PEIMS EDIT PID Enrollment Tracking PET

1
PEIMS EDITPID Enrollment Tracking (PET)
2
Overview

• PID Enrollment Tracking (PET) provides school
  districts with the capability to maintain student
  enrollment information at TEA.
  
• PET is an extension of PID within EDIT.
• The objectives of PET are to
• Provide an up-to-date record of Campus ID of
  Enrollment for Texas grade PK 12 public school
  students
  
• Improve leaver reporting by eliminating from the
  leaver system district-to-district moves within
  the Texas public education system
  
• Assist the districts in finding students who have
  left the district to attend school at other
  school districts in the Texas public education
  system
• Assist the districts in identifying the previous
  districts of enrollment for students newly
  enrolling

3
PET Security

• To protect the privacy of student education
  records as established by The Family Educational
  Rights and Privacy Act (FERPA), access to PET is
  secured using multiple levels of system and
  application-level security, including
• A completed and approved TEASE Access Request
  Form for PEIMS EDIT
  
• A completed and approved PID Access Request Form
  with PET authority
  
• A TEASE Account, which has been associated with
  PEIMS EDIT
  
• TEASE authentication through the provision of a
  username and password
  
• An EDIT User Profile
• A PET User Role

4
PET Access

• EDIT users with the PET special access
  permission will access PET through the new PID
  Subapp link in the EDIT Startup pages Contents
  List.

5
PET Access

• When the EDIT user clicks the PID Subapp
  link, the PID Subapplication Environment Startup
  page displays. The startup pages Contents List
  provides access to capabilities supported by PET.

6
PET Business Processes

• Perform a PID Search in PET
• Parallels the process for performing a PID
  Search within EDIT,
  
• with the additional capability of providing
  access to a students
  
• PET Event History.
• View a Students PET Event History
• Displays a students PET Event History.
• A PET event is an individual students
  enrollment to or
  
• withdrawal from a Campus ID of Enrollment
  tightly coupled with
  
• the date the event took place.
• A students PET Event History then is the
  complete set of all of
  
• their events.
• Maintain a PET Event
• Provides the capability to manually maintain an
  existing PET
  
• event.
• Add a PET Event
• Provides the capability to manually create a new
  PET event.
  

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PET Business Processes

• Transfer a PET Extract File to TEA
• Provides the capability to transfer a PET
  Extract File to the TEA.
  
• Parallels the process for sending a PEIMS data
  file.
  
• Validate and Load PET Event Records
• Validates the information contained within the
  PET Extract File
  
• and, if valid, loads the PET events into the
  database.
  
• Also provides a batch capability to add a new
  student record to
  
• PID.
• Request a PET Report
• Provides access to the PET Report Library

8
PET Business Process PET Search
Performing a search on PID through PET parallels
the procedure for performing a PID Search within
EDIT.

• Enter the PID search criteria into the screen
  fields, and click Search. Red asterisks indicate
  a required field.
  
• At least one of the fields with an must be
  filled. Note, however, that entering a first
  name only is not allowed. Enter an after any
  name field for a partial search.

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PET Business Process PET Search

• The PET Search results display on the lower half
  of the PET
  
• Search page just below the Search Criteria frame.
  Results
  
• include the social security number, name, sex,
  ethnicity,
  
• generation code, and date of birth.

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PET Business Process View PET Event History
The Pet Event History for name page provides
a summary of a students enrollment history.
This page provides

• A comprehensive student enrollment history
  starting with the
  
• 2005-2006 school year
• Maintenance access to the individual events
  that comprise the
  
• students PET Event History through the Event
  Date hyperlink
  
• only with direction of ESC 16 staff

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PET Business Process View PET Event History

• This page shows a view-only PET Event History.
  In this
  
• example, the student has never enrolled in a
  campus in the
  
• users district. As a result, there are no
  hyperlinks in the Event
  
• Date field.

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PET Business Process Maintain PET Event

• PET Event Maintenance

Use the Event Date hyperlink on the PET Event
History for name page to provide access to
the PET Event Maintenance for name page.
This page displays detailed event information an
d enables the updating of this information.
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PET Business Process Maintain PET Event
PET provides the capability to logically delete
an event. The term logically indicates that
the event is not physically deleted from the
database.

• Click to fill the Delete Event checkbox. Click
  Submit to initiate the process.
  
• Click Yes to confirm the logical delete
  function.

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PET Business Process Maintain PET Event
Note Logically deleted events continue to
display in a students PET Event History
formatted with a strikethrough.
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PET Business Process Maintain PET Event

• Maintain a PET Event Business Rules
• A district-level user will be able to maintain a
  PET event only if the event was created by a
  campus in their district as determined by the
  events Campus ID of Enrollment.
• A campus-level user will be able to maintain a
  PET event only if the event was created by their
  campus as determined by the events Campus ID of
  Enrollment.
• If either of the above is true, the system adds
  the PET event if the events information conforms
  to applicable PET Context Edits.
  

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PET Business Process Maintain PET Event

• Table 1. PET Context Edits Maintain PET Event

17
PET Business Process Add a PET Event

• Adding a PET Event
• The Pet Event History for name page provides
  users with the
  
• capability to manually add a new PET Event.

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PET Business Process Add a PET Event

• Add a PET Event Business Rules
• A district-level user will be able to add a PET
  event only if the campus resides within their
  district as determined by the events Campus ID
  of Enrollment.
• A campus-level user will be able to add a PET
  event only for their campus as determined by the
  events Campus ID of Enrollment.
  
• If either of the above is true, the system adds
  the PET event if the events information conforms
  to PET Context Edits.
  

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PET Business Process Add a PET Event

• Table 2. PET Context Edits Add a PET Event

20
PET Business Process Create a New PET Student
Record in PID

• Creating a New PET Student Record in PID

• A student must exist in PID before a PET event
  can
  
• be created for the student.
• The PET Student Add page allows the user to
  create
  
• a student record in PID consistent with
  established
  
• business rules.

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PET Business Process Create a New PET Student
Record in PID

• From the Contents, click PET Add.

Note The user must enter all required data
elements as indicated by the red asterisks. The
system will validate that each required data
element has been provided before proceeding.
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PET Business Process Create a New PET Student
Record in PID

• Success/Fail
• If the student record is successfully added, the
  message New Record
  
• successfully added displays.

23
PET Business Process Create a New PET Student
Record in PID

• Success/Fail
• If the student record is not added, the message
  This SSN in use by the
  
• following Students displays.

24
PET Business Process Create a New PET Student
Record in PID

• Create a PET Student Record in PID Business
  Rules
  
• To add a PET Student Record in PID, the system
  first performs a PID verify to ensure that the
  student does not already exist in PID.
  
• PID verification determines if the Student ID and
  the all three major demographics (i.e., First
  Name, Last Name, and Date of Birth) synchronously
  match a student record in PID.
• If the PID verify determines that the student
  does not exist in PID, the system creates a new
  student record in PID if the Student ID and the
  three major demographics conform to
• Appropriate PET Context Edits
• PET PID Edits

25
PET Business Process Create a New PET Student
Record in PID

• Table 3. PET Context Edits Create a New PET
  Student Record in PID
  

26
PET Business Process Create a New PET Student
Record in PID

• Table 3. PET Context Edits Create a New PET
  Student Record in PID
  
• Continued

27
PET Business Process Create a New PET Student
Record in PID

• Table 3. PET Context Edits Create a New PET
  Student Record in PID
  
• Continued

28
PET Business Process Create a New PET Student
Record in PID

• Table 4. PET PID Edits

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PET Business Process Transfer a PET Extract
File to TEA

• Transferring a PET Extract File to TEA
• PET supports the transferring of an eXtensible
  Markup Language (XML)-based extract file.
  
• This file is referred to as an extract file
  because is created through a vendor-supported
  process that extracts the required PET event
  information from the districts student
  information system.
• The extracted data is stored in the XML-based
  file consistent with the PET XML Schema
  Definition (XSD).
  

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PET Business Process Transfer a PET Extract
File to TEA
Transferring a PET Extract File to TEA
31
PET Business Process Transfer a PET Extract
File to TEA

• Transferring a PET Extract File to TEA -
  continued
  

32
PET Business Process Transfer a PET Extract
File to TEA

• Transferring a PET Extract File to TEA

• The process for transferring a PET extract file
  to TEA is similar to sending PEIMS data files.
  
• The file name must conform to the PET extract
  file naming convention, which is the letter P
  plus the County-District number (e.g., P101912).
  If the file name does not match convention, the
  user is prompted to confirm the file transfer
  request manually.
• Note1 Campus-level users will not have access
  to this capability.
  
• Note2 A PET Extract file must be sent using
  .NET.

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PET Business Process Transfer a PET Extract
File to TEA

• Completing a PET Extract File to TEA

From the Home page, click the PET Transfer
hyperlink. To begin the file transfer, click the
Browse button to search for, identify, and select
the file to transfer from a hard drive located on
the users local PC or server.
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PET Business Process Transfer a PET Extract
File to TEA

• Completing a PET Extract File to TEA - continued

The system validates the file name against the
PET Extract File naming convention.
Click the Continue button to initiate the file
transfer process.
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PET Business Process Transfer a PET Extract
File to TEA
The file transfer process performs a client-side
validation of the XML file against the published
PET XSD.
36
PET Business Process Transfer a PET Extract
File to TEA

• If the XSD validation is successful, the file is
  transferred to the TEA,
  
• displaying the status progression of percent
  sent.
  

The file transfer status displays the status,
File transfer complete.
37
PET Business Process Transfer a PET Extract
File to TEA

• The PET File Transfer Complete status screen
  displays indicating that
  
• the file has been successfully submitted to the
  TEA and noting that
  
• after processing, the results will be emailed to
  the sender.
  

XSD validation errors are reported to the user
via an HTML page, which can be printed using the
print capabilities of the browser, or stored as
an HTML file for routing as an email attachment
to support staff.
38
PET Business Process Transfer a PET Extract
File to TEA

• File Transfer Errors display in the red error
  window. Some of the most common
  
• reasons that errors occur are incorrect page
  sequencing, double-clicking, timing
  
• out, or failure to conform to data element
  transfer restrictions defined in the PET
  
• XSD.

The PET Extract File procedure is now completed
and a notice of all transfer errors has been
forwarded to the user initiating the transfer
process.
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PET Business Process Validate and Load PET
Event Records

• PET Validate and Load Process Diagram

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PET Business Process Validate and Load PET
Event Records

• PET Validate and Load Process PET Context Edits
  and PET PID Edits
  

• At various points in the PET validate and load
  process, the
  
• system will apply both PET Context Edits and
  PET PID
  
• Edits.
• If the PID verify determines that the student
  does exist in
  
• PID, the PET Context Edits detailed in Table 2
  (P. 19) will be
  
• applied before the system will load the
  students PET
  
• events.
• If the PID verify determines that the student
  does not exist
  
• in PID, the system will create a new student
  record in PID
  
• if the Student ID and the three major
  demographics
  
• conform to the
• PET Context Edits defined in Table 3 (P.
  25-27)
  
• PET PID Edits defined in Table 4
  (P. 28)

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PET Business Process Request a PET Report

• Requesting a PET Report
• Three reports are generated by the PET Reports
  process.
  
• PET1D001 PET Extract File Error Report
• PET2D001 PET PID Statement of Discrepancies
• PET3D001 PET Presumed Duplicate Student Report
  for Enrollment

In contrast to EDIT, PET reports are not
collection-specific nor based upon a particular
PEIMS Data File ID. Note PET1D001 and PET2D
001 are based upon the districts PET Extract
File and are automatically generated by the
system at the conclusion of the PET validate and
load process. PET3D001 is generated by the user
and is created only on demand.
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PET Business Process Request a PET Report
From the Home page Contents, click the Select
button to run a report. This action displays a
report submission page.
43
PET Business Process Request a PET Report

• Requesting a PET Report (continued)

PET3D001 Report Submission Page for
District-level User
To produce PET3D001, enter the desired run-time
report parameters in the entry fields. Click
the Submit button to request the report to be
generated.
44
PET Business Process Request a PET Report

• Requesting a PET Report (continued)

PET3D001 Report Submission Page for Campus-level
User
To produce PET3D001, enter the desired run-time
report parameters in the entry fields. Click
the Submit button to request the report to be
generated.
45
PET Business Process Request a PET Report

• Requesting a PET Report (continued)
• When the Submit button is clicked, processing
  begins. The process
  
• displays a pop-up window, reflecting a request
  that the user wait while
  
• Edit processes the report.

If a district-level user enters a Campus ID of
Enrollment, the system validates that the campus
is valid for the users district. The
district-level user cannot enter a Campus ID of
Enrollment for a campus in another district.
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PET Business Process Request a PET Report

• Viewing Generated Reports
• When processing has completed, the pop-up window
  is released
  
• and the PET Reports page displays.
• The hyperlink file name on this page allows the
  user to display
  
• the most recently generated report.

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PET Business Process Request a PET Report

• PET3D001 Report Prototype

Report Prototype Notes The first example illustr
ates an overlapping Withdrawal Date and
subsequent Enrollment Date. The student
withdraws from CampusName1 on 12/22/2005 but
CampusName2 indicates an enrollment on
12/12/2005, which is ten days earlier than the
withdrawal date. The second example illustrates
a student with two enrollment records without an
intervening withdrawal record. While this
situation could result from a business process
error at CampusName1 in which the campus
registrar simply did not create a withdrawal
record, it could also be an instance of duplicate
attendance reporting.
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PET Business Process PID Detail Enhancement

• PET Event History
• EDIT users possessing a PID Search privilege,
  search and
  
• display records matching the search criteria
  parameters and
  
• display the results.
• The PID Detail enhancement allows the user to
  display
  
• the historical data stored in the students PET
  Event History.  
  

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PET Business Process PID Detail Enhancement

• PET Event History
• Click the PID Search button in the Contents, and
  then select the desired PID
  
• extension option available on the Home page
  contents.
  

The students PET Event History displays on the
page as the last segment of data. The records
are not available for edit view-only capability
is provided.
50
PET Business Process PET Status Enhancement

• PET Status
• The PET Status page is similar to EDITs
  Collection Status page and
  
• allows the user to view the status of the PET
  Extract File.
  
• Select the PET Status hyperlink in the Contents
  to display the PET Status page.
  
• Select the File hyperlink to display the PET File
  History page.
  
• Select the View button to display the PET Extract
  File Error report associated with this file.
  

• Select the file name link in the File column to
  display the PET File History page.

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PET Business Process PET Status Enhancement

• Select the Back button to return to the PET
  Status page.
  

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PET Business Process PET Status Enhancement

• PET Status (continued)
• Select the version number link to display the PET
  File Version History
  
• page.
• This page displays all details recorded for the
  PET file under PET File Info, and provides
  historical tracking data that occurred during the
  files processing activity. The historical data
  is displayed under PET File Process History.

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PID Enrollment Tracking(PET)

• The PET system will be released on
• 9-26-05
• Your first PET submission will be due during the
  week of 10-3-05 10-7-05
  
• A PET file may be submitted between 800 a.m.
  Monday and 1000 pm on Friday during a week a
  submission is due
  
• You will send subsequent submissions on a weekly
  basis (date to be determined by your district)
  
• Please e-mail PET issues to student.services_at_esc
  16.net