How do I Generate and Upload the Match Collection files to EdFusion for State Reporting in Vermont?

Introduction

To ensure that Teacher Educator IDs and Student Perm Numbers (State_StudentNumber) are kept up to date, the Agency of Education (AOE) suggests that the files are uploaded on a frequent basis, at least several times a month to ensure data is updated for the Direct Certification validation process.

It is easy to process the files from PowerSchool and upload to EdFusion.

Note: Files uploaded to EdFusion are processed in a hierarchy. See this entry within the AOE’s Knowledge Base for the Processing Order.

As such, it is very important to set the files to upload after hours (if possible) to not interfere with other files processing, especially close to a Submission Window.

Step 1 – Generating the files in PowerSchool

From the District Home Page > Under Reports > System Reports > State Reporting tab> Open each report extract you wish to be generated (in a new tab).

• For the Match Collection process, the files required are:
  • 00_Staff Match
  • 00_Student Match

Note: The file name under the state reporting tab contains a leading zero naming convention: However, the naming convention differs slightly once you are within the extract and select the Data Collection Name.

• Schools to Include
  • Select all schools
• Current selection
  • Select All Students
• Data Collection Name
  • There is only one option for this file – “01_Student_Match”
• Click Submit

• Schools to Include
  • Select all schools
• Data Collection Name
  • There is only one option for this file – “02_Staff_Match”
• Click Submit

Step 2 – Downloading the files in PowerSchool

Once the files have completed processing, the screen will automatically open to the “Report Queue (ReportWorks) – My Jobs” screen.

The files can also be accessed by clicking on the “Report Queue” icon in the upper right corner.

Once at the Report Queue (ReportWorks) screen, check to see that the jobs have completed under the Status column. Status “Completed” means they have finished.

Click the “Completed” hyperlink to download the files.

Step 3 – Log in to EdFusion

Once the files are downloaded, navigate to the AOE’s State Longitudinal Data System (SLDS) “EdFusion”.

Prior to accessing the AOE site EdFusion, your District’s State lead will need to email the AOE: “AOE – SLDS Support Group” <AOE.SLDSSupportGroup@vermont.gov>

Using your credentials, log into EdFusion.

Step 4 – Uploading files

From the homepage > hover over Integrate > select Submission Upload.  This will take you to the Submission Upload screen.

This will take you to the Submission Upload screen where the Match Collection files can be uploaded.

Once at the Submission Upload screen > under Domain > use the dropdown arrow to select “Match Collections”.

Next select “Choose File”

Then click “Choose File” and select the two files needed for the Match Collection.

Once there is a green dot to the right of each file, select Upload.

WAIT on this screen until the following message appears, then click “Schedule Now”. (Failure to wait and select Schedule Now will result in the files not being scheduled)

Once the following message appears the files have been successfully scheduled.

Step 5 – Viewing Upload file history

To view the files and see that they processed from Integrate > select Submission SFTP.

This takes you to the Upload History.

Initially the Match Collection files appear under upload history as two separate files.

However, after the files begin to process, they combine to one entry that contains both files.

Files Processed Successfully

Once the files have processed successfully you will see the following.

The column headers below can useful when reviewing the upload and its results.

Upload History Column Headers

• Upload Batch ID
  • If there is a need to contact the AOE for questions around a file upload, use this Batch ID for the AOE to reference.

• Domain
  • This indicates the “type” of data submission uploaded. Some examples are:
    • Match Collections
    • DC#03
    • DC#04

• Process Type
  • This indicates if the files were uploaded to processed immediately or are scheduled.

• Process Mode
  • This indicates if the files were manually uploaded to EdFusion or if they were uploaded via SFTP.

• Validations
  • This provides a status of the files uploaded.
    • Processed with errors.
    • Abort – this could mean the file was not formatted properly or there were not real changes to what was submitted previously.

• Created Time
  • Provides a time and date stamp of when the files processed or are scheduled to be processed.

• Status
  • Indicates if a file has processed or is scheduled.

• View Details
  • Scheduled – if for example you have nightly auto uploads scheduled until such time as the files process. 
  • Immediate – indicates that file is in process.
  • View Details – appears once an upload has completed processing and contains a hyperlink that will take you to details of the upload.

Step 6 – Viewing file upload errors

To view the file upload details, click on the View Details hyperlink which will take you to details about that specific batch of files.

• Upload Batch ID Name
  • Provides the Batch ID assigned to this upload. To be used when contacting the AOE with questions around this upload. 
• Total
  • The numeric values found under the Total column are hyperlinks that when clicked on will auto download a complete file including errors.

Filter the desired file on “ErrorReason/Remarks” to view any errors for resolution. Make any necessary updates in PowerSchool and when all errors have been resolved, resubmit the Match Collection files to EdFusion.

You now have the steps to extract and upload the Match Collection files.