Data Quality 2 (DQ2) & Staff Reporting Webinar PRESENTED BY THE DQ2 TEAM & EIS STAFF Tuesday, August 6, 2019

Agenda Introduction DQ2 & Staff Reporting Overview DQ2 Components DQ2 Process File Format Checklist Demonstration Questions

What is DQ2 & Staff Reporting? The DQ2 solution is a State Reporting processing tool that allows school districts to electronically submit survey data to the Florida Department of Education. The official data collection and reporting tool for Staff Reporting Reduces time and effort to process and resubmit files User Interface (UI) provides greater flexibility and quicker access to error reporting

DQ2 Components The DQ2 System is comprised of two sections Pre-flight Survey Pre-flight System (Test Area) Survey Staff Production System Pre-flight Allows school districts to submit survey data, view dashboards, and run on-demand reports Allows districts the ability to view the status of data submitted so that errors can be corrected prior to the opening of the official survey window. Staff Production The DQ2 production solution allows school districts to submit survey data, during the official survey window. View Dashboards, Survey Submissions, Delete Files, View and run on-demand reports Allows districts to search Staff data using the Staff Search Screen

How Does DQ2 Work? SSO (Single Sign-On) authorization for DQ2 provides User Interface (UI) access Districts provide file uploads via TIBCO® (secure FTP) Files are uploaded to the DQ2 In-Folder Reports are available in the DQ2 Out-Folder UI provides error checking, on-demand reporting, status updates, etc…. Note: If you are unable to log in, you should contact the SSO team at fldoe-SSO@fldoe.org.

TIBCO Folder Structure Now Future DQ2 Staff Production

DQ2 SSO Roles & Descriptions

DQ2 System – Login Login using Single Sign-On (SSO). Select DQ2. Depending on your user role(s) you will either be directed to the DQ2 District Dashboard or DQ2 Gateway. Gateway page give users the option of accessing the DQ2 Preflight or DQ2 Staff Production systems. All users who have been assigned a Staff role will be directed here after logging in. Preflight District Dashboard displays the most recent five file submissions by survey type and format. DQ2 Staff Production Staff Dashboard displays the record counts of all format submissions by Survey Year and Survey.

DQ2 – Gateway

DQ2 – Staff Dashboard

DQ2 System – Production Features Removes most time constraints for file and report processing, not bound to a daily processing schedule Provides near real time access for viewing reject files, Staff level data on multiple formats, and on-demand or requested reports Generates Batch Records in Error reports automatically and then places the reports in the TIBCO DQ2\OUT FOLDER after a survey file has been successfully loaded Generates Validation/Exception reports upon request and place processed reports in the TIBCO DQ2\OUT FOLDER Provides the ability to Search Staff Data by format Generates Email notifications to districts' when files and reports have been processed Provides the ability to Delete files Files will only be deleted by users with the DELETE role

File Format Required When sending Staff files via TIBCO, districts will send a flat text file using the following naming convention: DPSdd.GU.Fxxxxx.Yyyyys Where dd = district number; xxxxx = file number; yyyy = year; s = survey

Checklist Authorization in Single Sign-On for the DQ2 application with the required user roles: User, K12, Staff Submit and retrieve files in TIBCO® Prepare 2019-2020 Survey 8 files for submission Upload 2019-2020 Survey 8 files via TIBCO ® DQ2 In-Folder Download files with the TIBCO® DQ2 Out-Folders Review results and resubmit files, as needed Review DQ2 User Manual Communicate with DQ2 team by email or phone with questions or concerns about the DQ2 application

DEMONSTRATION

Questions? For SSO/TIBCO, contact the SSO Team at IENHELP@fldoe.org. For Staff Survey data elements, edits, or formats contact the EIS Team at ASKEIAS@fldoe.org. For file uploads or DQ2 Application contact the DQ2 Team at DQ2project@fldoe.org.

SSO Support Select the Support tab at the top of the SSO screen: Review the Support contact information:

LAB SCHOOL USERS DQ2 Staff Production - File Submission Module Uploading/Downloading Staff Survey Data in Excel Format

DQ2 SSO Roles & Descriptions

Step 1 – File Download Select the File Submission tab on the top menu bar, then select Download Archive File, next click on the blue document icon in the Download column for the available format(s), then select the Save as option to save an excel file for the selected format.

Step 1 – File Download (Con't) If the Format layout has changed from the previous year, users will Download Staff Survey Format Template prior to making the necessary corrections for the current reporting year. For example, the Staff Fiscal Year Salaries layout has changed from the 1819 reporting year; therefore, users will need to download the 1920 template. Select the blue icon next to the format to download/save the template for the selected Format.

Step 2 – File Upload Select the File Submission tab on the top menu bar, then select Upload File, then select School Year, Survey and Format, then retrieve the saved file format using the Browse button, then click on the UPLOAD button. Verify the Year, Survey and Format Layout is correct prior to uploading a file File Pending Upload -Wait for file to process

Step 2 – File Upload (Con't) File had Error(s) – View errors by clicking on the blue icon in the Error Column. Fix errors and upload your file again.

Step 2 – File Upload (Con't) File successfully uploaded

Step 4 – View Batch Record and Error Report All Survey Files uploaded for Year and Survey selected will be displayed. Click on the blue icon in the Reports column to view the rejected records.

Step 5 – Correct Errors Make the necessary corrections on the saved Survey File for the selected Format and upload the file again (refer to Step 2)