Data Analysis

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Aeries Analytics - Data Analysis
Adobepdficon.png [Aeries Analytics - Data Analysis - Updated December 2, 2016]







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Aeries Analytics - Data Analysis


Aeries Analytics is a next generation Assessment System, fully integrated into the Aeries Student Information System.

In addition to assessing locally administered classroom-based and benchmark tests, the system also contains a District-Level Analysis System that allows the districts to choose from a variety of data inputs to determine a student's at-risk factor for not graduating.

This system is designed to be an Early Warning System to identify students at risk of not graduating so that appropriate interventions can be implemented with the student and prevent the student from dropping out.

The Early Warning System (EWS) inside Aeries Analytics™ uses techniques very similar to the current "Assessment" system in Aeries. It implements different district-defined factors and allows for breaking down each "Indicator" into 5 rubric levels. Each level can be assigned different "At-Risk Points". Additionally, the rubric levels can be custom tailored to each school and grade level in the district. It is not a one-size-fits-all system. It is very flexible.

The intent of this system is not just to provide school and district administrators access to know which students are not doing well in certain areas, but it is also designed to get this information into the hands of teachers, parents, and students themselves. It presents school and district administrators a comprehensive and customizable set of dashboards to quickly gauge the academic health of the school, district, or subgroup of students. Parents are also presented an easy to understand screen for viewing what areas a student is not doing well in.

EWS, like the rest of Aeries Analytics™ is a fully web-based system and takes advantage of new technologies that provide a rich user interface and features only previously available to client-based systems.

Aeries Analytics™ Data Analysis System Features

  • Unlimited # of Indicators
    • State and Local Tests with Sub Strand Support
    • Gradebook, Report Card, and Transcript Integration
    • Attendance Percentages and Thresholds
  • Thresholds of a single indicator can be customized per school and grade
  • Customized Colors and Text
  • Nightly Processing of Data
  • Analysis Dashboard View
    • Pie, Bar, and Column Charts with Filtering
    • Unlimited Number of Dashboards
    • Push Dashboards

Configuring Analysis Indicators

Each District Analysis Indicator can analyze a different type of information. Current types of information that the system can handle are:

  • State and Local Test Scores and Sub-Strands
  • Grades from the Gradebooks, Report Card, or Transcript for particular subject areas
  • Attendance Percentage and Thresholds
  • Program Participations and Student-Related Fields
  • ADS Disposition, Disposition Days and Violation Counts
  • Field Value Range

Student SubGroups

Any group of Performance Bands on ANY Analysis Indicator can be defined as a student subgroup. This allows any indicator in the system to be cross referenced with any other indicator on the Dashboard.

Nightly Processing

Each night, the system automatically processes all the Analysis Indicators and determines student qualifications for each indicator. Totals and Summaries are generated. This nightly pre-processing allows the system to display information very quickly and efficiently on the dashboards.

Student Analysis Indicator Qualifications

At any time, administrators, teachers, parents, and students can view which Early Warning Indicators a student qualifies for and can see what "Score" got the student on the list. The system automatically totals up each student's Total At-Risk Points. The more At-Risk Points a student has, the more likely the student is to not graduate.

District Analysis Dashboard

After the information is processed each night, the information is quickly available to teachers and administrative staff on the District Analysis Dashboard. An unlimited number of Dashboards can be configured with a mixture of different Dashboard Items. System admins can create dashboards and push them to different groups of people in the district.

District Analysis Definitions

The Item Definitions page is used to setup each Analysis Indicator and will display the different Analysis Indicators created. After the nightly process each indicator will be calculated for the number of student's and percentage for each rubric level by school and grade. This page is accessible under the Aeries Analytics | Configs/Functions | Item Definitions node on the Navigation Tree.

Different data is utilized to determine the performance level for the indicators defined. These include attendance, grades and testing. For example, the students test history is utilized to calculate whether or not the student is below, above or has met the schools standards in different areas such as Math.

After the indicators have been setup from the Definitions page these indicators are utilized in the Aeries Analytics reporting. The Process Current Indicator button on the top of the page will update the performance indicator displayed. The Process All Indicators button will update all performance indicators.

NOTE: ALL specific tests to be utilized in Aeries Analytics MUST be setup in the Testing Control Table.

District Analysis Indicator Qualifications

After the Analysis Indicators have been setup in the Item Definitions page the Student Indicator Details page will display data used to track a student's progress for Early Warning. The data utilized can be based upon test scores, academic grades and attendance. Each school has the capability to 'program' the Student Indicator Details page to fit their own needs.

After the nightly process is generated the Student Indicator Details page will be updated with the Early Warning Points for each indicator. The top of the page will display the Total Early Warning Points for all indicators.

Testing Control Table

The Testing Control Table contains the Test ID, Part Numbers and definitions setup for tests taken at the school site such as CAHSEE or any individual District Benchmark tests.

The Content Standards definitions are setup through the Content Standards (CSN) tab.

NOTE: District wide Test ID's and Parts must be established for all tests including local benchmark tests. Failure to develop a uniform system may cause confusion in the results of students that transfer from school to school.

Add a Test Definition

The Testing Control Table page displays all test definitions that have been setup and are stored in the CTL table. This test information is used to track different types of tests taken by students. The Testing Control Table page is located under School Info | Configurations on the Navigation Tree.

The Testing Control Table page will display all Tests that have been previously setup. Notice the test example, TECH has a Part number of 0. This is used to flag Assessment programs when there is a group of tests for a category.

A Limit ID dropdown can be used to Limit ID to a specific test. For example below, DST Algebra 1 Part 1 was selected.

All tests with the specific Test ID selected will display.

To add a new part click the mouse on Add New Record and the cursor will display after the last record. If the Test-ID was limited it will default in the Test ID field.

Enter the Test ID up to 6 characters long, Part number, Test Part Title and all Test Abbreviations. Click the mouse on the Save icon to add the record.

NOTE: To group tests for a specific category you must setup a Test-ID with Part 0

Setup Analysis Indicators

It is important to setup each Analysis Indicator from the Item Definitions page. These Indicators contain the Five Level Rubric Scores that will be displayed. The Item Definitions page will allow you to customize each Indicator and Label Layouts.

For example, below the CST ELA displays 1-Far Below Basic, 2-Below Basic, 3-Basic, 4-Proficient and 5-Advanced, which are the default Label Layouts.

Clicking on Label Layouts will allow you to change or add a new label layout for each Indicator Title. To setup the Label Names click the mouse on Label Layouts at the top of the Item Definitions page.

The following page will display. Existing Label Layouts will display on the left side of the page.

To add a new Label Layout, click the mouse on the Add Layout button. The Code and Name fields will be blank and the Levels will display the default values

Enter a Code and Name. Setup the Level Codes and Level Descriptions as well as Colors. Click the mouse on the Save button. Click the mouse on Exit.

Colors can also be added to each Level. Click the mouse on the Color dropdown and select the new color. After all information is added click on the Save button to save the new label layout.

The new Label Layout will display in the list on the page.

Setup Analysis Indicators - Tests

The Item Definitions page will allow you to enter and setup various Early Warning Indicators that can be calculated.

To add a new Indicator, click the mouse on the Indicator drop down list on the top left of the page. Next click on Add Indicator.

Enter a Title and a Short Title. Click the mouse on the Type drop down and select the type of indicator.

Click the mouse on the Label Layout drop down to select a Label.

Click the mouse on the Test ID drop down to select a test that has been setup in the Testing Control Table.

Click the mouse on the Test Part drop down to select a part number.

Click the mouse on the Date Options drop down to select a specific date. The page will re-display specific date selections depending on the Date Options.

REMEMBER – Most Recent will use the most recent test. So if a student has not taken this particular test since the 2005 school year, this will be the data utilized in this Analysis Indicator.

Click the mouse on the Score Field drop down to select the score to be used to calculate the Students Performance Level.

Verify that all options selected for the new Analysis indicator are correct. Click the mouse on the Save button. The new indicator will display in the selection box on the left side of the page.

An Indicator Thresholds area will display for the new definition.

To update the Early Warning Value for each Rubric Level click the mouse on the Edit button next to the Indicator Threshold. Enter a value for the fields.

A default threshold will display on Indicators for School = All and Grade = All.

If a specific school or grade is to be calculated click the mouse on Add Threshold.

To add a threshold for a specific school and grade, select the school and grade from the dropdown list. Setup each Rubric level and Early Warning Values. Click the mouse on the Update button.

The following is an example for a threshold setup differently for school 990 and grade 1.

The following is an example for a threshold setup differently for school 990 where the NA field is selected and this school will NOT be included in the Analysis Indicator.

Setup Analysis Indicators - Grades

To setup a grades definition enter the Title, Short Title and click the mouse on the Type drop down and select Grade. The page will re-display with Which Mark in Grd field displayed. The Early Warning Indicator will default to ON.

The Label Layout can be selected from the drop down list. Select a Subject Area from the drop down list. Click the mouse on the Which Mark in Grd drop down and select which Grade Mark will be used.

Click the mouse on the Save button. The Five fields will default to the grades setup in Update Valid Marks in the GRC table.

If a specific mark is needed that is not included in the default Marks click the mouse on the Edit button. The Threshold will display in Edit mode. Click into the appropriate field and add the missing mark. Click the mouse on the Update button after adding any new marks.

The new Mark will now display in the Thresholds tab for the Standard selected. For example below the NM mark now display under 1-F's.

To update the Early Warning Value for each Grade Level click the mouse on the Edit button and then enter the selected value in the Early Warning fields. For example EWV1 below has been changed to 5.

Click the mouse on the Update button.The Early Warning Value will now display on the Threshold. For example below the EWV1 now displays 5.

Setup Analysis Indicators – Content Standards

To setup a Content Standards Indicator, enter the Title, Short Title and click the mouse on the Type drop down and select CST. Select the preferred Label Layout.

In the Test ID field, select the exact name of the Test ID and Test Part used to calculate the Student Performance Level. Located below the Test ID field are selections for the Date Option field. Click the mouse on the type of Date selected.

'NOTE: 'The Test ID selected MUST be setup in the Test Control Table (CSN).


Click the mouse on the drop down arrow for the Score Field. Select the score to be used to calculate the Students Performance Level.

Verify that all options selected for the new Analysis indicator are correct. Click the mouse on the Save button.

Setup Analysis Indicators - Attendance

The Attendance Indicators can be setup for ATT Percentage or ATT Threshold when selected from the Type drop down. Thresholds can be setup to calculate whether or not the student is meeting the schools standards for their attendance from the attendance table.

Enter the Title and the Short Title. From the Type drop down select the ATT Percentage or ATT Threshold.

From the Label Layout dropdown select the appropriate label layout to use with the Attendance indicator.

The following will now display. Enter the lowest range and the highest range for each threshold. Enter the Early Warning value. After all thresholds have been entered click the mouse on the Save button.


Setup Analysis Indicators – Field Value Range

The Numeric Field Value Range Indicators can be setup to process any numeric field in the STU table or 1:1 related tables like LAC. An example of an Indicator that can be created using the numeric field value range type is EL Years in Program or GPA's.

Enter the Title and the Short Title. From the Type drop down select Field Value Ranges.

Select a Label Layout from the Label Layout drop down list. Select the appropriate Table and Field for the Indicator and then click the mouse on the Save button.

The following will now display. Enter the lowest range and the highest range for each threshold. Enter the Early Warning value. After all thresholds have been entered click the mouse on the Save button.

Setup Analysis Indicators – ADS Disposition Days Count

An Indicator can be setup for a count of ADS Disposition Days. Enter a Title and the Short Title. From the Type drop down select Disposition Days.

Select a Label Layout from the drop down list. Enter a date range for data to display. If the date range fields are left blank the entire current school year will be processed.

Select disposition codes to include for the indicator by checking codes in the Disposition Codes to Include area. Once all information is entered, click the mouse on the Save button.


The following will now display. Enter the lowest range and the highest range for each threshold. Enter the Early Warning value. After all thresholds have been entered click the mouse on the Save button.

Setup Analysis Indicators – ADS Violation Count

An Indicator can be setup for a count of ADS violations. Enter the Title and the Short Title. From the Type drop down select ADS Violation Count.

Select a Label Layout from the Label Layout drop down list. Enter a date range for data to display. If the date range fields are left blank the entire current school year will be processed.

Select assertive discipline code to include from the Assertive Discipline Codes to Include area. After all information is selected, click the mouse on the Save button.


The following will now display. Enter the lowest range and the highest range for each threshold. Enter the Early Warning value. After all thresholds have been entered click the mouse on the Save button.

Student Sub Groups

Any group of Performance Bands on ANY Analysis Indicator can be defined as a student subgroup. This allows any indicator in the system to be cross referenced with any other indicator on the Dashboard.

To setup a Sub Group select the Analysis Indicator and then click the mouse on Student Sub Groups.

A total of 5 different Sub Groups can be created. In Group Title enter the Sub Group name. Select the Levels for Each Group.

For example for Low Performing CST ELA, you might want to select Levels 1 and 2.

Verify all options are correct for the Student Sub Group. Click the mouse on the Save button.

Setup Analytics Dashboards

The Analytics Dashboard Config page is used to setup a customized Dashboard and will display the different Analysis Indicators created. After the nightly process each indicator will be calculated for the number of student's and percentage for each rubric level by school and grade. This page is accessible under the Aeries Analytics | Configs/Functions | Analytics Dashboard Config node on the Navigation Tree.

The following page will display and is used to setup a customized Dashboard.

The Dashboard Configuration page will display all existing Dashboard Items. To add a new Dashboard Item click the mouse on the Dashboard Items dropdown on the top left of the page. Next click on Add Dashboard Item.

The following Dashboard Item Configuration page will display.

The following fields will display:

  • Type –Chart or List
  • Analysis Indicator – Select the indicator to be used
  • Name – Enter a Name
  • Chart Type –Pie, Bar or Column
  • Display Data As –Count or Percentage. A Chart type of Pie will only Display Data as Percentage.
  • Levels To Display – Select which levels to display. A Chart type of Pie will display all levels and cannot be changed.
  • Display Levels –Separate, Combined or Stacked. A Chart type of Pie will only display Separate
  • Display By – Select to display by School, Grade or Class. This option is not available for Pie Charts.
  • Schools – Select which schools to include
  • Grades – Select which grade levels to include

Select a Type and Analysis Indicator. Add a Name for the new Dashboard Item.

Select a Chart Type to be displayed on the dashboard. The Type and Chart Type selected will change the options that can be setup on this page. For example, when setting up Chart Type and selecting Pie the Display Data As, Levels to Display, and Display Levels cannot be changed.

Select the Schools and Grades to be included in the Dashboard. When complete with all selections click the mouse on the Save button.


After the Dashboard Items are created, to create a Dashboard, click the mouse on Dashboards at the top of the page. A list of the existing Dashboards will display. To add a new Dashboard click the mouse on Add Dashboard.

The following page will display.

Enter a Name for the new Dashboard. To Share the Dashboard with other Security Groups click the mouse on the Shared checkbox and select which groups to share the Dashboard with.

Under Dashboard Items select which Dashboard Items to associate with the new Dashboard. After selecting the Items to include click the mouse on the Save button.

After the Analysis Indicators have been calculated and the Dashboards have been created, the Dashboards can be viewed from the Analytics Dashboard page. To get to the Analytics Dashboard page, click the mouse on the Home icon on the Analytics Dashboard Config page.

Click on the Analytics Dashboard node under the Aeries Analytics node on the Navigation tree. The following page will display. To display a Dashboard click the mouse on a Dashboard name under the My Dashboards column. The selected Dashboard will display.


The Dashboard page has options to display by Chart, Students or to apply Filters.

Selecting Chart will display a Chart of the Dashboard.

Selecting Students will display a list of the Students included in the Dashboard.


The Students option will also provide the ability to select a student and create Intervention or Suppplmental Attendance records for students.


The Filters option allows to filter the Dashboard information by Schools, Grades or SubGroups.

When a Filter is applied, the Dashboard will then recalculate for the Sub Group selected.


he Dashboard also has the capability to enlarge a specific indicator by clicking the mouse on the icon in the top right corner.

While the Dashboard is enlarged clicking on a specific area of the Dashboard will provide a breakdown of information for that specific portion of the Dashboard. In the example below, clicking on the Green portion of the Dashboard chart then displays information regarding the 17.9% of the students associated with the Dashboard. This view will provide the ability to filter and view the information for a specific portion of the Dashboard.

Update Analytic Indicators

The Analytic Indicators can be manually recalculated to update the number and percentage of the students that were above, below or met the standards setup. The option is available to setup a nightly process to generate that will recalculate all totals for the dashboards. It is also capable to Process All Indicators or Process Current Indicator.

The Process All Indicators button on the Item Definitions Summary Data page will update ALL Analysis Indicators. The Process Current Indicator button will update only the Analytic Indicator selected and displayed.

Once the Indicators are recalculated, summary totals will display. Clicking on the icon next to a summary total will display all student's associated in that percentage.

The nightly process to update all indicators is accessible under Aeries Analytics | Configs/Functions | Analytics System Config node on the Navigation Tree.

The following Updating Indicators Nightly option will display with a NO. Click the mouse on the Update Nightly Processing Information button.

The Updating Indicators Nightly option will now display Yes – Database Connection Information Set which will now run your nightly process.


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