Transitioning From SAIS to AzEDS: The Story Continues AzEDS Update Presented to: ASCUS General Fall Meeting February 12, 2016 Mark T. Masterson Chief Information Officer

Presentation outline Issues with AzEDS-to-SAIS processing Clarifying SAIS queue communications Reasons that LEAs have had February transitions postponed Update on live LEAs Service center improvements Important resources easily accessible for you

AzEDS is like a superhighway…

SAIS is more like this…

Issues with SAIS and AzEDS AzEDS Identity Search Issues 1. AzEDS was not handling the searching of students with middle names 2. This led to vendor SIS’s making incorrect decisions based off these results 3. Which then led to duplicate identities and students being created *The problem has been identified and the solution is undergoing testing *ADE is working with certain vendors and LEAs to test and deploy the fix *ADE is developing scripts to eliminate duplicate data on behalf the LEAs.

Issues with AzEDS-to-SAIS process AzEDS-to-SAIS Not Running on Schedule – High SAIS activity and SAIS Integrity runs has caused system lag – AZMerit, STC & SAIS Integrity deadlines have increased volume for processing – SAIS processing backlog has diminished in the last several days – Test improvements being prepared in the AzEDS-to-SAIS process – Promising enhancements made in reducing AzEDS and SAIS processing times Some AzEDS Data Not Landing in SAIS Properly – Early challenges in AzEDS-to-SAIS processing is the cause of this – Improvements have been developed for these edge-case scenarios – Scripts being created when needed to clean up residual data issues – Challenges still exist in mapping AzEDS data to its SAIS counterpart – Significant progress made in closing the AzEDS and SAIS data gap

How to check AzEDS-to-SAIS queue SIS Vendor AzEDS Portal LEA Data Generate AzEDS-to- SAIS Files File Upload Student Details LEA Files SIS Vendor 1 AzEDS System Status page 2 TRANS99 AzEDS-to-SAIS Status = “Completed” Lists files processing or queued to process into SAIS This means the files for SAIS have been created, but not yet uploaded into SAIS Did the AzEDS-to-SAIS process run? What’s really going on…

Temporary postponing of transitions LEAs scheduled to transition in February were deferred to March for the following reasons: Ensure the data was accurate for October 1 enrollment data deadline Charters worried about immediate effects to funding AzEDS-to-SAIS process was not transferring all data to SAIS – All records were failing in SAIS integrity due to missing DOR in SAIS Transactions were being sent out of order in to SAIS – Adds for existing records were not being sent, while deletes were being sent Correctly trying to map AzEDS data with its SAIS counterpart – Example: WP should be converted to P before being transferred to SAIS

Status of live LEAs

LEAs by vendor

Update on live LEAs 30% of the LEAs have transitioned to AzEDS – This includes districts, charters, and JTEDS 42% of LEAs have scheduled their transition date with outreach All SIS vendors are ready to support their clients in making the move to AzEDS Vail and Safford have stated that the AzEDS has reduced the manual effort of SAIS submissions

ADE Support moving forward Daily schedules (phone, ticket and training) Using reporting to guide efforts Synergy support Building a knowledge base Service Manager for public use Escalation paths defined and utilized Communication with internal ADE units Ticket triage

Do-it-yourself IT solutions

Sign up for Red Flag for AzEDS updates

Red Flag helps and hints Registration for this service is free and takes less than five minutes to complete You can receive alerts in the form of s, text messages or phone calls Instructions of how to register are on our blog here: sign-up-for-ade-operational-notifications.pdf sign-up-for-ade-operational-notifications.pdf To sign up, please click here:

AzEDS Answers webpage

AzEDS Answers webpage Lists of all of the questions from last ASCUS Includes the questions and answers from: – Individual breakout sessions with each vendor – Other recurring questions ASCUS Answers – General Recurring ASCUS Answers – Synergy ASCUS Answers – PowerSchool ASCUS Answers – SchoolMaster ASCUS Answers – Infinite Campus

Mark T. Masterson ADE Chief Information Officer Follow ADE IT on Facebook and TwitterFacebook Twitter Thank You