Automating Student Course Profile &

Student Record Report Uploads to GaDOE

Chris A. McManigalCamden County SchoolsKingsland, GA

GaETC App

Session Evaluation

Vendors• Please make sure to visit the Vendors Room in Kenyan ½

• Vendors will be here all day Tuesday

Overview• Documentation and other info required• PowerSchool report setup• FTP setup• FTP scheduling• But wait!! I’m hosted!!• Q & A

Needed before upload• Documentation • FTP Client Installation Manual (v3_09-25)

• Information from GaDOE• GaDOE contact: Margaret Samuel (msamuel@doe.k12.ga.us)

• District UserId • Public key file (The Public Key will have a .pub file extension.) • Private key file (The Private Key will have a .key file extension.) • Private key password will be sent to you

• FTP Voyager• https://sldsfun.gadoe.org/FTP_Voyager.zip

PS report setup• Prior to automating the reports, create a data folder on the PS

database server • CCS created a folder structure on the PS database server as follows:• e.g., <DB server>\<drive>\powerschool_ftp\data\

• Hosted systems will need to create this folder on the server from which you intend to FTP the files

• Both reports must be started with the file path entered in the setup screen

• Make sure to click the box to the right of the path to save it as the default

Sample SCP setup

Sample SR setup

Scheduling a report• After the report runs in the queue, click the report

name

Scheduling a report (cont.)• Schedule the report to Run Nightly, click “Run job

again?”, and click Submit

Scheduling a report (cont.)• Once returned to the queue, click the report name

again, select Execute Nightly, and click Submit

Scheduling Notes• Repeat the same process for the other report

• The reports will run nightly at midnight

• After the first night, check the folder you created to ensure the process completed as expected

• IMPORTANT: any time a PowerSchool update is applied, you will have to repeat this scheduling process for both reports

FTP Voyager Install• Pages 4-12 of manual

• In brief:• Extract downloaded FTP_Voyager.zip file• Launch FTPVoyagerSetup.exe file

• Select install option such as location, icons, etc., and install• If asked, exclude from firewall

• Finish the install by launching FTP Voyager Startup Wizard• Select Full Mode• Select Passive Mode

• Close FTP Voyager

Apply License File• Page 13 of manual

• Locate the FTP_Voyager.reg file in the same folder as the setup executable

• Run this file to add license information to the system registry

Configure for your district• Pages 13-19 of manual• Note: this part of the setup requires the key files and

password from GaDOE

• In brief:• Launch FTP Voyager• Create a new site with district number as the site’s name• Configure connection options as well as security options• Set up SSH options using two keys:

• Private Key (pXXXsftp.key)• Public Key (pXXXsftp.pub)

Connecting to FTP site• Pages 20-24 of manual

• Start FTP Voyager

• Select site (named with District number) and click Connect

• Remote directory and files, local directory and files, connection status, and upload status are visible

• Can drag and drop from this screen to perform manual uploads

Folder Creation• Page 25 of manual

• Two separate folders must be created: SCP and SR• Use the New Dir button to create them

FTP Voyager Scheduler• Pages 26-35 of manual• Used to schedule uploads to GaDOE

• In brief:• From within FTP Voyager, open FTP Voyager Scheduler• Under View Options, set up scheduler to run as a service • Create a new task using your district number as the site• Select the frequency and time, and save• Create the jobs to “MOVE UP” SCP and SR files

Sample Scheduled Task

Sample SCP Action

Sample SR Action

Notes• Nightly PowerSchool reports are run at 12:00 AM

• GaDOE picks up files from ftp folders just before 2:00 AM for processing

• I chose to schedule ftp at 1:00 AM

• GaDOE sends an email nightly for each file you upload stating whether validation was successful

Hosted System• All but one step can be automated

• Hosted systems can:• Set up nightly running of the two reports• Set up nightly FTP transfer of files to DOE

• Pearson and GaDOE are supposed to be working on a REAL solution

Q & A