Ohio Educational
Directory System Redesign
(OEDS-R)


DA Site Training


May 21-22, 2003
v 2.0

Tim Marcia & Brian Wills
 

For PDF and/or Word version of this document, please click the appropriate links: Word | PDF
 

Table of Contents:

I. Background
OEDS-R: Ohio Educational Directory System Redesign
II. Vision & Goal
III. Accessing OEDS-R Data
Anonymous Users: Read-Only Privileges
Identified Users: Read-Write Privileges
IV. Roles
1. Organization Administrators
2. Other Administrators
3. Data Custodian (DC)
4. OEDS-R System Administrator (SA)
V. Online Help
HTML | PDF
VI. Offline Help - Hierarchy of Support
Application Support
Secure Account Support
VII. Getting Started
ODE Public Website
Entering the Address for OEDS-R Directly
VIII. General Search (Read-Only Access) – Hands-on Exercises 1
Search Partial Name Of Organization
View Large Listing
View Detailed Information of an Organization
Search Specific IRN of a Public District
Magnifying Glass – View More Details
Search for Personnel
View “Affiliated Organizations” Data Associated with Personnel
IX. Introduction to ODE's secure Web portal
X. Updating Data in OEDS-R (Read-Write Access) – Hands-on Exercises
General Tab
Personnel Tab – A.K.A. “Associated Personnel” Tab
Locations Tab
Funding Details Tab
Relationships Tab
Appendix A – OEDS-R Sign Up Process for Public Districts
 

I. Background
OEDS-R: Ohio Educational Directory System Redesign

• Legacy system, OEDS, created April 1, 1974

• OEDS no longer met needs of ODE, DA Sites, Districts, etc.

• Centralized update process (OEDIR) not user-friendly and only used once per year

II. Vision & Goal

• Vision: Decentralize data entry and maintenance of entity data (entity data being for organizations such as public districts, public schools, JVSDs, community schools, etc).

• Goal: Empower these organizations to be responsible for maintaining their own data on demand and to engage the various ODE Business Centers to conduct their respective business activity via OEDS-R.

Top

III. Accessing OEDS-R Data
Anonymous Users: Read-Only Privileges

• Querying organization & personnel information does not require an ODE User ID.

Identified Users: Read-Write Privileges

• Updating and creating data requires an ODE User ID.

IV. Roles

1. Organization Administrators

• District Superintendents (or their delegate) update all their respective district and subordinate school data. Some changes required Data Custodian approval (see “Data Custodian” section).

2. Other Administrators

• Department Accounts Administrator – completes funding information

• Document Management Services Administrator – Updates contact information and associated personnel for all organizations

3. Data Custodian (DC)
Data Custodians (DCs) have the authority to create new organizations and approve changes needing review requested by Organization Administrators. Types of DCs include (see Appendix F in Desk Guide for current listing of personnel playing DC role):

• School Accountability data custodian

• Office of Community Schools data custodian

• Office of School Options data custodian

• Child Nutrition Services data custodian

• Early Childhood Education data custodian

• Center for the Teaching Profession data custodian

• Data Acquisition Site data custodian

• Career Technical and Adult Education data custodian

• State Board of Education data custodian

• Reform and Federal Student Programs data custodian

4. OEDS-R System Administrator (SA)

• The OEDS-R System Administrator acts as the backup for Data Custodians.

Top

V. Online Help

HTML
https://webapp2.ode.state.oh.us/oeds-r/user_guide/

VI. Offline Help - Hierarchy of Support

Application Support

Secure Account Support

Top

VII. Getting Started

ODE Public Website
As of 30-May, 2003, the ODE public website’s “Data” tab will be modified so that selecting the “Ed. Directory-OEDS” option will take the user to a link for the new OEDS-R web interface. This link will also allow the user to access the extract utility.
 

Click on the image for a larger view.

Entering the Address for OEDS-R Directly
In the meantime, the following link can be used to directly access the OEDS-R web interface:

QA URL (Use for DA Site training):
https://webapp2qa.ode.state.oh.us/OEDS-R/query/default.asp

Production URL (Active after 30-May-2003):
https://webapp2.ode.state.oh.us/OEDS-R/query/default.asp

After typing one of the previous URLs and pressing ENTER, the browser screen should look like the following screen snapshot:

Click on the image for a larger view.
 

Top

VIII. General Search (Read-Only Access) – Hands-on Exercises

Search Partial Name Of Organization

1. Enter “tri-river” in the name field
 

Click on the image for a larger view.

a. Notice that four entries are returned (including “Tri-Rivers Educational Computer Association” – TRECA – IRN: 085647). Also notice that your search phrase is not case-sensitive.

Click on the image for a larger view.

2. Scroll down to the bottom of the screen and click on the “Search Again” button on the right-hand side of the screen
a. Note: OEDS-R is not designed to work with a browser’s “Back” button. Avoid using the “Back” button as it will create erroneous results. Always use the alternative button, such as the “Search Again” button, instead of the “Back” button.

View Large Listing

3. Enter “river” in the name field
a. Notice that all entries containing the word “river” appear
b. Also, notice that over 50 entries are returned (TRECA – IRN: 085647 follows “Tri-Rivers Career Center” and, therefore, does not appear on the screen this time). The user is alerted to results being cut off by the circled message, “The first 50 search results have been displayed. If the organization you are looking for does not appear in the list, please narrow your search criteria.”
 

Click on the image for a larger view.

View Detailed Information of an Organization
4. Click on the “Search Again” button
5. Enter “lakota” in the name field – the screen should look like this:
 

Click on the image for a larger view.

6. Notice the magnifying glass to the left of each entry. In read-only mode, the magnifying glass indicates that there are further details to be viewed by clicking on this icon. As you will see later, magnifying glasses become pencils when a person signs in to OEDS-R and becomes enabled to do updating (read-write mode).
7. Click on the magnifying glass to reveal this screen:

Click on the image for a larger view.

 a. Here, we see further information regarding the Lakota Public School District. Not that an organization’s name is identified in parentheses. In this case, the IRN is 046110.

Search Specific IRN of a Public District

1. Click on the “Search Organization / Person” link in the top left-hand corner of the browser.

Click on the image for a larger view.

2. Using the assigned numbers from your Student handouts, enter the “City District” IRN number (e.g., Student #1’s City District IRN number is 044289 which has “Madeira” associated as the name). Each student has their own, distinct page of data – make sure you use your individual data to avoid conflicts that would arise during the updating portion of the exercises.

Before clicking on the “Search” button, the screen should resemble this (except for using your own unique City District IRN number):

Click on the image for a larger view.

3. After clicking on the “Search” button, OEDS-R will return one entry since IRNs are unique. Your results will be specific to the City District IRN number that you entered. Example:

Click on the image for a larger view.

Magnifying Glass – View More Details

1. Click on the magnifying glass
2. Notice that there are four “tabs” in OEDS-R:
   a. General
   b. Personnel
   c. Location
   d. Relationships
    

Click on the image for a larger view.

3. Click on the “Personnel” tab to see a screen similar to this:

Click on the image for a larger view.

4. Write down the name of one of the people displayed (e.g., the Superintendent at Madeira is Dr. Michele W Hummel).

Search for Personnel
1. Click on the “Search Organization / Person” link in the top left-hand corner to return to the main search screen.
2. In the bottom left-hand corner of the browser, click on the “Search Person” button.
 

Click on the image for a larger view.

3. Enter part of the person’s name that you wrote down, but do not press ENTER. Your screen should resemble this:

Click on the image for a larger view.

4. Click on the “Search” button (not the “Search Organization” button) to reveal a screen similar to this:

Click on the image for a larger view.

a. Unless you have searched too broadly (not specifically enough), the person’s name you wrote down will appear on the list. Remember that result sets exceeding 50 entries will not return an exhaustive listing of matches to your query.

5. Click on the magnifying glass next to your person’s entry to reveal a screen similar to this:
 

Click on the image for a larger view.

View “Affiliated Organizations” Data Associated with Personnel
1. Click on the magnifying glass to the left of the organization name in the “Affiliated Organizations” section (e.g., click on the icon to the left of “Madeira”).
2. Note that the screen returns back to the view with the four tabs that we saw after searching for a specific IRN.

Top

IX. Introduction to ODE's secure Web portal

See Appendix A for details on how a Public School District Superintendent gets a secure account. After signing in with a secure account, the user has the authorization to make updates in their respective organization(s).

 

Note: All of the activities up to this point have all been done anonymously. Querying in OEDS-R does not require any kind of account with ODE. However, any user who wants to update information must apply for a secure account before maintenance of data can be accomplished.

Notice that the main screen on the following page shows the user’s name to the left of the “Sign Out” button. This is one indication that the login sequence was successful.
 

Click on the image for a larger view.

Top

X. Updating Data in OEDS-R (Read-Write Access) – Hands-on Exercises

1. Enter the specific name of the City District listed on your Student sheet (e.g., “Madeira” for Student #1)
2. Click on “Search”
3. Click on the magnifying glass to the left of the Public District entry
4. If your secure account has the appropriate privileges, you will notice that there are now five tabs. The new tab is the “Funding Details” tab. Your screen should resemble this:

Click on the image for a larger view.

General Tab
1. While on the General tab, perform an update on each section (as time permits). In order to do so, click on each of the “pencil” icons to the left of each section’s name (in read-write mode, pencil icons replace the magnifying glass icons).

a. Identity

i. Add your own last name to the end of the organization’s name (e.g., “Madeira” becomes “Madeira – Wills”
ii. Click on the “Update” button to save the change
iii. Go back and reverse the name change and click on “Update” again

b. Organization Relationships

i. This screen enables you to Add a New Organization Relationship, Update, or Remove a relationship.
ii. Note the name of the current DA Site here: _____________________________
iii. Experiment with changing the DA Site listed for the organization to something different (e.g., your own DA Site name).
iv. Remove the DA Site relationship altogether.
v. As a last step, restore the original DA Site relationship through the “Add New Organization Relationship” button.

c. District Subtype

i. Optionally explore this screen (and restore the values back to what they were):
 

Click on the image for a larger view.

d. Organization Classification

i. Optionally explore this screen (and restore the values back to what they were):
 

Click on the image for a larger view.

e. Phone/Fax & Email

i. These two sections are updated by the same screen – see below:
 

Click on the image for a larger view.

ii. Note that you have the option to flag phone numbers and email addresses as “Private” or “Primary”.

f. Notice the last item on the General tab:

Click on the image for a larger view.

i. This item – captioned, “The organization data is up-to-date and approved for inclusion in the Annual Directory” – is a flag that tells ODE that your organization’s information has been completely reviewed and is ready to be published in the next Ohio Educational Directory. This flag is reset once per year – immediately after the publication is printed.

Personnel Tab – A.K.A. “Associated Personnel” Tab
1. Click on the Personnel tab.
2. Click on the pencil icon to the left of the Associated Personnel label to reveal this screen:

Click on the image for a larger view.

3. Find the current Superintendent and list name here: _______________________________________________
4. Remove the current Superintendent.
5. Click on the “Add New Role” button highlighted in the previous screen shot.
6. Enter “Brian” for First Name and “Wills” for Last Name. Prepare to click on “Search” button, but ensure your screen resembles the following first:
 

Click on the image for a larger view.

7. In the “Existing Person(s)” drop down box, select “Brian Wills”.
8. In the “Role” drop down box, select “Superintendent”
9. In the “Role Status” drop down box, select “Active”. Before clicking on the Add Role button, your screen should resemble this:

Click on the image for a larger view.

10. After clicking on the Add Role button, the browser should display a message stating that the “role has been added.” Scroll down (may be last entry) to confirm that addition took place.
11. Click on “Associate different person to this role or change role status/start date/end date.” pencil icon for new entry listing Brian Wills as the Superintendent – as shown below:

Click on the image for a larger view.

12. Following a similar process to the add process, search for the previous Superintendent’s name, select their name from the “Existing Person(s)” drop down box, and click on the “Update” button to put things back the way they were.
13. Confirm that OEDS-R notes that the “role has been updated.” Scroll down the Associated Personnel page to confirm that the original Superintendent’s name has been restored.
14. Click on “Back to maintain organization” in preparation for reviewing the next tab.

Locations Tab
1. Click on the “Location tab.
2. Click on any pencil icon. This should take you to a similar screen to this:

Click on the image for a larger view.

a. See Section entitled “Locations” in OEDS-R Desk Guide for details regarding this screen.

i. Exercise: Add a New Location – Use your Physical Home Address and remove when done. Sample screen follows:

Click on the image for a larger view.

ii. If the address entered does not conform perfectly to USPS standards, the “address cleansing” logic in OEDS-R will recommend a standardized address if one is found. See following sample screen:

Click on the image for a larger view.

iii. People are associated to locations which belong to organizations (people also belong to organizations – they do not stand alone in OEDS-R). In OEDS-R, people do not have addresses directly linked to themselves.

Click on the image for a larger view.

iv. So, after a location is established (a location may have already existed for the person) that is appropriate for a person, click on the “Associate Person to this Location” icon as follows:

Click on the image for a larger view.

v. Follow the prompts to add a person who is associated with the organization to the new address you have entered. (Extra credit: Associate yourself to the organization and tie your newly created location to your own name. Remove your location and association when finished.)

vi. Click on “Back to maintain organization” in preparation for reviewing the next tab

Funding Details Tab
This tab displays all funding details for an organization. This tab is not viewable to the general public. Sample screen follows:

Click on the image for a larger view.

Relationships Tab
1. Click on the Relationships tab. Screen should be similar to this:

Click on the image for a larger view.

2. Find a public school in the listing and click on its magnifying glass.

a. View details about the school and perform an update on the page. Reverse the change when finished.
b. Specifically view School Classification section. Perform an update on the page and reverse the change.

Top

Appendix A – OEDS-R Sign Up Process for Public Districts
The following step-by-step instructions will lead an Organization Administrator (e.g., Public School Superintendent) through the process to acquire their secure account with ODE. These instructions are available online at:
https://webapp2.ode.state.oh.us/portal/help/

For questions or comments regarding this process, please email the ODE Security Administrator at Safe.Admin@ode.state.oh.us.