EDEN Submission System ESS Questions and Answers

1
EDEN Submission System (ESS)Questions and
AnswersRecent ImprovementsOctober 2005 
U.S. DEPARTMENT OF EDUCATION
2
Objectives

• Review list of most asked questions concerning
  EDEN Submission session.
• Review enhancements and tools to help
  troubleshoot errors.
• Where are we now? Review of work that is
  completed or in progress.
• What can we do now? Review of ED and
  State-specific action items.

3

• Compilation of EDEN To Knows and recently Asked
  Questions
• Recent, repeated PSC Calls and Issues
• Recent (Oct 05) PSC Data Call to all SEA PBDMI
  Coordinators

4
File Size Limitations?

• There were problems with an older version of ESS.
• Testing showed that Directory files over 300
  megabytes (MB) successfully processed through the
  system.
• There are also several solutions to assist the
  SEA with large file submission.
• Zip any file over 10 MB to avoid timeout during
  upload. Any file may be zipped for uploading.
• If possible, have the file submitted at a later
  or earlier time. Basically during non-peak
  times.

5
Sorting Columns in EDEN
Clicking on any column heading will change sort
order.
6
Back Function in Pop-Up Windows
Right click and use Back function to move back
one screen.
EUPHORIA
7
Removing Data from EDEN

• No deletion capability within EDEN.
• Became more of an issue specifically concerning
  recent clarification on AYP, Graduate and Dropout
  definitions.
• How can you remove data?
• First option Overlay or replace the incorrect
  data by resubmitting the correct file.  
• Second option Provide a formal request to ED to
  remove specific data from the system.

8
How is Directory File different?

• Directory File is not year specific.
• Upload updates at any time.
• Directory must be in order before submitting any
  other files.
• Directory data is never deleted when appropriate
  will be made inactive "as of" the Effective Date
  that the SEA submits with the changed record.
  Historical records are retained.
• If a Directory record is a duplicate, the SEA
  should contact the Partner Support Center to
  resolve the problem.

9
Zero Counts

• Confusion as to when Zero counts are required.
• File Specification Enhancement
• 05-06 File Specifications will have specific
  direction for when and at what level zero counts
  are necessary.

10
Error Reporting Enhancements
11
Error Reporting

• Two major types of errors
• Format Errors
• Validation Errors
• Both stop your transmittals from moving to
  staging database.
• We have heard you say ESS Error Reporting needs
  help.

12
Validation Errors - Enhancement

• Row Number for Validation Errors
• Designated as a higher priority
• Scheduled for Version 2.0. January 2006
  timeframe.

13
Format Errors Take Home Tool EDEN Format
Checker

• We heard you say you would like a tool to run
  at your location to help identify errors.
• PSC team uses internally development EDEN
  Format Checker
• ReadMe File Need to have Perl interpreter
  installed free download
• Checks for Format Errors
• Shows Row Number, Record Number and Field Name
• Allows users to save, copy and paste to print
  results
• Currently designed for SYs 03-04 and 04-05
• Currently designed for Non-XML files only
• Can be edited with any text editor. We encourage
  improvements and sharing amongst other EDEN
  participants.
• This tool is work in progress. Will send
  updates.
• Copy of files on your CD! Readme, File Checker
  and Help File.

14
Format Errors Take Home Tool EDEN Format
Checker

• Open EDEN Format Checker.
• Select file you wish to check format.
• Press Go.
• Results are provided showing Row , Record
  and Field Name.

15
Where are we now?
16
We heard you!
Recent Improvements and
Enhancements

• Using EDEN data to minimize data survey burden
• CSPR (Part I and II) accessible via internet
  and pre-populate data based on EDEN data.
• OSEP reporting.
• Improving Error Reporting for both Validation and
  Format Errors.
• Improving documentation - format improvements,
  enhancements and implemented corrections where
  needed.
• Providing states with the EDEN Desktop Reference
  Guide.
• Rolling out the new Data Framework
  Sub-Application.
• Will be providing states with regularly scheduled
  03-04, 04-05 and 05-06 Submission Status Report
  updates.
• Providing states with 05-06 Submission Plans to
  be used as a planning tool.
• Proactively identifying where there has been
  confusion and offering support to SEAs to help
  resolve issues (AYP, OSEP Exiting, Drop-out and
  Graduation files).
• Change in Submission Schedule to reflect when you
  actually receive data rather than based on ED
  priorities.
• XML Schema improvements.

17
Help us determine what's next...
Requested EDEN Changes Based on recent comments
received during 05 Oct Data Call to SEAs

• When explaining Reasonability Edits - would like
  the ability to explain all with one message
  rather than having to go page by page.
• Allow for multi-column sorts.
• Allow data to be downloaded or exported.
• Would like for the automatic ESS e-mails be more
  informative. Would like the file type or file
  identifier included in the subject line.
• Ability to run reports in the same format as the
  paper reports that Program Offices are used to
  seeing. Initial work - OSEP Report.
• Ability to have a password hint feature added to
  EDEN.
• Would like to see shortened Permitted Values on
  those that are fairly lengthy.
• Would like Submission Status Report to list the
  actual file specification name or .
• Would like definitions used for the Data Elements
  be more specific.
• Better handling of out-of-state LEAs and Schools.

18
What can we be doing now?
19
Major Initiatives

• 03-04 and 04-05 Data Submissions
• OSEP Transition
• CSPR 04-05
• 05-06 Data Submission

20
Continue with 03-04 04-05 Data Submissions

• ED take home tasks
• EDEN portal open
• Provide Submission Status Reports
• Update 03-05 Files Specs
• Move updated 03-05 File Specs to ED Website

• State take home tasks
• Submit available data for 03-04.
• Submit available data for 04-05.
• Notify PSC when data is not available

21
OSEP Transition

• ED take home tasks
• ED continues to analyze EDEN data against OSEPs
  DANS.

• State take home tasks
• Submit OSEP specific data for next round of
  review (Child Count and Environment - 74).
• SY 03-04
• SY 04-05

22
CSPR 04-05 Initiative

• ED take home tasks
• ED continues to build web application to accept
  CSPR data.

• State take home tasks
• Review the CSPR mapping and align necessary
  resources.
• Submit CSPR Specific data with 04-05 submissions.

23
05-06 Data Submissions

• ED take home tasks
• OMB Clearance Approved
• Distribute Submission Planning Tool.
• Update File Specifications (Group 1 Early
  available by Dec 2005).
• EDEN System Changes
• Data Framework
• Error Reporting Improvements

• State take home tasks
• Review OMB package
• Special emphasis on Attachment C.
• Review draft version of Early (Group 1) File
  Specs on CD.
• Align necessary resources.
• Once received, complete Submission Plan.

24
Summary

• Provided an overview of repeated PSC basic
  questions.
• Validation Errors Row number improvement will
  be available in January 2006.
• Format Checker PSC tool. Contact PSC for
  questions, issues or updates.
• High-level recap of ED initiatives.
• High-level review of ED and State-specific action
  items.