1. Data Data Data Housekeeping… For those with CEU forms, bring them to me They will be returned after the session

2. Data Data Data Intros… Phil Bettendorf / Level Data Background: Teacher, PowerSchool Admin, Network Admin, programmer, systems engineer

3. Data Data Data Presenters Expectations What this session is Understanding foundation table structure in Powerschool and ways to access data in that structure via the Powerschool GUI database management function (DDE/DDA – AKA DDE/DDA) What is “foundation table structure”? Introduction of Oracle DB management has created a set of tables that are not access through the GUI. Those tables are primarily the Teacher gradebook tables. General rule of thumb is that non-teacher gradebook files are foundation tables. What this session is not Exclusive ways to get at data through traditional means in the GUI (quick exports, lists, reporting)

4. Data Data Data Presenters Assumptions DDE/DDA setups screens will not be covered as part of the session, but can be discussed if individuals feel there is a need for clarifications Focus is on understanding structure and ways to access data for external analysis, reporting

5. Data Data Data Agenda 1.Understanding Powerschool internals – review 2.Export via DDE/DDA and analysis in Excel 3.Another method to get at data… Bonus!!!

6. Data Data Data Attendee Roles 1.Typical attendees for this session have been 1.Secretaries 2.Principals 3.System Administrators 2.Additional district representation here today?

7. Data Data Data Attendee Expectations? 1.Depends on your role… 1.You share with me what your role is in your District, and give me you want to take away from this session today. Example I am a secretary and have access to DDE/DDA. I want to pull a list of discipline log information for my school but don’t want to use the GUI. Can I do that? The answer is, “yes you can”!

8. Data Data Data DDE/DDA FAQs 1.Oracle has introduced an efficient way of accessing data. Should I still use DDE/DDA ? 2.How long will DDE/DDA be around? 3.Is the data I export via DDE/DDA out of date as soon as I export it? 4.What is the best use of the DDE/DDA feature in Powerschool? 5.How can I get more information about DDE/DDA

9. Data Data Data Background… Scope part 1 Power School Admin http://your URL/admin Subs http://your URL/ subs Teachers http://your URL /teachers Teachers Web based Parents http://your URL /public Data Web based Electronic Gradebook

10. Data Data Data “As an important step of knowledge discovery in databases, data mining is a process of analyzing data in order to discover implicit, but potentially useful information and uncover previously unknown patterns and relationships hidden in data, which has been applied in many fields. “ http://www2.computer.org/portal/web/csdl/doi/10.1109/IITA.Workshops.2008.235 Background… Definition How can we achieve this in Powerschool? 1.DDE/DDA Exports

11. Data Data Data Background… DDE/DDA provides us a tool to pull information out of Powerschool for analysis. Bridging the “Data Gap” is only inhibited by creativity… Don’t be limited to traditional methods; think “outside the box” !!!

12. Data Data Data Data-Driven Decision Process http://dev.ecs.org/clearinghouse/24/02/2402.doc

13. Data Data Data PowerSchool Schema Note: this feature has been disabled as of version 6.x Put the following in your URL bar: –http:// /admin/home?ac=structurehttp:// /admin/home?ac=structure There are over 195 tables within Powerschool that all are related in one way or another

14. Data Data Data Field 1 Field 2 ID Feeder 1 ID Feeder 2 ID Feeder 3 ID Feeder X ID Feeder 1 ID Feeder 2 ID Feeder 3 ID Feeder X ID Table relationships CC Table ID DateEnrolled DateLeft StudentID SchoolID SectionID TermID Student Table ID Schools Table ID Section Table ID Terms Table ID

15. Data Data Data Exporting Data From PowerSchool Using DDE - DDE stands for Direct Database Export and can be found by going to System, Direct Database Export. Since it's part of the System pages, not everyone may be able to access it depending on security privileges. DDE lets you view information in the various database tables that make up the PowerSchool database and export that information out to a file that can be opened by Excel. DDE does not allow you to make any changes to the database directly - something known as DDA (Direct Database Access) allows you to do that instead. -Matt Fruend DDE/DDA

16. Data Data Data Background DDE/DDA Background Direct Data Export (DDE) Why use DDE? –Export or filter information not easily obtained through the PowerSchool interface –Track down data issues (technical staff) Effective management of student data via database interface requires: »Knowledge of data elements »Knowledge of table relationships

17. Data Data Data Background data elements DDE/DDA Background data elements Data are stored for efficiency; not convenience Foreign key naming (most of the time) –The letters ID are added to the name of the field Examples / foreign keys: –TermID is stored internally as a # in all feeder tables and the term name is defined in Terms –SchoolID is stored internally as a # in all feeder tables and the school name is defined in Schools –StudentID is stored internally as a # in all feeder tables and the students name is defined in the Student table

18. Data Data Data Background data elements DDE/DDA Background data elements Knowing which primary keys are stored as a foreign key in a related table allows the DDE user to export information that makes sense (ie Semester 1 instead of 1601) There are some caveats to the foreign key naming. An example… –The Sections table has a field called Teacher. It contains the ID of the Teacher; not the teacher name.

19. Data Data Data DDE Background data elements Another example of storing data for efficiency… lookup values vs. literals: »Examples: »FTE (stored as # but might mean “Full Time”) »Attendance codes (stored as a # but might mean “A” for Absent) Another example are defined values that are not stored anywhere; they just “are” –Enroll_status in the student table »0 = active, 2 = transferred, etc.

20. Data Data Data DDE Background data elements Related tables How to link up tables Next slide will show an example of the CC (enrollment) table and related tables.

21. Data Data Data Enrollment table

22. Data Data Data DDA - modify What is DDA? –Ability to modify/delete data Who needs to use DDA? –Authorized technical support contacts Why would you want to use DDA? –Fix corrupt data as a result of a system bug or a user error –Some use it as a “quick fix” without regard to related table data. Can cause bigger problems! Recommendation –Give at most 1 person in your district access to DDA

23. Data Data Data Exporting out of Exporting out of DDE/DDA Live examples of getting data from the DDE/DDA

24. Data Data Data Pivot tables Allows analysis of vast amounts of data into concise views Who is the target audience? DDE/DDA exports provide the source for these tables Important note: Pivot tables are built on static data sets… But there is a way for them to be dynamic…

25. Data Data Data Pivot tables – building a dynamic pivot table Dynamic pivot tables start with a data set defined with a named range and a formula that will ebb and flow with number of rows in the range. =OFFSET(‘{sheetname}'!$A$1,0,0,COUNTA('{sheetname}'!$A:$A),COU NTA('{sheetname}'!$1:$1)) {sheetname} refers to the sheet that the data resides in. Note: 2007 Excel allows you to change a data source range, but it is not dynamic. You have to change the range each time rows grow and shrink

26. Data Data Data Other ways to get at data… Match Function This is one of the more under-utilized features in the Powerschool admins “data” mining arsenal…

27. Data Data Data Data are stored in individual “buckets” that are specific to a functional area within the system. Each “bucket” of information (table) has connectors to other “buckets” of information (table) so that the data makes sense. The Match functions works by being able to extract related data that is associated from one table to another related table. This is one of the more under-utilized features in the Powerschool admins “data” mining arsenal… Match Function

28. Data Data Data Match function overview… Process: Start with the Source table – filter the selection for which you want the match Go to the Target table – select all… Then Match to the table that holds the selection for which the match is to happen. note: there must be a relationship between the tables Match Function

29. Data Data Data Match back to the Student table… If the result of a Match function is student centric, and you want the ability to manage the group (browse, create a stored selection), perform a Match back to the Student table… Powerschool maintains the current selection from DDE to the front page of the application for the user performing the Match function… Match Function Exercise StoredGrades -> Student

30. Data Data Data Resources Excel Pivot table –http://www.ozgrid.com/Excel/PivotTables/ExCreatePiv1.htmhttp://www.ozgrid.com/Excel/PivotTables/ExCreatePiv1.htm Informing Practices and Improving Results with Data-Driven Decisions –http://www.nsba.org/site/docs/9200/9154.pdfhttp://www.nsba.org/site/docs/9200/9154.pdf