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TIPS YOU SHOULD KNOW AND DO BEFORE YOU OPEN THE DATA CURTAINS TO YOUR SCHOOL Rachel Welsh Director of Data Operations and Webmaster The Shipley School Connect rwelsh@shipleyschool.org @rachelawelsh www.linkedin.com/pub/rachel-welsh/15/256/173/ www.facebook.com/rachel.a.welsh Copy of slides will be available after presentation

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# 1 0 – DE S IGNAT E RE S P ONS IB IL IT Y, E NCOURAGE ACCOUNTABIL IT Y

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Director of Data

Operations

Registrar

Admissions

Development

Technology

Communications

Divisions

Data Coordinator

Business Office

@ SHIPLEY

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# 9 - HAV E A P L AN

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Determine organization priorities • Online profile updates • Directories • Online ReEnrollment

Determine Team(s) • Team members may change for each project

• Should include decision makers AND their support staff

Understand Systems • Learn what is possible and what is not

• Learn tools you have, exactly what they, I.E. parents, can and cannot see and change via online tools

Determine project priorities • Based on what is possible • I.E. Have an online parent directory • Decide “big picture” what is available online

• Only individual's Information or also their relationships?

Scrub Database • If you have bad data, don’t let them see it!

Internal Testing User Testing

Publication

PLAN – SOMETHING LIKE THIS

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# 8 - UNDE RS TAND Y OUR S Y S T E MS

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Shipleyschool.org

NetClassroom Public

WebPages

Private WebPages

FA Web Online

Application

Calendar

Pick-A-Time

Varsity Books

Naviance

Online Tuition

Various 3rd Party

Tools

Schedule Star Auction

Pay

Social Media

• YouTube • Facebook • Slideshare • SmugMug

Division Head Blogs

Alumni App

WHAT MAKES UP THE WEB - 2014

Shipley Network &

Email

Moodle

Classroom Blogs

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A SCHOOL’S DATA ASSEMBLY LINE

Admissions Office

Data Operations & Registrar’s

Office

Business Office

Development Office

Alumni Become

Colleagues

Alumni Become Parents

Former Parents

Return as Current Parents

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NetClassroom (apples)

FA Web

NetCommunity

Education Edge

INTEGRATION – WHAT’S YOUR PICTURE Learning Management

Systems Collaborative Environment

Moodle, (Oranges)

Login

Login

Raiser’s Edge

Calendar Online Application

Conference Scheduling

Connect 5

Assignments Grades Shared Documents Teacher Announcements

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SHARING & SECURITY

• Data Entry • Relationships - If permissions are database driven decide who can see what

• Mother, Father, Stepmother, Step Father, Guardian, Legal Guardian, Aunt/Uncle/Grandparent/etc.

• If using multiple systems can each follow a similar process? • [Paul Bailey] Make sure not to share individual cellular, business, and email

address when sharing addresses with children. • [Paul Bailey] If syncing with RE make sure tables are the same in both

databases • Sometimes with syncing with RE and the addresses are shared in both

databases you will see an error in the sync log. No known fix except to unshared address.

System Settings: • Tightly Control who can make system security changes • [Paul Bailey] Of course make sure only the appropriate people have

access to change tables. • If this does happen use Table Cleanup to change table names

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# 7 – DON’T A IR Y OUR D IRT Y DATA

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• Problems with Data / Data Conflicts • Title = Mr. and Gender = Female • Grade Level = 1 and Class of Does Not = 2025 (Etc.) • Incorrect Relationships - Reciprocal Relationship = Father and Gender =

Female • Contact type = Email and number does not contain @ • Contact type = Email and number contains , • Students with a Business Address • Former employees who still have school email addresses • Former students who still have school email addresses • Former employees with employee status • Non-students with an all-school alert contact • Families/Parents who can’t view report cards

QC QUERIES - TO FIND …

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• Missing Data (Is Blank) • Gender • Date of Birth • Title • Address • Affiliation • Marital Status • School District • Class of • Primary Addressee or Salutation • Students missing status dates • Faculty missing date hired • Faculty without a Shipley email address

Any field not marked required in the database that you want to be recorded

QC QUERIES - TO FIND …

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EXCEL

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EXCEL – SIMPLE FORMULAS

=Exact Formula: Compares two text strings and returns TRUE if they are exactly the same, FALSE otherwise. EXACT is case-sensitive but ignores formatting differences.

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• Global change can be your friend if used correctly • Think about duplicates

• [Paul Baily]Be sure duplicates are not allowed in database • We learned the hard way to not allow at all because even though a prompt

comes up stating the record was a duplicate it is created anyways. • Beware when merging duplicate records. Make sure activity on the

records will not be lost or merged incorrectly. • We merged what looked like duplicate records but were not. The student

billing history was added to one person and a nightmare to fix.

DATA TIPS FROM PAUL BAILEY

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# 6 – T E S T, T E S T AND RE -T E S T

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• If you are targeting content to users be sure you test all scenarios • Parent of Accept and parent of Deny/Waitlist • Parent of current student and parent of withdrawn student • Honorary Alumni Status • Former Trustee Status • Parents of recent graduates that are no longer parents

• What additional tools are you using? Data changes may affect data displays for the users AND possibly their permissions • Medical forms • Online course registration • Online reenrollment • Directories • Online Payments • Online Donations

SCENARIOS AND TROUBLESHOOTING

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Role Name Tested Current Parents

Past Parents

Parents of Applicants

Alumni

Colleagues

Colleague Parents

Current Parent and Past Parent

Current Parent and Parent of Applicant

Current Parent, Past Parent and Parent of Applicant

Current Parent and Alumna/us

Current Parent and Colleague

Current Parent, Alumna/us, Colleague and Parent of Applicant

Current Parent, Alumna/us, Colleague, Parent of Applicant, and Past Parent

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# 5 - RUN A W E BS IT E S P E L L CHE CK

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SPELLING MSTAKES

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http://www.inspyder.com/products/InSite/Default.aspx

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# 4 - HAV E US E RS L OG IN , RE V IE W, E D IT BE F ORE P UBL IS HING ONL INE D IRE CTORIE S

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# 3 – KE E P CAL M AND T RACK IT

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• Automatic - Attribute changed when someone submits medical form • Query on who didn’t submit it (attribute not changed)

• Automatic - Attribute changed when someone completes online reenrollment • Query on who didn’t complete it (attribute not changed)

• Automatic – Event nametag attribute for nametag preferences

• Manual – Attribute changed when someone returns a Confidential Information Summary

• Automatic – Gift attributes when add comments to an online gift

• Automatic – Class Notes

WHAT HAS OR HASN’T BEEN EDITED/ADDED

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# 2 – AS K F OR HE L P

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COLLECTIVE EYES AND EARS

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GO TO THE SOURCE

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# 1 - DO IT AL L AGAIN

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• Community • Blackbaud Forums - http://forums.blackbaud.com/ • Blackbaud User Group - https://groups.google.com/d/forum/blackbaudusers

• Technical: • Office email Merge - http://support.microsoft.com/kb/294694 • Website Spell check: Insite by Inspyder -

http://www.inspyder.com/products/InSite/Default.aspx • Online Timeline: Preceden – http://www.preceden.com/

• Data Policy & Best Practices Presentation • http://www.slideshare.net/shipleywebmaster/data-policy-best-practices

RESOURCES