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How To Configure the PA EWS Automated Export Agent

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Date12/31/2015
TitleHow To Configure the PA EWS Automated Export Agent
SummaryThe following article is designed to walk the user through the steps involved in setting up the Pennsylvania Early Warning System (EWS) Automated Export Agent.
Summary2

The following article is designed to walk the user through the steps involved in setting up the Pennsylvania Early Warning System (EWS) Automated Export Agent.

Prior To Implementation

Install the most current version of the Pennsylvania PIMS/EWS.

Resolution
  1. Pennsylvania PIMS Operations > Configure Automated Export Agent.

  2. General Setup tab.

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  • Select output drive:/directory where the files will get created.

  • Select the School year.

  • Enter the District code for filenames

  • Click the Add button and select your database.

  • Select the School Code.

  • Turn Auto Link On/Off on for this school.

  • Select information for each school that gets configured to run with the PA Automated Export.

  • Attendance produces the Student Daily Attendance.

  • Student produces Student Snapshot, and School Enrollment.

  • Staff produces Staff Snapshot, and Staff Assignment.

  • Course produces Course Instructor, Student Course Enrollment, Class Grade Detail, and Course Attendance

  • Discipline produces Offender, Infraction, Action, Incident, and Person

  • Location produces Location Marking Period, Location Marking Period Calendar.

  • Repeat for each school within the database.

  • Save this tab setup.

  1. Terms and Student Options tab.

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  • Select School to work with.

  • Select the PA term codes that are equivalent to the MMS term codes. Trimesters are not valid in the 2016 EWS school year and are mapped to the closest EWS Term code. You can only select each EWS Term Code once to avoid duplications, so you would leave it blank if you already selected it for another MMS Term Code.

  • Check as appropriate to Include the selected types of students.

  • Repeat for each school.

  • Save this tab setup.

  1. Attendance Setup tab.

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  • Select School to work with.

  • Select when to Export student daily attendance data at the following times. Either every time the process runs or the specified days.

  • Select the PA attendance codes that are equivalent to the MMS attendance codes. The EWS Dashboard currently only counts full day absences, tardies and early departures. The half-day Tardy and Early Departure codes are not counted toward absences.

  • Repeat for each school.

  • Repeat for each school.

  • Save this tab setup

  1. Student Setup tab.

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  • Select School to work with.

  • Select when to Export student snapshot and enrollment data at the following times. Either every time the process runs or the specified days.

  • Select the Contact for student home phone and which Phone.

  • Repeat for each school.

  • Save this tab setup.

  1. Staff Setup tab.

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  • Select School to work with.

  • Select when to Export staff data at the following times. Either every time the process runs or the specified days.

  • Select the Security staff options, if you have any.

  • Repeat for each school.

  • Save this tab setup.

  1. Course Setup tab.

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  • Select School to work with.

  • On the General Setup tab.

  • Select when to Export course data at the following times. Either every time the process runs or the specified days.

  • Select course information to export.

  • Change to the Grades tab.

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  • Select the PA grades codes that are equivalent to the MMS grades.

  • Change to the Grade Plans tab.

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  • For each grade to be reported, select the marking period and indicate if this is the final marking period grade.

  • Each grade plan has a trio of fields for each Grade Field in the plan. The Grade 1, Marking Period 1 and Final 1 refer to the first Grade Field in the plan, Grade 2, Marking Period 2 and Final 2 refer to the second Grade Field in the plan, and so on.

  • The Grade matches the Grade Field from the MMS Grade Plan. The MMS Grade Plan indicates which grades are associated with each section. The Marking Period indicates the PA EWS marking period code for that Grade Field, with the exception of the final marking period grade that will be identified as Year. Grades that do not match the state fields are left <<None Selected>> such as exam grades.

  • Check Final only for the end of year grade, usually FAV. The Final box sets the Grade Detail Code as 02 - Final marking period grade when checked and 01 – In progress marking period grade when unchecked.

  • As an example: Go to Grades > More Grades Reports > Grade Schemes Listing and print the Grade Plans. In this example the Q3P Quarter 3 – Std plan has two Grade Fields with FAV being the year end final grade.

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The following shows the associated Grade Plans setup:

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  • Change to the Course Attendance Codes tab.

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  • Select the PA attendance codes that are equivalent to the MMS course attendance codes. This is where you can indicate partial day absences.

  • Change to the Departments tab.

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  • Select the EWS subject area codes that are equivalent to the MMS department codes. Any course that is not associated with one of the EWS Subject Area Codes will be listed in the Dashboard under Other.

  • EWS focuses on English and Mathematics.

  • If you need to create departments and associate them with courses:

  • Staff Portal > Manage > Edit Departments.

  • Staff Portal > Manage > Edit Course Catalog.

  • Repeat for each school.

  • Save  this tab setup.

  1. Discipline Setup tab.

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  • Select School to work with.

  • On the General Setup tab.

  • Select when to Export discipline data at the following times. Either every time the process runs or the specified days.

  • Change to the Infractions tab.

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  • Select the PA infraction codes that are equivalent to the MMS infraction codes.

  • Academic Infraction and Code of Conduct Violation are valid EWS Infraction Codes

  • Change to the Actions tab.

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  • Select the PA action codes that are equivalent to the MMS action codes.

  • Sanctions S20 – Removed from classroom, S21 – Community service and S22 – Disciplinary transfer – are only in EWS.

  • Remedial program R9 Other is not allowed in EWS.

  • Repeat for each school.

  • Save this tab setup.

  1. Location tab.

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  • Select School to work with.

  • On the General Setup tab.

  • Select when to Export location data at the following times. Either every time the process runs or the specified days.

  • Change to the Marking Periods tab.

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  • Enter the starting and ending dates and local definition for each state marking period your school uses.

  • Enter the Start Date and End Date for each marking period used. These will usually match the dates in the MMS Generations > School > Scheduling Term Definitions. You can enter trimester dates here.

  • Enter the Local Name even if it is the same as the State Description.

  • Change to the Calendar Details tab.

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  • Adjust the day type where needed. Day Type will default to Instructional day for any day with sessions greater than zero in your calendars.

  • Because a school can have multiple calendars, you set the Day Type once for each date.

  • Remember to come back and adjust the day type for weather days and such.

  • Repeat for each school.

  • Save this tab setup.

  1. Web Service tab.

  • User ID and Password are sent from the Commonwealth of Pennsylvania.

  • School Year is the ending year.

  • If this is the first time you are setting up the Pennsylvania EWS Dashboard enter the test area STAGING information.

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  • Web Service URL and Collection Code must be as shown and are from the Web Service info.docx the Commonwealth of Pennsylvania provided.

  • If you have verified you test area data, enter the PRODUCTION information for the live area.

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  • Web Service URL and Collection Code must be as shown and are from the Web Service info.docx the Commonwealth of Pennsylvania provided.

  • Save this tab setup.

Additional Information

Additional KBAs are available at http://www.cri-mms.com/knowledge-base.

Applies to VersionsMMS Generations: All Versions, PA PIMS 9.23 or greater, PA EWS: Version 2.1 or greater.
Key WordsPennsylvania, Early Warning System, EWS, PA EWS, EWS Challenge, PA Automated Export Agent, MMSGE>PA>EWS, PA, Web Service URL, Web Service, MMSDashboardSubmission, PA_Export.

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