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WISEdata Portal Home Page Mini Tutorial

WISEdata Portal Home Page: Data Pipeline Status Overview

data review icon

The home page provides you an overview of the state of your data as it flows through the "data pipeline" from your local student information system (SIS) to WISEdata. You will see statistics about whether or not data made it out of your SIS to the Ed-Fi API and from there into the WISEdata Portal. 

At the very top you may see alerts if any are posted. Additionally, multiple school years will display by default, but you can mark a checkbox for a particular school year if you wish to narrow down your data review.

Vendor(s) Section: Gauging Successful Data Transmission

Because some of the data you enter into your SIS is submitted to WISEdata for state reporting to DPI, you will want to ensure it transmitted successfully.

Read Transactions 

You will notice a checkbox at the top of the Vendor(s) section to Include API Read (GET) transactions.  You may want to check this box if you are a smaller district or simply don't have many updates and want to verify that the system is working and sending information. Though larger districts may not feel the need to check read-only SIS transactions, if a district has more than one vendor, this is a way to make sure the systems are in sync.


L1 Errors

From the Vendor(s) section you can check to see if all of the data that should've pushed from your SIS in the past 24 hours was submitted correctly or if a Level 1 (L1) error rejected your data outright. There are L1 errors issued from the Ed-Fi API that may prevent your data from transmitting, such as you're no longer the primary enrollment-holding school or a crucial program record is missing when trying to send a linked "child" record. It's possible there are also other issues with your SIS preventing proper submission, so it's important to keep an eye on this step.


SIS Data Status Displays

If you have multiple SIS vendors, a box will display for each SIS. You'll see the date and time stamp of the last send from your SIS to the Ed-Fi API within the past 24 hours.

  • A gray SIS box with a question mark icon and no date/time denotes no data has been received in the past 24 hours.
  • If you see green for your SIS, your data was submitted successfully.
  • However, if you see red, at least one L1 error occurred, preventing successful data transfer.

These color-coded thresholds are set by DPI to alert you to potential issues (red) with your SIS pushing data to us.

To troubleshoot which L1 errors occurred, click the SIS in red with errors to drill in. You will then be able to see the list (up to 100 entries) of L1 errors.

  • Transactions will display sorted by Aggregate Name, such as Student Program Association
  • You will see the L1 code and message, as well as the HTTP Method, such as post or put, which explains how your SIS was interacting with the API. 
  • You can even view the technical information by clicking the JSON button. If necessary, copy the JSON text and hand it off to someone who may be able to assist you, such as your IT person or SIS vendor support. 

Home Page--WISEdata Section

Step 1: WISEdata API: Did Your Data Make It into WISEdata?

So long as no L1 errors reject data transmission from your SIS, your data will push to the WISEdata Ed-Fi API, the data 'middle man' that translates data from your SIS into data DPI's WISEdata can understand. It allows two different languages to speak to each other. From the API your data undergoes validation and then pushes into the WISEdata database. Sometimes, though, data will stall in the API for various reasons instead of pushing into WISEdata for validation.

In the WISEdata section of the portal's home page, you can see the last time certain types of records were accepted, such as the last time a student enrollment record was sent or the last time a special education record was sent. The various time stamps and color coding will help you see how fresh your data is.

Again, thresholds are set by DPI. Each data category will display with a red, yellow, or green icon and a date/time stamp similar to the Vendor(s) section of the data pipeline. The data and time show when that type of data record was last received.

  • A green icon means your data is fresh, received within the past 10 days (for current school year). Thresholds are larger for previous school years, e.g., 20 days for last school year.
  • A yellow icon suggests your data is fairly fresh but has not come in as recently as the green timeframe.
  • A red icon alerts you that no data has been received in the past 10 days and may be stuck in your SIS or the API. If you're seeing red icons, check with your SIS vendor to see if certain data endpoints were turned off or need a manual sync when switching between school years.

Even if data was received, if the transmission time listed seems longer ago than you'd expect, drill into the particular data set(s) with the issue.

  • This opens up the data statistics for when each type of record was last sent from the API, which is useful in troubleshooting and letting you know if validation is still needed.
  • Click the Queue Import & Validation button to queue validation manually if needed.

Step 2: WISEdata Portal: Has your data been imported from the API and validated?

 

The second step of the WISEdata section shows whether or not the data in the API and in the WISEdata Portal is in sync. If you see green icons, your data is in sync. However, red icons should alert you that your data isn't in sync yet and needs importing and validation.

You can drill into each data category to see what values look like in the API. *Note, record counts are listed for several data areas, but record counts do not necessarily align to the number of students. Some students will have multiple records per school year, so keep that in mind when checking statistics.

Queue Import and Validation

An import and validation cycle runs each night for all the data. However, if your data has stalled in the API or you made substantial changes to your data and want to validate right away instead of waiting for the nightly validation cycle, you can trigger validation manually.

Simply push Queue Import & Validation to place your data in line for validation.

  • The length of time for validation will vary based on how many districts are in line in front of you.
  • If you try to queue validation when it's already running, you will see a pop up box to alert you that the import is in progress.

Request Notification When Queuing Validation

If you wish to receive an email notification when your validation cycle completes, mark the checkbox below the validation button and verify or update the email address that pre-fills in the box.

The email will only send for this validation, not all validations and not for system-wide validation jobs that run each night. You must mark the checkbox prior to pushing Queue Import & Validation.

Home Page--L2 Graph View: Check Your Errors and Warnings

Check out your validation totals for errors, acknowledged warnings, and unacknowledged warnings at the bottom of the home page. This section gives a quick visual of the health of your submitted data. If you have errors, you will want to navigate to the Validation Messages screen to begin reviewing and resolving issues.

 

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