CASEMIS Scheduled Imports

From Aeries Online Help
Jump to: navigation, search



Documentation

CASEMIS Scheduled Imports
Adobepdficon.png [Aeries.Net CASEMIS Scheduled Imports - Updated February 24, 2017]


Contents







Aeries.Net - CASEMIS Scheduled Imports

Title page



CASEMIS Scheduled Imports Overview

Aeries Web Version can be utilized to schedule regular imports of CASEMIS Student Data and Student Services Data into the Aeries database. The CASEMIS Students (tableA) file and Services (tableB) file must be the ASCII text (.csv) formatted file as defined in the CASEMIS Technical Assistance Guide. Once the scheduled imports are set up, districts will need to ensure that the CASEMIS Student Data and CASEMIS Student Services Data files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported.

Configure CASEMIS Import

Aeries Web Version Administrators can access the Configure CASEMIS Import page in the School Info / Imports and Exports node of the Navigation Menu. This page defines where the CASEMIS files will be stored, the name of the files, and the scheduled day(s) and time for the import to run. There is also a button to import the CASEMIS files immediately. Once all selections have been made, click on the SAVE button.

CASEMIS Scheduled Imports 20170127 01.png

NOTE: Once the scheduled imports are set up, districts will need to ensure that the CASEMIS Student Data and CASEMIS Student Services Data files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported.

File Location Options

The location of the CASEMIS Students and Services files must be identified in the CASEMIS Import Configuration page.

The files can be stored in a Shared Folder within the district's network, or on a Secure FTP (SFTP) site.

In the below example the CASEMIS files are stored in a shared folder called "myshare" that resides on a server called "myserver".

CASEMIS Scheduled Imports 20170127 02.png

To use a secure FTP (SFTP) site select the CASEMIS files are stored on a Secure FTP option. The UNC Filepath will be replaced with the FTP server and login information. Enter the FTP Server Name or IP address, the directory where the CASEMIS Students and Services files will be saved to, and a user name and password that has access to read the files.

CASEMIS Scheduled Imports 20170127 03.png

Data Files

After the File Location has been defined, the file names of the CASEMIS files that will be imported need to be entered. By default the CASEMIS Student Data (tableA) file will always be imported. To also import the CASEMIS Student Services Data file, click on the Services option in the Files to include in import. Next enter the file names that will be used to identify the Student Data file and the Student Services Data file.

CASEMIS Scheduled Imports 20170127 04.png

NOTE: The Student Data file will always be imported by default. The Student Services Data file may be imported if selected.

Scheduled Process

To automate the CASEMIS import on a weekly or daily basis, select the Days of the week and the Time of day to run the import process. The time can either be typed in or selected from the time dropdown.

Enter an email address in the Email Address field that will receive a completion report once the import process has completed. Multiple email addresses can be entered, separated by commas.

In the below example the Scheduled CASEMIS Import will run every Monday, Wednesday and Friday at 6:30 pm. An email with completion information will be sent to "my_email@example.com".

CASEMIS Scheduled Imports 20170127 05.png

By default the Scheduled CASEMIS import is Disabled. To turn on the scheduled process select the Enable Scheduled Process button.

CASEMIS Scheduled Imports 20170127 06.png

After enabling the Scheduled CASEMIS import the Status will change to Enabled and the button will change to Disable Scheduled Process so that it can be turned on again when appropriate.

CASEMIS Scheduled Imports 20170127 07.png

Save

After all selections have been made to the CASEMIS Import Configuration page, click on the Save button. A message will display briefly notifying you that the settings have been saved.

CASEMIS Scheduled Imports 20170127 08.png

Import CASEMIS File

In some circumstances the CASEMIS import may need to be run immediately. Click on the Import CASEMIS File button to immediately run the CASEMIS import and send the completion results email to the Email address(es) defined on the CASEMIS Import Configuration page.

CASEMIS Scheduled Imports 20170127 09s.png

CASEMIS Import Process

Change in 2015-2016 CASEMIS File Layout

The CASEMIS file layout for the 2015-16 school year no longer contains the State Test Participation fields (fields A-57 through A-62) in the CASEMIS Student Data (Table A) file. These fields are now Filler fields. Since the CSE Special Ed Participation in State Wide Assessment fields are still necessary for varies Aeries reports (such as the CAASPP Student Test Assignment Extract) and may need to be hand-entered, we will process the CASEMIS import in the following manner:

  • If the CASEMIS Students (Table A) file has blanks or no value in the A-57 – A-62 filler fields, then the CSE Participation fields will not be changed (so hand-entered data will not be removed).
  • If the CASEMIS Students (Table A) file has non-blank values in the A-57 – A-62 filler fields, then the CSE Participation fields will be updated with the values in the CASEMIS file.

Import Process

The CASEMIS Import process will use the Student Data file and Student Services file from the location defined in the CASEMIS Import Configuration page. It is important to remember to refresh these locations with new files before the next scheduled run, otherwise the same files will be processed over and over again.

When the Student Data file is processed the system will use the SSID data in the file to match with a student in the Aeries system. If the CASEMIS Student Data file record does not have an SSID, then it will attempt to match on Student Last Name, Student First Name and Birthdate.

  • Once a match is found the student's Special Ed (CSE) record is added/updated with the data in the CASEMIS Student Data file and the Last Updated (CSE.LU) field is updated with the date the record processed. The student's identifying information is also added to the CASEMIS_TypeA_ImportedRecords.csv report.
  • If no match can be made, then the student's identifying information is added to the CASEMIS_TypeA_UnmatchedRecords.csv report.
  • If duplicate records exist in the CASEMIS Student Data file (i.e., two records with the same SSID) then neither record will be imported into the Aeries system. Identifying information for both records will be added to the CASEMIS_TypeA_Duplicates.csv report.

When the Student Services Data file is processed the system will utilize the CASEMIS Student Data file and Aeries to match the Student Services records to the students in the Aeries system.

  • Once a match is found the student's Special Ed Services (CSV) records for the year you are processing (normally this will be the current year) will be deleted and the services from the CASEMIS Student Services data file will be added. The Services Start Date (CSV.DT) field is updated with either the first day of school in the District Calendar (for School 0) or with 7/1 of the school year the database is in (normally this will be be current school year) if the district calendar is not set up. The record's identifying information is also added to the CASEMIS_TypeB_ImportedRecords.csv report.
  • If no match can be made, then the record's identifying information is added to the CASEMIS_TypeB_UnmatchedRecords.csv report.

NOTE: The Student Data file secondary match on student name and birthdate will attempt to match the 15-character CASEMIS Student Last Name and Student First Name fields with the first 15 characters of the Aeries Student Last Name and Student First Name fields.


Completion Results Email

Once the CASEMIS import has completed an email will be sent to the email address(es) defined in the CASEMIS Import Configuration page.

The body of the email will report summary information such as the date and time the CASEMIS Import completed, and the number of records matched, unmatched, duplicate records, and records with errors. The email will also contain completion report attachments for the CASEMIS Student Data and CASEMIS Student Services Data files.

CASEMIS Scheduled Imports 20170127 10.png
  • CASEMIS_TypeA_ImportedRecords.csv – lists all of the students from the CASEMIS Student Data file that were matched to the students in the Aeries system. The OriginalLineNumber is the record number in the CASEMIS Student Data file. The SSID, First Name, Last Name, Birthdate and Grade are from the CASEMIS Student Data file. The StudentID is the permanent ID of the student that the record was matched to in Aeries.
CASEMIS Scheduled Imports 20170127 11.png
  • CASEMIS_TypeA_UnmatchedRecords.csv – lists all of the students from the CASEMIS Student Data file that could not be matched to the students in the Aeries system. The OriginalLineNumber is the record number in the CASEMIS Student Data file. The SSID, StudentID, FirstName, LastName, Birthdate and Grade are from the CASEMIS Student Data file.
CASEMIS Scheduled Imports 20170127 12.png
  • CASEMIS_TypeA_Duplicates.csv – lists students from the CASEMIS Student Data file that have duplicate records and cannot be processed. Corrections should be made in the system that houses the CASEMIS data and new CASEMIS data files should be extracted so that these students can be matched in the Aeries system. The OriginalLineNumber is the record number in the CASEMIS Student Data file. The SSID, First Name, Last Name, Birthdate and Grade are from the CASEMIS Student Data file.

In the below example two students have the same SSID in the CASEMIS Student Data file and cannot be matched in the Aeries system.

CASEMIS Scheduled Imports 20170127 13.png
  • CASEMIS_TypeA_NotInFile.csv – lists the remaining Special Ed students in the Special Ed (CSE) table that were not updated during the CASEMIS Import. This will include students with CSE records that have a Primary Disability (CSE.DI), do not have a current Last Updated date (CSE.LU), and have either no Exit Date or an Exit Date > the day the CASEMIS Import was processed (CSE.XD). The SSID, First Name, Last Name, Birthdate and Grade are from the Aeries system.
CASEMIS Scheduled Imports 20170127 14.png
  • CASEMIS_TypeB_ImportedRecords.csv – lists all of the services for the students from the CASEMIS Student Services Data file that were matched to the students in the Aeries system. The OriginalLineNumber is the record number in the CASEMIS Student Services Data file. The SSID, StudentID and Service are from the CASEMIS Student Services Data file.
CASEMIS Scheduled Imports 20170127 15.png
  • CASEMIS_TypeB_UnmatchedRecords.csv – lists the services for the students from the CASEMIS Student Services Data file that could not be matched to the students in the Aeries system. The OriginalLineNumber is the record number in the CASEMIS Student Services Data file. The SSID, StudentID and Service are from the CASEMIS Student Services Data file.
CASEMIS Scheduled Imports 20170127 16.png



Personal tools
Namespaces
Variants
Actions
Navigation
Category
Toolbox