1MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

EDEN Best-Practice Sharing

Oregon File Preparation Practices

2MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

EDEN File Preparation

• Support tables

• Execute build procedure to import data

• Data Owner validation

• Single-click file creation

3MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Support tables

• Seven year-to-year support tables are maintained to support the Single-Click File Creation

Report - contains all allowable reports

DataMap – Defines submission structures for each reporting level

4MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Support Tables (cont.)

DataMapInstTypCd – Defines the reporting level of the DataMap fields

Submission - tracks data load/submission dates by year

SubmissionData - Stores the level of report to generate, Header Information and File Name

5MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Support Tables (cont.)

N[###]Header – Stores the count of records submitted.

N[###] – Stores report data for Data Owner verification and file submission.

6MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Execute build procedure to import data

• Developer codes T-SQL build procedures to import data into the report load tables. Once the build procedures are coded and the Support Tables are in place then executing this procedure prepares data for verification and reporting.

N[###] – Stores report data for Data Owner verification and file submission.

EXECUTE pr_BuildN36 @EndYr='2006', @EffYr='2007'

7MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Data Owner validation

• Once the source data is imported into the year-to-year report table, the Data Owner electronically validates that all counts are correct using Microsoft SQL 2005 Reporting Services—this step ensures that all data submitted is verified (http://www.microsoft.com/sql/technologies/reporting/)

8MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Single-Click File Creation

• Execute a single script to generate all submission files for a report to a network location. These files are then ready to be uploaded through the EDEN application.

EXECUTE pr_CreateSubmissionFile @EndYr='2006',@EffYr='2007', @tblNm='N36'

9MIS 2008 / Merging Two Data Collections: Lessons Learned from the CCD-EDEN Merger

Oregon EDEN Example Database

• The Oregon Department of Education has created an example which creates a working database on a SQL Server 2005 local SQLEXPRESS instance. (This script can be modified to be installed on any SQL Server box.)

• This is a T-SQL script and should be run by a Database Administrator.

• This script creates a database called “EDEN” with all Support Tables and Meta-Data necessary for EDEN submissions.

• Contains one example build procedure with source table for creating the N36 report.

• Object definitions and instructions for how to do the example are included in the script.

• Download the zipped T-SQL script at http://www.ode.state.or.us/go/EDENexample