Florida Birth-to-Five Child Outcomes Measurement System

Transcription

1 Tips before Running the Macro What IS a Macro? A Macro is a series of commands and functions that are stored and can be run whenever you need to perform the task. (Microsoft Office) The macro is used in the Florida Child Outcomes Measurement System to merge selected data from the BDI-2 Data Manager into an Excel file. Purpose of Macro: Check for errors in data prior to reporting by o Child ID o Datapoints Identify children needing an exit BDI-2 The 5 Tip Sheets: Requesting Files from the Data Manager Downloading Files from Data Manager Importing Data Manager Files into Excel Macro Template Running the Macro Sorting Data for Cleaning Purposes Check Your System! These instructions were prepared using Microsoft Excel 2010 and Windows 7 Operating System. If you have a different operating system or an older version of Excel, the instructions may vary slightly. Macro Training Video Demo (optional) The video demonstrates the entire step-by-step process of requesting the appropriate file exports from the BDI-2 Data Manager, downloading the Macro tool, running the Macro, and understanding the format and contents of the Excel spreadsheet that the Macro produces. Length of webinar: 1 hour 8 minutes. To view the BDI-2 Macro Training Video located on the TATS website: ( ). 1

2 TIP SHEET 1: Request Files from Data Manager to Export to Macro Steps to Download the Macro Excel Spreadsheet Go to the TATS website (tats.ucf.edu) Click Child Outcomes Measurement System Materials on home page Under 2. Data, Click Macro-Data Manager Export File Sorting Tool Click BDI-2 Macro for LES and LEAs Click on Save and then Save as when the dialog box opens (Be sure to check that is doesn t save as Copy of ) SAVE THE FILE to your desktop DO NOT alter the template. Steps to Request Files from Data Manager: 1. LOG ON Go to: Use your administrator log-in and password. Note: only logins ending with -001 have data exporting permissions. 2. COLLECT YOUR INFORMATION Click Import/Export tab located on the top right of the menu bar. Click Export in the drop down menu. Look under Select File to Export on the left hand side of the page. Click Student and Assessment Summary. Under Selected Organization, click on the group of students you would like to include in your file. Under Select File Delimiter, make sure the Tab button is marked. Enter your address. Choose Export Beginning Date by using either the calendar icon or typing in the date using the format: 07/01/2009 (to capture all children in the program 6 months to 3 years for exit BDI-2 s). Choose Export Ending Date by using either the calendar icon or typing in the date. o Use current date for the end date if in the middle of a reporting period o Use 06/30/2012 when the reporting period is finished Leave Select Program Note Criteria blank. 3. PREPARE TO EXPORT Click on Schedule Export. 4. WAIT The Import/Export Schedule queue will appear, showing the status of the requested report. You should receive an from Riverside almost immediately acknowledging your request. You will receive another when the file is ready to be downloaded. Exported downloads may take a few minutes or up to 24 hours. 2

3 * While waiting for the documents to finish, you must click out of scheduled queue, because if you stay on that location, it won t show progress.* 5. REPEAT Export the Assessment Domains files by repeating Steps #2 through 4. Note: Use the SAME range for beginning and ending export dates as you used for the Student and Assessment Summary file. 3

4 STEPS Florida Birth-to-Five Child Outcomes Measurement System Tip Sheet 2: Downloading Files From Data Manager to Macro 1. Confirm 2 s from Riverside- Subject: Scheduled Export is Now Available. One for Student and Assessment Summary, and one for Assessment Domains. 2. Log onto the Data Manager using your administrator log-in and password: 3. Click on the Import/Export tab located on the top right of the menu bar. 4. Click on Scheduled Queue in the drop-down menu. You will see the two files you requested: Student and Assessment Summary and Assessment Domains. Click on Student and Assessment Summary. 5. Click on the blue arrow icon on the far right, under Actions. A dialogue box will ask if you want to Open or Save it, choose Save, click OK. (A dialog box may pop up. You may need to click Next, depending on your zipping software.) 6. Another box will list the file and have choices for what to do with the file. Choose Extract or Extract All. (Depending on your zipping software, you may need to click Browse.) 7. Select where you want the file to be saved. It may be easiest to save it to your Desktop at first. Once you choose the location, click Extract or Next, depending on your zipping software. (You may be asked to enter a password. It will be the same password you use for the BDI-2 Data Manager website.) REPEAT 1. To access the Assessment Domains files, go back to the Data Manager, click on Scheduled Queue, repeat Steps #3-7. * When you are finished unzipping the files, go to your desktop and delete the zipped files so they are not accidently imported to the macro worksheet. * 4

5 Tip Sheet 3: Importing Data Manager Files into the Excel Macro Template PREPARE TO IMPORT: 1. Open the Excel template (BDI-2_Macro_for_LESs_and_LEAs_011311) that you downloaded and saved to your computer (e.g., on your desktop). 2. When you open the file, the program may ask if you want to disable or enable macros. ENABLE MACROS in order for the macros to run. There may be a Security Warning near the top of the screen, which states: Macros have been disabled. Click on the Options box Click on Enable this content. 3. At the bottom of the screen, there will be three tabs: Student and Assessment Summary, Assessment Domains, and Run Macro. 4. Click on Student and Assessment Summary. TO IMPORT STUDENT and ASSESSMENT SUMMARY: 5. Place cursor on the top, left box of the table, A1. 6. From the horizontal menu at the top of the screen, select the Data tab. Which version of Excel are you using?? Check before continuing to the next step. SELECT YOUR EXCEL VERSION: For Microsoft Excel 2007 & 2010 users only 7. Within the section that says Get External Data you will have several choices. Choose From Text. 8. Next you will have to remember where you saved the two files from Riverside - Tip Sheet 2, Step 7. In our example, we saved it to the Desktop. 9. You may have to click on several files to finally get to the Student and Assessment Summary file and then click Import, which causes the Text Import Wizard box to open. Now skip to item #12 below. For Microsoft Excel XP or older version users only 10. Click Import External Data and select Import Data. 11. A dialog box will pop up Select Data Source. From here search for the Student and Assessment Summary file you saved from Riverside Tip Sheet 2, Step 7. In our example, we saved it to the Desktop. Click Open. Now continue with item #12 below. 5

6 Text Import Wizard Dialog Box A dialog box will pop up. 12. Text Import Wizard Step 1. Leave the default settings as they are: 13. (Original data type: delimited, Start import row: 1, File origin: 437: OEMUnited States). Click Next. 14. Text Import Wizard Step 2: Delimiters tab is checked. Click Next. 15. Text Import Wizard Step 3, CHANGE the Child ID column data format to Text and leave all other columns as General, which is the default setting. Click Finish. Import Data Dialog Box 16. An Import Data dialog box will pop up. You should be looking at a small box with =$A$1. Verify that the Existing worksheet radio button is marked. Click OK. REPEAT 17. For Assessment Domains open at the bottom of the spreadsheet & repeat steps #4 15 using the Assessment Domains file that you downloaded. REMINDER: Do not make any modifications to these worksheets. Any changes (i.e., adding or deleting columns) may result in the macro working improperly. 6

7 TIP SHEET 4: RUNNING THE MACRO 1. Click Run Macro tab at the bottom of the spreadsheet 2. Choose Run Part C or Run Part B. While the macro is running, your screen may flash/blink several times for approximately 5 seconds. 3. A Results tab will appear at the bottom. You will find the records sorted by age in months, name, and test date in this new worksheet. Children with multiple assessments in the Data Manager are grouped together in the Results worksheet. 4. Important!! Do a file Save As and include the current date in the file name. Save this new file in your desktop folder. COLOR CODES AND EXPLANATIONS RED: Children who are approaching age 3 for Early Steps (32 months or older when macro is run) or age 5 for Pre-K (will turn 60 months on or before Sept. 1 st of the current year). BLUE: Children who have received at least 6 months of services as of the current date (i.e., date the macro is run). UNKNOWN: There are multiple data points for one assessment. BLANK: The data point is missing or the child only has demographic data entered in the Data Manager 7

8 TIP SHEET 5: CHECKING DATA FOR ACCURACY AND ERRORS Checking primarily for: accuracy of the Data Points accuracy of the Child identification Numbers identification of children coming up for exits. Step 1: Hiding Columns The ONLY columns needed for checking errors are: A-E, and ID-IF o Hide all other columns by placing cursor column box F. An arrow will appear. o Left click to highlight column and scroll right to column IC. All columns should be highlighted. o Right click o Click HIDE Step 2: Preparing to Sort Place cursor in box 1. An arrow will appear. Click Sort & Filter (top right) Click Filter drop down arrows will appear in all boxes. Step 3: Sorting Data A. To Sort by Child ID Click the drop down arrow next to Child ID (column A) Click Sort A to Z What to Look For Child IDs with fewer than 10 characters at the top Child IDs with more than 10 characters in the middle Children with NO ID at the bottom What to Do Make any necessary corrections in the Data Manager as changes made to the spreadsheet will NOT be reflected in the online system. 8

9 B. To Sort by Data Point Click the drop down arrow next to Data Point (column IF) Click Sort A to Z What to Look For: Early Steps Data Point C-IN Data Point C-OUT (Assessed by Part C) Data Point C-OUT (Assessed by Part B) INELIGIBLE FOR PART C SERVICES OTHER - NOT FOR CHILD OUTCOMES SYSTEM What to Look For: LEA Data Point B-IN (Assessed by Part B) Data Point B-IN (Assessed by Part C) Data Point B-OUT INELIGIBLE FOR PART B SERVICES OTHER - NOT FOR CHILD OUTCOMES SYSTEM What to Do Look for any entries that are NOT listed in the above boxes (i.e., examiner name) Make any corrections in the Data Manager. Any changes made to the spreadsheet will NOT be reflected in the online system. 9

10 C. Identifying Children Transitioning to Pre-K (Part B) Or to Kindergarten To Sort by Age in Months Click the drop down arrow next to (column IE) Click Sort Z to A Early Steps RED for children who are approaching age 3 BLUE for children who have received at least 6 months of services as of the current date (i.e., date the macro is run). RED AND BLUE: Children needing exit BDI-2 Pre-K RED: children who are approaching age 5 (will turn 60 months on or before Sept. 1 st of the current year). BLUE: children who have received at least 6 months of services as of the current date (i.e., date the macro is run). RED AND BLUE: Children needing exit BDI-2 10