NCWISE

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NCWISE
2009
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Some Basic Terminology

• Planning for the next year
• Preparing database
• In SIMS this was called
• SCHEDULING YEAR
• SIMS had a TIMS scheduling year download to get
  the promotions from.

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Some Basic Terminology (contd)

• Planning for next year
• In NCWISE it is called
• PRE-TRANSITION
• This is where the database is prepared for the
  fall. It is recommended by the NCWISE Training
  group that this be done sometime in February.
  Not every district follows that plan.

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Some Basic Terminology (Contd)
Making the next years database the current
year. In SIMS we generically called it the
CUTOVER. Done by the local SIMS personnel just
prior to or just after fall school opening.
Haphazard timing, little or no use to
transportation. In NCWISE it is called YET
Year End Transition. This process is done at one
time STATEWIDE by DPI personnel during the last
week of June/first week of July. ALL Leas must
have their pre-transition complete before the YET
can be preformed. THIS IS NOT OPTIONAL OR
CHANGEABLE.
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AS OF 5-1-2009 EVERYONE IS CERTIFIED NCWISE!!
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Some Basic Terminology
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Why Pre-Transition

• PRE-TRANSITION
• KI Enrollments
• Promotions
• - In SIMS you needed a special download to get
  the promotions.
• - Once the Next Grade is added to the NCWISE
  report, the promotions will be automatically
  included in the same file that you normally
  receive.

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Some Details About Pre-Transition

• PRE-TRANSITION-Preparation (by NCWISE Personnel)
• School assignments Some schools have students
  that go to several different schools. The
  assigned school (Next School) must be manually
  changed for students that do not attend the
  default school.
• REMEMBER that the PRE-TRANSITION process must
  be complete before this report will be useful for
  your promotions.

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Some Details About Pre-Transition

• Kindergartners and PRE-TRANSITION
• When NEXT YEARs KIs are entered, you have no
  way of knowing in your download if they are
  current or next years. There will be a
  REGISTERED DATE field added shortly. If that is
  empty, then they are NOT CURRENT.
• THERE IS NO REASON FOR NCWISE PERSONNEL TO NOT
  ENTER THE KIs. That is one of the reasons for
  the Pre-Transition. You need to be able to plan
  for their transportation. If they are not being
  entered, then you need to talk to the NCWISE
  Coordinator.

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Some Details About Pre-Transition

• Kindergartners and PRE-TRANSITION
• IF you ARE having to manually enter them, that
  is ok. If you follow the proper upload
  procedure, then they will not be deleted when you
  do an upload.
• If you are working on planning for the Fall,
  there is NO reason to be concerned about whether
  the KIs are current or if they are future 01s.
  They are in the right school and you will
  transport both grades the same. The actual grade
  will be corrected as soon as you do an upload
  after the YET.

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Getting your Download

• You produce your download using Internet Explorer
  and accessing the Reporting Hub. Get FAQ 14b
  and the location below
• http//www.ncbussafety.org/TIMStrg.html
• Your NCWISE Coordinator will need to set you up
  for access. LTM (LEA TIMS) Role This is the
  role that allows a TIMS user to access the
  Reporting Hub in order to run the TIMS Student
  Build. All of this information is on the TRG 14b

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Getting your Download

• DO NOT USE THE OLD PROCESS
• where you download individual schools. Not only
  is it VERY time consuming, that report will not
  be valid after the end of May.

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Getting your Download

• The NCWISE ownload is very easy and quick and may
  be done at any time.
• UPSTU must be done for each database, so if you
  have a separate EC database, you will place the
  NEWSTU.DAT in the export folder of each one and
  run them through their own EMU.
• If you plan to refresh your WI database from
  LIVE, you only need to update LIVE and then
  refresh WI.

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Fields being added to the currentReporting Hub
download

• Student Middle Name
• Next Grade
• Student Admitted Date
• (Student has enrolled in school, but is not yet
  physically attending.)
• Student Registered Date
• (Student is physically at school)

NEW STUFF
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The New Student 'Other Fields' Page




NEW STUFF
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The New Student Page
1
NEW STUFF
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The New Student 'Other Fields' Page
Race Codes 1 American Indian/Alaskan Native 2
Asian/Pacific Islander 3 Hispanic 4 Black 5
White 6 Multi-Racial
NEW STUFF
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Additional fields being added to the current
Reporting Hub download (contd)

• Once these fields are added, TIFMU can no longer
  be used as it is hardwired to a field length.
• TIFMU should not be needed anyway as its primary
  use was for the concatenation of individual
  school files.
• The other product from TIFMU was a student count
  for each school. Since we now get both the
  current AND deleted students, this number would
  be invalid unless the TIFMU program is re-written.

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How will this affect your UPSTU PROCESS

• No TIFMU needed
• Quick process to download student files
• ORG 1 has been updated and posted at
• http//www.ncbussafety.org/TIMSqrg.html
• Other that those two items there really are NO
  significant changes to your UPSTU PROCESS.
  Everything works as before only smoother and
  better.

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How often should you do an UPSTU?

• Every day?
• Twice a week?
• Once a week?
• 20 Day?
• How often do you do them now?

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How often should you do an UPSTU?

• Downloads should be done NO less than 20 day.
• Now that the deleted students are included in the
  download process, it is even more important that
  the downloads be done more often.
• The ultimate objective is to be able to do daily
  downloads as a standard process. It will take
  some time before we can do that for everyone.

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What about this year and Rollover?

• Typically
• Refresh you FALL database from LIVE
• Create your Rollover datafile just like you
  always have and then run the rollover process.
  For this year there will be no change to this
  process.
• Begin creating you new Fall Plan as always.

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What about this year and Rollover?

• As soon as the YET is completed
• Get a new Student Build
• BACKUP the LIVE and tag it for long term Archive.
• Refresh LIVE with the FALL data and perform an
  upstu with the officially promoted data from
  NCWISE

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What about this year and Rollover?
Remember In the future, we WILL have the NEXT
SCHOOL and NEXT GRADE and IF your district
prepares the Pre-Transition with sufficient lead
time, you will be able to do your promotions
early enough that you will not need to do the
Rollover process.
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Address Validation
This is a feature that is available in NCWISE,
however, it requires that the CITY be a part of
the ADDRESS Field. EDULOG does not have a city
attribute for their segment records. This is an
option that we are exploring, but currently there
is no efficient way to pull a listing that
includes the city designation. The only way to
do it is through some customized programming,
another issue that we are looking into. The real
problem is not getting the first download for
NCWISE to use, but being able to repeat the
process on a routine basis to update the system
for all of the new MARIS entries.
NEW STUFF
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OLD Transportation Page
The page that is active in NCWISE now is the OLD
TRANSPORTATION PAGE.
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NEW Transportation Page

• Scheduled for February 28th, 2008
• Revised schedule
• It should be delivered in June, 2009
• If testing goes well and no corrections are
  required, it could be in production in as early
  as the second week of July.

NEW STUFF
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NEW Transportation Page

• This Page Features
• Student Residence Address
• Ridership Codes
• Alternate Addresses
• Bus for Student Assignment
• This data is NOT intended to be maintained by
  TIMS Personnel, but by NCWISE Data Managers.
• Access by TIMS personnel is meant to ease
  corrections needed, especially to the residence
  address.

NEW STUFF
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NEW Transportation Page
NEW STUFF
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NEW Transportation Page

• Access At least two Roles will be available,
  one with maintenance access, able to correct
  errors one with view only access.
• TIMS Coordinator Role This is the Role that
  would allow a TIMS User to access the new
  Transportation Page and WOULD be authorized to
  modify the fields on that page. (Note, We are
  looking at combining the LTM and TIMS Coordinator
  Roles into just the LTM Role)
• TIMS Data Manager Role This is the Role that
  would allow a TIMS User to access the new
  Transportation Page and WOULD be authorized only
  to view the fields on that page.

NEW STUFF
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NCWISE Installation IS NOW complete.Pre-Transiti
on must be complete Prior to the YET in June
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