Assessment Setup Guide
- David Clements
- Christian Gonzalez
- Ian Christopher (Deactivated)
Use this Setup Guide to install and configure your Assessment solution using test data. At the end of this Setup Guide you'll have a test environment which closely mimics a staging or production environment. This test environment allows your tech team, administrators, and stakeholders to test configuration changes being considered for the production environment without an impact on end-users. It is important to note that this test environment is separate and distinct from the sample environment you accessed during the Quick Start.
This Setup Guide assumes that you have access to a certified Student Information System (SIS), which provides the data to power the dashboard.
The following steps to get this test environment up and running are very similar to the steps for setting up a production or staging environment.
Summary
More information
This Setup Guide builds on core skills and concepts in the Assessment Quick Start. We recommend running that Quick Start before moving on to this more detailed Setup Guide.
Step 1. Install the Ed-Fi Solution
In this step, you will install the components of the Ed-Fi solution needed for the starter kit. These components are:
- ODS / API for Suite 3 v5.3
- Admin App for Suite 3 v2.3.1
- Analytics Middle Tier (latest version)
Basic Infrastructure and Prerequisites
The list of infrastructure items you need to be successful is provided below.
- Database Server (Windows Server 2016-2019) with the following components installed:
PowerShell 5.0.
.NET Core 3.1 Runtime.
Microsoft SQL Server 2016 or 2017 Standard (or higher)
- Web Server (Windows Server 2016-2019) with the following components installed:
.NET Core 3.1 Hosting Bundle. The .NET Core 3.1 Hosting Bundle is required for running the API on IIS.
Internet Information Services (IIS). IIS is the web server that will run the ODS / API.
For more details on setting up required components and software, refer to Getting Started - Binary Installation information for the ODS / API platform. It is always recommended to follow your institution's best practices for maintenance and backups.
The install process in the next section will automatically configure all required components of IIS.
Install Ed-Fi Solution Components
- Install the ODS / API for Suite 3 v5.3 by following the instructions for installing the ODS / API in Shared Instance mode here. These instructions will also install the Admin App.
- Install the latest version of Analytics Middle Tier by following the AMT Deployment Guide.
Time to complete
Installing the Ed-Fi Solution usually takes a few hours to a day, assuming you have access to the hardware and software prerequisites, and are comfortable working with Windows Server, IIS, and SQL Server.
The time to configure and coordinate data flowing from a certified SIS system typically takes anywhere from a couple of hours to a week or two of calendar time, depending on the type of SIS.
Step 2. Configure your SIS & Assessment Systems and Load Test Data
In this step, you will load test data from your SIS to the Ed-Fi ODS / API for it to be available on the Assessment Power BI Dashboard. This step requires you to have access to a certified Student Information System (SIS) capable of sending data to the Ed-Fi ODS / API.
Add Your Student Information System in the Admin App
Once you have successfully installed the Admin App following the instructions provided above, you can continue to configure Admin App to add your Student Information System (SIS) and Assessment vendors. This configuration will allow those vendors to consume and write student data to the Ed-Fi ODS / API. You can also find instructions for AdminApp configuration at Admin App - Next Steps.
The first time you open Admin App will ask you to register a new user in order to get access to the utility. The user you set up can be used for any future access to the tool. You will also have the opportunity to create additional users later.
In order to register a new user you will need to provide an email address and create a new password.
Note that the Assessment starter kit is organized to demonstrate the single year instance model of the ODS/API. These next few steps will show you how to create some example single year instances.
Click on the ODS Instances button to register the 3 single year demonstration instances we configured during the Ed-Fi Databases installation previously.
Click on the "Register a New Instance" button.
Enter a ODS Instance School Year and ODS Instance Description. Notice that this must match with what we configured on the Ed-Fi Databases installation. Otherwise, the application will throw an error.
Repeat the instance registration steps to register all 3 ODS Instances.
After this initial one-time set up you will see a screen like the following on your subsequent visits to Admin App. You can start by clicking on the "Global" button within Admin App to configure your Student Information System (SIS).
Click on the "Add Vendor" button within the Vendors tab to add the assessment vendor you will be using with Data Import.
The Namespace prefix should be a URL which includes the domain of the Student Information System (SIS) you are using. 
After you fill out the information and click on "Save Changes", you should see the new entry at the bottom of the screen. 
Now that the vendor is created, the application needs to be added. Click on the "Define Applications" button to enter the Application menu. Click on Add Application
The application form will describe how the vendor will be used. Here is an example of how to fill out the Education Organization and Claim Set information.
Note: The Claim Set of "SIS Vendor" is a preconfigured claim set designed to allow vendors to load all the student information system related information to the ODS / API.
The next screen will provide you a key and secret to be used with importing data. These values will be required in your data import configuration. Make sure to save this information off somewhere for safekeeping.
Finally, the information of the added application is displayed.
- Once you create an Application in the Admin App, you will store and use the generated "Key" and "Secret" in the next section.
- Note: Treat the Key and Secret as secure information for your organization (because it will control student data exchange from your SIS).
- Store it according to your local IT Security policy. Often this will be in a password keeper app, on a secure file server, or a similar method.
Configure Your Student Information System
Each SIS provider has its own vendor-specific configuration tool as well as steps to connect to the Ed-Fi ODS / API, perform basic data mapping, provide descriptors, and enable you to begin loading data into your ODS / API. You will connect your SIS to your ODS / API using the URL, Key and Secret you generated in the Admin App.
- Verify that your SIS supports Ed-Fi data interoperability, and is certified to use the ODS / API to allow you to use the Assessment Starter Kit: Registry of Ed-Fi Certified Products - Student Information Systems.
- Note: If your SIS is not listed as Ed-Fi certified, use the vendor request form provided to the right. Ed-Fi can help you convey your data requirements to your vendor.
- Verify that your district's SIS version is Ed-Fi certified.
- If you are not running the current certified version of your SIS (or newer), update/upgrade to the certified version of your SIS.
- Submit a technical support ticket to your SIS vendor requesting them to enable the Ed-Fi API client functionality for your district, as well as to provide a product configuration guide.
- Follow your SIS vendor's configuration guide for instructions on how to connect to your ODS / API and load your data.
See the General Reference page for a list of publicly known vendor configuration guides.
Map Your District Codes to the Ed-Fi ODS / API Descriptors
- Once your SIS is configured to connect with the Ed-Fi ODS / API, the next step is to map "code sets" (or descriptors, as they are known in the Ed-Fi data standard) from the data elements and codes used in your district's SIS to those you will use in the Ed-Fi ODS / API. To do this:
- Refer to the SIS vendor configuration guide you used earlier in order to locate and use the data mapping tools in your SIS application.
- Proceed with your SIS vendor's data mapping instructions, referring to their configuration guide and the dependency chart provided above to work through the data mapping and loading in the right sequence.
- In the next step, you will use these descriptors to understand how your data is displayed in the Assessment Dashboard.
- Refer to the Best Practices for Descriptors presentation for more information on how descriptors may be relevant to your use case.
Let the Data Flow From Your SIS Into the Ed-Fi ODS / API
Quick recap:
- Using the Ed-Fi Admin App, you configured your SIS to be able to access the Ed-Fi ODS / API.
- Using the SIS configuration screen for Ed-Fi interoperability, you added the Ed-Fi ODS / API URL, Key and Secret so that it could connect to the API.
- Using the SIS configuration screen for codes and descriptors, you mapped your District's codes to the Ed-Fi Standard Descriptors.
Now you are ready to let the data flow into Ed-Fi. Contact your SIS vendor support team to launch the necessary processes to let the data flow into the Ed-Fi ODS / API.
Note: It is always a good idea to collaborate with your SIS vendor support team so that both of you can monitor any issues preventing data flow from the SIS to the API. Most common issues include network connectivity and data quality.
If you run into any issues that require troubleshooting guidance, please do not hesitate to contact your Ed-Fi Alliance representative via one of the support channels provided in the /wiki/spaces/SK/pages/21992742.
More Information
If your SIS vendor is not Ed-Fi certified use the Vendor Request Form and we can help you make the ask of your vendor to support data interoperability and certify their product.
Need help?
Having difficulty configuring your Assessment vendor or mapping vendor codes? Reach out to an Ed-Fi Alliance representative for assistance.
- Ed-Fi Slack channel #starter-kits
- Open a ticket in Ed-Fi Tracker
Deep dive
For detailed information on the data requirements to be able to power the Assessment Dashboard, see the data loading requirements linked below.
Configure Your Assessment System and Data
Next, you will load test data from your Assessment vendor to the Ed-Fi ODS / API for it to be available on the Assessment Power BI Dashboard. This step requires you to have access to either a certified Assessment Vendor capable of sending data to the Ed-Fi ODS / API or a data export file that can be used with Data Import.
Add Your Assessment Vendor in the Admin App
These steps will walk you through creating a assessment vendor in Admin App and allowing that vendor to access your ODS / API's API. This security and configuration is needed for the assessment vendor's API to be allowed to upload your assessment data. You can start by clicking on the "Global" button within Admin App.
Click on the "Add Vendor" button within the Vendors tab to add the assessment vendor.
The namespace prefix field you must indicate the domain that your assessment vendor uses. For example "uri: //www.curriculumassociates.com" would be used for districts using i-Ready. You will want to set the appropriate domain for the assessment vendor you are using.
After you fill out the information and click on "Save Changes", you should see the new entry at the bottom of the screen.
Now that the vendor is created, the application needs to be added. Click on the "Define Applications" button to enter the Application menu. Click on Add Application
The application form will describe how the vendor will be used. Here is an example of how to fill out the Education Organization and Claim Set information.
Note: The Claim Set of "Assessment Vendor" is a preconfigured claim set designed to allow vendors to load assessment information to the ODS / API.
The next screen will provide you a key and secret to be used with your vendors API. You will share this information with your assessment vendor so they can connect their API to your ODS / API. Make sure to save this information off somewhere for safekeeping.
Finally, the information of the added application is displayed.
Configure Your Assessment Vendor
Each Assessment vendor has its own vendor-specific configuration tool as well as steps to connect to the Ed-Fi ODS / API, perform basic data mapping, provide descriptors, and enable you to begin loading data into your ODS / API. You will connect your vendor's software to your ODS / API using the URL, Key and Secret you generated in the Admin App.
- Verify that your assessment vendor supports Ed-Fi data interoperability, and is certified to use the ODS / API to allow you to use the Assessment Starter Kit: Registry of Ed-Fi Certified Products - Assessment Vendors.
- Note: If your assessment vendor is not listed as Ed-Fi certified, use the vendor request form provided to the right and switch to the data import steps. Ed-Fi can help you convey your data requirements to your vendor.
- Submit a technical support ticket to your Assessment vendor requesting them to enable the Ed-Fi API client functionality for your district, as well as to provide a product configuration guide.
- Follow your Assessment vendor's configuration guide for instructions on how to connect to your ODS / API and load your data.
Map Your Assessment Codes to the Ed-Fi ODS / API Descriptors
- Once your Assessment Vendor is configured to connect with the Ed-Fi ODS / API, the next step is to map "code sets" (or descriptors, as they are known in the Ed-Fi data standard) from the data elements and codes used in your vendor's assessment results to those you will use in the Ed-Fi ODS / API.
- In the next step, you will use these descriptors to understand how your data is displayed in the Assessment Dashboard.
- Refer to the Best Practices for Descriptors presentation for more information on how descriptors may be relevant to your use case.
Let the Data Flow From Your Assessment Vendor Into the Ed-Fi ODS / API
Quick recap:
- Using the Ed-Fi Admin App, you configured your assessment vendor to be able to access the Ed-Fi ODS / API.
- Using the Assessment vendor's configuration screen for Ed-Fi interoperability, you added the Ed-Fi ODS / API URL, Key and Secret so that it could connect to the API.
- Using the Assessment vendor's configuration screen for codes and descriptors, you mapped your Assessment codes to the Ed-Fi Standard Descriptors.
Now you are ready to let the data flow into Ed-Fi. Contact your assessment vendor support team to launch the necessary processes to let the data flow into the Ed-Fi ODS / API.
Note: It is always a good idea to collaborate with your assessment vendor support team so that both of you can monitor any issues preventing data flow from the SIS to the API. Most common issues include network connectivity and data quality.
The Data Import tool is used for loading export files (typically in CSV format) generated by the assessment vendor portal or one of their automated services. There are 5 steps to load this assessment data to the ODS:
- Create the App using Admin App
- Configure the Import Configuration
- Import the template
- Upload the file
- Execute the Data Import
Note: Data Import uses the ODS / API to load the assessment data.
Continuously loading data via Data Import to maintain "live" data requires an automated data feed from the assessment vendor and additional scheduling steps which are not included here.
Add Your Assessment Vendor in the Admin App
These steps will walk you through creating a assessment vendor in Admin App and allowing that vendor to access your ODS / API's API through the Data Import tool. This security and configuration is needed for the assessment vendor's to upload your students' assessment data files. You can start by clicking on the "Global" button within Admin App.
Click on the "Add Vendor" button within the Vendors tab to add the assessment vendor.
The namespace prefix field you must indicate the domain that your assessment vendor uses. For example "uri: //www.curriculumassociates.com" would be used for districts using i-Ready. You will want to set the appropriate domain for the assessment vendor you are using.
After you fill out the information and click on "Save Changes", you should see the new entry at the bottom of the screen.
Now that the vendor is created, the application needs to be added. Click on the "Define Applications" button to enter the Application menu. Click on Add Application
The application form will describe how the vendor will be used. Here is an example of how to fill out the Education Organization and Claim Set information.
Note: The expanded Claim Set of "SIS Vendor" is needed for Data Import to work against the ODS / API. This is a preconfigured claim set.
The next screen will provide you a key and secret to be used with importing data. These values will be required in your data import configuration. Make sure to save this information off somewhere for safekeeping.
Finally, the information of the added application is displayed.
Configure the API in Data Import
The first time you log in to you Data Import application you will see a log in screen. You will need to create a user for this site by clicking on the register link.
Enter an email address and password to get access to data import.
Now you can log in to the Data Import application. Under the Admin tab, select the "Configuration" menu item. This is where you will configure Data Import to access the ODS / API.
Enter the API data and then the key and secret generated in the previous Admin App configuration step. Test the connection and confirm appropriate credentials. Click on Save Changes. The API Connection Name should match the name used in Admin App.
The new connection should appear in the API Connections list.
Go back to the Configuration menu item in the Admin dropdown to configure Admin App for template sharing service. Template sharing is a way to re-use existing assessment vendor templates. In the configuration page, click on Authorize to add the API key and secret. You can request a key and secret here if you do not already have one.
Finally, click on the 'Update Configuration' button to save your changes.
Import the Template in Data Import
In this example, we will use the i-Ready template to describe how the data file is formatted. To start, click on the Admin menu and select "Template Sharing".
In "Template Sharing", search for your template. Here we are searching for I-Ready's template that supports the Suite 3 ODS. You can do this by searching for "I-Ready" in the template name and then clicking on the "Filter" button. You can see the Suite 3 template found in the top of the search results. Click on the View link to continue.
At the bottom of the template, you can click on the "Import Template" button to use the pre-configured template for your assessment vendor.
The next step is to add the agents. This option is under the Agents Menu item inside of Configure. 
Click on "Add Agent".
First, we create the ELA Agent. In the API connection, we select the connection that we created for the assessment vendor. Make sure the Agent's "Enabled" is selected. In Add Data Map field select "CA-iREADY_ELA" and click on Add Map.
In Bootstraps, select all bootstraps except CA-IREADY_Assessment_MATH. Finally, click on 'Save Agent'.
Now, we need an i-Ready Math Agent. Click on 'Add Agent' and fill the fields. In 'Add Data Map' select "CA-IREADY-MATH". In Bootstraps, select all bootstraps except "CA-IREADY_Assessment_ELA". Finally, click on 'Save Agent'.
The two agents created should be displayed in the list now.
Upload a File to Data Import
With the Data Import completed, click on Agents in the Configure dropdown. On the iReadyELA Source line, click the Upload icon under Actions.
For ELA we are going to load the sample data file found in the Quick Start VM
C:\Ed-Fi\SampleData\i-Ready\new_comprehensive_student_diagnostic_activity_ela.csv
The agent will show that a file is uploaded in the "Files" column.
We can also load sample data For Math by selecting upload for iReadyMath. The sample data file can be located in the Quick Starter VM
C:\Ed-Fi\SampleData\i-Ready\new_comprehensive_student_diagnostic_activity_math.csv.
Data Import: Execute Data Import
When the configuration is completed and the data files are loaded, import the data in: c:\inetpub\wwwroot\Ed-Fi\Data Import\DataImport.Server.TransformLoad
Run the DataImport.Server.TransformLoad.exe executable
A successful executable file should look like this: 
You can check the Data Import upload status in the Activity dropdown. The summary information will show you how many records were found in each Data Import.
You can also query the Assessment table in Ed-Fi ODS to verify that it returns data related to your most recent import.
If you run into any issues that require troubleshooting guidance, please do not hesitate to contact your Ed-Fi Alliance representative via one of the support channels provided in the /wiki/spaces/SK/pages/21992742.
Step 3. Install and Test the Assessment Dashboard
In this step, you'll install Power BI prerequisites, as well as download and run the Assessment Dashboards.
Prerequisites
- At this point, you should have an operational Ed-Fi ODS / API with data flowing from your SIS.
- Additionally, you should have installed the AMT views on your ODS database.
- You will also need a machine that has access to the ODS database and has Power BI Desktop installed.
Install Power BI Desktop
The Assessment Dashboard was built with Microsoft's Power BI Desktop application.
To run the dashboard you will need a machine with:
- Access to the database server where you installed the Ed-Fi ODS database
- Power BI Desktop that can be downloaded at this link: https://powerbi.microsoft.com/en-us/downloads/
Download and Configure the Assessment Dashboard
The latest version of the Assessment Power BI Dashboard file is located in a GitHub repository.
Use the machine that has Power BI and create the following folder structure: C:\Ed-Fi\QuickStarts\Assessment\.
Save this file onto that location by clicking this link: https://github.com/Ed-Fi-Alliance-OSS/Ed-Fi-Starter-Kit-Assessments/raw/main/AssessmentModels/Assessment+Starter+Kit.pbix.
Once the download completes, navigate to the folder where you downloaded the file and double-click it. This should open Power BI and load the Assessment Dashboard as depicted below:
The data that is pre-populated is the sample "Grand Bend ISD" populated template.
To connect to your Ed-Fi ODS, use the top menu and navigate to Home and then Transform Data. Click the dropdown arrow and select "Data source settings".
When the modal opens click on the "Change Source..." button.
A second modal will popup with inputs to configure your SQL Server server connection. Use the IP address or the hostname of the server that contains the database. Then input the name of your Ed-Fi ODS database. Usually the name of your database will be Ed-Fi_ODS.
Depending on your organization's security configuration, you may use integrated or SQL server security.
Once you click ‘OK’, you will see SQL statements. Click ‘OK or ‘Run’
Additionally, it might show you the following screen:
This is where you can switch from Windows Integrated Security to MsSQL security if you desire.
Proceed to click on connect and accept the defaults.
You will see a screen that will load data from your ODS like the one below. Note that it might take a minute or two to finish loading. This depends on the amount of data and students you have in your Ed-Fi ODS.
Once it loads, the Assessment Dashboard will display your data.
If you haven't already, visit the Assessment Dashboard Walkthrough to learn more about how to use the Assessment Dashboard.
Step 4. Publish the Assessment Dashboard and Plan Your Rollout
The final step is to publish the Assessment Dashboards to Power BI Online. This release is targeted to your internal test users, allowing them to log in, view, use, and test the data visualizations. At the end of this step, you will be able to plan your rollout and deployment.
Basic Power BI Online Setup
We will guide you through some of the basics around Power BI Online.
For this dashboard to work you will need:
- A subscription to Power BI Online
- A few users created in Office 365
- A Workspace to be able to publish the dashboard
Creating Users in Power BI Online
If you already have users created in your Power BI account you can skip to the next section.
To create users follow these simple steps:
- Login to Power BI Online
- Click on the
menu on the top left of the screen and select 
as depicted below.
- This will open the 365 admin center. From here click on
button indicated on the image below.
- This will open a modal window that will allow you to add a user. Follow the instruction on that modal to create a user.
- It is important to note that the user's email address in Power BI should be the same as the ones in you SIS and in the Ed-Fi ODS. This is how we match the user that is logged in with a role in the Ed-Fi ODS.
- You can repeat this process to add all the users that will be accessing the Assessment Dashboard on Power BI
Creating a Workspace to Hold the Dashboard
Back on the main screen of Power BI Online, click on the menu icon and then on the "Workspaces" subsection, which expands a side modal. At the bottom, click on the "Create a workspace" button to toggle a slide-out form on the right. This slide out form allows you to create and name the workspace. For this demo we named it "Ed-Fi Demonstration Workspace".
At this point you are done with this step.
Publishing the Dashboard
Open Power BI Desktop and Sign in with the account that has access to publish to Power BI online.
Proceed to locate and click on the "Home → Publish" menu entry as depicted below.
This will open a modal popup window. Select the workspace you created in the section above and click on the "Select" button.
In a few seconds you will see the modal popup indicating that it is publishing. When complete you will see a "Success!" message.
To confirm, we recommend that you login to Power BI Online and ensure you can see the Dashboard.
To do this, open your favorite browser and navigate to https://powerbi.microsoft.com/ and login.
Click on your workspace and you should see the "AssessmentDashboard" in the list.
Enabling Security on the Report
The report comes configured with a "Dynamic Security Role". To enable it in Power BI Online, follow these steps:
Open your browser and navigate to Power BI Online. Then proceed to open the workspace where you published the "Assessment Dashboard" report. Ensure that the "All" submenu has been selected, and click on the context menu for the row showing the "Dataset". In the context menu select the security option.
In the Row-Level Security page, ensure you click the "Dynamic Role." Then add either a role or an individual user who will be able to view the report.
Click on the "Save" button once you are done adding groups or users to the members section .
To test the security, hover over the "Dynamic Role" and click on the context menu then select "Test as role"
This will load the report and you should see the widgets show blank data as the user you are using will most likely not be part of the security.
On the top blue menu, click on "Now viewing as: Dynamic Role" and enter the email of a previously configured user. In this case, we are going to use David Wilson who is a District Superintendent for Grand Bend ISD. This is our sample data set. The report will show data specific to that user profile.
Explore by impersonating other users.
Here is a screenshot impersonating Alicia Cameron who is a principal at Grand Bend High.
As you can see, this user's widget numbers are reduced as she can only see students associated at the high school level.
When an actual user logs in, the data will be filtered specifically to that user’s profile.
Inviting & Sharing the Workspace With Users
There are a few ways you can allow users to see the dashboard you previously published to Power BI Online. The easiest is to grant permissions to individual users or groups. Here are the steps you need to follow to grant users access:
In Power BI Online, navigate to Workspaces and select the workspace you created previously. Make sure that you select "All" in the working panel submenu. This way you will see the "Report" and the "Dataset" listed in the grid.
Hover on top of the "Report" and a share icon will appear. Clicking on it will show a right slide out form. In this form you can search for users by name or email and share the report with them.
Please note that there are a few checkboxes that give you additional options. Review them carefully as they allow for additional sharing and editing options.
Continue adding users by searching for them by name or email.
Once done, click on the "Share" button.
In a few seconds you will see a confirmation modal mentioning that the report has been shared successfully!
Additional Recommended Reading and Live Dataset Connectivity
We recommend reading the following articles. They explain how to setup a live database connection from Power BI Online to your Ed-Fi ODS SQL Server database.
- Establish a Power BI service live connection to the published dataset
- Connect to on-premises data sources with a Power BI gateway
- Azure SQL Database with DirectQuery
Success! You are Ready to Plan Your Rollout and Production Deployment With Your Team.
At this point you have completed all the steps required to launch your "Assessment Dashboard" with your organization. You are now in a position to:
- Verify functionality and support from key systems
- Explore the dashboard (follow the use cases and guide described in: Assessment Dashboard Walkthrough to help you and your users)
- Understand what resources and technical skills you need to support it
- Test this solution with your key audiences in a pilot (Note: it is recommended to have a small pilot group so that they help by looking at data and provide feedback on the displayed metrics)
- Plan and conduct a production rollout of your solution
Note
Regarding identity mapping, it is important to note that a user's email address in Power BI Online should match the email in your SIS and in the Ed-Fi ODS. This is how the Dashboard matches the user that is logged in to a role in the Ed-Fi ODS.
Use this Setup Guide to install and configure your Assessment solution using test data. At the end of this Setup Guide you'll have a test environment which closely mimics a staging or production environment. This test environment allows your tech team, administrators, and stakeholders to test configuration changes being considered for the production environment without an impact on end-users. It is important to note that this test environment is separate and distinct from the sample environment you accessed during the Quick Start.
This Setup Guide assumes that you have access to a certified Student Information System (SIS), which provides the data to power the dashboard.
The following steps to get this test environment up and running are very similar to the steps for setting up a production or staging environment.
Summary
More information
This Setup Guide builds on core skills and concepts in the Assessment Quick Start. We recommend running that Quick Start before moving on to this more detailed Setup Guide.
Use this Setup Guide to install and configure your Assessment solution using test data. At the end of this Setup Guide you'll have a test environment which closely mimics a staging or production environment. This test environment allows your tech team, administrators, and stakeholders to test configuration changes being considered for the production environment without an impact on end-users. It is important to note that this test environment is separate and distinct from the sample environment you accessed during the Quick Start.
This Setup Guide assumes that you have access to a certified Student Information System (SIS), which provides the data to power the dashboard.
The following steps to get this test environment up and running are very similar to the steps for setting up a production or staging environment.
Summary
More information
This Setup Guide builds on core skills and concepts in the Assessment Quick Start. We recommend running that Quick Start before moving on to this more detailed Setup Guide.
Step 1. Install the Ed-Fi Solution
In this step, you will install the components of the Ed-Fi solution needed for the starter kit. These components are:
- ODS / API for Suite 3 v5.3
- Admin App for Suite 3 v2.3.1
- Analytics Middle Tier (latest version)
Basic Infrastructure and Prerequisites
The list of infrastructure items you need to be successful is provided below.
- Database Server (Windows Server 2016-2019) with the following components installed:
PowerShell 5.0.
.NET Core 3.1 Runtime.
Microsoft SQL Server 2016 or 2017 Standard (or higher)
- Web Server (Windows Server 2016-2019) with the following components installed:
.NET Core 3.1 Hosting Bundle. The .NET Core 3.1 Hosting Bundle is required for running the API on IIS.
Internet Information Services (IIS). IIS is the web server that will run the ODS / API.
For more details on setting up required components and software, refer to Getting Started - Binary Installation information for the ODS / API platform. It is always recommended to follow your institution's best practices for maintenance and backups.
The install process in the next section will automatically configure all required components of IIS.
Install Ed-Fi Solution Components
- Install the ODS / API for Suite 3 v5.3 by following the instructions for installing the ODS / API in Shared Instance mode here. These instructions will also install the Admin App.
- Install the latest version of Analytics Middle Tier by following the AMT Deployment Guide.
Time to complete
Installing the Ed-Fi Solution usually takes a few hours to a day, assuming you have access to the hardware and software prerequisites, and are comfortable working with Windows Server, IIS, and SQL Server.
The time to configure and coordinate data flowing from a certified SIS system typically takes anywhere from a couple of hours to a week or two of calendar time, depending on the type of SIS.
Step 2. Configure your SIS & Assessment Systems and Load Test Data
In this step, you will load test data from your SIS to the Ed-Fi ODS / API for it to be available on the Assessment Power BI Dashboard. This step requires you to have access to a certified Student Information System (SIS) capable of sending data to the Ed-Fi ODS / API.
Add Your Student Information System in the Admin App
Once you have successfully installed the Admin App following the instructions provided above, you can continue to configure Admin App to add your Student Information System (SIS) and Assessment vendors. This configuration will allow those vendors to consume and write student data to the Ed-Fi ODS / API. You can also find instructions for AdminApp configuration at Admin App - Next Steps.
The first time you open Admin App will ask you to register a new user in order to get access to the utility. The user you set up can be used for any future access to the tool. You will also have the opportunity to create additional users later.
In order to register a new user you will need to provide an email address and create a new password.
After this initial one-time set up you will see a screen like the following on your subsequent visits to Admin App. You can start by clicking on the "Global" button within Admin App to configure your Student Information System (SIS).
Click on the "Add Vendor" button within the Vendors tab to add the assessment vendor you will be using with Data Import.
The Namespace prefix should be a URL which includes the domain of the Student Information System (SIS) you are using.
After you fill out the information and click on "Save Changes", you should see the new entry at the bottom of the screen.
Now that the vendor is created, the application needs to be added. Click on the "Define Applications" button to enter the Application menu. Click on Add Application
The application form will describe how the vendor will be used. Here is an example of how to fill out the Education Organization and Claim Set information.
Note: The Claim Set of "SIS Vendor" is a preconfigured claim set designed to allow vendors to load all the student information system related information to the ODS / API.
The next screen will provide you a key and secret to be used with importing data. These values will be required in your data import configuration. Make sure to save this information off somewhere for safekeeping.
Finally, the information of the added application is displayed.
- Once you create an Application in the Admin App, you will store and use the generated "Key" and "Secret" in the next section.
- Note: Treat the Key and Secret as secure information for your organization (because it will control student data exchange from your SIS).
- Store it according to your local IT Security policy. Often this will be in a password keeper app, on a secure file server, or a similar method.
Configure Your Student Information System
Each SIS provider has its own vendor-specific configuration tool as well as steps to connect to the Ed-Fi ODS / API, perform basic data mapping, provide descriptors, and enable you to begin loading data into your ODS / API. You will connect your SIS to your ODS / API using the URL, Key and Secret you generated in the Admin App.
- Verify that your SIS supports Ed-Fi data interoperability, and is certified to use the ODS / API to allow you to use the Assessment Starter Kit: Registry of Ed-Fi Certified Products - Student Information Systems.
- Note: If your SIS is not listed as Ed-Fi certified, use the vendor request form provided to the right. Ed-Fi can help you convey your data requirements to your vendor.
- Verify that your district's SIS version is Ed-Fi certified.
- If you are not running the current certified version of your SIS (or newer), update/upgrade to the certified version of your SIS.
- Submit a technical support ticket to your SIS vendor requesting them to enable the Ed-Fi API client functionality for your district, as well as to provide a product configuration guide.
- Follow your SIS vendor's configuration guide for instructions on how to connect to your ODS / API and load your data.
See the General Reference page for a list of publicly known vendor configuration guides.
Map Your District Codes to the Ed-Fi ODS / API Descriptors
- Once your SIS is configured to connect with the Ed-Fi ODS / API, the next step is to map "code sets" (or descriptors, as they are known in the Ed-Fi data standard) from the data elements and codes used in your district's SIS to those you will use in the Ed-Fi ODS / API. To do this:
- Refer to the SIS vendor configuration guide you used earlier in order to locate and use the data mapping tools in your SIS application.
- Proceed with your SIS vendor's data mapping instructions, referring to their configuration guide and the dependency chart provided above to work through the data mapping and loading in the right sequence.
- In the next step, you will use these descriptors to understand how your data is displayed in the Assessment Dashboard.
- Refer to the Best Practices for Descriptors presentation for more information on how descriptors may be relevant to your use case.
Let the Data Flow From Your SIS Into the Ed-Fi ODS / API
Quick recap:
- Using the Ed-Fi Admin App, you configured your SIS to be able to access the Ed-Fi ODS / API.
- Using the SIS configuration screen for Ed-Fi interoperability, you added the Ed-Fi ODS / API URL, Key and Secret so that it could connect to the API.
- Using the SIS configuration screen for codes and descriptors, you mapped your District's codes to the Ed-Fi Standard Descriptors.
Now you are ready to let the data flow into Ed-Fi. Contact your SIS vendor support team to launch the necessary processes to let the data flow into the Ed-Fi ODS / API.
Note: It is always a good idea to collaborate with your SIS vendor support team so that both of you can monitor any issues preventing data flow from the SIS to the API. Most common issues include network connectivity and data quality.
If you run into any issues that require troubleshooting guidance, please do not hesitate to contact your Ed-Fi Alliance representative via one of the support channels provided in the /wiki/spaces/SK/pages/21992742.
More Information
If your SIS vendor is not Ed-Fi certified use the Vendor Request Form and we can help you make the ask of your vendor to support data interoperability and certify their product.
Need help?
Having difficulty configuring your Assessment vendor or mapping vendor codes? Reach out to an Ed-Fi Alliance representative for assistance.
- Ed-Fi Slack channel #starter-kits
- Open a ticket in Ed-Fi Tracker
Deep dive
For detailed information on the data requirements to be able to power the Assessment Dashboard, see the data loading requirements linked below.
Configure Your Assessment System and Data
Next, you will load test data from your Assessment vendor to the Ed-Fi ODS / API for it to be available on the Assessment Power BI Dashboard. This step requires you to have access to either a certified Assessment Vendor capable of sending data to the Ed-Fi ODS / API or a data export file that can be used with Data Import.
Add Your Assessment Vendor in the Admin App
These steps will walk you through creating a assessment vendor in Admin App and allowing that vendor to access your ODS / API's API. This security and configuration is needed for the assessment vendor's API to be allowed to upload your assessment data. You can start by clicking on the "Global" button within Admin App.
Click on the "Add Vendor" button within the Vendors tab to add the assessment vendor.
The namespace prefix field you must indicate the domain that your assessment vendor uses. For example "uri: //www.curriculumassociates.com" would be used for districts using i-Ready. You will want to set the appropriate domain for the assessment vendor you are using.
After you fill out the information and click on "Save Changes", you should see the new entry at the bottom of the screen.
Now that the vendor is created, the application needs to be added. Click on the "Define Applications" button to enter the Application menu. Click on Add Application
The application form will describe how the vendor will be used. Here is an example of how to fill out the Education Organization and Claim Set information.
Note: The Claim Set of "Assessment Vendor" is a preconfigured claim set designed to allow vendors to load assessment information to the ODS / API.
The next screen will provide you a key and secret to be used with your vendors API. You will share this information with your assessment vendor so they can connect their API to your ODS / API. Make sure to save this information off somewhere for safekeeping.
Finally, the information of the added application is displayed.
Configure Your Assessment Vendor
Each Assessment vendor has its own vendor-specific configuration tool as well as steps to connect to the Ed-Fi ODS / API, perform basic data mapping, provide descriptors, and enable you to begin loading data into your ODS / API. You will connect your vendor's software to your ODS / API using the URL, Key and Secret you generated in the Admin App.
- Verify that your assessment vendor supports Ed-Fi data interoperability, and is certified to use the ODS / API to allow you to use the Assessment Starter Kit: Registry of Ed-Fi Certified Products - Assessment Vendors.
- Note: If your assessment vendor is not listed as Ed-Fi certified, use the vendor request form provided to the right and switch to the data import steps. Ed-Fi can help you convey your data requirements to your vendor.
- Submit a technical support ticket to your Assessment vendor requesting them to enable the Ed-Fi API client functionality for your district, as well as to provide a product configuration guide.
- Follow your Assessment vendor's configuration guide for instructions on how to connect to your ODS / API and load your data.
Map Your Assessment Codes to the Ed-Fi ODS / API Descriptors
- Once your Assessment Vendor is configured to connect with the Ed-Fi ODS / API, the next step is to map "code sets" (or descriptors, as they are known in the Ed-Fi data standard) from the data elements and codes used in your vendor's assessment results to those you will use in the Ed-Fi ODS / API.
- In the next step, you will use these descriptors to understand how your data is displayed in the Assessment Dashboard.
- Refer to the Best Practices for Descriptors presentation for more information on how descriptors may be relevant to your use case.
Let the Data Flow From Your Assessment Vendor Into the Ed-Fi ODS / API
Quick recap:
- Using the Ed-Fi Admin App, you configured your assessment vendor to be able to access the Ed-Fi ODS / API.
- Using the Assessment vendor's configuration screen for Ed-Fi interoperability, you added the Ed-Fi ODS / API URL, Key and Secret so that it could connect to the API.
- Using the Assessment vendor's configuration screen for codes and descriptors, you mapped your Assessment codes to the Ed-Fi Standard Descriptors.
Now you are ready to let the data flow into Ed-Fi. Contact your assessment vendor support team to launch the necessary processes to let the data flow into the Ed-Fi ODS / API.
Note: It is always a good idea to collaborate with your assessment vendor support team so that both of you can monitor any issues preventing data flow from the SIS to the API. Most common issues include network connectivity and data quality.
The Data Import tool is used for loading export files (typically in CSV format) generated by the assessment vendor portal or one of their automated services. There are 5 steps to load this assessment data to the ODS:
- Create the App using Admin App
- Configure the Import Configuration
- Import the template
- Upload the file
- Execute the Data Import
Note: Data Import uses the ODS / API to load the assessment data.
Continuously loading data via Data Import to maintain "live" data requires an automated data feed from the assessment vendor and additional scheduling steps which are not included here.
Add Your Assessment Vendor in the Admin App
These steps will walk you through creating a assessment vendor in Admin App and allowing that vendor to access your ODS / API's API through the Data Import tool. This security and configuration is needed for the assessment vendor's to upload your students' assessment data files. You can start by clicking on the "Global" button within Admin App.
Click on the "Add Vendor" button within the Vendors tab to add the assessment vendor.
The namespace prefix field you must indicate the domain that your assessment vendor uses. For example "uri: //www.curriculumassociates.com" would be used for districts using i-Ready. You will want to set the appropriate domain for the assessment vendor you are using.
After you fill out the information and click on "Save Changes", you should see the new entry at the bottom of the screen.
Now that the vendor is created, the application needs to be added. Click on the "Define Applications" button to enter the Application menu. Click on Add Application
The application form will describe how the vendor will be used. Here is an example of how to fill out the Education Organization and Claim Set information.
Note: The expanded Claim Set of "SIS Vendor" is needed for Data Import to work against the ODS / API. This is a preconfigured claim set.
The next screen will provide you a key and secret to be used with importing data. These values will be required in your data import configuration. Make sure to save this information off somewhere for safekeeping.
Finally, the information of the added application is displayed.
Configure the API in Data Import
The first time you log in to you Data Import application you will see a log in screen. You will need to create a user for this site by clicking on the register link.
Enter an email address and password to get access to data import.
Now you can log in to the Data Import application. Under the Admin tab, select the "Configuration" menu item. This is where you will configure Data Import to access the ODS / API.
Enter the API data and then the key and secret generated in the previous Admin App configuration step. Test the connection and confirm appropriate credentials. Click on Save Changes. The API Connection Name should match the name used in Admin App.
The new connection should appear in the API Connections list.
Go back to the Configuration menu item in the Admin dropdown to configure Admin App for template sharing service. Template sharing is a way to re-use existing assessment vendor templates. In the configuration page, click on Authorize to add the API key and secret. You can request a key and secret here if you do not already have one.
Finally, click on the 'Update Configuration' button to save your changes.
Import the Template in Data Import
In this example, we will use the i-Ready template to describe how the data file is formatted. To start, click on the Admin menu and select "Template Sharing".
In "Template Sharing", search for your template. Here we are searching for I-Ready's template that supports the Suite 3 ODS. You can do this by searching for "I-Ready" in the template name and then clicking on the "Filter" button. You can see the Suite 3 template found in the top of the search results. Click on the View link to continue.
At the bottom of the template, you can click on the "Import Template" button to use the pre-configured template for your assessment vendor.
The next step is to add the agents. This option is under the Agents Menu item inside of Configure.
Click on "Add Agent".
First, we create the ELA Agent. In the API connection, we select the connection that we created for the assessment vendor. Make sure the Agent's "Enabled" is selected. In Add Data Map field select "CA-iREADY_ELA" and click on Add Map.
In Bootstraps, select all bootstraps except CA-IREADY_Assessment_MATH. Finally, click on 'Save Agent'.
Now, we need an i-Ready Math Agent. Click on 'Add Agent' and fill the fields. In 'Add Data Map' select "CA-IREADY-MATH". In Bootstraps, select all bootstraps except "CA-IREADY_Assessment_ELA". Finally, click on 'Save Agent'.
The two agents created should be displayed in the list now.
Upload a File to Data Import
With the Data Import completed, click on Agents in the Configure dropdown. On the iReadyELA Source line, click the Upload icon under Actions.
For ELA we are going to load the sample data file found in the Quick Start VM
C:\Ed-Fi\SampleData\i-Ready\new_comprehensive_student_diagnostic_activity_ela.csv
The agent will show that a file is uploaded in the "Files" column.
We can also load sample data For Math by selecting upload for iReadyMath. The sample data file can be located in the Quick Starter VM
C:\Ed-Fi\SampleData\i-Ready\new_comprehensive_student_diagnostic_activity_math.csv.
Data Import: Execute Data Import
When the configuration is completed and the data files are loaded, import the data in: c:\inetpub\wwwroot\Ed-Fi\Data Import\DataImport.Server.TransformLoad
Run the DataImport.Server.TransformLoad.exe executable
A successful executable file should look like this:
You can check the Data Import upload status in the Activity dropdown. The summary information will show you how many records were found in each Data Import.
You can also query the Assessment table in Ed-Fi ODS to verify that it returns data related to your most recent import.
If you run into any issues that require troubleshooting guidance, please do not hesitate to contact your Ed-Fi Alliance representative via one of the support channels provided in the /wiki/spaces/SK/pages/21992742.
Step 3. Install and Test the Assessment Dashboard
In this step, you'll install Power BI prerequisites, as well as download and run the Assessment Dashboards.
Prerequisites
- At this point, you should have an operational Ed-Fi ODS / API with data flowing from your SIS.
- Additionally, you should have installed the AMT views on your ODS database.
- You will also need a machine that has access to the ODS database and has Power BI Desktop installed.
Install Power BI Desktop
The Assessment Dashboard was built with Microsoft's Power BI Desktop application.
To run the dashboard you will need a machine with:
- Access to the database server where you installed the Ed-Fi ODS database
- Power BI Desktop that can be downloaded at this link: https://powerbi.microsoft.com/en-us/downloads/
Download and Configure the Assessment Dashboard
The latest version of the Assessment Power BI Dashboard file is located in a GitHub repository.
Use the machine that has Power BI and create the following folder structure: C:\Ed-Fi\QuickStarts\Assessment\.
Save this file onto that location by clicking this link: https://github.com/Ed-Fi-Alliance-OSS/Ed-Fi-Starter-Kit-Assessments/raw/main/AssessmentModels/Assessment+Starter+Kit.pbix.
Once the download completes, navigate to the folder where you downloaded the file and double-click it. This should open Power BI and load the Assessment Dashboard as depicted below:
The data that is pre-populated is the sample "Grand Bend ISD" populated template.
To connect to your Ed-Fi ODS, use the top menu and navigate to Home and then Transform Data. Click the dropdown arrow and select "Data source settings".
When the modal opens click on the "Change Source..." button.
A second modal will popup with inputs to configure your SQL Server server connection. Use the IP address or the hostname of the server that contains the database. Then input the name of your Ed-Fi ODS database. Usually the name of your database will be Ed-Fi_ODS.
Depending on your organization's security configuration, you may use integrated or SQL server security.
Once you click ‘OK’, you will see SQL statements. Click ‘OK or ‘Run’
Additionally, it might show you the following screen:
This is where you can switch from Windows Integrated Security to MsSQL security if you desire.
Proceed to click on connect and accept the defaults.
You will see a screen that will load data from your ODS like the one below. Note that it might take a minute or two to finish loading. This depends on the amount of data and students you have in your Ed-Fi ODS.
Once it loads, the Assessment Dashboard will display your data.
If you haven't already, visit the Assessment Dashboard Walkthrough to learn more about how to use the Assessment Dashboard.
Step 4. Publish the Assessment Dashboard and Plan Your Rollout
The final step is to publish the Assessment Dashboards to Power BI Online. This release is targeted to your internal test users, allowing them to log in, view, use, and test the data visualizations. At the end of this step, you will be able to plan your rollout and deployment.
Basic Power BI Online Setup
We will guide you through some of the basics around Power BI Online.
For this dashboard to work you will need:
- A subscription to Power BI Online
- A few users created in Office 365
- A Workspace to be able to publish the dashboard
Creating Users in Power BI Online
If you already have users created in your Power BI account you can skip to the next section.
To create users follow these simple steps:
- Login to Power BI Online
- Click on the menu on the top left of the screen and select as depicted below.
- This will open the 365 admin center. From here click on button indicated on the image below.
- This will open a modal window that will allow you to add a user. Follow the instruction on that modal to create a user.
- It is important to note that the user's email address in Power BI should be the same as the ones in you SIS and in the Ed-Fi ODS. This is how we match the user that is logged in with a role in the Ed-Fi ODS.
- You can repeat this process to add all the users that will be accessing the Assessment Dashboard on Power BI
Creating a Workspace to Hold the Dashboard
Back on the main screen of Power BI Online, click on the menu icon and then on the "Workspaces" subsection, which expands a side modal. At the bottom, click on the "Create a workspace" button to toggle a slide-out form on the right. This slide out form allows you to create and name the workspace. For this demo we named it "Ed-Fi Demonstration Workspace".
At this point you are done with this step.
Publishing the Dashboard
Open Power BI Desktop and Sign in with the account that has access to publish to Power BI online.
Proceed to locate and click on the "Home → Publish" menu entry as depicted below.
This will open a modal popup window. Select the workspace you created in the section above and click on the "Select" button.
In a few seconds you will see the modal popup indicating that it is publishing. When complete you will see a "Success!" message.
To confirm, we recommend that you login to Power BI Online and ensure you can see the Dashboard.
To do this, open your favorite browser and navigate to https://powerbi.microsoft.com/ and login.
Click on your workspace and you should see the "AssessmentDashboard" in the list.
Enabling Security on the Report
The report comes configured with a "Dynamic Security Role". To enable it in Power BI Online, follow these steps:
Open your browser and navigate to Power BI Online. Then proceed to open the workspace where you published the "Assessment Dashboard" report. Ensure that the "All" submenu has been selected, and click on the context menu for the row showing the "Dataset". In the context menu select the security option.
In the Row-Level Security page, ensure you click the "Dynamic Role." Then add either a role or an individual user who will be able to view the report.
Click on the "Save" button once you are done adding groups or users to the members section .
To test the security, hover over the "Dynamic Role" and click on the context menu then select "Test as role"
This will load the report and you should see the widgets show blank data as the user you are using will most likely not be part of the security.
On the top blue menu, click on "Now viewing as: Dynamic Role" and enter the email of a previously configured user. In this case, we are going to use David Wilson who is a District Superintendent for Grand Bend ISD. This is our sample data set. The report will show data specific to that user profile.
Explore by impersonating other users.
Here is a screenshot impersonating Alicia Cameron who is a principal at Grand Bend High.
As you can see, this user's widget numbers are reduced as she can only see students associated at the high school level.
When an actual user logs in, the data will be filtered specifically to that user’s profile.
Inviting & Sharing the Workspace With Users
There are a few ways you can allow users to see the dashboard you previously published to Power BI Online. The easiest is to grant permissions to individual users or groups. Here are the steps you need to follow to grant users access:
In Power BI Online, navigate to Workspaces and select the workspace you created previously. Make sure that you select "All" in the working panel submenu. This way you will see the "Report" and the "Dataset" listed in the grid.
Hover on top of the "Report" and a share icon will appear. Clicking on it will show a right slide out form. In this form you can search for users by name or email and share the report with them.
Please note that there are a few checkboxes that give you additional options. Review them carefully as they allow for additional sharing and editing options.
Continue adding users by searching for them by name or email.
Once done, click on the "Share" button.
In a few seconds you will see a confirmation modal mentioning that the report has been shared successfully!
Additional Recommended Reading and Live Dataset Connectivity
We recommend reading the following articles. They explain how to setup a live database connection from Power BI Online to your Ed-Fi ODS SQL Server database.
- Establish a Power BI service live connection to the published dataset
- Connect to on-premises data sources with a Power BI gateway
- Azure SQL Database with DirectQuery
Success! You are Ready to Plan Your Rollout and Production Deployment With Your Team.
At this point you have completed all the steps required to launch your "Assessment Dashboard" with your organization. You are now in a position to:
- Verify functionality and support from key systems
- Explore the dashboard (follow the use cases and guide described in: Assessment Dashboard Walkthrough to help you and your users)
- Understand what resources and technical skills you need to support it
- Test this solution with your key audiences in a pilot (Note: it is recommended to have a small pilot group so that they help by looking at data and provide feedback on the displayed metrics)
- Plan and conduct a production rollout of your solution
Note
Regarding identity mapping, it is important to note that a user's email address in Power BI Online should match the email in your SIS and in the Ed-Fi ODS. This is how the Dashboard matches the user that is logged in to a role in the Ed-Fi ODS.
Use this Setup Guide to install and configure your Assessment solution using test data. At the end of this Setup Guide you'll have a test environment which closely mimics a staging or production environment. This test environment allows your tech team, administrators, and stakeholders to test configuration changes being considered for the production environment without an impact on end-users. It is important to note that this test environment is separate and distinct from the sample environment you accessed during the Quick Start.
This Setup Guide assumes that you have access to a certified Student Information System (SIS), which provides the data to power the dashboard.
The following steps to get this test environment up and running are very similar to the steps for setting up a production or staging environment.
Summary
More information
This Setup Guide builds on core skills and concepts in the Assessment Quick Start. We recommend running that Quick Start before moving on to this more detailed Setup Guide.