msds: a new era in state reporting doug olson traverse bay area isd

MSDS: A New Era in State Reporting

Doug Olson

Traverse Bay Area ISD

The Problem: SRSD

Single Record Student Database

• An improvement (?) over paper reporting

• Three times per year submission cycle did not fit all needs.

• Fixed file format carried limitations.

• “Ivory Tower” approach to design

The Solution: MSDS

Michigan Student Data System

• An improvement (?) over SRSD

• Multiple smaller submission cycles better fit timing needs.

• XML file format more flexible

• End users involved in design

The Old Data Flow – SRSD

Student Information

System

(SASIxp, Skyward, PowerSchool, etc.)

SRSD Format Text File

(flat file format, fixed-length fields)

Local ISDCEPI

SRSD/UIC Application

SRSD Data Flow Variations

Student Information

System

(SASIxp, Skyward, PowerSchool, etc.)

SRSD Format Text File

(flat file format, fixed-length fields)

Local ISD(may run additional data

checks and request district corrections)

CEPI SRSD/UIC Application

SRSD Conversion Program

(required by some SIS packages)

CEPI Error Checker

(verifies that file is valid SRSD format)

May lead to re-do’s.

UIC Resolution

The New Data Flow – MSDS

Student Information

System

(PowerSchool, Skyward etc.)

XML File

MSDS Staging Area

(Import process identifies errors and

UIC issues.)

MSDS Database

(User declares data ready to certify.)

MSDS Data Flow Variations

Student Information

System

(SASIxp, Skyward, PowerSchool, etc.)

XML File

MSDS Staging Area

(Import process identifies errors and

UIC issues.)

MSDS Database

(User declares data ready to certify.)

Reload Data from Previous Cycle

Manual Data Entry

Tools in app help with errors and UIC resolution.

A Big Change: Timing

Under SRSD, there were 3 submissions:• 4th Wednesday of September• 2nd Wednesday of February• End-of-Year

The same file format was used every time. Required fields varied.

The New Way…

Data Format: SRSD

SRSD had a flat file, fixed length fields, every field included whether the student needed it or not:

Data Format: MSDS

XML is more wordy but only contains the fields needed for each student:

Another View of XML

Effect on School Staff?

Two Possibilities:

• School technology staff learn more about pupil accounting than they ever wanted to.

• Pupil accounting staff learn more about databases than they ever wanted to.

Either way, technology staff is involved.

Specific Issues

MSDS is live but still being developed.

• Furlough days and other timetable challenges have led to released product that is not fully polished.

• Vendors have less time to complete development related to schema changes.

More Specific Issues

Some imports fail with cryptic errors.

• Messages don’t identify specific student.

• Process fails on first occurrence when there may be multiple.

• Sometimes only vague hints can be gleaned from error messages.

More Specific Issues

User training has not been consistent.

• MPAAA held two trainings, one at their conference and the other open to all.

• Some users attended. Some didn’t.

• Training was not hands-on.

• Some ISDs have hosted trainings.

More Specific Issues

CEPI technical support system is maxed out.

• End users cannot count on timely responses.

• Local technical staff often tapped to help “figure out” problems.

What will help?

Working together:

• ISD-based consortiums

• MPAAA

• Vendor-specific user groups

Online Resources

MPAAA has gathered links on one page:

• http://mpaaa.org/resources.htm

• Once there, check out “MSDS Training Resources” for online training.

• Other CEPI and MSDS links there are also helpful.

Questions and Discussion

Roundtable Topic: What are the successes and failures at your district from which others can learn?