Principal’s Academy 1-Basic Usage and Functionality

1.Training Overview #

This training is designed to provide an overview of the basic functionality of OnDataSuite’ s OnPoint, OnPar and OnView components.

OnDataSuite is widely used to assist in district and campus implementation of various projects. Across the board, District and Campus staff use the system to fulfill data requests simply because the tool is so fast and easy to use. When multiple departments are provided access, it enables staff to fulfill their own data needs quickly and with very little training. The bonus is the sense of ownership it brings to the departments.

Many districts are finding that the use of OnDataSuite has unified the departments, as the system provides hands on opportunities to see how data ties them all together. Also, if ODS is used as a platform to share reports across departments, everyone will be accessing the same data in the same way. The consistency this provides offers stability, comradery and opportunity to make systemic changes district or campus wide.

At the end of this training users will have a basic understanding of the following key system components:

  • Log in and access for user accounts
  • Data Sources
  • Dashboards
    • Fall
    • Summer
    • Academic
  • Student/Assessment/Staff/Finance
  • Accountability
  • Support/Training

2.What is OnDataSuite #

 

 

OnDataSuite – is data warehouse that is comprised of three powerful suite components. These components are OnPoint, OnPar and OnView.

 

 

 

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 online from within their website. With OnDataSuite’ s OnView Component, it’s as easy as referencing the unique iframe tag created from within your OnView screen.  Once published, visitors to your site will be able to access the same interactive overview dashboard items displayed in your OnPar system.

3.Accessing OnDataSuite #

Logging In
URL- districtname or district number  .ondatasuite.com

Example: mydistrict.ondatasuite.com  OR  000111.ondatasuite.com

 

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

Browser Support
•Chrome – (Preferred Browser)
•Firefox
•Safari
•Internet Explorer

 

 

Forgotten Username / Password
If you have forgotten your username or password please contact your local system administrator to have them reset it for you.

4.OnPoint Overview #

Overview of OnDatasuite – OnPoint

OnPoint® is a data warehouse component that aggregates data from multiple educational data sources (see file center) and presents them in the form of detailed reports, interactive dashboards, and other visualization tools using powerful software analytics.

4.1.My Account #

Located on top right of black menu bar- three horizontal bars (hamburger menu)

  • Select “My Account

  • To change your password, click “Your Profile”
    • Type  New Password, Confirm Password, and click “Update”

  • Click “Roles & Responsibilities
    • Click check boxes to select areas of interest for email notifications on trainings, new reports, features and other topics specific to the area
    • Click “Update Settings” to save changes

5.File Center #

Located on the black menu bar at the top of the screen.

  • Data Sources
    • District
      • PEIMS-preliminary or final file
      • Student Images
      • TEA Cohorts
    • Other Exams
    • ACT
    • TSIA
    • College Board
    • ETS/Pearson
      • STAAR
      • TELPAS
      • SIRS

File Review – Scroll toward the bottom of the screen to view the files that have been uploaded into the system and will be used to populate the reports.

NOTE: Keeping data current is key to accurate reports

6.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

 

6.1.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

6.2.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.

7.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

8.Academic Dashboard #

  • Attendance/Discipline percentage by reporting periods

  • STAAR Performance

9.Student/Assessment/Staff/Finance #

Student/Assessment/Staff/Finance tabs:

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

9.1.Data Validation/Custom Reports #

Data Validation Reports
Proactively audit data anomalies including TEA Limited Scope Attendance Audits prior to TEA submission.

Custom Reports
Organized into topical folders, these 1 click reports allow users to review information in many areas very quickly.

  • Report Search type in key word(s) to find in titles
  • Click on a report title to generate the report.
  • Filters
    • Review filters at top of page for criteria selections
    • Remember to click on ‘Submit’ after changing filter to apply

  • Tools:
    •      Export to Excel
    •      Bookmark – save and share reports
    •      Report Info – find more information about the report

9.2.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

Example Ad Hoc Report

9.3.Report Options/Tools/Features #

Report Options  – Upper right corner of the report

  • Graph Control – Pie, line or bar graph

  • Heatmap On/Off – High and low data points

  • Export to Excel
  • Bookmark – Saves report under “Bookmarks” in the black menu bar
  • Show Percents

Print– a hard copy

Drill down on totals to generate a list of students/staff

Hint: Drill down on hyperlinked grand totals to get to detailed lists of all students

9.4.Column Options #

Column Options allows editing and adding information to the report from different data sources and/or different years, and various submissions. (Located gray menu bar on student/staff lists.)

  • To EDIT columns/rows on the report
    • Relabel the Title of a row instead of using the default Title. It is a free form field.
    • Use the drop down to select a different year for the data.
    • Change the “Display Type” to “Description” or the PEIMS “Code” or both.
    • Select a row of data to be “Hidden” when the report displays.
    • Grouping” allows the user to group/ungroup data to be displayed.
    • To Remove a column of data, click the trash can icon.
    • Reorder the of rows by using the blue up/down arrows.

    • Data Set- Lists which file the data is pulling from
    • Record – Describes which record/area the data is pulling from
    • Submission* – Identifies which PEIMS submission the data is pulling from.

    Example: Economically Disadvantage is reported in both Fall and Summer PEIMS. User can expect to see identification as to which submission is being pulling to display the data.

  • To ADD columns to the report

  • Use “Add New Column” to add a column(s) of data to the list.
    • Select a “Data Type”
    • Select a “Record”
    • Select a “Column” -may select multiple
      • Hint: Click outside of the column area within the Add Column box to close
    • Select a “Year”

Click the  “Add ” button to place the new data at the bottom of the display.

Click “Submit Changes” to generate the report. 

 

Add more columns from other sources, records, or years by repeating above steps.

9.5.Focus List #

Focus List allows you to create a group that can be used in reports to get results specific to that group

  • Two different options:
    • To create a new list, use the default name or type in the name desired in the
      “Create New Focus List:” field and “Submit” OR
    • To append the list to an existing focus list, choose the existing focus list title from
      the “Append List to Existing Focus List:” dropdown box and “Submit”
  • An on screen confirmation box will appear, allowing you to “Close” or “View Focus
    List”

Focus List Usage

  • Create ad hoc reports using the Focus List dropdown box.

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

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

From here, the available options include:

  • Edit the title
  • Delete
  • Duplicate
  • Share
  • Add new members

10.Accountability #

Reports are based on manuals released by the agency.

11.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.

11.1.Academies #

Join us for future academy trainings by logging into OnDataSuite under Support>Training>Upcoming Training Schedule!

  • Session 2: October 9, 2018 10:00 a.m.
    OnPoint Attendance Reports – Focus of this workshop is to review campus attendance data and trends per six weeks using a proactive approach to maximize funding.
  • Session 3: October 16, 2018 10:00 a.m.
    OnPoint Accountability Review – Focus of this workshop is using OnPoint to view the campus accountability reports, including PBMAS and A-F
  • Session 4: October 23, 2018 10:00 a.m.
    OnPoint Discipline Reports – Focus of this workshop is viewing campus discipline data, its trends and how it is affecting accountability/ PBMAS/DVM.
  • Session 5: October 30, 2018 10:00 a.m.
    OnPoint Assessment Review – Focus of this workshop is using OnPoint for viewing campus assessment data and trends.
  • Session 6: November 6, 2018 10:00 a.m.
    OnPoint Fall Reports (Campus Program Counts & Leavers)- Focus of this workshop is to assess fall campus data, trends, and counts.
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