1. Uploading Data in the Staff Interchange
April 2013 Town Hall Webinar

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

3. 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

4. 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

5. Identity Management Page5

6. Pipeline Log-In Screen

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

8. 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. 9

10. 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

11. 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

12. Example of Staff File (in excel)12

13. Example of Staff Assignment File13

14. File Upload – Format Checker14

15. Format Checker – Upload Results15

16. Data File Upload 16

17. Confirmation of Data Submission17

18. Batch Maintenance 18

19. Batch Maintenance – Not Processed19

20. Batch Maintenance – File Processed20

21. Cognos Reports 21

22. Clicking on Cognos Reports- Opens NEW Screen22

23. 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

24. Select the Staff Profile24

25. Staff Interchange Errors: Staff Profile25

26. 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

27. Error Detail Report 27

28. Example of Error Report – in Excel28

29. Staff Interchange Errors
All Business rules (errors and warnings) can be found at:
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

30. 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

31. Batch Maintenance: No Errors31

32. 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

33. QUESTIONS??
& Answers! 33

34. Contact Information
– New method for us to better meet and record LEA needs
Annette Severson – 34