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Ed-Fi Reporting Implementation

Contact TDoE

  • Submit a case via Fresh Service to request access credentials for Ed-Fi Reporting, please allow at least one week for processing of the request.
    • Case Subject: Request Access to Production Ed-Fi
    • Include the following in the case description:
      • District Name
      • SIS Vendor: PowerSchool
      • District Number
      • District Contact Name
      • District Contact Phone Number
      • Start Date for Ed-Fi Publishing

Data Prep

The setup required for Ed-Fi aligns with EIS requirements. See the State Reporting Setup section of this guide for detailed instructions.

  • Verify Attendance Code Category and Attendance Codes are configured properly
  • Verify an Instructional Program Number has been entered for each school
    • District Setup > School/School Info > [School Name] > Click HERE to Create/Edit Instructional Program Entries
  • Verify the Alternate Course Number field is populated with a valid TN Course Code
  • Verify the following for each reportable staff member:
    • Gender
    • DOB
    • Work Status
    • Instructional Program Number
    • Staff Assignment (do not enter an end date unless the staff member leaves before the end of the school year) – enter the Superintendent staff assignment in the District Office context
    • Staff Status
  • Verify all non-reportable staff are excluded from state reporting
  • Verify the following for each reportable section:
    • Valid expression
    • Instructional Program Number
    • Included in EIS Extract
    • Class Type
    • Teaching Method
    • Instructional Program Number
    • State Dual Credit
    • Local Dual Credit (must be yes if Post-Secondary Institution is populated)
    • Dual Enrollment
    • Post-Secondary Institution (required if Local Dual Credit is yes)
  • Verify all non-reportable sections are excluded from EIS extracts
  • Verify the following information for each reportable student:
    • Valid Entry Code
    • Entry Date falls between the first and last day of school as defined in Years and Terms for the school
    • Exit date is on or after the Entry Date
    • Gender
    • DOB
    • Student Standard Day
    • Year Entered Ninth Grade for all students in grades 9-12
  • Verify that all non-reportable students are set to exclude from state reporting
  • Verify the information entered in the mother/father fields on the Student Demographic page is entered in the proper format (last,first) and does not have any special characters, e.g., * or ( )
  • Verify Section Enrollments correspond with School Enrollments
  • Verify Section Exit Date is on or after the Section Entry Date
  • Verify setup for any special scenarios
    • Students taking a class at another school are configured properly
  • Confirm Ed-Fi Plugins are installed
    • Ed-Fi Tennessee
    • Ed-Fi Transaction Listener for Tennessee

Ed-Fi Setup

  • Enable Ed-Fi Tennessee Plugin
  • Select Reporting Year [District Office]System > Ed-Fi Administration > Ed-Fi Settings
    • Check the box(es) that correspond to the years for which Ed-Fi Reporting should be enabled

Note: Typically, Ed-Fi reporting should be enabled for the current reporting year.

  • Enter URLs, Key and Secret [District Office]System > Ed-Fi Administration > Ed-Fi Setup
      • Enter the Key and Secret
      • Click Test Connection
      • After 'Test Successful' displays, select 'On' for LEA Enabled
      • Click Save then Close

Note: The Key and Secret are provided via response to Fresh Service request

    • Select 'On' for System Enabled
    • Click Save on the Ed-Fi Setup Page
  • Complete Downloads
    • Downloads must be completed in the District Office context
    • [District Office]System Reports > Ed-Fi Reporting
      • Click Run Now for each of the four download categories
      • Wait for the Downloading column to cycle from No to Yes and back to No for Descriptors (State Codes)

Note: When the Downloading column displays No, the record count in the Downloaded column should represent the total number of records downloaded from the Ed-Fi ODS

  • Complete Mappings
    • Complete Mapping of PowerSchool codes to State Descriptors [District Office]System > Ed-Fi Administration > Ed-Fi Codeset Mappings
  • Enable Ed-Fi Transaction Listener for Tennessee [District Office] System > System Settings > Plugin Management Configuration

Publish Data

Categories of data are arranged in order on the Ed-Fi Reporting tab to allow data to publish in the proper order; however, there are some categories that need to complete prior to subsequent publishing.

Publishing can be executed from either the District or School context.

  1. Publish Student Demographic Data by selecting Run Now > Publish All
  2. Publish Staff Demographic Data by selecting Run Now > Publish All
    Note: There may be dependencies listed in both demographic sets, ignore dependencies until after Student Enrollments and Staff Associations have published.
  3. Publish District Buses by selecting Run Now > Publish All
  4. Publish Organization Periods and Locations by selecting Run Now > Publish All
  5. Publish Organization Calendar Data by selecting Run Now > Publish All
  6. Wait for Organization Periods and Locations and Organization Calendar Data Categories to finish before continuing.
  7. Publish Organization Schedule Data by selecting Run Now > Publish All
  8. Wait for the Organization Schedule Data to finish before continuing.
  9. Publish Staff and Teacher Association Data by selecting Run Now > Publish All
  10. Publish Student Enrollment Data by selecting Run Now > Publish All
  11. Wait for the Student Enrollment Data category to finish before continuing.
  12. Publish Parent/Guardian Demographic Data by selecting Run Now > Find Contacts
  13. Publish Student Program Data by selecting Run Now > Publish All
  14. Publish Student Cohort Group Data by selecting Run Now > Publish All
  15. Publish Student Discipline Data by selecting Run Now > Publish All
  16. Publish Student Attendance by selecting Run Now > Publish All
  17. Publish Student Grade Data by selecting Run Now > Publish All
    Note: Only final grades are published (store code corresponds with term length)
  18. Publish Student Transcripts by selecting Run Now > Publish All

Subsequent publishing will occur automatically as long as the Ed-Fi Transaction Listener for Tennessee is enabled. Remember to verify the plugin is enabled after each PowerSchool or State Reporting update. If there is need to manually publish data, choose either the Publish Missing or Retry Errors after selecting Run Now for the category of data for which manual publishing is needed.

Resolving Dependencies

Each Dependency data view includes a Dependency Column. Sometimes the dependency is caused by data from another category. Any corrections to the data will automatically generate a transaction if the Ed-Fi Transaction Listener for Tennessee is enabled.

  • Unique ID – Right Click on the displayed Name in the view and select Open in a New tab then navigate to the corresponding page where the Unique ID can be requested:
    • Students - State/Province – TN > Click HERE to Assign/Update Unique Person Id
    • Staff - Information Page > Click HERE to Assign/Update Unique Person ID
    • Contacts – Contact Page > Click HERE to Assign/Update Unique Person Id
  • School Association – Right Click on the displayed Name in the view and select Open in a New tab then navigate to the corresponding page where the dependency can be addressed:
    • Staff – Current Schedule – confirm a section has been assigned to the staff member or if no section is assigned, navigate to Staff > Information and either exclude the staff member for reporting or enter a Staff Assignment of XS
    • Student – State/Province – TN > Click HERE To Edit/Publish/Delete Ed-Fi Data – confirm the school association has published
  • Staff Assignment – Staff > Information > Click HERE To Create/Edit Staff Assignments
  • Staff Employment – Staff > Information > Verify Staff Work Status and Instructional Program Number
  • Course Offering Record – Check the view for Course Offering in the Organization Schedule Data category to determine if the Course Offering Record has published
  • Missing State Course Number – Make sure the course has a valid Alternate Course Number – District Setup > Courses > [Course Number] > Alternate Course Number
  • Session (Term) Record – Check the view for Organization Calendar Data to determine if the term record has published
  • Section – Check the view for Organization Schedule Data to determine if the section record has published

Resolving Errors

  • Code 400 – Validation failed – Check staff/student/contact data identified in the message details of the error
  • Code 403 – Data cannot be updated until linked to a school
    • Staff – Confirm a section or staff assignment of XS has been assigned
    • Student – State/Province – TN > Click HERE To Edit/Publish/Delete Ed-Fi Data – confirm the school association has published

Note: Code 403 errors in Student or Staff Demographics are automatically reclassified as dependencies

  • Code 409 – The value supplied for the related resource does not exist
    • Check the views associated with the identified resource to determine if errors or dependencies are preventing data from publishing
  • Code 409 – Natural Key Conflict – select Run Now > Retry Errors
  • Code 500 – An unexpected error occurred on the server – select Run Now > Retry Errors

Documentation

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