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Ed-Fi System Administrator

Arkansas Department of Education

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Agenda

Introduction

Project Background/Dashboard Features

Roles & Responsibilities

o User Access & Security

o Dashboard Support

o Identifying and Resolving Data Anomalies

o Disabling the Dashboards

o Student Photos

Questions

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What are the Arkansas Ed-Fi Dashboards?

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The Ed-Fi Solution• Developed by the Michael & Susan Dell Foundation

• Open source, aligned to CEDS

• Utilizes ADE’s existing systems

• Provides relevant, timely information enabling educators to impact student learning through data-driven decision-making

• Currently utilized in Texas, Delaware, South Carolina, and Tennessee.

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Why Should Our District Use Ed-Fi?

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Where Does the Information Come From?

AELS CCMS

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http://ardoe.adobeconnect.com/p6b9a5a5bbh/

Dashboard Demonstration Video

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Roles & Responsibilities

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District Ed-Fi System Administrator

Assign users to correct Active Directory/Ed-Fi roles Point of Contact for District Support Escalate Support Issues to ADE Managing District/Building ‘Goals’ Sending District Announcements Uploading Student Photos

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Comparing Ed-Fi Administrator and Data Steward Roles

District Role User Access Set Up User Support System

AdministrationEd-Fi System Administrator (District)

• Ensure Active Directory roles for users are aligned with defined Ed-Fi roles to ensure appropriate access to dashboards• Verify user access prior to

training and launch

• Address user access issues through Active Directory role assignment• Escalate support issues to ADE

• ADE point person for dashboard administration• Send system-wide

messages

Data Steward (District and/or Campus)

• Assist with security role assignment

• Point person for questions by district and campus personnel on dashboard data• Support timely, accurate data

submission into eSchool• Diagnose and address data quality

issues• Work to resolve data issues in

eSchoolPlus• Identify support issues that require

escalating to Ed-Fi Administrator

• Send system-wide messages in dashboards, via Ed-fi System Administrator• Communicate new

data to users

Dashboard support is a shared responsibility, with Ed-Fi Administrators and Data Stewards playing key roles at the district level

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Dashboard User Access & Security

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• Access to the dashboards is controlled through a claims-based authentication process that is FERPA-compliant

• Authenticating a user is based on a set of claims about the user’s identity contained in a trusted token

• A basic set of roles or ‘claims’ relates to varying levels of access

• Access will differ based on where a user is assigned (campus vs. district) and any specific student assignments (class sections, rosters)

Arkansas Ed-Fi Dashboards Security

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• ADE has defined five Ed-Fi roles in Active Directory to ensure appropriate access to the dashboards by district- and school-level users:• Ed-Fi District Administrator• Ed-Fi School Administrator • Ed-Fi Teacher*• Ed-Fi Counselor/Leader*• Ed-Fi Staff*

• Each district also has an identified Ed-Fi System Administrator role

• Ed-Fi System Administrators will need to assign all dashboard users to the correct Active Directory (AD) group based on the user’s role in the district or school and required/appropriate level of access

• Access to the dashboards will be determined based on:• The user’s active assigned Active Directory group/Ed-Fi role AND

• Education organization - district and/or school(s)- and student assignments within eSchool Plus

Establishing User Access: Ed-Fi Roles

* These roles may be assigned either at the district or school level.

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AD Role Claimset Allows Access to:Ed-FiDistrict Administrator

• Aggregated student performance metrics at the district level (district information and academic dashboard)

• Drilldowns to campus lists• School academic and operational dashboards for all schools in the district, with

classroom views and student lists, teacher lists and metrics (operational dashboard)

• Student dashboards with individual performance metrics for all students in the district (student information, academic dashboard and transcript)

• Access to Goal Planning page to manage and publish campus goals (% of students achieving dashboard thresholds)

Ed-FiSchool Administrator (Principal/AP)

• Aggregated student performance metrics at the school level for the assigned school (school information and academic dashboard)

• Student list drill down displays all students in assigned school• Tabular view of student metrics for all students in each class within assigned

school (classroom dashboard) as well as by grade and demographic group• Student dashboards with individual performance metrics for all students in the

assigned school (student information, academic dashboard and transcript)• Teacher lists and teacher performance metrics for all teachers in the assigned

school (school operational dashboard)• No access to Goal Planning page to manage and publish campus goals

Ed-Fi Roles to be Assigned in AD

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Ed-Fi Roles to be Assigned in AD: Shared RolesAD Role Claimset Allows Access to:Ed-Fi Counselor/Leader

• Aggregated student performance metrics at the assigned education organization level for the assigned education org –district or school information and academic dashboards

• Student list drill down displays all students within assigned school or district• Tabular view of student metrics for all students in each class within assigned

school or district (classroom dashboards) • Student dashboards with individual performance metrics for all students in the

assigned school or district (student information, academic dashboard and transcript)

• No access to teacher performance metrics (operational dashboards)

Ed-FiTeacher

• Aggregated student performance metrics at the assigned education organization level –district or school information and academic dashboards

• Student list drilldown filters to ONLY include assigned students • Tabular view of student metrics for all students in teacher’s class(es) within

assigned school or district (classroom dashboard)• Student dashboards with individual performance metrics for all students in the

teacher’s class(es) (student information, academic dashboard and transcript)• No access to teacher performance metrics (operational dashboard)

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AD Role Claimset Allows Access to:Ed-Fi Staff • Aggregated student performance metrics to all district and school academic

dashboards at the assigned education organization level–district or school• Additional drill downs to aggregated performance by grade level and

historically; at the district level, ability to view list of campuses meeting goals• No access to student dashboards or student lists for district’s/school’s students,

except those directly assigned• No operational dashboards/teacher metrics

Ed-Fi Roles to be Assigned in AD: Shared Roles

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User Access Verification

• Experience suggests that dashboard training will be more effective if users have access to their own students’ data during training

• User access must be verified before training to ensure success

• In addition to encouraging users to check logins before training, Ed-Fi System Administrators can impersonate users to test logins

• District team can also send an e-mail asking users to test their own login in advance of training

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Impersonating Users to Test User Access

1. Type the user name or staff ID in the search bar.

2. Click the arrow button3. Click the ‘Staff’ button4. Search for the person on the list.*

Click ‘Login As’ button to impersonate their dashboard access

5. Once logged in as another person, you must log out and log back in to impersonate another user

*If person is not listed in search results, they are not in the dashboard database. See User Access Document for handling these cases.

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Troubleshooting User AccessSymptom Possible Causes Solution

Can’t access website •Wrong URL• Internet connectivity problems• Dashboard application failure

Check if it is a user issue by trying to access the dashboard application.

Can’t log in • User error• New user does not yet have

access• LDAP authentication failure• Dashboard application problem

Use impersonation feature to test the user access. If unable to access the user in the dashboard and user should have access, escalate problem with user information.

Can’t see all campuses to which s/he is assigned

• User view is defaulted to their first campus assignment• User must use drop-down menu

to change campuses

Walk the user through how to navigate between the campuses to which they are assigned.

Can’t see all necessary screens/students

• User does not have proper role• User roles have changed• User access only tied to class

section

Gather information re: screens/students the user cannot see and check against the user’s current AD role. Reassign the desired dashboard claim setting through the Active Directory Ed-Fi role.

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District Ed-Fi System Administrator

• Form located on the ADE Data Center under ‘Security Resources’.

• Instructions for adding users to Active Directory Groups is also available.

https://adedata.arkansas.gov/security/

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Dashboard Support

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Dashboard Support Overview

Level 2 (ADE): Missing or incorrect data

Build support (data not refreshed)

Level 1 (District): User access

troubleshootingUser questions and requestsVerification of source data

Level 3 (DLP):System errors

New features and metrics

Support Plan• Tiered support system

• Level 1: District Ed-Fi administrators, Data Stewards

• Level 2: ADE State Ed-Fi support team• Level 3: Double Line Partners (DLP)

• Support linked through the dashboards• E-mail to District Ed-Fi Administrator from

dashboard support button; determines follow-up within district and if escalation to ADE is required

• ADE support will be managed through Sharepoint ticketing system

• ADE will escalate system errors to DLP• Training content and support information

available online• Campus trainers have ability to help with

potential user errors

Tiered Support Issues

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Level 1 Dashboard Support

• User submits ticket through support button (on each dashboard page)

• Ticket sent to district support email account

• Ed-Fi System Administrator (or designee with access to mailbox) routes ticket to appropriate staff for follow-up

• Ed-Fi System Administrator escalates unresolved issues to ADE (Level 2 support)

Smackover Teacher

edfiuser@smackover.net

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Identifying and Resolving Data Anomalies

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Identifying Data Anomalies • Data anomalies may include any of the following:• Metrics with missing data • Data that do not look right based on user expectations • Source data issues • Incomplete transcript issues • Course or section issues • Dashboard feature/issues

• Users should be encouraged throughout training and pilot to provide as much detail as possible when identifying data anomalies• Metric name, specific issue or question• Steps already taken to resolve issue or question

See separate Dashboard Data FAQ for Known Data and System Issues

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Dashboard Support: Typical Workflow

Identify Issues Level 1: District Level 2: State Level 3: DLP

Users submit tickets through support feature

District teams QA the data on the dashboards

District researches question in eSchool Plus

If data is correct in eSchoolPlus, but wrong on dashboards – escalate to Level 2

State support team checks build status and source tables in SIS

If data is wrong in eSchoolPlus, correct data and resolve the issue

Email user that the issue is resolved

Everything is up to date but dashboard data is wrong; escalate to

Level 3

DLP investigates error and makes mapping update

Email ADE that issue is resolved

Email district that issue is resolved

Data requires updating in SIS; load new data for next build

DLP may ask ADE for updated data with changes based on research

QA Changes

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Examples of Data Issues in the Dashboards

Student

• Student incorrectly is tagged as participating in program (e.g., SPED)

• Student is missing courses from transcript page

• Student is missing assessment data

• Student performance does not match expected results

Campus/District

• Percentages of program participation do not seem accurate

• Students are excluded from a metric calculation

• Assessments missing from the dashboards

System

• Data has not been refreshed recently

• System is down • Features are not

working correctly (search, sort, add/remove columns, create watchlist)

These are examples of data issues that may be seen in the dashboards. Data should match what is in eSchoolPlus as of the night before.

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Example 1: Missing/Unexpected Student Data• Student Data: The dashboards are

missing data for a student or results are not as expected

• Level 1: Data steward researches issue

Are other students having the same issue? This can checked by clicking next student in list

Where applicable (e.g., student contact info, grades, etc.), check to see if data is in eSchoolPlus and is accurate for a sample of students

• Level 2: Seek help from ADE in resolving issue If many students having same issue and data is available/accurate in source,

escalate ticket with all information above If source cannot be verified and/or is seen for many students, escalate to ADE:

O̶ Confirm what data should be visible in the dashboardsO̶ Check assessment results for a particular student

• Level 3: If data present/correct in state source, escalate to DLP for investigation

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Example 2: Data Not Refreshed

• Issue: The refresh date of the data is not current, or user has reported that information is not updated as expected.

• Level 1: o Report issue: If the date of refresh is more than 2 days ago, this is an indication that the

build is failing. District Ed-Fi System Administrator should escalate to Level 2. • Level 2: o Check build status: Level 2 state support team can check status of the build on Team

City through DLP.• Level 3: o Fix broken builds: DLP will investigate and fix build support issues until transitioned to

ADE.

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Example 3: Functionality Not Working

• Dashboard Functionality: A user reports that he/she cannot search, create a Watch List, access More Menus, export data, etc.

• Level 1: Some following functionality may be related to a user’s level of access and is actually working as designed.

Search – search capabilities vary by role and level of access – possible search options include schools, students and teachers and may not be applicable to user’s role̶O If a student cannot be found in assigned school, a user may be using an invalid

state ID to search for a student Create a Watch List – if a user other than the teacher has access to view a teacher’s

classroom (e.g., a principal or counselor), the user cannot create a Watch List for that classroom. The option will not appear.

• Level 2/3: Escalate other errors to DLP Drill downs– if details will not load, escalate to DLP Export – if information is not complete in an export, escalate to DLP Metric setting or other system administrator features – if not working after next

build, escalate to DLP

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Dashboard Administration

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Disabling the Dashboards for Your District• The dashboards can be disabled by the Ed-Fi System Administrator in

each district • This may be necessary in the following situations: • FERPA violation or security concern• System has fatal error that requires shut down to fix

• Disable system through the system administrator account on the district administration page

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Sending System-Wide Messages to Users• This tool gives the Ed-Fi System Administrator (or data stewards via the

Ed-Fi System Administrator) the ability to post messages to users to appear as a ribbon on top of screen

• Enter message in text box and Save• Message will appear in approximately 10 minutes at top of all users’

view

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Metric Settings: HS Student Grades Metrics

•Failing grades and grades below C metrics are calculated in the dashboards based on a metric setting that needs to align with each district’s grading scale

•The metric settings in the dashboard define the lower range of C and passing grades to calculate the metrics

•The Ed-Fi System Administrator must ensure that the system defaults (70 for “C” and “60” for passing) match the district’s grading policy in order for these metrics to be accurate

• If the defaults do not match district policy, the Ed-Fi System Administrator must update them in the dashboards

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Metric Settings: Grades Below C• The system administrator may change the threshold that constitutes a grade

“Below C” to power Grades Below C metrics per district• The default is 70; this will need to be changed if different from your district

policy• Administrator may enter a new metric threshold, save, and then test on

student grades pages

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Metric Settings: Failing Grades• The system administrator may change the threshold that constitutes the

lower bound of a passing grade to power the Failing Grades metric • The default value is 60; this may not be district policy• Administrator may enter a new metric threshold, save, and then test on

student grades pages

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Student Photos

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Photo Management• The Photo Management page will prompt the user to select a school in

the district and select a file to upload.

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Uploading Student Photos

After the student photos have been imported, the status of the student photos and any errors will be displayed.

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System Administrator Checklist

Ensure the district MOU has been signed and returned to ADE Return the Ed-Fi Active Directory form Ensure users are assigned to correct Active Directory/Ed-Fi roles Verify user access Set-up support email address for the dashboards (

edfisupport@schooldistrict.k12.ar.us)

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Additional Support

http://adedata.arkansas.gov/edfi

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Questions