Where does the Student information (demographics
and class rosters / schedules) come from?
Student demographic information can be retrieved from
any database(s) in your student information system that
contains the student ID number. This includes the basic
student database, special education, ESL / ELL, and other
demographic files containing a unique student ID (required
for matching data to the selected student).
However, in many situations, data may NOT be consistent
from school to school, or between years (e.g. the values
may be different in separate schools / years). CIC ScoreAnalyzer™ provides data mapping tools that allow for file / field
locations to be specified (source files / fields and destination
files / fields), during the import process for each import.
In addition, multiple source data values can be mapped
to summary data values in the ScoreAnalyzer™ database with
the import tools.
For example, you may have 15 different
home languages stored in the student database, but want
to summarize them
into 3 (English, Spanish, Other). Each value from the source
database(s) can be mapped and / or converted to same or
different values in the ScoreAnalyzer™ database. An error
report is provided when importing the data to identify
all demographic values from the source databases that do
NOT have “map” values set up in the import
template; the missing crosswalk values can be mapped later,
and then the data can be re-imported.
Student scheduling information (classes, courses, teachers,
periods, terms, etc.) also can be imported for those schools
that have schedules (both elementary and secondary). In
addition, for those schools that are NOT using schedules,
the advisor field (from the student database) can be used
to identify teachers for grouping purposes.
How does my student data get imported into ScoreAnalyzer™ from my student databases?
Standard import routines are provided for
ASCII files and direct interfaces to some student management
systems.
We have developed standard templates and file / field
definitions for ASCII imports into ScoreAnalyzer from a
variety of student management systems; the file / field
layout documents can be provided upon request.
Can I choose to include additional student demographic
fields in the database?
Standard fields are provided (basic student information
such as name, grade, gender, ethnicity, home language,
special education, ELL, etc.) as well as required fields
for No Child Left Behind (NCLB) with the database. Additional
user-defined demographic fields can be added to the ScoreAnalyzer
database without limitation.
In addition, other fields can be calculated, based on
information in the student database. For example, many
customers want to disaggregate student performance by mobility
(how long the student has been in the school or district).
Mobility levels (e.g., less than 1 year, 1-2 years, over
2 years) can be stored in the student database in user-defined
fields, then mapped to the related field (either an existing
standard field or a user-defined one) in the ScoreAnalyzer™ database.
We currently provide a variety of table-driven
(allowing for multiple valid codes to be maintained),
and also some “yes
/ no” fields (e.g. the student is migrant or not)
with the base code. Additional options can be added to
the ScoreAnalyzer database, and used in specific Excel
templates with minor customizations.
Can I have multiple years of student records, student schedules,
and assessment data in the ScoreAnalyzer™ database and
analysis views?
There is no limit on the number of years of student, schedule
information, or assessment data within the ScoreAnalyzer™ database.
Many times external assessment data (e.g. state assessments)
is collected in the spring, but the results are not available
until the summer; by the time the data returns, students
have already moved to other schools or other teachers /
classes within the same school.
Accordingly, the ScoreAnalyzer™ administrator can specify
to create Excel export files based on student demographics
/ schedules from different years. For example, a state
assessment is given to 8th graders in the spring of 2002;
results arrive back from the state in July, 2002, and scores
are imported into ETH and ScoreAnalyzer databases in August,
2002. Both the 2001-02 and 2002-03 student records and
student schedules are also loaded into the ScoreAnalyzer
database.
The ScoreAnalyzer™ administrator can create 2 different
sets of export files; one for the previous (8th grade)
teachers and administrators, based on student assignments
that existed in the 2001-02 school year. Another set of
files can be created for the NEW student records and schedules,
based on the 2002-03 students and class schedules.
This enables the teachers to see their
student information for both INCOMING new students in
the new year (2002-03),
as well as prior year information on last year’s
students. Separate Excel templates would be provided for
teachers to allow them to quickly determine what the incoming
students know (and don’t know!) before school starts
in the fall.
Where do the assessment scores come from?
Student assessment data can be imported
from Test History and Student Mastery Databases, or other,
user-defined assessment sources (basically anything
that includes the student ID number and test scores in
a pre-defined ASCII format).
Standard import routines are provided for
each of these sources, as described above. The user can
select the assessments
desired, as well as any scores that are needed. For Student
Mastery data, the user can also summarize
this data by other dimensions in the database (such as
Curriculum, Sub Curriculum, or a combination thereof),
facilitating summary reports at various levels.
External student assessment data (when using ScoreAnalyzer™ with other student management systems) works in similar
fashion; if the customer has the assessment data available
in a database, standard extract routines can be used to
import into the ScoreAnalyzer™ database. Raw data (for example
from a testing company or the state) can be imported and
stored in ScoreAnalyzer™, provided the data can be set up
to match the defined ASCII file layouts (provided with
ScoreAnalyzer™).
What levels are provided for grouping and analysis?
Once the data is available in the ScoreAnalyzer™ database,
multiple levels of views are provided for detailed analysis;
District (comparisons of like schools within the District),
School (individual school files for use by building administrators),
and Department / Teacher (with only data for specified
departments or teachers).
During the export / view build process, selected schools
and assessments / parts / scores are pulled from the District
database and moved into separate data cubes / Excel worksheet
templates at the level specified. This process can be run
several times as needed, with different parameters, to
group the data as desired for further analysis.
Why export the data to Excel?
In working with customers that are doing similar processes
now manually, nearly all were using Excel already. In addition,
most districts provide Excel software for their administrators
and staff currently, reducing the software requirements
for most end users, and delivering the data within software
(Excel) that many users already were familiar and proficient
with, allowing for a shorter learning curve for non-technical
end-users.
In addition, the District ScoreAnalyzer™ administrator
can group and segment the data easily, providing appropriate
access to authorized users without requiring elaborate
security measures to be maintained for end users (the student
database information and specific assessment data is limited
BEFORE the end users can access it, making all much simpler
to implement).
Are there limitations with using Excel?
Yes. Excel (Excel 2000 and above) is currently
limited to not more than 256 columns and 65,000 rows
of information
per file. ScoreAnalyzer’s district database is not
limited in size; however, the export files created for
each group is limited by Excel.
Accordingly, up to 32 test parts / standards (each with
up to 7 scores, an overall percentage, and proficiency
level) can be specified and used with each extract template;
the combination of students, test parts, and different
scores are limited to approximately 60,000 per file. If
the user specifies more as a part of the template-building
process, error messages are generated, requesting that
fewer schools / students and / or test parts be selected
to prevent problems later with moving into Excel for analysis.
What if I want to provide the analysis files to my end-users
with a browser?
Yes, that is now available as well. Use of the web version
(ScoreAnalyzer™ for the Web) is optional; customers can
choose to purchase the database and Excel templates only,
or can purchase the Web interface for minimal additional
cost.
Functionality with ScoreAnalyzer™ for the Web is similar
in concept to the original version of ScoreAnalyzer™, with
3 key differences (taking advantage of web technology),
including:
Near-Real Time Updates – The web version of ScoreAnalyzer
creates the analysis “cube” on the fly; as
students enter / leave a school, change classes, etc. and
that information is updated in the ScoreAnalyzer database,
end users can access the data for new students AS SOON
AS the data is updated in the district database!
Single Analysis Screen – In order
to simplify access even more for non-technical end users,
the web version
allows for charts and graphs to be created from a SINGLE
screen; the end user merely choose what type of chart they
desire (e.g. side by side bar, stacked bar, or pie), and
the data is reformatted accordingly.
Hyperlinks – With this cool web function, detailed
information (from the data table) can be “drilled
down” into the specific data available for the group
of students. For example, if 12 students scored “proficient” on
a specific test part, the end user clicks on the hyperlink
for that total (12), and the detailed student information
is displayed, with color coding!
Will ScoreAnalyzer run on a Macintosh?
Aggregation of the data (importing separate school databases
into a single District file) requires MS Access or SQL
Server; at least 1 Windows workstation is required at the
District Office for the ScoreAnalyzer administrator to
use to combine the school demographics and assessment data,
and then create the Excel file templates.
Export files (e.g. Excel templates that contain the final
data by District, School, or Department / Teacher) can
run on either Macintosh or Windows workstations. Excel
97, 2000, or XP is required for Windows workstations; Excel
2001 or OSX is required for Mac workstations. Pivot table
functionality is not available for Excel 97 (Windows) or
Mac users (due to limitations of Pivot Table functionality
in Excel).
If your district has a large number of Mac users and /
or Excel 97 users, and you wish to have Pivot Table functionality,
then the Web version is recommended, as it does not have
any limitations.
Will ScoreAnalyzer™ work with Oracle or SQL Server?
As mentioned above, the ScoreAnalyzer database
and administrator applications require Microsoft Access
2000 / XP (typically
for school districts with up to 5,000 students), or Microsoft
SQL Server. A SINGLE license for MS Access or SQL Server
(runtime) is included with the software; if SQL Server
is needed for multiple user access to the administrator
applications, appropriate licenses need to be purchased
by the District separately – multiple SQL Server
client licenses are NOT included. SQL Server client access
licenses (CAL’s) are only required for system admin
users at the district office; end users do NOT require
CAL’s.
Student data and assessment data can be imported from
ANY flat file (ASCII fixed length or delimited file), or
any ODBC data source. ODBC data sources can be set up with
any relational database that offers ODBC drivers, including
dBase IV, Oracle and SQL Server.
Do we need to purchase a programming language or database
for each user?
The ScoreAnalyzer™ software includes a combination
of Visual Basic code, an Access / SQL Server database
(with a single
runtime license), included in the executable file that
is shipped by CIC. This application is loaded on the ScoreAnalyzer™ Administrator’s computer or server at the District
level. No additional software (other than additional SQL
licenses, if needed) is required.
As mentioned earlier, export files (e.g. Excel templates
that contain the final data by District, School, or Department
/ Teacher) can run on either Macintosh or Windows workstations.
Appropriate Excel licenses need to be provided by the customer
for all template end users.
ScoreAnalyzer™ for the Web utilizes Microsoft “.Net” functionality,
SSL encryption (128 bit), and digital certificates (for
enhanced security of student data). Accordingly, it requires
a Windows 2000 / 2003 server, and appropriate SQL Server
licenses, as well as Microsoft Internet Information Services
(IIS), included with Windows 2000 / 2003 Server.
What are my options for archiving assessment data
over multiple years? For example, I want my teachers to
be
able to access data (state assessments, NRT scores, etc.)
for each year on the screen in my student system, rather
than having to go to the office and “root” through
cumulative folders.
Assessment data is typically imported into
your student information system first. Customers using
most major student
information management systems have an assessment database
built in to their SIS.
For others, CIC has developed a module
for the iSeries server that stores the
assessment data on the iSeries, as well as a complete set
of import / export routines, allowing assessment data to
be imported to the iSeries, and then extracted out to ScoreAnalyzer.
As students are transferred between buildings
(elementary A to elementary B, or from elementary to
middle school),
their related assessment data is moved with them. Simply
include the related files as a part of the year-end rollover
and student transfer processing.
For customers using a SIS that does NOT
have an assessment database built in, CIC ScoreAnalyzer
can be used as a simple
data warehouse for student and assessment information.
However, access for end users is limited to Excel template
views (for each combination of student, schedule, and assessment
information), and / or web browser views (with ScoreAnalyzer
for the Web); on-screen “end-user” database
access is not provided to this data in the current release.
What is the approximate price for ScoreAnalyzer™?
One of the key design points for CIC ScoreAnalyzer™ is to deliver substantial, easy to use functionality
at a
reasonable price. Unlike some of our competitors, we offer
CIC ScoreAnalyzer™ on a “license and support” basis
rather than an annual “subscription” price.
Pricing will typically be anywhere from 30 to 100% LOWER
than comparable systems!
The initial purchase of CIC ScoreAnalyzer™ includes the
software license (perpetual license to use) and the initial
year of support and enhancements, priced on a per student
basis, based on the number of students in the District
(not per school).
Future annual support and enhancements to the software
(unlimited, 24 x 7 telephone support, annual program updates,
and minor enhancements and fixes made available during
the year) are priced at approximately 20% of the initial
purchase price.
Implementation assistance, training, and
other services, and related expenses (travel, lodging,
etc.) are additional.
Services can be delivered on-site (we have a consultant
deliver the services at your location), or via the Web
(using CIC Desktop Response) – your choice!
Implementation, training, customized reports, and other
services, and related expenses (travel, lodging, etc.)
are additional. Your sales representative can provide a
detailed pricing proposal with all of the requirements.
Can we purchase this for just one school?
No, ScoreAnalyzer™ software is licensed for the entire
district; pricing is based on TOTAL district enrollment
(K-12). There are several reasons for this; foremost is
that nearly all districts want to standardize and then
analyze data from ALL schools at the same level (e.g.,
compare all elementaries to each other).
Districts may choose to “pilot” initially
at selected school sites or selected grade levels, with
full implementation (all sites) later. Licensing by district
makes it easier for districts to determine implementation
schedules by when it makes the most sense, rather than
waiting for budgets to be approved to expand implementation
to all schools.
If I already own ScoreAnalyzer™ (base) how can I add the
Web interface?
Customers that already own the base version of ScoreAnalyzer™ can purchase the web interface for a minimal upgrade price.
Keep in mind that this version requires a SQL Server database;
a dedicated server is recommended.
How much training is required for my users?
Implementation of ScoreAnalyzer™ is completed in three
(3) steps; installation / configuration of the ScoreAnalyzer™ database and related software; training for the ScoreAnalyzer™ database administrator, and training for the end users
(district administrators, building administrators, and
teachers).
Installation / configuration typically
requires ½ to
1 day on a district-level server for the base applications.
A setup program is provided with the CD-ROM, along with
user documentation; planning documentation for implementation,
and implementation management assistance is also typically
provided. If additional SQL Server users (and related licenses)
are needed, additional time will be required for setup.
ScoreAnalyzer™ database administrator training typically
takes between 1 to 2 days, depending on the number of data
sources used. A simple implementation, with imports to
ScoreAnalyzer™ from the SIS with existing interfaces would
require 1 day of training; if additional student and /
or assessment data sources are used, additional training
will be needed. This would also cover the export process
(grouping and moving the data into Excel templates).
Many customers also require assistance with loading assessment
data into their student information system. If that is
the case, additional time will be required for training
/ setup of these screens if not completed already.
District and building-level administrators will also require
some training on the Excel templates; this varies depending
on the complexity of the data. 1-2 hours per group of 10
administrators will be sufficient. Some or all of this
training may be completed by district staff that are somewhat
proficient with Excel.
Teacher / Department level training should require 1-2
hours per group; however, most of this training can be
completed also by district resources, especially if training
has already been provided to others at the school locations.
How long will a typical implementation take from start
to finish?
Our experience has been from 30-60 days from start to
end results, starting with the software purchase, finishing
with Excel templates / web views for selected users and
selected assessment results, provided the student and assessment
data is available and ready to go.
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