District/School Administration  Information Services  Data Collection  SIMS 
SIMS Compliance 2003

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. System must have the ability to produce the LASID across the "DISTRICT"
5. The System must prevent duplication of LASID with appropriate error messages
6. The System must allow the LASID to be reactivated from the History or Archives
7. 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. Refer to the Data Standards Handbook ver 3.0 for each Data Element data type
2. The System must accommodate the appropriate data types

Technical Requirement #3
Business Rules

1. Refer to Data Standards Handbook Ver 3.0
2. LASID - Must be a minimum of one and not exceed 32 characters
3. Any Vendor without the ability to accept a 32 character LASID will be noted on the web site
4. The System must accommodate a student record with every data element field length maximized

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*
   *Note: for those vendors that allow punctuation other than what is listed, it should be noted in the training materials or user guides that other punctuation will cause errors in MDCS.

Technical Requirement #5
Business Rules

1. If the student does not have a middle name, then NMN must be used as an acceptable code
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 date of birth must be exported in the correct format. (refer to Data Standards Handbook)
2. Date of Birth Format (DOE007) code must match the Date of Birth exported in DOE006

Technical Requirement #7
Business Rules

1. Data Element DOE008 must contain only the City/Town of Birth
2. No Punctuation is allowed in this field*
3. All places must be spelled out. 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
   *Note: for those vendors that allow punctuation, it should be noted in the training materials or user guides that punctuation will cause errors in MDCS.

Technical Requirement #8
Business Rules

1. The 35 extra fields must be in addition to the standard 52 basic data elements described in the Data Standards Handbook
2. The system must not be currently using any of these extra 35 data fields
3. There are three acceptable methods to meet this requirement
   1. True User Defined Fields - The user creates the field, chooses the data type and assigns a length
   2. Provide a list of extra data fields to choose from that satisfies the minimum set of elements. 29 Alphanumeric Fields (2=50 characters) (3=32 characters) (1=10 characters) (23=3 characters), 1 Date Field (10 characters), 4 Integer Fields (3 characters), 1 Decimal Field (999.9)
   3. Provide a mirror set of data fields that map to the existing 35 elements in the Data Standards Handbook

Technical Requirement #9
Business Rules

1. System must be capable of doing a global search and replace
2. This function must be available for all data elements with codes
3. This function should not be available for the LASID or SASID
4. This function should not be available for elements such as the Name fields or Date of Birth

Technical Requirement #10 Export function for MSR
Business Rules

1. The system must have the ability to export the appropriate data elements in double quote comma format - CSV(text) "123","James","Robert","Jones"
2. 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
3. System must have the ability to export the appropriate students in the following 3 ways
   1. By Class or Grade
   2. By individual Student ( one or more)
   3. By school, building or database, which ever is appropriate
4. Appropriate students are defined in Technical Requirement 13
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 a date to export as of
7. The user must be able to define the name of the export file

Technical Requirement #10A Export function for MDCS
Business Rules

1. The system must have the ability to export the appropriate data elements in double quote comma format - CSV(text) "123","James","Robert","Jones"
2. The elements for export include all 52 data elements listed in the Data Standards Handbook Version 3.0
3. System must have the ability to export the appropriate students in the following 3 ways
   1. By Class or Grade
   2. By individual Student ( one or more)
   3. By School or database (which ever is appropriate)
4. Appropriate students are defined in Technical Requirement 13
5. The user must be able to set a date to export as of
6. The user must be able to define the name of the export file

Technical Requirement #11
Business Rules

1. The system must have the ability to import a text file in CSV text format

Technical Requirement #11A
Business Rules

1. The SASID import feature must match on the LASID, DOE001 and import ONLY the SASID, DOE002
2. The SASID will be appended to the end of each record in the original export file
3. The SASID field should allow for duplicates of the code 411

Technical Requirement #12
Business Rules

1. The system must have the ability to export a 4 digit year for the Date of Birth, DOE006

Technical Requirement #13
Business Rules

1. The system must report the appropriate students including:
   1. Any student currently enrolled in the district (MSR and MDCS 52)
   2. Any student that has a day of membership within the current year even if they are withdrawn, dropped out or excluded (MDCS 52)
   3. Any student that is enrolled in a private school, collaborative or out of state school and the town they reside in is providing public money for their tuition (Out=Placed SPED) (MSR and MDCS 52)

Technical Requirement #14
Business Rules

1. A viewing tool must be available for each student record exported for both MSR and MA Export
2. Each record must have field labels
3. Each record must be an identical representation of the data exported to the DOE
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 #15
Business Rules

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

Technical Requirement #16
Business Rules

1. Data elements 019-052 must default to Not Applicable/Not Participating. Specifically:

   019=00	036=500
   020=00	037=500
   021=00	038=500
   022=00	039=500
   023=500	040=500
   024=267	041=500
   025=00	042=500
   026=00	043=500
   027=500	044=500
   028=500	045=0
   029=500	046=0
   030=500	047=500
   031=500	048=500
   032=500	049=500
   033=500	050=500
   034=00	051=500
   035=00	052=0

Technical Requirement #17
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.

Technical Requirement #18
Business Rules

1. The system must have the ability to import a text file in CSV text format
2. The Elements include:
   • DOE032-SPED, Private Placement
   • DOE034-SPED Placement
   • DOE036-SPED-Nature of Primary Disability
   • DOE037-SPED-Nature of Services
   • DOE038-SPED-Level of Need
   • DOE039-SPED-Cost-Share Placement
   • DOE040-SPED-IEP Goals, Reason for Exit from SPED
   • DOE041-SPED-Reason for Leaving School District
3. The SPED Import feature must match on the SASID and import only the aforementioned data elements.

Technical Requirement #19
Business Rules

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

Technical Requirement #20
Business Rules

1. The system should not export an end of record character
2. The system should not export an- end of file character

Technical Requirement #21
Business Rules

1. The system must replicate the code descriptions provided in the Data Standards Handbook to the code descriptions in the software for DOE011-Reason for Reporting
2. The system must replicate the code descriptions provided in the Data Standards Handbook to the code descriptions in the software for DOE012-Enrollment Status
3. The system must replicate the code descriptions provided in the Data Standards Handbook to the code descriptions in the software for DOE013-Reason for Enrollment

Technical Requirement #22 Export function for SPED
Business Rules

1. The system must have the ability to export the appropriate data elements in double quote comma format - CSV(text) "123","James","Robert","Jones"
2. The elements for export include all 52 data elements listed in the Data Standards Handbook Version 3.0
3. The system must have the ability to export only special education students based on DOE034-SPED Placement Information
   1. The export must include all students where DOE034 does not equal 00 (Not a Special Education student).
4. System must have the ability to export the appropriate students in the following 3 ways

   By Class or Grade

   By individual Student ( one or more)

   By School or database (which ever is appropriate)

5. The user must be able to set a date to export as of
6. The user must be able to define the name of the export file