August 2005

1
CSIS Introductory Training

• August 2005

2
Agenda

• Project Overview
• CSIS Mission
• Acronyms
• CSIS Implementation Strategy
• CSIS System Design
• LEA-Local Implementation
• SRRTS Functions
• Setup
• Digital Certificate
• Client Software
• Translation Tables
• Identifier Request Process

3
CSIS Mission

• Build capacity of Local Education Agencies (LEAs)
  to implement and maintain comparable, effective,
  and efficient student information systems that
  will support LEA daily program needs and promote
  the use of information for educational
  decision-making by school-site, district office
  and county staff.
• Enable the accurate and timely exchange of
  student transcripts between Local Education
  Agencies and to post secondary institutions.
• Assist Local Education Agencies to transmit state
  reports electronically to the California
  Department of Education, thereby reducing
  reporting burden of LEA staff.

4
Acronyms Terms

• LEA Local Education Agency
• SIS Student Information System
• SRRTS (State Reporting and Records Transfer
  System) - Web accessible software that allows
  users to submit data to TestGate or DataGate for
  processing
• DataGate/TestGate - Server that processes SRRTS
  transactions, stores CSIS IDs, and stores student
  data associated with those IDs
• CSIS California School Information Services
  organization

5
CSIS Implementation Strategy

• Minimizes impact to Local Education Agencies
  (LEAs)
• Works with existing local Student Information
  System (SIS)
• Allows LEA to submit existing data
• Simplifies installation and maintenance
• Honors local codes
• Ensures data security and confidentiality
• DataGate access controlled via unique user
  certificate
• Data encrypted and additional Soundex processing
  is used for student names.

6
CSIS System Design

• DataGate Software that accomplishes the
  following
• Web portal access to SRRTS.
• Interacts with unique secure user certificate to
  identify and authenticate user.
• Downloads SRRTS Java applets for local
  execution.
• SRRTS (State Reporting Records Transfer System)
  program functions are resident in the user
  workstation and on the CSIS server which
  validates and processes LEA submitted data.
• CSIS NOT a software program but the
  organization that develops and maintains
  DataGate/SRRTS.

7
LEA Local Implementation

• Vendor develops methods for LEA to extract data
  into flat files for import into SRRTS per CSIS
  requirements.
• CSIS Requirements Documents
• Data Dictionary (version specific)
• File Transmission Formats
• Vendor develops method for LEA to store CSIS
  identifiers.

8
Setup Step 1Digital Certificate
9
Digital Certificate Installation

• 128 bit encryption required
• MS Internet Explorer 5.5x or later supported
• May require browser upgrade http//www.microsoft.c
  om/windows/ie
• Browser updates may destroy certificate
• Yearly renewal necessary
• Needs to be installed prior to accessing DataGate
  or TestGate

10
Digital Certificate Install Prep

• Check browser version and encryption level

Note Browser update will destroy previously
installed certificate
11
Digital Certificate Installation Process

• Obtain the Application for Digital Certificates
  form from the DataGate Support page
• http//www.csis.k12.ca.us/support/CSIS-Digital-C
  ertificate-Form.pdf
• Fill out an application for each user and fax the
  completed form(s) to CSIS.
• Wait for an e-mail from CSIS that contains a
  Username Password for certificate enrollment.
  Make sure to save this information it will be
  needed when enrolling for the certificate and
  when picking up the certificate.

12
Digital Certificate Process (continued)

• Follow the instructions in the e-mail to enroll
  for the certificate online.
• Wait for an e-mail from CSIS stating that the
  certificate is ready to be picked up.
• Follow the instructions in the e-mail to pick up
  the certificate.

13
Digital Certificate Application Form
One certificate for each person confirming or
retrieving identifiers
14
Certificate Process
Save or Print e-mail for future Certificate
pick-up
Click on URL to Enroll
Note User Name Password
15
Certificate Process (Continued)
Select Enroll option
Select OK YES to Continue
16
Certificate Process (Continued)
Cut Paste Username Password from the
e-mail
Click OK
Click Submit Button
17
Certificate Process (Continued)
Will receive e-mail from Support with Subject
Pick Up Certificate
Click on URL to Pick Up Certificate
Click on Pick Up Certificate
18
Certificate Process (Continued)
Type Username Password from the first e-mail
sent
Click on URL to Continue
19
Certificate Process (Continued)
Click on Install this certificate
Click Yes to Continue
Congratulations! You have successfully installed
the Digital Certificate issued by CSIS
20
Setup Step 2DataGate Client Software
21
Client Software Installation

• Required to use SRRTS
• http//www.csis.k12.ca.us/setup/
• Consists of two parts that must be installed in
  the following order
• 1. Java Virtual Machine from CSIS Web site
• 2. NameSearch DLLs and Java Policy Files

22
Client Software Install Java Environment
Note Must be Suns Java Engine for Datagate
compatibility
23
Client Software Install Java Environment
Choose Open
24
Client Software Install Java Engine
1. Select Yes to accept license agreement
2. Select Next and accept default folder
Observe install. The status window will close
when complete.
25
Client Software Install Java Engine
5. Observe install.
3. Select Browser Microsoft Internet Explorer
4. Select Next
6. Select Finish.
26
Client Software Install NameSearch Policy
Files
27
Client Software - Install NameSearch Policy
Files
3. Click Unzip install to default
1. Select Open
2. Click OK
5. Click Close
28
Setup Step 3Translation Tables
29
Translation Tables

• Translates local codes to CSIS codes for outgoing
  data, reverse translation for incoming data.
• Based on Data Dictionary version and data
  elements
• AKA lookup tables
• Some tables apply to multiple elements
• Translation Tables are managed by the LEA via the
  Maintenance utility found under Client
  Preferences.

30
Identifier Data Elements Eligible for Translation
31
Identifier Request Process
32
CSIS Identifier - Details

• The CSIS identifier number is created from a
  calculation method that is nearly random 
• 10 digits all numeric.
• 10th digit is a check digit.
• First digit is never zero.
• There are no occurrences of more than 2 repeating
  digits (e.g. 333 is not allowed, but 33 is
  acceptable).
• Numbers will be assigned evenly spread across the
  range from 1,001,001,001 to 9,989,989,989 to
  enhance database search and retrieval
  efficiency. 
• Any Identifier where second digit 8 is the
  result of a test run (from TestGate) and is not
  an official permanent identifier.

33
Locator File Format (LEA NI)

34
Locator File Format (LEAL NI)

35
Sample LEALocReq File(Word Wrap On)

• 0304BI33670330100974LEAL11LCIRMaryMarieF
  reeportF70019910115CSISTESTCAUS002003
  010190210
• 0304BI33670330100974LEAL12LCIRMartin
  FriedmanM70019930115CSISTESTCAUS00200
  3010190210
• 0304BI33670330100974LEAL13LCIRPaulRobert
  WangM70019900115CSISTESTCAUS002003010
  190210
• 0304BI33670336059026LEAL14LCIRJim
  BakerM70019890115CSISTESTCAUS0020030
  10190210
• 0304BI33670336059026LEAL15LCIRKathleenET
  ylerF70019860115CSISTESTCAUS002003010
  190210

36
Sample LEALocReq File(Word Wrap On)

• 0506BI34950006043558LEAL1002NULL
• CHULAHENRYRANASINGHEF19960912
• San JoseCA0012005081604
  99990102
• 0506BI34950006043558LEAL1003NINULL
• MENDOZAMARQUISEMARTINM1988120
  0012005081604700
• 90102

37
Identifier Process Flow
38
Server Addresses

• TestGate URL (test environment)
  https//www.csis.k12.ca.us/testgate/
• DataGate URL (production environment)
  https//www.csis.k12.ca.us/datagate/

https indicates a secure Web site
Switch to Application
39
SRRTS Functions

• Identifier/Enrollment Assign permanent CSIS IDs
  for students enrolled at each school
• Client Preferences Maintain translation tables

40
Import

• Checks file for formatting errors to help ensure
  that the correct file is submitted
• Runs locally on LEAs computer
• Applies translations specified in Translation
  Maintenance section of Client Preferences
• Excludes
• Records that have a Data Dictionary version
  number, Transmission Reason, or that does not
  match user selections entered on Import panel.
• Malformed records (incorrect of fields).

41
Import Process

• Click on the Identifier/Enrollment button in
  TestGate/DataGate.
• Click on New Import.
• Select Version , Reason of Identifier Locator,
  and School Year.
• Click Find File, select the LEALocReq file, and
  click Open.
• Enter Contact Information
• Click Import and wait for the import to finish.

42
Import Error Correction Process

• On the Import tab of the Identifier/Enrollment
  function, click the View Import Reports button,
  select the imported file, and click View to view
  the import report.
• Note the local ID of the student with the error
  and read the reason.
• Look up the student in the local SIS and correct
  the incorrect data.
• Repeat steps 2-3 for each error in the report.
• Create a new locator request file and re-import
  it.

43
Re-Import Process

• Click the Identifier/Enrollment button in
  TestGate/DataGate.
• Click on Re-Import.
• Click Find File, select the LEALocReq file, and
  click Open.
• Click Import and wait for the import to finish.
• Click View Import Reports, select the imported
  file, and click View to view the import reports.

44
Validation

• Checks content of records for allowed codes and
  values
• Verifies that valid data is submitted for each
  required field
• Runs locally on LEAs computer
• Requires the LEA to correct all validation errors
  before continuing

45
Validation Process

• Click the Validation tab in the
  Identifier/Enrollment function.
• Select the transaction you want to validate.
• Verify that the file is selected in the bottom
  box, click Validate Selected Files, and wait for
  validation to complete.
• Click View Validation Reports, select the
  imported file, and click View to view the
  validation reports.

46
Validation Error Correction Process

• On the Validate tab of the Identifier/Enrollment
  function, click the View Validation Reports
  button, select the imported file, and click View
  to view the validation report.
• Note the local ID of the student with the error
  and read the reason.
• Look up the student in the local SIS and correct
  the incorrect data.
• Repeat steps 2-3 for each error in the report.
• Create a new locator request file and re-import
  it.

47
DataGate Error Correction

• Import errors must be corrected in the local SIS
• Most validation errors can be corrected in the
  Correct tab on DataGate as well, so that a new
  extract does not need to be created
• Soundex processed fields (names and birth city)
  can not be corrected in DataGate
• Data must be revalidated after using the Correct
  tab
• CSIS codes must be entered in Correct tab because
  translation happens in import only

48
DataGate Correct Process

• Click on the Correct tab in the
  Identifier/Enrollment function.
• Select the transaction you want to correct.
• Select the file you want to correct.
• Click Correct Selected File.
• Enter the record number of the record you want to
  correct.
• Click Get Record.
• Edit the field(s) that you want to correct or
  delete the entire record.
• Click Save Record.

49
Send

• Used to transmit files to the CSIS server for
  further processing
• Records are encrypted and compressed before
  transfer to the CSIS server

50
Send Process

• Click on the Send tab in the Identifier/Enrollment
  function.
• Select the transaction you want to send.
• (optional step) Click Confirm Options, select one
  or more options and click OK.
• Click Send Selected Files.

51
View Status

• Allows the LEA to view the status of their
  current transactions
• Allows the LEA to view reports for their current
  transactions

52
Confirm

• Allows the LEA to assign a student their existing
  CSIS ID if they already have one
• Allows the LEA to assign a student a new CSIS ID
  if the student does not match a student with an
  existing CSIS ID
• Allows the LEA to decide not to assign the
  student a CSIS ID
• Records do not have to all be confirmed in the
  same session, the LEA can confirm some and log
  back on to DataGate at a later date
• All requests must be confirmed and the
  transaction completed (via Post) before IDs can
  be retrieved

53
Confirm Options
54
Confirm Process

• Wait for e-mail from CSIS that ID requests are
  ready for confirmation or check View Status tab
  for a status of Locate Successful.
• Click on the Confirm tab in the
  Identifier/Enrollment function.
• Select the transaction that you want to confirm.
• Click Confirm.
• Select a student from the top box to confirm.
  Requests are shown in the top box and potential
  matches are shown in the bottom box.

55
Confirm Process (continued)

• Select the ID that matches the student for whom
  you requested an ID. -or- Assign the student a
  new ID if no match is found. -or- Choose None to
  skip assigning the student a CSIS ID.
• Click Save.
• Repeat steps 5-7 for each student until the list
  is empty.
• Click Next 20 to proceed to the next 20 students.
• Repeat steps 8 9 until all students are
  confirmed.
• Click Save, then click Post.

56
Download

• Allows the LEA to download the confirmed CSIS IDs
  from DataGate
• Download file is a text file (DIDForceID.txt)
  that can be imported into the LEAs local SIS

57
Download Process

• Wait for e-mail from CSIS confirming that IDs are
  ready for download.
• Select the Download tab in the Identifier/Enrollme
  nt function.
• Select the transaction for which you want to
  download the confirmed CSIS IDs.
• Click Select Directory.

58
Download Process (continued)

• Navigate to the directory where you can see the
  folder where you want to save the CSIS IDs (do
  not go into the folder).
• Select the folder and click Open.
• Click the Download button.
• Import CSIS IDs into local SIS.

59
DataGate ID Request Summary

• Populate SIS with required Identifier elements.
• Create extract file (LEALocReq).
• Import extract file into DataGate.
• Correct Import errors and re-import (if
  necessary).
• Validate file.
• Correct Validation errors re-import (if
  necessary).
• Send file.
• Confirm CSIS ID requests and post confirmations.
• Download confirmed identifiers file from
  DataGate.
• Import CSIS IDs into local SIS.

60
What to do next

• Apply for Digital Certificate
• Perform Client Setup Tasks
• Make a plan
• Who will request IDs
• What you need to do to prepare
• What strategy you will use in requesting IDs
• How you will approach ongoing identifier
  maintenance
• Practice in TestGate
• Obtain CSIS student identifiers in DataGate

61
Where to Get More Information

• Contact CSIS Support at
• Phone [phone]
• E-mail support_at_csis.k12.ca.us
• CSIS Website DataGate Support
• http//www.csis.k12.ca.us/support
• Join the CSIS Listserv
• Go to http//www.csis.k12.ca.us/listserv/
• Click the Subscribe link for CSIS-LS

62
Q A