State Reporting

Introduction to State Reporting: Process and Tools

Overview

1. Overview of the State Reporting Process
2. Overview of XML in general and the state reporting files specifically
3. Recommended Software

State Reporting Basics

Major Submissions

• General Collections -Fall, Spring, EOY
• Early Childhood - Fall, Spring, EOP
• Student Record Maintenance (SRM)* - As Needed
• Teacher Student Data Link (TSDL) - July/Year round (Migrant)

Center for Educational Performance and Information (CEPI)

• https://www.michigan.gov/cepi
• Receives uploaded files and analyzes the data

Manual

• Available on CEPI website
• Details all components included in the reporting files
• Legal values for all fields, and agency contacts for each one

MSDS Website

• https://cepi.state.mi.us/msds/
• Requires security agreement signed by district superintendent
• Provides screens for uploading files, viewing errors, and entering, editing and deleting records

*SRM uploads are used to update and correct previously submitted data, and to exit and enroll students for state testing between the General Collections.

XML Files - Ana-Retentive Text Files

• 
  Composed of pairs of <tags></tags> and the stuff between them
• Tags can wrap data (text or numbers), or other tags, but not both:

 ✔<tags>data</tags>

 ✔<tags>data<othertags></othertags></tags>

 ✗ <tags>data<othertags></othertags></tags>

Everything in the file is labeled, just like the items in the photo. 

 Structure of State Reporting Files: Example

<?xml version="1.0" encoding="utf-8"?>

<EOYGeneralCollectionGroup SchemaVersionMajor="2018-2019" SchemaVersionMinor="1" CollectionId="207" SubmittingSystemName="MISDmsds" SubmittingSystemVendor="MISD" SubmittingSystemVersion="2.2.3.5" xsi:noNamespaceSchemaLocation="http://cepi.state.mi.us/msdsxml/EOYGeneralCollection2018-20191.xsd" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

<EOYGeneralCollection>

...  
</EOYGeneralCollection> 

<EOYGeneralCollection> 

...  
</EOYGeneralCollection> 

</EOYGeneralCollectionGroup>

The Header is just a signal to software so it knows what to do with the file.

The opening tag of the Group is what distinguishes a General Collection file from a Student Record Maintenance file, and a EOY General Collection from an EOY General Collection. 

The Reporting Process

1. Export MSDS file from PowerSchool (PS)
2. Export MSDS file from PowerSchool Special Programs (PSSP)
3. Import PS file into Macomb MISDmsds
4. Overlay Special Education components from PSSP file onto PS data in MISDmsds
5. Review errors
6. Fix errors in MISDmsds AND original source
7. Export results file
8. Upload file to state*
9. Produce documents for auditors

*Data for students enrolled at the SEE schools (e.g. WAVE, WIHI, etc.) will be generated and provided by WISD; don't include them in your file.

The Toolkit

XML Notepad

• https://microsoft.github.io/XmlNotepad/#install/
• Identifies line numbers where errors occurred
• Applies indents and line breaks for readability

Notepad++

• http://notepad-plus-plus.org/download
• General editing of text files
• Locating errors by line numbers found with XML Notepad

Microsoft Office

• Word: Wildcard feature in Find and Replace can add and/or remove complex pieces of data
• Excel: Convert files to tab - or comma - delimited format for reimport into PowerSchool

Macomb MISDmsds

• http://www.misd.net/MT/MISDmsds.htm
• The ultimate tool for MSDS data entry and error checking

Final Notes

• When in doubt, call WISD Technology at (734) 994-8100 x1286