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Importing PA PIMS Data into MMS

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Date3/2/2015
TitleImporting PA PIMS Data into MMS
SummaryThe following article is designed to assist a user with the task of importing student data into MMS Generations from a PIMS Student export file (regardless of its SIS/PIMS source).
Summary2

The following article is designed to assist a user with the task of importing student data into MMS Generations from a PIMS Student export file (regardless of its SIS/PIMS source).

Prior To Implementation

Print out the following reports in MMS Generations (MMSGE):
STEP 1: Data Field Listing report: Go to Admin >> Administrative Reports >> Data Field Listing.

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Image 1

  1. Student Address/Contact table (not shown in the above image).
  2. Student Master Table – Image 2 below shows a representation of this table with Field Name, Field Description, Field Type and Field Length.
  3. Student Master Table (Extension 1)
  4. Student Master Table (Extension 2)
 
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Image 2

STEP 2: PIMS Documentation Appendix. Go to MMSGE >> Help >> Help Table of Contents >> State Modules >> PIMS (9.1 or later) >> Appendix: PIMS and CTE Fields (Image 3).

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Image 3

The image above shows 10 lines from the entire list of 217 fields found in a PIMS Student and Student Snapshot export. The field order is based on standards defined by PIMS/PDE. This list will be necessary to identify and match fields between a PIMS export and the fields making up the student tables in MMS Generations.
 
STEP 3: Browse to the location of the PIMS Student export file provided. It will like be a *.CSV file. Right click the file and select Rename.  Change the file extension to *.TXT and select Yes to accept the change.
A typical file may be opened for inspection only in MS Notepad. Note that (in general) it will initially be in a quote/comma format. There isn’t a header line identifying fields.

 
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Image 4
Resolution
  1. Launch Microsoft Excel. Go to File >> Open. Browse to the location of your *.TXT PIMS Student file. This will invoke the Excel File Wizard.
  2. Select “Delimited – Characters such as commas or tabs separate each field” (see image5). Select Next.

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Image 5

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Image 6

  1. Select Comma as the Delimiter. Select () for Text Qualifier (see Image 6 above). Select Next. 
  2. Identify and change any data field with numbers and leading zeros from General to Text (see Image 7 below).
  1. Select the field in the Wizard and toggle from General to Text. If a field has numbers starting with leading zeros it must be changed to prevent the leading zeros from being stripped away.
  2. It is not necessary to change Date fields from general to date.
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Image 7
  1. Once all numeric fields have been changed, select Finish.
  1. Edit the file in MS Excel (see Image 8 below). A field for Contype must be added. In the image below it was added as column A and the Contype value of C1 mass entered. It could also be added as a last column. This will be required when importing contact data later.

 NOTE 1:

This may be a good time to identify and match up fields between the MMSGE PIMS Appendix printed in Step 2 under “Prior to Implementation”, with the Data Field Listing reports, printed previously in Step 1.

EXAMPLE:

Column A/Field 1 = Contype/Contype – CON (Student Address Contact table); See Note 1 below. Type: Character, Length=2.

Column B/Field 2 = District/PA15DIST – EMF (Student Master table); Type: Character, Length=9.

Column C/Field 3 = Location/PA2SCHCODE - EMF; Type: Character, Length=4.

Column D/ Field 4 = School Year Date/NA; Not Used.

Column E/Field 5 = ID_Number – EMF; Type: Character, Length=16, Check box as this is the Unique Field.

Column F/Field 6 = GRADELVL – EMF; Type: Character, Length=2.

Column G/Field 7 = homeroom (HR) – EMF; Type: Character, Length=6.

 NOTE 2:

Select any columns that are not needed – i.e. in the example, column D is not needed. Also delete any columns that are empty. The goal is to reduce the number of fields in the file.

 NOTE 3:
The file can also be broken up into 4 parts. This is not necessary for the import process. It would be a personal preference. The 4 parts/resulting files would include:

  1. The Student Master table (EMF)
  2. The Student Master Table Extension #1
  3. The Student Master Table Extension #2
  4. The Student Address/Contact Table
In all four tables the student id number will be essential; in the Student Address/Contact Table, the contact type (Contype) will be a second “unique field” and is essential.
 
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Image 8

NOTE 4:
A field for the MMSGE ID_ Number or LASID may also be added, however when importing data into MMS Generations this ID_Number must be a “unique field”.
Since every student in the PIMS Student export should already have a unique StatePRID or PA Secure ID (State provided ID number – column E above in image 8), this is the ID number that will be imported into MMS Generations to become the MMSGE ID_Number or LASID.
ID_Numbers can be changed later (see knowledgebase article: “How to Change Student ID Numbers”).
 
  1. When ready save the file as Tab Delimited TXT (recommended). Go to File >> Save >> choose Delimited with Tabs from Excel’s list of file options. It will warn that the formatting may not preserved; select YES, Save.

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Image 9

Close the workbook. It will ask to save again. Select NO (it was saved in the last step).

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Image 10

If opened (not necessary) in MS Notepad the file will now look like this:

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Image 11
 

  1. Importing into MMS Generations

IMPORTANT:
If you have never done the following steps to import data it is recommended that you create a duplicate database to experiment with, rather than using the “live data”. Importing overwrites data if it finds a connection. What is selected as a unique field in the import process dictates what the connection or key field will be to link other fields to the student or contact.
 
For districts and schools hosted by Computer Resources, LLC please contact our company at 888-641-9922, provide the name of your district or school if asked or select from the menu provided. Ask to be transferred to our Implementation Manager as a hosted school. He/she will be able to create your duplicate database and provide assistance utilizing it.
 
For those who self-host follow the following steps to not only create a duplicate database, but also import your data from the file you created, whether “live” or using a duplicate database.

Always have a backup of your database before continuing!
STEP 1:

  1.  Open your database in MMS Generations. Go to School >> Operations >> Import Data into MMSGE.

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Image 12

  1. Under Select File type to Import, Select Delimited with Tabs (TXT). Select Add New Records.
  2. Go to Select input file… browse to where the *.TXT file previously created is stored. Select it. See image 13 below.

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Image 13

  1. Select the Tab Field Setup.
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Image 14

The Destination Table will be one of four possible for this import. They are:
  1. The Student Master Table (as shown in image 13); ID_Number is Unique.
  2. The Student Master Table (Extension 1); ID_Number is Unique.
  3. The Student Master Table (Extension 2); ID_Number is Unique.
  4. The Student Address/Contact Table; Contype and ID_Number are Unique.
  1. Select the table for the file you selected in step #3. If you created separate files you will not need to map any fields to nothing - a blank field under Destination; as further described.
  2. If the previous steps were followed your file should now be reduced below the original 217 + ConType fields. In the following image 150 fields are selected; 7 are shown and are mapped to their corresponding fields.

NOTE: The following image is set up as if one file is being used. Recall from the beginning, under Implementation Step 1 and Step 2, the reports for fields in MMSGE and PIMS were to assist with matching-up fields, finding the file type and its length.

EXAMPLE:
Column A/Field 1 = Contype/Contype – CON (Student Address Contact table); See Note 1 below. Type: Character, Length=2.

Column B/Field 2 = District/PA15DIST – EMF (Student Master table); Type: Character, Length=9.
Column C/Field 3 = Location/PA2SCHCODE - EMF; Type: Character, Length=4.
Column D/ Field 4 = School Year Date/NA; Not Used.
Column E/Field 5 = ID_Number – EMF; Type: Character, Length=16, Check box as this is the Unique Field.
Column F/Field 6 = GRADELVL – EMF; Type: Character, Length=2.
Column G/Field 7 =  homeroom (HR) – EMF; Type: Character, Length=6.
 
NOTE 1: Field 1 will not be used except for importing into the Student Address/Contact table (CON), it will be Character, 2 in length, Unique along with the ID_Number
 
Field 3 will not be mapped for any of the 4 imports unless all unused or empty columns were deleted from the original file.

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Image 15

  1. Settings can be Saved. Settings and mappings can be recalled any time.
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Image 16
  1. At the upper right select Preview Table with Data to be Imported.

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Image 17
 

  1. Select  Click To Process and Preview Data: Process complete.
  2. Map Next table (select 2nd file if necessary) and continue. Save Settings; View and Process. Continue until all the operation(s) are complete.

  3. If you elected to import into a Duplicate Database, use School year Maintenance to roll the Student Master Table over from the Duplicate Database to the Live Database. See knowledgebase article for: “Starting the New School Year”. Use the Compare and Update option to complete transfer of new students.
     

Additional Information
None.
Applies to VersionsMMSGE 14.2.01 and MMSGE PIMS 9.1 (based on documentation as of that version #)
Key WordsImporting PIMS Student data from other SIS/PIMS; importing state data into MMSGE; importing students; importing contact information.

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