chapter3

Document Sample
chapter3 Powered By Docstoc
					Education Data Warehouse User Guide – Version 1.0                                                                                      Basic Access


Chapter 3 Basic Access Table of Contents
Basic Access Level ..................................................................................................................................... 2
Predefined Reports ..................................................................................................................................... 2
   Table 1 – Numbering Scheme for Predefined Reports ..................................................................... 2
  Running a Predefined Report ................................................................................................................... 2
   Figure 1 – Contents of Public Folders > ESE MCAS Reports .......................................................... 3
   Table 2 – Report Actions ..................................................................................................................... 3
   Figure 2 – Prompt Page for District Item Analysis Graph Predefined Report ................................ 4
   Figure 3 – District Item Analysis Graph Predefined Report ............................................................. 4
   Table 3 – Report Output Actions......................................................................................................... 5
  Saving a Report View ............................................................................................................................... 6
   Figure 4 – Running Reports with Advanced Options ....................................................................... 7
   Figure 5 – Schedule Management Window ........................................................................................ 8
  Re-Linking Report Views .......................................................................................................................... 8
   Figure 6 – Set Properties Dialog ......................................................................................................... 8
   Figure 7 – Report Selection Dialog ..................................................................................................... 9
  Printing a Report ....................................................................................................................................... 9
Analysis Cubes ......................................................................................................................................... 10
  Exploring an Analysis Cube .................................................................................................................... 10
   Figure 8 – Default View of MCAS Results with Test Items Training Cube.................................... 11
   Table 4 – PowerPlay Web Tool Bar ................................................................................................... 12
   Figure 9 – Using the Dimension Line to Drill Down to Schools .................................................... 13
   Figure 10 – Changing Dimensions from the Dimension Viewer .................................................... 13
   Figure 11 – All Grades Columns Replaced with All Races ............................................................ 14
   Figure 12 – Accessing the Graphical View Options........................................................................ 14
   Figure 13 – Simple Bar Chart Representation of Data from the Cube .......................................... 15
   Figure 14 – Split View of Simple Bar Chart and the Crosstab with the Source Data .................. 15
  Saving a Cube View ............................................................................................................................... 16
   Figure 15 – “Save As” Dialog ............................................................................................................ 16
  Printing a Cube View .............................................................................................................................. 16
   Figure 16 – Export PDF Options for Printing Cube Views ............................................................. 16
  Exiting Power Play .................................................................................................................................. 17
Student Claiming ....................................................................................................................................... 18
  What is Student Claiming? ..................................................................................................................... 18
  Student Claiming Process ...................................................................................................................... 18
   Table 5 – Claim File Layout ............................................................................................................... 18
   Figure 17 – Report for Student Claiming Validation ....................................................................... 20
  R-613 Student MCAS History Report ..................................................................................................... 20
   Figure 18 – “Claimed Students” Prompt page for R-613 ................................................................ 21
  Student Un-claiming Process ................................................................................................................. 21
   Figure 19 – Report for Student Un-claiming Validation .................................................................. 22
  Additional Reports, Cubes, and Student Claiming Resources ............................................................... 23
  Student Claiming Process FAQ .............................................................................................................. 23




Massachusetts Department of Elementary and Secondary Education                                                             Chapter 3, page 1 of 23
Education Data Warehouse User Guide – Version 1.0                                       Basic Access




Basic Access Level
Users with the 210 or 211 security roles are enabled with basic access to the Education Data
Warehouse (EDW). With basic access you can view the predefined reports and analysis cubes.
The reports and cubes will display public data for all districts in the state and confidential data
for your district (210) or school (211). At the basic level you can also ―claim‖ all the students
currently enrolled in your district to see their MCAS history regardless of where past MCAS
tests were taken.

Predefined Reports
Predefined reports are the reports that have been created by the Department’s Education Data
Warehouse team for districts to access state-loaded SIMS and MCAS data. Reports in both the
ESE Enrollment and Indicators folder (SIMS reports) and the ESE MCAS Reports folder are
numbered using the following numbering scheme:
   Table 1 – Numbering Scheme for Predefined Reports
                Series    Level
                100       Statewide
                200       Multi-District
                300       District
                400       School
                500       Classroom      Not Yet Available
                600       Student
These reports are run against the full data warehouse (all years, all districts, all schools, all
students, all test items). Consequently, predefined reports can take seconds to minutes to run,
depending on the scope of the query.

Running a Predefined Report
To run a predefined report:
   1. Click on the Public Folders tab from the Cognos® Connection home page.
   2. To run a predefined MCAS report, click on ESE MCAS Reports to display a list of MCAS
      reports that are available to all users. (Figure 1) (For more detailed report information,
      including the contents of each report and how each can be used to inform instruction, see
      Appendix B, Glossary of Predefined Reports.)
   3. If the arrows above the Actions column are not grayed out (circled in red in Figure 1),
      there are more entries (reports, sub-folders, etc.) to view in this folder. Click the blue
      arrows to move forward and back through the entries in the folder. You can also change
      the default to increase the number of Entries displayed by going to Tools > My
      Preferences. From this same location, you can set other preferences, such as the display
      of folder items with every other line shaded.




Massachusetts Department of Elementary and Secondary Education                  Chapter 3, page 2 of 23
Education Data Warehouse User Guide – Version 1.0                                            Basic Access




   Figure 1 – Contents of Public Folders > ESE MCAS Reports
       To the right of each report is a list of icons representing report actions. These actions are
       summarized in the table below. (Table 2)
   Table 2 – Report Actions

                  Set properties: Such as the name and description of the report.

                  Run with options: Options include output type and delivery method.
                  Open with Report Studio: Enables the editing of the report; available only
                  to authorized report authors. (See Chapter 4, Intermediate Access.)
                  Create a report view: A report view shares the same report specification as
                  the source report, but other properties such as prompt values, schedules,
                  languages, and output formats are independent of the source report.
                  Schedule: Enables the scheduling of the report to run at specified times and
                  be generated as specified output types.
                   More: Includes actions such as move, copy, delete, and create shortcut.

   4. To run a report, click on the name of the report, for example R-301 District Item
      Analysis. Many of the reports are based on filters you supply. When you run a report, a
      prompt page similar to the one below displays. (Figure 2)




Massachusetts Department of Elementary and Secondary Education                      Chapter 3, page 3 of 23
Education Data Warehouse User Guide – Version 1.0                                      Basic Access




   Figure 2 – Prompt Page for District Item Analysis Graph Predefined Report
   5. Use the pull-down menus to select prompt values. Required values are marked with an
      asterisk. You will notice that as you select certain prompts, the page may take a second to
      reload, activating the next prompt to contain only the options relating to the prompt you
      selected. For instance, selecting a District will reload the School prompt accordingly.
   6. Click on the Finish button to run your report.
While your report is processing, an hourglass displays. Predefined reports run against the full
data warehouse, which contains millions of student and test item detail records. Depending on
their scope, predefined reports can take seconds or minutes to complete.
At the top of the report output (Figure 3) is a list of icons representing output actions. These
actions are summarized in the table below. (Table 3)




   Figure 3 – District Item Analysis Graph Predefined Report


Massachusetts Department of Elementary and Secondary Education                  Chapter 3, page 4 of 23
Education Data Warehouse User Guide – Version 1.0                                      Basic Access


   Table 3 – Report Output Actions

          Save the report as a report view

          Send the report by email           This feature is not enabled in the EDW.

          Run report

          Drill through to another report

          View the report in HTML format

          View the report in PDF format

          View in Excel or CSV format        See below for problems downloading to
                                             Excel.
          View in XML format

Note: If you are unable to download reports into Excel, it may be due to one or more of the
bulleted items below:
      Add the warehouse URL (https://dwhsep.doemass.org) to Trusted Sites in Internet
       Explorer. Select Tools | Internet Options | Security | Trusted Sites to add the URL.
      Disable popup blockers for https://dwhsep.doemass.org on the client system.
      Make sure MS Office on the client system is 2000 or higher.
      Make sure there is no proxy server connection.
      Enable Rely on CSS for font formation in the Excel application by selecting Tools | General
       | Web Options and checking Rely on CSS for font formation.
      Hold down the Ctrl key when you click on the View in Excel button (or menu choice);
       keep holding down the Ctrl key and the File Download dialog will appear; click on Open
       to open the Excel file.
You can also solve the problem by following the steps below to change your browser settings to
open Excel files in a new window:
   1. Close all open browser sessions.
   2. Click on My Computer to open the Windows file explorer.
   3. From the menu, select Tools | Folder Options....
   4. Select the File Types tab.
   5. Select the extension XLS.
   6. Click on the Advanced button.
   7. In the Edit File Type dialog uncheck Browse in same window.
   8. Save the settings and open a new browser window.


Massachusetts Department of Elementary and Secondary Education                Chapter 3, page 5 of 23
Education Data Warehouse User Guide – Version 1.0                                       Basic Access


Saving a Report View
Saving a Report View allows you to access a predefined report that you have previously filtered.
This will bypass the prompt page, allowing you to view the data in the same way it was
displayed when you saved it. You can save a report view to your district’s folder or to My
Folders, or to any subfolder created within these folders.
To save a report view from an open report:

   1. Run the report you wish to save and click the Save as Report View button            .
   2. When the Save as Report View window displays, enter the name you would like to assign
      to your report view.
   3. Choose the location where the report view will be saved. To save the report view to your
      district folder where all the users in your district will be able to access it, click on Select
      another location... and navigate to Cognos > Public Folders > District Folders > [Your
      District Folder]. To save the report view for your access only, click on Select My Folders.
To run a report in the background and save the output as a view:
   1. Click the Run with Options button in the Actions column to the far right of the report
      name.




   2. On the next screen, select the advanced options link at the upper right.
   3. Use the options in the Time section to run the report now or at a later time. For instance, if
      it is a large report, it is better to set it to run in the middle of the night when few people
      are accessing the system. (see Figure 4)
   4. The advanced options will enable you to choose to run the report as a PDF, which you
      should do if you intend to print it. (see Figure 4) When you check the box to run as a
      PDF, be sure to uncheck the HTML box.
   5. In the Delivery section, click the radio button to Save the report, print it, or send an email.
      (see Figure 4) Never choose to send the report by email. The email function is not
      enabled in the Education Data Warehouse.
   6. Click the radio button to Save the report as a report view.
   7. Click on the Edit the save as options... link and save it to another location such as My
      Folders or your district’s folder.




Massachusetts Department of Elementary and Secondary Education                  Chapter 3, page 6 of 23
Education Data Warehouse User Guide – Version 1.0                                Basic Access




                                3




                   4
                                      5




   Figure 4 – Running Reports with Advanced Options


   8. Click the Run button. You will be directed to the report prompt page where you can select
      the prompts you want for the report. Select prompt values and click Finish. Because the
      report is running in the background, nothing will appear to have happened immediately.
   9. To check the status of your scheduled report, go
      to Tools > Schedule Management in the upper right
      corner of your screen. In the Activity tab, you will
      see that your report is Executing. (See Figure 5)




Massachusetts Department of Elementary and Secondary Education            Chapter 3, page 7 of 23
Education Data Warehouse User Guide – Version 1.0                                    Basic Access




   Figure 5 – Schedule Management Window


   10. Once the report completes, the View output versions for this report... icon   displays
       under the Actions column in the Cognos Connection window.
When you open a report view, it will open the pre-filtered report that you saved. To re-filter from
the report view, click the Run button  and the prompt page will be displayed.

Re-Linking Report Views
When report specifications are updated, any report
views that you have created will lose their link to the
report specification. This is a Cognos restriction that
results from the way report specifications are stored.
Report views with broken links are displayed in
Cognos Connection with the following icon:        . To
re-link a report view to an updated report specification:

   1. Click on the Set properties     icon to the right
      of the report view in Cognos Connection. The
      Set properties dialog displays. (See Figure 6)
   2. Note that the Source report field displays
      Unavailable.
   3. Click on Link to a report… A report selection
      dialog displays.


                       Figure 6 – Set Properties Dialog




Massachusetts Department of Elementary and Secondary Education                Chapter 3, page 8 of 23
Education Data Warehouse User Guide – Version 1.0                                    Basic Access




   Figure 7 – Report Selection Dialog
   4. Navigate to the report specification using the bread crumbs near the top of the dialog
      (Cognos > Public Folders …).
   5. Click the radio button next to the report specification that you want to use as the source
      for the report view.
   6. Click OK to select the report specification.
   7. The Set properties dialog redisplays with the Source Report field now displaying the
      selected report specification:




   8. Click OK to save the report view.
   9. The report view now displays in Cognos Connection with the normal (unbroken) report
       view      icon.

Printing a Report

   1. To print a report, click on the View the report in PDF format button     .

       Depending on your browser settings, Adobe Acrobat may launch automatically in the
       browser window. Alternatively, a dialog box may display and prompt you to open or save
       the file.
          If you click the Open button, the report will open with Adobe Acrobat Reader in your
           browser window. (See step 2 for printing instructions.)
          If you click the Save button, you will save the report to your computer or another
           location. From there you will be able to open the file with Adobe Acrobat Reader
           (outside of the browser window) and print the report.

   2. Click on the Adobe Acrobat print button    — within the browser window, not from the
      browser menus at the top of the window — to print the report.

Massachusetts Department of Elementary and Secondary Education               Chapter 3, page 9 of 23
Education Data Warehouse User Guide – Version 1.0                                    Basic Access



Analysis Cubes
Exploring an Analysis Cube
Cognos PowerPlay Web is a web-based, multi-dimensional analysis tool that provides secure
data access and fast retrieval of data through a cube structure. Multi-dimensional analysis is a
process where you selectively identify and evaluate multiple aspects of performance against key
performance indicators. Selective performance-data records for your district are gathered,
summarized, organized, and presented in the way you think about your student performance
questions. From well-designed cubes, you can create reports in minutes (rather than days, weeks,
or months).
To open and explore an analysis cube using PowerPlay Web:
   1. Log in to the Education Data Warehouse.
   2. Click on Public Folders > ESE Cubes.
   3. Click on the name of the analysis cube you wish to open.
       The PowerPlay Web interface launches and opens the cube in the default view. (Figure
       8)
          Firefox interface – If you are using Mozilla Firefox, you will not have all the
           functionality available to you. Internet Explorer allows you to drag and drop, but in
           Firefox, you will need to right click on the object and select the action you wish to
           perform from the dropdown that appears.
          Internet Explorer (IE) interface – The IE interface is based on enhanced Web
           Technology support and is available if you use Internet Explorer 5.5 or higher, or
           Netscape 7.1 (Windows only), as your Web browser.
       The Firefox interface provides a restricted list of PowerPlay Web features. All examples
       in this document use the MCAS Results with Test Items cube, available to all districts in
       the training folder (Public Folders >Training > ESE Cubes), and shown using IE as the
       browser.




Massachusetts Department of Elementary and Secondary Education              Chapter 3, page 10 of 23
Education Data Warehouse User Guide – Version 1.0                                     Basic Access



                      Dimension Viewer                      Dimension Line




                                                       Tool Bar




   Figure 8 – Default View of MCAS Results with Test Items Training Cube


Default View
In the default view for the MCAS Results with Test Items training cube (Figure 8) the percent
correct is displayed for all students by year and by grade.
Dimension Viewer
The dimension viewer in the left panel displays a hierarchical list of dimensions and measures
available in the current cube. The dimension viewer is used to modify the rows, columns, and
measures displayed on the report. By dragging items from the dimension viewer to rows and
columns (or right clicking and selecting the action to take), you can replace the default
dimensions or filter the default dimensions by different categories and sub-categories.
Dimension Line
All the same cube dimensions as those in the viewer are displayed in the blue menu bar at the top
of the screen. This menu bar is called the dimension line. You can use the dimension line in
similar ways as the dimension viewer, but the dimension line reflects the values shown in the
rows, columns, and cells of the report. For example, if you filter the cube by Asian, the ―All
Races‖ dimension in the dimension line will change to read ―Asian.‖ This change is not reflected
in the dimension viewer. The dimension line is also used to drill down or drill up through the
cube. The arrows to the left and right of the dimensions in the dimension line allow you to scroll
left and right to view additional dimensions.



Massachusetts Department of Elementary and Secondary Education               Chapter 3, page 11 of 23
Education Data Warehouse User Guide – Version 1.0                                           Basic Access


Tool Bar
The tool bar at the bottom of the window provides additional tools for formatting the cube view.
(Table 4)
   Table 4 – PowerPlay Web Tool Bar

               Crosstab, Indented Crosstab

               Chart - Simple Bar, Pie, Clustered Bar, Stacked Bar, Multiline, 3D Bar
               Options, Edit Title, Split View, Get Data Later, Reset

               Swap rows and columns

               Hide/Show

               Calculation

               Rank

               Zero Suppression

               80/20 Suppression

               Custom Exception Highlighting

               Custom Subsets

               Drill Through to a predefined warehouse report

               Export PDF, Export CSV, Export XLS, Prepare Bookmark

               Help, Find, Explain

               Save As
               Return to Source


Note: Analysis cubes have been set up to ―drill through‖ to a student detail report run against the
full data warehouse. To use this feature, narrow your analysis to a subset of students in your
district, and then press the Drill Through button       . The report will contain only those student
records you are authorized to view.

Drill Down/Drill Up
   1. To drill down to a specific district or school, click on ALL DISTRICTS in the dimension
       line. A pull-down menu displays. (Figure 9) From the pull-down menu, you can select a
       specific district or school from the list of districts and schools to which you have access.
       Similarly, click on specific items in ALL YEARS, ALL SUBJECTS, ALL GRADES, etc. to
       narrow the focus of the reports.
Massachusetts Department of Elementary and Secondary Education                     Chapter 3, page 12 of 23
Education Data Warehouse User Guide – Version 1.0                                    Basic Access


   2. Alternatively, you can drill down by clicking on a row or column header, or on a cell in
      the crosstab.
   3. If at any point you wish to drill back up to the higher level of aggregation, you can use
       the dimension line to do so. You can also click the reset button    to reset to the highest
       levels of all dimensions.




   Figure 9 – Using the Dimension Line to Drill Down to Schools

Change Dimensions
  1. To change the dimensions displayed in the rows and columns on the report, right-click on
     a dimension in the dimension viewer in the left panel. A popup menu displays with
     choices that include Replace Rows and Replace Columns. (Figure 10)
   2. Select Replace Rows or Replace Columns to replace the dimensions on the report. The
      report redisplays with the new selected dimension. (Figure 11)
   3. Alternatively, you can drag and drop dimensions from the dimension viewer to the row or
      column headers on the report (but only if you are using Internet Explorer).




   Figure 10 – Changing Dimensions from the Dimension Viewer




Massachusetts Department of Elementary and Secondary Education              Chapter 3, page 13 of 23
Education Data Warehouse User Guide – Version 1.0                                    Basic Access




   Figure 11 – All Grades Columns Replaced with All Races

Change Measures
   To view a different measure, select a measure under MEASURES in the dimension viewer
     and then drag and drop the measure to the upper-left corner of the cross tab.

Return to Default Settings
    To reset the rows, columns, and measures to their default settings, click the options
       button        and select Reset.

View as Graph
   1. To view a graphical representation of the report, click on the up arrow next to the chart
       icon       on the tool bar at the bottom of the window. A popup menu displays with a list
       of chart types. (Figure 12)




   Figure 12 – Accessing the Graphical View Options
   2. Select a chart type from the popup menu. The report re-displays as a chart. (Figure 13)


Massachusetts Department of Elementary and Secondary Education              Chapter 3, page 14 of 23
Education Data Warehouse User Guide – Version 1.0                                     Basic Access




   Figure 13 – Simple Bar Chart Representation of Data from the Cube
   3. Alternatively, you can view both a tabular representation and a chart on the same report.
       Click on the options button        and select Split View. (Figure 14) The report redisplays
       with both a chart and a table.




   Figure 14 – Split View of Simple Bar Chart and the Crosstab with the Source Data




Massachusetts Department of Elementary and Secondary Education               Chapter 3, page 15 of 23
Education Data Warehouse User Guide – Version 1.0                                     Basic Access


Saving a Cube View
Once you have formatted a PowerPlay Web analysis cube view, you can save the view for future
use.
   1. Click on the Save As
       button      in the lower
       right corner of the screen.
       The Save As dialog
       displays. (Figure 15)
   2. Type the desired file
      name in the Name field,
      and select the desired
      folder in the Location
      field.
   3. Click OK to save the
      analysis report. The
      report appears as a new
      file in the selected folder.
                                      Figure 15 – “Save As” Dialog

Printing a Cube View
To print a cube view, use the file button      located on the tool bar at the bottom of the screen.
Choose Export PDF... for the best printing options. The Export PDF dialog appears. The three
tabs for Paper, Display, and Pagination (Figure 16) provide many options for printing.




   Figure 16 – Export PDF Options for Printing Cube Views


Massachusetts Department of Elementary and Secondary Education               Chapter 3, page 16 of 23
Education Data Warehouse User Guide – Version 1.0                                 Basic Access


Exiting Power Play
      Once you have completed your analysis, you can exit PowerPlay Web and return to the
       folder containing the current cube by clicking on the Return to Source button    in the
       lower right corner of the screen. PowerPlay Web closes the cube and Cognos®
       Connection redisplays the source folder.




Massachusetts Department of Elementary and Secondary Education           Chapter 3, page 17 of 23
Education Data Warehouse User Guide – Version 1.0                                        Basic Access



Student Claiming
What is Student Claiming?
By default, the Education Data Warehouse allows schools and school districts to access MCAS
records for tests they administered only. Similarly, schools and districts can access only the
SIMS records that they have submitted. However, students frequently move between schools and
districts and schools need the ability to access the complete SIMS and MCAS history for all of
their currently enrolled students. They can do this by uploading a student claiming file to the
Warehouse File Exchange Drop Box.
To provide districts with access to current and historical student data, two fields have been added
to student records in the data warehouse:
               CUR_AUTH_SCHL
               CUR_AUTH_DIST

These fields are used in combination with the fields that identify where a student was reported in
SIMS and where a student was tested for MCAS to determine a district’s access to student
records. When students move from one school or district to another, the new school or district
will provide a data file listing those students, and this data will be used to update
CUR_AUTH_SCHL and CUR_AUTH_DIST.
It is recommended that districts claim all of the students enrolled in their district at the beginning
of each school year, not just the students who are new to the district. Unless a student is claimed
by a district and a school, that district and school will always see only the MCAS results of tests
they administered to that student. This means that unless a middle school claims all of their
students at the beginning of each school year, they will not be able to see the MCAS tests
administered to those students at the elementary level, even if their elementary schools were in
the same district. (Note: A district user (210) would be able to see all the tests administered in
their district, but a school user (211) at the middle school would not, unless the students were
claimed by the middle school at the beginning of the school year.)

Student Claiming Process
There are two security roles required to complete the student claiming process. To upload the
student claiming file to the drop box, you will need the Data Warehouse File Exchange Drop
Box role, which is only available to district level users. In addition to this role, you will need the
DW – (210) District User role, which you should already have from viewing predefined reports
and analysis cubes. The student claiming process requires district level access.
To claim students:
   1. Verify student enrollment in the current school and district.
   2. Create a ―student claim file‖ containing the following fields:
       Table 5 – Claim File Layout

     Column Name           Data Type              Description
     STU_ID                NUMBER(10)             Student’s SASID
     STU_LAST_NAME         CHAR(50)               Student’s last name
     STU_FIRST_NAME        CHAR(32)               Student’s first name

Massachusetts Department of Elementary and Secondary Education                  Chapter 3, page 18 of 23
Education Data Warehouse User Guide – Version 1.0                                        Basic Access


    STU_MIDDLE_NAME       CHAR(32)                Student’s middle name
    STU_BIRTH_DT          DATE mm/dd/yyyy         Student’s date of birth
    CUR_AUTH_SCHL         NUMBER(8)               8 digit school code (the first four
                                                  digits represent the district code,
                                                  e.g., 09990405)
    CUR_AUTH_DIST         NUMBER(8)               8 digit district code (e.g., 09990000)


       The file must meet the following requirements:
          Comma separated values (Three-letter extension can be either .csv or .txt but the data
           in each row must be comma separated. Tab separated is NOT valid.)
          Column headers as specified in file layout
          File naming format: <distcode>_student_cur_auth.txt where <distcode > is
           the 4-digit district code (e.g., 0035_student_cur_auth.txt)
          File naming format for Macintosh file: <distcode>_student_cur_auth_mac.txt
           where <distcode > is the 4-digit district code (e.g., 0035_student_cur_auth_mac.txt)
          Line breaks should be CR LF. (Macintosh computers typically break lines with a CR,
           which the system will accept if the file naming format for a Mac is followed.)
       Note: It is recommended that the student claim file contains all the students in your
       district. If you claim the tested students as well, you will be able to run one report to view
       all of your district’s students instead of running one for ―tested students‖ and one for
       ―claimed students‖ to capture your entire student population. You will also be
       maintaining one file only for claiming and unclaiming, which you will need to do
       periodically as students enter and leave the system during the school year.
   3. Log in to the security portal and select Drop Box Central > Warehouse File Exchange.
   4. Browse to find your file and upload it to the drop box. The student claim records are
      matched against warehouse records and then temporarily loaded into a staging table.
   5. You will receive an email that will say whether or not the records were loaded to the
      staging table. If they were not, an attached error file will explain why.
   6. If the records were ―SUCCESSFULLY loaded in the staging table,‖ log in to the EDW
      and select Public Folders > District Data Upload Validation > Extract File Validation
      (Staging) > Student Claiming Validation.
   7. A report displays with Y next to student names that were matched and N next to student
      names that were not matched. (A match occurs when four fields are identical: SASID, last
      and first names, and the date of birth.) (See Figure 17)

          Click on View in CSV Format          to download the matched and unmatched records
           for error resolution.
          Click on Accept to claim the matched students, or Reject to discard all records and
           start over. (If you wish to maintain one file for claiming students, it is best to reject all
           records and fix the unmatched records in the original file before uploading it again.)


Massachusetts Department of Elementary and Secondary Education                  Chapter 3, page 19 of 23
Education Data Warehouse User Guide – Version 1.0                                      Basic Access




   Figure 17 – Report for Student Claiming Validation


   8. Once accepted, warehouse records for the claimed student(s) are updated with
      CUR_AUTH_SCHL and CUR_AUTH_DIST fields using values from the corresponding record
      in the staging table.


Once the claiming process is complete, users in the student’s new district can access all historical
SIMS and MCAS records for their enrolled students using the R-613 Student MCAS History
report. In R-613, as well as other 600 level MCAS reports, you will need to choose from the
prompt page, under Report Type, whether to run the report for ―claimed‖ or ―tested‖ students.
(Be sure to hit the Reprompt button if you make a change to this prompt.) If you have claimed all
of your students, you will only need to run the report once for claimed students to retrieve all of
the data for any collection of students. If you are only claiming new students, you will need to
run the report for claimed students and again for tested students to get all of your students.
To include claimed students on reports written locally, remember to filter on CUR_AUTH_SCHL
and CUR_AUTH_DIST. (See Chapter 4, Intermediate Access, for more information on authoring
reports.)

R-613 Student MCAS History Report
The Student MCAS History Report enables schools and districts to review the complete MCAS
history for a student, and when ―Claimed Students‖ is select for the Report Type, it will not
matter whether the tests were administered in your district and school, as long as the students

Massachusetts Department of Elementary and Secondary Education                Chapter 3, page 20 of 23
Education Data Warehouse User Guide – Version 1.0                                       Basic Access


have been claimed by your district and school. When you choose to run R-613 for claimed
students, the prompts for district and school will change to ―claiming district‖ and ―claiming
school.‖ (Figure 18) However, the year and the grade will still relate to the test and they must be
in sync if you are going to call up the right students. Even if your school goes from grade six
through grade eight, you will need to enter the fifth grade or earlier to retrieve a list of your
incoming sixth grade students.




   Figure 18 – “Claimed Students” Prompt page for R-613
It’s important to note that R-613 will return a student’s complete history, including tests taken
more recently than the year and grade selected in the prompt page. If you are unsure about
whether a student took a test in the 9th grade in 2009, enter 8th grade and 2008 in the prompts and
you will retrieve a complete history including any existing 2009 test results.

Student Un-claiming Process
In order to ensure that access to confidential student information is restricted to the district where
a student is currently enrolled, the Department will re-initialize CUR_AUTH_SCHL and
CUR_AUTH_DIST before the start of each school year to essentially un-claim previously claimed
students. Districts may send student claiming files several times a year but sending one at the
start of each school year should become part of a district’s yearly routine.
Additionally, school districts can un-claim students when they leave the district. The steps in the
un-claiming process parallel closely the steps in the claiming process:
   1. Verify that student(s) have withdrawn from the district.
   2. Create a ―student un-claiming file‖ using the same format as described above in Table 5
      but with the file name <distcode>_student_unclaim.txt (e.g.,
      0035_student_unclaim.txt or 0035_student_unclaim_mac.txt for Mac files).


Massachusetts Department of Elementary and Secondary Education                 Chapter 3, page 21 of 23
Education Data Warehouse User Guide – Version 1.0                                     Basic Access


   3. Log in to the security portal and select Drop Box Central > Warehouse File Exchange.
   4. Browse to find your file and upload it to the drop box. The student un-claim records are
      matched against warehouse records and then temporarily loaded into the staging tables.
   5. To accept the staged records, log in to the data warehouse and select Public Folders >
      District Data Upload Validation > Extract File Validation (Staging) > Student Unclaiming
      Validation.
   6. A report displays with Y next to student names that were matched and N next to student
      names that were not matched. (For unclaiming, a match occurs when six fields are
      identical: SASID, last and first names, the date of birth, as well as the current district and
      school.) (See Figure 19)

          Click on View in CSV Format         to download the matched and unmatched records
           for error resolution.
          Click on Accept to un-claim the matched students, or Reject to discard all records and
           start over.




   Figure 19 – Report for Student Un-claiming Validation
   7. Once accepted, warehouse records for the un-claimed student(s) are updated and
      CUR_AUTH_SCHL and CUR_AUTH_DIST fields are reinitialized.
       Note: If you have saved the file you used to claim students, use this same file to
       unclaim—unclaiming everyone you originally claimed—but change the file name as


Massachusetts Department of Elementary and Secondary Education               Chapter 3, page 22 of 23
Education Data Warehouse User Guide – Version 1.0                                      Basic Access


       required. Then remove the student(s) who have withdrawn from the districts, change the
       name of the file back to the claiming name, and upload the new file for claiming.

Additional Reports, Cubes, and Student Claiming Resources
For additional resources on using predefined reports for data-driven decision making, please
consult the first three courses in the Department’s six-course curriculum:
      DW101: Introduction to the Data Warehouse
      DW102: Understanding MCAS Reporting
      DW201: Informing Instruction with Data
For additional information on PowerPlay Web multi-dimensional analysis and report formatting,
see:
      DW202: Multidimensional Analysis handbook and PowerPoint presentation accessible
       from the Training Materials link on the EDW Welcome page.

      Cognos PowerPlay Web Help accessible from the help            menu.
      Cognos PowerPlay Web User Guide accessible from the Welcome page.
      QuickStart for School Administration CBT accessible from the Welcome page.

Student Claiming Process FAQ
   1. What confidential student data can a claiming district access?
       The district that currently claims the student has access to all of the student’s SIMS and
       MCAS data, current and historical. Local data submitted by other districts is not
       accessible, with the exception of standardized assessments (SAT, DIBELS, etc.).
   2. Does a SIMS submission automatically claim students and provide access to student
      history?
       No, loading a new SIMS submission into the data warehouse does not claim a student.
       The ―student claim file‖ must be submitted to gain access to historical SIMS and MCAS
       records submitted by prior districts. This is required due to the time lag between a SIMS
       submission, validation, and subsequent loading into the data warehouse.
   3. Do districts that a student has attended in the past retain access to the student’s
      SIMS and MCAS records?
       Yes, districts always have access to historical SIMS/MCAS records that they have
       submitted.
   4. Will claimed students be included in MCAS reports?
       Most of the standard MCAS reports provided by the Department include only those
       students tested at a particular school or district. However, in the student reports (600-
       level), users have the option to select ―tested students‖ or ―claimed students‖ in the
       Report Type prompt.




Massachusetts Department of Elementary and Secondary Education                Chapter 3, page 23 of 23