LACES Suggestions for Review and Cleanup

Many things in your database might have been consolidated, split, or moved during the data migration from LWIS to LACES. In some cases, dates had to be attached to hours and other data. Although we tried our best to migrate data accurately, you are responsible for the integrity of your program’s data. Below are suggestions for areas to review and possibly clean up. If you find significant problems in many records, you can alert us at . For the most part, you’ll be able to adjust the data and have it accurately reflect your program and students.

  1. Class programs – Not all class types in LWIS resulted in programs in LACES.
  2. Class Term– based on the start and end date of the class. It might need adjusting. Some classes might have “No Value Entered” for Term if the start and end dates were not specified at the time of migration.
  3. Comments for Class, Student, and Staff – this data might be able to be represented elsewhere in the folders for that person. It might also contain duplication.
  4. Possible duplicate Teachers or Students – when a teacher or student was present in both 2013 and 2014 data and key fields differed, such as name, date of birth, or SSN, the person might have been loaded as two separate individuals. Review the lists (grids) of teachers and students, sort multiple ways, and look for possible duplicates. Manually merge them.
  5. Professional Development hours won’t be recorded – professional development largely went to Staff Comments. You can check if hours or other information needs to be updated elsewhere in the person’s record.
  6. Active Teachers – check if some teachers are marked as Active who should not be. Because LWIS didn’t have a status for teachers, all 2014 teachers start out as Active.
  7. Teacher certifications – the date of a certification is the first day of the fiscal year the data was taken from.
  8. Primary Teacher for a Class – in LWIS, there was no designation for this. If there is more than one teacher for a class, you might prefer a different one be listed as Primary. Change the Primary teacher first and then set the other one to Primary.
  9. NEDP Student hours – if a person wasn’t clearly in a diagnostic or assessment phase, the hours likely went to the Unlinked Hours folder for the student. Check if they should be moved elsewhere.
  10. Review Student races – students with two or more races might not have the flags set appropriately in LACES.
  11. Unusual languages – if a student has an unusual language, it might not have been in the choice list in LACES and therefore might not have been carried over. Some languages are more precise in LACES than in LWIS (such as Chinese, which has 4 possible values in LACES), so it might be empty currently because we didn’t know which to use.
  12. Country – If a country of birth in LWIS did not use a valid country name, it might be empty in LACES. You can add country to the student grid and look for empty values.
  13. Push forward assessments – some pre-tests from 2013 might need to be “pushed forward” in LACES to the 2014 fiscal year.
  14. Addresses missing cities – for teachers and students, look for people who have addresses but are missing cities, states, or zips. One way would be to add these fields to a view and then sort on various fields to find missing values. To fix it, the easiest way would be to add a zip code and then the city, state, and county will fill in automatically.
  15. Goal duplication – if a student had a goal in 2013 and 2014, it will show twice. The start date will be the start of the associated class in LWIS. You might want to eliminate duplicates.
  16. Student Work History – the start date for each employment will be the start date of the class or program enrollment.
  17. Student Hours –the date for hours will be the last date of the quarter in which hours were recorded. At times, this will fall outside the student’s service dates or should be adjusted for some other reason in order to reflect properly for the interval between assessments, etc. The post-test hours will be in Student Comments.
  18. Tutor and student match dates – the match date was set to be the first date of the quarter in which the pair first has hours. This might need to be adjusted.
  19. Dropdown options – in some cases, the options available in choice lists have changed considerably. Contact if you have questions about how some of these values were mapped.

6/16/14