C4 – MiDataHub – Turning Data You Have Into Information You Can Use

�Michigan School Testing Conference�3:15-4:30 pm, Wednesday, February 15, 2023

Overview

Learn how integrating your data with MiDataHub can transform the way data is used through vendor integrations, embedded functionality in your SIS, customized reporting, and much more!

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Today’s Workshop Presenters

• Kevin Bullard, MiDataHub
• Tom Johnson, MAISA

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Outline of Today’s Session

To provide a foundation of understanding on additional services, integrations, and functionality available to districts using MiDataHub. Highlighted examples of how to verify the quality of data integrated with MiDataHub will also be reviewed using Pre-Built reports and custom exports. 

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• Brief History
• API Services
• Integrations
• SSO
• State Systems
• Troubleshooting/Verifying Data Quality
• Future Functionality
• Support options

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• Connect disconnected data systems
• Addresses challenges in managing & using school data across numerous systems
• Standardization
• Local Control remains at District
• Connected systems can provide data/reports to parents & teachers
• Cost savings with managing data, training,- and implementation
• Develop single solutions that districts statewide can integrate
• Shared solutions through collaboration, saving districts $$$
• Uses Ed-Fi data standard (common data standard across 36 states)

MiDataHub – BRIEF background

Since 2013 MiDataHub has been continuing to evolve its initiative by streamlining the use of educational information statewide, through common data and solutions, allowing districts to turn data you have into information you can use.

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What is the API Service

The API Service in MiDataHub provides end users a secure integration for obtaining critical data at the time of a student's enrollment that in the past was only available through a separate integration, file-based integration, website login, etc.

Available API Services(in most SIS tools):

• UIC Services
• Snack-Pack Service
• Direct Certification

API SERVICES

API SERVICES

UIC Services

Provides districts with a streamlined, efficient, automatic way to search, resolve, link, and request UICs directly from the SIS.

• Creates efficiencies at local level by providing all UIC Management tasks from SIS, without need to login to MSDS.
• UIC Services functions independent of MSDS accessibility; when MSDS down, UIC Services allows for UIC Management tasks to continue.
• May allow SIS functionality for messaging and notifications at enrollment (varies on SIS)

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Please visit the Product Catalog Page for more information on configuring and using this service : Link to UIC Services

API SERVICES

Snack-Pack

Provides critical student data for new enrollments upon enrollment in your SIS.  Data provided from the Snack-Pack is ONLY AVAILABLE for “newly enrolled students”, based on the most recent data submitted via CEPI MSDS Collections from the previously enrolled district

• 31 fields critical to help districts identify what services students are entitled to receive in a timely manner. 
• May allow additional SIS functionality for messaging and notifications at enrollment
• Example, one SIS provides distinct automated messages to staff based on snack-pack data

List of available fields included in this process: CEPI – Portable Student Records Service 

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Please visit the Snack-Pack Product Catalog Page for more information on configuring and using this service : Link to Snack-Pack

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API SERVICES

Direct Cert

Integration allows for direct certification files to be available in SIS without the need to upload/download files between MSDS and SIS. Link to documentation

• Allows for further efficiencies to be achieved through vendor tools; 
• File is available and stored in database awaiting processing with notification available to Food Service staff or State Reporting personnel responsible for processing.
• Currently available for districts using SKyward SMS and MiSTAR Q

API SERVICES

Who doesn’t like stats? ? ? ?

INTEGRATIONS

Integrations

A MiDataHub integration allows for partnering vendors to either populate the MiDataHub ODS, pull directly from the MiDataHub ODS, or roster downstream applications. There are multiple options available for integrating with MiDataHub using either the API or File Based Import/Export:

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• File Based – Flat File Integrations can be formatted as csv, tab-delimited etc, one line per record
• Inbound- (To MiDataHub) from third-party application
• Outbound - (from MiDataHub) to the third-party application, securely
• API (Application Programming Interface)– Automated Data transactions
• Most secure
• Direct API
• OneRoster

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INTEGRATIONS

File Based Integrations

Flat File Integrations can be formatted as csv, tab-delimited etc, one line per record. This type of integration allows for users of MiDataHub to import and export data securely to and from third party systems. 

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• Examples of File Based Integrations:
• Inbound
• NWEA
• Acadience
• SWIS Referral data
• Outbound
• MiLearn
• SWIS Rostering
• OneRoster API
• CLEVER

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INTEGRATIONS

API Integrations

A direct API integration is an integration allowing for an ongoing data interchange between systems and MiDataHub, think of this as a way to automate data transactions both to and from the MiDataHub ODS and third-party applications. 

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• Examples of API Integrations:
• Student Information Systems
• Eidex
• Munetrix
• EVAAS
• OneRoster:
• Discovery Education
• IMS Global

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Integrations – Key Takeaway

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API

• Unique district Key/Secret 
• Most secure option
• Easier maintenance
• Used across other states using EdFI API
• Each vendor is unique to its use
• Each vendor is unique in how to share key/secret

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• File Based Integration
• Utilizes the MiDataHub or vendor SFTP
• Able to track success of integration through notifications
• Provides a file to troubleshoot/review
• Used across other states using EdFi
• May require agreements
• Can be scheduled to run as frequently as distrct likes

Integrations will only provide data as published from the SIS please review next section for more tips on verifying data! 

Single Sign On (SSO) – Upon connecting either a Google or Microsoft Azure AD environment to the MiDataHub SSO, districts can access certain systems and resources through the MILaunchpad using their local districts credentials.

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Basic view of available systems in the MiLaunchPad. Only systems that authenticate with your login or back to your district credentials will be available on this screen (MICIP, MiREAD, etc.).

Select your district from the list of districts available at the login screen.

IF your district doesn’t appear here, most likely you have not completed the SSO federation. Please see our product catalog page containing steps to integrate.

Single Sign On (SSO) – Typical issues:

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• Is your cert current?
• SSO current and upcoming expirations (please send a new metadatafile to support@midatahub.org)
• Is the current cert applied to your saml app (Google)
• If your cert is current, most likely it will need to be applied to the custom SAML app (follow this link to the SSO product catalog and review the file labeled Directions for Expired Google Certificate (please send a new metadatafile to support@midatahub.org)
• Have you changed your email address?
• If you have changed your email address please verify you are using the correct email to login
• Has the email domain changed in your local district?
• At times we are notified that a district has transitioned to a .org, etc. If so we will need an updated metadatafile to apply.
• Users are not able to login (google)
• There is a setting in the SAML App that needs to be enabled for EVERYONE to access

In addition to the API Services there are additional resources available for districts to use throughout the state of Michigan with their integration to MiDataHub. A few are listed below:

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• MICIP - The Michigan Integrated Continuous Improvement Process (MICIP) is a pathway for districts to improve student outcomes by assessing whole child needs to develop plans and coordinate funding. MICIP Platform is the online tool used by Michigan schools to create, monitor and evaluate continuous improvement plans.
• MiRead - MiRead is a long-term project designed as comprehensive literacy portal, that will grow to support students, parents, teachers, coaches, administrators, ISDs, and the entire state with increasingly comprehensive supports, intelligent tools, and leverage the ongoing work of literacy groups around Michigan.
• MiStrategy Bank - MiStrategyBank is an electronic clearinghouse of strategies designed to connect educational data systems, promote and support best practices, and provide information regarding the implementation of strategies in use to support Michigan’s education system.
• MiLearn - The Michigan Linked Educational Assessment Reporting Network (MiLearn) is a Michigan Department of Education service that delivers state assessment data electronically to student, parents, and educators directly through the district's Student Information System (SIS). MiLearn is updated daily using the Michigan Data Hub data to reflect student enrollment changes.
• State of Michigan Assessment Service - The Michigan State Assessment Service integration allows for state assessment results to be transferred from the Michigan Department of Education's data systems to your MiDataHub database, where it can be used in dashboards, exports, and other data systems your district uses.  Most importantly, this integration will check for new data on a weekly basis, so your district will receive timely state assessment data for new students that enroll in your district.. Includes MSTEP, PSAT, SAT
• EEM - The EEM application serves as the directory for identifying and linking educational entities with other data collection applications in the State of Michigan.

STATE SYSTEMS

TROUBLESHOOTING/VERIFYING DATA QUALITY

Numerous reports are available to review the data in your MiDataHub ODS. This will ensure data being shared with downstream apps is current and up to date. 

Pre-Built Reports – Reports available on demand:

• At-A-Glance
• Link to video

Custom Exports:

• School Data Load Analysis
• Data Freshness Script
• Using the Custom Exports tool
• List of available Data Validation queries
• 98b Progress Goal Reports

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TROUBLESHOOTING/VERIFYING DATA QUALITY

Pre-Built Reports:  The At-A-Glance Report in the MiDataHub cockpit provides aggregated data counts on building and district level data. Data counts on FTE (District, Grade Level, Building), Racial/Ethnicity, Courses, Attendance (Section, Daily), Grades (Transcript, term), and discipline. Also assists with isolating students missing rostering. 

At A Glance Documentation

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TROUBLESHOOTING/VERIFYING DATA QUALITY

School Data Load Analysis -Provides a breakdown of data loaded in several categories for each school building.

• Aggregated counts of each resource
• Typically focus on specific areas based on need….ie if a downstream app is missing rosters then look at student/staff sections; if attendance is missing review the school and section attendance column. �

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TROUBLESHOOTING/VERIFYING DATA QUALITY

Data Freshness Script -  identifies if the tables are populated, when they were first populated, and when they were last updated.

• Helps address the question of when data for a specific resource was last populated. 

Custom Exports - 98b Progress Goal Reports

Goal Progress Reports - (Section 98b)

• Present on goal progression by First Board Meeting in February 2023 and No Later than the Last Day of School.
• Post presentation to district transparency site upon completion of presentation to the local board: Suggested Template
• As in 2021-22, MiDataHub has developed Queries available in MiDataHub cockpit for School Districts to utilize for their Board Meetings
• ETA - January 23- for february board meeting
• Documentation available on MiDataHub Website under Documentation > Cockpit Information:
• MiDataHub - I-Ready 98 B Fall Progress Report Template Instructions
• MiDataHub - NWEA 98B Fall Progress Report Template Instructions
• MiDataHub - STAR 98B Fall Progress Report Template Instructions

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TROUBLESHOOTING/VERIFYING DATA QUALITY

Other custom reports valuable to ensuring data is of the utmost quality in MiDataHub

• Why are staff not showing up in a downstream application?
• Staff detail query-This query provides full details for all staff records associated with the district. It includes the variety of ID codes used, which school a staff is assigned to, their program assignment, employer, staffclassification, position title, begin and end dates for the position, and email addresses.
• I am missing students in a downstream application, how can I verify if the students exist in MiDataHub?
• Student Enrollment Verification-This query provides detailed student enrollment and exit-withdraw information. (StudentSchoolAssociation).
• How can I quickly identify if assessments are loading in MiDataHub? 
• Assessment Inventory- Provides a list of assessments for the district and record counts for various aspects of the assessments.
• I need to verify if a student has an assessment score reported for a specific assessment and testing period, how do I do that? 
• Assessment Score Results Validation - Provides a combined list of overall assessment scores.

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FUTURE FUNCTIONALITY –

Enrollment Transfer Process

• Similar process as Snack-Pack but MORE data. 
• Think of the data available as resembling a CA-60
• Requires a Data Sharing agreement - will need to have waivers in place.
• Will seek “pilots” but more looking for clusters of districts throughout a county. 
• Have one confirmed vendor piloting (MiSTAR-Q)
• Other SIS tools notified
• ETA - Testing to begin during 2022-23 school year

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• Other examples:
• Vendor Management Portal, Enhanced Dashboard screens (MICIP, Benchmark Assessment Readiness, etc.), and much more.

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SUPPORT

• Michigan Data Hub website
• Data Hub Support Team
• support@midatahub.org
• Data Hub Support Specialist (Midatahub.org>Support>Data Hub Support Specialist Operations Group)
• Statewide support team
• Available IF you reside in a support consortium where a DHSS exists
• Assistance with the publishing, verification, and quality of Data in MiDataHub
• Understands MiDataHub functionality and its benefit to a district
• YouTube channel

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RESOURCES

MiDataHub Webinar:

Session 1: Are You Ready - Prepping the MiDataHub Cockpit for the New School Year.  MiDataHub-Session 1- Are you ready- Prepping the MiDataHub Cockpit for the new school year (1).pptx 

Upcoming Session 2 – Data Quality

MiDataHub Newsletter

• Newsletter Sign Up
• Archive

ISD and District Status Update

• Up to Date Status of MiDataHub Integration including:
• Status of integration
• SSO
• Agreement Status
• State Assessment Integration
• Much more!

RESOURCES

Click below for additional SIS integration Info

Trainings - Recorded Trainings & Presentations

Contact Information

• MiDataHub / MAISA
• Tom Johnson
• tjohnson@gomaisa.org
• Kevin Bullard
• kevin.bullard@kresa.org

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