ODT “QUICK-START” INSTRUCTIONS - ENRL Kansas State Department of Education
Instructions for Using the Online Data Tool (ODT) - ENRL
This worksheet is designed to give you a “quick-start” working with the KIDS Online Data Tool (ODT). This document provides step-by-step instruction on how to create and export an ENRL file in the ODT (for the purpose of submitting students for the September 20th funding and accreditation Collection). The same basic steps apply when creating KIDS Collection export files for the other record types (TEST, TITL, EOYA, etc.).
1). Login to the KSDE Web Applications page (https://online.ksde.org/authentication/login.aspx) and select “Online Data Tool 2008” from your list of KSDE web applications. This will open the ODT Student Viewer screen (or prompt you to select a building to work with if you are district-level user). 2). On the ODT Student View screen, select the “ENRL” option from the “Record Type Filter” dropdown box (shown below).
This filter will display your student records with only the fields that are required and optional for the ENRL record type. Review all of your student records to make sure that the required fields for ENRL have values in them. You can use your KIDS Submission Detail Document – ENRL (posted at http://kids.ksde.org under “Documents”) to assist you with identifying the required fields and to review recommendations for submitting these fields to KIDS. 3). When you are ready to export your ENRL file to KIDS, click on the “Export My Students” tab at the top of the Student Viewer screen (shown below). Version 2.0 9.21.07 Page 1 of 5
ODT “QUICK-START” INSTRUCTIONS - ENRL Kansas State Department of Education
4). You will then see the Export Student Wizard screen (shown below) listing all of the students in your ODT.
Select “ENRL” from the “Select a Record Type to Export” dropdown box. Enter a name for your export file (optional). Creating a customized file name will help you identify the file after it is saved to your local PC. Choose the “Collection” option from the “Choose an export file type” dropdown box. Decide whether you want to export all of the students in your ODT or only selected students in your ODT. If you choose the “All” option, all students in your ODT will be exported on ENRL records. If you choose the “Selected” option, you will need to place a checkmark in front of each individual student record that you wish to export (as shown above). **Note: student records that contain exit data will not be exported on ENRL records.
5). Click the “Export” button (shown below) to create your ENRL record file, which will contain all of the students that you selected in Step 4.
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ODT “QUICK-START” INSTRUCTIONS - ENRL Kansas State Department of Education 6). Save the file to your local computer (as shown below).
7). Close or minimize the ODT. 8). Login to the KSDE Authentication page (https://online.ksde.org/authentication/login.aspx) and select KIDS Collection 2008 from your list of approved applications. 9). Click on “Production Mode”. 10). On the KIDS Collection homepage, click the “Upload Batch” button and browse for the ENRL file that you saved to your local computer. Upload that file. 11). If the upload is successful, you will see a blue message that says, “Upload complete-click the Home button to check the status of your batch”. Click the “Home” button. If there is no Download Errors button and no Download Assignment button beside your batch on the KIDS Collection homepage and all of your records processed successfully, then you are finished and may skip the rest of the steps in this document! If a “Download Errors” file appears beside your batch on the KIDS Collection homepage, click the “Download Errors” button to view the errors. If all of the errors are all “Mismatch on Student Element Errors”, then proceed to Step 12. If the errors are all data errors or are a mixture of data errors and “Mismatch on Student Element” errors, then you will need to correct the data errors in the ODT and start again from Step 3. You Version 2.0 9.21.07 Page 3 of 5
ODT “QUICK-START” INSTRUCTIONS - ENRL Kansas State Department of Education need only export the corrected records from the ODT (instead of all of the ENRL records that you originally submitted). Any “mismatch on student element” errors that may appear on your “Download Errors” file will be addressed in Step 12. 12). On the KIDS Collection homepage, click the “Download Assignment” button beside your batch. This file contains any “mismatch on student element” records for students who do not yet have State Student IDs and/or students whose “core” data (such as school year and grade level) has changed. Save this “Download Assignment” file to your local computer. 13). Click the “Go To Assignment” button at the top of the KIDS Collection homepage. This will open the KIDS Assignment screens in a new, pop-up window. If a new page that says, “State ID Home” at the top doesn’t open, hold down the “CTRL” key on your keyboard and click the “Go To Assignment” button again. 14). On the State ID homepage, click the “Upload Batch File” link on the left-side of the screen. If the upload is successful, the data validation process will begin automatically. Click the “State ID Home” button to continue. 15). On the State ID homepage, you should see a button that says “Assign State IDs” beside your batch. Click the “Assign State IDs” button. 16). Click the “State ID Home” button to continue 17). On the State ID homepage, you may have a “Near-Matches/Duplicates” button beside your batch. If so, resolve the near-matches. For detailed information on the nearmatch process, please see Appendix B of the KIDS Collection 2007-2008 User’s Guide (posted at http://kids.ksde.org under the “Training” and “Training Documents” links). If you see a “Download State IDs” button on the State ID Homepage, click it. 18). You will be taken to a screen that says, “Click here to download the file.” You only need to save this file if you submitted students to KIDS without State Student IDs. Save this file (which contains State IDs for new students) to your local computer. This is the last step in Assignment—you can close the State ID Homepage once you have saved this file to your local computer. For instructions on importing the State Student ID file back in to the ODT, please refer to the ODT 2007-2008 User’s Guide or to the ODT Quickstart Instructions ASGT 2.0 (Step 19). 19). The final step to submit your ENRL records is to return to the KIDS Collection 2008 system homepage and click the “Rerun Batch” button beside your file. If there is no Download Errors button and no Download Assignment button after you rerun your batch, then you are finished! If Download Errors and Download Assignment buttons are present Version 2.0 9.21.07 Page 4 of 5
ODT “QUICK-START” INSTRUCTIONS - ENRL Kansas State Department of Education after you rerun your batch, please return to Step 11 of this document and follow the steps until all student records have processed successfully in KIDS.
If you have any questions about the ODT, please contact us at kids@ksde.org.
Revision History Revision Number 1.0 2.0 Date 10.4.06 9.21.07 Comments Initial Version Updated for 2007-2008 Author Erin Perry Erin Perry
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