Rolling out ODS to Campus

Whats New
  1. Training Overview
  2. What is OnDataSuite
  3. Accessing OnDataSuite
  4. Campus Admin Setup
    1. Roles
    2. My Dashboard Templates
    3. User Groups
    4. Bookmarks
  5. Dashboards
    1. Fall Dashboard
      1. List View
      2. Student Profile
      3. Focus List
    2. Summer Dashboards
    3. Campus Dashboard
    4. Academic Dashboard
  6. Student/Assessment/Staff/Finance
    1. Attendance
    2. Discipline
    3. Report Center
  7. Accountability
  8. Support/Training
  9. OnTarget

1.Training Overview #

This training is designed to provide an overview of the basic functionality of OnDataSuite’ s OnPoint, OnPar and OnView. OnDataSuite is widely used to assist in the implementation of various projects.  It enables staff to fulfill their own data needs quickly and with very little training. At the end of this training users will have a basic understanding of the following functionality.
  • Log in and access for user accounts
  • Data Sources
  • Dashboards
    • Fall
    • Summer
    • Academic
  • MyDashboards
  • Student
  • Assessment
  • Staff
  • Accountability
  • Support/Training

2.What is OnDataSuite #

 

 

 

OnDataSuite – is a data warehouse that is comprised of five powerful suite components. These components are OnPoint, OnPar OnView, OnBoard, and OnTarget

 

 

 

OnPoint – The OnPoint data warehouse is based upon the upload of various files from multiple sources and years. Once uploaded into the system, these files then seamlessly form data associations that provide our users with information in the form of at a glance dashboard views, intuitive report builders as well as state and federal specific ‘canned’ reports. All reported values in OnDataSuite have been designed to drill down to the student or staff level from any aggregate count.

 

 

 


OnPar – Using the powerful OnPar reporting system, users can view their state-released Texas   Academic Performance Report (TAPR) results and compare them against other district and campus results.


 

OnView – Some districts elect to publish their latest TAPR results on their website.   Once published, visitors to the site will be able to access the same interactive overview dashboard items displayed in OnPar Dashboard and OnView.

OnBoard is a district dashboard designed with school board members in mind. School Board members may now easily access basic district data to aid in decision-making. The data includes student counts, district and campus performance measures, and some staff data. The data is aggregated from PEIMS and Student assessment files loaded by district staff.

 

OnTarget, a recent addition to OnDataSuite, has been developed specifically to facilitate districts with the TIA process and has developed some valuable reports for overall improvement in accountability.  OnTarget includes Common Assessment analysis which allows users to evaluate your locally developed assessments for validity and reliability. OnTarget also includes Growth which shows student growth to help with TIA. OnTarget looks at the Impact of programs by using STAAR for districts to determine if the implementation of a program or intervention had an impact and lastly has reported for comparison reports.

 

Interactive Brochure

https://bit.ly/ODSBrochure

 

3.Accessing OnDataSuite #

Logging In

 

System Log In Screen
•Login Name
•Password
•Click “Login”

 

Forgotten Username / Password
Log in credentials: URL/username and password are supplied by the administrator(s) of OnDataSuite at your district.

4.Campus Admin Setup #

4.1.Roles #

User Access Roles

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

4.2.My Dashboard Templates #

My Dashboards Templates

 

Under Administrator>Site Settings>My Dashboards Templates, administrators can set up templates with multiple widgets to assign to user access roles that can then be used by these users on the My Dashboards screen.

To create a new template

  • Click on the green Add Template button; in the pop up box, name the template; and click Add Template.
  • Add widgets to the template by clicking the green Add Widget to Template button.
  • Begin to add desired widgets, clicking Add Widget once widget information is filled out, and then clicking the green Add Widget to Template button to continue adding more widgets.
  • Once all widgets have been added, you should see a final list along with the options chosen.
  • To delete individual widgets from your template, first check the Delete check box by the widget to be removed, click the red Delete Selected Widgets button, and then confirm the Delete.

To delete a template

  • Click on the template to be deleted on left hand side
  • Click the red Delete Template button and confirm the Delete. Note: Deleting a Template here will not delete the templates already created by end users.

Assigning Templates to User Access Roles

  • Once templates have been added, you can assign them to user access roles on the Administrator>User Administration>User Access Roles screen
  • Select the desired role, scroll down to the bottom to the Dashboard Templates section and move the Unassigned template over to the Assigned side by clicking on it once. Note: you can assign multiple dashboard templates if desired.
  • Scroll back to the top and be sure to select the green Save button to complete the addition.
  • Now you can assign roles to individual users in order for the templates to be activated. See the kb article User Access Roles for further information.
  • After templates are added to individual users using the User Access Roles, you can alert them that they have templates assigned to them. They can then pull the templates into their My Dashboards screen. See the kb article Add Template Widgets for further information.

4.3.User Groups #

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.
  • Message will display that “member” has been added to the group.

Best Practice: Once the group is complete, go to “Bookmarks” and use “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 users account permissions.

4.4.Bookmarks #

Bookmarks

Bookmark functionality is found on ALL Validation/Custom/Adhoc/Custom Reports in the “Tools” drop-down or ad hoc “Report Options” pop-up box.

To create a bookmark, type in:

  • Name – Name the bookmarked report
  • Folder – Store in either the My Reports default folder, or use the dropdown to select another folder
  • Share With – Use the dropdown to share with others in your LEA (optional)
  • Click Save when completed; or Close to cancel without saving

Bookmark enables the user to:

  • Save the report and its parameters.
    • NOTE: New data loads update data in the report
  • Share reports with other ODS users
  • Create folders for organization
  • Establish a platform of consistent reports and data analysis
  • Open reports from this tab

Locate reports that have been Bookmarked under the Bookmarks tab, top black menu bar.

Best Practice:

  • Bookmark reports that will be used repeatedly.
  • When creating the report to be bookmarked, filters used will be retained. This will also ensure that only the data filtered for the report will be displayed regardless of new data files loaded.

Example: An enrollment report filtered for 2018-19, will only display 2018-19, even when a data file for 2019-20 is loaded.

  • Leaving years unfiltered will allow any new year of data loaded to appear in the bookmarked report.
  • Heatmaps, graphs, and percentages will be stored when bookmarking, so if report is shared, these will appear for the shared user as well.
  • Use Bookmarks as a platform for sharing reports with other OnDataSuite users.

5.Dashboards #

Located on Blue menu bar

4 Dashboard options

Year dropdown

5.1.Fall Dashboard #

Student counts from PEIMS Snapshot data (last Friday in October)

  • Select “Information Year” to choose different years
  • “Print” in black menu bar
  • Drill down on hyperlinked counts to see detailed student lists

 

5.1.1.List View #

Drill down using hyperlinks to display a list of students in that category

List options:

  • Sort columns
  • Tools
    • Export to Excel
    • Bookmark the list
  • Create Focus List
  • Column Options – modify and add columns
  • View student profile – permission required

5.1.2.Student Profile #

View student profile by:

  • Clicking on the student id or “View Profile” hyperlink from a student list or
  • Using “Search” on the blue menu bar

 

 

Explore tabs and sub-tabs to discover granular data reported for the student.

5.1.3.Focus List #

Focus List

Use focus lists to isolate a group of staff or students in order to look at the data pertaining to them more specifically.

Creating:

  • Option 1: From a generated “list” of student or staff names, locate the “Focus List” tab just below the title of the report.
  • Create New Focus List
    • The title may be edited
    • Select Submit
  • OR
  • Append List to Existing Focus List– This feature will add the students/staff to an already existing focus list
    • Browse to a current focus list
    • Select Submit to add
  • Option 2: From a student’s profile dashboard page, locate the “Focus List” section at the bottom right corner
  • Option 3: From the ‘Focus List’ tab (top black menu bar), use ‘Upload Focus List’ to upload a list of TX Unique IDs, Local IDs or SSNs.
  • Step 1: Use the drop down to select ‘Focus List Type’:
    • Student
    • Staff
  • Step 2: Use drop down to select ‘ID Type’:
    • TX Unique ID
    • Local ID’s (Student Only)
    • Social Security No.
  • Step 3: Title focus list in ‘Focus List Name’
  • Step 4: Use ‘Browse’ to find file and ‘Upload’ to load IDs to the data entry box
    • NOTE: The file to be uploaded should be a CSV file
  • Step 5: Data Entry Box
    • Update IDs loaded from CSV file if desired
      • and/or
    • Type IDs into the blank box with commas separating each number
      • Tip: Use for small focus lists
  • Step 6: Create Focus List

Utilization:

An ad hoc report may now be created using a Focus List in the Report Center for Student, Assessment, or Staff. The report will ONLY pull data for the staff/students on the Focus List.

  • Select a Focus List from the Focus List drop down box.
  • Then, create report as usual. (Select Category/Criteria)

Some custom reports also have the option to choose a Focus List as the data source.

Staff/Student Overview tab on Profile/Dashboard – access to profile student or staff details required.

  • A Staff or Student can be added to or removed from an already existing focus list from the Staff/Student profile Overview tab.
  • The Profile Overview will also show any focus lists for which this person is a member.

Locate:

To find a complete listing of the focus groups created, select “Focus List” from the black menu bar.

From here, options include:

  • Edit 
    • Select members of the Focus list to remove
    • Share Focus list with other ODS users including User Groups
    • Edit the Title of the Focus List
    • Delete the Focus List
    • Duplicate the Focus List
    • Share the Focus List
  • Upload Focus list:
    • Add new members to a Focus List
    • Upload a Focus List manually – (see above)

NOTE: Click on the title to display members of the Focus List

5.2.Summer Dashboards #

Cumulative Information

  • Total enrollment counts for students attending at least one day of school
    • Counts by grade level, gender, ethnicity and special pops
    • Drill down on hyperlinked counts to see detailed student lists

Days Membership

  • Day counts from PEIMS Summer Attendance data
    • Total number of student days in membership, present,  and/or absent
    • Drill down using hyperlinked days to display the list of students who make up the count of days

5.3.Campus Dashboard #

3 subtabs

Campus Student displays counts/percents for the columns below.

Hover over column title to see definition/calculation.

Click on the hyper link to see the list of students.

See year drop down option – top right.

5.4.Academic Dashboard #

  • Attendance/Discipline percentage by reporting periods

  • STAAR Performance

6.Student/Assessment/Staff/Finance #

Student/Assessment/Staff/Finance tabs:

  • Data Validation Reports
  • Custom Reports
  • Ad hoc Reports
  • Functionality consistent across all tabs

6.1.Attendance #

6.2.Discipline #

Discipline Validation folder

 

Funding Folder

 

Tools:

  • Export to excel
  • Bookmark/Share
  • Report Info

Discipline Reports (folder)  

Graduates / Dropouts / Cohorts folder

 

Section 504

SPED folder

 

Filters/Tools

  • Review filter(s) options at the top of reports
  • Use Tools drop down options:
    • Export to Excel
    • Bookmark your favorite reports and enable sharing
    • Read Report Info to review a description of the report

 

Use  Student Report Center to build/run ad hoc reports on Discipline

  • Choose Disciplinary Incidents category to pull a count of incidences
  • Choose Summer Enrollment to pull a count of students

  • The right side of the screen will display years of data available
    • Check the year(s) needed for the report or leave BLANK to pull all the years.
    • Select Criteria 1- Drop-down displays an alphabetized list of all elements available
      • Search by scrolling down or begin typing the name of the element to enable auto fill
    • Criteria 2 – Optional (repeat steps above)

 

    • NOTE:  “Filter” option on right of the element

 

 

EXAMPLES: Discipline Incidences

  • Criteria 1 = “Reporting Period”
  • Criteria 2 = “Discipline Action Code”

 

  • Criteria 1 = “Disciplinary Action Reason Code”
  • Criteria 2 = “Grade”

 

Use Black Box or left to:

      • Graph
      • Heatmap
      • Export to Excel
      • Add Percent
      • Bookmark/Share

 

Examples: Summer Enrollment 

  • Criteria 1 = “Discipline Action Code”
  • Criteria 2 = “Reporting Period”
  • Criteria 1 = “Disciplinary Length Difference Reason Code”
  • Criteria 2 = “Grade”

 

6.3.Report Center #

Student Report Center

Ad Hoc Report Building

Help option to explain the data source and description for each record in the Report Center

 

 

Create a report:

  1. Select a Category
  2. Select “Criteria” from drop down box(es)
    • Hint: start typing in title to auto populate the field
  3. Select appropriate Years on right side
  4. Select “Filter” for criteria on right side
    1. Leave blank-all codes displayed OR
    2. Select specific codes
  5. Click “Create Report”
  • Click on aggregate totals to drill down to list view

7.Accountability #

  • Federal
  • State – CCMR/A-F
  • RDA – Results Driven Accountability
  • DVM – Data Validations

8.Support/Training #

  • Submit Ticket Icon –  Use to enter a question, problem, or feature request with detailed information and click “Create Ticket”

 

  • Manuals Icon –  Use to search for information on reports and functionality.

“Support” link – top black menu bar

  • Training
    • Find recordings of past Web-ex training, along with handouts on the left. (Use drop down to assist with locating training topics.)
    • Locate Upcoming training descriptions and registration links on the right.

9.OnTarget #

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