3 ETL Training SASI

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(No Transcript)
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3 ETL Training - SASI

• Table of Contents
• 3.1 Introduction 2
• 3.2 Install Extract Utility 3
• 3.3 Import GTIDs 10
• 3.4 Extract for GSSIS 21

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3.1 Introduction

• This portion of the training includes information
  needed by Districts that use the SASI 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 Weidenhammer extract utility on the
  SASI 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 the
  application 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.

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3.2 Install Extract Utility
Training Objectives At the completion of this
unit, users will be able to install the SASI
extract utility 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 format consistent with a set
structure and format. Districts can obtain a
copy of the Weidenhammer extract utility on the
GDOE portal.
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3.2 Install Extract Utility

• Steps for installing the SASI eScholar Interface
  tool
• Double-click the eSI Setup.exe icon
  to display the Welcome page.
• Click the Next button 2 times.

Figure 3.1
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3.2 Install Extract Utility

• Steps for installing the SASI eScholar Interface
  tool
• Accept the default destination and click the NEXT
  button to display the Select Program folder page.
• Although the program can be installed at any
  location, GDOE recommends accepting the default
  destination.

Figure 3.2

• Click Finish. This window closes automatically
  and the eSI icon appears on your desktop.
• Note If this is your first time logging into
  the system, please follow the steps on following
  slides to continue the setup.

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3.2 Install Extract Utility
Steps for installing the SASI eScholar Interface
tool.

• Click on the eSI icon.
• Enter the schools license key information in the
  CD Key fields.
• Select your state.
• Enter the eScholar template version. This will
  allow the user to select the Update Registration
  button.

Figure 3.3
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3.2 Install Extract Utility
Steps for installing the SASI eScholar Interface
tool.

• Click the Registration Update button.

This is an example. Be sure to have the key
issued for your install.
Figure 3.4
Note If the information entered is correct, the
user will be prompted to restart the application.
An example of the dialog box that will be
displayed is shown below. Click OK to restart
the application.
Figure 3.5
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3.2 Install Extract Utility
Steps for installing the SASI eScholar Interface
tool.
Note IF you receive an error message, please
check that you entered the information correctly.
If not, try again. If the information was
entered correctly but has expired, the following
error screen is displayed. Please contact the
GDOE immediately for information on how to
proceed.
Figure 3.6

• Once the application has restarted, enter admin
  in the User Name and Password fields and then
  press Enter to log in. The initial installation
  is now complete.

Figure 3.7
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3.2 Install Extract Utility

• Summary
• Users should now understand how to obtain and
  install the extract utility for SASI.
• 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 Objective
• 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
• The State Data Warehouse does not accept student
  data that is not associated with a GTID.
  Consequently, no data can 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 school during the school year
  ending in 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 3.8
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3.3 Import GTIDs

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

WFM Link will be inserted here.
Figure 3.9
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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 3.10
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3.3 Import GTIDs

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

Figure 3.11
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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 3.12
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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 3.13
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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 in the
  location where you have chosen to save it. 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 below.
• Please note that the data listed below has been
  modified to protect the integrity of the data.

Figure 3.14
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3.3 Import GTIDs
Make sure that each student has a first name,
last name, gender, date of birth, grade, and SASI
permanent number defined in the SASI software.
Complete the additional setup steps below.

• Steps for Setting Up SASI to Receive GTIDs
• In the School atom, ensure that the Alternate
  field contains your school code.
• Click the Localization tab and make sure that the
  District Number field contains a valid DOE
  assigned eight-digit County District code for
  your district.
• On Page 2 tab of the Student atom, make sure that
  all students have a valid County District code
  for their district of residence populated in the
  Dst/Res field.
• On the Demographics tab of the GA Supplemental
  atom, make sure that no students have a value in
  the State ID field because this is where the
  Georgia Statewide Student ID will be placed.
• You are now ready to import GTIDs.

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3.3 Import GTIDs
Steps for importing GTIDs into SASI 1. In the
Georgia folder, double-click the GA Supplemental
atom. 2. On the Georgia Supplemental menu, click
Import Student ID.
This field should be empty
Figure 3.15
3. Select the file from which to import. 4. Click
the OK button.
A message will appear stating that the import
process has been completed successfully. If the
process did not complete successfully, the
message will state that an error log has been
created.
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3.3 Import GTIDs
Note If you do receive an error message, check
the error log and resolve any errors in your SIS
before proceeding. You can find the error log in
the SASIxp/Datafile folder. The student
assignment extract file is named
STUID_IMPORT_ERROR.log. Summary SASI 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 SASI
• 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 SASI application.

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3.4 Extract for GSSIS

• Steps for extracting data
• From the File drop-down, click the Open Template
  button
• Select the template that needs to be extract
• Click OK
• Verify the year and the template appearing on the
  eScholar Data Extract screens toolbar.
• Click on the AccessTM export icon located in the
  eScholar Data Extract screens toolbar. A
  processing screen displays.

Figure 3.16
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3.4 Extract for GSSIS

• Steps for extracting data
• If an error window displays, verify the setup and
  rerun the export.
• Click on the eScholar Data Warehouse icon located
  in the eScholar data extract Screens toolbar. The
  Extract options screen displays
• 8. Verify the information and click Extract.

Click OK to close the dialog box
Figure 3.17
Figure 3.18
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3.4 Extract for GSSIS

• Steps for extracting data
• If an error window displays, verify the setup and
  rerun the export. If the error occurs a second
  time, please contact the DOE for support.
• Click on the output folder icon located in the
  eScholar Data Extract screens toolbar. The
  output directory window displays.
• Verify that the Access and text files appear in
  the output directory and close the window.

Click OK to close the dialog box.
Figure 3.19
Figure 3.20
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3.4 Extract for GSSIS

• Steps for extracting data
• If an error window displays, verify the setup and
  rerun the export.

Click OK to close the dialog box.
Figure 3.21
Summary SASI users should now understand how to
extract files from their database for submission
to GSSIS. Weidenhammer (for extract) and Pearson
(for import) have additional training
documentation that can be obtained 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.