Main Datagate Page

SRRTS User Guide for

PRE-ID

for California School Information Services

Version 1.0

May 3, 2006

Copyright © 2005 California School Information Services

SRRTS Supplemental User Guide: PRE-ID, v1.1

Table of Contents

1 Introduction 3

1.1 Document Purpose 4

1.2 Document Conventions 4

2 Overview of Pre-ID Processing through CSIS 5

2.1 Data Definitions and Requirements 5

2.2 Main DataGate Page 6

2.2.1 PreID STAR/CELDT Menu Options 6

2.2.2 PreID STAR/CELDT Panel Navigation Summary 7

2.2.3 PreID STAR/CELDT Workflow 8

2.2.4 Summary of Process Steps 8

3 Import Process 9

3.1 Starting the Import Process 9

3.2 Import Mode Panel 11

3.3 Import Transmittal Panel 12

3.4 Import Files Panel 13

3.4.1 View Import Report Window 15

3.4.2 Import Error Report 16

4 Validate 18

4.1 Validation Panel 18

4.2 View Validation Report 20

4.2.1 Validation Error Report 20

5 Correct 22

5.1 Correct Panel 1 22

5.2 Correct Panel 2 23

5.3 View Correction Report 24

6 Send 25

6.1 Send Panel 25

7 View Status 27

7.1 View Status Panel 27

7.1.1 View Transaction Report Window 27

7.2 Frequency Distribution Report (LEA Report) 28

7.2.1 Frequency Distribution Report Map 28

7.3 Printing and Saving LEA Reports 29

7.3.1 Printing a LEA Report within a SRRTS Session 30

7.3.2 Saving a LEA Report to a Local Drive 30

7.3.3 Printing a LEA Report from a Local Drive 31

7.3.4 Converting a LEA Report to a PDF Document 33

7.4 Server Data Submission Summary Report (DSSR) 34

7.5 All Files Report 35

8 Certify 35

9 Retrieve 35

10 CSIS Pre ID (Frequency Distribution Report) 37

Revision History

Name / Date / Reason For Changes / Version

Approval History

Approved By / Title / Version Approved / Date Approved

Review Cycle

Review Cycle / Review Date / Reviewer / Status – Action Needed

1  Introduction

The Pre-Identification or “Pre-ID” process is a service currently provided by CSIS to local education agencies (LEAs) to assist with the administration of statewide assessments. To use the service, LEAs send the student information required on the statewide assessment header sheets to the test vendor in advance to “pre-plug” on to the test answer sheets. Specifically, LEAs extract the required information for each student from their local Student Information System (SIS) to create a Pre-ID file. LEAs then submit the Pre-ID file electronically to the test vendor who generates bar-coded answer documents and/or bar-coded labels for statewide assessments. The answer sheets are distributed to the school and classrooms where the student pre-named on the answer sheet uses the answer document to take the test and enter his/her answers. After testing, the answer sheets are returned to the test vendor for grading and processing.

While the Pre-ID process greatly facilitates administration of the statewide assessments, the process has been cumbersome for LEAs. LEAs find it difficult to clean up demographic data in advance, resulting in numerous data errors plugged on to the assessment header sheets. The main benefit for an LEA for using Pre-ID process is data accuracy.

Some errors may cause delays in the generation of the answer documents and pre-printed labels. Unresolved issues cause inaccuracies with the Academic Performance Index (API) and would cost LEAs money to have the test contractor(s) resolve some of the issues for them. To improve data quality, the Pre-ID process allows CSIS to identify data problems and to work with LEAs to clean the student data before LEAs send it to the test contractor(s). The test contractor(s) will plug the student data into the assessment header sheets.

These problems will be reduced or eliminated by LEAs using the CSIS editing and reporting service prior to sending their Pre-ID file to the test vendor(s). Sending data through the CSIS State Reporting and Records Transfer System (SRRTS) provides LEAs tools for data validation, and in the future a tool for validating the unique student identifier prior to sending the Pre-ID data.

1.1  Document Purpose

This guide is designed to:

·  Explain the background and objective of Pre-ID Submission through CSIS.

·  Explain SRRTS interfaces and processes that pertain to the Pre-ID Submission.

NOTES:
N / This guide assumes the reader possesses a level of expertise that does not require explanation of SRRTS fundamentals. For a complete explanation of how to use SRRTS, please refer to the various user guides available on http://www.csis.k12.ca.us/support/.

1.2  Document Conventions

The title page and header of this document contain a version number in the form X.Y.Z where:

·  X is the version number in sequence 1 through N

·  Y is the revision number in sequence .1 through .N

·  Z is the errata correction number in sequence .1 through N

Each new version that represents substantial change to the document (for example, adding or deleting elements, work products or processes) and will be serially numbered to the right of the first decimal (for example 3.1, 3.2, ...) once it has been approved by CSIS management.

Minor revisions (that is, format or spelling) will retain the version and revision number and only increment the correction number to the right of the second decimal (for example 3.0.1, 3.1.1, 3.1.2,…).

2  Overview of Pre-ID Processing through CSIS

The Pre-ID data editing and reporting through CSIS is a task that is accomplished via the State Reporting Records Transfer (SRRTS) graphical user interface (GUI). This interface utilizes java applets and performs some activity on the LEA’s local workstation. The SRRTS application requires the file submission go through the following steps:

P  IMPORT

P  VALIDATE

P  SEND

P  VIEW REPORTS

P  RETRIEVE

P  CERTIFY

CSIS supports the import of the 2006 CDE Pre-ID format directly into SRRTS. Upon import, SRRTS will begin validating all elements in the Pre-ID file created by the LEA. If necessary SRRTS will generate an Import Error report. The Pre-ID extract file must also be Validated and then Sent to CSIS for additional error checking and report preparation.

·  CSIS will give the LEAs the ability to send Pre-ID files through SRRTS for edit checking of the data elements.

·  CSIS will generate a LEA report. These reports will help LEAs identify and address data issues early on, thus helping to avoid costly changes later in the process.

·  Once LEAs have completed the data editing process in SRRTS, CSIS will provide LEAs with a downloadable file that LEAs can submit to the testing contractor.

Pre-ID submissions to CSIS in 2005-06 are required to have an assigned CSIS Student ID for every student.

2.1  Data Definitions and Requirements

CSIS does not provide any data requirements documentation for the LEA. It is the LEA’s responsibility to populate their data based on the documentation provided by CDE. CSIS’ role is only to serve as a data cleansing mechanism for the student data and create a clean file extract that can be used to send to the testing vendor for Pre-ID. LEAs should use CDE’s provided documentation as a guide in populating the SIS with data values that, when extracted, accurately reflects the LEA’s data composition for the Pre-ID. The translation function within SRRTS will be turned off for the Pre-ID transmission as default. CSIS will use all the codes in the extract “as is” to perform the validation edits and data cleansing. Below is a list of documents provided by vendors and CDE to be used in populating Pre-ID data:

ü  2006-07 Pre-ID Common File Layout http://www.cde.ca.gov/ta/tg/sa/pidcfilelayout05.asp

ü  2006-07 Pre-ID CELDT Assessment
http://www.cde.ca.gov/ta/tg/sa/documents/celdtpreid.pdf

These and additional documentations may be obtained by visiting CDE and testing vendors websites at

http://www.cde.ca.gov/ta/tg/sa/pid.asp

http://www2.ctb.com/state/CA/celdt/formd/index.shtml

www.star test.org.

2.2 Main DataGate Page

To access the PreID STAR/CELDT function, select your CDS number and the PreID STAR/ CELDT button from the DataGate Main Page. Making these selections will log you into DataGate and permit you to use the function for the CDS number selected.

2.2.1 PreID STAR/CELDT Menu Options

The PreID STAR/CELDT global menu option contains seven local menu functions:

2.2.2 PreID STAR/CELDT Panel Navigation Summary

A summary of each function is provided below. The order of the panel tabs in the local navigation menu mirror the ID request process flow.

Import – The import process is the method by which local SIS files are imported into SRRTS. The LEA can re-import the same transactions several times (prior to Confirm/Post). Additionally, some edits relating to record and data format are applied.

Validation – The validation function performs validation routines against selected files. A Validation Error Listing Report is produced for each file validated and is used to aid in error correction. The report is a listing of errors and warnings encountered during the validation process that can be viewed or printed.

Correct – Allows the LEA to correct errors identified in validation, correct errors identified outside the SRRTS system or delete records from a file. A log of corrections is kept and a Data Correction Report is generated at the end of the session, listing the changes made to the file. The report can be viewed or printed. Files need to be revalidated at the end of the correction process.

Send – Performs the actual transmission of data to CSIS for further processing. Only successfully validated files are eligible to send. A confirmation e-mail will be sent to the Primary Contact and submitter listing all files that belong to the transaction and the status of each file.

View Status – This panel allows the LEA to view all of the LEAs transactions and status. The LEA will also be able to view all reports that have been created that are associated with the transaction and files.

Certify – The Certify function is for future use. Certification signifies accuracy of data and authorizes CSIS to share data with other educational agencies.

Retrieve – Processing the PRE-ID submission produces retrievable files. It is the responsibility of the LEA to download the extract and then forward it to ETC as a final step. If the LEA submits data in more than one transaction, then each transaction will have separate extract.

2.2.3 PreID STAR/CELDT Workflow

This flow assumes that the LEA has the student’s information already in their local SIS.

2.2.4 Summary of Process Steps

1.  Create a PreID STAR/CEDLT extract file containing records of students who are taking the statewide assessment test.

2.  Logon from your DataGate client computer to the CSIS Web server.

3.  Import the PreID STAR/CEDLT extract file.

4.  Receive system verification that the file import and translation is error-free.

5.  Validate the translated file.

6.  Receive system verification that the validation function has occurred without fatal error.

7.  Send the Validated file to DataGate.

8.  Receive an e-mail notice that transaction was successfully received at CSIS.

9.  LEAs review the aggregated data from the Frequency Distribution Report for accuracy and errors. The Report can be printed or save onto the local C drive.

10.  Download the extract file and forward the file to the testing vendor.

11.  Certification is an optional use. Certification ensures accurate data.

3  Import Process

The import process provides the capability to:

·  Browse the local directory for the extract file.

·  Import the PreID STAR/CELDT extract file to DataGate for processing (translation occurs during import).

·  Re-import a file for an existing transaction.

3.1  Starting the Import Process

Log onto the Identifier Request function.

Step-by-Step Instructions for Main Panel / Web Page Reference/Location /
1 / Select the Reporting Entity from the drop down list. Click on the down arrow button on the field and select the desired option. / Reporting Entity to work with: / A
2 / Select the School Year from the drop down list. Click on the down arrow button on the field and select the desired option. / School Year To Work In: / B
3 / The Version # identifies the Data Dictionary version you are using. Click on the down arrow on the field, and select the desired option. / Select Data Dictionary Version to use: / C
4 / The Reason identifies why the data is being processed and is also referred to as the Transmission Reason. Click on the button under the Student Record Transfer section that says PreID STAR or PreIDCELDT. / Reason / D

The Import process is accomplished through the use of three different panels. In order to easily distinguish the three import panels, a naming convention is used to infer the purpose or use of each panel. Please note that this naming convention is not adopted in the interface as yet, but is referenced in training sessions and in the user guide and they are as follow:

·  Import Mode Panel is the initial import screen that allows for the creation of a new transaction or re-import of an existing transaction.

·  Import Transmittal Panel is the second panel displayed as you navigate through Import. This panel provides a method of identifying the data submission type through selection of a Transmission Reason and selecting the appropriate School Year. Contact information as well as transmission specific variable data is also entered in this screen.

·  Import Files Panel is the third Import panel and is used to set the path for the file to be imported and to launch the import phase of the transaction. Some fields on this panel will be disabled when opened via the Re-Import button. The user can also access the import error report from this panel.