Mi Data Hub Configuring troubleshooting and verifying data

Mi. Data. Hub: Configuring, troubleshooting, and verifying data with Mi. Data. Hub Kevin Bullard Mi. Data. Hub Kalamazoo, MI Email: kevin. bullard@kresa. org

About the trainer – Kevin… 15+ years in Public Education spanning across instruction and curriculum, Technology, Data & Analysis, and State Reporting Currently working with the Mi. Data. Hub team overseeing the statewide support structures, implementing statewide functionality, and working with multiple SIS tools to successfully publish data to Mi. Data. Hub.

Agenda ► Support Structures ► Powerschool supports ► Mi. Data. Hub Supports ► Future processes Mi. Data. Hub: The care and feeding of an interoperable ecosystem of support July 15, 3: 15 – 4: 45 July 16, 130 -3: 00 Kevin Bullard, Integration Support Manager, Michigan Data. Hub (kevin. bullard@kresa. org) Melissa Tront, SJCISD (mtront@sjcisd. org) The Michigan Data Hub is a district-owned and managed statewide common integration platform funded by the State of Michigan. The Data Hub began as a single point of data system integration and has steadily grown to become the single point of interoperability for a state serving more than 50% of 900 local education agencies and 60% of 1. 5 million students. Michigan Data Hub (Mi. Data. Hub) contiously enhances its processes and functionality thanks in largely to the numerous SIS platforms it continuously strives to improve support processes with. Objectives 1. What is the Michigan Data Hub (Mi. Data. Hub) 2. How Mi. Data. Hub builds support structures in cooperation with its SIS partners, including Powerschool 2. How the Mi. Data. Hub model leverages statewide support structures to help the system evolve 3. Examples of supports in place to assist Powerschool districts with their integration to Mi. Data. Hub

Data Hub Support Specialist Network Data Hub Support Specialists (see map) • Support and promote regional/county integration • 40+ members • Typical demographic makeup • • • DBA Data Analyst Business Analyst Technology Directors Instructional Staff • Assigned geographically by expertise with SIS tools • Promote vendor integration outreach/use • Monthly Meetings – statewide group • • Subgroup Meetings – Student Information Systems Reimbursment How is the Michigan Data Hub Helpful: A Platform for Statewide Collaboration

Mi. Data. Hub Implementation in Powerschool districts

Other available functionality when connected to Mi. Data. Hub CEPI Connections ► Automated UIC ► EEM Integration ► Mi. Student. Back. Pack – Allow for access to historical data for new students ► State Reporting Pilots Legislative Initiatives ► 3 rd Grade Reading Law (Mi. Read) Common Tools ► Mi. Launch. Pad and Single Sign-On ► Mi. Data. Hub Dashboards ► MSTEP MDE Connections ► NWEA ► Mi. Learn – Provides M-STEP, WIDA and ► EWIMS Mi. Access Data for Parents, Students and Educators ► M-STEP Data Transfer ► MICIP (Planning stages) – Create a new tool for school improvement ► Mi. Read Pilots ► Mi. Strategy. Bank Pilots

How to publish data to MIData. Hub • • • Configuring DEX Plugin Powerschool UI/Dashboard Troubleshooting errors/Dependencies Resolving dependencies, errors, and other obstacles Powerschool Special Operations Tools Support options

Configuring DEX Plugin ● Generates Profiles upon activation ● Part of the Powerschool setup per October 2018 State reporting release ● Generates Data Exchange Setup screen

Configure Profile to publish data to Mi. Data. Hub ● Under Data Exchange Setup ● Enable specific functionality (System Enabled, select profile, enter Key/Secret credentials from Mi. Data. Hub)

Mi. Data. Hub – API Credentials • • Login to Mi. Data. Hub Account Generate Powerschool API (Similar to Banking ID/Password): – Key – Secret – Authorization URL – API Endpoint URL

Verify Profile configuration ● Verify Profiles enabled under Dex show appear under the Data Exchange (left side of the screen)

Profile not appearing ● ● ● Be patient: this can take up to 5 -10 minutes after enabling DEX, and configuring the Key Secret. Verify API Credentials Verify Profile is active Verify any customizations enabled are not “blocking” the link. If any customizations have been made on the left nav bar, the profile will not appear. ● To correct this you will need to follow the link below for step by step instructions on how to resolve. This configuration guide is bundles in with the Powerschool Configuration Guide ● Profile not showing up in left nav bar ● One additional way (back door) to get the URL to publish data behind the profile is to disable customizations, click the link under Data Exchange and bookmark the URL, then re-enable the customizations.

Publishing Data – Downloading Descriptors are the state defined codes required for downloading data and the FIRST step that needs to be completed prior to moving forward. The profile you are publishing data to is located in the top right corner Upon clicking the Run Now button the descriptors will begin downloading. When downloading the Status will show as a “Yes”, when downloading has completed the status will be “No” and approximately 7000 descriptors will have downloaded

Publishing Data – Pre’Reqs • BE PATIENT! • Each category is a pre-requisite for the next category of data. Example: You can’t publish Student Demographics before Organization Setup because Organizations Setup loads buildings and students can not be loaded without buildings. • Please proceed forward publishing only one category at a time. Failing to do so will result in your system Data Exchange freezing up and ultimately might have to be reset. • Ensure the refresh interval rate is set to 30 seconds under the refresh pull down menu. • Descriptors have been downloaded

Publishing Data Different options available to send data: Publish All Run checks and Publish ALL Data Publish Missing Run checks and Publish ALL Data Publish Dependencies Run validation checks on data marked with an error status for republishing Publish Errors Run checks and Publish data currently marked with an error status Retry Errors Run validation checks on data marked with an error status for republishing Purge Unpublished Remove unpublished data (Dependencies/Errors/etc. )

Publishing Data Dependency: a data element that is missing that must be updated or reviewed because that record will not publish to the hub without it. An example of a dependency might be a missing UIC number. Without the UIC number the student will not load in the hubs. Step 1: Processing: After selecting a publishing option from the Run now button, Powerschool validates new data to publish. Will proceed with two steps. Waiting> Started. ERROR : a field within a record that is missing or incorrect. An example of an error might be a phone number that is over the limit on characters. Step 2: Publishing After records have processed they will move to publishing. It isn’t uncommon for records to publish then bounce back to a dependency or error. Step 3: Published: Indicates the # of records that have successfully published to Ed. Fi

Publishing Data Step 1) Verify Descriptors have downloaded by confirming a “No” exists in the downloading column and roughly 7, 000 in the downloaded column (see graphic below). Step 2) Proceed forward with clicking the “Run Now” button and a Publish ALL for the first category (Organization Setup). Wait for the process to move from Processing > Publishing > to Published. If Dependencies or errors exist run a publish missing, and again, wait for the process to move from Processing > Published. Repeat the process of running a publish missing until either the # of dependencies and errors reduce or disappear (typically 2 -3 times) Step 3) Upon completing the Publish All and Publish Missing routines for the first category, move to the next category, following the same step by step sequence as in step 2. ***KENT ISD created a plugin that after applied will highlight the current publishing category as yellow. This is handy if you are multitasking.

Publishing Data Things to Remember • When publishing data it isn’t uncommon to see other categories of data begin to publish. This is normal as Powerschool updates (under most circumstances) when a student record is updated. • Not all Dependencies and Errors can be corrected and might require further assistance from the Data Hub Team and Powerschool. • There will be times we encourage a ticket be created with Powerschool to help us facilitate troubleshooting with the PS Ed. Fi Developers. • Data will dynamically publish in Powerschool. Dependencies will attempt to republish every 60 seconds. Errors WILL NOT attempt to republish. You must attempt to republish errors. • BE PATIENT!

Publishing Data – Data gets stuck Problem : Data is not moving in the Publishing or processing columns Solution 1) Verify only one year is selected in the Profile by navigating to General Setup under the Data Exchange Setup. When multiple years of data is selected, PS is attempting to publish changes which “bogs” down the Profile and DEX Plugin. Solution 2) Review the Special Ops tools available in the “hidden” URL by following the Step by Step instructions on using these tools found in the Powerschool Configuration Guide. Your curiousity will tell you to use the other tools but please be aware some of these will remove or corrupt your data so please stick to the ones I referenced in the documentation. Solution 3) When you have exhausted the resources available please reach out to support@midatahub. org where we can help troubleshoot further and possibly reach out to Powerschool directly on your behalf.

Publishing “On Demand Data” • Attendance – Posts negative attendance counts for daily and section attendance • Grades – Posts CURRENT course grade • Academic Marks – Posts academic marks posted to transcripts

Mi. Data. Hub Website Home Page - WWW. MIDATAHUB. ORG Product Catalog > Powerschool

Support Structure – Onboarding Guide & Status Spreadsheets Powerschool - MIData. Hub Configuration Guide (Created by Mi. Data. Hub) ISD and District Status Worksheet District Status ISD Status

Support Structure – Mi. Data. Hub - Data Verification Verify Student: Courses/Sections Contacts Program Information Demographics Attendance Grades And much, more

Support Structure – Mi. Data. Hub – Data Validation Scripts Data Validation Queries Validation scripts to choose from that will provide access to export student data from Mi. Data. Hub. Validation Scripts There are multiple ways to download the data for reviewing. CSV, TXT, etc.

Support Structure – Data Quality – Manage custom exports There are multiple ways to download the data for reviewing. CSV, TXT, etc.

Powerschool > Mi. Data. Hub Support Place a ticket: Mi. Data. Hub Help. Desk: Support@midatahub. org Powerschool Support Documentation: Michigan – Powerschool > Ed. Fi Configuration Document Powerschool Created documentation Multiple meeting formats for collaboration: DHSS – Data Hub Support Specialists Bi-Weekly Vendor Status Call Workgroup Call Michigan Basecamp workgroups

More Information? For more information on Mi. Data. Hub contact : support@midatahub. org www. Mi. Data. Hub. org