Simple Solution. Brighter Futures.

November 1, 2018 Presented by: Diana Pérez, Region One – PEIMS Specialist

Early Childhood Data System

ECDS

Click to edit Master title styleAgenda2

ECDS Overview

Reminders!

Data Flow Overview

ECDS SubmissionStep by Step Process

Resources

1. Obtain ECDS assessment xml files from vendor

2. Download the Validation Tool

3. Validate ECDS assessment xml files

4. Load ECDS assessment xml files into the ODS

5. Load TSDS PEIMS Summer xml files into the ODS

6. Prepare ECDS Data

7 . Run Validations

8 . Review ECDS reports

9. Finalize and Complete

10. If needed - Reset Data or use Delete Utility

ECDS Overview

Click to edit Master title styleEarly Childhood Data System TSDS ECDS is the collection of both kindergarten and

prekindergarten student data student demographic/special program classroom link information assessment data

• KG – BOY – DUE JANUARY 31, 2019• PK – BOY & EOY - DUE JULY 18, 2019

Purpose is to inform about the effectiveness of early childhood education to: families school administrators community stakeholders policy makers

2018-2019 Texas Education Data Standards Section10

NEW DATES!!

Reminder: ECDS Data From PEIMS

Required for ALL LEAs that offer KINDERGARTEN:5

Reminder: ECDS Data From PEIMS6

Required for ALL LEAs that offer PREKINDERGARTEN:

NEW DATA REQUIREMENT

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Reminder: ECDS Data From PEIMS

• https://tea.texas.gov/Academics/Early_Childhood_Education/Rider_78_FAQ/ • https://tea.texas.gov/Academics/Early_Childhood_Education/High-Quality_Prekindergarten_Program/• https://tea.texas.gov/Academics/Early_Childhood_Education/High-Quality_Early_Childhood_Program_Self-Assessment/

High Quality PK Program: Required Only for course/sections serving eligible PK 4-Year old

NEW DATA REQUIREMENT

Click to edit Master title styleAdditional PEIMS/ECDS Reminders

Each PK/KG course section in the Master Schedule must have a teacher of record with CLASS-ROLE of "01". (Fatal: 30305-0019)

Teacher of Record must be a 087-Teacher or 047-Substitute

Make sure only PK students are enrolled in PK (Service ID 01010000) classes.

Make sure only KG students are enrolled in KG Service ID classes. (See TSDS-Knowledge Base article-553 for list of KG Service IDs)

Click to edit Master title styleAdditional PEIMS/ECDS Reminders

If there is an Assessment being turned in for either PK/KG, then student must be reported with a Course Completion record for PEIMS. (Fatal: 40100-0159 and 46010-0006)

If you schedule different subjects for PK, only code 1 Course Section (where they administered the assessment) with the: Home-Room Indicator, PK-Curricula, HQ Program Indicator, Student-Instruction, PK-School Type, Program-Evaluation-Type. (Fatal: 40110-0173, 40110-0184, 10050-0002)

If you schedule different subjects for KG, only code 1 Course Section (where they administered the assessment) with the: Home-Room Indicator (Fatal: 40110-0173 and 40110-0184)

Click to edit Master title styleAdditional PEIMS/ECDS Reminders10

Maintain PK student’s E1078 PK-PROGRAM-TYPE-CODE PART OF ECDS NOW

Click to edit Master title styleAdditional PEIMS/ECDS Reminders11

Maintain PK student’s E1079 PRIMARY-PK-FUNDING-SOURCE and E1080 SECONDARY-PK-FUNDING-SOURCE

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NEW! Click here for ECDS Assessment Matrix!!

KG:o aimswebPlus(English/Spanish)o BASC-3-BESS (English/Spanish)o DESSA-mini (English/Spanish)o DIAL-4 (English/Spanish)o DIBELS Next (English)o ISIP – Early Reading (English)o LION for Reading (English)

o MAP (English)o Ready, Set, K! (English/Spanish)o STAR Early Literacy (English/Spanish)o TPRI (English)o Tejas LEE (Spanish)o TX-KEA (English/Spanish)o Work Sampling System (English/Spanish)

PK:o BASC-3 BESS (English/Spanish)o CIRCLE CLI (English/Spanish)o CIRCLE Liberty Source (English/Spanish)o DIAL-4 (English/Spanish)o Frog Street Assessment (English/Spanish)

o GOLD (English/Spanish)o ISIP-Early Reading (English)o LAP-3 (English)o Ready, Set, K (English/Spanish)o Work Sampling System (English/Spanish)

NEW MATRIX

Data Flow Overview

Click to edit Master title styleECDS Data for KG & PK Administering a Commissioner approved assessment

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PEIMS SUMMER COLLECTION

(Demographic, Classroom Link & Special Program Information)

OBTAINECDS assessment xml files from vendor

EXTRACTPEIMS Summer Collection info from SIS

LOADPEIMS Summer Collection interchanges

into ODS

Verify PEIMS Sub 3 Data is inserted into--------->ODS<----------Verify ECDS Data is inserted into

DOWNLOAD2018-19 Validation Tool

VALIDATEECDS assessment xml files

LOADECDS assessment xml into the ODS

Must have TEAL TSDS Roles: ODS Data loader, ECDS Data Approver, & TIMS Level 1

ECDS Approver: Prepare > Validates Data > Makes Corrections and reloads until Fatal Free and Reports have been reviewed > Completes in ECDS Application

TSDS ASSESSMENT INFORMATION

ECDS Data for KG Not Administering a Commissioner approved assessment

If an LEA is using a non-commissioner approved kindergarten

assessment instrument, the LEA should notify TEA of its choice

of assessment instrument by completing the Alternate

Assessment Form.

Retain assessment data locally should TEA decide to collect it

later

No need to maintain your SIS with the E1440 Home-Room

Indicator

No need to go into ECDS application

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Click to edit Master title styleECDS Data for PK Not Administering a Commissioner approved assessment

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PEIMS SUMMER COLLECTION

(Demographic, Classroom Link & Special Program Information)

EXTRACTPEIMS Summer Collection info from SIS

Verify PEIMS Sub 3 Data is inserted into--------->ODS

ECDS Approver: Prepare > Validates Data > Makes Corrections and reloads until Fatal Free and Reports have been reviewed > Completes in ECDS Application

If an LEA is using a non-commissioner approved prekindergarten assessment instrument, the LEA should notify TEA of its choice of assessment instrument by completing the Alternate Assessment Form.

Retain assessment data locally should TEA decide to collect it later

Still maintain your SIS with ECDS PK elements

Must have TEAL TSDS Roles: ODS Data loader, ECDS Data Approver, & TIMS Level 1

LOADPEIMS Summer Collection interchanges

into ODS

ECDS Submission Step by Step Process

Click to edit Master title style1. Obtain ECDS assessment xml files from vendor

Beginning with the 18-19 SY, the LEA’s assessment vendor will provide the ECDS assessment data directly to the LEA in TEDS-compliant XML format. The LEA will load the assessment data files into TSDS.

TEA has worked closely with the TSDS assessment vendors to determine their readiness and ability to provide this data in a TEDS-compliant format. TEA has conducted multiple webinars and conference calls with TSDS vendors to provide guidance and validation of their extractor outputs. TEA is willing and able to assist any vendor needing assistance.

ECDS Contact: Please contact your ECDS Assessment vendors to ensure that they will be able to provide you with the xml files

• KG – BOY – DUE JANUARY 31, 2019 PK – BOY & EOY - DUE JULY 18, 2019

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UPDATE

Click to edit Master title style2. Download the Validation Tool

Log on to TEAL > TSDS > Utilities and Download the Validation Tool

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Latest version: 3.79.0

Click to edit Master title style3. Validate ECDS assessment xml files

Select the Validation Tool from the drop down menu.

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Click to edit Master title style21

Select School Year: 2018-2019 > Collection: ECDS Browse for the xml files and Highlight all files and Click Open. Click Validate Files

3. Validate ECDS assessment xml files (cont)

Click to edit Master title style

Copyright © 2014 Texas Education Agency. All rights reserved. TEA confiden

Make sure Status shows ‘Passed’

Click Ok

3. Validate ECDS assessment xml files (cont)22

Click to edit Master title style23

If Status shows ‘Failed’ then highlight one file at a time and click on Details.

It will indicate the line number that has errors. You can put your cursor over the error line for a description of the error OR you can

download all the error messages at once by clicking on Export All Errors

3. Validate ECDS assessment xml files (cont)

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Open up the xml file with Notepad ++ or another xml editor so you can go to the line number that contains the error

As a general rule, if it is a data issue, the correction needs to be made in the source file (Vendor) and XML Interchange Files need to be resubmitted

3. Validate ECDS assessment xml files (cont)

Click to edit Master title style4. Load ECDS assessment xml files into the

the ODS

KINDER interchanges generated (BOY):Ex:

1. ######_000_2019TSDS_201810091230_ InterchangeStudentParentExtension.xml *

2. ######_000_2019TSDS_201810091230_ InterchangeAssessmentMetadata.xml

3. ######_000_2019TSDS_201810091230_InterchangeStudentAssessment.xml

PUBLIC-PREK interchanges generated (BOY and EOY):Ex:

1. ######_000_2019TSDS_201810091230_ InterchangeStudentParentExtension.xml *

2. ######_000_2019TSDS_201810091230_ InterchangeAssessmentMetadata.xml

3. ######_000_2019TSDS_201810091230_ InterchangeStudentAssessment.xml

*Do not load if LEA is loading TSDS studentGPS® Dashboards files to the ODS

GPS Dashboard LEAs submitting ECDS data should not load the StudentParentExtension.xmlgenerated by the converter tool; otherwise doing this will override the existing StudentParent file in the ODS.

Click to edit Master title style4. Load ECDS assessment xml files into the

the ODS (cont)26

Log into TEAL and launch TSDS

Click to edit Master title style4. Load ECDS assessment xml files into the

the ODS (cont)

From TSDS click on Manage Data Loads

Click on ‘Interchange Upload’

For Interchange Collection select ‘2019 TSDS’

Browse and Upload files (Note: You can always zip the 3 files and upload one zipped file)

Click ‘Upload’

Copyright © 2014 Texas Education Agency. All rights reserved. TEA confidential and proprietary.

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Click to edit Master title style4. Load ECDS assessment xml files into the

the ODS (cont)

Verify they all completed with status Validation Ok Select All Files Click on “Add to Batch” button Click on “View Batch” button Add a Comments ex: KG ECDS KG 3 files Click on Process Batch From the Batch Manager, verify the batch completed with

out errors At this point, the data is written to the ODS (Operational

Data Store)

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4. Load ECDS assessment xml files into the the ODS (cont)

Click to edit Master title style30

Drill down to each file and verify that data was inserted/updated in the ODS for each assessment xml file.

4. Load ECDS assessment xml files into the the ODS (cont)

Click to edit Master title style4. Load ECDS assessment xml files into the

the ODS (cont)31

If batch shows errors, click the magnifying glass to view additional details.

Click the magnifying glass to view the errors contained in the xml file. If it is a data issue, the correction needs to be made in the source file and assessment XML Files need to be resubmitted

Click to edit Master title style5. Load TSDS PEIMS Summer xml files into

the ODS32

PEIMS Coordinators should load into the ODS the PEIMS Summer Collection data

(Demographic and Classroom Link)

1. ######_000_2019SUMR1_201812091230_InterchangeEducationOrganizationExtension.xml

2. ######_000_2019SUMR1_201812091230_InterchangeMasterScheduleExtension.xml

3. ######_000_2019SUMR1_201812091230_ InterchangeStudentExtension.xml

4. ######_000_2019SUMR1_201812091230_ InterchangeStudentEnrollmentExtension.xml

5. ######_000_2019SUMR1_201812091230_ InterchangeStaffAssociationExtension.xml

6. ######_000_2019SUMR1_201812091230_ InterchangeStudentAttendanceExtension.xml *

7. ######_000_2019SUMR1_201812091230_ InterchangeStudentProgramExtension.xml*

*Interchange required for PK ECDS Submission

Note: After successfully loading PEIMS interchanges into ODS, you DO NOT NEED to Promote, clear Fatals, and Complete PEIMS Summer Submission to prepare in the ECDS application.

Click to edit Master title style5. Load TSDS PEIMS Summer xml files into

the ODS (cont)33

From TSDS click on Manage Data Loads Click on ‘Interchange Upload’

For Interchange Collection select 2019 SUMR1

Browse and Upload Summer collection files (Zipped File)

Click ‘Upload'

*Any data loaded after June 20, 2019 will need to be done through 2019 SUMR2.

2019 SUMR1

Click to edit Master title style5. Load TSDS PEIMS Summer xml files into

the ODS (cont)34

After they load, verify they all completed with validation ok Select All Files Click on “Add to Batch” button Click on “View Batch” button Add a Comments Click on Process Batch From the Batch Manager, verify the batch completed with out

errors At this point, the data is written to the ODS (Operational Data

Store)

Click to edit Master title style5. Load TSDS PEIMS Summer xml files into

the ODS (cont)35

Public PK will include all (6) PEIMS Interchanges above + InterchangeStudentAttendance Extension

Click to edit Master title style36

Drill down by clicking on the Magnifying glass for each file and verify that data was inserted/updated in the ODS for each PEIMS Interchange.

5. Load TSDS PEIMS Summer xml files intothe ODS (cont)

Click to edit Master title style5. Load TSDS PEIMS Summer xml files into

the ODS (cont)

If batch shows errors, click the magnifying glass to view additional details.

Click the magnifying glass to view the errors contained in the xml file. If it is a data issue, the correction needs to be made in the source file and XML Interchange Files need to be resubmitted

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Click to edit Master title style6. Prepare ECDS Data38

Early Childhood Contact can now go in to ECDS. Choose the Core Collection link from the TSDS home page and click

Prepare/Finalize Data button.

Update 18-19: You can load PEIMS Summer or ECDS assessment data into the ODS and “prepare” data without a dependency on having both sets of data in the ODS.

UPDATE

Click to edit Master title style6. Prepare ECDS Data (cont.)39

Once inside the Core Collections, select: ECDS 2018-2019 KG or PK Go

You must go into each grade level separately for the remaining steps.

LEAs must re-prepare their data in the ECDS application after each upload (Assessment or PEIMS Summer) to the ODS.

Prepare process will pull PEIMS demographic and Assessment Data from the ODS to the Core Data Mart.

1. Click ‘Prepare’

The ECDS application prepare functionality will extract the latest PEIMS Summer data that is loaded in the ODS. PEIMS Summer 1 and PEIMS Summer 2 are both valid collections. If you’re doing a “Resubmission” and you load the PEIMS data to PEIMS Summer 2 collection, clicking Prepare WILL pick up Resubmission data.

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Message displays if PEIMSdemographic data was notloaded into the ODS. Youwill see 0 records loaded.

TSDS did not locate any demographic data for the collection in the ODS. Ensure your students’ PEIMS Submission 3 demographic data has been

loaded to the ODS to be able to complete your ECDS collection.

2. Review and make sure all records were inserted for the Basic (PEIMS) and Assessment (ECDS template) Subcategories.

3. If the Record Count column shows 0s for the Basic subcategoriesand/or Assessment Subcategories, verify all PEIMS and/or TSDS Interchanges weresuccessfully loaded without any errors andverify that data was inserted/updated in theODS.

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Record Counts should show for Basic Subcategories and Assessment Subcategories after data was successfully loaded into the ODS for PEIMS and TSDS.

Click to edit Master title style7. Run Validations43

1. Click ‘Validations’ from menu bar.

2. You can Select one or more Subcategories or All Categories.

3. Click Next

4. Click Submit to run Validationprocess.

5. Click to view Validation Request Details.

6. Click to viewerrors for Fatals, Special Warnings, and Warnings

New Business rules added: Validate assessment titles, academic subjects, Validate assessment ranges (min/max scores) based upon published specifications.• Validate the pre-k homeroom indicator when there are multiple sections using the same service ID.• Validate pre-K program type code to determine appropriate Primary and Secondary pre-K Funding sources.:

Displays validation errors by Subcategory.

In order to Finalize(Complete) a ECDS Submission, the submission has to be Fatal free.

Refer to TEDS for Business Rules explanations. Search for the business rule error number ex: 40110-0173 to get a more clear description of error

Click to edit Master title style8. Review the ECDS reports48

Run all ECDS Reports and verify data before completing Submission even if you are Fatal Free. “RESET BY PREPARE" will show for Reports if data was re-prepared. Reports should be run again.

1. Click on ‘View Reports’ from the menu bar.

2. Click on the ‘Run’ icon to begin generating reports.

3. Status will display ‘Download’ when ready

Click to edit Master title style8. Review the ECDS reports (cont)49

Reports Available in ECDS ECD0-000-001 Kindergarten Assessment Completion ECD0-000-002 Kindergarten Assessment Summary ECD0-000-004 Kindergarten Data Submission ECD0-000-005 Kindergarten Incomplete Assessment Data

ECD0-000-007 Prekindergarten Completion ECD0-000-006 Prekindergarten Data Submission ECD0-000-009 Prekindergarten Missing Assessment Data ECD0-000-003 Prekindergarten Assessment with Pre-k Sources

When only demographics and course section data are loaded into the ODS and prepared, ECD0-000-001 report will display student enrollment count information only.

Verify correct number of Students Enrolled and Assessments Entered.

Verify Kindergarten Ready/Not Ready counts and percentages.

Verify correct student KG demographic information: Name, Unique ID, Student ID, DOB, Sex, Hisp/Latino, Race, LEP info.

Verify correct KG Assessment Code, Assessment Title, Admin Date, and Score.

Verify correct KG Homeroom Teacher and UID information.

**When only assessment data is loaded into the ODS and then prepared in the ECDS application, the report will display assessment data only.

**When only demographics and course section data are loaded into the ODS and prepared, report will display demographic and special programs information only.

Resolve all Incomplete Assessment Data listed on the report. This report should not display any data before you Complete the KG ECDS collection.

You may get the following error messages on the Incomplete Assessment Data report: ‘Required domain not reported’ or ‘All domains not reported’ if a District does not submit all parts of an assessment used in determination. Refer to Assessment Matrix for more information.

Click to edit Master title style9. Preview the ECDS reports (Cont.)54

Note: Only one PK Course/Section is linked to the Assessments. Therefore if you schedule multiple classes/subjects for PK, only one of those sections will be linked to an assessment on ECD0-000-006 Prekindergarten Data Submission. The other instances of the Course/sections will appear on this report. Review to make sure the students on this report are listed in ECD0-000-006 Prekindergarten Data Submission.

Note:• Run this report in 2016-2017 PK Collection now that 2017-2018 BOY KG data has been

completed, so you can see “Kindergarten Readiness” of your former 16-17 PK students.

• Run this report in 2017-2018 PK Collection after 2018-2019 BOY KG data has been completed, so you can see “Kindergarten Readiness” of your former 17-18 PK students.

• This report in 2018-2019 PK Collection will remain 0 until after 2019-2020 BOY KG data will be completed, so you can see “Kindergarten Readiness” of your 18-19 PK students.

Click to edit Master title style9. Finalize and Complete57

1. Early Childhood Contact clicks “Complete" button to submit their ECDScollection.(Superintendent doesn’t login and Approve submission)

2. User must check this box to acknowledge that their ECDS submission has been validated and reviewed for accuracy.

3. Then click the Confirm button to finalize their ECDSsubmission.

Click to edit Master title style10. If needed - Reset Data or Delete Utility58

If users would like to re-open either KG or PK ECDS collection, click on the 'Reset'button, which will reactivate the Prepare and Complete buttons.

Repeat Submission Steps as Needed.

Click to edit Master title style10. If needed - Reset and Delete Utility (cont)59

If needing to clear/delete data previously loaded use the Delete Utility in TSDS Navigate to TEAL > TSDS > Manage Data Loads > Delete Utility 2019 SUMR 1 (or 2019 SUMR2)

• Delete Student Record for PEIMS• Delete Staff Record for PEIMS

2019 TSDS Data Collection• "Delete All ECDS Assessment Data by Assessment Title for School Year in

TSDS”• “Delete All ECDS Assessment Data by Assessment Title for School Year in

TSDS for a Specific Student”• "Delete Student Snapshot Record for TSDS Collection - Interchange

StudentParentExtension”• “Delete all Assessment Data for an LEA” (Use only if you are not a

Dashboard GPS District)

Look up TIMS Knowledge Base Article on the eDM: Delete Utility TSDSKB-229Click here for Delete Utility Reload Guide. Scroll all the way to the bottom.

Resources

Click to edit Master title styleResourcesTIMS Knowledge Base articles: TSDSKB-229 eDM: Delete Utility TSDSKB-569 TPRI and Tejas LEE Paper/Pencil Assessments TSDSKB-379 eDM: Delete Utility Reload Guide TSDSKB-568 MOU/Partnerships TSDSKB-508 KG/PK Assessment Matrix TSDSKB-553 Valid KG and PK Service IDs for 18-19

Technical Resources: Texas Education Data Standards Section 10: Early Childhood Data System TEDS Business Rules explanations Region One ESC TSDS ECDS Weekly FCN e-mails. Contains ECDS Updates and a list of Known Issues

ESC Technical Support: ESC Early Childhood Program Support:Diana Perez Sergio Saenz Roel Garza

dperez@esc1.net sesaenz@esc1.net rgarza@esc1.net

956-984-6096 956-984-6090 956-984-6182

TEA ECDS Policy Questions: Howard Morrison, ecds@tea.texas.gov

TEA Early Childhood Data System

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Click to edit Master title styleResources (cont)62Reports Available in TPEIRPrekindergarten Report

State District/Charter Campus Data Download (district level)

Public Kindergarten Programs and Kindergarten Readiness State District/Charter Campus Data Download (district and region-level)

Click to edit Master title styleResources

Click to edit Master title styleResources

Click to edit Master title styleResources

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Questions & Discussion