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Information Services - Data Collection

SIMS Compliance 2009

Business Rules
Technical Requirements 4.0

Technical Requirement #1
Business Rules

  1. LASID must be Unique, Unduplicated, Permanent
  2. Cannot Edit/Change LASID after it is assigned to a student*
    *ID Manager - implement an ID Manager to allow for Edit/Change (refer to ID Manager document for the specific requirements)
  3. LASID must follow a student throughout the district
  4. The System must prevent duplication of LASID with appropriate error messages
  5. The System must allow the LASID to be reactivated from the History or Archives
  6. The System must be able to accept a LASID outside of the pre=designed numbering scheme. Example, an Alphanumeric ID or a non=sequential ID

Technical Requirement #2
Business Rules

  1. SASID numbers can not be duplicated within the district.

Technical Requirement #3
Business Rules

  1. The system must be able to accommodate all minimum and maximum lengths of all data elements as defined in the Data Standards Handbook.

Technical Requirement #4
Business Rules

  1. The system must export First Name, Middle Name and Last Name in three separate fields.
  2. The only punctuation allowed in the name fields are hyphen, apostrophe and period.

Technical Requirement #5
Business Rules

  1. The system must use NMN to indicate that a student does not have a middle name.
  2. The system must be able to accommodate NMN without the code affecting printable reports or lists. Example: A report card should not print out a name John NMN Smith

Technical Requirement #6
Business Rules

  1. The system must replicate the code descriptions provided in the Data Standards Handbook

    DOE011-Reason for Reporting
    DOE012-Enrollment Status
    DOE013-Reason for Enrollment

Technical Requirement #7
Business Rules

  1. Data Element DOE008 must contain only the City/Town of Birth or Country if born outside the US.
  2. No Punctuation is allowed in this field
  3. All City/Town of Birth must be spelled out. No abbreviations. Example St. Louis, must be reported as Saint Louis, Lackland AFB must be reported as Lackland Air Force Base.
  4. Do not place any state name validations on this field

Technical Requirement #8
Business Rules

  1. Data elements 019-052 must default to Not Applicable/Not Participating.
    Specifically:
    019=00036=500
    020=00037=00
    021=00038=500
    022=00039=500
    023=500040=00
    024=267041=500
    025=00042=500
    026=00043=500
    027=00000000044=500
    028=00045=0
    029=500046=0
    030=500047=500
    031=500048=500
    032=00049=500
    033=500050=500
    034=00051=500
    035=00052=0

Technical Requirement #9 Export function for MSR
Business Rules

  1. The system must have the ability to export a MSR File with the appropriate data elements in double quote comma separated value format - CSV (text)
  2. The system must be able to include the MSR Header
  3. System must have the ability to export the appropriate students in the following 3 ways:
    1. School
    2. Grade
    3. individual Student (one or more)
  4. Appropriate students are defined
  5. The system must allow the user to distinguish between active students and inactive students within the school year
  6. The user must be able to set an as of date to export
  7. The user must be able to define the name of the export file
  8. The Elements include:
    1. LASID - DOE001
    2. First Name - DOE003
    3. Middle Name - DOE004
    4. Last Name - DOE005
    5. Date of Birth - DOE006
    6. City of Birth - DOE008
    7. Gender - DOE009
    8. Town of Residence (code) - DOE014

Technical Requirement #10
Business Rules

  1. The system must have provide an import facility with the appropriate data elements in double quote comma separated value CSV (text)
  2. The import facility must have the ability to match the LASID contained in the CVS import file with the LASID in the system to import ONLY the newly added SASID field from the import file into the system.
  3. After importing the file, the new record should only have the new SASID and all other information should be the same.
  4. The import feature should not import 411 into the SASID field.

Technical Requirement #11
Business Rules

  1. The system must be able to search by SASID and LASID

Technical Requirement #12
Business Rules

  1. The system must have the ability to accommodate a cumulative total for Days in Attendance and Days in Membership
  2. If a distributed database design is being used, the system must accommodate for previous attendance and membership within the "DISTRICT"
  3. When transferring a student to another school within the district, the system must be able to export to the DOE the most recent and accurate record
  4. The system must be able to export 555 for Days in Attendance and Membership for summer events.
  5. The system must be able to track attendance and membership for out of district students.
  6. The system must be able to track attendance and membership for services only students.

Technical Requirement #13
Business Rules

  1. System must provide the capability to do a global search or a specific search and then replace data as specified by the user.
  2. The application must be capable of this functionality for all fields with a code as a value.
  3. This function should not be available for the following fields:
    1. LASID
    2. SASID
    3. Name Fields
    4. Date of Birth
    5. City of Birth
    6. Gender
    7. Race

Technical Requirement #14 Export function for SIMS Data Transmission
Business Rules

  1. The system must have the ability to export a 52 data elements file as defined in the Data Standards Handbook with the appropriate data elements in double quote comma separated value format - CSV (text)
  2. There should be NO header
  3. The system should not export an end of record character
  4. The system should not export an end of file character
  5. The vendor's product must provide the ability to query all active records, return and display the range of records that fall within the query values.
  6. System must have the ability to export the appropriate students in the following 3 ways:
    1. School
    2. Grade
    3. Individual Student (one or more)
  7. Appropriate students are defined
  8. The user must be able to set an as of date to export
  9. The user must be able to define the name of the export file
  10. The date of birth must be exported in the correct format
  11. Date of Birth Format (DOE007) code must match the Date of Birth exported in DOE006

Technical Requirement #15
Business Rules

  1. The system must provide a viewable screen for the user to examine ALL the data.
  2. Each record must have field labels
  3. Each record must be an identical representation of the data exported to the ESE
  4. The viewing tool must be a representation of static data not of the current database or student records
  5. Each export file must be viewable for the entire school year
  6. A word pad or other notation application that only displays the raw data with the "", progression is not acceptable.

Technical Requirement #16
Business Rules

  1. All 52 data elements must be entered into the main or primary database and entered once.
  2. If any of the 52 data elements are utilized in other databases, tables or reports, the data should be updated from the main or primary database.


Last Updated: June 5, 2009
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