EDEN Submission System ESS Desktop Reference Guide PSC Data Framework November 2005

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EDEN Submission System (ESS)Desktop Reference
Guide PSC Data FrameworkNovember 2005 
U.S. DEPARTMENT OF EDUCATION
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Objectives

• Understanding of the EDENs Desktop Reference
  Guide.
• High-level understanding of the purpose and
  improvements of EDENs Supporting Documentation.
• Understanding of the Partner Support Center (PSC)
  improvements and enhancements. Including
  introductions and how to contact the team.
• High-level understanding of the new Data
  Framework sub-application.

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Agenda

• EDEN Desktop Reference Guide Review of the
  guide and its contents.
• Document walk-through Review of each of the
  documents. Highlighting the purpose,
  enhancements and future vision.
• Partner Support Center Review of the recent PSC
  improvements.
• Data Framework Sub-Application A review of the
  new Data Framework sub-application.

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• EDEN Desktop Reference Guide

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• ESS Desktop Reference Guide
• ESS User Guide The mechanics of ESS.
• ESS Workbook The School Year-Specific ESS
  overall guidance document.
• ESS Frequently Asked Questions List of
  Frequently Asked questions that have come through
  the Partner Support Center (PSC).
• ESS File Specifications The School
  Year-specific data group road map to EDEN
  submissions.
• SEA Contact List Updated list of PBDMI SEAs
  Contacts. PSC life-line to the SEAs.

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ESS User Guide

• Provides the mechanics in using ESS.
• Includes a complete list of Format and Validation
  Errors.
• New section to address new Data Framework
  sub-application.
• Tech Tips have been expanded.

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ESS Workbook

• Provides SY-specific general direction concerning
  the Submission Process.
• Submission Schedule based on time and
  availability of data.
• Highlights new file specs and data groups based
  on SY05-06 direction.
• Expanded Helpful Hints.

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ESS File Specifications

• Initiate work on 05-06 File Specifications with a
  priority on Early (Group 1) file submissions.
  Draft copy on CD!
• For 05-06, formatting improvements Section 1
• Identifies changes between 03-05 and 05-06
  submissions.
• Clearly identifies required levels (SEA, LEA or
  School).
• Clear definition on Zero counts.
• Moved Categories Table to the front.
• Made modifications per outstanding documentation
  errors.  This goes for both 03-05 and 05-08.
• Simplified examples used in XML file specs.
• Removed blank lines/fillers from the XML tables.

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ESS Frequently Asked Questions

• List of FAQs as they have come through the PSC.
• Conducted a major review of this 45 page
  document.
• Future plan is to move document specific items to
  appropriate document.

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PBDMI SEA Contact List

• Partner Support Centers life-line for effective
  communication and relationships with SEA
  Partners.
• Broadcast update requests on a quarterly basis.
  Although update requests are received as needed.
  
• Map to our PSC Issue Tracking database.
• Please review and contact PSC if any changes are
  necessary.

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Documentation Process Improvements

• One central location for EDEN supporting
  documents
• http//www.ed.gov/pbdmi
• All changes will be tracking through PSC. 
  Including when change is approved, document is
  fixed, when published to website and lastly,
  notification to the end user when the change has
  been published. 

Questions?
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Partner Support Center (PSC)Improvements
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Partner Support Center (PSC) Improvements

• Introductions
• New issue tracking system EDEN Issue Tracking
  System
• PSC team can quickly view calls by issue, caller,
  state, priority, etc.
• Contact List Updates
• Tailored to fit EDs reporting requirements
• Provide ED weekly, monthly and quarterly reports.

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Partner Support Center (PSC) Improvements

• Serves as a Knowledgebase for the PSC team.
• Capturing Documentation Changes, Change Request
  and Defect Reports.
• System generated reminders for Follow-up calls.
• More integrated with the Platform Infrastructure
  Development team.
• Team members and Tools
• Quicker Level 3 support

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Partner Support Center (PSC) Improvements

• FAQ Submission process

• Weekly Escalation Meeting with ED.
• ED, PSC, Developers, Network Team
• Escalated Issues
• Pending Documentation Changes
• Pending Change Request Review
• Pending Defect Reports

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Partner Support Center (PSC) Improvements

• What do all these changes mean to you?
• Allows team to focus on support rather than
  technical challenges.
• PSC will have a faster understanding of your
  issues and background, historical problems.
• Faster answers to your questions including the
  Level 3 Technical issues.
• Receive consistent information and answers to
  your questions.
• More information will get to you regarding your
  system or documentation requests.

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Partner Support Center (PSC)

• Hours of Operation 800 a.m.?600 p.m. Eastern
  Standard Time (EST).
• Contact information
• Telephone [phone] (877-HLP-EDEN)
• Fax [phone] (888-FAX-EDEN)
• TTY/TDD 888-403-3336 (888-403-EDEN)
• Email
• eden_east_at_ed.gov (Eastern Time Zone or Puerto
  Rico)
• eden_west_at_ed.gov (Central, Mountain, Pacific Time
  Zones, Alaska, Hawaii)
• eden_xml_at_ed.gov (XML file support)
• eden_SS_at_ed.gov (Generic email box for user access
  requests)

Questions?
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Data FrameworkNew ESS Sub-application
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ESS Data Framework Sub-Application

• Data Framework will be released with Version 2.0
  in January.
• Data Framework replaces the MS Access database
  and various Word docs where this data was
  previously maintained.

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• Ability to view the underlying data requirements,
  data groups, and data group definitions.
• Ability to view category sets associated with
  table data group.
• Ability to view permitted code values associated
  with categories or applicable data groups.
• Provides a direct link to file specifications
  documents associated with the EDEN Submission
  System (ESS).

ESS Data Framework - Functionality
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ESS Welcome Page

• The Data Framework link is located in the
  Navigation Frame on the left side of the a pages.
• This link will only be visible if the user has
  been granted access.

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• The Data Framework consists of four components
• Data Groups
• Categories
• Permitted Codes
• File Specifications

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• Data groups can be searched for by the following
  criteria
• School Year
• Collection Period
• Data Topics
• Name

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• Data Group Definition
• A specific aggregation (i.e. group) of related
  data that is stored in EDEN to satisfy the
  specific information need of one or more ED
  program offices.

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• The Data Framework contains the following for
  each Data Group
• Name A unique name that describes the Data
  Group
• ID Number A unique number is assigned to each
  Data Group
• Definition A text definition of the Data Group
• Code Set or Format The acceptable values for
  the code set (e.g. yes or no) or a format (e.g. a
  whole number or short text)
• Reporting Period - The timeframe that the data
  represents (e.g. school year or a specific date
  like October 1)
• A direct link from each Data Group to the
  associated file specifications documents.
• Associated data topics which provide three levels
  of categorization.
• Applicable State Education Unit Levels (State
  Agencies, LEAs, or Schools) for which data is
  collected.

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• The Data Framework contains the following for
  each Data Group (Cont.)
• Privacy rule applicability.
• An indication of civil rights (OCR) data
  collection.
• OCR comments (if applicable) to the Data Group.
• An indication of whether the state defines any
  aspect of the Data Group.
• Comments applicable to the Data Group.
• Principal Office Steward responsible for the Data
  Group.

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• Data Groups consist of four main structures
• Single Component
• Single Component with Permitted Code Values
• Multiple Component
• Table Type

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• A single component Data Group is one that
  provides such information as identification (e.g.
  Institution Name)

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• Single component Data Groups with permitted code
  values provide information such as status and
  particular characteristics of an education unit,
  such as School Type, FIPS State Code, or Meeting
  AYP.

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• This Data Group is comprised of multiple single
  component Data Groups.
• An example of a multiple component Data Group is
  Mailing Address, which is comprised of Street
  Address1, Street Address2, Street Address3, City,
  State, Zip Code, and Zip Code Plus 4.

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• Table Types can further be categorized by the
  following
• Single Value Tables
• Multi-Value Tables

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• Single value table type Data Groups request
  information that results in a single number.
• For example, the number of schools in a given
  district (LEA) or a related categorized set of
  numbers, percentages, or dollars.

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• More complex table type Data Groups contain
  counts by category set. An example is Student
  Membership count where there is one category set
  comprising Grade Level, Race/Ethnicity, and
  Gender.

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• Categories are Data Groups used in EDEN to report
  subcategories of information in Data Group tables
  (e.g., Gender, Grade level).

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• The Category Detail page displays the Permitted
  Codes and Category Sets associated with each
  Category

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• The Categories for Category Set page displays the
  other Categories associated with this Category
  for this Category Set.

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• The Permitted Codes and Associations List page
  displays the Permitted Code Value, Code
  Abbreviation, and a Definition for each Permitted
  Code.

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• The File Specification List page allows the user
  to access file specifications (both Non-XML and
  XML formats) and XML Schema documents.

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• The File Specification Document Links page allows
  the user to access both current and prior
  versions of the file specifications.

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• At the prompt, click the appropriate button to
  either Open, Save, or Cancel the requested file
  download.
• The downloaded file is a Word document.

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Summary

• Provided a high-level understanding of the EDENs
  Desktop Reference Guide and its contents.
• Provided an understanding of the Partner Support
  Center (PSC) improvements and enhancements.
  Including introductions and how to contact the
  team.
• Provided a high-level understanding of the new
  Data Framework sub-application. Will be released
  in January 2006.
• Any questions, concerns, issues contact Partner
  Support Center.