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WISEdata Conference

for Vendors

New Projects for the 2024-2025 SY

Heather Kluck, WISEdata Collections Team - Vendor Relationship Manager

Jaidaa Shafaei, WISEdata Collections Team – Product Owner

March 5, 2024

1-4 PM

The meeting will start in:

Turn on record and transcribe

Welcome

I’ll cover the agenda shortly, but first some housekeeping items.

Good day everyone,

welcome to the WISEdata Conference for vendors, were we share best practices and what’s new for the upcoming school year
Please note that I will attempt recording this webinar
While we are scheduled for 3 hours, it is likely that we may end a bit early. And We have a scheduled healthy snack break around 2:15 PM
If you need to step away for a moment during the session, – bathrooms and water are just outside the door to your left
Gotta question? raise their hand, in-person or virtually, and then say their name before they start speaking. Or if you’re virtual, feel free to drop your question in the chat. This will make help to ensure that we don’t talk over each other. I’ll pause at each section to ensure questions are answered. (TURN ON VIDEO)
Please keep the Chat limited to just questions
To get the most out of today, please avoid distractions like email, web surfing, or texting. I know this can be hard for all of us. Please use this moment to take your phones out and ensure they are off or on silent mode so you can absorb as much as possible

As they say at the theater “Thank you, and we hope you enjoy today’s performance"

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Integration Testing and Certification Process Overview
Best Practices

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Ed-Fi Credential Vendor Contacts and Resources
Errors. Errors. Everywhere.
API Efficiency
Snapshot Data Collection Improvement Strategy

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What’s New 2024-25

Future Projects
Questions & Answers
Vendor Resources

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WISEdata Ed-Fi API integrations
Choice LEA Changes
Public LEA Changes

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Integration Testing & Certification

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Integration Testing & Certification

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Integration Testing

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Annual Certification

Certification applies to vendors that send data to WISEdata whenever there is a requirement change and is intended to verify the data submitted is delivered as expected.

Re-review Use Cases for the 2024-25 SY

Schedule Integration Testing (24/25 SY)
Participate in and Pass Integration testing
Beta test with an LEA or two prior to your release to LEAs
If everything looks good, vendors can open the new collections�

Source: WISE webpage https://dpi.wi.gov/wisedata/ed-fi-integration

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Ed-Fi Credential

Vendor Contacts

The Ed-Fi Credential application has added a new feature to the Admin screen. This screen allows DPI users to help LEAs manage vendor contacts by adding, editing, or deleting a vendor tool.

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Vendor Resources

WISEdata Ed-Fi API management (All)
Student Name Handling: Legal name v. Nickname v. Preferred Name (All SIS)
Immigrant Title 3 Student Data Collection (Public SIS)
Language of Instruction /SLIPA (Public SIS)

IMPORTANT

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Ed-Fi Credential: LEA Info

The V3 upgrade of API required that the SchoolId and the LocalEducationAgencyId had to be different. With that change, Choice LEA IDs were created by adding 5000000 to the SchoolId, and the schoolID remained unchanged.

Endpoints for educationOrganizationId :

/SSA schoolID (6-digits or less)

/SEOA schoolID (6-digits or less)

/Identities LEA ID (7-digits)

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LEA ID v EdOrg ID v School ID

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Ed-Fi Credential: L2 Errors Cycle

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Source: Snapshot Preparation Guidance

February

July

September

Current year demographic data in preparation for the Spring Snapshot, as well as Roster data for the upcoming SY

Year end completion data and prior year Career and Technical Education (CTE) data

Demographics, District Library Plan, Graduation Plan, TFS

Spring Snapshot

Year End

Fall Snapshot

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Ed-Fi Credential: LEA Monitoring

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Errors. Errors. Everywhere.

Common L1 errors

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400 Bad Request
401 Unauthorized
403 Forbidden

Source: Ed-Fi Technical Designs / Ed-Fi ODS-API Error Responses

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400 Bad Request Errors

Most Common 400 Bad Request Errors

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Starting with the 400s codes. 400s the code says there” Hey you goofed up” - servers way to say check what you sent me. Its like the server asking “What is this?” Something in your request just doesn’t make sense.

Similar to the 200 status code, the 400 status code represents a generic bad request. This just means that data being sent to the request (URL params, JSON, etc.) is incorrect, malformed, missing, or in some way unusable by the server. This is the default status message to send back when you have a request that cannot be handled due to the client. For example, if you try to send a request to create a new user but don’t pass a name the server will send a 400 status code to let you know the name field is required.

Typically, a 400 series error response will include a human readable message that describes the problem in more detail.

Let’s tak a look at the Ed-Fi ODS-API Error Responses documentation for “STATUS CODE 400 BAD REQUEST”

POSTing a Request with Resource ID - A POST request should not contain an id value. This value is auto-assigned by the API application. BUT a PUT requires an ID value.
Missing a Required Property - The data model for every endpoint includes one or more required property / field. So this error could come up because there are one or more missing required properties or the required property is set to null.
String Length Validation Error – The application code needs to truncate strings to fit the data model, if they are larger than what the data model allows this error will display.
Student Does Not Exist in StudentSchoolAssociations - Be sure to submit data following the required Resource Dependency Order.�The order for posting JSON is: /student, /studentSchoolAssociation, /parent, then /studentParentAssociation

Unable to Delete an Item Due to Upstream Dependency – Commonly happens when attempting to delete a parent record when the child record still in place.
Descriptor Does Not Exist - This error occurs when the HTTP request structure is good, but one or more descriptor value does not exist. Value could be a bad CodeValue, Descriptor, namespace

To resolve, identify if it’s in the code or the UI. The error message will contain the unknown value

Non-Compliant JSON Body – If the JSON for a POST or PUT is invalid, you’ll get a message telling you where to look for the error. Ex. Extra Commas or missing clurly brackets. Check the code
Transmitting in the Wrong Character Encoding - Make sure the content-type is UTF-8, not anything else. UTF-16 is not valid
Potentially Dangerous Value - Un-escaped HTML will be rejected in the validation process, as a protection for avoiding potential cross-site scripting attacks against other applications that consume data from the Ed-Fi ODS/API. This could indicat a malicious injection attach on your app – let your internal security team know
Leading or Trailing Whitespace in Natural Key String Strings that compose the natural key on a resource cannot have a space in the initial or last position of the string. This is fixed by simply stripping out the spaces from the front or end of the string
No Item in Required Array - Some resources have required arrays / collections on them. The error message is specific to the circumstance of an empty array in the JSON payload.
Missing a Required Property on an Item in a Collection - Some resources have collections (arrays) of information, and the model for that collection may include required fields. The error message will help guide you not only to the field, but also which entry in the collection has the problem. Problem is in the application code
Key Unification Error - Due to the Key Structure in the Ed-Fi ODS / API, a single resource may contain a certain property, and it may reference another object that has that same property. Often, the two values should be the same for consistency. We call this "key unification". The example below has some interesting features:

The school year and school Id at the root of the object should match those values found in the calendar reference (example of unification)
There is also "class of" school year - naturally, this will be different, since it represents the expected graduation date of the student.
Finally, there is a graduation plan that also has a school year. Typically one would expect that the graduation plan year would match the class of school year - but conceivably these may differ at times. A student might nominally be in a particular class, but planning on graduating early.

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401 Unauthorized

The 401 response may be for any of these reasons:

Missing Authorization header
Invalid Authorization header (for example, missing the word "bearer", or leaving the out the �access token)
Expired access token

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403 Forbidden

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Common reasons for 403 Forbidden Errors

403 Forbidden is a standard HTTP status code that indicates that the web server understands the request but refuses to authorize it due to permission issues. Client-side misconfigurations often cause this HTTP error.

“I know you, but you can’t enter” Kind of like being allowed into the office with your badge, but not a specific room.

Missing Namespace for descriptors may be cause the namespace is missing, or that it’s invalid. When you come across these, make sure the namespace is appropriate

Student / Parent / Staff Relationship Does Not Exist – This frequently trips up both those new and experienced working with the Ed-Fi API. Once you create a X, most client credentials cant be accessed until there is a relationship in place /ssa, /spa or /staffSchoolAssociation

Not Authorized for a School or Education Organization - This is similar to the student / parent / staff problem above. In this case, the client credentials are not configured for access to a given School Id. This is a security measure so that, for example, a source system that is only supposed to access certain schools in a local education agency (say, all middle schools), cannot gain access to other schools. {LEA ID v EdOrg ID v School ID} VERIFY SCHOOL ID, IF Correct check credentials.

Ex Cannot create a class Period for a different school or create an EdOrg Association when the credentials are scoped to a particular school.

Not Authorized to the School – Just like “Not Authorized for a School or Education Organization” Is the correct schoolId being transmitted?

The Requested Action Is Not Permitted - Credentials to the Ed-Fi ODS/API are configured with a claim set that defines what the credentials are allowed to do. The following error message indicates that the API client has tried to take an action - in this case, updating a Descriptor - that is not allowed under this claim set.

Missing Claim – Verify that the attempted action is being executed with a key/secret.

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Take 5

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API Efficiency

Keep your Failure Rate low
Watch your DELETE to POST Ratio, create incremental updates.�Best practice to POST new records then PUT updates, not delete and re-post
Changed Record Queries written in a way to minimize API calls
Limit ability to submit bulk updates
Timing of State Processing

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Ways to Improve Data Flow

Keep your Failure rate low, below 50%, preferably lower than that. You should have error logs available to you on your server as well as errors over the past 24 hrs are available on the Ed-Fi Credential Application

DELETEPOST can create values or reports that are concerning to LEAS

Change record quities - The Ed-Fi ODS / API platform contains data that gets updated frequently. The platform can track inserts, updates, and deletes, and surface those changes to client systems through a feature called changed record queries, or "change queries." Change queries allow client systems to narrow requests for data to only data that has changed since a specified point in time. This allows client systems to stay in sync with the ODS / API without having to pull a complete data set.

Timing of state processing…varies based on amount of activity but generally XXX WISEdata v SFS v Dash etc.

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Snapshot Data Collection Improvement

Attend DPI Back to School and Snapshot Preparation sessions – August/Sept
Monthly SIS vendor meetings prior to snapshot (Oct/Nov and Mar/April), DPI/Vendors and LEAs to share Top 5 issues
Special Education Vendors data reporting the Friday prior to snapshot

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Do you have an idea on how we could partner to improve snapshot data collections?

Email WISEdataVendorHelp@dpi.wi.gov

Partnering to Collect Data

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Optional Integration Opportunities

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Address Verification API
Staff Identify API
WISEdata Validations API
Wisconsin Immunization Registry (WIR)

Vendor: Optional

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WISEdata Validations API

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This integration allows vendors to display the WISEdata validation messages within their product, which in turn will help LEAs to easily identify what the error/warning is and where to fix it.

All LEAs

Vendor: Optional

LEAs: Optional

Available for Public & Choice LEAs
Tech Specs

Note: Demonstration requested.

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Address Verification API

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A WISEdata integration solution to enable seamless access for LEAs (via their vendors) to retrieve verified student addresses through our API.

All LEAs

Vendor: Optional

LEAs: Optional

Available for all LEAs
Programmer’s Guide for Address Verification API [Coming soon]
Tech Specs (data properties, use cases, JSON sample, etc.) [Coming soon]

Note: This API integration is optional and does not require integration testing. Adoption can be completed at anytime during the school year and no demonstration is required.

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Wisconsin Immunization Registry (WIR)

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A WISEdata integration solution to retrieve the student immunization records from the Department of Health Services (DHS) and pass it back to the LEA’s student information system (SIS).�

All LEAs

Vendor: Optional

LEAs: Optional

Available for all LEA types (Public & Choice)
Programmer’s Guide for Immunization Registry Integration
Tech Specs (data properties, use cases, JSON sample, etc.)

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Staff Identity API

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A WISEdata integration solution to allow vendors to integrate with the WISEid application which assigns a unique ID to a person.

Public LEAs

Vendor: Optional

LEAs: Public

Available for Public LEA types
Programmer's Guide for Staff Identity Integration [Coming Soon]
Tech Specs (data properties, use cases, JSON sample, etc.) [Coming Soon]

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What’s New for 2024-25 SY

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Parent/Guardian Data Collection Expansion for Summer EBT
Remove K3 from Database Grade Levels
Daily Negative Attendance Data Collection (Optional)

New For All SIS Vendors

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New Data Collections

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All LEAs

Vendor: Required

LEAs: Required

Starting the 2024-25 SY, New Parent indicators will be collected in the /studentParentAssociation endpoint:

Legal Guardian
Lives with
Primary Contact Status

Parent/Guardian Data Collection Expansion �for Summer EBT

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Database Removal of K3

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All LEAs

Vendor: Required

LEAs: Required

Starting the 24/25 SY, discontinue submitting K3 data through the API. K3 is not the same as K4 or PK Birth to 3 programs.
Sending K3 as a grade will result in L1 errors.

Removal of K3 as Grade Level

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Daily Attendance Data Collection

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All

Vendor: Optional

LEAs: Optional

Collection of Daily Negative Attendance

New optional collection for 24/25 SY to assist with identifying those meeting membership attendance requirements.

/calendars
/calendarDates
/studentSchoolAttendanceEvents�

�

As you are aware, the requirement for attendance in pupil count is either present on the count date or both one day prior to and one day after. Those present are all straightforward, but those absent are prone to greater error. We heard from a school district that a single instance of a teacher failing to report an absence can incorrectly result in the student being marked as ‘Absent’ instead of ‘Not Receiving Services’. Attendance seems to be an area where districts feel that they have a relatively low degree of confidence in the accuracy of the data. We think that implementing a few warnings and reports could ease some of the tracking burden on the LEAs and reduce both false positives and false negatives. They could include:

Students who have been marked absent for 90% of the scheduled days prior to the count date and/or 90% of the scheduled days after.
Students who are identified as ‘Not Receiving Services’ but who have attendance before and after the count date in the LEA (not just the individual SSA).

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What’s New for 2024-25 SY (Public)

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Public

Vendor: Required

LEAs: Required

Pupil Count Report for Membership (Dual reporting 24/25 SY)
CTE Departments
CTE Reporting: Work-Based Learning (WBL)
Program Area Type Designation on Courses
Program Type and Program Name Changes
New Languages on /LanguageDescriptor
SCED Course Upgrade to Version 11.0
Daily Negative Attendance
Rigor Level Removal (25-26 SY)

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2024/25 SY Membership

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Public

Vendor: Required

LEAs: Pilot

Pupil Count Report for Membership

The 2024-2025 SY will serve as a parallel reporting year, open to all LEAs. By the 2025-2026 SY, the legacy system will be phased out, making the Pupil Count Module in WiSFiP the official reporting platform.

Regression testing will focus on mid-year residency changes and reporting requirements.

�

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Regression Testing Membership Reporting

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Public

Vendor: Required

LEAs: Pilot

Mid-Year Residency Changes scenarios

FTE changes from 5 yr old KG 3 full days (0.6) to 5 yr old KG 5 full days (1.0)
Residency changes from one district to another
Residency Status changes (R-Private to R)
Full-time residency to part-time (R to R-Home)
Both Residency and Residency Status change�

�

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Regression Testing Membership Reporting

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Public

Vendor: Required

LEAs: Pilot

Membership Scenarios for Enrolled Students

Present on the count date (M-TFS, M-SFJ and M-FFM* MPS ONLY, add to all)
Not Present on the count date (M-TFS, M-SFJ)
Not Present on the count date, but present on the day before or after count date (M-TFS, M-SFJ)
Not Present on the count date, the day before or after count date (M-TFS, M-SFJ) but is receiving services and has been in attendance prior to the count date

Vendors need to provide LEAs the ability to bulk override students receiving services data.

�

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Changes to Existing Data Collections

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Public

Vendor: Required

LEAs: Required

Program Area Type Designation and Reporting on Courses

Starting in 24/25 SY, Program Areas Types (aka CTE Departments) will be added to /course and collected on /section.

CTE-A Agriculture and Natural Resources Education

CTE-B Business and Information Technology Education

CTE-F Family and Consumer Science Education

CTE-H Health Science Education

CTE-M Marketing Education

CTE-T Technology and Engineering Education

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Changes to Existing Data Collections

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Public

Vendor: Required

LEAs: Required

Program Type and Name Changes

Code Value	Description (Program Type)	Program Names
IRC	Industry Recognized Credentials	IRC - Not State Approved
		IRC State Approved Business & Industry
		IRC State Approved WTCS- Associates
		IRC State Approved WTCS- Embedded Technical Diploma
		IRC State Approved WTCS- Technical Diploma
WBL	Work-based Learning	Entrepreneurial Student Business
		Internship/Local Co-op
		School-based Enterprise
		Simulated Worksite
		Supervised Agricultural Experience
		State Co-op Ed. Skill Standards - DPI Employability Skills
		State Co-op Ed. Skill Standards - DPI Occupational
		State Co-op Ed. Skill Standards - DPI Youth Leadership
		Youth Apprenticeship

Newly classified as WBL Program Type, Program names

Prior to 24/25, classified as Certified Program Type

Starting the 24/25 SY and later, Certified and Non-CertifiedPrograms (/ProgramTypeDescriptor) have been renamed and program names reorganized:

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Changes to Existing Data Collections

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Public

Vendor: Required

LEAs: Required

New Languages on /LanguageDescriptor table

Starting the 24/25 SY and later, languageDescriptor Table is expanded to include:

Afghan Persian, Dari PSR
K'iche', Quiché QUC
Kabuverdianu KEA
Rohingya RHG
Sign Language SGN
Uncoded languages MIS

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Changes to Existing Data Collections

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Public

Vendor: Required

LEAs: Required

Updating SCED Course Codes to Version 11.0

�

The course codes are updated to the latest version of the SCED 11.0.
Vendors will need to update the course catalog in the SIS

The course list will be added to the Courses data element page

New courses, including Hmong Conversation and Culture, Ojibwe for Young Learners (prior-to-secondary), and Computer Science (prior-to-secondary).
Maintain 'Enriched and Advanced' rigor level designation for AP and IB courses.
Use 'Regular & General' rigor levels for all other courses.
Label remaining course codes as deprecated; LEAs using these will receive error code 6798.

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Changes to Existing Data Collections

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Public

Vendor: Required

LEAs: Required

Rigor Level Removal (2025-26 SY)�

In the next School Year25/26 SY eliminating the Rigor Level attribute from the course list, we are streamlining the user experience for LEAs by:

Keeping General or Regular (G) and Enriched or Advanced (E) with AP or IB Programs.
Creating a shorter and more navigable course list enhances efficiency and user-friendliness.
Simplifies the system without compromising data integrity.

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Timely Evaluations Regression Test

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Public

Vendor: Required

LEAs: Required

Indicator 11

Since the 2022-2023 SY, data for Indicator 11 collection has been requested. Each LEA is required to report.

Regression testing will focus on:

Collection of Date Consent Received
Students without Enrollment
Students who transfer between school districts with multiple evaluations

In 2024-2025 SY, Validation Warning 7183 No SPED Initial Evaluation from District will present to LEAs as an error message.

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Vendor Resources

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Vendor Specific Resources

WISEDATA Webpages / INFO FOR VENDORS / Ed-Fi Credential Application
WI DPI WISEdata Ed-Fi Docs

What's New (2024/25 SY) - Project List for the 2024-25 SY, Use Cases, these slides
Data Domains, Endpoints & Integrations
Development Resources - Ed-Fi SDK 6.1, Swagger WISEdata API 6.x

WISE Home / Ed-Fi Credential Application

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Vendor Resources (Cont.)

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Wisconsin Information System for Education (WISE) Webpages

WISEhome Webpage [WISE intro video, basics about WISE]

WISEData Elements [Data elements and their descriptions, uses, and codes]

Help for WISE [Links to help, training and support & Community Resources]

Knowledge Base Article Portal [Warnings & Error descriptions, Notices, Articles and School Directory]

Snapshot Preparation Guidance

WISEdata Validation Rule List

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Vendor Resources (Cont.)

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Community

WISEdata Google Workspace: Chats [WISEdata community to view and post questions and comments to fellow users]

User Groups

Events Calendar [At a glance listing of deadlines, live trainings, webinars, etc.]
WISEid/WISEdata User Group Agenda - for Public and Choice Schools (View Only doc)

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