Early Childhood Data System

Early Childhood Data System
Simple Solution. Brighter Futures. ECDS Early Childhood Data System March 29, 2017 Texas Education Agency

Agenda ECDS Kindergarten Data Submission
ECDS Prekindergarten Data Submission (With Assessments) ECDS Private Pre-K Data Submission ECDS Resource Information

Important Dates April 21, 2017 August 17, 2017
3 April 21, 2017 Updated PK ECDS Reports, business validations, and Complete Functionality for PK/KG will be available. August 17, 2017 All KG, Public PreK, and Private PreK ECDS data needs to be completed.

ECDS Kindergarten Data Submission

Loading ECDS Data for Kindergarten
Obtain TEAL Roles: ODS Data loader & ECDS Data Approver PEIMS SUMMER COLLECTION (Demographic, Classroom Link & Special Programs Information) TSDS ASSESSMENT INFORMATION DOWNLOAD ECDS Template & ENTER info EXTRACT PEIMS Summer Collection info from SIS DOWNLOAD Converter/Validation Tool -TP1: Discuss TEAL Roles -TP: KG LEAs with non commissioner approved assessment or no assessment: -Do not need to submit any Demographic or Assessment information -BUT need to apply for an exemption to the ECDS KG submission thru Howard Morrison at -More information will be provided in the TAA letter -TP2: Discuss how users can upload ODS info: -Can start with either PEIMS DEMOGRAPHIC INFO or TSDS ASSESSMENT INFO **BUT-Both PEIMS Summer and TSDS Assessment information must be loaded into the ODS before clicking on Prepare in ECDS Application *If both sets data are not loaded into ODS and Prepare button is clicked, then no Count Records will show on ECDS application -TP2: Discuss PEIMS DEMOGRAPHIC INFO FLOW. In addition, ECDS is pioneering the long-term vision for TSDS by accepting data from multiple sources within the system. Upon completion of the 2016 updates to ECDS, the Core Data Mart (CDM) will pull data for ECDS from the ODS PEIMS Submission 3 Collection. The ultimate vision for TSDS is for all data to be loaded to a single ODS collection, which can then feed any data reporting system in TSDS -TP3: Discuss TSDS ASSESSMENT INFO FLOW LEAs may submit their assessment data in one of the following ways: -Data Elements in Section 10 (Page 8-9) Option 1: The LEA’s assessment vendor will provide the ECDS assessment data directly to the LEA in TEDS-compliant XML format. The LEA will load the assessment data files into the ODS. Option 2: The LEA will enter the ECDS assessment data into the TEA provided ECDS collection spreadsheet below. -TP4: Dashboard District Scenarios 1. Dashboard District: Would load TSDS Student Parent Extension.xml from Dashboard extraction (DO NOT USE ECDS Student Parent Extension) -Would only need to load from KINDER ASSESSMENT spreadsheet: -Assessment Metadata.xml -Student Assessment data.xml 2. Non-Dashboard District: Would load Student Parent Extension.xml from ECDS Spreadsheet or from their Assessment Vendor if they provide it -Would need to load from KINDER ASSESSMENT spreadsheet: -Student Parent Extension.xml If an LEA does not administers a commissioner approved assessment, they must apply for an exemption through Howard Morrison through the academic RUN Converter Tool to create ECDS assessment xml files LOAD PEIMS Summer Collection interchanges into ODS LOAD TSDS ECDS interchanges into the ODS* Verify PEIMS Sub 3 Data is inserted into >ODS< Verify TSDS Data is inserted into *LEAs loading TSDS studentGPS® Dashboards files to the ODS --- Do not load the InterchangeStudentParentExtension.xml generated by the converter tool

-TP1: Discuss TEAL Roles -TP: KG LEAs with non commissioner approved assessment or no assessment: -Do not need to submit any Demographic or Assessment information -BUT need to apply for an exemption to the ECDS KG submission thru Howard Morrison at -More information will be provided in the TAA letter -TP2: Discuss how users can upload ODS info: -Can start with either PEIMS DEMOGRAPHIC INFO or TSDS ASSESSMENT INFO **BUT-Both PEIMS Summer and TSDS Assessment information must be loaded into the ODS before clicking on Prepare in ECDS Application *If both sets data are not loaded into ODS and Prepare button is clicked, then no Count Records will show on ECDS application -TP2: Discuss PEIMS DEMOGRAPHIC INFO FLOW. In addition, ECDS is pioneering the long-term vision for TSDS by accepting data from multiple sources within the system. Upon completion of the 2016 updates to ECDS, the Core Data Mart (CDM) will pull data for ECDS from the ODS PEIMS Submission 3 Collection. The ultimate vision for TSDS is for all data to be loaded to a single ODS collection, which can then feed any data reporting system in TSDS -TP3: Discuss TSDS ASSESSMENT INFO FLOW LEAs may submit their assessment data in one of the following ways: -Data Elements in Section 10 (Page 8-9) Option 1: The LEA’s assessment vendor will provide the ECDS assessment data directly to the LEA in TEDS-compliant XML format. The LEA will load the assessment data files into the ODS. Option 2: The LEA will enter the ECDS assessment data into the TEA provided ECDS collection spreadsheet below. -TP4: Dashboard District Scenarios 1. Dashboard District: Would load TSDS Student Parent Extension.xml from Dashboard extraction (DO NOT USE ECDS Student Parent Extension) -Would only need to load from KINDER ASSESSMENT spreadsheet: -Assessment Metadata.xml -Student Assessment data.xml 2. Non-Dashboard District: Would load Student Parent Extension.xml from ECDS Spreadsheet or from their Assessment Vendor if they provide it -Would need to load from KINDER ASSESSMENT spreadsheet: -Student Parent Extension.xml If an LEA does not administers a commissioner approved assessment, they must apply for an exemption through Howard Morrison through the academic ASSESSMENT IDENTIFICATION CODE and ASSESSMENT TITLE must exactly match dropdown values in spreadsheet. SCORE-RESULT of -999 would be entered for KG students that are NOT ASSESSED.

-TP1: Discuss TEAL Roles -TP: KG LEAs with non commissioner approved assessment or no assessment: -Do not need to submit any Demographic or Assessment information -BUT need to apply for an exemption to the ECDS KG submission thru Howard Morrison at -More information will be provided in the TAA letter -TP2: Discuss how users can upload ODS info: -Can start with either PEIMS DEMOGRAPHIC INFO or TSDS ASSESSMENT INFO **BUT-Both PEIMS Summer and TSDS Assessment information must be loaded into the ODS before clicking on Prepare in ECDS Application *If both sets data are not loaded into ODS and Prepare button is clicked, then no Count Records will show on ECDS application -TP2: Discuss PEIMS DEMOGRAPHIC INFO FLOW. In addition, ECDS is pioneering the long-term vision for TSDS by accepting data from multiple sources within the system. Upon completion of the 2016 updates to ECDS, the Core Data Mart (CDM) will pull data for ECDS from the ODS PEIMS Submission 3 Collection. The ultimate vision for TSDS is for all data to be loaded to a single ODS collection, which can then feed any data reporting system in TSDS -TP3: Discuss TSDS ASSESSMENT INFO FLOW LEAs may submit their assessment data in one of the following ways: -Data Elements in Section 10 (Page 8-9) Option 1: The LEA’s assessment vendor will provide the ECDS assessment data directly to the LEA in TEDS-compliant XML format. The LEA will load the assessment data files into the ODS. Option 2: The LEA will enter the ECDS assessment data into the TEA provided ECDS collection spreadsheet below. -TP4: Dashboard District Scenarios 1. Dashboard District: Would load TSDS Student Parent Extension.xml from Dashboard extraction (DO NOT USE ECDS Student Parent Extension) -Would only need to load from KINDER ASSESSMENT spreadsheet: -Assessment Metadata.xml -Student Assessment data.xml 2. Non-Dashboard District: Would load Student Parent Extension.xml from ECDS Spreadsheet or from their Assessment Vendor if they provide it -Would need to load from KINDER ASSESSMENT spreadsheet: -Student Parent Extension.xml If an LEA does not administers a commissioner approved assessment, they must apply for an exemption through Howard Morrison through the academic Verify all six (6) PEIMS Interchanges were successfully loaded without any errors. Public PK will include all (6) PEIMS Interchanges as well including InterchangeStudentAttendance Extension.

Verify that data was inserted/updated in the ODS for each PEIMS Summer interchange.

Verify all three (3) TSDS Interchanges were successfully loaded without any errors. *Dashboard LEAs submitting KG ECDS data will use the Dashboard StudentParentExtension.xml.

Verify that data was inserted/updated in the ODS for each TSDS Interchange.

Validating ECDS Data for Kindergarten
The Validate Submission Easy button has been added to the Core Collection tab for ECDS.

Prepare process is triggered by the Prepare button.
Prepare process will run to pull PEIMS demographic and TSDS KG Assessment Data from the ODS to the Core Data Mart.

KG Data will not populate below if PREPARED WITHOUT ASSESSMENTS.
Message displays if PEIMS demographic data was not loaded into the ODS. TSDS did not locate any demographic data for the collection in the ODS. Ensure your students’ PEIMS Submission 3 demographic data has been loaded to the ODS to be able to complete your ECDS collection. 0 Record Count will display for Basic Subcategories. 0 Record Count will display for Assessment Subcategories.

Record Counts are now showing data for Basic Subcategories and Assessment Subcategories after data was successfully loaded into the ODS for PEIMS and TSDS.

Can Select one or more Subcategories or All Categories to Validate KG ECDS Data.

Click Submit to run Validation process.

Can view Validation Request Details.
Can view Error Report Details.

Can View errors for Fatals, Special Warnings, and Warnings for KG ECDS Submission.

Displays validation errors by Subcategory.

Need to resolve Fatal Errors before you can Complete KG ECDS Submission.

RESET BY PREPARE will show for KG ECDS Reports if data was re-prepared
RESET BY PREPARE will show for KG ECDS Reports if data was re-prepared. Reports should be run again. Will need to run all ECDS Reports and verify data before you complete KG ECDS Submission.

Verify Status Verify correct number of Student Assessments and Students Entered.

Verify correct number of Students Enrolled and Assessments Entered.
Verify Kindergarten Ready/Not Ready counts and percentages.

Verify correct KG Assessment Code, Assessment Title, Admin Date, and Score.
Verify correct KG Homeroom Teacher and UID information. Verify correct student KG demographic information: Name, Unique ID, Student ID, DOB, Sex, Hisp/Latino, Race, LEP info.

Resolve all Incomplete Assessment Data listed on the report
Resolve all Incomplete Assessment Data listed on the report. This report should not display any data before you Complete the KG ECDS collection.

Once all FATAL errors are resolved, users will be able to click on Complete button to submit their KG ECDS collection. If users would like to re- open their KG ECDS collection, they can click on the Reset button, which will reactivate the Prepare and Complete buttons. Users must check this box to acknowledge that their KG ECDS submission has been validated and reviewed for accuracy. Users must click the Confirm button to finalize their ECDS submission.

TIPS and REMINDERS for KG Data Submission (Administering Assessments)
Copy and pasting assessment data to ECDS Spreadsheet Use Copy/Paste Special/Values Individual Student/Staff Deletes PEIMS Delete Student Record for PEIMS Delete Staff Record for PEIMS TSDS Delete Student Snapshot Record for TSDS Collection Must be FATAL free to Complete submission Run all KG ECDS reports and verify data before completing submission The ECDS KG Collection can be reopened by the ECDS Data Approver by clicking on the ‘Reset’ button. The Prepare and Complete buttons will be reactivated.

Questions on ECDS Kindergarten?

ECDS Prekindergarten Data Submission (Administering Assessments)

Loading Data for Public Pre-K
Obtain TEAL Roles: ODS Data loader & ECDS Data Approver PEIMS SUMMER COLLECTION (Demographic, Classroom Link & Special Programs Information) TSDS ASSESSMENT INFORMATION DOWNLOAD ECDS Template & ENTER info EXTRACT PEIMS Summer Collection info from SIS DOWNLOAD Converter/Validation Tool LOAD PEIMS Summer collection interchanges into ODS RUN Converter Tool to create ECDS assessment xml files LOAD TSDS ECDS interchanges into the ODS Verify PEIMS Sub 3 Data is inserted into >ODS< Verify TSDS Data is inserted into

For all PK Assessments, there must be the following associated ACADEMIC-SUBJECTS: -Social and Emotional -Language and Communication -Emergent Literacy Reading -Emergent Literacy Writing -Mathematics ASSESSMENT IDENTIFICATION CODE and ASSESSMENT TITLE must exactly match dropdown values in spreadsheet. SCORE-RESULT of would be entered for PK students that are NOT ASSESSED.

Loading ECDS Data for Public PK
-TP1: Discuss TEAL Roles -TP: KG LEAs with non commissioner approved assessment or no assessment: -Do not need to submit any Demographic or Assessment information -BUT need to apply for an exemption to the ECDS KG submission thru Howard Morrison at -More information will be provided in the TAA letter -TP2: Discuss how users can upload ODS info: -Can start with either PEIMS DEMOGRAPHIC INFO or TSDS ASSESSMENT INFO **BUT-Both PEIMS Summer and TSDS Assessment information must be loaded into the ODS before clicking on Prepare in ECDS Application *If both sets data are not loaded into ODS and Prepare button is clicked, then no Count Records will show on ECDS application -TP2: Discuss PEIMS DEMOGRAPHIC INFO FLOW. In addition, ECDS is pioneering the long-term vision for TSDS by accepting data from multiple sources within the system. Upon completion of the 2016 updates to ECDS, the Core Data Mart (CDM) will pull data for ECDS from the ODS PEIMS Submission 3 Collection. The ultimate vision for TSDS is for all data to be loaded to a single ODS collection, which can then feed any data reporting system in TSDS -TP3: Discuss TSDS ASSESSMENT INFO FLOW LEAs may submit their assessment data in one of the following ways: -Data Elements in Section 10 (Page 8-9) Option 1: The LEA’s assessment vendor will provide the ECDS assessment data directly to the LEA in TEDS-compliant XML format. The LEA will load the assessment data files into the ODS. Option 2: The LEA will enter the ECDS assessment data into the TEA provided ECDS collection spreadsheet below. -TP4: Dashboard District Scenarios 1. Dashboard District: Would load TSDS Student Parent Extension.xml from Dashboard extraction (DO NOT USE ECDS Student Parent Extension) -Would only need to load from KINDER ASSESSMENT spreadsheet: -Assessment Metadata.xml -Student Assessment data.xml 2. Non-Dashboard District: Would load Student Parent Extension.xml from ECDS Spreadsheet or from their Assessment Vendor if they provide it -Would need to load from KINDER ASSESSMENT spreadsheet: -Student Parent Extension.xml If an LEA does not administers a commissioner approved assessment, they must apply for an exemption through Howard Morrison through the academic Verify all seven (7) PEIMS Interchanges were successfully loaded without any errors.

Loading ECDS Data for Public PK
Verify all three (3) TSDS Interchanges were successfully loaded without any errors. *Dashboard LEAs submitting Public PK ECDS data will use the Dashboard StudentParentExtension.xml.

Prepare process is triggered by the Prepare button.
Prepare process will run to pull PEIMS demographic and TSDS PK Assessment Data from the ODS to the Core Data Mart.

PK LEA Data Status: PREPARED WITHOUT ASSESSMENTS.
Message displays if PEIMS demographic data was not loaded into the ODS. TSDS did not locate any demographic data for the collection in the ODS. Ensure your students’ PEIMS Submission 3 demographic data has been loaded to the ODS to be able to complete your ECDS collection. 0 Record Count will display for Basic Subcategories. 0 Record Count will display for Assessment Subcategories.

Can Select one or more Subcategories or All Categories to Validate PK ECDS Data.

Can View errors for Fatals, Special Warnings, and Warnings for PK ECDS Submission.

RESET BY PREPARE will show for PK ECDS Reports if data was re-prepared
RESET BY PREPARE will show for PK ECDS Reports if data was re-prepared. Reports should be run again. Will need to run all ECDS Reports and verify data before you complete PK ECDS Submission.

Verify Status Verify correct number of Student Assessments and Students Entered.

Verify correct Pre-K Program and Student Enrollment.
Verify Kindergarten Ready/Not Ready counts and percentages. * data will remain 0 until KG assessment data is loaded.

Verify correct PK Teacher data.
Verify correct PK Course data. Verify correct PK Assessment Code, Assessment Title, Academic Domain, Admin Date, and Score. Verify correct student PK demographic information: Name, Unique ID, Student ID, DOB, Sex, Hisp/Latino, Race, LEP info., Economic Disadvantage, Special Ed, Primary and Secondary PK funding sources.

Resolve all Missing Assessment Data listed on the Report for each PK student *This report should not display any data before you Complete the PK ECDS collection.

Once all FATAL errors are resolved, users will be able to click on Complete button to submit their PK ECDS collection. If users would like to re- open their PK ECDS collection, they can click on the Reset button, which will reactivate the Prepare and Complete buttons. Users must check this box to acknowledge that their PK ECDS submission has been validated and reviewed for accuracy. Users must click the Confirm button to finalize their ECDS submission.

TIPS and REMINDERS for PK Data Submission (Administering Assessments)
Copy and pasting assessment data to ECDS Spreadsheet Use Copy/Paste Special/Values Individual Student/Staff Deletes PEIMS Delete Student Record for PEIMS Delete Staff Record for PEIMS TSDS Delete Student Snapshot Record for TSDS Collection Must be FATAL free to Complete submission Run all PK ECDS reports and verify data before completing submission The ECDS PK Collection can be reopened by the ECDS Data Approver by clicking on the ‘Reset’ button. The Prepare and Complete buttons will be reactivated.

Questions on ECDS Public Pre-K?

ECDS Private Prekindergarten Data Submission

Loading Data for Private Pre-K (optional)
Obtain TEAL Roles: ODS Campus Data loader & ECDS Data Approver TSDS DEMOGRAPHIC INFORMATION DOWNLOAD ECDS Template & ENTER info DOWNLOAD Converter/Validation Tool RUN Converter Tool to create ECDS demographic & assessment xml files LOAD TSDS ECDS interchanges into the ODS Verify TSDS Data is inserted into >ODS

Private PKs that do not enter the Staff SSN, must enter a unique 9 digit # for each staff member. DO NOT use repetive numbers like (Ex: or ). Private PKs can use a Student SSN or request an S number (Alt ID) in the UID system in TSDS Portal. Private PKs must request a Student UID number in the UID system in TSDS Portal. Private PKs must request a Staff UID number in the UID system in TSDS Portal.

Private PKs must populate a value for LEP, Economic Disadvantage, and Special Ed.

Loading ECDS Data for Private PK
-TP1: Discuss TEAL Roles -TP: KG LEAs with non commissioner approved assessment or no assessment: -Do not need to submit any Demographic or Assessment information -BUT need to apply for an exemption to the ECDS KG submission thru Howard Morrison at -More information will be provided in the TAA letter -TP2: Discuss how users can upload ODS info: -Can start with either PEIMS DEMOGRAPHIC INFO or TSDS ASSESSMENT INFO **BUT-Both PEIMS Summer and TSDS Assessment information must be loaded into the ODS before clicking on Prepare in ECDS Application *If both sets data are not loaded into ODS and Prepare button is clicked, then no Count Records will show on ECDS application -TP2: Discuss PEIMS DEMOGRAPHIC INFO FLOW. In addition, ECDS is pioneering the long-term vision for TSDS by accepting data from multiple sources within the system. Upon completion of the 2016 updates to ECDS, the Core Data Mart (CDM) will pull data for ECDS from the ODS PEIMS Submission 3 Collection. The ultimate vision for TSDS is for all data to be loaded to a single ODS collection, which can then feed any data reporting system in TSDS -TP3: Discuss TSDS ASSESSMENT INFO FLOW LEAs may submit their assessment data in one of the following ways: -Data Elements in Section 10 (Page 8-9) Option 1: The LEA’s assessment vendor will provide the ECDS assessment data directly to the LEA in TEDS-compliant XML format. The LEA will load the assessment data files into the ODS. Option 2: The LEA will enter the ECDS assessment data into the TEA provided ECDS collection spreadsheet below. -TP4: Dashboard District Scenarios 1. Dashboard District: Would load TSDS Student Parent Extension.xml from Dashboard extraction (DO NOT USE ECDS Student Parent Extension) -Would only need to load from KINDER ASSESSMENT spreadsheet: -Assessment Metadata.xml -Student Assessment data.xml 2. Non-Dashboard District: Would load Student Parent Extension.xml from ECDS Spreadsheet or from their Assessment Vendor if they provide it -Would need to load from KINDER ASSESSMENT spreadsheet: -Student Parent Extension.xml If an LEA does not administers a commissioner approved assessment, they must apply for an exemption through Howard Morrison through the academic Verify all six (6) TSDS Interchanges were successfully loaded without any errors.

0 Record Count will display for Basic Subcategories.
Private PK LEA Data Status: Would always display PREPARED WITHOUT ASSESSMENTS. Message displays if PEIMS demographic data was not loaded into the ODS. TSDS did not locate any demographic data for the collection in the ODS. Ensure your students’ PEIMS Submission 3 demographic data has been loaded to the ODS to be able to complete your ECDS collection. 0 Record Count will display for Basic Subcategories. Private PKs do not administer assessments.

Can Select one or more Subcategories or All Categories to Validate PK ECDS Data.

Can View errors for Fatals, Special Warnings, and Warnings for PK ECDS Submission.

RESET BY PREPARE will show for PK ECDS Reports if data was re-prepared
RESET BY PREPARE will show for PK ECDS Reports if data was re-prepared. Reports should be run again. Will need to run all ECDS Reports and verify data before you complete Private PK ECDS Submission.

Verify Status Verify correct number of Students Entered.

Verify correct Pre-K Program and Student Enrollment
Verify Kindergarten Ready/Not Ready counts and percentages * data will remain 0 until KG assessment data is loaded

Verify correct student KG demographic information: Name, Unique ID, Student ID, DOB, Sex, Hisp/Latino, Race, LEP info Economic Disadvantage, and Special Ed. Verify correct Teacher Data

Once all FATAL errors are resolved, users will be able to click on Complete button to submit their PK ECDS collection. If users would like to re- open their PK ECDS collection, they can click on the Reset button, which will reactivate the Prepare and Complete buttons. Users must check this box to acknowledge that their PK ECDS submission has been validated and reviewed for accuracy. Users must click the Confirm button to finalize their ECDS submission.

ECDS Resources Available
TEDS Section 10 ECDS Collection Template TAA Letter

ECDS Resources Available
KB articles: TSDSKB-249 ECDS: ECDS: General FAQ’s TSDSKB-254 ECDS: Assessment FAQ's TSDSKB-453 ECDS: General FAQ's for ECDS Private Pre-K TSDSKB-449 ECDS: Loading Guide for ECDS Kindergarten Collection TSDSKB-451 ECDS: Loading Guide for ECDS PUBLIC PRE-K (NO Assessment) TSDSKB-450 ECDS: Loading Guide for ECDS PUBLIC PRE-K TSDSKB-452 ECDS: Loading Guide for ECDS Private PreK (Optional) TSDSKB-258 ECDS: Requesting and Approval of TEAL Roles TSDSKB Interchanges Created from the ECDS Worksheets TSDSKB-345 Unique ID: LEA Requesting S-numbers to be Assigned TSDSKB-458 KG/PK Assessment Matrix

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