Uploading Data in the Staff Interchange April 2013 Town Hall Webinar

Topics Timeline User Access Creating Files Updates to File Layouts Submission Process Viewing and Correcting Errors Question and Answer Session Contact Information 2

Timeline Opened October 1st 2014 for the 2014- 2015 school year Will remain open, no due dates or approvals necessary for the Staff Interchange files Human Resources snapshot will open November 3rd Special Education December Count snapshot will open November 3rd TSDL interchange will open October 15th 3

User Access Administrative Units District/BOCES STF~LEAUSER with 5 digit code Can upload, modify interchange data for the AU only District/BOCES STF~LEAUSER with 4 digit code Can upload, modify interchange data for the district BOTH Administrative Unit and District: STF~LEAUSER with 4 digit codes allows district to submit for all staff, special education and general education if needed 4

Identity Management Page 5

Pipeline Log-In Screen

Screen after logging in as LEA User LEA User has Staff Access Only 7

Correct Data Files and Upload again Once errors are all corrected, data is ready for snapshots Correct Data Files and Upload again Use to review Errors in Files by detail record Cognos /Error Reports Use to confirm all data records were processed and for the count of errors Batch Maintenance Use to Upload both staff interchange files Data File Upload Use to Ensure file is in correct layout. Goal is for “PASS” in each record File Format Checker 8

9

Submitting Staff Interchange Files Use Format Checker Upload Data Files Batch Maintenance Error Reports in Cognos Correct Data Files in Source System Ensures you have the correct file layout – goal is for “PASS” in each record Use Data File Upload to submit data files Use Batch Maintenance to confirm all data records were submitted, processed and to find the number of errors in the file Use Cognos Reports to Review Errors in Files Correct your Data Files as Needed 10

Create Files Excel, CSV or Text File all accepted Need 2 separate files: Staff File (similar to current Header File) Staff Assignment File (similar to current Detail File) 1st record of data must be field names/titles The field widths do NOT have to match the byte length for the data field in excel 11

Example of Staff File (in excel) 12

Example of Staff Assignment File 13

File Upload – Format Checker 14

Format Checker – Upload Results 15

Data File Upload 16

Confirmation of Data Submission 17

Batch Maintenance 18

Batch Maintenance – Not Processed 19

Batch Maintenance – File Processed 20

Cognos Reports 21

Clicking on Cognos Reports- Opens NEW Screen 22

Clicking on Cognos Reports- Opens NEW Screen (part 2) Ignore these dates- they are when CDE last modified the layout, not when the data was last updated 23

Select the Staff Profile 24

Staff Interchange Errors: Staff Profile 25

Error Reports Error Detail Report Error Summary Report Provides specific records causing the error with the error description Can select to View ALL error records or 1 type of error at a time Error Summary Report Provides a count of errors generated per error type and description Resubmit either file as needed for corrections for all data errors to be resolved 26

Error Detail Report 27

Example of Error Report – in Excel 28

Staff Interchange Errors All Business rules (errors and warnings) can be found at: http://www.cde.state.co.us/datapipeline/inter_staff Cognos Reports -> Baseline -> Business Rules Interchange Errors are similar to 1st Level Edits in ADE Codes must be valid (if N/A then zero-filled in most cases) Dates must be in valid format MMDDYYYY Data fields must be provided 29

Correcting Errors Correct the errors in the file(s) Resubmit your data records using the same process and Replacing your existing data file(s) You do NOT have to resubmit both files, only the file with the necessary updates! 30

Batch Maintenance: No Errors 31

Additional Information Highly Qualified Report is also be available in the Cognos Reports after submitting Staff Interchange Files Records with errors will not be included in any Staff Snapshot More Data Validation Reports available in the Snapshots 32

QUESTIONS?? & Answers! 33

Contact Information DataPipeline.Support@cde.state.co.us – New method for us to better meet and record LEA needs Annette Severson – severson_a@cde.state.co.us 34