Skip to main content
Skip table of contents

Synchronizing Data Available and Events

Introduction

This section explains the data that is synchronized between PowerSchool and PASI and the steps completed during the synchronization process.

Effective January 31, 2019, PowerSchool handles Entry Codes, Exit Codes, Exit Dates and cancelled enrolments as follows:

  • Submits all Entry Codes to PASI with the code 800: Not Provided, regardless of the Entry Code selected in PowerSchool.
  • Does not send Exit Codes as they are no longer collected by PASI.
  • Sends the Exit Date immediately.
  • Submits cancelled enrolments to PASI as Created in Error
  • Deletes Created in Error enrolments after 30 days

Auto Synchronization

This process automatically synchronizes data between PowerSchool and PASI as changes happen in both systems. This process is divided into two parts:

  • Changes in PowerSchool that generate events/transactions and are submitted to PASI Core directly.
  • Changes in PASI that are notified to PowerSchool and saved to the local PASI data store.

How Data Events are Generated

When Event Monitoring is active, any change in PowerSchool generates an event. Events are transactions created due to adds, updates, and deletes performed on data in PowerSchool. These events are queued in the order they are created and are submitted to PASI during the Data Events Synchronization process.

The basic steps performed during the Data Event Synchronization are:

  1. When a change is made in PowerSchool, an event record for the change/update is created in the PowerSchool database (PSSR_Data_Event_Queue table). Each change is stored as a separate event (there may be multiple events). When there is an event, a connection is made to PASI from PowerSchool. Each event waits in the queue to be submitted with PASI.
  2. PowerSchool “polls” the data events queue at regular intervals. Polling is configured using the PowerSchool Data Event Polling Interval field on the Synchronization Settings page and PowerSchool determines if there is data available to synchronize.
    • If there are changes made at the ministry level, PASI sends a list of ASNs for students with updates. Normally, student data is not updated at the ministry level.
    • If there are changes made in PowerSchool (unprocessed events in the PSSR_Data_Event_Queue table), synchronization is required.
    If changes are available in PowerSchool, PASI, or both systems, PowerSchool compares the events. Each data element is associated with a version number. PowerSchool compares the version of the data, as well as value, such as “Caution” for Restriction Type. For example, the version of a particular Restriction Type value for a student may be 2 in PASI end and 2 in PowerSchool. If the Restriction Type is updated, then a new value is saved and the version is incremented to 3 in both PASI and PowerSchool.
    • If the version is the same, then the records are the same, and PowerSchool sends the changes to PASI. The data is synchronized and the version number is incremented on both systems.
    • If the version is different, then data is not sent because the data was updated on one end and not on the other. In this case, you must run the hash synchronization process.
    • If student demographic or enrolment data is deleted from either PASI or PowerSchool, the data is synchronized during the next synchronization process.

Back to Top

How Data is Synchronized

PowerSchool is notified of changes in PASI as they occur. PASI also notifies PowerSchool of all submits that PowerSchool makes to PASI. The Data Available Synchronization processes these changes and keeps the local PASI data store up-to-date; it uses a “long polling” approach, which is a special method of waiting for changes in PASI.

The basic steps performed during the Data Available Synchronization are:

  1. PowerSchool calls PASI to check for any changes to data at a regular interval and waits for a response from PASI. This is set using the PASI Data Available Wait Time field on the Synchronization Settings page.
  2. When there is data available, PASI responds with the PASI System Identifiers and their related PASI core version numbers.
  3. PowerSchool processes this information and checks for version numbers in the local PASI data store. If the version numbers are different, PowerSchool sends requests for more information to PASI Core using the appropriate service calls. For example, if student demographic information has changed then it makes calls to GetStudent service. If enrolment information is changed then it makes calls to GetStudentSchoolEnrolment service, and so on.
  4. PowerSchool performs comparisons between data in PowerSchool and the data received from PASI. If there are any differences, it notifies the user via Core Alert Conflicts and Failures for DEM_ENR or Core Alert Conflicts and Failures for SCM.
  5. PowerSchool calls PASI again to check for any changes and waits.

PowerSchool is always waiting for any changes to occur in PASI Core and promptly synchronizes all the updates available.

Back to Top

Hash Synchronization

This process uses a hash function on all the PASI data associated with the school authority and all the data in PowerSchool and tries to match them, which ensures that all the data between PowerSchool and PASI is current and up-to-date.

The Hash Synchronization job must be scheduled to run at least once every day.

To schedule the Hash Synchronization daily:

  1. Navigate to the Synchronization Settings page.
  2. Scroll to the Hash Synchronization section.
  3. Set Hash Synchronization to On.
  4. Set the Scheduled Time to Hourly or Daily.

Back to Top

Understanding the Hash Synchronization Process

There might be situations where PowerSchool is missing data that it should have (or have data that it should no longer have). This situation usually occurs when students move between schools and school authorities, and association for these students is gained or lost. In this case, the Hash Synchronization is used to identify differences between PowerSchool and PASI. The Hash Synchronization process generates a MD5 Hash value for each object type that is currently being synchronized based on the versions of data in PowerSchool. The object types are:

  • School Authority & Schools
  • Student & Student Status (Core Alerts)
  • School Enrollment & School Enrollment Status (Core Alerts) – by school year.

The PASI Direct Connect client sends with its request a MD5 hash of the all object versions PowerSchool has of a specific data notification type (i.e. loop through all the students and create a hash of the object version).

This hash value is sent to the PASI to determine if the values that PowerSchool has are the same as the values in PASI.

  • If these hash values match that means everything is synchronized.
  • If these hash values differ (and the MaxPASICoreVersion match) then PowerSchool is out of sync with the PASI.
    • In this scenario, the PASI returns a full list of IDs and PASICoreVersions for the requested object type.
    • The PASI Direct Connect client then compares each Id and PASICoreVersion to the local list and determines which record(s) have a greater PASICoreVersion in PASI.
    • Once it finds the record(s), it processes it as an incoming update from PASI (adds, updates, or deletes) and recalculates the MD5 Hash all over. At this time, all the Hash values are expected to match.
      • If the Hash matches, then the system resynchronized and matched.
      • If the Hash does not match, then the system is resynchronized but the Hash failed.
        • Sometimes the Daily Hash is not able to resolve itself using one run because of many changes occurring in the system. Therefore, it is okay to re-run a Hash On-Demand to resolve it.
  • If these hash values differ (and the MaxPASICoreVersion also differ) that means newer updates are available and that we need to process Regular Synchronization.
    • In this scenario, a message displays in the synchronization log indicating that updates are available for that data notification type and the Hash synchronization is not processed.

A typical matched Hash looks like this in the logs:

Created hash e6d4ca8c419b514dd159afe7c5eb5c71 for Student

Created hash 934df183c7fdb9e3faea4a30c6d8e315 for StudentSchoolEnrolment.2014

Created hash c276ec5bfb7525e12bc435539da3d966 for StudentSchoolEnrolment.2015

Created hash a6671d6fff0c54cac143b6f048669d6f for StudentSchoolEnrolment.2012

Created hash 56abc7b64c13d9da5f34758dff10d490 for StudentSchoolEnrolmentStatus.2015

Created hash b7400b16dddfab9cd6af45b5cb29395e for StudentSchoolEnrolment.2013

Created hash 0f4a7d02f39da866c5a4d51b87ae4196 for StudentSchoolEnrolmentStatus.2014

Created hash f357c237765940716652e21a20e3ec3f for StudentStatus

Created hash b2a828544384a6c0b5b73ef8bac277a5 for StudentSchoolEnrolmentStatus.2013

Created hash 8509cd4c1abac52fc247640411c8aab9 for School

Created hash e794597fbee6926cac8f102df1b03f68 for StudentSchoolEnrolmentStatus.2012

Created hash 17dfb35d541ecd9c5f9ca94256904641 for SchoolAuthority

IsDataAvailiable Response is null or empty. Hash Matched.

Back to Top

Understanding Hash Synchronization Statuses

When a Hash Synchronization is run, it results in any one of the following statuses:

Match ResultDescription

Matched

Indicates that every version of data in PowerSchool data matches PASI.

Resynced Matched

Indicates that every version of PowerSchool data matches PASI after doing a complete resynchronization from the data in PASI.

Resync Required

Indicates that some data in PowerSchool does not match PASI even after doing a complete resynchronization from PASI.

Error

Indicates that the Hash Synchronization process encountered an error.

Back to Top

Synchronization Queue

Synchronizing data between PowerSchool and PASI is the main objective of PASI Direct Connect. Synchronization is achieved by processing different jobs. The Synchronization Queue provides a history and status of all the synchronization jobs. The different synchronization jobs are:

  • Load Local Copy
  • Initial Synchronization – Manual
  • Data Available Synchronization
  • Data Event Synchronization
  • Hash Synchronization – Manual
  • Hash Synchronization
  • Maintenance

The Keep Synchronization History setting on the Synchronization Settings page provides the ability to set the amount of history maintained.

To view the synchronization queue:

  • On the PASI Configuration page, under Functions, click Synchronization Queue.

To perform additional functions on the synchronization queue:

  • To filter results: Under Filter, select the Job Name page, and click Apply Filter.
  • To sort results: Click the column heading.
  • To browse pages: Click the pagination controls, located at the end of the results. By default, 50 items are listed per page.
  • To automatically refresh the Synchronization Queue page: Click the down arrow next to the Refresh button and set a time to automatically refresh.

To restart PASI services, click Restart Data Available or Restart Data Event. Restarting PASI services cancel the corresponding service and restart it as soon as possible.

It may take up to 30 minutes to restart some services.

Important: Administrators must review the Synchronization Queue regularly to check for errors on the synchronization processes, especially the Hash Synchronization.

Back to Top

Event Queue

Any changes – add, update, or delete – to Alberta-specific student demographics and enrolment data generates events. These events are queued in the order they are generated, and are sent to PASI during submission of data events as part of the Regular Synchronization process.

The Event Queue provides a mechanism to view all the events that were generated and a status on their processing. Events are processed near real-time based on the Data Event Polling Interval set on the Synchronization Setting page.

Viewing Events

To view the event queue:

  1. On the Start Page, under Setup, click System. The System Settings page appears.
  2. Click Plugin Management Configuration. The Plugin Management Dashboard page appears.
  3. Locate 15 and click PASI Direct Connect. The PASI Direct Connection Setup page appears.
  4. Under Function, click Additional PASI Settings. The PASI Configuration page appears
  5. Click Event Queue. The Event Queue page appears.
  6. Click Get Events. All events are displayed.

Important: Administrators must ensure that there are no unprocessed events in the Event Queue. Any unprocessed events in the Event Queue must be reviewed regularly.

Searching for Events

Use this functionality to filter the Events generated in PowerSchool that are sent up to PASI.

  1. Navigate to System > Plugin Management Configuration > PASI Direct Connect > Additional PASI Settings.
  2. Click Event Queue.
  3. Under Filter, enter information using one or more of the search options, and then Click Get Events:
FieldDescription

Category

Choose the event category from the pop-up menu:

  • Student
  • Enrolment
  • Course (this option and the following were added for Phase 2)
  • Section
  • Course Enrolment
  • Course Mark
  • Course Mark Approval
  • Evaluated Mark Approval
  • Student External Credentials

If left blank, all events categories are included.

Status

Choose the status from the pop-up menu:

  • Unprocessed (default)
  • In Progress
  • Processed
  • Discarded

If left blank, all statuses are included.

Event ID

Enter an Event ID to look up a particular event.

ASN

Enter an Alberta Student Number (ASN) to list all events related to that student only.


The results contain the list of Events that match the criteria, as follows:

FieldDescription

Event ID

The unique number of the event when it was generated.

Action

Indicates the action taken by the user. The values are:

  • Insert
  • Update
  • Delete

Event Type

Indicates the record type on which the event was generated. The values are:

  • Student
  • Current Enrollment
  • Previous Enrollment
  • Concurrent Enrollment
  • Student External Credentials

IDs

Indicates the ID of the record on which the event was generated.

ASN

Indicates the ASN of the student whose data was added, updated, or deleted.

Date Created

Indicates the date when the event was created.

Date Processed

Indicates the date when the event was processed.

Process Attempts

Indicates the number of attempts made before processing the event. This is applicable to Student events only.

Created By

Indicates the user who created the event.

Status

Indicates process state of the event. The values are:

  • Unprocessed
  • In Progress
  • Processed
  • Discarded

Fields

Provides a snapshot of all the required data elements, including their before and after values at the time of the event.

Delete events do not contain any snapshot data.


  • To sort the results, click the column heading.
  • To browse events, click the pagination controls, located at the end of the results. By default, 50 items are listed per page.

Back to Top

Data Elements Synchronized

The following data elements are synchronized between PowerSchool and PASI. See Viewing the PASI Student Profile for details regarding data in the student’s full/limited profile.

Student Demographic Data

  1. Name and Identification information – Other Name, Legal Name, Gender, Birth Date, Document Number, Document type, and Issue Date.
  2. Contact Information – Preferred Mailing Address, Permanent/Other Mailing Address, and Preferred Phone Number.
  3. Other Information – Disclosure Restrictions, Citizenship, Section 23 Eligibility, Deceased.
Section 23 Eligibility is synchronized for certain school authorities only.

Student Enrolment Data

  1. Basic Enrolment – School Year, School Code, Grade Level, ASN, Start Date, Exit Date, Registration status, Registration type, etc.
    • Exit Date is derived from the last In-Session Day on the school calendar.
  2. Extended Enrolment – Registration entry status, Resident board, FNMI, Enrolment type codes, Grants program codes, Exception codes, French hours of instruction.

Course Enrolment Data

  1. Course Enrolment – Enroll Date, Exit Date, Funding Requested, Course Enrollment Status, Instructions Minutes Recieved, Dual Enrollment, External Credential Eligible, Exam Writing Center (Override).
  2. Course Mark – Grade, Percent, Potential Credit Hours, Mark Assignment Date, Mark Approval.

Evaluated Mark Data

  • Evaluated Mark – Grade, Percent, Potential Credit Hours, Funding Requested, Course Evaluation Method, Course Evaluation Province, Mark Assignment Date, Mark Approval.

Course Data

  • Course – Course Name, Course Number, Alternate Course Number, Credit Hours, Diploma Course, Career Technology Studies, Subject Codes, Exclude from Class Size Reductions, French Instruction Hours Required.

Terms Data

  • Term – First Day, Last Day, Alternate Term Code, Final Mark Store Code, Exclude Events.

Section Data

  • Section – Term, Section Number, Funding/Delivery Schedule, Primary Delivery Method, Instruction Language, Instructional Minutes Offered, External Credential Eligible, Section Term (Override), Exam Registration Date, Exam Writing Center, Class ID, CSIS Mulitple Grades Selection (If Required).

Back to Top

Updating Historical Enrolments

PASI Direct Connect provides a mechanism to update historical enrolments in PASI from the Edit Previous Enrollment page. Historical enrolments are school enrolment records that are not in the current school year but are in a previous school year. PASI requires that you provide the reason for changing a historical enrolment.

To make changes to historical enrolments:

  1. On the Edit Previous Enrollment page, edit any of the enrolment related fields.
  2. Under the Change Information section, enter the Reason and Comments.
  3. Click Submit.

The following information can be updated:

Sections

  • Basic information - Course Number, Section Description, Term, Credits Offered, Start Date and End Date
  • Alberta-specific information - Funding/Delivery Schedule, Primary Delivery Method, Instructional Language, Instructional Minutes Offered

Course Enrolment

  • Basic course enrolment information - Section Reference, Credits Attempted, Entry Date and Exit Date
  • Alberta-specific course enrolment information - Funding Requested, Course Enrolment Status, Instructional Minutes Received, Dual Enrollment
  • Course mark information - Mark Type, Mark Value, Mark Assignment Date

Evaluated Marks

  • Basic evaluated mark information - Course Number, Credits Attempted, Mark Type, Mark Value
  • Alberta-specific information - Evaluation Method, Evaluation Date

Back to Top

Force Synchronization

PASI Direct Connect provides a mechanism to forcefully push student and enrolment data in PowerSchool to PASI core. Force synchronization may be required when:

  • Data in PowerSchool is accurate but PASI has changed by another school authority, especially in cases of concurrently enrolled students. This can also occur when a ministry or authority user changed data directly using PASI Prep.
  • A change made in PowerSchool was not submitted to PASI due to a failure or rejection, or there was no event generated in PowerSchool.
  • There is a core version conflict and the version of data in PowerSchool is not equal to the version of data in PASI.


Force synchronization is separate functionality for student demographic data and student school enrolment data and behaves differently for each, due to the nature and ownership of the data. Force Synchronization functionality is designed for special use only; therefore, to use it you must have the Synchronization permission for the PASI Direct Connect enabled.


Force Synchronizing Student Demographic Data

The force synchronization process is performed on all student demographics, such as names, addresses, phone number, and so on. Data between PowerSchool and PASI is compared, just like regular synchronization. If the data is different, that information is updated in PASI.

It is important to review the demographic data in PASI after performing this function.

To use force synchronization on student demographic data:

  1. On the State/Province – AB page, click Force Sync.
  2. Click Confirm Force Sync to complete the request. The result of the force synchronization displays.
  3. Click Back.
  4. Click Student Profile to check the data submitted to PASI.
  5. Click the Student Audit tab to review the transactions.
The force synchronization results may display multiple lines for address and phone number. This is because the old information must be expired before adding new items.

Force Synchronizing School Enrolment Data

This function is performed on a specific enrolment like current, previous, and concurrent. The existing enrolment data is compared, just like regular synchronization. If the data is different, that enrolment is updated in PASI. The force synchronization process is run on individual enrolment, not all enrolments.

It is important to review the enrolment data in PASI after performing this function.

To use force synchronization on school enrolment data:

  1. On the appropriate enrolment page, click Force Sync.
  2. Click Confirm Force Sync to complete the request. The result of the force synchronization displays.
  3. Click Back.
  4. Go to the State/Province – AB page, and click PASI Student Profile.
  5. Click the School Enrollments tab to check the data submitted to PASI.
  6. Under Audit, click View to view the enrolment audit history.


Back to Top

Force Synchronizing Course Enrolment Data

The force syncronization process is performed on specific course enrolments. The existing course enrolment data is compared, just like regular synchronization. If the data is different, that enrolment is updated in PASI. The force synchronization process is run on individual course enrolments, not all enrolments.

It is important that you review the enrolment in PASI after performing this function.

To use force synchronization on course enrolment data:

  1. Click the All Enrollments link
  2. Beside the course enrolment click Edit
  3. On the Edit Enrolment Record page, click Force Sync.
  4. Click Confirm Force Sync to complete the request. The result of the force synchronization displays.
  5. Click Back.
  6. Go to the State/Province – AB page, and click PASI Student Profile.
  7. Click the Course Enrollments tab to check the data submitted to PASI.
  8. Under Audit, click View to view the enrolment audit history.

Force Synchronizing Stored Grades Data

This function is performed on specific course stored grades. The existing stored grades data is compared, just like regular synchronization. If the data is different, that stored grade is updated in PASI. The force synchronization process is run on individual stored grades, not all stored grades.

It is important that you review the enrolment in PASI after performing this function.

To use force synchronization on course/evaluated mark data:

  1. Click the Historical Grades link
  2. Click the Grade value.
  3. On the Edit Stored Grade page, click Force Sync.
  4. Click Confirm Force Sync to complete the request. The result of the force synchronization displays.
  5. Click Back.
  6. Go to the State/Province – AB page, and click PASI Student Profile.
  7. Click the Course Enrollments tab to check the data submitted to PASI under Mark Value.
  8. Under Audit, click View to view the enrolment audit history.
  9. Click the Evaluated Marks tab to check the data submitted to PASI for grades without a course enrolment.
  10. Under Audit, click View to view the evaluated mark audit history.

Back to Top

Records Matching Criteria

The matching process is critical to the synchronization process. PASI Direct Connect requires that every record – student or enrolment – be matched so that it can start synchronizing and submitting data to PASI.

Student Records Matching Criteria

The student matching criteria is based on the Alberta Student Number (ASN). PowerSchool compares the State Student Number field in PowerSchool to the ASN received from PASI and links the students.

Ensure that the correct ASN is assigned to the students in PowerSchool to avoid mismatches. If a student is missing an ASN, PowerSchool is not able to match that record and Conflict # 1000 = No match found for student is displayed.

Enrolment Records Matching Criteria

The enrolment matching has more complex rules based on Current, Previous, or Concurrent enrolments. If enrolments are missing any of the matching criteria, PowerSchool is not able to match that record and Conflict # 2400 = No match found for enrolment will be displayed.

Current Enrolment Records

In PowerSchool, this record is in the Students table and the Enroll Status field maps direct to the Registration Status field.

The Enroll Status field is not present on the student’s previous enrolment record.
PASIPowerSchool

Alberta Student Number

[Students]state_studentnumber

Alberta School Code

[Students]schoolid or [Schools]stateprid

Registration Type

[S_AB_STU_X]RegistrationType

Registration Start Date

[Students]entrydate

Registration Status

[Students]enroll_status

Refer to PASI Registration Status and PowerSchool Enroll Status, below.

Previous Enrolment Records

In PowerSchool, these records are in the Reenrollments table and the Enroll Status does not exist.

PASIPowerSchool

Alberta Student Number

[Students]state_studentnumber

Alberta School Code

[Reenrollments]schoolid or [Schools]stateprid

Registration Type

[S_AB_REN_X]RegistrationType

Registration Start Date

[Reenrollments]entrydate

Registration Status

Derived

Refer to PASI Registration Status and PowerSchool Enroll Status, below.

Concurrent Enrolment Records

In PowerSchool, this record is in the S_AB_STU_ConcurrentEnrollments_C child table and the Enroll Status does not exist.

PASIPowerSchool

Alberta Student Number

[Students]state_studentnumber

Alberta School Code

[S_AB_STU_ConcurrentEnrollments_C]Cchoolid or [Schools]stateprid

Registration Type

[S_AB_STU_ConcurrentEnrollments_C]RegistrationType

Registration Start Date

[S_AB_STU_ConcurrentEnrollments_C]EntryDate

Registration Status

Derived

Refer to PASI Registration Status and PowerSchool Enroll Status, below.

Back to Top

Course Enrolment Records Matching Criteria

The course enrolment matching has complex rules based on Course Code, Term, Entry Date, and Course Enrollment Status. If course enrolments are missing any of the matching criteria, then PowerSchool will not be able to match that record and Conflict # 3100 = No match found for course enrolment will display.

Course Enrolment Records

In PowerSchool, this record is in the CC table.

PASIPowerSchool

Alberta Student Number

[CC]State_Studentnumber

Alberta School Code

[CC]Schoolid or [Schools]Stateprid

Course Code

[CC]Course_Number

Entry Date

[CC]EntryDate

Term

[CC]TermID

Course Enrollment Status

[CC]AB_Course_Cmp_Sta_Cd

Back to Top

PASI Registration Status and PowerSchool Enroll Status

Synchronization of enrolment records requires special consideration of the Registration Status field in PASI. This section describes the business rules for processing the Registration Status field on current, previous, and concurrent enrolment records.

Current Enrolment Records

In PowerSchool, the current enrolment record is in the Students table. The Enroll Status field in the Students table maps directly to the Registration Status field.

The Enroll Status field is not present on the student’s previous enrolment record.
PASI Code ValueBusiness Rule to translate PS Code Value

Registered

If Enroll Status is -1 = Pre-registered: Registration Status is Registered in PASI, Entry Date is in the future with an Entry Code of 800: Not Provided and Exit Date is the day after the last day of school.

Active

If Enroll Status is 0 = Active: Registration Status is Active in PASI. Entry Date is in the present or the past with an Entry Code of 800: Not Provided and Exit Date of the day after the last day of school.

Withdrawn

If Enroll Status is 1 = Inactive or 2 = Transferred Out: Registration Status is Withdrawn in PASI. The student must have an Exit Date not equal to the day after the last day of school.

Cancelled

If Enroll Status is 1 = Inactive or 2 = Transferred Out, but the exit date is equal to the entry date, then the student is a No Show

Completed

If Enroll Status is 1 = Inactive, 2 = Transferred Out, the Exit Date is not blank.

Completed

If Enroll Status is 3 = Graduated and the Exit Date is not blank.

Created In Error

Displays when an enrolment is canceled or deleted. Created in Error enrolments are deleted after 30 days.

Closed

If Enroll Status is -2 = Inactive, or 4 = Imported as Historical: Is set to Closed in PASI.

Previous Enrolment Records

In PowerSchool, previous enrolment records are in the Reenrollments table. The Enroll Status field does not exist in this table; therefore, all edits to these records are based on the entry date, entry code, and exit date. There are no active or pre-registered records processed for previous enrolments in PowerSchool.

PASI Code ValueBusiness Rule to translate PS Code Value

Withdrawn

The record has an Exit Date not equal to the day after the last day of school.

Cancelled

If the record has an Exit Date equal to the entry date, then the student is a No Show.

Completed

The record has an Exit Date that is not blank.

Created In Error

Displays when an enrolment is canceled or deleted. Created in Error enrolments are deleted after 30 days.

Concurrent Enrolment Records

In PowerSchool, concurrent enrolment records are in the ConcurrentEnrollments virtual table. The Enroll Status field does not exist in this table; therefore, all edits to these records are based on the entry date, entry code, and exit date.

PASI Code ValueBusiness Rule to translate PS Code Value

Registered

The record has an Entry Date in the Future with an Entry Code, and has an Exit Date of the day after the last day of school.

Active

The record has an Entry Date in the Present or the Past with an Entry Code of 800: Not Provided, and has an Exit Date of the day after the last day of school.

Withdrawn

The record has an Exit Date not equal to the day after the last day of school.

Cancelled

If the record has an Exit Date equal to the Entry Date, then the student is a No Show.

Completed

The record has an Exit Date that is not blank.

Created In Error

Displays when an enrolment is canceled or deleted. Created in Error enrolments are deleted after 30 days.

Back to Top

PASI Maintenance Process

PASI Core restarts every morning at 3:00 AM Mountain Time. During this time PASI Core is unavailable, which is when PowerSchool runs some maintenance jobs required for PASI Direct Connect. These jobs are primarily related to cleaning up orphaned items and invalid core alerts, and archiving data events.

The PASI Maintenance Process begins at 3:00 AM and performs the following actions:

  • deleteUnmatchedStatuses: Deletes unmatched statuses on demographics/enrolment records as well as school course mark records.
  • deleteAccessDeniedStatuses: Deletes access denied statuses for students to which the district no longer has access.
  • deleteSchoolCodeChangeStatuses: Deletes school code change statuses for student who have changed their school of enrolment.
  • deleteOrphanedStudentPO: Deletes orphaned student info records from the local copy.
  • updateOrphanEnrolmentEvents: Updates orphaned school enrolments events.
  • updateOrphanCourseEnrolmentEvents: Updates orphaned course enrolment events.
  • updateOrphanEvaluatedMarkEvents: Updates orphaned evaluated mark events.
  • updateOnHoldEnrolmentEvents: Updates on hold enrolment events when a student’s school enrolment entry date is less than or equal to the current date.
  • createConcurrentEnrolmentActivationEvents: Creates concurrent enrolment activation events to create data events for concurrent school enrolments in preregistered on the start day of the enrolment.
  • createCurrentEnrolmentActivationEvents: Creates current enrolment activation events to create data events for school enrolments in preregistered on the start day of the enrolment.
  • createCourseEnrolmentActivationEvents: Creates course enrolment activation events setting records with dates in the future to Registered status in PASI.
  • discardCourseEvents: Discards course events, because course updates are not currently supported.
  • updatePreKStudentEnrolmentEvents: Updates pre-k student enrolment events from enrolment status 0 to enrolment status 4 so events are no longer generated on these students.
  • checkCertificates: Checks certificates generates emails when the PASI certificates are about to expire.
  • deleteOldCoreAlerts: Deletes old core alerts from previous years that can no longer be resolved.
  • getCourseEnrolmentsWithoutEnrollments: Creates data events for all course enrolments with enrolment refid in PowerSchool that do not have an enrolment refid in the local copy. The data event forces an object comparison that will detect the enrolment missing diff and submit a update to PASI.
  • updateDuplicatedRecords: Clears SCM records when the local copy contains records with the same refid and one has a local ID as null.
  • SCM Unmatched Conflicts: Clears the not matched status messages caused by duplicated records in the local copy.
  • updateArchiveEvents: Archives events on the PSSR_DATA_EVENT_QUEUE table.

Back to Top

Core Alerts (Status Messages) Synchronization

This process synchronizes the Core Alerts that are generated by the PASI Core and made available to PowerSchool. This is used to acknowledge the status of the

  • Student demographics
  • Enrolment data
  • Sections
  • Course Enrolments
  • Evaluated Marks

by indicating that the users recognize the issue and are working towards a resolution, or have confirmed that the data is accurate as submitted.

Important: If there are Work Items in PASI that do not Display in PowerSchool this is expected behavior. These warning and advice items are generated after a SIS file upload on the Student Demographics and the information does not match the PASIprep workspace. These core alerts do not synchronize with PowerSchool. Users are required to clear out the work space in PASIprep and going forward no longer use SIS file uploads.

The following steps outline how to remove unwanted Work Items in PASI that do not display in PowerSchool.

  1. Log into PASIprep application.
  2. Under the Student Personal menu click View Student Personal (School Workspace).
  3. Click the Clear All Students button.

Synchronization Process

The following process automatically synchronizes Core Alerts between PowerSchool and PASI.

  1. PowerSchool determines if there is data available to synchronize the Core Alerts.
  2. If data is available in PASI, the PASI Client imports the messages into PowerSchool.
  3. The Student Status and Student School Enrolment Status objects are updated if the Core Alerts associated with the student and/or student school enrolment have changed.
    • This change may be the result of updates to the student or the student school enrolment objects themselves, or may be caused by other conditions including the passage of time.
  4. If the user has updated the status on the Core Alerts to Acknowledged or In Progress, then PowerSchool synchronizes these changes to PASI.

Back to Top

Synchronization Error Logging

Use the following logs to view messages regarding the synchronization process.

Log TypeLog File Name and Description

Runtime Log

pasi-runtime.[datestamp].log

The pasi-runtime log lists all the process related messages that are encountered during data synchronization between PASI and PowerSchool. It contains successful and rejected messages. PowerSchool calls PASI at regular intervals.

  • Minimum - Log critical errors
  • Warning - Log errors and warnings
  • Normal - Log errors, warnings and useful information
  • Debug - Log everything

Synchronization Log

pasi-sync.[datestamp].log

The pasi-sync log lists unsuccessful calls made between PASI and PowerSchool. Each record has an error message indicating the reason the call failed. Use the sync log to determine if records are sent successfully. The student’s ASN is listed with each demographic record. A different unique identifier is listed with each enrolment record.

Messages Log

pasi-messages.[datestamp].log

The pasi-messages log lists all web service calls made between PASI and PowerSchool, both successful and rejected calls. PowerSchool calls PASI at regular intervals. This log file is only required when troubleshooting with PowerSchool Technical Support.

Events Log

pasi-events.[datestamp].log

The pasi-events log lists all events that occur in PowerSchool when event monitoring is active. This log file is only required when troubleshooting with PowerSchool Technical Support.

  • Minimum - Log critical errors
  • Debug - Log everything

Initial Synchronization

pasi-initialization.log

  • pasi-init-unmatched-enrolments.tab
  • pasi-init-unmatched-students.tab
  • pasi-init-diff-students.tab
  • pasi-init-diff-enrolments.tab

The pasi-initialization log is unique and is created only when the Initial Synchronization process is run. It contains a list of all the data differences between PASI and PowerSchool. For details, refer the Initial Synchronization section.


Hash Synchronization

  • pasi-hash-data.tab (contains all the data from PASI that comes back when the hash fails)
  • pasi-hash-data-ps.tab (contains all the data from PowerSchool on the same hash failure)

Downloading Log Files

  • In a standalone server configuration, all log files are located in the Program files/Powerschool/logs/tomcat-oltp/ folder.
  • In a server array configuration, all log files are located on the network share in the PASI folder

To download log files:

  1. On the Log Settings page, click Download Log Files. The Download Log Files page appears with the list of available log files.
    • To sort the files, click a column heading.
  2. Under File, click the file name.

Back to Top

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.