Focus School Software offers a streamlined solution for importing student test scores, featuring customization options and the ability to complete a series of required and optional steps for data integration into the system. This process accommodates various test types, formats, and other specific characteristics through a single file upload function within the Imports module.
In this article, we will systematically outline each step and furnish supplementary information to facilitate the successful addition of student test scores into the Focus School Software system.
Depending on the file specifications and the data to be imported, there will be various setting combinations available for selection. Additionally, a single file may support multiple valid setting combinations to input data into the system and yield identical results. On the other hand, not all files can be imported successfully using settings that have been applied to other test score files.
Therefore, it is crucial to analyze the format and structure of each file before initiating the import process and understand its contents. To aid in this analysis, Focus School Software offers a suite of features within its streamlined process, comprised of six primary steps outlined below:
- Selecting a File Source
- Selecting the File Format
- Differentiate between Delimited and Fixed-width files
- Selecting the Import Tool(s)
- Import File Settings
- Standardized Test (optional)
- File Parser (optional)
- Score Layout
- Student Match (optional)
- Create Table from File (optional)
- Import File Settings
- Creating a Mapping Template
- Running Validation
- Import the data
Settings and data previews are consistently accessible at each step to ensure informed decision-making throughout the entirety of the import process.
This is your initial step to start any Test History import process. Choose a file either from your local device or one stored within the designated Focus School Software server directory.
This module is compatible with delimited text files (using comma, tab, or single pipe as a delimiter character) as well as fixed-width text files, all of which must be UTF-8 encoded.
For optimal performance when working with large datasets and to avoid system lag, it is recommended that you first upload the file to the designated server location. Subsequently, return to the Imports module to make the appropriate File Source selection.
This next step is crucial as it provides the process detailed insights into your file's contents. For instance, you can identify and designate whether a header row is present in your file as well as specify the format (delimited or fixed-width) in which the dataset is presented. Refer to the Preview section cues that are available in this step to aid in making the appropriate selections.
It is important to note that when dealing with a Fixed-Width file, additional settings must be inputted by clicking the Field Positions button.
For comprehensive guidance on completing those settings, please consult our File Converter documentation.
Now that the process has successfully interpreted the file contents, the next step involves specifying actions to be taken with the data. Within this step, three separate tools are available, capable of functioning in tandem and in any ordered sequence. It's worth noting that not all three of these tools need to be utilized for every data import, however, when the goal is to import data into the Focus database, you will always need to at least select the Import File option. The final combination and sequence of options will vary based on the specific requirements of each import.
Please be aware that the availability of these options is customizable, which means that depending on your system's configuration they can be hidden from view. If certain options are not accessible, contact your system administrator for further assistance.
Import File Settings
This option is essential for proceeding with the import of test scores. Here, you'll define the import tool and method, select the standardized test from those available in the test setup, specify parsing preferences, and indicate the score layout type.
For importing test scores, choose the Test History option from the Import Tool pull-down. This action will automatically reveal additional settings relevant to this process.
Only when a Standardized Test is selected does the Scores Layout setting default to the most commonly used option. On the other hand, not selecting a Standardized Test will limit the Scores Layout setting to only two options. Regardless, these settings can still be adjusted as needed, as each different option is what will determine which fields become available in the Mapping Template screen.
See Scores Layout Import Setting for more details.
Note that only the Import Tool, Import Method, and Scores Layout settings are required, however, consider the following:
- The Standardized Test setting can remain blank, in which case separate Test ID and Part ID columns will be required in your data file for proper validation. The blank option is particularly useful when multiple tests are included in the same import file. Although it's possible to import the data without selecting a Standardized Test option, it is highly recommended to specify a test when known.
- The Parse File setting can be left unchecked unless required for some specific cases, such as with the AP Test scores file, or when parsing is necessary for other purposes. Parsing logic is customizable and serves actions like restructuring, filtering, or transforming data prior to importing it, however, it remains optional.
- The Import Specific Rows setting should remain unchecked unless utilized for troubleshooting purposes.
For comprehensive details regarding each setting within this view, please consult our Import File (Settings) documentation.
See Parse File Import Setting for more details.
Additionally, you may select which fields to use as import keys or which conversion options to reference for data elements like Test, Test Part or Student ID. These are advanced features that may require additional configuration. For further information, please review our Import Key Application documentation and Conversion Fields documentation.
Student Match
This is a tool designed for data preparation purposes, which, utilizing specific values such as the student's first name, last name, and birthday provided in the source file, runs a process to locate Focus Student IDs by matching these values against existing records in your database.
The identified Focus IDs are then stored in a STUDENT_ID column that's integrated into your uploaded data, which can subsequently be mapped to the "Student ID" destination field during the Mapping Template step.
For additional details about this process and other specifications, please refer to our Student Match documentation.
It is important to note that this step is optional and should only be executed if the file does not include at least one unique student identifier column that can be linked back to students in your system. If a unique identifier already exist within your data, it's advisable to designate a specific Conversion Field for the "Student ID" data element instead.
See The Advantage of Conversion Fields for Importing Test Scores document for more information.
Create Table from File
This is an additional tool that can be utilized to store the original contents of your file in a staging or temporary table and subsequently run queries against it once the process has been successfully completed.
This feature is always optional and serves as a valuable resource for data verification purposes.
For more details please see our Create Table from File documentation.
Once all additional data input and/or file structure modifications have been finalized, it's time to specify the location for this data within the system. In this interface, you'll establish a one-to-one association between each column from your latest source data and the destination columns in the database tables.
Please be aware that depending on the types of data transformations performed (e.g., data originated from a fixed-width file, and/or data that has been parsed, and/or data that ran through the Student Match process), the Column Order and titles under File Column may differ from those in your original file.
Furthermore, the options available for Mapped Field can vary based on the settings previously selected in Import File Settings for Score Layout"or Conversion Fields. If incorrect mapping fields appear or different mapping fields are required, consider revisiting the previous Select Tool step to adjust the Import File settings and then return to the mapping screen to confirm that the expected Mapped Field options are now available.
For additional information on mapping template features accessible in this interface, please consult our Templates documentation.
It is now time to verify that all provided data aligns with existing values in the system, has the correct format, or is otherwise not ready to get imported. The Validation step provides essential information for reviewing pre-import results.
The statistics presented on this screen aid in decision-making regarding whether additional data modifications are necessary or if system adjustments are required to facilitate the import of the entire dataset.
When errors are detected, you can click to expand the highlighted error(s) and obtain more detailed information about the data values that failed validation.
In addition, a rejections table is provided to easily identify data issues without having to go back and access your original data file. You can utilize filters to pinpoint rejected values and gather more information about the data record to identify other potential issues. Optionally, download a copy of these rejected records into a file to further assist with troubleshooting.
Upon identifying issues, two scenarios may arise:
- If data corrections are made directly in the system and no changes are needed to the original data, return to the pending import and re-run validation to obtain the latest validation statistics.
- If data corrections require modifications to the original import file, cancel the current import and initiate a new one with all the necessary settings.
Once corrections have been applied and the file contains sufficient valid data, proceed by clicking the Import button. Importing data is possible even when records are listed as rejected, but only the valid records will be imported into the system, while invalid records will be disregarded.
Congratulations! You've now reached the final step of the import process, where all valid data has been successfully committed and is readily accessible in your system for end-users to access. Once again, statistics are provided to facilitate a final review of the import process.
While all previously described settings and system configuration options are intended to work in conjunction for the sole purpose of importing student test scores into the system, the combination of these options may vary depending on the file uploaded during the initial step of the process. Therefore, it is advisable to define goals based on the nature of the source data, whether it's produced in-house or by a third-party system. This ensures appropriate choices are made and standard import procedures are established.
For additional information on all available settings and features for importing data, please refer to our Imports module documentation.