Presentation on theme: "Arkansas StudentGPS Dashboards"— Presentation transcript:
1 Arkansas StudentGPS Dashboards System AdministratorArkansas Department of Education
2 Agenda Introduction Project Background/Dashboard Features Roles & ResponsibilitiesUser Access & SecurityDashboard SupportIdentifying and Resolving Data AnomaliesDisabling the DashboardsStudent PhotosQuestions
4 The Ed-Fi Solution Developed by the Michael & Susan Dell Foundation Open source, aligned to CEDSUtilizes ADE’s existing systemsProvides relevant, timely information enabling educators to impact student learning through data-driven decision-makingCurrently utilized in Texas, Delaware, South Carolina, and Tennessee.The Ed-Fi Solution, Developed by MSDF, was selected:Aligns to Common Educational Data Standards (CEDS)It fits well within our existing IT environment, Integrates with existing infrastructuresProvides consistent and comparable performance data across schools, districts and programsProvides teachers with ongoing, actionable insights at the student and classroom levelEnables proactive responses to academic problems as they ariseConverges and organizes information from a broad range of data sourcesDesigned to accommodate future innovations
8 Why Should Our District Use the Dashboards? Student Demographic InformationTranscriptGrades & CreditsStudent Growth PercentileAttendanceDisciplineState & Local AssessmentsArkansas StudentGPS Dashboards
12 District System Administrator Assign users to correct Active Directory/Ed-Fi rolesPoint of Contact for District SupportEscalate Support Issues to ADEManaging District/Building ‘Goals’Sending District AnnouncementsUploading Student Photos
13 Comparing System Administrator and Data Steward Roles Dashboard support is a shared responsibility, with Ed-Fi Administrators and Data Stewards playing key roles at the district levelDistrict RoleUser AccessSet UpUser SupportSystem AdministrationSystem Administrator (District)Ensure Active Directory roles for users are aligned with defined Ed-Fi roles to ensure appropriate access to dashboardsVerify user access prior to training and launchAddress user access issues through Active Directory role assignmentEscalate support issues to ADEADE point person for dashboard administrationSend system-wide messagesData Steward (District and/or Campus)Assist with security role assignmentPoint person for questions by district and campus personnel on dashboard dataSupport timely, accurate data submission into eSchoolDiagnose and address data quality issuesWork to resolve data issues in eSchoolPlusIdentify support issues that require escalating to Ed-Fi AdministratorSend system-wide messages in dashboards, via Ed-fi System AdministratorCommunicate new data to usersThese roles have a lot of overlap and may need additional clarification between the two.
15 Arkansas StudentGPS Dashboards Security Access to the dashboards is controlled through a claims-based authentication process that is FERPA-compliantAuthenticating a user is based on a set of claims about the user’s identity contained in a trusted tokenA basic set of roles or ‘claims’ relates to varying levels of accessAccess will differ based on where a user is assigned (campus vs. district) and any specific student assignments (class sections, rosters)
16 Establishing User Access: Roles ADE has defined five roles in Active Directory to ensure appropriate access to the dashboards by district- and school-level users:District AdministratorSchool AdministratorTeacher*Counselor/Leader*Staff*Each district also has an identified System Administrator roleSystem Administrators will need to assign all dashboard users to the correct Active Directory (AD) group based on the user’s role in the district or school and required/appropriate level of accessAccess to the dashboards will be determined based on:The user’s active assigned Active Directory group/Ed-Fi role ANDEducation organization - district and/or school(s)- and student assignments within eSchool PlusRoles can be assigned to employees at the district or school level* These roles may be assigned either at the district or school level.
17 Claimset Allows Access to: Roles to be Assigned in ADAD RoleClaimset Allows Access to:District AdministratorAggregated student performance metrics at the district level (district information and academic dashboard)Drilldowns to campus listsSchool academic and operational dashboards for all schools in the district, with classroom views and student lists, teacher lists and metrics (operational dashboard)Student dashboards with individual performance metrics for all students in the district (student information, academic dashboard and transcript)Access to Goal Planning page to manage and publish campus goals (% of students achieving dashboard thresholds)School Administrator (Principal/AP)Aggregated student performance metrics at the school level for the assigned school (school information and academic dashboard)Student list drill down displays all students in assigned schoolTabular view of student metrics for all students in each class within assigned school (classroom dashboard) as well as by grade and demographic groupStudent dashboards with individual performance metrics for all students in the assigned school (student information, academic dashboard and transcript)Teacher lists and teacher performance metrics for all teachers in the assigned school (school operational dashboard)No access to Goal Planning page to manage and publish campus goalsState level users – there is also a state-level administrator role that will have same rights as district administrator for all districtsTeacher performance metrics include - % of teachers certified to teach in their given subject - % of teachers by experience level or degree level
18 Ed-Fi Roles to be Assigned in AD: Shared Roles AD RoleClaimset Allows Access to:Ed-Fi Counselor/LeaderAggregated student performance metrics at the assigned education organization level for the assigned education org –district or school information and academic dashboardsStudent list drill down displays all students within assigned school or districtTabular view of student metrics for all students in each class within assigned school or district (classroom dashboards)Student dashboards with individual performance metrics for all students in the assigned school or district (student information, academic dashboard and transcript)No access to teacher performance metrics (operational dashboards)Ed-FiTeacherAggregated student performance metrics at the assigned education organization level –district or school information and academic dashboardsStudent list drilldown filters to ONLY include assigned studentsTabular view of student metrics for all students in teacher’s class(es) within assigned school or district (classroom dashboard)Student dashboards with individual performance metrics for all students in the teacher’s class(es) (student information, academic dashboard and transcript)No access to teacher performance metrics (operational dashboard)The leader role at the state level allows access to all districts/schools/students in the state, but not teacher performance metrics
19 Claimset Allows Access to: Roles to be Assigned in AD: Shared RolesAD RoleClaimset Allows Access to:StaffAggregated student performance metrics to all district and school academic dashboards at the assigned education organization level–district or schoolAdditional drill downs to aggregated performance by grade level and historically; at the district level, ability to view list of campuses meeting goalsNo access to student dashboards or student lists for district’s/school’s students, except those directly assignedNo operational dashboards/teacher metricsThe state level staff role will allow state-level users to aggregated metrics for all dsitricts and schools in the state
20 User Access Verification Users will login to the dashboards using their eSchoolPlus Teacher Access Center (TAC) username and password.User access must be verified before training to ensure successIn addition to encouraging users to check logins before training, System Administrators can impersonate users to test loginsDistrict team can also send an asking users to test their own login in advance of trainingExperience suggests that dashboard training will be more effective if users have access to their own students’ data during training
21 Impersonating Users to Test User Access Type the user name or staff ID in the search bar.Click the arrow buttonClick the ‘Staff’ buttonSearch for the person on the list.* Click ‘Login As’ button to impersonate their dashboard accessOnce logged in as another person, you must log out and log back in to impersonate another user*If person is not listed in search results, they are not in the dashboard database. See User Access Document for handling these cases.5Update screenshot
22 Troubleshooting User Access SymptomPossible CausesSolutionCan’t access websiteWrong URLInternet connectivity problemsDashboard application failureCheck if it is a user issue by trying to access the dashboard application.Can’t log inUser errorNew user does not yet have accessLDAP authentication failureDashboard application problemUse impersonation feature to test the user access. If unable to access the user in the dashboard and user should have access, escalate problem with user information.Can’t see all campuses to which s/he is assignedUser view is defaulted to their first campus assignmentUser must use drop-down menu to change campusesWalk the user through how to navigate between the campuses to which they are assigned.Can’t see all necessary screens/studentsUser does not have proper roleUser roles have changedUser access only tied to class sectionGather information re: screens/students the user cannot see and check against the user’s current AD role. Reassign the desired dashboard claim setting through the Active Directory Ed-Fi role.Also, need to indicate when an issue would be evalated to ADE.
23 District System Administrator Form located on the ADE Data Center under ‘Security Resources’.Instructions for adding users to Active Directory Groups is also available.https://adedata.arkansas.gov/security/
25 Dashboard Support Overview Tiered Support IssuesSupport PlanTiered support systemLevel 1: District System Administrators, Data StewardsLevel 2: ADE State support teamLevel 3: Double Line Partners (DLP)Support linked through the dashboardsto District Administrator from dashboard support button; determines follow-up within district and if escalation to ADE is requiredADE support will be managed through Sharepoint ticketing systemADE will escalate system errors to DLPTraining content and support information available onlineCampus trainers have ability to help with potential user errorsLevel 2 (ADE): Missing or incorrect dataBuild support (data not refreshed)Level 1 (District): User access troubleshootingUser questions and requestsVerification of source dataLevel 3 (DLP):System errorsNew features and metrics
26 Level 1 Dashboard Support User submits ticket through support button (on each dashboard page)Ticket sent to district support accountEd-Fi System Administrator (or designee with access to mailbox) routes ticket to appropriate staff for follow-upEd-Fi System Administrator escalates unresolved issues to ADE (Level 2 support)Smackover Teacher
28 Identifying Data Anomalies Data anomalies may include any of the following:Metrics with missing dataData that do not look right based on user expectationsSource data issuesIncomplete transcript issuesCourse or section issuesDashboard feature/issuesUsers should be encouraged throughout training and pilot to provide as much detail as possible when identifying data anomaliesMetric name, specific issue or questionSteps already taken to resolve issue or questionSee separate Dashboard Data FAQ for Known Data and System Issues
29 Dashboard Support: Typical Workflow Identify Issues Level 1: District Level 2: State Level 3: DLPUsers submit tickets through support featureDistrict researches question in eSchool PlusState support team checks build status and source tables in SISDLP investigates error and makes mapping updateDistrict teams QA the data on the dashboardsIf data is correct in eSchoolPlus, but wrong on dashboards – escalate to Level 2Everything is up to date but dashboard data is wrong; escalate to Level 3DLP may ask ADE for updated data with changes based on researchIf data is wrong in eSchoolPlus, correct data and resolve the issueData requires updating in SIS; load new data for next buildQA Changesuser that the issue is resolveddistrict that issue is resolvedADE that issue is resolved
30 Examples of Data Issues in the Dashboards These are examples of data issues that may be seen in the dashboards. Data should match what is in eSchoolPlus as of the night before.StudentStudent incorrectly is tagged as participating in program (e.g., SPED)Student is missing courses from transcript pageStudent is missing assessment dataStudent performance does not match expected resultsCampus/DistrictPercentages of program participation do not seem accurateStudents are excluded from a metric calculationAssessments missing from the dashboardsSystemData has not been refreshed recentlySystem is downFeatures are not working correctly (search, sort, add/remove columns, create watchlist)
31 Example 1: Missing/Unexpected Student Data Student Data: The dashboards are missing data for a student or results are not as expectedLevel 1: Data steward researches issueAre other students having the same issue? This can checked by clicking next student in listWhere applicable (e.g., student contact info, grades, etc.), check to see if data is in eSchoolPlus and is accurate for a sample of studentsLevel 2: Seek help from ADE in resolving issueIf many students having same issue and data is available/accurate in source, escalate ticket with all information aboveIf source cannot be verified and/or is seen for many students, escalate to ADE:Confirm what data should be visible in the dashboardsCheck assessment results for a particular studentLevel 3: If data present/correct in state source, escalate to DLP for investigation
32 Example 2: Data Not Refreshed Issue: The refresh date of the data is not current, or user has reported that information is not updated as expected.Level 1:Report issue: If the date of refresh is more than 2 days ago, this is an indication that the build is failing. District Ed-Fi System Administrator should escalate to Level 2.Level 2:Check build status: Level 2 state support team can check status of the build on Team City through DLP.Level 3:Fix broken builds: DLP will investigate and fix build support issues until transitioned to ADE.
33 Example 3: Functionality Not Working Dashboard Functionality: A user reports that he/she cannot search, create a Watch List, access More Menus, export data, etc.Level 1: Some following functionality may be related to a user’s level of access and is actually working as designed.Search – search capabilities vary by role and level of access – possible search options include schools, students and teachers and may not be applicable to user’s roleIf a student cannot be found in assigned school, a user may be using an invalid state ID to search for a studentCreate a Watch List – if a user other than the teacher has access to view a teacher’s classroom (e.g., a principal or counselor), the user cannot create a Watch List for that classroom. The option will not appear.Level 2/3: Escalate other errors to DLPDrill downs– if details will not load, escalate to DLPExport – if information is not complete in an export, escalate to DLPMetric setting or other system administrator features – if not working after next build, escalate to DLP
35 Disabling the Dashboards for Your District The dashboards can be disabled by the Ed-Fi System Administrator in each districtThis may be necessary in the following situations:FERPA violation or security concernSystem has fatal error that requires shut down to fixDisable system through the system administrator account on the district administration page
36 Sending System-Wide Messages to Users This tool gives the System Administrator (or data stewards via the System Administrator) the ability to post messages to users to appear as a ribbon on top of screenEnter message in text box and SaveMessage will appear in approximately 10 minutes at top of all users’ view
37 Metric Settings: HS Student Grades Metrics Failing grades and grades below C metrics are calculated in the dashboards based on a metric setting that needs to align with each district’s grading scaleThe metric settings in the dashboard define the lower range of C and passing grades to calculate the metricsThe System Administrator must ensure that the system defaults (70 for “C” and “60” for passing) match the district’s grading policy in order for these metrics to be accurateIf the defaults do not match district policy, the Ed-Fi System Administrator must update them in the dashboards
38 Metric Settings: Grades Below C The system administrator may change the threshold that constitutes a grade “Below C” to power Grades Below C metrics per districtThe default is 70; this will need to be changed if different from your district policyAdministrator may enter a new metric threshold, save, and then test on student grades pages
39 Metric Settings: Failing Grades The system administrator may change the threshold that constitutes the lower bound of a passing grade to power the Failing Grades metricThe default value is 60; this may not be district policyAdministrator may enter a new metric threshold, save, and then test on student grades pages
41 Photo ManagementThe Photo Management page will prompt the user to select a school in the district and select a file to upload.
42 Uploading Student Photos After the student photos have been imported, the status of the student photos and any errors will be displayed.
43 System Administrator Checklist Ensure the district MOU has been signed and returned to ADEReturn the Ed-Fi Active Directory formEnsure users are assigned to correct Active Directory rolesVerify user accessSet-up support address for the dashboards