essential 2 - features, code mappings and user access v4.0, july 31, 2014 features, code mappings...

Essential 2 - Features, Code Mappings and User Access v4.0, July 31, 2014

Features, Code Mappings and User Access

Essential 2

Who’s Supposed to Be Here


LEA Administrator andIndividuals assigned toCALPADS maintenance

Supervisor of staffassigned to CALPADS

2

Training Sequence


CALPADS Data Coordinator Orientation

Essential 2:Interface & Administration

Essential 3:Data Submission

Fall 1

Fall 2 Data Population

Fall 2 Reporting and Certification

End of Year 1 & 4 End of Year 2 & 3

Essential 4: Anomalies

3

Courtesy Guidelines


Mute yourself

HOLDSilencecellphones

Name & LEA 1conversationat a time

4

Agenda


CALPADS Functionality (2a) p. 7

Local Code Mapping (2c) – p.101

Getting Started(2e) – p. 158

Security (2b) - p. 59

Reports and Extracts (2d) – p. 123

5

Course Description

COURSE OBJECTIVES

Participants will understand the flow of data through CALPADS how the portal Home Page can assist in managing tasks where main activities are accessed from the menu how the navigation features work how to set up user accounts how to translate local codes into CALPADS codes the available views of reports and extracts how to get help with the operation of the application the steps for getting started

Essential 2 - Features, Code Mappings and User Access v4.0, July 31, 2014 6


CALPADS Functionality 2a

This section includes the following

Application Components Application Organization Application Navigation Aids Key Points Portal Overview Demonstration

Contents


APPLICATIONDESIGN


Application Design

SYSTEM INTERACTIONS

CALPADS is designed to interact with

End-users LEA users School users State users

Other systems LEA systems

System interfaces CDE systems Assessment vendors


Application Design

Users Interactions

LEA User

Manage Statewide Student Identifier (SSID), enrollment, state reporting, and assessment data

Validate data submitted Certify data for state reporting Administer users (within LEA)

School User

Manage SSID, enrollment, state reporting, and assessment data Validate data submitted

State User

Manage state reporting, work flow, and data collection indows Manage expected schools Administer users (state accounts and LEA Administrator accounts) Administer data (submission, workflows, metadata, reference data, etc. Mange external data requests in compliance with state and federal

privacy laws (Family Educational Rights Privacy Act [FERPA], etc.)

SYSTEM INTERACTIONS (cont)

CALPADS manages different interactions


Application Design


SYSTEM COMPONENTS

Application Design

SYSTEM COMPONENTS (cont)



Application Design

KEY FEATURES Web-Based System

– Accessible to authorized users via the Internet – Available from any workstation– Requires no digital certificate– Available: (http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp)– Supported browsers

IE 8.0+ (desktop version) Firefox (latest desktop version) Google Chrome (latest desktop version) Safari (latest desktop version)

Longitudinal Data Capture– History of data is stored in a manner that enables point-in-time reporting

Comprehensive Detail Data– Individual student/staff level data replacing aggregate data where

appropriate – Complete student profile and enrollment history

15

http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp


Application Design

Comprehensive Views of Data– Views of current data in ODS and certified data in Snapshot– Online views of exception reports (rejected records)– Views of data submitted available prior to posting and prior to

certification– User configurable reporting– User configurable data downloads/extracts

KEY FEATURES (cont.)

16


APPLICATIONORGANIZATION

17


Application Organization

Ongoing Student Enrollment– SSIDs can be assigned and students can be enrolled at any time

Scheduled Data Collections and Certifications– Submission are schedule and the status is tracked

Managed User Interactions– Portal organizes interactions and provides one point of entry– Workflows structure the submission and approval of data– Access is controlled by the user’s role

Multiple Methods of Data Submission– Students can be entered individually online – Multiple students can be submitted using batch files

ORGANIZATION DESIGN

The organization of CALPADS is designed to support

18



Home– View a dashboard of system and general notifications relating

to the operation of CALPADS

SSID Enrollment– Perform student enrollment processes: SSID assignment and

entry of enrollment, student information, & program data

PORTAL MENUS

The functions of CALPADS are organized on a Portal with a series of tabs. These tabs allow an authorized user to move between system functions in order to perform specific tasks or to retrieve information.

User

19



State Reporting – Manage scheduled data collection processes, including data

maintenance, data submission, and data certification Assessment (Not supported at this time)

– Manage the submission of test results by assessment vendors

File Submissions (Not available at this time)– Manage all file submissions, including SSID/Enrollment and

State Reporting, from a single location Reports

– Access reports and data extracts

PORTAL MENUS (cont)

User

20



Administration– Administer user security for local accounts and map local

codes to CALPADS codes– View Direct Certification results

Help– View help tools such the CALPADS User Manual – Submit Service Desk Request

?– View context-sensitive online help

PORTAL MENUS (cont.)

User

21


Application Navigation Aides

Aid Description

BreadcrumbTrail

Appears at the top left of each page showing the path that the user has taken to get to the current page. Each entry in the bread crumb trail signifies a tab, link, or button that the user has selected in reaching the current point, with the location in bold letters.

Dropdown Lists

Displays a list of valid data for that field. The dropdown list is generally used for shorter lists of data.

Filter Options

Provides LEAs the option of refining the data displayed in order to locate the information needed easier.

Search Functions

Allows you to search for student and staff and includes the use of Wildcard searches (*).

Lookup Function

Allows LEAs to search for the correct value for the field and select the value to populate the box. Generally used for longer lists of data.

22


Application Navigation Aides

Aid Description

Page Function

Allows the user to move efficiently through the data and to provide an indication of the subset of data the user is currently viewing. Shows the current page being displayed and the total number of pages for that list. The user may select a page number to view.

Calendar Tool

Allows the user to view a pop-up calendar and select the appropriate date for a field.

Column Sort

Allows the user to sort the displayed records based upon the data in a column. This can be in ascending or descending order

Reveal Button

Is provided for a number of applications within CALPADS. When the reveal button is displayed, it indicates there is additional information that is available to the user about the process you are attempting to perform. When the user clicks on the Reveal button, the information is displayed. Click again to hide the information.

Navigation Aides (cont.)

23


Application Navigation Aids

BREADCRUMB TRAIL

Breadcrumb trail records the path taken to arrive at the current screen

The items in the trail can be selected to return to a previous screen

Note that the breadcrumbs should be used instead of the browser back button

24



DROPDOWN LISTS

Dropdowns display available options for selections

25



FILTER OPTIONS

Filters allow configured views of data Data is presented based on the selections made from the

dropdowns, which indicate the data available

26



SEARCH FUNCTIONS

The wildcard * is accepted for names in this Search

Search function finds data based on the selection criteria All data that meet the criteria are presented

Note that the Search By Demographics is faster when more fields are entered; however in order to return a result, the data entered

must be an exact match

27



LOOKUP FUNCTION

Lookups displays the valid values for the field The selected value populates the field

Values are displayed that begin with the letter of the alphabet selected

28



PAGE FUNCTION

These aids allow you to Adjust number of displayed records Navigate through pages of records

29



CALENDAR TOOL

A calendar displays when the icon is clicked The calendar date selected populates the field

30



COLUMN SORT

The values in a column are sorted with a double click The sorted values are noted with the red triangle, indicating

either ascending or descending sort31



REVEAL BUTTON

The values relating to the data shown are hidden

Clicking the Reveal Button shows the values relating to the originally shown data

Reveal buttons display and hide data

32


KEY POINTS

33


Summary

Data entry and data access can be accomplished in multiple ways

Data can be entered and maintained at any time Many different views of the data are available

KEY POINTS – Application and Features

34


PORTAL OVERVIEWDEMONSTRATION

35


Portal Overview Demonstration

LOGIN PAGEA User ID and Password are required to enter CALPADS

After 3 unsuccessful attempts to login, CALPADS will lock you out for 10 minutes.

36



HOMEPAGEThe Homepage provides a dashboard of system and general notifications relating to the operation of CALPADS

37



HOMEPAGE (cont.)

This section will provide the user of the status of

data submissions …

The status of the LEAs anomalies will display in this section …

This section will notify the user of important

upcoming events related to CALPADS

This section will display notifications generated by

CALPADS such as the creation of an enrollment in

another LEA that overlaps the SSID’s enrollment in your LEA

38



Note that each menu offers selections from sub-menus as a landing page that provides access to all of the sub-functions

39



SSID ENROLLMENT

The SSID Enrollment menu accesses functions that manage the entry and the maintenance of data for CALPADS enrollment, which includes

• SSID• School Enrollment

• Student Information• Student Programs• Student English Acquisition

40



The SSID Enrollment menu provides access to

Online Maintenance - Data entry and maintenance is performed online for one SSID at a time

Manage Submissions - Data entry and maintenance is performed with input files for batches of SSIDs

Anomaly Reports- An SSID’s enrollments that contain suspected irregularities are reported

SSID ENROLLMENT

41



The Online Maintenance menu accesses functions to assign/locate an SSID and complete a student’s enrollment with all of the needed information

SSID ENROLLMENT (cont)

• Locate an existing SSID…

• Assign an initial SSID• Enroll a student in a school• Enter student information• Enter programs …

42



The Manage Submissions menu accesses functions to load data in batch


43



Either SIS generated input files or manually produced Excel spreadsheets can be uploaded

Viewing the Submission Status accesses the ability to


– View Rejected Records– Manage the SSID Candidate List (i.e. Confirming Identifiers)– Post passed records

44



The Anomaly Reports menu accesses functions to View and correct anomalies View the % of enrollments involved in anomalies

SSID ENROLLMENT (cont.)

45



The Anomalies reported are

SSID ENROLLMENT (cont.)

Multiple Identifiers (MIDS) - Two or more SSIDs having exactly matching or very similar demographics

Exit Reason Discrepancies (ERDs) - inconsistency between exit reason & subsequent enrollment status

Concurrent Enrollments (CCEs) - more than one enrollment considered as “Primary” at the same time

46



STATE REPORTING

The State Reporting functions manage the maintenance of data in preparation for an upcoming data submission…

• EOY1• EOY2

• EOY3• EOY4

• FALL 1• FALL 2

47



STATE REPORTING

The State Reporting menu tab provides access to Online Maintenance

– Data entry and maintenance is performed online Manage Submissions

– Data entry and maintenance is performed with batch input files Manage Certifications

– Certification reports are reviewed and data is certified as accurate48



The Online Maintenance menu accesses functions to

STATE REPORTING (cont)

Locate an existing student’s data Maintain an existing student’s enrollment,

student information, programs, and English Language Acquisition

Enter course data and maintain it

Enter a staff member Locate a staff member and

maintain staff member’s data Enter discipline data and

maintain it

Note that SSID Enrollment, Student Information and Student Program data for existing students can be entered either in SSID Enrollment or State Reporting at anytime.

49



The Manage Submissions menu accesses functions to Load batch enrollment data from either SIS generated input

files or from manually produced excel spreadsheets Complete the batch load, including

STATE REPORTING (cont)

– Viewing the status of the submission– Managing the rejected records– Posting the passed records

50



The Manage Certifications menu accesses functions to View reports that display data to be certified View the status of a certification View the records that did not pass the certification edits View the anomaly % for the certification data Certify the data Decertify data, if necessary

STATE REPORTING (cont.)

51



The Reports menu accesses these functions

Submission Reports

Reports that display data from uploaded files are listed

ODS Reports– Reports that display data from the ODS are listed

Extracts– Extracts are listed that are available to download data from the ODS

Snapshot Reports– Reports that display data from Certification are listed

REPORTS

52



REPORTS (cont.)

These reports access data from the ODS

Each report offers filters to configure the data

53



REPORTS (cont.)

The Extracts menu accesses pre-defined files for downloading ODS data

SSID Extract Candidate List Rejected Records

Replacement SSIDs ODS Extracts Direct Certification

Each extract offers filters to configure the data

54



ADMINISTRATION

The Administration menu provides access to …. User Security Local Code Mapping Manage User Profile List of Excluded Schools

View Direct Certification Status View Assessment Event Status

55



HELP

The Help menu provides access to …. CALPADS Error List CALPADS User Guides

User Manual LEA Operational Manual CALPADS Quick Start

56

Batch File Templates Download Service Desk Request Form Manage Assessments FAQ

Error List, User Manual, LEA Operations Manual, Quick Start Guides, FAQ, and Service Request

Context-sensitive help explains the use of the current page


Security 2b


This module includes the following: Overview of Security User Account Management Password Management Security Management Key Points Security Management Demonstration

Contents

58


Overview of User Security

59


Overview

CALPADS security begins at login. A User ID and Password are required to gain access…

60


USER ACCOUNT MANAGEMENT

61


User Account Management

A User ID and Password are assigned to a user when a CALPADS User Account is set up. The User Account controls access to CALPADS data and functionality. The following are required to set up an account: User’s Name – the name of the individual who will

have access to CALPADS User ID – the ID used to sign into CALPADS. It is

assigned by the LEA CALPADS Administrator. It can only contain 20 characters total. The recommended format is FirstInitialLastName.CDCode with the FirstInitialLastName containing only 12 characters.

USER ACCOUNTS

62



The following are required to set up an account (cont):

Email – the user’s email address to which CALPADS will send a temporary password

Phone Number – the user’s phone number and extension

Security Level – which controls the level of the data that can be accessed by the user

User Roles – one or more roles which control the type of data or function that can be accessed by the user

USER ACCOUNTS (cont.)

63


Overview

The Security Levels in CALPADS, which control the level of data that can be accessed by LEAs, are

School – view data for one or more schools with LEA LEA – view data from all schools within LEA

Security level LEA does not imply this is the LEA Administrator role

USER SECURITY ACCOUNTS (cont)

64


Overview

Role Description

LEA Administrator

Provides access to all functionality for an LEA user, excluding Certifier, Direct Certification, and Anomaly contact roles

All Provides access to all SSID enrollment and State Reporting functionality

SSID Online Provides functionality to create and manage SSID Enrollment and State Reporting records using the online interface

Batch Provides functionality to create and manage SSID enrollment and State Reporting records using the batch upload interface


The user security Roles in CALPADS, which control the type of data or function accessible, are ….

65


Overview

Role Description

BatchNoPost Provides the same functionality as “Batch” role with the exception of the user not being able to perform the final post to the ODS

Search Provides ability to only search for a specific SSID and view the results - a read-only role

SENR Reports Provides access to run and view reports only

Direct Certification

Provides functionality to manage DirectCertification data

Free Reduced Lunch

Provides functionality to create and manageFree and Reduced Lunch data

Student Information

Provides functionality to create and manage student demographic data


66


Overview

Role Description

Student Program Provides functionality to create and manage student program data

Student English Language Acquisition

Provides functionality to create and manage English Language Acquisition data

Data Collection Certifier

Allows access to the certification capability in State Reporting

Superintendent Certifier

Allows access to the certification capability in State Reporting

Anomaly Contact Identifies the individual serving as the LEA contact for anomalies


Additional roles exist that control functions only ….

The combination of a Security Level and a Role determines a user’s access rights and enables the user to perform necessary tasks within CALPADS. 67



USER ACCESS RIGHTS

The combination of a Security Level and a Role determines a user’s access rights and enables the user to perform necessary tasks within CALPADS.

For example a typical LEA User will be created with a Security Level of “LEA” and be assigned user roles based on their local CALPADS responsibilities. If the user is only responsible for submitting the LEA’s enrollment data to CALPADS, the user might be assigned the “BatchNoPost” role.

For a user expected to have limited interaction with CALPADS, multiple roles could be assigned such as (e.g. BatchNoPost and Online). However, when a certain access right is intended for a user (e.g., SSID Online), it is not necessary to assign other roles that are encompassed in the broader role, such as Search. If both roles are assigned to the user, CALPADS allows access based on the role with the most functionality.

68


Overview

USER SECURITY ACCOUNTS (cont.)

Access Rights to Multiple schoolsAn LEA user can have access rights to multiple schools. A school user can have access rights to multiple schools.

There are two options for setting up access to multiples:

Define the rights within one User Account; however the access rights must be the same for all LEAs

Define multiple User Accounts for one user

69


Overview

ADMINISTRATOR ROLE

The creation of users within the application is controlled by the system administrator role.

LEA Administrator Can create LEA level users and school level users

Applies for and receives a system Administrator account (which is assigned the LEA Administrator role) and a password from the CDE

Note: LEA CALPADS Administrators who intend to do more than assign access rights (e.g. updating student information, enrollment, and program data) should create a daily account for these non-security related functions.

70

Overview

Review Security Report

1. Log in to CALPADS with an LEA Administrator account

2. From the Admin Menu, click “User Security”

3. Click on Security Reports 1. 13.1 – Security – Roles by User

2. 13.2 – Security – Users By Role

4. Review the Account Status column

1. “Active” means the user can log in and perform functions associated with the current roles assigned.

2. “Revoked” means the user can no longer log in with that User ID.

3. Determine whether any user access needs to be revoked1. Always remove the Anomaly Contact role before revoking a

the user account


ADMINISTRATOR RESPONSIBILITY

71



USER ACCOUNT ASSIGNMENTS

Assign user accounts to the individuals who … are designated to accomplish the tasks associated

with the ongoing preparation, submission, maintenance, and approval of data within CALPADS

require access to the reports and data CALPADS offers

Assign accounts that allow access appropriate to the individual’s responsibility

72


PASSWORD MANAGEMENT

73


Password Management

PASSWORD CREATION

Password Rules: Be at least 8 characters and up to 15 characters in length Contain at least one uppercase letter Contain at least one lowercase letter Contain at least one of the following non-alphanumeric

characters: ! @ # $ ^ & * - = _ + ?

Password Expiration: After 90 days, users are prompted to change passwords,

selecting one that has not been used for the last 6 passwords

Once an account is set up, the user receives an email with a temporary password. It must be changed when the user first signs into CALPADS.

74


Password Management

PASSWORD RETRIEVAL

To receive a password from the Forgot Password link on the login page, a user must complete the security questions in the CALPADS User Profile.Once the account is verified, the user receives an email with a temporary password. It must be changed when the user first signs into CALPADS.

75


SECURITY MANAGEMENT

76


Security Management

LEA CALPADS ADMINISTRATOR

The CALPADS Administrator for the LEA applies for and receives an Administrator account from the CDE. This account allows access to CALPADS security for granting access rights.

Note: LEA CALPADS Administrators who intend to do more than assign access rights (e.g. updating student information, enrollment, and program data) should create a separate local user account for themselves with roles that will allow the accomplishment of these non-security related functions.

The creation of users within the application is controlled by the LEA Administrator role.

LEA CALPADS Administrators can create LEA level users and school level users

77


SECURITY MANAGEMENTDEMONSTRATION

78


Overview

CALPADS security begins at login. A User ID and Password are required to gain access…

79



CREATE NEW USER

New user accounts are created on the User Security screen, accessed from the Administration menu

80



CREATE NEW USER

Enter the user’s information and Security Level ….

Click “Create User” …

If “School” is the level chosen, the LEA field appears

under the User Level selection

The User ID may only contain 20 characters total. The

recommended format is … FirstInitialLastName.CDCode with the FirstInitialLastName

containing only 12 characters …

Enter information about the user

• User’s password will be emailed to address entered here

• Autopost, a batch processing capability, can be added later …

Select the User Security Level

(Only LEA and School available to an LEA)

81



CREATE NEW USER (cont)

The Roles pane appears when the Security Level is selected ….

If “LEA” Level was selected above, the LEA of the LEA Administrator is defaulted. A

State Administrator can locate an LEA with the Lookup function

If “School” level was selected, “Select School” will appear here. Enter the school,

using the Lookup function ….

Click the “Assign Role(s)” button. The role now appears in

the Assigned Role list. Click “Remove Role(s) if a role is

to be eliminated ….Click “Save

Select role or roles to be

assigned ….

82



DUPLICATE A USER’S ROLES

Once a user is successfully added, the same account capabilities can be duplicated for another user ….

Click “Duplicate”

83



New screen

CREATE ANOTHER USER

Once a user is successfully added, another user can be set up with different capabilities also …

Click “Reset/Add Another User”

84



SEARCH/MAINTAIN EXISTING USER

Enter any user information including an * (wildcard) to locate all accounts for a user….

Enter at least one of the information fields ….

Click “Search”

85



SEARCH/MAINTAIN EXISTING USER (cont)

Each of the user’s accounts is listed ….

Click the User Name to display account information

86



SEARCH/MAINTAIN EXISTING USER (cont)

A user’s account can be changed after clicking on “Edit” button

Click “Edit”

87



SEARCH/MAINTAIN EXISTING USER (cont.)

The fields are no longer grey. The account information can now be changed.

88


Password Management

89


Password Management

CHANGE PASSWORD (cont)

To change the password, enter the current password and a new password. Confirm the new password.

Click “Submit”

90


Password Management

RETRIEVE PASSWORD

– Password expiration notification

Enter the User ID and click “Forgot Password?”

A forgotten password can be retrieved …91


Password Management

RETRIEVE PASSWORD (cont.)

Once security questions are answered correctly, a temporary password is emailed to the user (function

not available if password has expired) …

Select each security questions and provide the answer given during the set-up of the User Profile

92


Password Management

SET UP USER PROFILE

Security questions are set up when the initial user account is defined …

Select “Manage User Profile”

93


Password Management

SET UP USER PROFILE (cont.)

Click “Submit”

Select 2 security questions and provide answers …

The User Profile function provides for setting up security questions which are used when a password is retrieved …

94


Password Management

RESET PASSWORD

A user’s password can be reset through User Security by the LEA Administrator

Select “User Security”

95


Password Management

RESET PASSWORD (cont.)

Click “Reset Password” …

Search for the user …96


Password Management

REVOKE ACCOUNT

A user’s account can be revoked through User Security by LEA Administrator

Select “User Security”

97


Password Management

REVOKE ACCOUNT (cont.)

Search for the user’s account ….

Click “Revoke” …

98


Local Code Mapping 2c


This course includes the following:

Overview of Code Mapping Add New Code Mapping Maintain Existing Code Mapping Delete Existing Code Mapping Summary

Contents

100


OVERVIEW OF CODE MAPPING

101


Overview

PURPOSE OF CODE MAPPING

Define which local codes correspond each to CALPADS code so the school can submit

local codes

School’s local code for

Kindergarten

CALPADS code for

Kindergarten

* Code mapping is only necessary for local codes that differ from CALPADS codes

102


Overview

It is the responsibility for the LEA Administrator to manage the mapping of local codes; however the task can be performed by a designee who has been assigned the security role that allows access to the “Manage Local Codes” functionality.

RESPONSIBILITY FOR CODE MAPPING

103


Overview

Code mapping can Simplify the data submission process Save time Minimize the potential for error in submitting data

that is not stored in the local SIS

BENEFITS OF CODE MAPPING

104


Overview

CODES THAT CAN BE MAPPED

Code Sets

Career Technical Education Pathway

Non Classroom Based or Support Assignment

Course Group State Race Category

Disability Category School Completion Status

Education Program State/Province

Enrollment Status Student Exit Category

Grade Level Student Offense

Language Weapon Category

105


ADD NEW CODE MAPPING

106


Accessing Code Mapping

Local code mapping is an administrative function available from the Administration menu

LOCATE “MANAGE LOCAL CODES”

Select “Manage Local Codes” from the

Administration Menu

107


Add New Code Mapping

IDENTIFY CODE SET TO MAP

Code sets are stored by School Year

108



IDENTIFY CODE SET TO MAP (cont)

Code sets are stored by LEA

The LEA for which you are authorized

will display

109



IDENTIFY CODE SET TO MAP (cont.)

Sets of reference codes are defined by CDE for CALPADS to ensure consistency of reporting …

Select a Code Set and Click “Search” to reveal the valid

codes

110



MAP TO STATE CODE

Each Local Code is associated with a State Code …

Enter a local code

111



MAP TO STATE CODE (cont)

Only the values defined for the Code Set can be entered …

Select a State Code and Click “Add”

112



MAP TO STATE CODE (cont.)

The mapping is added for the Academic Year selected …

The mapped code is now saved

113


MAINTAIN EXISTING CODE MAPPING

114


Maintain Existing Code Mapping

EDIT A LOCAL CODE MAPPING

Access “Manage Local Codes” and select the code to edit …

Click “Edit” beside the code

115



EDIT A LOCAL CODE MAPPING (cont)

Change either the Local Code or State Code or both …

Click Save

Note the Local Code is changed from LANG-Eng Lit to LANG-Eng L …

116



EDIT A LOCAL CODE MAPPING (cont.)

The code is saved …

Note the changed Local

Code

117



DELETE A LOCAL CODE MAPPING

Access “Manage Local Codes” and select the code to delete …

Click “Delete” beside the code to

be removed

118



DELETE A LOCAL CODE MAPPING (cont.)

The code is deleted …

119


Summary

Code mapping is optional The CALPADS code sets are available under

“System Documentation” on the CDE website at http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

KEY POINTS – LOCAL CODE MAPPING

120


Reports and Extracts 2d


This module includes the following:

Overview of Reports and Extracts Reporting Features CALPADS Reports CALPADS Extracts Summary

Contents

122


OVERVIEW OFREPORTS AND EXTRACTS

123


Overview

These capabilities include Reports that show aggregate counts of data as well as

detail data Reports that show input validation and certification errors Extracts of data that are pre-defined to provide key data User-selected filters and configurations for reports and

extracts

Capabilities exist within CALPADS that assist in Analyzing data Validating and reconciling CALPADS data

124


REPORTINGFEATURES

125


Reporting Features

REPORT SECTIONS1-Set Filters: Make selections to control which data you see

Reports are divided into 5 sections

2

3

1

Comments can be entered and will appear in the report footer

2-Configure View: Adjust the view using these fields for IE only

3-Data References: Displays report title, timeframes, and entity selections made in Section 1

4

5

4-Report: Data resulting from the filters

5-Footer: Summary of filters selected in Section 1

126


Reporting Features

DATA FILTERS & COMMENTS

Report data is filtered by user selection to control the resulting report data

The user can enter comments that appear in the footer of the report

127


Reporting Features

VIEWING AID - PAGING TOOL

Long reports with multiple pages can be viewed by using the paging tool available

128


Reporting Features

VIEWING AID - ZOOM

The report can be increased or reduced in size for Internet

Explorer129


Reporting Features

VIEWING AID - SEARCH FOR DATA

Text in the report can be searched for using specified criteria

130


Reporting Features

VIEWING AID - DATA EXPORT

Data can be extracted in multiple formats

Note: Excel and .pdf are generally considered to be the most useful.Large reports recommended saving as a CSV and then imported into Excel.

131


Reporting Features

VIEWING AID - REVEAL

The filter pane can be eliminated from the report view

132


Reporting Features

VIEWING AID - REFRESH

Data can be refreshed when the filter pane is hidden.

133


CALPADS REPORTS

134


Reports

REPORT SOURCES

There are four sources for reports: The Submission Reports (submitted data) The ODS (current data) The Snapshot Database (certification data)

Certification Error Report County/Authorizing LEA Reports

135


Reports

LIST OF ODS REPORTS

136

These reports are available to display current SSID Enrollment data in the ODS


Reports

LIST OF SNAPSHOT REPORTS

These reports are available todisplay certification SSID Enrollment data in the Snapshot Database for Fall 1

These are the Certification Reports. They are reviewed and certified as accurate during the Certification Process

These reports provide additional data to support the verification of data displayed on the Certification Reports

137


Data Views

REPORTS FOR BOTH DATABASES----------- ODS Reports ------------

---------------------- Snapshot Reports ---------------

Some reports display data from either database

Note that the Certification Reports (1.1, 1.6, 1.9) are available for

both databases.

You can view the status of the data in the ODS that will be captured in a Snapshot – long before the Snapshot is due. This allows you to monitor the data as it is loaded. Therefore, you don’t have to wait until a data collection begins before you can verify your data.

138


Data Views

SUMMARY AND DETAIL DATA

Reports with aggregate data are supported by reports with detail data

Click the link to access the school’s detail data report (below). It lists individual student data. Note that the detail report shows the same groups as the summary report.

139


Report Views

VARYING VIEWS OF THE SAME DATA

The aggregate data on many reports can be disaggregated – This example

disaggregates the enrollment reported on the Enrollment Report by Subgroup (1.1)

The filters on this report allow the disaggregation to be viewed for the same subgroups that were reported on the aggregate Enrollment Report (1.1)

Click the link to view the student list for this school.

140


Report Views

SORTED DATA

Additional views of data are available by sorting the columns on the report – as in this example where the default sort is by SSID and the new sort is alphabetical

Click here for ascending or descending sort

141


Report Documentation

USER MANUAL

Title: Enrollment – Primary Status by Subgroup

Number: 1.1

Description: Reports the count of students with Enrollment Status Code of “Primary” by student subgroups at the school level

Views/Type: ODS and Snapshot / Certification

Links To: Report 1.2 Enrollment - Primary Status Student List Report 2.2 Title III Eligible Immigrants by Birth Country

Links From: None

Each report is documented in the User Manual with a picture of the report and this information.

View indicates if a report can be viewed in the ODS, in the Snapshot Database, or in both.Type indicates whether the report is a Certification Report or a Supporting Report

Links To indicates if the report accesses another reportLinks From indicates if the report can be accessed from another report

142


CALPADS EXTRACTS

143


Extracts

INVENTORY OF DATA EXTRACTS

Data extracts are used to download data from the ODS. The following pre-defined data extracts are available ….

- Student- English Language Acquisition (ELAS)- Information (SINF)- Foster ( currently not available)- Program (SPRG)- Discipline (SDIS)- Waivers (SWAV)

SSID Extract Candidate List Rejected Records Replacement SSIDs• Direct Certification ODS Extracts

- SSID Enrollment (SENR)- Staff Demographics (SDEM)- Staff Assignment (Staff)- Course Section (CRSE/CRSC)- Student Course Section

(SCSE/SCSC)

File formats are included in the CALPADS File Specifications

144


Extracts

INVENTORY OF DATA EXTRACTS

Data extracts requested as follows ……

145


Extracts

SSID EXTRACT

Contains students assigned SSIDs in a CALPADS batch transactionCan be downloaded from CALPADS for import into a local student information systemCan be filtered by

Grade Level School

146


Extracts

REJECTED RECORDS

Contains records that failed validationCan be filtered by

Submitter School Job ID

147


Extracts

CANDIDATE LIST

Contains candidates for SSID requestsCan be used to assist working on confirmations offlineDoes not have filter options

148


Extracts

REPLACEMENT SSIDs

Contains SSIDs assigned during MID Anomaly resolutionCan be downloaded from CALPADS for import into a local student information system

149


Extracts

Request SSIDs Extract

Contains new SSIDs extract for SSIDs obtained onlineCan be downloaded from CALPADS for import into a local student information system

150


Extracts

ODS EXTRACTS

Can be created for each of the file formats that can be submitted to CALPADSCan be used for local data analysis or data reconciliationSame format as the files submitted to CALPADS except there are two additional fields (upload date and last date updated)Can not be used to upload data to CALPADS

Note that the vendor for the local SIS may have provided the capability to use this file to determine what needs to be submitted to CALPADS.

151


Extracts

ODS EXTRACTS (cont)

The CALPADS Notification dashboard will notify the LEA, when the file is available for download. The file is retrieved from CALPADS. It is not transmitted via email.

The selection criteria used to generate the ODS Download extract files follow on the next page.

152


Extracts

ODS EXTRACTS (cont)

Item Record Type Selection Criteria Options

1 SSIDEnrollment

Actively enrolled students (null Student School Exit Date)

Date range based on Student School start date and Student School Exit Date

2 Student Information



3 Student Program



4 Student Discipline

Academic Year ID Reporting LEA School of Attendance

153


Extracts

ODS EXTRACTS (cont)


5 StudentEnglish Language Acquisition

Actively enrolled student (Null Student School Exit Date)

ELAS Code Status Date

6 Student Waivers Academic Year ID Reporting LEA School of Attendance

7 Staff Demographics

Active Staff (no Staff Employment End Date) Date Range based on Staff Employment

Start date and Staff Employment End Date

8 Staff Assignment Academic Year ID Reporting LEA School of Assignment

154


Extracts

ODS EXTRACTS (cont.)


8 Course Section

Course Enrollment, Academic Year ID, Reporting LEA, School of Course Delivery

Course Completion, Academic Year ID, Reporting LEA, School of Course Delivery

9 Student Course Section

Course Enrollment, Academic Year ID, Reporting LEA, School of Course Delivery

Course Completion, Academic Year ID, Reporting LEA, School of Course Delivery

155


Summary

The user can configure the reported data

Data extracts can assist comparing CALPADS data with local data

Some reports can display data from either the ODS or the Snapshot database. The ODS data is current data; the Snapshot data is certification data.

Data to be certified can be viewed in the ODS long before the certification process begins

KEY POINTS – REPORTS AND EXTRACTS

156


Getting Started 2e


Getting Started Guides First Steps with CALPADS Application Set-Up

– Responsibility– Prerequisites– Activities to Perform

Key Points

Contents

158


PREPARATION FOR CALPADS

159


First Steps

1. Obtain a CALPADS LEA Administrator Account

2. Complete the CALPADS application setupa. Setup CALPADS accounts

b. Revoke CALPADS accounts if necessary

c. Map local codes if necessary

3. Update your local student information system to enable

it to produce files for the CALPADS batch process –or–

begin collecting data for entry into the CALPADS Excel

templates

STEPS TO BEGIN

160

System Documentation

http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

Resources

Document Description Sections

CALPADS File Specifications (Forms)

File layout and requirements for batch submission

SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, & SCTE tabs

CALPADS Code Sets Detailed state code lists

CALPADS Valid Code Combinations

Matches up related codes

CALPADS Error List Detailed error message descriptions

SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, SCTE, EOY 1-4 tabs, Fall 1, Fall 2, EOY 1-4 Certification

CALPADS Data Guide Detailed requirements

CALPADS Calendar

http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp


http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp


Preparation for CALPADS

Manage Security– Create User Accounts– Ensure User Profile is set up by each user

Manage System Codes (Optional)– Map local codes to CALPADS codes

Manage Anomaly Contacts– Assign roles for LEA/school contacts

APPLICATION SET-UP

Initial set-up of the LEA Administrator application includes the following

162


Summary

KEY POINTS – GETTING STARTED

Obtain the LEA Administrator account Attend remaining trainings Understand the scope of data required by CALPADS

can impact how the data is populated in SIS

163


Support

CALPADS URL– https://www.calpads.ca.gov/

CALPADS Support– CALPADS Service Desk Request Form (preferred contact method)

HTTP://WWW2.CDE.CA.GOV/CALPADSHELP/DEFAULT.ASPX– 916-325-9210– [email protected]

CALPADS Operations Office (Admin. Account Support)– 916-324-6738– [email protected]

CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp

Support Information

164

http://www2.cde.ca.gov/CALPADSHELP/DEFAULT.ASPX

mailto:[email protected]

mailto:[email protected]

http://www.cde.ca.gov/ds/sp/cl/listservs.asp

Training Evaluation


Please complete our surveyhttp://bit.ly/1n1yKOD

165

http://bit.ly/1n1yKOD

Questions


essential 2 - features, code mappings and user access v4.0, july 31, 2014 features, code mappings...

Documents

user access essential

user access v4

code mappings

user accounts

application design essential

lea school user

assessment data

agenda essential