1. 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

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

3. 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

5. 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

6. 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

7. 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

8. 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.

9. 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

10. Thank you from IU 26 We welcome your questions.