Effective Data Management Strategies for Vendor Transitions
"Explore best practices for managing data flow during vendor transitions in educational settings. Learn about WISEdata data flow, Ed-Fi Credential application, Vendor Subscriptions, DPI data submission, and API usage. Gain insights into the 4-step subscription management process and data planning tips for successful transitions."
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Presentation Transcript
Managing Data Flow for Vendor Transitions: Best Practices for Old and New Subscription Heather Kluck Vendor Relationship Manager WISEdata Collections Team March 2025
Objectives Introduce the WISEdata data flow Understand the purpose and function of Ed-Fi Credential application Learn how to create a Vendor Subscription Verify vendor data flow Vendor changes and how to prepare 2
Submitting Data to the DPI You control the data flow! All vendors must obtain approval from the school district or choice school before they can transmit data to the WISEdata through the Ed-Fi API. The Ed-Fi Credential application provides a method for districts/schools to authorize the transmission of data. 3
What is the Ed-Fi API? The Ed-Fi API, or Application Programming Interface, that allows applications to read and write data from the Ed-Fi Operational Data Store (ODS) submitted in a standard format, known as the Ed-Fi Data Standard. What is an API? 4
What is a Vendor Subscription To engage in State Reporting, vendors must have an active subscription, similar to subscribing to a streaming service. This subscription grants the required API access. The components of a vendor subscription include: Vendor Name Resource Access Credentials (Key and Secret) Data Storage URL 5
4-Step Subscription Management Process Share Credentials and URLs Manage Subscriptions Confirm Confirm Data Flow Data Flow Plan Ahead! Plan Ahead! Vended Application Ed-Fi Credential WISEdata Portal 6
Identify what data is submitted via the API and from what Vendor(s) Plan Ahead! Plan Ahead! Ask your team: How many state reporting vendors do you work with? What access do they need? Did you change vendors? Your goal is to avoid overlapping subscriptions Begin with your school s SIS subscription because they have options. write on all student information or write on all student information excluding Special Education or write on all student information excluding Discipline records or write on all student information excluding Special Education and Discipline. 7
Data Flow: It Begins with You and Your Subscriptions Manage Subscriptions Vendor Subscriptions: Keep your subscriptions up to date: Ensure your subscriptions are DPI defines a school year as running from June 1 to July 30. New for the 2025-26 School Year: You will need to create new credentials for all vendors. School Year 8
Manage Subscriptions Annual Subscription Process Vendor Selection Process using the Ed-Fi Credential Application New School Year Vendor Selection: Choose vendors for the upcoming school year based on active subscriptions from the prior year. All Vendors Carry Over: Confirm all. No Vendors Carry Over: Confirm none and add new ones. Some Vendors Carry Over: Confirm those and add new ones as needed. Learn how to add, modify or delete annual subscriptions in the next section. 9
Manage Subscriptions Add Subscriptions 1. In the Subscription window, fill in the necessary fields, then click Save Changes Vendor Name (Select from the drop-down list) Resource Access (Select from the drop-down list.) 2. Click Save Changes Dialog box - 2025 SY and prior, to be updated for 26 SY
Ed-Fi Credential (EdCred) Manage Subscriptions Application Demo How to get your credentials (Key and Secret), plus URL links and where to find them. Resources: Demo Text: Over 1,155 Royalty-Free ... Ed-Fi CredentialApplication Ed-Fi Credential Application User Guide Ed-Fi Credential: Submitting Data to DPI 11
EdCred Overview (25 SY and Manage Subscriptions prior) Screen valid 2025 SY and prior, to be updated for 26 SY The Ed-Fi Credential page is broken into sections: By year 1. Data Storage URL 2. Resource Access 3. Vendor Name 4. Credentials (Key and Secret) LEA ID and School IDs Functions include: Add Modify Delete 12
Subscription Updates and Data Transmission Share Credentials and URLs New or Reset Subscription When you have a new or reset subscription, the secret is new. Secret visible? No data transmission Data will not be transmitted until your vendor software is updated. Need Help? Check out available Vendor Resources. Confirm with your vendor who enters credentials (key/secret) and year-based URLs whether it s you or them. Security Reminder: Never email your key and secret! 13
Visit WISEdata Portal Confirm Confirm Data Flow Data Flow Under the current School Year, you will see a box for each outlined in a color. Success is Green with >15% failed transactions, 16-40% is Orange, and above 40% is Red. Grey? It s been a while since you ve sent data. 14
Troubleshooting Revisit your plan, then visit Ed-Fi Credential to verify: One subscription for each vendor/yr No overlap in Resource Access 15
Resources Check out the WISE webpages: Ed-Fi Credential Application Ed-Fi Credential Application User Guide Ed-Fi Credential: Submitting Data to DPI Submit a WISE Help Ticket 16
Q & A Scan the QR Code to go to the WISEdata 2025 Conference webpage. You can leave feedback, view the agenda, read about the sessions, and more! Thank you!
