3 ETL Training SchoolMAX

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(No Transcript)
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3 ETL Training - SchoolMAX

• Table of Contents
• 3.1 Introduction 2
• 3.2 Install Extract Utility 3
• 3.3 Import GTIDs 5
• 3.4 Extract for GSSIS 22

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3.1 Introduction

• This portion of the training includes information
  needed by Districts that use the SchoolMAX
  Student Information System (SIS) to extract files
  for transmission to the Georgia Statewide Student
  Information System (GSSIS).
• At the completion of this unit, the end-user will
  be able to
• Install the extract files for the SchoolMAX
  system
• Import a file of GTIDs for the students in their
  SIS
• Extract files for submission to the state data
  warehouse (GSSIS)
• Districts should only need to install once.
  Districts will use the import and extract
  features on a regular basis to comply with state
  data reporting requirements.
• REMEMBER Back up the SIS prior to installing,
  extracting, and importing data.
• SchoolMAX has created three files called
  ESCHOLAREX.exe, GALOCEXTR.exe, and GALOCUPDT.exe
  that enable the SchoolMAX application to extract,
  import, and update data in your local SIS.
• These files are executable and produce reports
  once properly set up on the SchoolMAX server.
• The project team will notify Maximus to make the
  extracts available to its customers prior to the
  start of the statewide extract process.
• Please remember to back up your SIS prior to
  installing, extracting, and importing data.

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3.2 Install Extract Utility

• Training Objectives
• At the completion of this unit, users will be
  able to install and set up the SchoolMAX extract
  file on their computers.
• Introduction
• District SISs were not originally designed to
  produce the specific data extracts called for by
  the GSSIS. To accommodate the requirements of the
  statewide system, the SIS vendors have made
  modifications to their systems. The modifications
  range in complexity but are designed to do the
  same thing extract files from the SIS in a set
  structure and format.
• Districts can obtain a copy of the extract files
  directly from SchoolMAX.

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3.2 Install Extract Utility

• Steps for installing the SchoolMAX extract file
• Obtain a copy of the extract files directly from
  SchoolMAX. The file may be emailed directly to
  the District, or placed on a website to be
  downloaded.
• Copy the ESCHOLAREX.exe file into the \BIN\TSIS
  folder of the SchoolMAX application server.

Summary Users should now understand how to obtain
and install the extract file for SchoolMAX. Once
the extract utility is loaded, the Districts are
then able to import a file with GTIDs. The
imported file populates the SIS with a GTID for
every student for which a GTID was requested.
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3.3 Import GTIDs

• Training Objectives
• At the completion of this unit of the training,
  the end-user will be able to
• Import a file of GTIDs for the students in their
  SIS for the first time
• Import a file of GTIDs on a routine basis
• Introduction
• GSSIS does not accept student data that is not
  associated with a GTID. Consequently, data can
  not be transmitted to the State from the local
  SIS until the GTIDs are imported into the local
  SIS.
• The first time Districts load GTIDs into their
  system, they load a complete list of all students
  that attended their schools during 2005.
• Districts obtain their file of GTIDs from the
  following URL
• https//portal.doe.k12.ga.us/

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3.3 Import GTIDs

• Steps for downloading file of GTIDs from GDOE
  Website.
• Use the URL https//portal.doe.k12.ga.us/
  to logon to the GDOE Portal

Figure 3.1
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3.3 Import GTIDs

• Steps for downloading file of GTIDs from GDOE
  Website.
• Click on the WFM link.

Figure 3.2
WFM Link will be inserted here.
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3.3 Import GTIDs

• Steps for downloading file of GTIDs from GDOE
  Website.
• On the right side of the screen you will see a
  Documents heading.
• Click on the file name you see below the
  Documents heading.

Figure 3.3
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3.3 Import GTIDs

• Steps for downloading file of GTIDs from GDOE
  Website.
• Click on the download file icon.

Figure 3.4
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3.3 Import GTIDs

• Steps for downloading file of GTIDs from GDOE
  Website.
• Click Save to save the file to your local system.
  You are given the option of choosing where on
  your local system you want to save it.

Figure 3.5
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3.3 Import GTIDs
This will bring up the Document Management
Section. The download is complete and you can
log out of the GDOE Portal.
Figure 3.6
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3.3 Import GTIDs

• After you have logged off the GDOE portal you
  should have a GTID file on your computer. The
  file will have assigned GTIDs for the students in
  your SIS. You can view the file in MS Notepad as
  shown in the screenshot.
• Please note that the data listed below has been
  modified to protect the integrity of the data.

Figure 3.7
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3.3 Import GTIDs

• Steps for Importing GTIDs into SchoolMAX
• Copy the GALOCUPDT.exe file into the \BIN\TSIS
  folder of the SchoolMAX application server.
• When your input file is ready in the \DATA\TSIS
  folder, go to screen RO210 and add a request for
  your particular report template, like the one
  shown below
•  
•  

Figure 3.8
Figure 3.9
IF this is the first time running this report,
please refer to Report Set-Up instructions on
next page.
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3.3 Import GTIDs

• Steps for Report Set-Up
• Once in the SchoolMAX application, go to screen
  RT210 and verify that a global template exists
  for GALOCUPDT. GALOCUPDT is the template for
  importing GTIDs.

Figure 3.10

• If the GALOCUPDT global template does not exist,
  a template can be added for a specific district,
  school, and sequence number as shown in the
  circled text. Click Add to add the new template.

Figure 3.11
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3.3 Import GTIDs

• Steps for Importing GTIDs into SchoolMAX
• Rename the file of GTIDs you downloaded in Step 3
  to have a txt extension.
• Open the MS Access database GALOCUPDT_File_Utilit
  y.mdb.
• On the menu bar, click on File, Get External
  Data, Import.

Figure 3.12
Figure 3.13
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3.3 Import GTIDs

• Steps for Importing GTIDs into SchoolMAX
• On the Import Text Wizard dialog window, select
  the Delimited radio button, then click on
  Advanced.

Figure 3.14
Figure 3.15
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3.3 Import GTIDs

• Steps for Importing GTIDs into SchoolMAX
• Select Import_Specs then click Open

Figure 3.16
Figure 3.17
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3.3 Import GTIDs

• Steps for Importing GTIDs into SchoolMAX
• When you receive the message that it has
  finished importing table, click OK.
• If you open your new file in Notepad, you will
  notice that all the records now have the same
  length.
• With the newly formatted table click on File and
  Export.

Figure 3.18
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3.3 Import GTIDs

• Steps for Importing GTIDs into SchoolMAX
• Select Text Files in the Save as type
  drop-down list, provide a new name for your file
  in the File Name field then click Export.

Figure 3.19
Figure 3.20
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3.3 Import GTIDs

• Required Steps for Importing GTIDs into SchoolMAX
• When you get the message that it has finished
  exporting table, click OK.
• If you open the new file in Notepad you will
  notice that all records now have the same length.
  
• Rename this new file into ltDistgt_ltALL or
  Schgt_GALOCUPDT_ltSeqgt.dat to match your
  GALOCUPDT report template (i.e., same district
  number, school number and sequence number).
• For example 8000_ALL_GALOCUPDT_077.dat. Copy
  this file into the \DATA\TSIS folder in your
  SchoolMAX application server.
• When your input file is ready in the \DATA\TSIS
  folder, go to screen RO210 and add a request for
  your particular report template, like the one
  shown below.

Figure 3.21
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3.3 Import GTIDs
When the report run is finished, it will show the
total number of records that were updated, that
contained errors, and that were processed.
Figure 3.22
Summary SchoolMAX users should now understand how
to obtain and import GTIDs from the GDOE
website. Once the GTID file is imported, the
Districts are then able to extract a file for
GSSIS. The extracted file is sent through a
series of validation checks before being loaded
to GSSIS.
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3.4 Extract for GSSIS

• Training Objective
• At the completion of this unit, the end-user will
  be able to
• Extract files from SchoolMAX for GSSIS
• Introduction
• This section addresses one of the primary
  purposes of GSSIS (i.e., transmitting data from
  local SISs to a statewide data warehouse). The
  extract file includes much of the data that is
  now provided to the State on a regular basis
  through various means some electronic and some
  not.
• At this time, it is anticipated that school
  districts will transmit data once a month, this
  could change in the future. Automated scheduling
  is part of the SchoolMAX application.
• The ESCHOLAREX file is a LINC report that
  provides the ability to extract files in the
  eScholar templates that are used for submitting
  data to GSSIS. This report is set up to run
  through the Report Ordering Module of SchoolMAX.
• Before you run the report for the first time, go
  through the following steps to ensure that the
  report is properly set up in SchoolMAX.

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3.4 Extract for GSSIS
The ESCHOLAREX file is a LINC report that
provides the ability to extract files in the
eScholar templates that are used for submitting
data to GSSIS. Steps for extracting GSSIS
required data from SchoolMAX

• Once in the SchoolMAX application, go to screen
  RO210 and add a request for your particular
  report template, like the one shown below

Figure 3.23
If this is the first time running the reporp,
please refer to Report Parameters Set-Up section
which follows.
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3.4 Extract for GSSIS

• Steps for extracting GSSIS required data from
  SchoolMAX
• The report will produce an output consisting of
  the Report Options and a page showing the total
  number of records extracted for each record type,
  as shown in the example below.

Figure 3.24
Figure 3.25
Before you run the report for the first time, go
through the following steps to ensure that the
report is properly set up in SchoolMAX.
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3.4 Extract for GSSIS

• Report Parameters Set-Up
• Go to screen RD212 and verify that the following
  parameters exist. If not, add the new report
  parameters. Additional parameters are on the
  following page.
• EXTFILESEL
•  
• FTE-CYCLE
•  
• CURRFTE-DT
•  
• SUMMERMMDD
• AS-OF-DATE
•  
• GA-SDR-AL1
•  
• GA-SDR-AL2
•  
• SEL-SCHLS
•  

Figure 3.26
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3.4 Extract for GSSIS

• Report Parameters Set-Up continued
• Go to screen RD215 and verify that the report
  ESCHOLAREX is defined. If not, add the definition
  for ESCHOLAREX, as shown below.  
• Go to screen RD222 and verify that the ESCHOLAREX
  report parameters are defined. If not, add the
  new parameters to ESCHOLAREX, as shown below

Figure 3.27
Figure 3.28
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3.4 Extract for GSSIS

• Report Parameters Set-Up continued
• Go to screen RT210 and verify that a global
  template exists for ESCHOLAREX, as shown below
• If the global template for ESCHOLAREX does not
  exist, one can be created by adding a template
  for the specific district, school and sequence
  number, like the one shown below

Figure 3.29
Figure 3.30
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3.4 Extract for GSSIS

• Report Parameters Set-Up continued
• Add a template for a specific district, school
  and sequence number as shown below

Figure 3.31
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3.4 Extract for GSSIS

• Report Parameters Set-Up continued
• To complete the process, go to screen RT222 and
  provide values for the parameter of the
  particular report template that you will use, as
  shown in the example below.

Figure 3.32

• If there are errors, the report prints a page(s)
  showing those errors. After you have entered the
  correct data to address the above error messages,
  re-run your ESCHOLAREX report template to extract
  a new file containing the corrected data.
• If you need to correct the data in your SIS, due
  to data validation errors, please follow the
  steps below.
• Modify the data in SchoolMAX
• Re-run your ESCHOLAREX report template to
  extract a new file containing the corrected data.
  Instructions for how to name the file is listed
  on the following slides.

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3.4 Extract for GSSIS

• Extract File Naming Convention
• The extract file created by the ESCHOLAREX report
  will be named in the following convention. The
  extract file name is listed below.
• ltDistgt_ltALL or Schgt_ESCHOLAREX_ltSeqgt_ltLettergt.d
  at.
• The Letter is a letter from A to T that
  indicates the type of file as shown in the two
  columns below.
• For example E\DATA\TSIS\8000_ALL_ESCHOLAREX_077_
  A.dat
• A Day calendar
• B Grade period
• C Course
• D Student
• E Course instructor
• F Student grades
• G Student segment details
• H Student summary attendance
• I Student snapshot
• J Title 1

• K Student infraction
• L Student course enrollment
• M School enrollment
• N Special education facts
• O Special education services fact
• P Special education events
• Q Programs fact
• R Student infraction response
• S Special education snapshot
• T Programs qualifications

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3.4 Extract for GSSIS
Summary SchoolMAX users should now understand how
to extract files from their database for
submission to GSSIS. SchoolMAX also has training
documentation that can be obtained from SchoolMAX
or from the GDOE website. Once the extract files
are sent to GDOE via a secure file transfer
protocol, the Districts are then able to use
WorkFlow Manager (see section 4) to monitor the
progress of the file submission, create a batch,
and submit it to GSSIS.