© 2015 Metropolitan Educational Technology Association

Data Collector: Helpful Hints

Naja Bailey OAEP – October 5, 2018

What is the Data Collector?

The Data Collector is the only way to submit EMIS data to ODE.

They need data, so they post collection requests in the Data Collector that contain the specs of what is required, when it is required, and the validation checks in place.

Users access the Data Collector to load their data files, run the files through the validation checks, review results, and submit files.

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Not just for EMIS Coordinators!

The Data Collector currently has three different roles available to control what users have access to.

EMIS Coordinators should have complete access, but there may be others at your district who would benefit from having access

➢Treasurers may prefer to submit their own Financial and 5-year Forecast data

➢Consider Reviewer (Read-only) privileges for others at your district to review files and reports that apply to them

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Data Collector Roles

Collector

➢ See Data Sources tab and upload files

➢ Collect, Prepare, and Preview/Review results

➢ CANNOT: Submit

Submitter

➢ Preview/Review results, Submit

➢ CANNOT: See Data Sources tab, Upload files, Collect or Prepare

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Data Collector Roles

Reviewer

➢ Preview results of a collection

➢ Review files that were submitted

➢ View validation reports

➢ CANNOT: See Data Sources, Upload files, Collect, Prepare, or Submit

Users can have multiple roles. If a user has both Collector and Submitter roles, they will have access to do everything and do not need Reviewer role.

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Collection Requests

• Displays collections currently available

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Expired Collections

• Check “Show closed collections” and make filter selections to narrow down what is displayed

• Closed collections are only available here for the number of days shown in this count-down. Then they go to Reports tab under “Received Files”

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Blue = no errors, warnings or Level 1 issues:

Peach = errors, warnings or Level 1 issues:

Collections are Color Coded

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“Start Collection” to select where to collect data from

“Prepare” takes the data that was collected and runs it through the validation tables in the Data Collector for the first set of checks

“Stop” applies only to a single data source, but requires a restart anyway so it is best to just Cancel

Collection Options

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“Cancel” applies to the whole collection, and immediately discards all data collected so far

“Set Default Collection Properties” (optional) is to select where you always want this collection to collect data from –EMIS formatted files and/or SIF zone (if applicable)

“Add New Scheduled Collection” lets you choose when/how often you’d like collections to run on their own

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Collection Options

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Scheduling collections

Collection Status

• Check status once a collection has been started

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Output links on the right of the collection show results of data Prepares and Submissions

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Collection Requests - Outputs

Once data has been Collected and Prepared, the option will be to “Preview” the data files

Once data has been Certified/Submitted, the option will be to “View submission” (aka Review)

Click on the link to Preview/Review the files, then click “Generate Preview” (or “Generate Review”)

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Collection Requests - Outputs

Invalid records? Excluded Records?

Missing records? Verify file record counts!

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Collection Requests - Preview

Missing record example:

Excluded record examples:

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Level 1 exceptions:

➢ Informational – Data reported is being displayed

➢Warning – Data failed a tolerance check

➢ Critical – Something may need corrected

➢ Fatal – Data so bad it will not be included in the submission, must be corrected to be sent

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No issues in this process

There may be an issue, so verify for accuracy

Process did not complete normally, something is wrong, or a file has a reduced number of records since the last submission.

the Good, the Bad, and the Ugly

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Example: Warning

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Submissions• Click expander to show submissions

• Click submission for summary and record counts

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Progress

• Check progress of your collections in one place

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Reports – Received Files

• Received date appears by default

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Reports – Level 2

• Reports can be in CSV or HTML format

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HTML: formatted layout can be rearranged

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CSV: useful for large files

HTML or CSV

Reports – Level 1

• Current Level 1 reports all in one place

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Archives

• Files submitted are automatically archived

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Preferences

• Tailor the Data Collector settings to your liking

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Data Sources

• Keep this area clean!

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• Flat files may or may not appear in “Received Files”

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Flat file archives

Questions?

http://www.metasolutions.net/

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