SCHUYLKILL COUNTY

DATA QUALITY COUNCIL

PIMS MANUAL

2013-14

INSERT SCHOOL DISTRICT NAME

Pennsylvania Information Management System (PIMS)

PIMS Help Desk (800 661-2423)

PDE's statewide longitudinal data system is improving data capabilities by enhancing school districts' capacities tomeet student-level data reporting requirements and provide robust decision support tools. PIMS is based on open internet standards that enable sharing among diverse, otherwise incompatible systems and includes safeguards for data quality and security. PIMS primary objectives are to:

•  Establish enterprise-wide systems and processes to streamline data management and utilization

•  Provide multi-year longitudinal data to help teachers and administrators address individual student needs

Empower teachers with state-of-the-art data analysis tools to improve individual student achievement

PIMS PAGE ON PDE WEBSITE

http://www.portal.state.pa.us/portal/server.pt/community/pims-pennsylvania_information_management_system/8959

PIMS WEBINARS

http://www.portal.state.pa.us/portal/server.pt/directory/pims_webinars/71515

PIMS HOW-TO GUIDES

http://www.portal.state.pa.us/portal/server.pt/directory/pims_how_to_guides___training_docs/71510


PIMS Question & Answer

Webinar Schedule

To view Recordings of Training Webinars: http://www.pdewebinars.org/

To access a Webinar: http://vclass.cciu.org

Session # / Date / Weekday / Starting Time / End Time
1 / August 08, 2013 / Thursday / 1:30 PM / 2:30 PM
2 / September 12, 2013 / Thursday / 1:30 PM / 2:30 PM
3 / October 10, 2013 / Thursday / 1:30 PM / 2:30 PM
4 / November 14, 2013 / Thursday / 1:30 PM / 2:30 PM
5 / December 12, 2013 / Thursday / 1:30 PM / 2:30 PM

Efficiently Running Reports in

PIMS Reports

To efficiently run your reports in PIMS Reports, please utilize the ‘Run With Options’ feature. Instructions for running reports with options are as follows:

•  Open the folder that contains the report you would like to run by clicking on the link. Ex: eScholar Framework for Cognos-Production > Child Accounting Reports > School Calendar Validation

•  After deciding which report to run, in the ‘Actions’ column at the far right of the screen for that line item, click on the Blue Arrow.

•  Click on the ’Advanced Options’ link located toward the right of the screen.

 Time and Mode: click on the button for ‘Run in the Background.’ Select Now or Later.

 Format: choose your preferred format.

 Prompt Values: the ‘Prompt for Values’ checkbox should remain checked.

 Delivery: after ‘Save the report as a report view,’ click on the ‘Edit the Options...’ link.

•  Under ‘Save as Report View:’

 The report can be renamed, if so desired.

 Location: set to ‘My Folders.’ If the Location is not set to ‘My Folders,’ click on the ‘Cognos-- My Folders’ link and click ‘OK.’

•  At the bottom of the page, click on the ‘Run’ button.

•  Select values from the prompts (ex. school year). Click on ‘Finish’ at the bottom of the screen.

•  The ‘Cognos’ screen summarizes the report that will be run. Click on ‘Ok’ to submit the report.

•  After running the report, go to the ‘My Folders’ tab at the top of the screen to retrieve your report.

•  Locate desired report. Click on the ‘View the Output’ icon located on the right side of the screen under Actions. It is the second icon and looks like a stack of papers.

•  Click on the ‘Download’ icon located on the right side of the screen under Actions.

•  In the ‘File Download’ pop-up window, follow directions to open or save report.

Reminders for individuals using PIMS Reports:

1.  Please do not run the report numerous times as this slows down the system. Wait to retrieve your report from your ‘My Folders.’

2.  The PIMS Reports application currently does not have email capability – despite appearances to the contrary. Do not attempt to send reports to email addresses. This causes the reporting queue to become backed up.

3.  Do not click the Back button in your browser during or after the generation of a report. This will cause the report to be fired off again, which also clogs the reporting queue. To go back to a previous screen after a report has been generated, please use the Return or Home icons in the upper right of the COGNOS window.

4.  Data is refreshed twice daily—5:00 am and 12:00 pm.

For more detailed instructions: www.education.state.pa.us, Programs, PIMS, PIMS Documents, PIMS How- to Guides and Training Docs (1) Cognos Reports Primer and (2) PIMS Cognos Reporting Quick Reference Guide.

G drive, Child Accounting-PIMS, Instructions for LEAs, PIMS Running Reports Efficiently

Pre-Coded for Winter Keystone and Classroom Diagnostic Testing (CDT) Student Upload

Program Fact Template – Required if participating in Title I program

School Enrollment Template – Optional

Student Template – Required

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 9/3/13 – 9/30/13
SNAPSHOT DATE / 9/3/13
CORRECTION WINDOW / 10/3/13 – 10/8/13
ACS DUE DATE / 10/15/13

Voluntary PVAAS Enrollment

Student Template - Optional

Student Snapshot Template - Optional

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW – September / 9/25/13 – 10/2/13
SNAPSHOT DATE – September / 9/25/13
COLLECTION WINDOW – October / 10/25/13 – 11/1/13
SNAPSHOT DATE – October / 10/25/13
COLLECTION WINDOW – November / 11/25/13 – 12/2/13
SNAPSHOT DATE – November / 11/25/13
COLLECTION WINDOW – December / 12/26/13 – 1/2/14
SNAPSHOT DATE – December / 12/26/13
COLLECTION WINDOW – January / 1/24/14 – 1/31/14
SNAPSHOT DATE – January / 1/24/14
COLLECTION WINDOW – February / 2/25/14 – 3/4/14
SNAPSHOT DATE – February / 2/25/14
COLLECTION WINDOW – March / 3/25/14 – 4/1/14
SNAPSHOT DATE –
March / 3/25/14
COLLECTION WINDOW – April / 4/25/14 – 5/2/14
SNAPSHOT DATE –
April / 4/25/14
COLLECTION WINDOW – May / 5/26/14 – 6/2/14
SNAPSHOT DATE –
May / 5/26/14

DISTRICT AND STUDENT ENROLLMENT

District Snapshot Template – Required for SD/CS

Program Fact Template – Update only

School Enrollment Template – Required

Student Snapshot – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 10/1/13 – 10/18/13
SNAPSHOT DATE / 10/1/13
CORRECTION WINDOW / 11/4/13 – 11/15/13
ACS DUE DATE / 11/22/13

STAFF

Staff Template – Required

Staff Assignment Template – Required

Staff Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 10/21/13 – 11/08/13
SNAPSHOT DATE / 10/21/13
CORRECTION WINDOW / 12/2/13 – 12/13/13
ACS DUE DATE / 12/20/13

PATI

PATI LEA Tech Survey Templates – Required SD, CTC, CS

PATI IU Tech Survey Template - IU

PATI School Tech Survey Template – SD, CS, CTC

Survey Participant Response Template- Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 10/28/13 – 1/24/14
CORRECTION WINDOW / 1/27/14 – 2/14/14
ACS DUE DATE / 2/28/14

PSSA Pre-Code/ACCESS for ELLs Pre-Code and Updates for Winter

Keystone and CDT Uploads

Program Fact Template – Update only for Title I Programs

School Enrollment Template – Update Only

Student Template – Update Only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 11/14/13 – 11/28/13
SNAPSHOT DATE / 11/14/13
CORRECTION WINDOW / 12/4/13 – 12/10/13
ACS DUE DATE / 12/16/13

Special Education – Child Count

Special Education Snapshot Template – Required

Student Template – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 1/3/14 – 1/17/14
SNAPSHOT DATE / 12/1/13
ACS DUE DATE / TBD

Course/Highly Qualified Teacher

Course Template – Required

Course Instructor Template – Required

Staff Template – Update only

Student Template – Update only

Staff Student Course Template – Required (NOTE: The Student Course Enrollment Template was replaced with the Student Course Template)

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 1/6/14 – 2/3/14
CORRECTION WINDOW / 2/10/14 – 3/21/14
ACS DUE DATE / 4/11/14

Pre-Code for Spring Keystone Exams and Additional CDT Student Uploads

Program Fact Template – Update Only for Title I Programs

School Enrollment Template - Update Only

Student Template – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 2/10/14 – 2/21/14
SNAPSHOT DATE / 2/10/14
CORRECTION WINDOW / 2/26/14 – 3/3/14
ACS DUE DATE / 3/7/14

English Language Learners…ACCESS for ELLs

District Fact Template – Required

Program Fact Template – Update only

School Enrollment Template – Update only

Student Template – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 3/7/14 – 3/14/14
SNAPSHOT DATE / 3/7/14
CORRECTION WINDOW / 4/22/14 – 4/25/14
CORRECTION WINDOW / 5/12/14 – 5/15/14
ACS DUE DATE / 3/21/14

Child Accounting – SD & IU Preliminary Juveniles Incarcerated in Adult Facilities (JAIF) Collection Only

School Calendar Template – Optional

Student Template – Optional

Student Calendar Fact Template - Optional

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 3/3/14 – 3/21/14

Accountability Reporting: PSSA Student Upload

Program Fact Template – Update only – Title I Programs

School Enrollment Template – Update only

Student Template – Update Only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 3/17/14 – 4/4/14
SNAPSHOT DATE / 3/17/14
CORRECTION WINDOW / 4/9/14 – 4/16/14
ACS DUE DATE / 4/23/14

Safe Schools

District Fact Template – Required – Only if no school security staff to report or to report contracted security staff by the employing agency/company.

Incident Template – Required

Incident Offender Template – Required

Incident Offender Disciplinary Action Template – Required

Incident Offender Infraction Template – Required

Incident Offender Parent Involvement Template – Required

Incident Victim Template – Required

Location Fact Template – Required

Person Template – Required

Staff Template – Update only for reporting school security staff only

Staff Assignment Template – Required for reporting school security staff only

Staff Development Fact Template – Required for reporting school security staff only

Student Template – Update only

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 5/1/14 – 7/31/14**
SNAPSHOT DATE / 5/1/14
ACS DUE DATE / 7/31/14

**PIMS & COGNOS WILL NOT BE AVAILABLE 7/1/14 – 7/15/14

Graduates, Dropouts and Cohort

Student Template – Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 5/5/14 – 8/29/14**
CORRECTION WINDOW / 9/29/14 – 10/17/14
ACS DUE DATE / 10/24/14

**PIMS & COGNOS WILL NOT BE AVAILABLE 7/1/14 – 7/15/14

Accountability Reporting: Spring Keystone Exams and CDT Student Uploads

Program Fact Template – Update only for Title I programs

School Enrollment Template – Update only

Student Template – Update only

Student Snapshot Template – Update only

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 5/12/14 – 5/23/14
SNAPSHOT DATE / 5/12/14
CORRECTION WINDOW / 5/29/14 – 6/3/14
ACS DUE DATE / 6/6/14

Pre-Code Student Upload for Summer Keystone Exams

Program Fact Template – Update only for Title I Program

School Enrollment Template – Update only

Student Template – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 5/23/14 – 5/30/14
SNAPSHOT DATE / 5/23/14
CORRECTION WINDOW / 6/4/14 – 6/9/14
ACS DUE DATE / 6/13/14

English Language Learners – End of Year (Count and/SES Provider)

District Fact Template – Required

Program Fact Template – Update only

School Enrollment Template – Update only

Student Template – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 6/16/14 – 6/30/14
SNAPSHOT DATE / 6/16/14
CORRECTION WINDOW / 8/18/14 – 8/22/14
ACS DUE DATE / 7/25/14

Child Accounting – End of Year

School Calendar Template – Required

Student Template – Update only

Student Calendar Fact Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 6/16/14 –8/31/14**
CORRECTION WINDOW / 9/1/14 – 9/30/14
ACS DUE DATE / IMMEDIATELY AFTER UPLOADING

**PIMS & COGNOS WILL NOT BE AVAILABLE 7/1/14 – 7/15/14

Special Education Updates (Report Data as of 6/30/14)

NOTE: For Special Education Students receiving services 7/1 to 6/30 of the most recent school year who returned to Regular Ed or exited the LEA

Special Education Snapshot Template – Required

Student Template – Update only

Student Snapshot Template - Required

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 7/15/14 – 8/1/14
SNAPSHOT DATE / 7/15/14
ACS DUE DATE / TBD

Career and Technical Education

(Applies to Both Secondary and Adult Affidavit Program CTE Student Enrollment Collections)

CTE Student Fact Template – CTE LEAs only

CTE Student Industry Credential Template – Required – Submit only if any CTE students earned reportable industry credentials during the reporting year.

School Enrollment Template – Update only – CTE Adult Affidavit students can be excluded from this template.

Student Template – Update only

Student Snapshot Template – Required – CTE LEAs only

REPORT INFORMATION / PIMS DATE(S) / WHO IS RESPONSIBLE? / DISTRICT DUE DATE / WHERE IS DATA LOCATED?
COLLECTION WINDOW / 7/16/14 – 8/29/14
SNAPSHOT DATE / 6/30/14
CORRECTION WINDOW / 8/30/14 – 9/17/14
ACS DUE DATE / 9/30/14

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