Pennsylvania Department of Education

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Pennsylvania Department of Education
Pennsylvania Information Management System
(PIMS) Webinar Training
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Webinar Guidelines

• Please do not raise hands during the content
  sections
• Ask all questions via the messaging tool
• Remember.messaging is never private
• Log back into Elluminate and resume the webinar
  if you get disconnected during this webinar or
  are having connection problems

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Agenda

• Introductions Objectives
• PIMS Overview
• PIMS Overview
• Pilot and Statewide Rollout
• eScholar Template Overview
• eScholar Data Submission Overview
• Data Extraction
• Data Manager Overview
• Project Resources and Contacts
• Questions and Answers

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Introductions Objectives
PIMS Overview
eScholar Template Overview
eScholar Data Submission Overview
Project Resources and Contacts
Questions and Answers
5
PIMS Training Objectives

• Provide general overview of PIMS project
• Provide overview of eScholar Templates used for
  LEA data submission
• Explain data requirements necessary to
  successfully import information into the data
  warehouse
• Provide overview of general flow of data
  submission process

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Introductions Objectives
PIMS Overview
eScholar Template Overview
eScholar Data Submission Overview
Project Resources and Contacts
Questions and Answers
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PIMS Pennsylvania Information Management System

• Designed as an educational data collection and
  reporting model that builds upon the strengths of
  respective public education partners represented
  across state, LEA, and local levels
• Highly flexible model that incorporates a two-way
  flow of information aggregating necessary data
  upward from respective schools and LEAs to the
  state to comply with state and federal reporting
  requirements and general systems management,
  while providing disaggregated state data back
  down from the state to LEAs and schools
• PIMS will eventually replace a number of existing
  systems currently used at PDE
• A small number of LEAs will participate in a
  pilot group

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Objectives of PIMS

• Improve education decision-making through the use
  of high quality data and decision support tools
• Provide longitudinal tracking of specific
  individual and subgroup education progress over
  time
• Report timely and accurate education data through
  standardized and ad hoc reporting capabilities
• Meet the current PDE and federal reporting
  requirements

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Benefits of PIMS

• Provides a web browser interface which allows
  LEAs to submit data quicker and receive feedback
  promptly to ensure data quality
• Reduces the data submission burden on schools,
  LEAs, and PDE staff
• Provides automated system to process data from
  LEAs to PIMS
• Provides LEAs ability to view standard,
  validation, and verification decision support
  reports
• Provides appropriate personnel secure access to
  student information
• Provides decision makers with robust data to base
  decisions on educational initiatives
• Provides a data model focused on the US
  Department of Educations data standards and
  compliant with the Schools Interoperability
  Framework (SIF) standards

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Pilot Rollout

• A Pilot will be held this summer
• Pilot LEAs will submit a limited amount of data
  approximately equivalent to the proposed fall
  (October) data submission
• A pilot will be held at the same time with LEAs
  utilizing SIF to support the data submission
  process
• Pilot LEAs will
• Develop extraction routines, possibly working
  with their SIS vendor
• Provide feedback to PDE and project team
• Act as a resource for other LEAs during statewide
  rollout

SIS Vendors
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Statewide Rollout

• The project team will provide PIMS training for
  all LEAs prior to the initial data submission.
  Specific dates and sessions are to be determined.
  
• Current plans are for initial data submissions in
  Fall 2007 (October) for the 2007-2008 school
  year.

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Introductions Objectives
PIMS Overview
eScholar Template Overview
eScholar Data Submission Overview
Project Resources and Contacts
Questions and Answers
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eScholar Template Concepts

• eScholar provides templates to define the
  format required to load data into the warehouse
• Each template maps to a separate table in the
  warehouse
• Enables any electronic data file to be a source
  for the warehouse
• Student Information System
• Excel Spreadsheet
• LEAs will submit approximately 15 templates in
  the first year of the statewide rollout

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eScholar Template Concepts (cont)

• Template Package
• File specifications provided in an Excel workbook
  format
• Index Worksheet
• Table of Contents of template workbook
• Information Worksheet
• Explanation of template terms
• Summary of key extraction rules
• File naming convention
• Template Worksheets
• Each template is a separate worksheet
• Fields that should be populated within any
  required template are highlighted

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Template Review

• Each template defines a separate file
• Supported file formats are listed on each
  template
• In order to support 9 digit AUN Code, only
  delimited files may be used
• Text qualifiers are critical when using comma as
  the delimiter
• All fields are identified
• Not all fields required
• All fields MUST BE accounted for
• e.g. 1995-05-14,M,,,B
• Order of fields is identified
• Field formats are included
• e.g. Dates MUST BE in YYYY-MM-DD (ISO) format
• Maximum Field lengths are identified
• Applicable extraction rules are identified

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eScholar Templates

• Period
• Day Calendar
• Staff
• Staff
• Staff Snapshot
• Staff Assignment
• Student
• Student
• Student Snapshot
• Student Summary Attendance
• District and Location
• District Annual Facts

• Course Grades
• Course
• Course Instructor
• Student Course Enrollment
• Enrollment
• School Enrollment
• Groups Programs
• Programs Fact
• Title I Program

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Course Template
Identifies attributes of Courses

• One record per LEA, Location, School Year, and
  Course Code
• Local Course ID used as the Course Code
• Subject Area will be used for grouping and
  reporting purposes

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Course Instructor Template
Associates Course/Section with Teacher(s)

• One record per LEA, Location, School Year, Course
  Code, Section Code and Teacher
• Professional Personnel ID (PPID) of Staff Member
• Can also record additional instructors

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Student Course Enrollment Template
Associates Course/Section with Students

• One record per LEA, Location, School Year, Time
  Period, Student ID, Course Code, and Section
• Snapshot of which classes students were taking at
  a point in time

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School Enrollment Template
Identifies Location Entry and Exit information
for Students

• One record per LEA, Location, School Year,
  Enrollment Code, Time Frame, and Student ID
• Enrollment Codes set by PDE
• Both Entry and Exit Codes
• Used to track mobility

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Programs Fact Template
Identifies Students Participation in Programs

• One record per LEA, School Year, Student ID, Time
  Frame, and Program ID
• Programs defined by PDE
• Only a subset of programs will be tracked
• PDE will create Program IDs
• Participating Students only

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Title I Programs Template
Identifies Students Participation in Title I
Programs

• One record per LEA, Student ID, and Reporting
  Date
• Indication of student participation in Title I
  Programs
• Reporting Dates are points in time
• PDE controlled Reporting Dates

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Day Calendar Template
Identifies School Days by Location and Grade Level

• One record per LEA, Location, Grade Level, and
  Date
• Default Grade Level of AL if one calendar at
  Location

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Staff Template
Identifies Demographics of Staff Members

• One record per LEA and Staff ID
• PPID Assigned to Staff Member
• Local ID may be stored in Alternate ID
• Reflects current view of Staff Members
• Primary Location (School) recorded here
• Actual location of each position is stored in
  Staff Assignment

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Staff Snapshot Template
Identifies Demographics of Staff Members at a
point in time

• One record per LEA, Staff ID and Snapshot Date
• Snapshot Dates are points in time
• PDE controlled Snapshot Dates
• Same exact format as Staff Template

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Staff Assignment Template
Associates Staff Members with Positions

• One record per LEA, Location, Staff Member, and
  Assignment
• Assignment Codes set by PDE
• Assignment is a combination of Position and Time
  Frame

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Student Template
Identifies Demographics of Students

• One record per LEA, School Year, and Student ID
• PASecureID to be used as ID
• Local ID may be stored in Alternate Student ID
• Reflects current view of Students

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Student Snapshot Template
Identifies Demographics of Students at a point in
time

• One record per LEA, School Year, Student ID, and
  Snapshot Date
• Snapshot Dates are points in time
• PDE controlled Snapshot Dates
• Same exact format as Student Template

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Student Summary Attendance Template
Summarizes Attendance and Enrollment information
for students in a given period

• One record per LEA, Student ID, and Reporting
  Date
• Cumulative Attendance and Enrollment
• Reporting Dates are points in time
• Submitted at year end

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District Annual Facts
Store different types of district-level measures
in any type of grouping and sub grouping for a
given point in time

• One record per District and Reporting Date
• Reporting Dates are points in time
• PDE controlled Reporting Dates
• Up to 10 categories of information can be tracked
  for each District and Reporting Date.
• Possible values for each category type are
  Count, Amount, Percent, and Indicator.

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Location Annual Facts
Store different types of location or school-level
measures in any type of grouping and sub grouping
for a given point in time

• One record per District, Location and Reporting
  Date
• Reporting Dates are points in time
• PDE controlled Reporting Dates
• Up to 10 categories of information can be tracked
  for each District and Reporting Date.
• Possible values for each category type are
  Count, Amount, Percent, and Indicator.

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eScholar Template Overview
5 minute QA
1
Please submit your question using the messaging
tool.
2
All answers, follow up questions and comments can
be made via microphones.
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Introductions Objectives
PIMS Overview
eScholar Template Overview
eScholar Data Submission Overview
Project Resources and Contacts
Questions and Answers
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Data Extraction and Submission

• Involves the process of
• Extracting data from source systems
• Securely submitting files to PIMS
• PIMS hosted in Pennsylvania at a secure hosting
  facility
• Loading data into the PIMS data warehouse
• Components consist of
• Extraction tools
• eScholar templates
• Automation components
• Documentation

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Templates and the Data Dictionary

• The Data Dictionary identifies PDE field names,
  terms, and valid values
• The Dictionary also provides the mapping from
  these fields/terms to the eScholar template
  fields
• Use eScholar templates to understand required
  format of individual fields and files
• Follow eScholar defined naming conventions for
  each file name

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Data Dictionary
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New PIMS Manual

• The project team is currently developing a PIMS
  Manual
• One central repository to understand how to
  create templates, submit data, and run reports
• Will incorporate eScholar templates, data
  dictionary, and FAQs
• Draft PIMS Manual will be produced in June

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File Naming Conventions

• LEACode_PrimaryTargetTable_YYYYMMDDHHMM.xxx
• LEA Code 9 digit AUN code
• Primary Target Table See Following slide
• Timestamp ensures uniqueness for the file on
  the server
• Extension
• csv comma separated
• tab tab seperated
• del other delimiter
• Example 001_student_200603291345.csv

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Naming Convention Common Problems

• LEA Code must be nine characters
• Time Stamp is related to the time the file is
  created
• e.g. If the Student file was created at 300 pm
  the file name would be 000000001_Student_200703291
  500.csv
• Primary Target Table is located on line 5 of the
  eScholar templates
• Exact name listed must be used for File naming
  convention (e.g. Student Course Enrollment
  Template is COURSE_ENROLL)

• Templates

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Data Extraction/Template Creation

• Column Recoding
• eScholar data warehouse provides Lookups for
  recoding
• Ethnic Codes to Ethnic Descriptions
• e.g. 1000 Black or African American
  (non-Hispanic)
• PIMS uses PDE-defined codes
• Codes are case sensitive so must match exactly
• Data Extraction process must translate local
  codes to PDE codes
• Lookup Tables will translate PDE codes to PDE
  descriptions

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Data Extraction/Template Creation

• Development Priority
• Some templates have dependencies on other
  templates
• Identified in Load Sequence section at bottom of
  each Template
• Recommendation Start with Student template
• Development/Testing
• Can progress in parallel
• e.g., unit test Student extract while developing
  Staff extract
• eScholar Guide to Extraction Document
• Summarizes how to use templates to develop
  extract routines

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eScholar Guide to Extraction

• Field Lengths
• Fields lengths are identified in each template in
  the Length column. This information is critical
  because the eScholar load plans will reject any
  record, which contains a field that is greater
  than the designated length. Obviously this is of
  particular importance with delimited files if
  the number of positions between delimiters is
  greater than the designated length for that field
  number for any field in the record, the record
  will be rejected
• When creating a delimited file, there is no need
  to use all of the positions - it is not
  necessary to pad with blanks
• Do not use leading spaces with any character
  fields
• Date Format
• Any date field in any template formatted record
  must be in ISO format YYYY-MM-DD. This includes
  the full ten characters, including the dashes
  between Year and Month and Month and Day.

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PIMS Access Database

• For those LEAs without a SIS, PDE will provide a
  "PIMS Access database
• The database will allow LEAs to enter the
  required PIMS data through forms and to extract
  the data into template format

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Flow of Information
Template Creation/ Data Extraction
Data Upload
Review Files
Create Batch
Review Batch
Verify Data
Data Warehouse
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Data Submission Process

• Data is extracted and template-formatted files
  are created
• Files submitted online through DataManager
• Data Manager is an online tool used to upload
  files
• Files processed by eScholar Data Manager
• Data verified by LEA / PED users

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Draft Data Submission Schedule

• The Data submission Calendar for PDE templates is
  currently under review.
• Currently 4 reporting periods have been
  identified
• October
• January
• March
• August
• The following templates will be collected in Oct
  2007
• Student
• Student Snapshot
• School Enrollment
• Programs Fact

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Training on Data Submission

• PDE will conduct DataManager and Decision Support
  training prior to the statewide rollout for all
  LEAs
• Communications will be e-mailed to all LEAs and
  SIS vendors when specific dates and locations are
  determined

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eScholar Data Submission Overview
5 minute QA
1
Please submit your question using the messaging
tool.
2
All answers, follow up questions and comments can
be made via microphones.
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Introductions Objectives
PIMS Overview
eScholar Template Overview
eScholar Data Warehouse Overview
Project Resources and Contacts
Questions and Answers
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Project Resources

• Project website
• http//www.pde.state.pa.us/PIMS
• Will contain resources such as the PDE data
  dictionary, standard PDE code sets, and project
  events
• Does not contain the templates (proprietary
  material)
• Check frequently for updates

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Project Contact

• Questions should be directed to the PIMS help
  desk at RA-PIMSHelp_at_state.pa.us

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Next Steps

• Familiarize with the eScholar templates and new
  data fields
• Student and Staff templates are a good starting
  point
• Stay tuned for upcoming PIMS training and
  documentation
• User Manual to be released in early June
• Additional webinars to be scheduled
• Opportunity to test template file formats in late
  summer / early fall
• Contact the PIMS project team with questions
• The recorded webinar can be found at
  http//vclass.cciu.org

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Introductions Objectives
PIMS Overview
eScholar Template Overview
eScholar Data Warehouse Overview
Project Resources and Contacts
Questions and Answers
54
PIMS Webinar QA

1
Please submit your question using the messaging
tool.
2
All answers, follow up questions and comments can
be made via microphones.