This workshop will assist in the review of student special population data prior to the Fall PEIMS Submission.  Longitudinal review of data both from Ad hoc and student custom reports will assist districts in identifying potential data anomalies.   Getting Started: Log in to your OnDataSuite Account

• Contact the District’s OnDataSuite Administrator to obtain:
  •        URL to data warehouse
  • User Name/Password 
  • Change in access
  •        Password Reset
• Chrome is the preferred browser

Use “Log In Assistance” if you are the OnDataSuite Admin (Manager), or you do not know who to contact.

Data Sources

• PEIMS TSDS – xml interchange files are created in the Student Information System (SIS)
  • Fall  

NOTE: Current year FALL PEIMS files will be in “preliminary” status until this data collection is complete and sent to TEA.

Contact your OnDataSuite Administrator if current files need to be loaded.

• Check file uploads 
  • Scroll toward the bottom of the data sources screen to view list of files uploaded
  • PEIMS files – click on “Info” or “Data” to open up and see list of interchanges/sections

• Note the year and status of the file (final or preliminary).
• This data will populate the dashboards/reports you are about to view.
• We recommend a current year FALL PEIMS file be loaded as soon as possible, even though it may be a “preliminary” file.

 “PRELIMINARY file” means that the data is NOT the “FINAL” file that will be sent to TEA and therefore expect counts to change.

NOTE: Contact your OnDataSuite Administrator if  “fresh”, more current file(s) need to be loaded.

Check TSDS Rules>PEIMS FALL for Fatals, Warnings, Specials – access to SSN required.

Fatals/Warnings/Specials

• Drill down on any button to Business Rules Summary:

• Drill down on business rules to student level:

• Option to Export to Excel at multiple levels.
• Corrections should be made in the SIS (the source) and new files uploaded

Utilize Dashboards to get a quick aggregated overview, at the district or campus level of the student group you need to review.

• Select the Dashboard/Year Desired

• NOTE: if Year desired is NOT available in the drop down, the PEIMS file for that year has not been successfully loaded into the file center.

• Identify when the Fall PEIMS files was loaded into OnDataSuite by your district OnDataSuite Administrator.  The file load date is indicated next to the School Population heading.

• Scroll down the screen to view the aggregate totals for Student Programs and Student Indicators

• Click on the count to display the list of students. (Access to view student details required.)

Each Student has a profile that users who have “Student Detail” access can review.

Two ways to locate a student’s profile.

• Click on the hyperlink of the SID row of any student list.

• “Search” tab – top black menu bar.

• Enter “Search” criteria to pull up student(s)
• Once student list is displayed, use link under SID column (left), to access the Student Profile Dashboard

Best Practice: Right Click on SID to open Student Profile in new window.

      NOTE: Must have “student profile” access to drill down to the individual student profile level.

Student Information>Overview

• Displays Program status for the most recent FALL PEIMS data loads.  Leaf Icon indicates Fall; Sun Icon indicates Summer.

 

 

 

 

 

 

 

 

 

 

Fall PEIMS>Fall Snapshot Enrollment

• Displays At Risk, Dyslexia Indicator, Economic Disadvantage, Foster Care, Gifted Talented, Immigrant, Intervention Strategy, Migrant, Military Connected, Section 504, Special Education, Title 1, Unschooled Asylee/Refugee, Emergent Bilingual, ESL, Homeless Status, and Unaccompanied Youth Status.

Locate  “Student” on the blue menu bar to view Special Populations information including querying and reports.

NOTE: Use Report Search to assist in locating a report by title.

Student Custom Reports for Special Populations:

• PEIMS Summary and Review Reports
  • Fall Student Data Review
    • Comparison of Special Pop student indicators over multiple years
    • Difference column highlights changes from last 2 years
    • Allows Focus List
    • Student by Indicator based on C088 code table (At Risk – Y/N; Dyslexia (01), etc.)
    • Economic Disadvantage broken out by code, regular and special education students
    • Emergent Bilingual broken out by code, regular and special education students
    • Bilingual by Program broken out by code
    • ESL broken out by code
    • Foster Care, Homeless, Unaccompanied Youth and Military Connected broken out by code
    • RDSPD – verify you are reporting students if offer program
    • Special Education Disability breakouts
    • Title I and Unschooled Asylee/Refugee broken out by code
  • Fall PEIMS Checklist
    • Select Report options:  Material Change: 20% (really highlights differences)
    • All District or breakout by Campus
    • This report follows the TSDS report – PDM1-120-009 Disaggregation of PEIMS
      • Does not breakout by code like Fall Student Data Review

• Economic Disadvantage Reports
  • Economic Disadvantage Year Comparison Percentages
    • Breakout is percentage by campus
    • Up to 10 year comparison displayed
  • Fall Eco Dis Percent in Membership
    • displays students who were “in membership” (ADA codes 1-8) on snapshot and Eco Dis (01, 02, 99)
    • Accountability implications

• Special Programs
  • At Risk Criteria Percentages
    • displays a count of all students coded at risk in fall PEIMS, and each at risk criteria that can be determined based on data loads, along with the percentages of those at risk criteria based on the at risk population
    • use this report to analyze different at risk criteria affects on the at risk student population
    • Report Info lists criteria not being attempted
    • Report Info – see “Definitions” hyperlink to At Risk Criteria Definitions
      • PK-3 Assessment Performance – utilizes Early Reading Indicator of 1 (KG thru 02) to indicate At Risk for that criteria
  • Potential At Risk Criteria
    • Highlights students red if student is not coded as At Risk yet has a criteria reason coded.  Review data and code accordingly.
    • Sort by At Risk Code (zero at top)
  • Ethnicity & Special Program Trends
    • not necessarily used for data cleanup but allows user to select a special program individually to map the trend.
    • print or download the mapped data
  • Fall Special Program Counts
    • special programs by grade level
    • district and or campus summary
    • single select year to review

• Retention
  • Retention Report
    • Focus List
    • Filter for Special Pops (individually)

 

• 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

Student Report Center – Create Ad Hoc Report

Fall PEIMS / Fall Enrollment

1. Criteria 1=”Special Education-Fall”
2. Filter = check 1 (Participant in pgm or svc)

Total – 1730 SPED students

3. Add Criteria 2 – “Dyslexia Indicator”

** Can’t pull SPED Indicator 1 and Dyslexia – all indicators and retain the Total 1730 SPED Students.  The total reverts back to the entire student population.

REMEDY:

Focus Lists

1. Follow STEP 1 above and once have Total 1730 SPED Students, click on the hyperlink ‘1730’ to drill down into list of students.
2. Click Focus List
3. Save Focus List of 22-23 for SPED Indicator -1
4. Navigate to Focus Lists in black menu bar and find new Focus List
5. Navigate back to Student in blue menu bar
6. Upper left corner, click Focus List dropdown menu and choose 22-23 SPED Indicator -1 focus list
7. Click Fall Enrollment under Fall PEIMS in Student Report Center
8. Click 22-23 for Fall Enrollment School Years
9. Add Criteria 1 – “Dyslexia Indicator”
10. Click Create Report

Total remains – 1730 SPED Students; 342 SPED Students participate in Dyslexia services

Economic Disadvantage Focus List / Fall Enrollment

1. Criteria 1=”Gifted & Talented”
2. Criteria 2= “Campus”

Homeless Focus List / Fall Enrollment

1. Criteria 1=”Unaccompanied Youth” (no filter)
2. Criteria 2=”Campus”

Report Options – black box left side

 “Report Options”  – black box (left)

• Export to Excel
• Edit Report – make year, criteria or filter changes
• Bookmark – saves the report and enables sharing
• Show Percents
• Zeroes – shows codes with zero counts
• Graphing – provides options for visualizing data
• Turn on Heatmap – aid in looking for data anomalies

Column Options

• Create Ad hoc report of Economic Disadvantaged students.  Click on hyperlink of total count.
• Add Foster Care data via Column Options to the Student Detail Listing

• Use “Add New Column” and select appropriate information

• Click “Add” and elements selected will appear at end of query
• Click “Submit Changes” and the student detail list will run again with the additions

• To change the way a report/list is displayed, use the options provided for each row of data.
  • Change “Title” by typing in the free form box.
  • To select a different “Year”, use drop down options.
  • Data Set is informational to describe the type of data being pulled.
  • Record is informational to describe which area the data is being pulled from.
  • To change the “Display Type” of the data in the column, use the drop down options.
  • Use the “Hidden” check box for any area that should not display on the report.
  • Use “Grouping” to allow the system to ungroup by the selected area.
  • To Remove a column of data, click the trash can.
  • Use double arrows under ”Controls”  to move a row up or down.
• Click “Submit Changes” to display changes in the report.

 

• Use Tools drop down options:
  • Export to Excel
  • Bookmark your favorite reports and enable sharing

 

Support>Training>Webinars

• Past recorded and Future upcoming sessions

Ticket – Use to enter a question, problem, or feature request with detailed information and click “Ticket”.

As you type in the Subject box, the Knowledge base search results appear to the left to help with answering questions before submitting a ticket.

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