Publishing Data to MSIS 2.0 ODS

Introduction

Publishing data is typically done at the school level. The LEA can publish data for all schools; however, the data is published to the state’s operational data store (ODS) per school. You can publish the resources at any time by clicking Run Now in the DEX Dashboard.

Additional setup is required to publish the K12 Organization > Calendar and K12 Student Academic Record resources. Refer to the Additional District Setup section.

Also, you must publish the K12 Organization from the District Office so that it publishes the LEA, the Schools, and the Calendars all together.

Dashboard

On the DEX Dashboard, several information columns notify you of any potential records with problems as well as the records queued for publishing.

These columns are:

• Processing – the publish data notification of Waiting indicates that the request to publish data has been made but is not yet being processed. A notification of Started indicates that the process has begun, and then the count of records identified for publishing and starting the process of data quality and dependency checks appears.

• Dependencies – the count of records that cannot be published because it is dependent on other data sequencing. For example, student demographic data must have a unique state identifier; course sections are dependent on courses, etc.

• Publishing - the count of records that passed data quality and dependency checks queued for publishing.

• Errors – the count of error messages received in response from the state system.

• Data Exceptions – the count of records with data quality issues that cannot be published.

  • Fatal count – the number of records that cannot be published because it does not meet minimum requirements.
    Action Required: Correct the data in PowerSchool.

  • Non-Fatal count – the number of records that are missing or incomplete but not critical for data publishing or successful operation of PowerSchool.
    Action Required: Review and correct in PowerSchool.

• Published – the count of records published for the category to the state’s ODS.

• Last Activity – the time elapsed since the last attempt to sync data to the state’s ODS.

After publishing data to the state’s ODS, you must review the Dashboard to resolve errors and dependencies.

The following are the functional buttons on the dashboard.

• Review – click to access the page to select the different views for the published data.

• Errors – if there are additional errors, a red Errors button appears instead of the blue Review button. Click Errors to access the page to view the errors.

• Run Now – click to download or publish data.

• Schedule – click to access the page to schedule on-demand publishing.

Publishing using the Run Now function

Run publishing from the DEX Dashboard.

1. On the start page, choose a profile under Data Exchange in the main menu. The DEX Dashboard appears.

2. Under the Publish Data section, click the Run Now button next to the data group that you are publishing.

3. From the Data Publishing Options menu, choose one of the following:

   • PUBLISH CHANGES - Run checks and publish valid changed or unpublished data. ***** Do not use *****

   • PUBLISH ALL - Run checks and publish all valid data. Note: Although other options are available, it is recommended to use Publish All only.

   • RETRY ERRORS - Retry publishing data currently marked with an error status. ***** Do not use *****

   • PUBLISH ERRORS - Run checks and publish data currently marked with an error status. ***** Do not use *****

   • PUBLISH DEPENDENCIES - Run checks and publish data currently marked with a dependency status.

   • PURGE UNPUBLISHED - Remove the data identified for publishing that has never been published. ***** Do not use *****

   • UNPUBLISH INELIGIBLE - Send delete events for published records that are no longer eligible. ***** Do not use *****

   • INITIATE RECONCILIATION - Download current MSIS 2.0 ODS data to facilitate reconciliation. ***** Do not use *****

4. Click Submit.

Reviewing Published Data, Dependencies, or Errors

Publish data views allow you to drill down to the details of the data to be published. The views include Statistical Summary, Published, Dependencies, and Errors. For each data group in the published data list,

1. Click either the Review or Errors button next to the data group. The Review page appears.

2. Select a view option from the Choose Category menu. Examples of the selections available may include but are not limited to:

   • Statistical Summary: by data type, total missing data, total dependencies, total publishing, total errors, last update, and total published.

   • Published: a detailed list of the data successfully published to the state’s ODS.

   • Dependencies: a detailed list of records that cannot be published to the state’s ODS because it is dependent on other data sequencing.

   • Errors: a list of error messages associated with publishing data. These messages are received from the state system in response to the publishing data. In some cases, these errors may be difficult to interpret and may only be useful for PowerSchool support and Development teams.
     When there are errors, a red Errors button appears next to the data group. Click the button and the Review page appears. Select the Errors view from the Choose Data View menu.

3. Select the resource view from the Choose Data View menu.

4. Click the Clear Cache button located on the bottom right of the results panel to ensure that you are not looking at old data and attempting to fix a problem that no longer exists.

5. Each column has a filter icon to use to specify the filters you want to be applied. Sort the data by clicking on the heading for each column. Data views are read-only.

6. Click Export to export the data results to an Excel spreadsheet.

Summary View

The Summary View provides the cumulative statistics for publishing a resource and related information to the MSIS 2.0 ODS.

1. Click either the Review or Errors button next to the data group with dependencies record count greater than zero.

2. Select Summary from the Choose Category menu.

3. Select the resource view from the Choose Data View menu.

4. Click the Clear Cache button located on the bottom right of the Results panel to refresh the page.

5. Click Export to export the data results to an Excel spreadsheet.

Published View

The Published View provides a detailed list of the resources successfully published to the state’s ODS.

1. Click either the Review or Errors button next to the data group with a published record count greater than zero.

2. Select Published from the Choose Category menu.

3. Select the resource view from the Choose Data View menu.

4. Click the Clear Cache button located on the bottom right of the Results panel to refresh the page.

5. Resolve the dependencies in PowerSchool, if applicable. Examples of types of dependencies that may be encountered:

   • Student demographic records must have a unique state identifier.

   • Student course section records must first have a course record published.

   • The school calendar must have calendar dates and a district calendar.

   Note: There will be times when you will not have to do anything but wait for all the data to finish publishing to resolve the data dependency. Other times, dependent data may have data quality issues and will not be published until the problem is corrected. You can view the details of data quality issues on the Exceptions View.

6. Click Export to export the data results to an Excel spreadsheet.

Dependencies View

Before PowerSchool data is submitted to the state as published data, the data is validated using a set of rules that are defined by the specifications intended for data dependencies.

If dependencies are found, the DEX Dashboard will display record counts in the Dependencies column.

1. Click either the Review or Errors button next to the data group with dependencies record count greater than zero.

2. Select Dependencies from the Choose Category menu.

3. Select the resource view from the Choose Data View menu.

4. Click the Clear Cache button located on the bottom right of the Results panel to refresh the page.

5. Resolve the dependencies in PowerSchool, if applicable. Examples of types of dependencies that may be encountered:

   • Student demographic records must have a unique state identifier.

   • Student course section records must first have a course record published.

   • The school calendar must have calendar dates and a district calendar.

   Note: There will be times when you will not have to do anything but wait for all the data to finish publishing to resolve the data dependency. Other times, dependent data may have data quality issues and will not be published until the problem is corrected. You can view the details of data quality issues on the Exceptions View.

6. Click Export to export the data results to an Excel spreadsheet.

Errors View

Before PowerSchool data is submitted to the state as published data or requested from the state, the data is validated using a set of rules that are defined by the state and embedded in PowerSchool. If information is missing or data quality issues are found, the DEX Dashboard will display record counts in the Errors column.

1. Click either the Review or Errors button next to the data group with data exceptions record counts greater than zero. The Review page appears.

2. Select Errors from the Select Area to Review menu.

3. Select the resource view from the Choose Data View menu.

4. Click the Clear Cache button located on the bottom right of the Results panel to refresh the page.

5. Resolve the errors in PowerSchool, if applicable. Examples of types of errors that may be encountered are:

   • The student is missing or the student has an incorrect mailing address.

   • The school calendar is missing the required data.

   • The students missing the required data are yet to receive a unique state identifier.

6. Click Export to export the data results to an Excel spreadsheet.