MAINTAINING A HEALTHY DATABASE IN THE EDUCATION EDGE

EE Breakout Session 4:

Deadra Elliott, Presenter

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Learning Objectives:• Review best practices for records management including:

• Establishing policies and procedures • Database security and configuration

• Review front-end database cleanup and maintenance tools

• Review EE/RE Integration best practices recommendations

• Blackbaud Knowledgebase links and other helpful info

5

NAME: DEADRA ELLIOTTHOMETOWN: CHARLESTON, SC

WHAT I DO: K-12 CONSULTING MANAGER

BACKGROUND:

INTERESTING FACTS:

• USC GAMECOCKS FAN

• MUSICIAN (PIANO, ORGAN, VIOLIN)

• LOVES TRAVELING & THE BEACH

• FAVORITE CITY: MIAMI, FL

Presenter Bio-Deadra Elliott

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Dirty Data In, Dirty Data Out…• A healthy database begins

with clean data.

• Clean data is maintained by enforcing system

security and data entry standards.

• Document Policies & Procedures for end-users

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• Establish and document your organization’s policies and procedures for database management.

• Designate key individuals to manage records entry and other critical database areas.

• Educate users regarding internal standards and preferences for data entry.

• Ensure critical business information is shared across campus offices.

It’s all about the P&P….

How to avoid this feeling…

• Understand “integrated” records setup in The Education Edge

• Become familiar with shared fields and tables

• Manage users and other critical business processes

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Integrated Record Views in The Education Edge

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Admissions

Registrars

Student Billing

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Shared Record Fields in The Education Edge

• Shared Fields in The Education Edge and Student Billing: • First/Last Name• Nickname• Student ID• Address Type• Language• Address/Sal type• Letters - Financial Aid• Affiliation• Marital Status• Birth City• Organization Type• Board Type • Phone Type • Church Affiliation• Reason Left• City • Region• Country • Relationship• County • Religion• Currency Type• State• Ethnicity • Student/Applicant Status• Financial Aid Category • Suburb• Financial Aid Type • Suffix• Grade Levels• Title• Industry• Birth date• Financial Aid Attributes

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The Integrated Records Advantage

• Eliminates duplicate data entry

• One linked record in The Education Edge for enrolled students

• Records share consistent Student ID number

• Linked record stores Applicant, Student, and Student Billing information

• Parent/Guardian data is linked to Student record view

• Updates to Parent/Guardian or Individual Records are shared throughout The Education Edge

• Address updates or changes are reflected in linked records

• Changes to data in shared fields and tables reflected in linked records

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*Sample Data Entry Process (EE/SB and RE):

Data entry begins in AO

Enrollment is completed in

AO

Linked student record is created

in RO/SB

EE/RE integration utility adds

records to RE

Parent records created in RE

Student records created in RE

(optional)

EE/RE integration shares updates in

linked records

*Note: Assumes The Education Edge and The Raiser’s Edge

databases are integrated. AO=Admissions Office; RO=Registrars Office;

SB=Student Billing;RE=The Raiser’s Edge.

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Follow the rules please…Establish Guidelines for Database Maintenance:

System Setup: Security Groups, Users, and Roles Business Rules and Configuration Customize Data Entry Fields Grading and Scheduling info

Linked Records Proper Linking and System Tools

Duplicate Records Duplicate Records Report and Records Merge utility

Database Cleanup Tools: Table Cleanup Globally Change Records

Other Helpful Status Wizards: Mark for Reenrollment End of Year Processing

RE/EE Integration Tips

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System Security-Setting the Rules• Security Groups and Users are defined in

the Administration module.• Setting Restrictions:

– Add, Edit, Delete rights– Code Table Change access– Shared Components access– Optional Modules and Integration

Utility access

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Business Rules • System settings in Configuration for records and

modules in The Education Edge:

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Customize Data Entry Fields• System option in Configuration to rename and mark

fields as required, hidden, or lookup:

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Grading & Scheduling Info

Grades module

Restrict Access

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• Document grading and scheduling procedures for Faculty Access for the Web and NetClassroom add-on modules.

• Online Help file for Administrators: https://www.blackbaud.com/files/support/helpfiles/education/ee/783/sup/index.html.

• Check out the following resources on www.blackbaud.com using this link: https://www.blackbaud.com/howto/faculty-access.

• Faculty Access for the Web Help page• How to Videos • NetClassroom 101: An Illustrated Cheat Sheet for Students and Parents• Download a .zip file of Teacher Tutorials for Faculty Access for the Web

Tips for Faculty Access & NetClassroom

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Linking Records in The Education Edge

• “Proper” Linking:

This button allows you to toggle

between records that are linked

properly in EE.

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Linking Records in The Education Edge• Establishing Record Links:

• Use the Enroll Applications Status Wizard in Administration:

• Use the Enroll Applications option from the Applicant menu:

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Linking Records in The Education Edge

• Use Address Linking, Copy & Share Options:

Advantages:• Shared address updates across linked records• Consistent address info

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Linking Records in The Education Edge

• Linked Relationships:

Advantage:• Ensures relationship data is shared between linked records.

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Managing Duplicate Records• Always SEARCH before adding new records. Use wildcards: ?, *, [ ]:

• ?- replaces a single characters • * - replaces a series of characters• [ ] – finds a range of characters. Example: Description BEGINS with [B, C, D].

• Review Business Rules for Duplicate Records Criteria in the Configuration module:

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Managing & Merging Duplicate Records• Run The Duplicate Records Report in the Administration module• Merge duplicate records in the Administration module

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Additional Database Cleanup Tools• Table Cleanup in Configuration:

• Globally Change Records in Administration (Add, Replace, Delete, Copy):

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Helpful Status Wizards in The Education Edge

• Status Wizards in the Administration module:• Mark for Reenrollment (prepares students for scheduling for NEXT

Academic Year)• End of Year Processing (promotes students after the Academic Year is

c)

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Integrating The Education Edge and The Raiser’s Edge

• Integration must be unlocked in EE/RE (to access the icon)• Integration utility facilitates the sharing of record biographical, address, contact, and education

data between EE and RE • Integration Readiness Analysis

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Tips for EE/RE Integration Preparation• Know your databases and data entry issues!

• Create a realistic timeline for pre-integration cleanup and implementation

• Create an internal Integration Planning Committee (include representatives from AO, RO, SB, and RE)

• Review fields and record types available for mapping during integration

• Use Table Cleanup options in the Configuration module to merge/delete or inactivate table entries

• Review procedures for running the “Non-Constituent Merge Utility” in RE

• Merge duplicate records in EE and RE

• Identify data entry issues with tracking primary business information, student relationships, and spousal relationships

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Post-Integration Tips for EE/RE

• Appoint an EE/RE Administrator to manage the utility

• Run Duplicate Records reports frequently

• Run the integration Matched Records and Integration Activity reports

• Document Polices and Procedures for EE/RE integration. Links to Blackbaud documentation:

• EE/RE Integration Guide: https://www.blackbaud.com/files/support/guides/ee/reeeint.pdf.

• EE/RE Integration Planning Guide: https://www.blackbaud.com/files/support/guides/ee/reeeintplan.pdf

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Knowledgebase tips from www.blackbaud.com:

1. How to create a policies and procedures manual (Article Number 75202)

2. How to use the Table cleanup utility (Article Number 39849)

3. How to globally change students' statuses (Article Number 40621)

4. How to identify and merge duplicate records in The Education Edge and Student Billing 7 (Article Number 41128)

5. Education Edge Program Basics Guide: https://www.blackbaud.com/files/support/guides/ee/eeprogram.pdf.

6. Database Administrator Guide: https://www.blackbaud.com/files/support/guides/ee/dataadm.pdf.

Helpful Tips and Links

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