PowerSchool State-specific custom field Migration to Extended Schema tables (What I have to do this summer) June 17, 2015

Agenda – Extended Schema What you need to do The steps involved The order of these steps SCDE/DAG recommendations What you can do ahead of time to prepare for the migration Resources Unveil two new page formats for next year Miscellaneous Items

Overview of Steps EOY Upgrade PowerSchool to version 8.3 Run the Core Field migration Do some pre-validation checks Apply the State Reporting update (July) Run the State data field migration Verify data after the State data field migration completes Start school in August

Upgrade to Version PowerSchool 8.3 After July 1 st, you must be on PowerSchool version 8.3 to apply any State Reporting releases to PowerSchool.

What data are we moving? State Specific Custom fields stored in the CLOB

What data are we moving? Students, Teachers, Core Custom Fields 1 and 2 This spreadsheet will be posted to listserve.

What data are we NOT moving? Data in Virtual tables will not be migrated EFA Student data EIA Student data IGP data The migration of EFA/EIA data stored in Virtual Tables is planned for the school year.

Are there any fields in PowerSchool currently in an extended schema table? All Precode fields for are stored in an extended schema table, S_SC_STU_X.

Mapping of the Migrating Fields Spreadsheet posted to the listserve on June 12th For each Extended Schema table, there will be a separate Field Set to migrate. The Courses, Sections, Students, and Teachers (Users) tables will have extensions.

Spreadsheet of Migrating Fields

Where do I run these migrations in PowerSchool? From District Office: System > Page and Data Management > Custom Field Data Migration

Custom Field Data Migration Once a Field Set has been migrated, the option to migrate that set will no longer appear in the dropdown.

State Specific Custom Field Migration - Step 1 Step 1 – Migration Readiness Check Step 2 – Select the field set to migrate Step 3 – Run the Migration Report Step 4 – Get Data

Choose Custom Field Set to Migrate

Run Migration Report - Report

Get Data – Output file created

Step 2: Migrate Fields Backup! Backup! Backup! before you start this process.

Step 2: Migrate Fields – what happens if the migration finds errors in my data? A listing of the errors will be provided on the migration page You may correct the errors for the students on this page or you can export the data to make mass corrections and import the corrected data into PowerSchool If you do not know what the correct value is for a data field flagged as an error, you will have the option to continue the migration. If you continue the migration without correcting the errors, the record will be migrated BUT the all invalid data will not! Export the errors so that you will have a record of what data will need to be re-entered by hand.

State Specific Custom Field Migration The 75 user fields in PowerSchool (moved over from SASI) will be moved to the extended schema table, S_SC_STU_DEPRECATED_USER_X, if your district chooses to continue to use these fields.

When do we have to have this completed? Once you have upgraded to version 8.3, you can do the Core Fields migration. It does not matter which migration you do first. The July State Reporting release will contain the State Migration tool. You need to complete the State Migration and the Core Fields migration before the first data collection (end of August) You do not have to migrate your district-created user fields at this time. You may do that at a later date.

– Make an inventory of custom pages, custom reports, and custom fields. Determine which of these you want to keep. – SC_User_Fields List which SC_User Fields your district wants to keep Determine if you want to migrate these fields to the extended schema, use the deprecated table option provided in the State Table migration, or if you don’t need to these fields. Instructions for moving these fields to your own table will follow later. What can I do ahead of time to prepare for the migration?

If you have software that integrates with data to or from PowerSchool, talk to any 3rd party vendors Look at any district-developed systems that integrate or use PS data to determine which fields used by these systems are being migrated. Determine if any migrated fields are included in your district’s ad hoc queries. What can I do ahead of time to prepare for the migration?

Review Pearson data migration materials on PowerSource, particularly the Pre-Migration Data Validation Guide Look for announcement from SCDE that DQR reports have been run against all data Review results in DQR; make corrections to data in PowerSchool

Resources PowerSource : Pre-Migration Data Validation Guide m=search State-Specific Legacy Custom Field Migration to Database Extensions Frequently Asked Questions Database Extensions Advanced User Guide for PowerSchool 8.x Database Extensions Visual Walkthrough m=search

Pre-Migration Data Validation Guide All data stored in custom fields is stored as string which allows almost any character to be stored there. Data that is migrating to a date field such as June 2014, will be flagged as an error because it is not in MM/DD/YYYY format.

Resources Once the State Reporting release has been posted in PowerSource, we will set up another set of webinars to walk through the process with you. FAQ list will be updated as questions arise; will be posted to SCDE website

Re-designed Contacts/Emergency Contacts page

Redesigned Additional Student Information/Student Supplemental page Student Generation, Nickname, and Alias Name are moving to the Student Demographics page.