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NOTE: This document and the programming changes we have made are SchoolsOPENs "Best Effort" to comply with the upcoming MSDS system. However, MSDS has not yet been finalized and it's always possible that there will be changes — changes to the programs, changes to the data you need to enter, changes to the processes, changes to the MSDS specifications, changes to interpretations of the specification and changes to the reported data. SchoolsOPEN will make every attempt to react to these in a timely manner, but you should build into your plans a fair amount of elasticity to handle changes and delays. Based on experience with SRSD in the past, you *SHOULD ASSUME* that there *WILL LIKELY* be such issues, especially in the first few reporting periods.


Purpose

This document contains information relating to the SchoolsOPEN SRSD to MSDS conversion. It is intended as a broad-level overview. It includes:

  • MSDS initial setup information
  • New Screens in Student Maintenance
  • SRSD & The 2008 MSDS Screens
  • Information on Data Conversion
  • Information on what data will need to be hand-keyed
  • Information on using the state DB to create new report periods.
  • UIC request changes


For more detailed information on how the MSDS data elements are collected, please reference the spreadsheet SchoolsOPEN-MSDS-Conversion

CEPI References

The collection component matrix: This document on the CEPI site provides a table that shows which "Components" are collected during which "Collections". It also allows you to click a component to see what it contains, and what the rules are for submitting/validating the data.
http://www.michigan.gov/cepi/0,1607,7-113-986_50502_53643---,00.html

Collection Dates: This PDF is still listed as "2009-10 Tentative Collection Dates" (as of September 10th), but its the best we have for now. At some point, they will issue a non-tentative document, in which case that will supersede this document.
http://www.michigan.gov/documents/cepi/2009-10_MSDS_Timeline_281493_7.pdf

Summary

Districts should not have to do any initial setup work. You will find an explanation of most of the visible differences between MSDS & SRSD reporting below, under "Initial Setup".

Within Student Maintenance, you'll notice several new areas relating to MSDS. These are summarized / explained below under "Student Maintenance Screens". This section also contains a bit of info on the "old" SRSD screens, and the 2008 MSDS Early Childhood screen (no longer in use).

SchoolsOPEN has done everything possible to minimize the amount of data-entry required by our clients in order to comply with MSDS. Many MSDS data elements can be populated with related data from SRSD, and this has been done automatically as part of the update process. Many, however, do not, and must be hand-entered. Listed below, under "Hand Keyed Data" is list of fields that will need to be populated prior to submitting your data to the MSDS system. Listed below, under "Conversion Notes" are several maintenance areas in SPM that must be visited to ensure they comply with the new values CEPI has defined. You should have received a spreadsheet along with this document, which contains a straightforward(ish) mapping of SRSD and MSDS data elements, if/how they were converted, how they will be built/exported to CEPI, and where to locate them within SPM.

Assuming that the XML schema provided by CEPI does not undergo significant changes during the school year, rather than scheduling an update that requires SPM to be offline, districts will be required to create new State Report Periods in the State/SRSD database when CEPI requires an additional submission of a report during the school year. This will be new for some of you, while others will recognize it as the same approach we take for the FID state reporting. (For example: Early Childhood is collected 3 or 4 times during a school year. SchoolsOPEN has provided you with a single instance of the Early Childhood report, with a date of 11/30/2009. Districts will be required to create the report periods necessary to enable the other collections (2/10/2010, 6/30/2010, etc)). This is a fairly straightforward (and not time consuming) process.

NOTE: It is unclear from the information on the CEPI website whether or not the "General Collection" will be able to operate in this manner. It appears as though the file headers will be changing with each collection, which will require a code update (though not necessarily any district downtime). More information on creating new report periods can be found under "Creating Report Periods".


Unlike SRSD, which had a stand alone program to request UICs for new students, Requesting UICs for MSDS actually makes use of the build/export process, similar to the generation of the original SRSD record. See "Requesting UICs" below.

Initial Setup

In order to track behavior in a manner consistent with the MSDS specification, behavior incidents have been turned on for all school districts. This allows us to report an unique identifier to the state for each student disciplinary event and the action taken. There should be minimal impact to anyone - you'll see one additional field on the student behavior entry screen if you were not using behavior incidents prior to the MSDS installation.

You'll may notice that the existing (2008/2009 school year) MSDS reports in the state database have been renamed to "OLD-MSDS". This was necessary to avoid consistency issues between the 2008 and 2009 versions of MSDS. There was considerably more information available from CEPI for 2009, so we do not anticipate having to modify the report type again.

Student Maintenance Screens: Most of the fields contained on these screens should be fairly self-explanatory.
MSDS Adult Ed: This screen contains the data elements required for reporting adult education students.
MSDS Advanced & Accelerated: This screen contains the data elements required for reporting Advanced & Accelerated students.
MSDS Early Childhood: This screen is very similar to the previous version of the MSDS Early Childhood screen, but has been modified to include the data elements required by the 2009 schema.
MSDS LEP: This screen contains data elements required for LEP reporting.
MSDS Migrant: This screen contains migrant related data elements, and will contain the "Migrant Curriculum Courses" data elements once they become available — SchoolsOPEN does not plan to address the "Migrant Curriculum Courses" portion of MSDS until CEPI has released an official timeline and we're fairly confident the specification/schema won't change.
MSDS Personal Curriculum: This screen contains the data for reporting a Personal Curriculum.
MSDS Request to Change PEPE: Contains the data elements for a PEPE Change Request.
MSDS Special Education: This contains data elements that we are required to report for Special Education students.

MSDS Basic Info: This is the "catch-all" screen for student-related data elements that do not belong on any of the other screens. It contains many similar data elements to the SRSD Student Basic Info Screen, including ethnicity, UIC, entry & exit information. There are a few fields worth discussing:
1) Program Elig, 1 - 6: These fields have replaced a number of SRSD categorical eligibility fields. Rather than a single field to indicate whether a student is eligible for a particular program, each student may now be assigned to between 0 and 6 categorical eligibilities.
2) Skip Student For: Rather than a single "Skip this student" flag that we employed for SRSD, there are now discrete flags to skip a student for some particular collection, as well as to skip them from all MSDS reporting (Overall).

The SRSD Screens (SRSD - Advanced/Accelerated, SRSD - At Risk Students, SRSD - Career / Technical Ed, SRSD - Early Child/Early On, SRSD - Limited English Prof, SRSD - Migrant Education, SRSD - Special Education, SRSD - Student Basic Info, and SRSD — Adult Education) are no longer visible. This will prevent users from entering data meant for MSDS into one of the SRSD screens by mistake. The SRSD screens are still available, and can be accessed through site frame maintenance if necessary. No student data has been deleted.

Conversion Notes

CEPI has changed from using a character string to indicate a student's home language to using a 3-digit code. The Home Language Table in SPM must be updated so that the "Code" field in SPM is the same as the code specified by CEPI (So the code should be "SPA", not "SPANISH", "ENG" not "English", etc). You'll need to update each code in that table that is used by your students. If you're not sure which codes are in use, the log file from your General Collection or Student Record Maintenance builds will list them for you. The line "ERROR LEP_PrimLang:Invalid Table Code 'XXXXXX' STUDENT NAME" indicates that the code "XXXXXX" should be updated to its appropriate 3-digit code. CEPI does not provide a list of valid codes, but states "Use ISO codes". There are several iso language code lists available online, one is at the Library of Congress: http://www.loc.gov/standards/iso639-2/php/code_list.php

CEPI has removed a couple of Instructional Settings. Please visit your special education students to ensure they have a primary setting that is compatible with the MSDS codes (The builder will issue "ERROR Sped_EducSet:Invalid Table Code 'XXX' Student Name") if you want to let the builder find errors for you.

Special Education exit reasons are slightly different as well. These should have minimal impact as most students who've been reported to SRSD with a special education exit reason will not be reported to MSDS as special education students.

All instances of "3" for supplemental nutrition eligibility have been converted to "" (as the new system only allows a value of 1 or 2). The old "3 — Not eligible" has exactly the same meaning as "" in the MSDS system.

Students who were reported to MSDS for Early Childhood earlier this summer have had their data converted into the new MSDS format where possible.

Hand Keyed Data

For nearly every student, someone will need to visit the MSDS Basic Info screen, and set up that student's program eligibilities (The 6 values under the "Program Elig" column).

Adult Education

The format changes between SRSD & MSDS have made it impossible for SchoolsOPEN to accurately translate the data. These students must be configured using the MSDS Adult Ed screen.

Early Childhood

The "Schedule" must be filled in on the MSDS Early Childhood screen, as there was no equivalent field for the 2008 submission. For Early Childhood students who do not receive services in the building in which they are enrolled, the School Number must be updated as well (all early childhood students have had this value set to the state building code of their home building).

Homeless

These students will need their "homeless code" filled in.

LEP (English Language Learners)

The acceptable values of the LEP Instructional program have changed. All LEP students must be updated with a valid instructional program.

Migrant

These students will need their "Program Term" filled in.

Special Education & IEP

These students should be visited to ensure that they have

  • Valid values for Primary Disability (some codes were removed/merged and will not convert)
  • Information on their Initial IEP is set appropriately ("Date of Consent" and "Timeliness" have no valid SRSD analogue, and must be set by hand).

Creating Report Periods:

State reports must contain up to date information for the scheduled reporting period. Creating a report period provides an effective date to extract this information from SPM. The following article provides more detail on the updated MSDS process:
How to Create a Report Period

Requesting UICs:

In order for state reports to be accepted by CEPI, valid UICs must be assigned to each student. These must now be requested from the state and input into SPM, prior to submitting any scheduled report. The following article describes the updated process to build and export a UIC request.
How to Submit a UIC Request


Page last modified on Friday 13 of November, 2009 13:12:31 EST