Data Migration

SAM Data Management Manual

Data Migration

Data Migration may be used to transfer students’ performance and roster data from a Scholastic Management System (SMS) installation to a SAM installation. Data for any SMS program may be migrated into SAM.

Requirement for Data Migration: • Access to both the SMS and SAM servers; • A separate application called the SMS Data Preparation Tool (page 9).

NOTES: Only data from an SMS v3.02 (or later), or a READ180®/Scholastic Reading Counts! ®/Scholastic Reading Inventory™ v1.6 (or later) installation may be migrated into SAM. Users of earlier versions of SMS or related programs should contact Customer Support at 1-800-283-5974 to upgrade to v1.6 prior to migrating the data.

The following directions only apply to migrating data into SAM v1.2 or later. If migrating data into SAM v1.1 or earlier, contact Customer Support at 1-800-283-5974.

Overview

The nine steps of the Data Migration process are as follows:

1. Create Unique IDs in SMS: Make sure that all of the students whose data is to be migrated from SMS have unique student IDs.

2. Export a Roster Data File from SMS: Perform an export in SMS to create a student roster data file in *.csv format. This file will be used in Steps 7 and 8.

3. Use the SMS Data Preparation Tool: Prepare export files using the SMS Data Preparation Tool. This tool produces two files for migration into SAM: an *.smx file that includes student performance and roster data and (if SRC! is installed) a *.zip file that includes SRC! quiz data.

4. Install SRC! Quizzes in SAM: Install the SRC! quiz data (*.zip) file into SAM using the SRC! Quiz Manager. NOTE: Quizzes must be installed before importing students’ performance and roster data; otherwise, performance data for any quiz that is not installed will be lost.

5. Migrate Student Performance and Roster Data: Import the *.smx file into SAM using the Migrate link in SAM’s Advanced Settings. This places all migrated students into Inactive Accounts in SAM.

6. Create Schools in SmartBar: Confirm that the schools from SMS exist in the SmartBar in SAM; create them if necessary.

7. Format the Roster Data File: Format the *.csv file created in Step 2 to include the required fields in the roster import file for the Automatic Account Creation process in Step 8.

8. Sweep Migrated Students into the SmartBar: Move the migrated students from Inactive Accounts into the SAM SmartBar by importing the *.csv file created and formatted in Step 7.

9. Enroll Students: Enroll these newly migrated students in the appropriate Scholastic programs.

Data Point Migration Information: The check marks on the chart below detail which information will be migrated from SMS to SAM.

Student Roster Data Migration Last Name √ Middle Initial √ First Name √ Student ID √ Username √ Password √ Gender √ Ethnicity √ Grade √ Economically Disadvantaged √ Limited English Proficiency √ Gifted and Talented √ Students with Disabilities √ Migrant √ Special Ed (SMS Only) Custom AYP Subgroup Info School structure Licensing data Program Settings READ 180® Data Migration READ 180 Completed CDs √ READ 180 Level √ READ 180 Study Words Current Topic Current Segment Summary Performance Data All Performance Data Student Recording SRI Data Migration Most Recent Lexile® √ Most Recent Percentile Rank Most Recent NCE Most Recent Test Data √ All Performance Data √

SRC! Data Migration Points Earned √ Number of Quizzes Taken √ Number of Quizzes Passed √ Number of Words Read √ All Performance Data √ Teacher-made Quiz Content √ Customized Quiz Values √

NOTE: The Data Preparation Tool migrates READ 180® and SRI performance data for students whether or not they are enrolled in those programs, but will only migrate SRC! performance data for students enrolled in SRC!

Step 1: Create Unique IDs in SMS

SMS itself does not require student IDs, but because the migration process unifies student records based on student IDs, these will have to be created for migration.

If two students in SMS share the same ID, their records will be merged in SAM.

If a student has no ID in SMS, the migration process will create one for him or her in SAM. Thus, if migrating two SMS installations into one SAM installation, a student who exists in both SMS installations without an ID will become two separate students in the SAM installation.

To properly transfer every student:

1. In SMS, edit each student’s account, if necessary, to make sure that he or she has a unique student ID.

2. If two students in SMS have the same ID, change one of them so that they both have unique IDs; otherwise, these two students will be merged in SAM.

Step 2: Export a Roster Data File from SMS

Use SMS to export a student roster data file in *.csv format. This file will be edited in Step 7 and imported into SAM in Step 8 in order to automatically place students in the SmartBar.

To create an SMS Export file:

1. Launch SMS.

2. In the Student tab, highlight the students to be exported.

3. From the File menu, select Export.

4. Select the radio button for Comma-Delimited File (.csv). NOTE: Selecting specific programs and time periods will filter data further, but is not necessary.

5. Click the Export button (or the OK button on a Macintosh®), name the file, and save it to the hard drive. Then exit SMS.

Step 3: Use the SMS Data Preparation Tool

The SMS Data Preparation Tool is a separate application designed to prepare output files from the SMS database to be migrated into SAM.

To complete this step, download the Enterprise Edition Data Prep Tool from the SAM section of the Scholastic Education Product Support website: (http://www.scholastic.com/sam/productsupport).

Make sure to download the correct version of the Data Preparation Tool based on the version of SAM into which the data is being migrated. Instructions regarding version compatibility may be found on the website listed above.

To launch the Data Preparation Tool and prepare SMS data:

1. Launch the Data Preparation Tool and click the first Browse button (next to Choose SMS Database Location) to locate the SMS_DATA directory from the desired SMS installation. This directory will be in the \SCHSUITE\Schlastic directory.

2. Click the second Browse button to select the location where to save the output files (for example, a Desktop folder called SMS Migrations). Click Continue to move to the product selection Screen, or click Cancel and Close to exit the Data Preparation Tool without preparing any files. (If doing multiple migrations, give each file a name that reflects its contents; for example, include the school name or class name in the file name.)

3. Select Prepare Student Roster Data to enable the check boxes for the programs listed. If selecting SRC! Student Performance Data, SRC! quizzes will automatically be included. However, SRC! quizzes may be exported without exporting student performance data for SRC! Click Continue to go to the next screen, a roster of students in the selected SMS database. Click Back to return to the previous screen, or Cancel and Close to exit the Data Preparation Tool.

4. Every student is selected when the screen is first opened. Select and deselect individual students by checking the boxes to the left of their names. Select or deselect all students using the Select All or Deselect All buttons at the bottom of the screen. Click Continue after students are selected to move to a Summary Screen displaying the selections made. Click Back to return to the previous screen, or Cancel and Close to exit the Data Preparation Tool.

NOTE: If only exporting SRC! quizzes, this screen does not appear. Instead, the program goes directly to a Confirmation Screen.

5. To prepare the migration files, review the data to confirm the program is preparing data for the correct students and products, then click Prepare Data. Click Back to return to previous screens and make changes, or Cancel and Close to exit the Data Preparation Tool without preparing any data for migration to SAM.

NOTE: If only migrating SRC! quizzes, a list of students will not appear on this screen.

6. A progress bar indicates the level of completion. This process may take several minutes. When the process is finished, a Completion Screen displays the details of the process.

NOTE: In some rare instances, students might have quiz records in SMS for quizzes that are not installed in the SMS installation. When this happens, those quiz records will not be exported into SAM, and a warning message appears.

Close the SMS Data Preparation Tool or click Run Another Extract to prepare data from a different SMS database.

Double-check the output files. The Data Preparation Tool creates either one or two files, depending on which types of data are being migrated: • If Prepare Student Roster Data was selected, the Data Preparation Tool created an *.smx file. • If Prepare SRC Quizzes was selected, the Data Preparation Tool created a *.zip file.

Copy these output files (and the *.csv file created in Step 2) onto the computer that is used as the SAM Server.

Step 4: Install SRC! Quizzes in SAM

If the Data Preparation Tool produced a *.zip file after selecting Prepare SRC Quizzes, install these quizzes onto the SAM installation. If the tool did not produce a *.zip file, proceed to Step 5.

Quizzes must be installed before the roster and performance data is imported in Step 5. Otherwise, the performance data for any quizzes that have not yet been installed will not be saved to the database.

To install SRC! quizzes:

1. Double-click the SAM icon on the desktop and log in to SAM.

2. Click the Books tab to open the Scholastic Reading Counts!® Book Expert.

3. Click the Scholastic Reading Counts! Quiz Manager tab to display the Quiz Manager.

4. Click the Install Quizzes link in the Quiz Management box in the lower right corner of the screen to open the Install Quizzes Wizard in a new browser window.

5. Click the Browse button (or the Choose File button on a Macintosh®) to open the Choose File Screen.

6. Navigate to the *.zip file created by the Data Preparation Tool and click Open to return to the Install Quizzes Wizard.

7. Click OK to begin quiz installation (this process may take a while— migrating all 38,000 quizzes may take between one and two hours). Once the quizzes are installed, a Success Screen appears.

8. Close the browser to return to SAM. All quizzes installed in SAM are now accessible.

Step 5: Migrate Student Performance and Roster Data

Once the SRC! quizzes installed in SMS are installed in SAM, migrate the student roster and performance data into SAM. To do this:

1. Double-click the SAM icon and log in to SAM.

2. Double-click My District at the top of the SmartBar or click the Roster tab at the district level to access the district Profile Screen.

3. In the Advanced Settings box in the lower right corner, click the Migrate link to open the Migration Wizard.

4. Click Browse (or the Choose File button on a Macintosh®) to open the Choose File window.

5. Navigate to the *.smx file created by the Data Preparation Tool and click Open to return to the Migration Wizard. Click Next to continue. This opens the Migration Confirmation Screen.

6. If the correct file is displayed, click Next to open the In Progress Screen. The In Progress Screen displays how many student records have been processed and the total number of student records that will be migrated.

7. When the server is finished importing the student data in the *.smx file, the Data Migration Results Screen opens. Complete the migration process by choosing among the following three options: • View Log: This opens the migration log text file, which lists the details of the *.smx file import process. • Run New Migration: This returns to the Select a File to Migrate Screen on the first page of the Migration Wizard. • Close: This closes the Migration Wizard.

All migrated students will now be in Inactive Accounts in the SAM installation.

Step 6: Create Schools in the SmartBar

Assign students into classes directly from Inactive Accounts by using the Roster Import process. To do so, create a *.csv file that includes required information for all the migrated student data, including the school name and class name with which they will be associated in the SAM installation.

Before performing the import, make sure that the school names for the students from the SMS installation exist in the SAM SmartBar and that the school names in the roster import file exactly match the names in the SmartBar. Assign class names in the *.csv file that the roster import will use.

If the schools do not exist in the SmartBar, create the schools by clicking the Add a School link on the District Profile Screen. This process is described in detail in Enrolling and Managing Students in Scholastic Achievement Manager.

Step 7: Format the Roster Import File

The *.csv roster import file must be formatted to meet SAM’s roster import requirements.

To create the roster import file:

1. In Microsoft Excel, open the roster export *.csv file created in Step 2.

2. Delete every column except for @LNAME, @FNAME, @ID, and @GRADE.

3. Rename the remaining column heads as LAST_NAME, FIRST_NAME, SIS_ID, and GRADE.

4. Add the following column heads: USER_NAME, SCHOOL_NAME, CLASS_NAME.

5. Enter the correct school name and class name for each student. The school name must exactly match an existing school name in the SmartBar.

6. Enter the correct user name for each student. This overwrites the existing user name for the student in the SAM database. NOTE: If using a version of SAM prior to 1.4a, the USER_NAME field does not overwrite. Enter any value in the USER_NAME field since the field cannot be empty.

7. Save the file in*.csv format to import into SAM.

Below is an example of a roster import *csv file:

FIRST_NAME LAST_NAME SIS_ID GRADE SCHOOL_NAME CLASS_NAME USER_NAME John Doe 10203 7 LincolnSchool 3rd_period JohnDoe Jose Beltrones 34712 7 LincolnSchool 2nd_period JoseBeltrones Maria Welles 68304 7 LincolnSchool 7th_period MariaWelles

The first row shows the headers that must exist in the SAM roster import file. The second, third, and fourth rows show sample data.

Step 8: Sweep Migrated Students into the SmartBar

Move all the migrated students from Inactive Accounts into the SmartBar by importing the *.csv file modified in Step 7. Importing this file will “sweep” the students from Inactive Accounts into the SmartBar.

To import the *.csv file into SAM:

1. Open SAM and double-click My District at the top of the SmartBar or click the Roster tab at the district level to access the district Profile Screen.

2. Under the Advanced Settings menu, select Import to open the Roster Import Wizard.

3. Click the Browse button (or the Choose File button on a Macintosh®) to open the Choose File Screen.

4. Navigate to the *.csv file modified in Step 7 and click Open to return to the wizard.

5. Click Next to continue.

6. On the next screen, click the Import button.

When the import is completed, student names appear under the appropriate schools and classes in the SmartBar.

Step 9: Enroll Students in Scholastic Programs

To enroll the migrated students into Scholastic programs:

1. In the SmartBar, select the student, class, school, or district to open the respective Profile Screen on the Roster tab.

2. On the Profile Screen, click the Manage Enrollment link to open the Manage Enrollment Screen.

3. Use the check boxes next to the students’ names to select the programs in which to enroll them.

4. When finished selecting students and programs, click Save to enroll the students and stay on the Enrollment Screen, or click Save and Return to return to the Profile Screen. Click Cancel or Cancel and Return to exit the enrollment process without saving changes.

The Data Migration Log

The Data Migration Log lists the details of the data migration process. Use this file to troubleshoot any problems that arise during the data migration process.

To find the file: • Click the View Log button on the Data Migration Results Screen at the end of the migration process. • In the Message Center, click the Show Me link next to the message with the following text: “Migration was successful. Please check the migration log for more details.”

Either action will open the file in a new browser window.

The migration log will list information such as: • The complete path name of the imported .smx file; • The number of student records in the .smx file; • The number of duplicate IDs in the .smx file; • The number of IDs that exist both in the .smx file and in the SAM database before the migration process; • The programs installed on the original SMS server; • Any program installed on the original SMS server that is not installed on the SAM destination server; • Any new student IDs that were created; • Any duplicate user names and new user names created; • Any SRI test results with a score of BR or “undefined” that were not saved to the database; • Any SRC! quiz performance data not saved to the database because the quiz record was not installed on the SAM destination server; • Any data not imported (due to problems such as a program that was not installed on the SAM destination server).

Contact Customer Support (page 73) at 1-800-283-5974 to report problems with the Data Migration process.