
  • Use this method if you are trying to load historical data and you no longer have access to the previous year’s files.
  • Visit the KB article:  https://kb.ondatasuite.com/knowledge-base/retrieving-peims-files-from-tsds/
    • edm – for retrieval of xml files
    • TSDS PDM (PEIMS Data Mart) for retrieval of CSV files

Accepted data file format:

• xml (recommended) 
• CSV

Suggested dates for upload:

• Begin as soon as the SIS and/or BIS can allow the user to create  xml interchange files for this submission. Partial and preliminary files are welcome.
• Consider the following frequency suggestions.
  • Fall – (Sept – Jan)
  • Summer  – (Sept – May)
  • Mid-Year – (Nov- Feb)
  • Extended – ( July – Sept)

Continue uploads on a Weekly/Daily basis, or as often as needed for clean up/review until the final submission has been sent to TEA.

• NOTE: Subsequent files will overwrite the previous file for the same year/same submission. (wipe/replace)

After uploading a submission or collection files and you have verified the data loaded properly, navigate to the TSDS Rules tab in the blue menu bar to review your submission / collection Fatals, Warnings and Special Warnings.

This is available for the uploaded files where the top two processes were chosen, Load and Run Edits and Run Edits only.

• Process
  • Load and Run Edits – data will be updated in the database and applied to all reports and the edits.
  • Run edits only – data will be applied to edits portion of the system (no updates to the database).
  • Load data only –  data will be updated in the database and applied to all reports except for the edits (depending on size of file, could save significant time).

Once on the TSDS Rules screen, on the left hand side of the screen, click on the submission or collection that you are reviewing.  The list of data categories for that specific submission / collection will display along with the count of Unique Fatals, Unique Warnings and Unique Special Warnings.

On that screen, users may export all TSDS Rules triggered to an ‘Excel District Workbook’ for All Campuses or Specific Campuses.  A downloadable Excel file will contain a list of all TSDS Rules triggered along with a separate sheet for each rule and all the errors for that rule.

Users can also click on TSDS Rules by Campus which will break out all errors (Fatal, Warning and Special Warning) for each campus.  That report is then able to be bookmarked enabling a district to assign the bookmarked report to specific campus users (i.e. PEIMS registrars, Campus Principals) to review in OnDataSuite.  This eliminates the need for a district to send out individual spreadsheets or place them on a shared drive.  Once the registrar / principal signs into OnDataSuite and opens the report, the only data visible to each user is the data for their particular campus their ODS account is set to.  This alleviates the need to create separate spreadsheets for individual campuses.

Click on the hyperlinked number under any of the error categories (Fatal, Warning, Special Warning) to open a list of all specific Business Rules with errors in that category and the number of instances for each error.  This report can be downloaded into an Excel spreadsheet (EXCEL ALL DETAIL) that breaks out each Business Rule and includes the specific student, staff, data entity corresponding to that triggered Business Rule in one spreadsheet.

Drill down further by clicking on a specific Business Rule number to open the details for the Rule and the specific instances that triggered that rule.  This report can be exported to Excel or Bookmarked and assigned to individual users.

TSDS Business Rules Notifications 

Set under Administrator > Site Settings > TSDS Business Rules Notifications

This functionality allows you to set up district or campus level users to receive an email when a new TSDS file is loaded through the Edits process. Changes here are applied to all File Center TSDS loads.
     Note: If a file does not load correctly (highlighted red in the File Center), an email will not be sent.

When the user logs into their OnDataSuite system, they will only be able to see the Business Rules they have access to (Student, Staff, and/or Finance) and the campus(es) they have access for.

See KB article: https://kb.ondatasuite.com/knowledge-base/3-2-4-tsds-business-rules-notifications/

TSDS Campus Business Rules Exclusions 

Set under Administrator > Site Settings > TSDS CVampus Business Rules Exclusions

This tab allows you to exclude business rules at the campus level from appearing on the TSDS Rules screen, exporting to the Excel Workbook, and sending email notifications.

See KB article: https://kb.ondatasuite.com/knowledge-base/3-2-3-tsds-campus-business-rules-exclusions/