The purpose of the CCMR Assessment File Data Loader web application is to allow data stewards at the district level to upload ACT, AP, IB, SAT and TSI assessment data into their district's CCMR Insights dashboard using a simple, intuitive interface which provides loading and error statistics for the end user.
How to Log In
1.) If you don’t already have one, get a Region 10 account at https://headstart.region10.org/ords/f?p=138
2.) Go to https://headstart.region10.org/ords/f?p=119 and log in
NOTE: If you do not have proper access you will receive the following message:
3.) Click on the Data Upload button in the top-left of the web page (see below)
4.) Following the above steps will bring you to the Home page of the CCMR Assessment File Data Loader
Overview of the Home Page
The Home Page is where you will start the loading process. Let’s look at each section in some detail
1.) Top Menu (top-right of web page)
From here you can go back to the Monitoring Dashboard and you can see your login name and district id. Clicking the login name will allow you to logout of the application.
2.) Navigation Bar (left-side of web page)
Access to all you can do with the tool is located here in the Navigation Bar.
(a.) Clicking an assessment type will be you to that assessments loading web page.
(b.) Clicking on the Upload Data Reports will allow you to view the data from the file(s) you have uploaded. Only the data pertinent for assessments to be imported into the CCMR Insights Dashboard are uploaded, not the entire file contents.
(c.) Should you get a file format error (i.e. an error related to the way the file to be loaded is formatted based on the header), you can click on the File Format Errors to see which fields are causing an error and compare that to how the fields should be formatted.
(d.) Clicking on the Import Status will provide the status of the assessment file load into the ODS. This status will contain rows inserted, updated and failed.
Introduction and information Page
Information and assistance with the CCMR Assessment File Data Loader can be found here.
1.) Be sure to read the Important Notice section.
2.) A link to this user guide is found in the Help sections along with a link to open a support ticket.
3.) If there are any issues, questions or suggestions for enhancement, please use the support ticket link. The link will take you to the ticketing system page as seen below:
NOTE: Compliments are welcomed too!!
Overview of the Assessment upload and import process
The process of getting the assessment data into the ODS is a two-step process. First, the assessment data is uploaded to a staging database for preprocessing and for the generation of an import file. Then the assessment data within the import file is imported into the ODS for the district to eventually view via the CCMR Insights Dashboard.
It is worthy to note that the assessment import to the ODS (and its status which can be viewed via the Import Status page) can be viewed 5 minutes after the assessment data has been uploaded, but the assessment data will only be visible to the district on the district’s CCMR Insights Dashboard after the nightly refresh has been completed.
Detailed Overview of the AP, IB, SAT and TSI assessment load pages
The AP, IB, SAT and TSI assessment load pages all have the same layoout. Let’s look at the AP assessment load page as an example of all the assessment load pages (with the exception of the ACT assessment page which is covered later).
The top-half of the assessment load page looks as follows:
1.) The first section (see below) contains the fields to choose the file (or files since multiple files can be loaded at once) and the button to upload the file(s).
NOTE: All assessment files must follow the format districtId_assessmentType_xxxxxxx.yyy where:
districtId is the 6-digit district id or CDN
assessmentType is ACT, AP, IB, SAT or TSI
xxxxxxx is any description you want (not to exceed 50 characters)
yyy is the file type extension which should be .csv for AP, IB, SAT or TSI files and .txt for ACT files
All of the above components (except the file extension) are separated by an underscore ( _ ).
Examples:
723406_SAT_2019_tests.csv
678901_ACT_2020_test_results.txt
Also, there should be no spaces in the file name,
Failure to comply with the file naming standard will result in the file not being uploaded and one of the following errors being generated:
Also in this section you will also see a list of the last 5 files that have been loaded.
If all assessment data rows get reconciled to a student, then the following message will appear (in top-right of web page):
2.) The next section (see below) contains any records in the file(s) that were uploaded where no student id could be found in the ODS. All student assessment records are matched with an associated student record in the ODS by using the student’s first name, last name and date of birth. If a match fails for a student ,then a “student id mismatch” occurs and the student's first name, last name and date of birth, along with the associated assessment file that contains the student’s assessment data, will appear in this section. The Clear button on the upper-right can be used to clear/reset the records in this section. There is also an action (see Actions button) to download the contents of this section to a .csv file on your local system. Also, you can search for a student by name or search for a filename using the search feature (see Student or File Name button).
NOTE: Since an assessment score is matched with a student by using the student’s first name, last name and date of birth, these fields MUST be populated in the assessment file.
An error message (see below) will appear if only some of the assessment data rows get reconciled to a student.
If none of the assessment data rows can be reconciled to a student, the error message below will appear:
3.) The status sidebar provides a high-level view of the data of the last file uploaded. It contains:
(a.) Last date a file was loaded
(b.) Count of rows last loaded
(c.) Assessment date of last load
NOTES:
i.) If multiple files are loaded, the status sidebar provides statistics from the last file loaded.
ii.) The arrow can be used to hide or show the status sidebar.
The top-half of the assessment load page looks as follows:
1.) The left chart provides a history of the number of assessment rows loaded by load date.
2.) The right chart provides a history of the number of assessment rows loaded by the assessment test administration date.
Detailed Overview of the ACT assessment load page
All of the above functionality is the same and available on the ACT assessment load page. The ACT assessment load page adds one extra feature - the ability to download ACT data that has been uploaded to a CSV file on your local machine.
1.) Search for the filename that you want to download.
2.) Using the Actions button, choose Download to create a CSV file on your local system.
NOTES:
i.) The philosophy behind providing a downloadable CSV file to the district is to allow for easy updating of the ACT assessment data since the original ACT file is in a fixed-width format and may be more difficult to modify.
ii.) The downloaded CSV contains only those fields required for a successful upload and import of assessment data into the dashboard.
Detailed Overview of the Upload Data Reports page
A report of all assessment data that is uploaded can be seen via the Upload Data Reports web page. There is a report for each assessment type and the reports are maintained in a carousel for easy viewing.
Detailed Overview of the File Format Errors page
With the exception of the ACT assessment file - which does not have a header record - the header row (first row) of the assessment file is verified against the standard file format for that assessment type. If the header is not valid, then the following message will appear:
Going to the File Format Errors page will reveal which file failed, which header fields (columns) are erroneous and what the standard file format should be regarding those (erroneous) fields. Erroneous header fields could be in the wrong order and/or be misspelled.
Detailed Overview of the Import Status page
After the assessment data has been successfully uploaded, and the nightly refresh has been completed, the status of the assessment data import can be verified by viewing this page. As mentioned in the important notice at the top of the page, any unsolvable errors should be reported to Region 10 Customer Support:
The top section will provide the import status by filename. The status will contain:
i.) a count of rows processed
ii.) a count of rows inserted (Success)
iii.) a count of rows updated (Exists)
A totally successful import will appear in green while import with errors will appear in red.
A Refresh button exists (top-right) so that the page can be manually updated to show the latest status.
Clicking on the filename reveals a second section which provides a more detailed status of import rows. The example below shows details on a successful import.
The second section can be useful when trying to determine why certain rows had errors. The example below shows details on a failed import and the cause of the failure.
Assessment Type Standard File Formats
Common Errors Messages and Suggested Resolutions
Error: There are no student id found that match the student name and date of birth in the assessment file.
Resolution: Be sure that the students have been loaded into the ODS.
Error: The header in the uploaded format does not comply with the standard file format for the assessment being uploaded.
Resolution: Click on the File Format Errors page in the navigation menu
and see what fields/columns are causing an issue, and the correct the issue. Check the required file format for your assessment (format files are located above).
Error: The format of the file name is not valid
Resolution: Change the file name, as per this document ,such that the file name reflects your 6-digit district id and the assessment type of the file you are uploading.