TEA Ed-Fi iODS Connection

Location: Administrator>Site Settings

Reference TEA’s training documentation for adding an application in order to generate a Key and Secret for OnDataSuite. Claim Set Name should be set to “Read-Only All Resources“. Note that we would not be a SIS Vendor or any other type of vendor since we consume data on the TEA iODS not publish data to it.

TEAL Admin

OnDataSuite TEA Ed-Fi iODS Connection

• On the initial setup, you will see the year 2024-2025, a blank Key/Secret, and the Latest Sync message “Not Synced”

• Enter the Key and Secret by copying and pasting them from TEAL first to notepad and then from notepad to these boxes, and click Update/Sync to initiate the connection and data pull.
  • Note: Due to characters such as I (capital I) or l (lowercase L) being interpreted differently depending on keyboard attributes, etc., it is highly advisable to first paste the key and secret to Notepad or Notepad++ and then copy/paste that to the Key and Secret in OnDataSuite.

• Once the connection is successful and data starts pulling, a yellow box with a message and spinner will display.
  • The Processing Summary allows you to see in real time the various processes that occur when pulling and promoting data. Each process in order will count down to 0. Once the final Promote Data to ODS is finished, the box will dissappear and the Update/Sync button will reappear.
  • Note you can navigate away from this screen at any point to continue working in other areas.

• Once the data load is complete:
  • The Latest Sync will display how long ago a pull with changes was made from the TEA Ed-Fi iODS landing zone.
  • A statement will display documenting the user, date and time stamp the pull with changes occurred.
  • The Secret will be encrypted but user can use the visibility toggle to view the secret.

• At this point, review the File Center>Data Sources>TSDS Ed-Fi>Ed-Fi API section for further load information. Ed-Fi – File Center (2024-2025 and Beyond)

Latest TEA Ed-Fi iODS Pull

• The black footer on every page of OnDataSuite – OnPoint will display a Latest TEA Ed-Fi iODS Pull: date/time stamp in the lower right side that will indicate the start of the last pull with changes from the TEA Ed-Fi iODS landing zone.
  • Click anywhere on the words to go to a link that shows the Latest TEA Ed-Fi iODS Pull Log
    • Shows pull log with time ranges for last 30 days plus upcoming day
    • Indicates if pull was scheduled (green check mark) or manually started (red X)

Nightly Data Pull Schedule

• The Nightly Data Pull Schedule section is defaulted to the 1:00 a.m. – 2:00 a.m. range every morning for every day of the week to pull data from the TEA iODS landing zone if changes exist.

• To modify either the time range or the days of the week or both, click on the time ranges’ dropdown box and change to the desired time range and/or click on the checkbox for the day of the week to deactivate. The change(s) will be automatic and will give an updated time and day schedule message at the bottom of the box.

• To completely disable the pull from the TEA iODS landing zone, click the Enabled toggle

• The button will turn grey and state a message “Ed-Fi is disabled!”. Click the Disabled toggle to return back to Enabled to restart pulls at the scheduled time.

2024-2025 Submission/Collection Schedule

• This section allows you to do two things: 1) Change the default for the Stop Promotion Date and 2) Disable a Submission/Collection

• The promotion will automatically stop on the TEA Due Date unless user changes the Stop Promotion Date from the due date default. To set a specific stop promotion date for a specific submission/collection, please choose from the calendar a new date under the Stop Promotion Date column. The change will be automatic and state the update in a blue bar below the section.

• If a Submission/Collection is not reported by the LEA, for example, the Charter School Waitlist (CSW), toggle the green “On” button to “Off” so the promotion is disabled and no file displays in the File Center > Ed-Fi API tab.

PEIMS Summer Submission Settings

• This section currently contains 2 settings that require a new summer PEIMS promotion if changed:
  • Limit Attendance Promoted Data to Reporting Period – dropdown box to select a specific reporting period for limiting attendance records through that six weeks
  • Promote Only Courses Completed –
    • Default (box not checked) – Build all promoted Course Transcript records as a course completion record regardless of whether or not the E1068 – Course Completion Indicator element is reported as true. Use for predictive analysis on areas such as CCMR EWS, CTE and Program of Study Code calculations, CTE Course Enrollment, AVID, etc.
    • If box is checked, only Course Transcript records that have a E1068 – Course Completion Indicator equal true will be used to build course completion records. This should be checked after the first semester once courses start getting reported as completed.

Full Pull

• Click on Full Pull to initiate a new full pull from the TEA iODS landing zone and promote appropriate collections/submissions per scheduling options. Use this when you turn in a TIMS ticket to TEA to wipe/replace all data on the iODS, or you have checked all steps and data still has inaccuracies.
  • Note: Once promotion begins, data will be wiped out and will display again once promotion has completed. It is highly recommended that you perform this process later in the day when there is less processing on the system.

Errors that can occur with set up

• If your initial set up or reentering a new Key/Secret for any reason does not work, you will receive a message “Failed to authenticate for year 2025: Invalid token response.”
• This message could indicate a number of issues including TEA Ed-Fi is down, Incorrect Key, and/or Incorrect Secret. Please ensure the Key and Secret are correct and that TEA is operational before submitting a ticket for assistance.
• If the Key and Secret are incorrect, simply reenter the correct Key and Secret, click Update/Sync, and if successful, it will state that data is currently being pulled.
  • Note: Due to characters such as I (capital I) or l (lowercase L) being interpreted differently depending on keyboard attributes, etc., it is highly advisable to first paste the key and secret to Notepad or Notepad++ and then copy/paste that to the Key and Secret in OnDataSuite.