New User Training – Overview

1.Training Overview #

This training is designed to provide an overview of the basic functionality of OnDataSuite’ s OnPoint. OnPar, OnView, and OnBoard will be introduced, as well.

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
  • Student/Assessment/Staff/Finance Tabs
    • Validation Reports
    • Custom Reports
    • Report Center
    • Report features
  • Accountability Reports and features
  • OnPar
  • OnView
  •       OnBoard
  •        Best Practices
  • 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.

 

 

 

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.

 

 

 


 Using the powerful OnPar reporting system, users can view their state released Texas   Academic Performance Report (TAPR) results, as well as financial data, and compare them against other district and/or campuses in the state.

 



 

Some districts elect to publish their latest TAPR results on 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.

 

Dashboards with key data for Board Members, with overview report options.

3.Accessing OnDataSuite #

Accessing OnDataSuite
The OnDataSuite data warehouse resides on a secured web server and can be accessed only after you have been granted permission and user rights through the district’s designated system administrator.

Logging In
To access the data, you will need an internet connection and access to a web browser. The district’s OnDataSuite Administrator will provide you with the URL.  In most instances users can use: https://CCCDDD.ondatasuite.com or https://”Districtname.ondatasuite.com”

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

System Log In Screen
The system login screen requires the user to enter their designated username and password into the two open field items on the screen. After you have entered your credentials click on the green ‘Login’ button. A white ‘Reset’ button is also available if you need to reset the credentials you have entered.

 

Browser Support
OnDataSuite supports the following web browsers:
Chrome version 44 or higher – (Preferred Browser)
Firefox version 40 or higher
Safari version 8 or higher
Internet Explorer version 11 or higher

Forgotten Username / Password
If you have forgotten your username or password, please contact your local ODS Administrator to reset.

4.OnPoint Overview #

Overview of OnDatasuite – OnPoint

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

4.1.Account Information #

To access your account settings, look for the 3 horizontal bars located in the top right corner of screen. This is sometimes referred to as the “hamburger menu”.

There are two types of access from within the user account settings.

  • Users assigned as administrators within the OnDataSuite system will have access to system setup sections and permissions.

 

  • End Users will only have access to their personal profile area that allows changing passwords or updating the roles and responsibilities fields which effect areas for correspondence from ODS, and their not access within the system.

4.2.My Account #

My Account

  • Located on top right of black menu bar- three horizontal bars (Hamburger menu)
  • Select My Account

 

 

 

 

 

 

  • Use the “Your Profile” icon to change your password. Enter the  “New Password” and “Confirm Password”. Click “Update”

 

 

 

 

 

 

 

  • NOTE: Click on “Update Settings” to save changes.

 

Job Title/Areas of Interest – will be utilized as a “listserv” to notify users of new reports and/or upcoming trainings. (This does NOT affect access levels.)

  • NOTE: Click on “Update Settings” to save changes.

 

5.File Center #

File Center

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

  • Data Sources – Each blue bar indicates the type of file that can be uploaded

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.

BEST Practice:  Know how current the data sets are and what has been loaded. Contact ODS administrators to load additional files as needed and as they become available.

6.Dashboards #

Dashboards provide an at a glance view of data from the PEIMS and/or Assessment files loaded in the file center.  Dashboard elements can be viewed at both the District or Campus level for multiple years.

To change the year selection click on “Information Year” drop down selection located in the right hand corner of the dashboard.

 

 

NOTE: The year selected will be applied to ALL the dashboards.

BEST Practice: Check the year displaying for the dashboard.

6.1.Fall Dashboards #

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

Each count is a live link that will produce a list of students/staff, if the user has access to details for staff/student.

6.1.1.List View #

Working with the list:

  • Sort columns using arrows
  • Tools – top right
    • Export to Excel
    • Bookmark the list
    • Print STAAR Cards
  • Create Focus List – used to create reports with groups of students (details: Focus List)
  • Column Options – modify and add columns – (details: Column Options)

View profile – (SID Column) – allows user to drill down to the individual student’s data.

6.1.2.Student Profile #

  • View student profile:
    • Locate student on a Student list
    • Or Search for a student
    • Then, click on the student id or “View Profile” hyperlink.

NOTE: Account access to view student details required.

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

6.2.Summer Dashboard #

Summer PEIMS Attendance records populate various disaggreated counts for student groups.

 

The Cumulative Dashboard offers a count of students who have been served at least 1 day during their year, as per having at least 1 day of attendance. 

 

The Days Membership Dashboard displays a count of DAYS as related to membership.

  • Total number of student days in membership, present, and/or absent
  • Drill down using hyperlinks to display the list of students who made up the count of
    days

6.3.Campus List Dashboard #

Fall and Summer PEIMS data is used to populate the counts and percentages for this District level dashboard. (Not available at the campus level)

  • Hyperlinks are available to enable access to a campus view and/or the list which comprises the counts/percents.
  • Example: Click on the name of the campus to go to the dashboards available at the campus level.

Campus List

 

Campus Teachers

NOTE:  Hover over column to view pop up description of data displayed.

6.3.1.Staff Profile #

  • View staff profile: by:
    • Locate staff from a staff list or by using “Search”
    • Clicking on the staff id or “View Profile” hyperlink.

NOTE: Account access to view staff details is required.

6.4.Academic Dashboard #

  • Available at District and Campus levels.
  • Attendance/Discipline percentage by reporting periods.
  • STAAR percentage by subject area
    • Percents will display in green if the goal is met
    • Percents will display in red if the goal is not met
    • Goals can be set by users who have administrative access.
  • Trends show the direction of the data between each six week period.

7.Student/Assessment/Staff/Finance #

  • The next four (4) areas on the blue menu bar, Student/Assessment/Staff/Finance tabs have “clickable” reports:
    • Validation Reports
    • Custom Reports

 

  • Each area also has a Report Center to enable ad hoc reports to be created.

7.1.Data Validation/Custom Reports #

Data Validation Reports
Help ensure data is correct as per the reporting rules.

Custom Reports
Organized into topical folders, these ready to generate reports allow users to review data in many areas very quickly.

Report Search allows user to type in a key word and find a report containing the word in its title

Locate report(s) inside the folder.

  • Select report
  • After report is generated:
    • See filter options, such as Year, Campus, Grade and/or Focus List

    •     Tools
      •      Export to Excel
      •      Bookmark – save and/or give you the option to share reports
      •      Report Info – find more information about the report

BEST Practice: Use “Report Info” to find a summary of the report, as well as specifics usage, the files/data required for the report, the report design and any formulas used for calculations contained in the report.

7.2.Report Center #

Ad Hoc Report Building

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

 

Steps to creating a record using the report center:

  • Select a Record/Category
  • Select Year(s) or leave blank to include all
  • Select a “Criteria:” drop down box(es)
    • Options to select “Filter” (located on the right) list of codes for the data element (optional)
    • Leave the boxes blank and all codes with a value will be on the report
  • Click “Create Report

  • See “Report Options” – top right
  • Click on the aggregate totals to drill down to the list of students/staff names.

 

EXAMPLE:

Fall Enrollment” -Select year(s) for the report- if no selection is made, the default selection will return values for all available years

  • Select the “Criteria: 1” – “Grade”-a data element from drop down box.
  • Select “Filter” (located on the right) –Optional
    • Choose the code or codes to include on your report or leave the boxes
      blank and all codes with a value will be included
  • Continue to Select additional “Criteria:” as needed
  • Select the “Create Report” button

Load Last Report tab, will repopulate the screen with the most recent report selections.

 

NOTE: Reports can be built using multiple criteria and multiple filters. Do not limit yourself.

BEST Practice: When beginning adhoc report building, start without filters to prevent accidentally filtering out informative data.

7.3.Report Options/Tools/Features #

Use Report Options with your ad hoc report located in upper right corner of the report

  • Graph Control – Pie, line or bar graph can be created

  • Heatmap On/Off – Makes it easier to see high and low points in the data
  • Export to Excel – Creates data in a spreadsheet
    After generating, select download link in bottom left corner to open
    report
  • Bookmark – Saves the parameters of the report to your bookmarks menu
    NOTE: To find a complete listing of the bookmarked reports, select “Bookmarks” from the
    black menu bar. From here you have the option to open the report, edit the title, delete the
    report, share the report or organize reports into folders.
  • Show Percents – Display percentages for each of the columns

 

Select “Print”- to create a hard copy-top left corner, black menu bar

 

 

 

 

 

 

 

 

To Generate a list of students/staff, click the number in any row or column of the report.

These live links will produce the list that makes up the count.

See Tools available to use with the list.

 

 

 

 

 

7.4.Column Options #

Column Options allows editing and adding fields from any of the data sources and/or for various years.

 

  • Select “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
    • Select a “Year”
    • Click “Add Column(s)” – new columns appear at the bottom
    • Click “Submit Changes” – to display report

or

  • Change the appearance:
    • To change the title, type over the existing title
    • To change the year, select a different year in the drop down.
    • To hide a column, check “Hidden”
    • To change the “Display Type”, use the dropdown (Code, Description, Code-Description)
    • To group the data, check “Grouping”
    • To Apply Filter – default. “Uncheck” to release filter(s).
    • To Save Select All – check the row(s) of data to save and use on other reports.
      • “Save Column Set” to retain.
      • “Load Column Set” to apply to a report.
    • To delete a column, click the trash can
    • To change the order, drag the blue arrow under “Controls” up or down

7.5.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.

 

“Focus List”s reside in the top black menu bar.

From here, the available options include:

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

 

Option to Upload a focus list from an “external” source.

8.Accountability #

Reports in the Accountability section are created based on the most current manual(s) available. Calculations are performed according the specifications documented in these manuals. However, results should be considered “Preliminary or Estimates”, as they are built from the data loaded into the file center.

NOTE: To ensure accuracy, current files should be loaded in the file center.

  • Federal
  • State
  • Performance Based Monitoring – PBM (new name)
  • Data Validation Monitoring- DVM

  • Click on folders to expand list of available reports
  • Click the report link to generate the report
  • See available filters and tools for each report

 

 

 

 

9.OnPar #

OnPar is a powerful multi-year trend analysis and projection tool that allows users to compare their state released assessment and financial data with other districts and campuses in the state in report and graph formats.
OnPar contains public released Texas Academic Performance Reports (TAPR) data and finance data provided through the Texas Education Agency (TEA).

Initial OnPar Dashboards graphically presents the district level TAPR results with multiple tab options.

 

OnPar features a powerful report builder that allows districts to create peer lists of districts and their data to create graphs and exportable data tables.

10.OnView #

OnView is the component of OnDataSuite that allows districts to publish an interactive Dashboard to the district’s website. The data will pull directly from the OnPar dashboard, which is publicly released data include TAPR results and Financial reports.

11.OnBoard #

Dashboards created with School Board Members in mind. Data resource is from file center in OnPoint.

12.Support/Training #

 

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

 

  • Manual 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.

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