Understanding TSDS Unique ID System Training
"Explore the TSDS Unique ID System Training by Texas Education Agency featuring course objectives, agenda, training overview, and implementation phases. Get insights into integrating unique IDs into the education data system. Join the training for valuable certification and support." (Total characters: 282)
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TSDS UNIQUE ID SYSTEM TRAINING David Butler Texas Education Agency
Agenda 2 Objective Unique ID in the TSDS Big Picture TSDS Unique ID Overview Rollout Plan Training Class Format Support Model Project Share Request Access to Unique ID via TEAL Unique ID Training Certification Assessment TSDS Unique ID Training for ESCs / February 2013
Course Objective 3 The primary focus of this course is to train the participants in how and when to use the TSDS Unique ID System (UID). In addition, the participants will see: How UID fits into the overall TSDS architecture How to use TEAL to access UID How the business process around demographic data is changing with respect to how to add a new person s demographic data and how to later make changes to it. TSDS Unique ID Training for ESCs / February 2013
Goals Day 1 4 Items we will cover today: Unique ID in the TSDS Big Picture TSDS Unique ID Overview Rollout Plan Training Class Format Support Model Project Share Begin Unique ID System training TSDS Unique ID Training for ESCs / February 2013
Unique ID in TSDS 5 Unique ID Phase I of the TSDS Project To synchronize Unique ID and PID, all 1,245 districts and charter schools must implement Unique ID spring 2013 TSDS Unique ID Training for ESCs / February 2013
TSDS Unique ID Overview (1) 6 A Unique ID is required for each Student and Staff member to load information into the TSDS Education Data Warehouse (EDW). TSDS Unique ID Training for ESCs / February 2013
TSDS Unique ID Overview (2) 7 Unique ID will be the gateway to PID Unique ID PID Link TSDS Unique ID Training for ESCs / February 2013
TSDS Unique ID Source Data 8 Unique ID will be the gateway to PID Unique ID PID Link SIS & HRIS SIS HRIS Future web service TSDS Unique ID Training for ESCs / February 2013
Benefits of Unique ID 9 Enhanced matching logic ensures a unique ID is assigned to each person, and one person does not have two unique IDs. Unique ID interface allows users at all levels side- by-side view of closely matching records. TEA Administrator has new capability to find duplicate records and retire IDs that are erroneously assigned. TSDS Unique ID Training for ESCs / February 2013
Initial Assignment of IDs 10 For the initial assignment of Unique IDs: LEAs export files from their source systems one from the SIS for students, one from the HR system for staff. CSV format All students/staff active in the 2012-2013 school year LEAs log into the Unique ID system and upload files. The TSDS Unique ID system processes the files and assigns Unique IDs. LEAs download files with Unique IDs assigned and upload these into their source systems. 1. 2. 3. 4. TSDS Unique ID Training for ESCs / February 2013
Ongoing Assignment of IDs 11 After the initial assignment, LEAs must assign Unique IDs to all new students and staff. LEAs log in to the TSDS Unique ID System and upload files in CSV format, or log in to the TSDS Unique ID System and search for new student/staff. The Unique ID system returns information for each new student/staff member. 1. 2. TSDS Unique ID Training for ESCs / February 2013
Rollout Plan (1) 12 September 15, 2012 Technical specifications and requirements published in TEDS February, 2013 TEA trains ESC staff February March, 2013- ESCs train LEA staff March 11, 2013 TEA creates Unique ID database. PID and PET updates through EDIT+ are no longer available PET Files cannot be submitted March 11 25, 2013 TSDS Unique ID Training for ESCs / February 2013
Rollout Plan (2) 13 March 25, 2013 TSDS Unique ID System in production (except for web services) Unique IDs are made available to LEAs. Demographic updates will be made through the TSDS Unique ID system. April 8, 2013 - LEAs have Unique IDs populated in their student/staff source systems and can submit that information through EDIT+. June 1, 2013 - LEA access to TSDS Unique ID Web Service Interface. TSDS Unique ID Training for ESCs / February 2013
Class Format (1) 14 7 TSDS Unique ID training modules covering steps to use TSDS Unique ID system - each has: Narrated online video format Introduction to steps Simulation/Q&A Hands-on Exercises Online Quizzes (Check for Understanding) TSDS Unique ID Training for ESCs / February 2013
Class Format - (2) 15 Two Additional Modules and Assessment Module 8 - Demographic Changes, PET and PID changes due to Unique ID Module 9 - Overview of TEA System Administrator functions Certification Assessment - each attendee completes training by taking the certification assessment TSDS Unique ID Training for ESCs / February 2013
Project Share Organization (1) 16 Group will contain: Course Lessons PowerPoint Presentations Simulations Exercises Quizzes At end of certification (after Friday) you will receive Trainer Access to all of the above materials. TSDS Unique ID Training for ESCs / February 2013
Project Share Organization (2) 17 Meanwhile you have Student Access to: Course Lessons Exercises Quizzes I (as the instructor) will lead you though the material as you will then go back and lead your LEAs. TSDS Unique ID Training for ESCs / February 2013
Sharing Training Course with ESCs After the TOT ESC Project Share contacts will be notified that training course is ready to be imported. Project Share contacts will import copy for ESC use. Project Share contact will assign to you (TSDS Unique ID Trainer). Project Share contact can provide assistance in managing course.
Who is my Project Share contact? ESC Contact ESC Contact 1 Wally Trevino 11 Kathy Wright-Chapman 2 Chris Harris 12 Sherry McElhannon 3 Diane Sekul 13 Lannon Heflin 4 Kristi Hernandez 14 David Watkins 5 April Petitt 15 Connie Lindsey 6 Melissa McClatchy 16 Janet Dunavin 7 Mary Smith 17 Judy Gore 8 Stormy Cullum 18 Nancy Donaldson 9 Lisa Taylor 19 Yoscelina Hernandez 10 Craig Gray 20 Susan Altgelt
TSDS Support Model (1) 20 Initially, requests for assistance entered and routed in EDIT+ CSR system (to be replaced by new JIRA helpdesk system in the future) Problem reports must be made through the system. (To track and work problems effectively, TEA cannot provide email/telephone support.) Requests will be managed with three levels of escalation TSDS Unique ID Training for ESCs / February 2013
TSDS Support Model (2) 21 Basic level support will be provided by district (to own staff) or ESC Level 1 Provided by ESCs Level 2 Provided by TEA Level 3 Texas Education Agency: Texas Student Data System
TSDS Unique ID Roles 22 TEA Administrator -State or System Administrator Uniq-ID LEA - can search and update Uniq-ID Campus - can search and update campus Uniq-ID LEA Search - can search and view only Uniq-ID Campus Search - can search and view only TSDS Unique ID Training for ESCs / February 2013
Access to Unique ID via TEAL 23 Users need to apply for a TEAL account and access to TSDS with a Unique ID role. To request access, start at [insert URL]. Procedure varies slightly: Needs TEAL account, has no TEASE account Needs TEAL account, and does have TEASE account Has TEAL account, needs access to Unique ID TSDS Unique ID Training for ESCs / February 2013
Access to Unique ID via TEAL 24 Demonstration User with a TEAL account, accessing TSDS Unique ID TSDS Unique ID Training for ESCs / February 2013
Module 1: ID Assignment Process TSDS Unique ID Training for ESCs / February 2013 25
Module 1: ID Assignment Process (1) 26 This module covers the assignment process and previews the steps needed to begin assigning IDs. A batch file is created first from your local SIS or HR system. The batch file is uploaded and the system assigns unique IDs for you to download. TSDS Unique ID Training for ESCs / February 2013
Module 1: ID Assignment Process (2) 27 View Simulation / Q&A Hands-on Exercise TSDS Unique ID Training for ESCs / February 2013
Module 1: ID Assignment Process (3) 28 Hands-on Exercise Log-in to Project Share: http://projectsharetexas.org/ Access the Unique TSDS Course Access Lesson 1. Log in to Unique ID System Load Student file (9 records)- Stop before assigning ids. TSDS Unique ID Training for ESCs / February 2013
Module 2: Match Resolution TSDS Unique ID Training for ESCs / February 2013 29
Module 2: Match Resolution (1) 30 Explains how near matches are created and how to resolve near matches View Simulation / Q&A Hands-on Exercise TSDS Unique ID Training for ESCs / February 2013
Module 2: Match Resolution (2) 31 Hands-on Exercise Review results of Student load by: resolving near matches cancelling a record noting Batch info TSDS Unique ID Training for ESCs / February 2013
Course Objective 32 The primary focus of this course is to train the participants in how and when to use the TSDS Unique ID System (UID). In addition, the participants will see: How UID fits into the overall TSDS architecture How to use TEAL to access UID How the business process around demographic data is changing with respect to how to add a new person s demographic data and how to later make changes to it. TSDS Unique ID Training for ESCs / February 2013
Goals Day 2 33 Items we will cover today: Remaining Unique ID Training Certification Assessment Request Access to Unique ID via TEAL TSDS Unique ID Training for ESCs / February 2013
Module 3: Upload Batch File TSDS Unique ID Training for ESCs / February 2013 34
Module 3: Upload a Batch File (1) 35 This module covers how to upload a batch file. View Simulation / Q&A Hands-on Exercise Quiz over Modules 1, 2, and 3 TSDS Unique ID Training for ESCs / February 2013
Module 3: Upload a Batch File (2) 36 Hands-on Exercise Load Staff file (1 record). Assign IDs. Review results of Staff load. Quiz over Modules 1, 2, and 3 TSDS Unique ID Training for ESCs / February 2013
Module 4: Enter Individual Student TSDS Unique ID Training for ESCs / February 2013 37
Module 4: Enter Individual Student (1) 38 This module covers how to enter an individual to find the student or staff person s unique ID. View Simulation / Q&A Hands-on Exercise Quiz TSDS Unique ID Training for ESCs / February 2013
Module 4: Enter Individual Student (2) 39 Hands-on Exercise Enter an individual student with middle name slightly different than on in your batch and update the master record. Quiz TSDS Unique ID Training for ESCs / February 2013
Module 5: Person Search TSDS Unique ID Training for ESCs / February 2013 40
Module 5: Person Search (1) 41 This module covers the various types of person searches available. View Simulation / Q&A Hands-on Exercise TSDS Unique ID Training for ESCs / February 2013
Module 5: Person Search (2) 42 Hands-on Exercise Search for different students/staff TSDS Unique ID Training for ESCs / February 2013
Module 6: Batch/Group Search TSDS Unique ID Training for ESCs / February 2013 43
Module 6: Batch/Group Search (1) 44 This module covers how to upload a batch file to search for one or more persons. View Simulation / Q&A Hands-on Exercise Quiz TSDS Unique ID Training for ESCs / February 2013
Module 6: Batch/Group Search (2) 45 Hands-on Exercise Use the 2 batch files that you uploaded. Search for the names that were in them and see how the system does a search Quiz TSDS Unique ID Training for ESCs / February 2013
Module 7: Extract and Download TSDS Unique ID Training for ESCs / February 2013 46
Module 7: Extract and Download (1) 47 This module will cover the extract and download function - how to obtain lists of records View Simulation / Q&A Hands-on Exercise Quiz TSDS Unique ID Training for ESCs / February 2013
Module 7: Extract and Download (2) 48 Hands-on Exercise On Home page, change filter to look at files that have Duplicates / Near Matches, and download one of the files. Add several of them to a download cart and download them. Quiz TSDS Unique ID Training for ESCs / February 2013
Module 8: Demographic Changes TSDS Unique ID Training for ESCs / February 2013 49
PET and TREx 50 While the TSDS Unique ID database is being created, LEAs cannot submit PET files (March 11 25, 2013) Starting March 25, 2013: PET submission files will be checked against the TSDS Unique ID database to ensure Unique IDs have been previously assigned. All demographic updates must be made through the TSDS Unique ID system (Neither PID Update nor PEIMS Demographics Revision Flag will be allowed). TSDS Unique ID will be added to the PET submission file and the TREx extraction file in the 2013-14 school year. TSDS Unique ID Training for ESCs / February 2013
