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					Clinton Public School District
  MSIS / PowerSchool Training
       Where Excellence is the Only Option!




        Phillip G. Burchfield, Ed.D.
              Superintendent
  Clinton Public School District



                       Points to Ponder…
•How is student level data used by the state?
•Does it REALLY matter if I break my neck to make sure this information is
entered correctly?
•What are the consequences of making mistakes in PowerSchool or MSIS?
•It’s never fair… I seem to always take time to do my job well, while other
people seem to just go hurriedly through theirs – will it matter?
•I’d like to help, if I knew how… but I’ve been told before that it’s too much
trouble to teach me.




                                                   Where Excellence is the Only Option!
Clinton Public School District



    PowerSchool                       MSIS




                                 Where Excellence is the Only Option!
Clinton Public School District


                 What is PowerSchool?

 PowerSchool is a Student Administrative Package (SAP) that allows
 school districts to manage nearly every aspect of their daily routine
 including New Student Enrollment, Student Attendance, Grading,
 Scheduling, Discipline Referrals, Special Education Data, and State
 Reporting Information.
 The purpose of an SAP is to create an electronic version of the
 traditional student cumulative record and transcript – plus additional
 information. By storing this data electronically, school districts are able
 to report data to state and federal agencies more easily. Also, data is
 safe and recoverable in the event of an electronic or natural disaster.




                                                Where Excellence is the Only Option!
Clinton Public School District


                         What is MSIS?

 MSIS – the Mississippi Student Information System – is a web-based
 interface through which data is submitted to MDE on a daily and/or
 monthly basis. MSIS offers a centrally located data warehouse for the
 state of Mississippi.


 The collection of data centrally allows all divisions at the Mississippi
 Department of Education to access information from all districts to
 better determine program needs, provide appropriate funding,
 determine training needs, and provide a wealth of information in one
 database.




                                                Where Excellence is the Only Option!
  Clinton Public School District

                   What is the Difference?
                                   MS Dept. of Education

                                             Licensure
    Sam
                                           Accreditation
  Innovak
                                        Special Education
     STI                                      Finance

Edgear-JPAMS                           Student Assessment

                                         Innovative Support
   Oscar
                                             Vocational
  Rediker                                    Legislature
                                              & Others

                                    Where Excellence is the Only Option!
 Clinton Public School District


               Why Student Data Matters
FUNDING – Every public school in MS receives funding through the Mississippi
Adequate Education Program (MAEP) based on student enrollment and student
attendance figures. Every student who is absent costs our district approximately
$25 per day.


ACCREDITATION – Multiple districts throughout MS have received
accreditation violations for mistakes made in MSIS. If mistakes are not corrected
or continue, the district will lose its accredited status.


SCHOOL ACCOUNTABILITY RATINGS – Star District’s Appeal Process




                                                     Where Excellence is the Only Option!
Clinton Public School District


             Who Has Access to MSIS?

 •Designated MSIS users at the School Level
 •Attendance Officers
 •Department Directors and Administrators at District Level
 •Designated MSIS users at IHL
 •MIS Staff at the Mississippi Department of Education
 •Other departments at MDE: Special Education, Gifted, Vocational, Safe
 and Orderly Schools, Innovative Support, Student Assessment, etc.
 •Designated MSIS users at the State Auditor’s Office




                                              Where Excellence is the Only Option!
Clinton Public School District




                       MSIS Illustration
                  http://www.youtube.com/watch?v=uztA6JCKB4s




                                                   Where Excellence is the Only Option!
  Clinton Public School District


                Life is like a box of Chocolates

1. Data Entry            2. Data Inspection and Approval              3. Data Usage




                                                      Where Excellence is the Only Option!
       Clinton Public School District
                                          Monthly Process

                                           School enters data
                                           into PowerSchool


                                            Data is submitted
                                            monthly to MSIS

           Data is formatted                                            Data is formatted
               correctly                       Submission                  incorrectly


Successful file is sent to holding area
                                                                        Correct error
User runs reports to verify accuracy of
           submitted data


              Accuracy                     Data is inaccurate

   Data is accurate

  IT Department approves school

  IT Department approves district after all schools are correct
                                                                  Where Excellence is the Only Option!
Clinton Public School District


   Data Submission/Collection Process

 1. Data is collected using PowerSchool and entered by school personnel:
           •   New student enrollment
           •   Student schedules
           •   Grades
           •   Attendance
           •   Discipline
           •   Emergency/Health Information




                                              Where Excellence is the Only Option!
Clinton Public School District


   Data Submission/Collection Process

 2. Data is submitted to MSIS monthly in the form of XML files.
           •   MDT – Monthly Days Taught
           •   MSD – Monthly Student Data
           •   DSD – Daily Student Data (for Special Education Dept)




                                              Where Excellence is the Only Option!
          Clinton Public School District


                                  Processing Files
          An XML file (the type of file name) is created in PowerSchool and saved to the
A.           computer desktop. A specific name is used when saving the file.


     B.     The user goes into MSIS to upload the XML file to await processing.

            C.   Files from all over MS are processed in “batches” every 20 minutes.


                          MSIS will compare the data in the XML files with data already
                    D.   received at the state level. Once files are processed, a report is
                             generated from MSIS showing that the data sent was a
                                             SUCCESS or FAILURE.




                                                            Where Excellence is the Only Option!
       Clinton Public School District


          Data Submission/Collection Process
STEP
  1    Create MDT              Submit to MSIS           SUCCESS!



STEP
       Create MSD                                 View Error          Correct
  2
                            Submit to MSIS
                                                   Reports            Errors




       Create New                                 View Error          Correct
                            Submit to MSIS
          MSD                                      Reports            Errors




                                                Repeat until SUCCESSFUL

                                                      Where Excellence is the Only Option!
Clinton Public School District




                        Don’t worry.

                      Be happy!
    We are all in this together…and we will help you.



                                    Where Excellence is the Only Option!
Clinton Public School District


   Data Submission/Collection Process

 3. Data is verified for accuracy.

              MSIS Report                   PowerSchool Reports
           Pre-Approved ADA             Monthly Attendance Summary by
                                                     Grade
    Holding Area Student Entries and        Students Gains / Loss
              Withdrawals

      Holding Area Student Roster                 ADA / ADM
     Holding Area Student Absences       Attendance Frequency Report
   Holding Area Student Incidents and   Student Supports Detail and Log
              Dispositions                         Entries



                                             Where Excellence is the Only Option!
Clinton Public School District


   Data Submission/Collection Process

 4. Data is approved.
           •   The District’s Primary Contact will approve each school as the
               school becomes successful.
           •   The District’s Primary Contact can only approve the entire
               school district after every school has been marked
               successful and has been approved.
           •   Once a district is marked as “completed”
               for the current month, no data can be
               changed at the local level.
           •   It is critical that data is verified for
               accuracy BEFORE the district is
               signed off for the current month.

                                                     Where Excellence is the Only Option!
Clinton Public School District




               Hands-On MSIS Training




                                 Where Excellence is the Only Option!
    Clinton Public School District


                      Locating MSIS Online

• Go to www.mde.k12.ms.us
• Scroll down until you see “MDE
Applications” on the right side
• Click on MSIS
• On the next screen, click on “Access
MSIS”
• This is where you will login in every
time you want to access MSIS.




                                          Where Excellence is the Only Option!
    Clinton Public School District


                          Logging into MSIS
• Type Username – assigned by MDE
and know that it is case sensitive
•Type Password – temporarily assigned
by MDE and is the same as your
Username. You will be prompted to
change your password when logging in
for the first time.
•Be SURE to remember your
password. If you forget it, we will have
to contact MDE to have it reset.
•Type Database - msis



                                           Where Excellence is the Only Option!
    Clinton Public School District


                         Navigating in MSIS

• MSIS works best by using the mouse
and arrow keys on your keyboard
(depending on the task), so don’t think
MSIS is not working because the
mouse won’t click.

•This is an OLD program…
developed in 1994 - more than 17
years ago!
•The more you use MSIS, the
“friendlier” it will be!




                                          Where Excellence is the Only Option!
  Clinton Public School District


                         MSIS Reminders

•When searching, viewing data, printing reports, etc. – close each screen
when you are finished.


•If too many screens are opened in MSIS, your computer will eventually lock
up, which will mean that you have to restart your computer.


•If you are inactive after several minutes, MSIS will automatically log you off.




                                                  Where Excellence is the Only Option!
Clinton Public School District


          Special Characters and Icons

    % - used to search when spellings or full names are not known.
    Flashlight – used to search
    Eraser – used to clear fields
    Green Light – used to open reports for viewing and printing




                                             Where Excellence is the Only Option!
 Clinton Public School District


               Commonly Used Screens

Modules                           Reports
• Student                         • Student Data
• Personnel                       • Personnel Data
• District/School                 • Monthly Attendance
• Special Education               • Special Education Data
• Vocational                      • Vocational Data
• Personnel Snap Shot             • Free Lunch Eligibility
                                  • District



                                                 Where Excellence is the Only Option!
Clinton Public School District


                To Search for a Student

Modules:
• STUDENT
    • Search Student
    • Type the student’s last name and/or first name, or SSN, or
    District/School, or MSIS Number
    • Click on the Flashlight to search
    • Results include statewide data
    • BE SPECIFIC as possible when searching to reduce the number of
    matches



                                              Where Excellence is the Only Option!
Clinton Public School District


                  To View Student Data

Modules:
• STUDENT
    • View Student Data
    • Search by using LN and FN, SSN, or MSIS Number
    • Use Wildcard (%) if spelling is in question.
    • Click on Flashlight to search.
    • Click through the Tabs (Enrollment, Discipline, Transport, Schedule,
    Vocational, Attendance, Testing, etc.) on the Student Data screen to
    view data.
    • Click on Flashlight to query for a different student.

                                                 Where Excellence is the Only Option!
Clinton Public School District


            To View Student Ownership

Modules:
• STUDENT
    • View Student Ownership
    • You must search by MSIS number.
    • Click on Flashlight to search
    • View Ownership record of student. (This screen will show current
    ownership in addition to all previous ownerships by other districts,
    statewide).
    • Click on Flashlight to query for a different student.



                                                 Where Excellence is the Only Option!
Clinton Public School District


             To Print a Student Transcript

Reports:
    • Student Data
           • Student Transcript
           • Choose School Name
           • Enter MSIS ID# (you must have number to continue)
           • Click on Green Light to generate report.




                                                 Where Excellence is the Only Option!
 Clinton Public School District


                                  Reports

Available reports in MSIS are pre-defined by the MIS Department at MDE
and are continuously being updated to meet districts’ needs.


Future Plans:
•Reports to identify errors in student data that list all types of errors at one
time, not individually.
•Student absences reported each month before District is approved.
•Reports for all departments querying specific data.




                                                   Where Excellence is the Only Option!
Clinton Public School District


                        To Print Reports

Reports:
    • Select desired report
           • Select one school or click Cancel to select all schools.
           • Choose reporting period (If available).
           • Click on the Green Light.
           • Be patient! These are Adobe Acrobat .pdf files and take a bit
           longer to open.
           • Go to File and select Print or go to File, Save As to save the
           selected report.



                                                  Where Excellence is the Only Option!
 Clinton Public School District


               To Change User Password

Security:
     • Change User Password
            • Type Old Password, New Password, then Re-enter New
            Password.
            • Click on OK.
            • BE SURE TO REMEMBER YOUR NEW PASSWORD.
            • If 3 unsuccessful attempts are made to login to MSIS, the
            account will be locked.
            • To unlock your account, please contact the IT Department / Data
            Management Division (Julie and Sharon).


                                                  Where Excellence is the Only Option!
   Clinton Public School District


       Information Technology Department
            Data Management Division
                                Kameron Ball, Ph.D.
                               Director of Technology
                             kball@clinton.k12.ms.us


Julie Roberts                                  Sharon Tompkins
Data Management Specialist                     Data Management Specialist
jroberts@clinton.k12.ms.us                     stompkins@clinton.k12.ms.us




                                                   Where Excellence is the Only Option!

				
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