Data Governance Best Practices on Data Entry and Reports Presented by Pat DiLella – IU Administrator Sharon Guess – IU Point of Contact Mike Manzi – SDP PIMS Developer Sharon Connelly – SDP PIMS Coordinator

Best Practices on PIMS Data Entry & Reports PA Secure ID Process PIMS Process Report Process

PA Secure ID Process Daily ID Updates Weekly ID Assignment Updates Demographic Field Changes Weekly ID Assignment Updates New Student Enrollment Records Small numbers – manually Large numbers- batch process Duplicate District Student Record Issues PIMS Processing for Rejected Records Students you missed Students claimed by other districts and have changed data

PIMS Process PIMS Changes/Manual Review Identify any new data requirements Coordinate with offices to obtain data Update your crosswalks with any value changes Modify Student Information System Review the PIMS Submission Calendar Create internal submission schedule Coordinate with offices regarding the schedule Schedule necessary data “Snaps” – which store a frozen data set from your system

PIMS Process – cont’d Based on the PIMS Submission Schedule For the upcoming data submission Contact your Internal Department(s) to ensure data has been updated in the appropriate source system Once Internal Department(s) advise data has been updated Run your ETL extract data code Create submission files QA submission data – with Internal District offices Submit to PIMS – Sandbox Resolve any PIMS DQE Issues Modify source system data Re-create and re-submit data files – Sandbox If data file cleanly processes in Sandbox Submit data file in PIMS

PIMS Processing Times Full District Student Data Files Allot for time to extract & prepare the submission ETL processing time PIMS processing time Avoid submitting during the 12-2pm downtime window or peak times Allow adequate time to submit It may not go through the first time Schedule your time in advance to get the file through cleanly Do your best not to submit files on the last day of a submission window Update District data file student loads Only process “Deltas” – new and modified students

PIMS Processing vs PA IDs Processing a Full Student data file DQE – Sandbox/PIMS shows PA ID errors If you can’t see what the errors are yet review the handful of PA ID errors correct PA ID or update student data in your system re-start entire PIMs process and hope that nobody goes in and changes any of your student data in PA ID. If you have a problem then repeat as necessary.

PIMS Reports Once Submission has been processed Produce ACS reports Prepare the appropriate PIMS reports/templates Notify designated internal offices to access, review and approve data submission If any data issues are identified Source systems are updated Rerun ETL process If submission window is still open – re-submit files If not, send updates up in the next submission or correction window Produce ACS reports Sign and submit File report for future reference

Thank you from IU 26 We welcome your questions.