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P20 WIN User Manual: Basic User Interface Account Functions

1. Log Review Access point to download logs for audit purposes Agency Administrators are only provided access to manage functions for the data contributed by their own organization 2 0 Using the P20 WIN User Interface The following sections provide step by step instructions for users interacting with the P20 WIN UI 2 1 Login The P20 WIN UI requires users to login prior to gaining access to any of its functions In order to reach the P20 WIN login screen users must be first logged into the State of Connecticut Network Users employed by agencies on the State Network may go directly to the P20 WIN Home Page to login As of 12 31 13 Network account holders are employees of the State Department of Education and the Department of Labor All other account holders will need Gateway accounts and will begin login steps by logging into the State Network For more information on these distinctions on how to obtain a Gateway account and for login instructions for the Gateway account please contact the P20 WIN Administrator at ConnSCU P2O0WIN Admin ct edu P20 WIN User Manual Version 3 5 9 2013 7 To login execute the following 1 Ensure that you are logged into the state network and Browse to the P20 WIN Home page 2 Click the login link P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK About P20 WIN Queries Data Sources Too often decisions affecting students and ed
2. View Data Sources from the following organizations gt My Queries gt Create gt SDE wv University of Connecticut Center for Public Health and Health Policy 3 1 EDITING YOUR CONTACT INFORMATION To edit your contact information execute the following steps 1 Click on the My Account button at the top right of each screen This will expand the button to provide three choices edit profile change password and view messages 2 Click on the top option edit profile which will bring you to the edit user screen User Laurel Buchanan Role Tech Admin P2 wi N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK You have successfully logged in Welcome to P20 WIN Queries Data Sources View Data Sources from the following organizations gt My Queries gt Create gt SDE Y University of Connecticut Center for Public Health and Health Policy P20 WIN User Manual Version 3 5 9 2013 11 3 On the edit user screen you may change any of Edit User the following elements in your profile Username Ibuchanan a First Name First Name User Last Name Email Address Phone number Organizational affiliation PES 860 555 5555 De pa rtment Organization fAgency Name Last Name User Email user uchc edu Mailing address Department fDepartmeni za DO A290 User Group Only Admin
3. CCC_FIN_AID_YEAR Varchar2 100 0 4 2 3 SEARCHING METADATA Each metadata table has a search function which gives users the option of searching by entries ina single column multiple columns or across the entire table To search a metadata table by text in columns execute the following steps 1 Enter the text for which you would like to search in the box es directly under the column heading s 2 The table will now only display metadata for elements that contain the entered text in that column or columns 3 Toreturn to the complete table simply delete the text in the search box es P20 WIN User Manual Version 3 5 9 2013 20 Show hide columns Show 10 entries Search all columns Field Name Table Name Description Data Type Value domain of Values Filled In description The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form 000x that C CIP Pode Major 1 identifies instructional program specialties 100 0 within educational institutions The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form x000x that C CIP Bode Major 1 CCC_PLACEMENT_TEST identifies instructional program specialties Varchar2 100 0 within educational institutions http inces ed goviipeds cipcode Default aspx y 55 The CIP code th
4. P20 WIN OVERVIEW SDE DOL BOR DATA SOURCES Overview P20 WIN data originates from the participating organizations Participants who serve diverse but often overlapping groups of people The following tables show il each data source Understanding the degree of overlap and completeness of available data is important when structuring a data request Table showing P20 WIN data by source with the overlap between data sources Data Number of Number of Individuals Unique to Individuals in multiple Data Sources Source Individuals Records Data Source Re tee Sey ee a no external matches 4 1 2 VIEWING INFORMATION ON MATCHING Information on the identifiers available for use in matching are also available for review To access this information execute the following steps 1 Click the Data Sources tab which will bring you to the Overview screen 2 Scroll down to view the table that displays each data source and the identifiers it contains for use in matching P20 WIN User Manual Version 3 5 9 2013 15 P2 WI N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK DATA SOURCES A OVERVIEW SDE DOL BOR Overview P20 WIN data originates from the participating organizations Participants who serve diverse but oten overlapping groups of people The following tables sh each data source Understanding the degree of overlap and completeness of available data is important when structuring a
5. CC_GRADUATION of Values Filled CC_STUDENT_MATCH 1UU U CC_FIN_AID_YEAR i SEER EERE y joojoo JEEHHHBHBR 5 5 5 2 2 2 5 5 5 2 sisisisis Showing 1 to 10 of 175 entries P20 WIN User Manual Version 3 5 9 2013 22 3 To show a column that is hidden click the associated check box The column will now be shown in the metadata table Show 10 entries Search all columns Field Name Field Name Table Name Description CDE Data Type Value domain 7 CC Age at Graduation CCC_GRADUATION Age attime of graduation The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form 000x that identifies instructional program specialties VarChar2 within educational institutions http nces ed gov ipeds cipcode Default aspx y 55 The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form x000x that CC CIP Code Major 1 iCCC_PLACEMENT_TEST identifies instructional program specialties within educational institutions CC CIP Code Major 1 ICCC_GRADUATION http nces ed goviipeds cipcode Default aspx y 55 The CIP code that applies to the major The Classification of Instructional Program CIP 5 0 Building and Submitting Queries All Account types have permissions to request data thro
6. 2 Click the Create New Query screen which will bring you to the Create Query screen 3 Provide aname and description for the query that you are about to build User Laurel Buchanan Role Tech Admi P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK pcb aes QUERY MANAGEMENT CREATE NEW QUERY VIEW EXECUTION SCHEDULE Create Query Enter a query name and description and select elements from the data sources below to create your query When you have made your selections click on the Save Query button to save the query Once the query has been approved it will be executed by an administrator and the download of the resulting data made available Data Elements may have more than one value per individual in the resulting dataset due to a one to many relationship in the source data If selected in a query these data elements will be output in separate table s of data after the main result set in your data file An identifier will link the records to the individual s record in the main result set Query Approval Process The approvals provided and tracked through this website pertain only to the technical process of capturing data requests and handling the technical steps to approve deny or execute those request through data matching software An Approval to match Participant data and complete an audit or evaluation comes only from the P20 WIN Data Governing Board and must be a
7. QUERY MANAGEMENT CREATE NEW QUERY Query 11 04 13 for screen shots results available for download P Query 11 04 13 for screen shots approved A Query 11 04 13 CC amp CSU test results available for download P Query 11 04 13 CC amp CSU test approved P Approved Queries Click on query name link to view the query Query Actions Query Name Description Owner Name Last Execution Time Download Approval Status Click the Required Button BOR Test 1 082813 first attempt to see if query process works using Student_Match table only Kiehne Jan 2012 10 04 01 05 54 PM Approved Download BOR test 09 10 13 simple hitting the CC amp CSU Current City and Current State to see if these fields affected Current City should be blocked from selection State from viewing Kiehne Jan Awaiting Execution test 09 10 13 number 2 trying again first 1 saved before complete Kiehne Jan Awaiting Execution test 10 04 13 download functionality Kiehne Jan bora 0 04 01 45 02 PM Approved Download Test 10 04 13 download of just 1 agency data Kiehne Jan 20131004 03 46 08 PM_ Approved Download test 10 04 13 3 test 1 data source with multiple tables CCC only Kiehne Jan Awaiting Execution 10 18 13 Testing Disabled Tables from DC role fin_sid tables were disasbled through MDE They are still available through UI for field selction Will they appear in output Kiehne Jan 2012 10 18 10 41 51 AM Approved Downloa
8. Varchar2 during high school Yes No Amount of student s contribution portion of the Expected Family Varcher Contribution EFC fO N CC First Name CCC_STUDENT_MATCH First Name of the Student fname Varchar2 r CC Gender CCC_STUDENT_MATCH Gender of the Student M Male F Female pe _ College Board High School Code assigned to the high school CC High School Code CCC_STUDENT_MATCH e g 70323 RHAM High School Varchar2 Showing 1 to 10 of 15 entries 7 Once all data elements are selected scroll down and click the Point of View Filtering Link to select a point of view for the query Filtering Point of View Filtering Description Results returned from this query must have entries in atleast one of the following Data Sources if specified Please check your submission Once saved data queries may not be edited save Query 8 The Point of View Filtering table will be displayed Check boxes for any data source which you wish to include as appoint of view data source Point of view data sources will contribute all available records to the output data set including both matched and unmatched records Any data source in the query that is not selected as a point of view data source will contribute only matched records You may select any number zero to all of data sources in the query as point of view data sources Selecting zero will produce an output file with only matched records in
9. 10 entries Show hide columns Search all columns Field Name Table Name CC ConnSCu ID CCC_STUDENT_MATCH CC ConnSCu ID CCC_FIN_AID_YEAR Description CDE Data Type Value Domain Select Field A unique identifier that combines the student s system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals eae across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCU A unique identifier that combines the student s system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals varchar across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCVU CC Date of Birth CCC_STUDENT_MATCH Date of Birth of the student ae CCC FIN AID_YEAR The year for which the financial aid should be applied to the 6 student s account Amount of parent s contribution porition of the Expected Family a CC Financial Aid Parent Contribution CCC_FIN_AID_YEAR Contribution EFC Varchar2 CC Financial Aid School Lunch CCC_FIN_AID_YEAR Response CC Financial Aid Student Contribution CCC_FIN_AID_YEAR Specifies if either the parent or child indicated on their FAFSA form that the child received Free or Reduced Lunch FRL
10. acne aidan etsmcpenenttaneteansee set 10 WAY PCC OT E E sae etecet ease EEE 10 3 1 Editing your Contact Tit Ormiiatl OM sssrinin orninan aeania en 11 OZ NRCS HUIS a AIS 6 Wy ON Ch ee n E EE 12 Duo VAC W MNS TIC SSA eS rssccccecmtedesasnsadietambsossiaasscantcmteosacsanadieedanboenssnnsadantemtecusonsastaesendsensisasstasecntees 12 Oo MCLE TUN N O E E E E E E 13 Ay GOW n N e E E E 13 4 1 Viewing Overview Information esesessseoeeeesssssseeeerresssssseseeresssssssctrersssssssseeresssssseeeeeees 14 4 1 2 Viewing Information on Matching ccccccccccccsssssssseececeeeeeeeenseeccceeeeeaeaeseseceeeeeeaaas 15 4 2 Viewing Data Source Metadata cc cccccsssccccccccceeeesseseceeeeeeeaeeesseeeceeeeeseaeaeseeeeeeeeeeaaeaanses 16 4 2 1 Navigating the Metadata Tables 5 3 ccceveras cnntscacacsnesorenetasoscusnassionedsenssusensiienebadeseuavesalaaes 19 To SO Mead e E E E E E E E E E 19 Bee AUC IMI Metadata ecse E EOE E SE EE EE EEE 20 4 2 4 Showing Hiding Metadata Columns cccccccccssssssseececceeceeeesseeecceeeeeeeeeseeeceeeeeeaaas 22 5 0 Building and Submitting Queries ccccccsseessscccccceeceesseeecceeeeeeeeesseseeeeeeeesaseeesseeeeeeeeeaaaeeeees 23 5 1 Building and Savins a Query sasen a E 23 5 2 Monitoring Query Status evscssscceccesccvsncassdcaacecazwwaneasdentenaccennninwaseacsecasnnsaaeessanceaasuencseesvaaceaceens 28 3J Downloadint TOUCA EE ra bases E ra 29 Appendix A Understanding the Matching Proces
11. data in an integrated fashion we leave it up to the user to determine how best to make use of such records Presence of each Identifying Field by Data Source with of records populated The table below displays the availability of data for each Identifying Field in the data sources social security number date of birth sasid for p20 win High School Code for p20win eor CCC Student Information Y 100 Y 100 Y 98 Y 99 Y 99 Y 2 Y 97 Y 75 P20 WIN User Manual Version 3 5 9 2013 31 Appendix A Understanding the Matching Process The P20 WIN system uses a probabilistic matching algorithm Pi to match records across data sources This algorithm developed at the University of Connecticut Booth Engineering Computing and Advanced Technology BECAT allows for records to be matched at the individual level without the need for a common unique person identifier Instead Pi utilizes multiple identifiers present in the data sets that are being linked To match records across data sets Pi calculates edit distances number of differences in the characters between the identifiers of the records to determine whether or not records are considered to be from the same individual If the edit distance is above a set threshold Pi will determine the records to be from different individuals If the edit distance is below a set threshold Pi will determine that the records are from the same individual Pi references a nickname database and can acc
12. requestor See the Tech Admin Manual ereer reee t nirea e A A after approval for download has been received See section 6 of this manual show query status See section 5 of this manual Enable disable data source Enabling or disabling your agency s data source to make it available or unavailable for query See the Agency Administrator Manual Enable disable the system Enabling or disabling the entire system available to make it available or unavailable for query See the Tech Admin Manual Manage properties of data elements from data source Setting properties for each data field to make fields visible invisible and available not available through the Ul See the Agency Administrator Manual System Monitoring and Configuration Information Viewing system status and configuration information See the Agency Administrator and Tech Admin Manuals User Management Registering users setting user privileges unlocking accounts Pf o and resetting forgotten passwords See the Tech Admin Manual View and Download P20 WIN Application Logs Viewing and downloading application logs for auditing and monitoring purposes See the Tech Admin Manual User can only view the status of queries that they submitted User can only perform these functions on data from their Agency P20 WIN User Manual Version 3 5 9 2013 5 1 4 QUERY WORKFLOW Data is retrieved from the P20 WIN System though a query workflow process Data queries are bu
13. to the actual data records from one or more data sources matP20 WINg details by number of persons The table below summarizes the populations in P20 WIN including statistics on individuals represented in more than one data source Individuals across all the Data sources BOR CCC Student Information BOR CSU Student Information Matching methodology The population ststistics above sre produced by CHIN s Record Linkage engine The probabilistic matching conducted by this engine is dependent on specific configuration parameters Algorithm TPA FCED Threshold 0 1 Unit of Analysis CHIN is designed to use the person as its primary unit of analysis Data included in CHIN comes from many sources and has diverse structure and content In each data source CHIN identifies a single table or listing as that source s primary records repres and a set of core identifying and demographic fields that do not change over time DOB Sex Race Ethnicity etc Some CHIN data sources do not have a single unique record for each person but rather sre more of a case history style where each rec In both cases CHIN compares the identifying information in each Person record with identifying information from other records in the same dats source and in all other data sources in CHIN The comparison is done via a multi stage hierarchical cluste form a tree called a dendrogram When the process completes each cluster represents a unique real world in
14. 2 10 23 56 AM Approved Download 10 22 13 second attempt same fields as prior Kiehne Jan 2013 10 22 10 51 47 AM Approved Download 10 28 13 Test of Download CC only checking download of CC data fields from 4 tables Match Student Academic Summary and Placement Kiehne Jan 2013 10 28 09 41 07 AM Approved Download 11 04 13 CC amp CSU test Request of data from CC amp CSU data sources to test download again and get screen shots for Laurel Kiehne Jan 2013 11 04 10 51 39 AM Approved Download Queries waiting for approval 5 3 DOWNLOADING A QUERY Data Consumers only Agency Administrators and Tech Admins do not have permission to download query results even if they are the requestor who has submitted the query Once an Administrator has moved the query through its entire workflow the requestor will be able to download the query results No one other than the requestor will be able to download the query results The requestor will be notified that the query has been approved for download via email and onscreen messages To download a query execute the following steps 1 Click the Queries tab which will bring you to the Query Management screen 2 Identify the targeted query on the Approved Queries table and click the Download button which will bring you to the Summary screen P20 WIN User Manual Version 3 5 9 2013 29 P20 Ww N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK
15. Colleges amp Universities ConnSCU A unique identifier that combines the students system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR CC ConnSCu ID CCC_STUDENT 100 0 CC ConnSCu ID 100 0 4 2 2 SORTING METADATA P20 WIN User Manual Version 3 5 9 2013 19 Each column in the metadata tables is sortable in both ascending and descending order Sort arrows are found at the top right of each column header Simply click the sort arrows once for ascending order and a second time for descending order Show hide columns Search all columns u Data Type Value domain of Values Filled In Number 100 0 Show 10 entries Field Name CC Age at Graduation ICC CIP Code Major 1 A arChar2 100 0 Default aspx y 55 The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form x000x that CC CIP Code Major 1 iCCC_PLACEMENT_TEST identifies instructional program specialties Varchar2 100 0 within educational institutions http inces ed gowipeds cipcode Default aspx y 55 The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form x000x that CC CIP Code Major 1 ICCC_ACADEMIC_SUM identifies instructional pr
16. DM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCu A unique identifier that combines the students system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCvu A unique identifier that combines the students system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR CC ConnSCu ID CCC_STUDENT_MATCH 100 0 CC ConnSCU ID CCC_STUDENT 100 0 CC ConnSCU ID 100 0 2 Columns with check marks will show in the metadata table those without will be hidden To hide a column unclick the associated check box The column will now be hidden Show hide columns Show 10 entries Search all columns Z Field Name Field Name A Table Name CDE 4 Data Type Value domain of Values T JadaName N CC CIP Code Major 1 CC_GRADUATION Data Type CC CIP Code Major 1 CC_ACADEMIC_SUM Value domain
17. NS Users may hide or show columns in each metadata table To hide or show a column in a metadata table by text in columns execute the following steps 1 Click the Show hide columns tab at the top right of the metadata table The column list will expand below Show hide columns Show 10 entries Search all columns Field Name Table Name Description Data Type F7 Value domain of Values Filled In table name escription ICCC_GRADUATION Age at time of graduation Number ie CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form x0oux that CC Age at Graduation The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form 000x that CC CIP Code Major 1 ICCC_PLACEMENT_TEST identifies instructional program specialties 100 0 within educational institutions http nces ed goviipeds cipcode Default aspx y 55 The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form x000x that CC CIP Code Major 1 ICCC_ACADEMIC_SUM identifies instructional program specialties 100 0 within educational institutions http inces ed goviipeds cipcode CC CIP Description CCC_PLACEMENT_TEST Classification of Instructional Program Code 100 0 CC CIP Description 100 0 CC CIP Description ICCC_ACADEMIC_SUM 100 0 with the student PI
18. P20 WIN User Manual Basic User Interface Account Functions A training and reference manual for Connecticut s Preschool through Twenty amp Workforce Information Network P20 WIN User Interface P20 WIN User Manual Version 3 5 9 2013 Contents I TEIN ONC EU OI ots terest E vss ceecipsa EA EEE E zee E E E E EE E 3 1 1 P20 WIN System Architecture OVerview ccccccccccssssessececceceeeeeesseeececeeesaaaesseeeceeeeeeaeeeenees 3 DD Tie POWIN U or TRV ACS ea E EE E 4 Wade 20 WIN Roles and Privy ile OCS i seconcascauaceunsnconenaceansepcunconessdsuuenstanconsmscmanseptenaceqasmstesessisconsmncse 4 BAOU WY E ON r E E E E E 6 1 5 Overview of the P20 WIN User Titer AC es essicac ctesacndenevevenctlavesndinsiesuen ctetcendinavevenctsvssadeudeescndtones 6 2 Usine the P20 WIN User MGR ACC ose snaraie tenet vesapnsiaaclamtaucanuntateconateeduaietaastistineosssetadateuatocsipanses 7 DM MOM ase ees soars case sae tele A A EAEN see cae sensate ste O ENT 7 PAR DES Gi AWC E E A E A O E AE A E 9 Dy Nee WOW ONL Ge ASS Wy ONS goes eons eee teem een tse en E E O eens rene cee 9 ZA Forgotten USCIIAINCS ccss csssscecacaieneewessacesnaibocransentanaaeiendeaessaaseeneibons antaetmeacindewsiesseeneiion 9 DMA CC OUI TO CRO Ua re E E cate eg E E tei ansasrat nana ieecseimeenti eet rapanetas 9 Dee DN SOE CO OU oss eters A ache pach soasicaseea casdsqodeddae E tasesgodetea seats ctoosees 9 DM Timne NOs a setgmenenen tae estarsccnctidanettmepencneetianxeqens
19. PM Approved Download test 10 04 13 3 test 1 data source with multiple tables CCC only Kiehne Jan Awaiting Execution 10 18 13 Testing Disabled Tables from DC role fin_sid tables were disasbled through MDE They are still available through UI for field selction Will they appear in output Kiehne Jan 2013 10 18 10 41 51 AM Approved Download 10 18 13 Can DC download data data requested only from approved tables checking connection to disabled tables bug Kiehne Jan 2013 10 18 10 51 40 AM Approved Download 10 22 13 Test query CC data CSU is disabled so l m checking to see if an execute and download a CC query Kiehne Jan 2013 10 22 10 23 56 AM Approved Download 10 22 13 second attempt same fields as prior Kiehne Jan 2013 10 22 10 51 47 AM Approved Download 10 28 13 Test of Download CC only checking download of CC dats fields from 4 tables Match Student Academic Summary and Placement Kiehne Jan 2013 10 28 09 41 07 AM Approved Download 11 04 13 CC amp CSU test Request of data from CC amp CSU dats sources to test download again and get seen shots for Laurel Kiehne Jan 2013 11 04 10 51 39 AM Approved Download 11 04 13 for soeen shots for screen shots only Kiehne Jan 2013 11 04 11 44 30 AM Approved Download P20 WIN User Manual Version 3 5 9 2013 28 3 Queries still awaiting approval will be found in the Queries Waiting for Approval Table found below the approved Queries table Query 11 04 13 CC amp CSU t
20. agement or governance policies These policies can be found in the documents P20 WIN Data Governance Policy and P20 WIN Query Management Process 1 1 P20 WIN SYSTEM ARCHITECTURE OVERVIEW The P20 WIN System has a distributed network architecture which consists of one main module and a remote module for each of the network participants the State Department of Education SDE the Board of Regents for Higher Education BOR and the Department of Labor DOL P20 WIN User Manual Version 3 5 9 2013 3 P20 WIN State Longitudinal Data System Diagram UCHC data matching process amp software located on Main Server at BEST Remote Server Remote Server Remote Server SDE BOR DOL ConnSCuU a PSI CEDaR 2 CC CSU ED166 Other IRDB Repository PKIS COSC UCHC University of Connecticut Health Center BEST Bureau of Enterprise Systems and Technology DOIT ConnSCu Connecticut State Colleges and Universities Data from the participants is utilized by the P20 WIN system through a two step process The first step is an initialization process that uses limited personally identifiable information PII to identify matching records of individuals for the creation of record locators at Remote Servers attached to the Participants data systems Records are matched using a probabilistic matching algorithm t
21. at applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form 00ux that CG ode Major 1 CCC_ACADEMIC_SUM identifies instructional program specialties Varchar2 100 0 within educational institutions http nces ed goviipeds cipcode Default aspx y 55 C4 escription CCC_PLACEMENT_TEST Classification of Instructional Program Code VarChar2 100 0 C CIP escription CCC_GRADUATION Classification of Instructional Program Code Varchar2 100 0 description ICCC_ACADEMIC_SUM Classification of Instructional Program Code Varchar2 400 0 ShOwitte 1 to 6 of 6 entries filtered from 175 total entries a To search for text across an entire metadata table execute the following steps 1 Enter the text for which you would like to search in the search box just above the right of the table 2 The table will now be searched to display only metadata for elements that have the entered text in any of the columns 3 To return to the complete table simply delete the text in the search box LOV 4 Show 10 entries search all columns graduation Field Name Description Value domain T UI vwuco weU MI 4 CC Age at Graduation 100 0 The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form o0ox that identifies instructional program specialties within educational institutions http inces ed govwipeds cipcode Defau
22. ccompanied by a data sharing agreement specific to the data request and signed by representatives of each Participant whose data is a part of the given request See the P20 WIN Query Management Procedure for detailed description of the complete Query Approval Process and the official Query Management Request Document sa ample of Query Creation Summary of Data Request Data Sources BOR CCC Information Overview ConnSCU CCC BOR CSU Information Overview ConnSCU CSU P20 WIN User Manual Version 3 5 9 2013 4 Click the data source link to expand the first data source that you wish to include in your query User Laurel Buchanan Role Tech Admin P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK QUERY MANAGEMENT CREATE NEW QUERY VIEW EXECUTION SCHEDULE Create Query Enter a query name and description and select elements from the data sources below to create your query When you have made your selections click on the Save Query button to save the query Once the query has been approved it will be executed by an administrator and the download of the resulting data made available Data Elements may have more than one value per individual in the resulting dataset due to a one to many relationship in the source data If selected in a query these data elements will be output in separate table s of data after the main result set in your data file An identifier will link the reco
23. cluded Selecting all data sources will produce an output file with all records included both matched and unmatched P20 WIN User Manual Version 3 5 9 2013 26 Filtering Point of View Filtering Description Results returned from this query must have entries in at least one of the following Data Sources if specified Show hide columns Search all columns Show 10 entries Data Source Name a Da ource De ptio Data Source ID elect PO BOR CCC Information ConnSCU CCC 1 W BOR CSU Information ConnSCU CSU 10 DOL Wage Records DOL Data Source 11 7 SDE Student Information State Department Of Education 100 Showing 1 to 4 of 4 entries gt 9 Once point of view filtering selections have been made scroll down to and click the Save Query button and your query will be submitted and saved Please note that once you save the query no changes to it may be made f you need to make changes to the query it will be necessary to start over and begin a new query If you find that you no longer need a query that you have previously submitted please email the P20 WIN Administrator at ConnSCU P20WIN Admin ct edu so that the query can be disapproved Show hide columns Search all columns Show 10 entries Field Name Table Name Description A person having origins in any of the original peoples of American Indian Or Alaska Native sudeniRescardi North and South America including Central America Ethn
24. d 10 18 13 Can DC download dats data requested only from approved tables checking connection to disabled tables bug Kiehne Jan 2013 10 18 10 51 40 AM Approved Download 10 22 13 Test query CC data CSU is disabled so l m checking to see if an execute and download a CC query Kiehne Jan 2013 10 22 10 23 56 AM Approved Download 10 22 13 second attempt same fields as prior Kiehne Jan 2013 10 22 10 51 47 AM Approved Download 10 28 13 Test of Download CC only checking download of CC dats fields from 4 tables Match Student Academic Summary and Placement Kiehne Jan bora 10 28 09 41 07 AM Approved Download 11 04 13 CC amp CSU test Request of data from CC amp CSU data sources to test download again and get screen shots for Laurel Kiehne Jan 2012 11 04 10 51 39 AM Approved Download 11 04 13 for screen shots for screen shots only Kiehne Jan bora 1 04 11 44 30 AM Approved Download 3 Scroll down to the Download Data Set button at the bottom of the screen Results Summary Query execution details 174 11 04 13 CC amp CSU test Matching Details P20 WIN Dsts Sources cover diverse but often overlapping populations Each P20 WIN Data Source includes a single table the P20 WIN Persons table that contains listing of individusls represented in the data source P20 WIN uses these listings am WIN vis probabilistic mstP20 WINg In doing so P20 WIN produces sn index of unique individuals with references P20 WIN Record Locator IDs
25. data request Table showing P20 WIN data by source with the overlap between data sources Data Number of Number of Individuals Unique to Individuals in multiple Data Sources Source Individuals Records Data Source Inexacty one other In iwo or more other ee ea a Seite g gt Wald Sources Gala Sources Information is not available because datasource is currently disabled Identifying Fields used in Record Linkage First Name Last Name Sex Date of Birth Social Security Number ZIP Table showing presence of each identifying Field by Data Source with of records populated Data identifier firstname lastname social security gender Tip date of Source number code birth yi00 0 6 100 0 Y 98 0 99 06 9 yooo 100 0 96 0 100 0 wo 100 o 100 0 100 0 100 0 100 0 100 0 w w 4 2 VIEWING DATA SOURCE METADATA Metadata tables for each P20 WIN participating organization will be found on the organization screen under the Data Sources tab Metadata provided includes information on the number of individuals and records in the data sources and on the number of matches with other data sources It also includes the following information about each data element Field Name Name of the data element Table Name Name of the table from which the data element originates Description Short description of the data element CDE Common Data Element which provi
26. des common name of identified fields used in matching 20 0 e DataType Data Type i e integer text date etc P20 WIN User Manual Version 3 5 9 2013 16 f Value Domain Values and their meanings if appropriate these can be viewed in a separate window by clicking the lt gt symbol g of Values Filled in Provides the percentage of records which have an entry for this field To view metadata execute the following steps 1 Click the Data Sources tab which will bring you to the Overview screen P2 wi N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK ave successfully logged in Welcome to P20 WIN Queries Data Sources View Data Sources from the following organizations gt My Queries gt Create gt SDE University of Connecticut Center for Public Health and Health Policy 2 Click the agency screen which will bring you to the data source page for that agency P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK DATA SOURCES OVERVIEW SDE DOL CT Board Of Regents Data Sources Click on name of the Data Source to see the Data Elements BOR CCC Information Overview ConnSCU CCC BOR CSU Information Overview ConnSCU CSU P20 WIN User Manual Version 3 5 9 2013 17 3 Click the link for the data source that you wish to review which will result in the display of the metadata tabl
27. dividual with one or more corresponding records in CHIN data sources and the cluster is randomly assigned a CHIN Person ID The threshold Esch Person record in a CHIN data source may be related to other information pertaining to that individual such as case histories medication histories and intervention or diagnosis information Such other information is typically stored in separate tat and available for query As mentioned above some CHIN data sources sre not designed with a single unique record for each person and even those that sre may have duplicates due to human error during data entry This leads to some CHIN clusters including multiple persa CHIN is designed to represent and provide access to the record level dats in an integrated fashion we leave it up to the user to determine how best to make use of such records Presence of each Identifying Field by Data Source with of records populated The table below displays the availability of dats for each Identifying Field in the data sources first name last name social security number genc ip code asid f High School Co P20 WIN User Manual Version 3 5 9 2013 30 4 Click the Download Data Set button and click open or save in the file download box to open or save the file s Note For more information on query output files please see Appendix A Understanding Query Output P2 O Wi N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK R
28. e for that data source P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK DATA SOURCES OVERVIEW SDE DOL BOR CT Board Of Regents Data Sources Click on name of the Data Source to see the Data Elements BOR CCC Information BOR CSU Information Overview ConnSCU CSU 4 Consult the small table at the top for information concerning the number of individuals records and matches with other data sources P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK DATA SOURCES OVERVIEW SDE DOL BOR CT State Dept of Education Data Sources Click on name of the Data Source to see the Data Elements SDE Overview State Department Of Education Number of Number of Individuals Unique Individuals in Multiple Data Sources Individuals Records to Data Source No external In exactly one in two or more In atleast one matches other Data other Data other Data Source Sources Sources 5 Consult the larger table below for information on the data elements contained in the data source P20 WIN User Manual Version 3 5 9 2013 18 Show hide columns Show 10 entries Search all columns Field Name a Table Name Description Data Type Value domain 4 of Values Filled In Administered_FallOfvear Year of Fall of school year in which the test was SMALLINT administered Administered_SpringofYear StudentTest_v eas a SMALLINT was administered Administered_Stude
29. es a single table or listing as that source s primary records representing inc set of core identifying and demographic fields that do not change over time DOB Sex Race Ethnicity etc Some CHIN dats sources do not have a single unique record for each person but rather sre more of a case history style where each record represents a In both cases CHIN compares the identifying information in each Person record with identifying information from other records in the same data source and in all other data sources in CHIN The comparison is done via a multi stage hierarchical clustering proce a tree called a dendrogram When the process completes each cluster represents a unique real world individual with one or more corresponding records in CHIN dasta sources and the cluster is randomly assigned a CHIN Person ID The threshold reflects the cor Esch Person record in a CHIN data source may be related to other informstion pertaining to that individual such ss case histories medication histories and intervention or diagnosis information Such other informastion is typically stored in sepsarste tables and h available for query As mentioned above some CHIN data sources sre not designed with a single unique record for each person and even those that sre may have duplicates due to human error during data entry This leads to some CHIN clusters including multiple person records is designed to represent and provide access to the record level
30. est approved Z Approved Queries Click on query name link to view the query Query Nam Description BOR Test 1 082813 first attempt to see if query process works using Student_Match table only Query Actions e Download Approval Status Click the Required Button Kiehne Jan 2013 10 04 01 05 54 PM Approved Download i BOR test 09 10 13 simple hitting the CC amp CSU Current City and Current State to see if these fields affected Current City should be blocked from selection State from viewing Kiehne Jan Awaiting Execution test 09 10 13 number 2 trying again first 1 saved before complete Kiehne Jan Awaiting Execution test 10 04 13 download functionslity Kiehne Jan 2013 10 04 01 45 02 PM Approved Download Test 10 04 13 download of just 1 agency date Kiehne Jan 2013 10 04 03 46 08 PM Approved Download test 10 04 13 3 test 1 data source with multiple tables CCC only Kiehne Jan Awsiting Execution 10 18 13 Testing Disabled Tables from DC role fin_sid tables were disasbled through MDE They are still available through UI for field selction Will they appear in output Kiehne Jan 2013 10 18 10 41 51 AM Approved Download 10 18 13 Can DC download data dats requested only from approved tables checking connection to disabled tables bug Kiehne Jan 2013 10 18 10 51 40 AM Approved Download 10 22 13 Test query CC data CSU is disabled so I m checking to see if an execute and download a CC query Kiehne Jan 2013 10 2
31. esults Summary Query execution details eve a Se eg 2012 11 04 11 44 30 AM Execution Time Matching Details Do you want to open or save this file P20 WIN Date Sources cover diverse but often overlapping populations Each P20 WIN Dasta Source includes a single table the P20 WIN Persons vis probabilistic matP20 WINg In doing so P20 WIN produces an index of unique individuals with references P20 WIN Record Locator IDs to the ese listings and the asso Name q175_2013 11 04_11 44 30 647_rsits zip _ a ae y bi parions Type Compressed zipped Folder The table below summarizes the populations in P20 WIN including statistics on individuals represented in more than one data source From stg p20win ct gov Data Source Number of Individuals Number of Records Individuals across all the Data sources BOR CCC Student Information 0 250852 2681446 Matching methodology The population ststistics above sre produced by CHIN s Record Linkage engine The probabilistic matching conducted by this engine is dependent Algorithm TPA FCED Tehi ham your computer If you do not trust the source do not open or C While files from the Intemet can be useful some files can potentially save this file What s the risk Unit of Analysis CHIN is designed to use the person as its primary unit of analysis Dats included in CHIN comes from many sources and has diverse structure and content In each data source CHIN identifi
32. hat identifies record matches among the Participants data sets to be linked and complete the matching process The second step which only occurs after a data request Query has been submitted by a Requestor and approved by the Data Governance Board utilizes the record locators to create a combined data set This combined data set contains only data associated with the individuals but no PIl 1 2 THE P20 WIN USER INTERFACE Approved users access the P20 WIN System via the web based UI Through the UI approved users can browse metadata build and save queries approve queries and manage data fields and users depending on the permissions granted through their account To inquire about UI access and account registration email Jan Kiehne kiehnej ct edu with the Connecticut Board of Regents for Higher Education 1 3 P20 WIN ROLES AND PRIVILEGES Access to the P20 WIN UI is gained though the creation of an active system account P20 WIN provides user access to various functionalities based upon designated roles As such system accounts are intended to be individual and not shared P20 WIN roles are currently divided into three account types Data Consumer Agency Administrator and Tech Admin Roles and their corresponding rights within the system are detailed in Table 1 P20 WIN User Roles and Privileges Please note that the roles of Data Consumer and Agency Administrator are otherwise named in some other documents The role of Data Consumer i
33. icity and who maintains cultural identification through tribal affiliation or community attachment A person having origins in any of the original peoples of poan pleneso the Far East Southeast Asia or the Indian Subcontinent Susennesearn fpes area includes for example Cambodia si ens S Bimnvear__________ SdentReporingbiswio ear porion of Dale of ih es aaa a E b o o fem YYYYMMDD sob GHAR eS LL E I auceeta English language learner at any time during high school per Nati Gov Alliance rules E Date of student s entry into last Facility in PSIS as Date of student s exit from last Facility in PSIS as Showing 1 to 10 of 58 entries a Please check vour submission Once saved data queries may not be edited Save Query P20 WIN User Manual Version 3 5 9 2013 27 5 2 MONITORING QUERY STATUS Users can view the status of any queries that they have requested by clicking on the Query Management screen under the Queries tab To view query status execute the following steps 1 Click the Queries tab which will bring you to the Query Management screen 2 Queries that have been approved will be found in the Approved Queries table This table provides the following information about each approved query a Query Name Name provided for the query by the requestor b Description Description as provided by the requestor c Owner name First and last name of the req
34. ick on the bottom option View Messages which will bring you to the Messages screen 3 This screen will display any messages waiting for you P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK Messages Query Log Timestamp Check results available for download P Query Log Timestamp Check successfully executed at 2013 10 18 12 50 PM P Query Log Timestamp Check approved P Query IU_Test3_LB_10 4 13 results available for download P Query IU_Test3_LB_10 4 13 successfully executed at 2013 10 04 03 59 PM P 3 3 1 DELETING MESSAGES All messages on the P20 WIN UI have the following format Query Name Query Approved Executed Approved for Download a Clicking on the blue check mark will delete the message The message will be immediately deleted from the system and will not be recoverable 4 0 Browsing Metadata The P20 WIN Ul displays extensive metadata to all account types Metadata screens provide an overview of data source size and overlap as well as give some details on the probabilistic integration method They also provide information on how matching was accomplished Additional metadata screens for each P20 WIN Participant provide detailed information on the data elements contributed by that Participant All registered users can browse metadata P20 WIN User Manual Version 3 5 9 2013 13 4 1 VIEWING OVERVIEW INFORMATION The Data Sources tab holds summary informati
35. ilt by Requestors and approved via a multistep procedure The query work flow begins when a Requestor builds and saves a query containing specific data elements The query then goes through a three step process of approval execution and approval for download Once this process is complete the Requestor has a period of 7 days to download the data All query workflow processes are managed through the P20 WIN UI Query Workflow in P20 WIN UI Performed by Tech Admin _ _ Query Query Results Created by Query Query Query Downloaded Download Data Approved Executed by Data Approved Requestor Requestor Note this process describes the steps within the P20 WIN Application and does not address the approval of queries by the P20 WIN Data Governance Board Approval must be gained from the Data Governance Board prior to beginning this process 1 5 OVERVIEW OF THE P20 WIN USER INTERFACE Approved Users access the P20 WIN system via a web based UI The initial screen seen upon entry is the Home screen which provides access for Users to login to the Ul From the Home screen Users can also access a FAQ tab which answers some general questions about P20 WIN Once a user is logged in additional tabs appear across the top of the page each of which has screens used to access P20 WIN functions The tabs consist of a Data Sources tab a Queries tab and an Admin tab Additionally on the top right of every screen u
36. istrator accounts Address have this option all other account types will be able to view User group Tech Admin Click on the information that you wish to edit and change the text user group information only 5 Click the Submit button to save your changes Your profile is now updated You will receive the message update of user name successful in red at the top center of the page 3 2 RESETTING A PASSWORD To reset a password please follow the steps outlined above in section 2 1 2 3 3 VIEWING MESSAGES The P20 WIN UI provides users with messages when a query that they have submitted is approved executed or available for download It also provides the same messages to Administrators for all queries Messages appear at the top of Query and Admin tab pages but can also be viewed by executing the following steps 1 Click on the My Account button at the top right of each screen This will expand the button to provide three choices Edit Profile Change Password and View Messages P20 WIN User Manual Version 3 5 9 2013 12 User P2 0 wi N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK l You have successfully logged in Welcome to P20 WIN Data Sources gt My Queries View Data Sources from the gt Create following organizations gt SDE University of Connecticut Center for Public Health and Health Policy 2 Cl
37. lt aspx y 55 Classification of Instructional Program Code A unique identifier that combines the student s CC CIP Description system assigned PIDM with a code for the institution The Intitution code is concatenated CC Connscu ID CCC_GRADUATION pole ecemerevlelarglerieeeemne EE Varchar2 100 0 across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCvu Unique Degree Code to identify the degrees offered AS Associate in Science CERT Certificate AA Associate in Arts 000000 Undeclared AAS Associate in Applied Science CC CIP Code Major 1 d CCC_GRADUATION VarChar2 100 0 CC degree Code CCC_GRADUATION VarChar2 100 0 CC Degree Code Description CCC_GRADUATION The type of degree associated with Program 100 0 CC Graduation Date 990 CCC_GRADUATION Graduation status 99 0 a CC Hidh School Graduation Year CCC_STUDENT Year that student graduated from High School ch i w Code describing the College 01 System Office 02 Manchester 03 Northwestern CT 04 Norwalk ee RAD 05 Housatonic 06 Middlesex 07 Capital 08 in sperms ah ss cit Naugatuck Valley 09 Gateway 10 Tunxis 11 pEr Three Rivers 12 Quinebaug Valley 13 Asnuntuck Showing 1 to 10 of 38 entries filtered from 175 total entries gt P20 WIN User Manual Version 3 5 9 2013 21 4 2 4 SHOWING HIDING METADATA COLUM
38. n 2 1 2 FORGOTTEN PASSWORDS If you have lost your password to either the Gateway or the P20 WIN UI please email P20 WIN Administrator at ConnSCU P20WIN Admin ct edu Please Note As of 12 31 13 the Forgot Password link shown below is not active Do not attempt to use this link to recover a lost password P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK HOME r Login m CE About P20 WIN lt gt Password BRegister Please Login or Register to view Too often decisions affecting queries students and education or workforce programs are made without adequate data to inform them In order for agencies to make smart choices that Read More gt SDE University of Connecticut Center for Public Health and Health Policy 2 1 3 FORGOTTEN USERNAMES To recover a forgotten username please email the P20 WIN Administrator at ConnSCU P20WIN Admin ct edu 2 1 4 ACCOUNT LOCKOUT Entering an incorrect password 3 times in succession will result in the locking of that user account To unlock a user account please email the P20 WIN Administrator at ConnSCU P20WIN Admin ct edu 2 2 USER LOGOUT Users should promptly logout once their work with the Ul is complete or if they need to step away from their computer for a prolonged period of time To logout of the P20 WIN UI execute the following steps P20 WIN User Manual Version 3 5 9 2013 1 Click the Logout button displayed on the
39. ntGradeCode StudentTest_v E wy irene a lorro A AttendanceDays StudentYearlyAttendance_v Days student attended in a year SMALLINT Bithear StudentReportingDistrict_v Year portion of Date of Birth CHAR 4 CollegePublicPrivate StudentNSCCollege_v E nape melon bre iE E Lona VARCHAR 10 attended is a Public or Private institution CollegeState StudentNSCCollege_v State in which the college is located CHAR 2 End date for the student s period of EndDate StudentNSCCollege_v attendance YYYYMMDD CHAR 8 Begin date for the student s period of EnrollmentStartDate StudentNSCCollege_v attendance YYYYMMDD CHAR 8 EnrollmentStatus StudentNSCCollege_v Dope Sayles sos te ee E VARCHAR 25 of absence Withdrawn Deceased Showing 1 to 10 of 45 entries 4 2 1 NAVIGATING THE METADATA TABLES By default metadata tables display the first 10 records from the data source They can be expanded to display 25 50 or 100 entries by selecting the number of entries from the show entries drop down box to the top left of the data source table These tables can also be filtered and sorted Show hide columns Show 10 entries Search all columns 7 cid Name Table Name E Description CDE Data Type Value domain of Values Filled In CC Age at Graduation a GRADUATION Age at time of graduation Nm CC CIP Code Major 1 CCC_PLACEMENT_TEST 100 0 The CIP code that applies to the major The Classification
40. of Instructional Program CIP codes are six digit codes in the form 000x that identifies instructional program specialties within educational institutions http nces ed gowipeds cipcode Default aspx y 55 The CIP code that applies to the major The Classification of Instructional Program CIP codes are six digit codes in the form 00x that 100 0 CC CIP Code Major 1 iCCC_ACADEMIC_SUM identifies instructional program specialties Varchar2 100 0 within educational institutions http nces ed gowipeds cipcode Default aspx y 55 CC CIP Description ICCC_PLACEMENT_TEST Classification of Instructional Program Code MarChar2 CC CIP Description CCC_GRADUATION Classification of Instructional Program Code Varchar2 100 0 CC CIP Description ICCC_ACADEMIC_SUM Classification of Instructional Program Code sacha o A unique identifier that combines the students system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals CC ConnSCu ID CCC_STUDENT_MATCH 100 0 Connecticut State Colleges amp Universities ConnSCU A unique identifier that combines the studen s system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State
41. ogram specialties within educational institutions 100 0 100 0 100 0 100 0 http inces ed govwipeds cipcode Default aspx y 55 cc CIP Description iCCC_PLACEMENT_TEST Classification of Instructional Program Code cc CIP Description ICCC_GRADUATION Classification of Instructional Program Code cc CIP Description ICCC_ACADEMIC_SUM Classification of Instructional Program Code A unique identifier that combines the student s system assigned PIDM with a code for the institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCvu A unique identifier that combines the students system assigned PIDM with a code for the ICCC_STUDENT_MATCH 100 0 institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR Connecticut State Colleges amp Universities ConnSCvu A unique identifier that combines the student s system assigned PIDM with a code for the CCC_STUDENT Varchar2 100 0 institution The Intitution code is concatenated with the student PIDM to distinguish individuals across the institutions governed by the Board of Regents for Higher Education BOR
42. on on the number of individuals and of records in each data source and displays information on the number of individuals that are present are in multiple data sources To view overview information execute the following steps 1 Click the Data Sources tab which will bring you to the Overview screen P2 wW N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK You have successfully logged in Welcome to P20 WIN Queries Data Sources View Data Sources from the following organizations gt My Queries gt Create gt SDE University of Connecticut Center for Public Health and Health Policy 2 View information in the table at the top of the screen which includes the following columns Data Source Name of the data source Number of Individuals Number of individuals in this data source Number of Records Number of records in this data source Individuals Unique to Data Source Number of individuals that are found in this data 20 0 source only and will provide no matched records from any other data source in the network e Individuals in Multiple Data Sources Number of individuals that are found in other data sources This includes counts of those found in only one other source and counts of those found in multiple data sources P20 WIN User Manual Version 3 5 9 2013 14 P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK
43. ount for some common misspelling in order to improve matching outcomes For a more information about Pi in the P20 WIN System contact the P20 WIN Administrator at ConnSCU P2OWIN Admin ct edu Appendix B Understanding Query Results Files The P20 WIN system returns data to users in a file or set of output files which will contain the following information 1 Summary information about the data including data elements requested and whether value domain information will be included in the results files IDs to link individuals across data sources and among parent child data files Value domain information to understand codes used the data sets when applicable Data requested from the main person table from the data source s queried Data requested from child tables if requested aa eS For a more information about understanding query results contact the P20 WIN Administrator at ConnSCU P20WIN Admin ct edu P20 WIN User Manual Version 3 5 9 2013 32
44. rds to the individual s record in the main result set Query Approval Process The approvals provided and tracked through this website pertain only to the technical process of capturing data requests and handling the technical steps to approve deny or execute those request through data matching software An Approval to match Participant data and complete an audit or evaluation comes only from the P20 WIN Data Governing Board and must be accompanied by a data sharing agreement specific to the data request and signed by representatives of each Participant whose data is a part of the given request See the P20 WIN Query Management Procedure for detailed description of the complete Query Approval Process and the official Query Management Request Document Query Title Example of Query Creation Summary of Data Request A Data Sources BOR CCC Information arview ConnSC BOR CSU Information Overview ConnSCU CSU 5 Click the check box in the far right Select Field column to include the data element in the query Note if a data element has an entry of N A instead of a check box this element is not available for use in queries 6 Repeat steps 4 and 5 for any additional data sources that you wish to include in your query P20 WIN User Manual Version 3 5 9 2013 25 Data Sources BOR CCC Information Overview ConnSCU CCC NA Items listed for information use only cannot be used in creating queries Show
45. s cccccccccsssssseeeeececeeecaaeeesseccceeeesaaaesseseeeess I Appendix B Understanding Query Results Files cc ccccccccccccssssseseeceeeeeeeaeeesseeeeceeeeeaaeenseeeeeees 32 P20 WIN User Manual Version 3 5 9 2013 2 Revision History Log Description of Revision Author s 11 26 13 Initial Delivery of Document Buchanan 1 23 14 1 1 Delivery of Document to P20 WIN Laurel PLT Buchanan 1 0 Introduction The Preschool through Twenty and Workforce Information Network P20 WIN is the data sharing system designed to help monitor success at the macro level meet reporting requirements and answer critical policy questions The system will assist the state in achieving the vision that more students complete high school ready for college and the workforce and that students completing academic programs in Connecticut enter meaningful and well paying jobs in Connecticut soon after completion and advance their careers in CT This manual serves as a how to manual for the basic functionality of the P20 WIN User Interface UI As such it outlines how users can use the P20 WIN UI from the most basic levels of account registration through the submission of data requests and the download of approved data Administrative functions such as data element management query execution and accessing audit logs are covered in other Manuals directed at Agency Administrators and Tech Admins This manual is also not designed to cover query man
46. s referred to elsewhere as Data Requestor while the role of Agency Administrator is referred to as Data Manager Steward For the purposes of simplicity this guide will exclusively use the role titles as they are found in the P20 WIN application P20 WIN User Manual Version 3 5 9 2013 4 Table 1 P20 WIN User Roles and Privileges This chart describes how authorized users interact with the software system Agency Data Adminis Technical Action Consumer i My Account Features Viewing messages editing your profile and changing your password See sections 2 and 3 of this manual Browse Metadata Browsing meta data includes viewing what data elements are available to the system and the data element definitions Does not provide access to any actual data See section 4 of this manual Build query Selecting data elements from the UI and saving a query See section v v v 5 of this manual Review and approve query Viewing the query to verify that it matches specifications in an approved Query Management Document and approve or disapprove the query accordingly See the Tech Admin Manual Execute query and schedule for execution Performing the technical step on an approved query that enables and pulls and matches data from the included data sources See the Tech Admin Manual Review approve query results for download After execution verifying that the query ran as expected before enabling the query results to be downloaded by the approved
47. sers will find links to manage their account and logout of the UI The functions found under each tab are as follows Data Sources Provides access to browse metadata to all user account types Users will find summary information on all on all data sets in the P2OWIN system by selecting the Overview screen Users will also find metadata for Participant specific datasets by selecting the appropriate Participant screen P20 WIN User Manual Version 3 5 9 2013 6 Queries Provides access to screens on which Users can build and submit queries Additional screens will be available to Agency Administrators and Tech Admins for access to query management tasks Screens include Create New Query Used by Data Consumers to build and save queries Query Management Displays all queries that are in the system along with their statuses Used by Administrators to approve execute and approve query results for download View Execution Schedule Displays query execution schedule Admin Provides Agency and Tech and Administrators access to administrative functions Screens consist of Users Displays all approved an disabled users Add User Used to add user accounts Remote Data Fields Used to view and manage data element properties Monitor System Displays data sources and the connectivity status System Configuration Displays system configuration information
48. top right hand corner of all P20 WIN screens You have successfully logged in Welcome to P20 WIN Queries Data Sources View Data Sources from the following organizations gt My Queries gt Create gt SDE 1 2 You will be returned to the initial P20 WIN screen but the My Account and logout buttons will no longer appear at the top right hand corner of the screen 2 2 1 TIMEOUT LOGOUT After 30 minutes of inactivity the P20 WIN UI automatically logs the user out After this a user attempting to access any part to the UI they be redirected to a screen with the message You have not logged into the application or your session is expired Click here to Login Clicking on the here link will bring the user back to the initial screen and provide the opportunity to log back in to the UI see section 2 2 1 Login for steps to login 3 0 My Account Once logged into the P20 WIN UI users will find a My Account button at the top right of each screen This button provides access to manage accounts including editing contact information and viewing messages All registered users have access to My Account functions P20 WIN User Manual Version 3 5 9 2013 10 User Laurel Buchanan Role Tech Admin P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK P20 WIN You have successfully logged in Welcome to P20 WIN Queries BELEEO rests
49. ucation or workforce programs are made without adequate data to inform them In order for agencies to make smart choices that Read More View Data Sources from the following organizations Register to view gt SDE gt DOL gt BOR University of Connecticut Center for Public Health and Health Policy 3 Inthe login box enter username and password Please note that both password and username are case sensitive 4 Clickthe Login button P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK HOME Login Password Forgot Password Register About P20 WIN Too often decisions affecting Please Login or Register to view queries students and education or workforce programs are made without SDE adequate data to inform them In order for agencies to make smart choices that Read More University of Connecticut Center for Public Health and Health Policy 5 You will return to the initial screen The message You have successfully logged in Welcome to P2OWIN will appear in red at the top center of the screen to indicate that you have successfully logged in P20 WIN User Manual Version 3 5 9 2013 2 1 1 LOGIN FAILURES If an incorrect username or password is entered in the login box the box will remain visible along with the message invalid user name and password which will appear in red at the top center of the scree
50. uestor d Last execution time Date and time that query was executed Will be blank if query is awaiting execution e Download approval status Provides status of the query as awaiting execution awaiting approval or approved In this case approved refers to approval for download only P2 Wi N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK QUERY MANAGEMENT CREATE NEW QUERY Query 11 04 13 for screen shots results available for download P Query 11 04 13 for screen shots approved P Query 11 04 13 CC amp CSU test results available for download P Query 11 04 13 CC amp CSU test approved P Approved Queries Click on query name link to view the query Query Actions Query Name Description Owner Name Last Execution Time Download Approval Status Click the Required Buttor BOR Test 1 082813 first attempt to see if query process works using Student_Match table only Kiehne Jan 2012 10 04 01 05 54 PM Approved Download BOR test 09 10 13 simple hitting the CC amp CSU Current City and Current State to see if these fields affected Current City should be blocked from selection State from viewing Kiehne Jan Awaiting Execution test 09 10 13 number 2 trying again first 1 saved before complete Kiehne Jan Awaiting Execution test 10 04 13 download functionality Kiehne Jan 2013 10 04 01 45 02 PM Approved Download Test 10 04 13 download of just 1 agency data Kiehne Jan 2013 10 04 03 46 08
51. ugh P20 WIN by building saving and downloading a query but please note that only Data Consumers have permission to download data and that a query can only be downloaded by the user who requested it Because of this Agency Administrators and Tech Admins should build and save queries for testing purposes only Once Requestors have built and saved a query and approval has been granted by the P20 WIN Governing Board the Tech Admin will move the query through the three step process of approval execution and approval for download Once the query has moved through this entire process it will be available for download by the requestor 5 1 BUILDING AND SAVING A QUERY Queries can be built and saved on the Create New Query screen of the Queries tab Please note that changes to queries cannot be made once they are submitted To build and save a query execute the following steps P20 WIN User Manual Version 3 5 9 2013 23 Bese v Data Type W of Values Filled 1 Click the Queries tab which will bring you to the Query Management screen P2 O wi N P20 WIN CONNECTICUT S PRESCHOOL THROUGH 20 AND WORKFORCE INFORMATION NETWORK You have successfully logged in Welcome to P20 WIN Queries Data Sources View Data Sources from the following organizations gt My Queries gt Create gt SDE wy University of Connecticut Center for Public Health and Health Policy

P20 WIN User Manual: Basic User Interface Account Functions

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