Principal’s Academy 2-Attendance & Maximizing Funding

1.Getting Started #

The Attendance Session will highlight information from the PEIMS SUMMER data.

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.

Select your campus
If you have access to multiple campuses, you can filter by campus as you view the reports, or see your campuses data aggregated together.

2.File Center #

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

  • Data Sources
    • District
      • PEIMS-preliminary or final file

File Review – Scroll toward the bottom of the screen to verify PEIMS SUMMER file for desired year(s) has been loaded

NOTE: Keeping data current is key to accurate reports so please contact your OnDataSuite Administrator if a “fresh” file needs to be loaded.

Note: A “Preliminary” file means that the data is NOT the “Final” file that will be sent to TEA therefore expect data to change.

3.Summer Dashboard #

Day counts from PEIMS Summer Attendance data

  • Total number of student days in membership, present, and/or absent
    • Drill down using hyperlinks to display the list of students who make up the count of days
  • Use the Information Year drop down to view prior years

  • Check Days Membership by Special Programs
  • Check Total Days Absent
    • Drill-down and sort student list by “Total Days Absent” column to see high to low range (click arrow twice)
  • Check Total Ineligible Days
    • Drill-down and sort students by grade level to investigate possible reasons for ineligible coding
      • PK students allowed to attend before all paperwork completed
      • KG students who are not yet 5 as of September 1st but were allowed to attend
      • Higher grade levels expelled for disciplinary mandatory reasons to JJAEPs

4.Academic Dashboard #

  • Attendance percentage by reporting periods
  • District and campus goals set by administrator
    • Green-goals met
    • Red with Flag-goals not met
  • Trend arrows to demonstrate positive trends (arrow down) or negative trends (red arrow up) from prior six weeks reporting
  • Use the “Print” button in top black menu bar far left for printable copy of graph and data displayed

5.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
  • Student Information>Overview tab
    • Attendance Rate graph displays attendance information from most recent summer PEIMS file loaded

  • Student Information>CTE Hours tab displays total days present by V code for each reporting period for all years loaded

  • Student Information>SPED Hours tab displays total days present by instructional setting code for each reporting period for all years loaded

  • Enrollment>PEIMS Basic Attendance tab displays additional attendance information including special program days present and percentage in attendance for each reporting period for all years loaded

  • Attendance & Discipline tab displays detailed attendance information
    • Attendance percentage by reporting periods
    • District and campus goals set by administrator
      • Green-goals met
      • Red with Flag-goals not met
    • Trend arrows to demonstrate positive trends (arrow down) or negative trends (red arrow up) from prior six weeks reporting
    • Chart to demonstrate attendance trend across six weeks and years
    • Toggle Attendance Details to display full details for all years’ attendance data

6.Student Data Validation #

Select the “Student” tab to see PEIMS Student Data Validation reports

  • Click on any folder to display reports in folder
  • Click on title of report to run the report
  • Note any available filter options and tools

  • Limited Scope Attendance Audit Reviews or LSAs-TEA Audit queries
    • Run all reports in fall for early review
    • Run all reports in summer for
      • Data correction
      • Early intervention for discovered issues
      • Documentation collection for future audit

    • Funding Data Validation
      • Run all reports to ensure funding issues resolved

7.Student Custom Reports #

  • Click on any folder to display reports in folder
  • Click on title of report to run the report
  • Note any available filter options and tools

8.Student Report Center #

Ad Hoc Reporting

  • Located on the left side of the “Student” tab

  • Use the blue ? to assist in understanding the categories
  • Select category
  • Select year(s) needed for report on right-hand side
    • If left blank, ALL years displayed will be included
  • Select Criteria 1 – Optional
    • Search by scrolling down or begin typing element name to enable auto fill
    • Click on element title to move element to right-hand side for filtering
    • To filter:
      • Click Filter to open
      • Use search/Select All/or click any desired area to include codes in report
      • If codes are left blank, all codes will be included
  • Select Criteria 2 – Optional
    • Repeat steps above
  • Click on Create Report to generate results

  • Click on summary totals to drill down to student list
    • Ad Hoc Reporting Attendance Reports:
      • Attendance – Criteria 1 – Reporting Period
      • Attendance – Criteria 1 – Grade; Criteria 2 – Reporting Period
      • Attendance – Criteria 1 – Reporting Period; Criteria 2 – Grade

9.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

10.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.

11.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

12.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.

13.Academies #

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

  • 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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