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March '12 Processing Setup & Outline


These instructions were specific to FY12 handling of the GV Source files provided by ODE. For FY13 and beyond, please refer to the FY13 - FY15 March (D) CTE Followup Processing information.

This document outlines the processing steps necessary to update ODE's GV Source file to include student names. Districts may use EMISFFE, or a third-party application, to update the GV records for March reporting to ODE. The FY12 March data will be reported to ODE using the EMIS-R Data Collector.


The contents of this document are intended for use as reference for ITC staff members, the contents are not intended for use by the general end-user population

  1. Create a March '12 database for each district that receives GV data from ODE. There are no files required in the database, just create an empty directory.

    For any ITC's that do not  utilize the EMIS_ROOT logical or for sites that do not use the 'yyp' (11N, 12K, 12D) naming convention for their districts EMIS databases:
    The EMSSFS.IDX and EMSSTU.IDX files from 11N will need to be copied into the March '12 database with the filenames EMSSFS_11N.IDX and EMSSTU_11N.IDX

  2. ITC's must update their OECN$EMIS_DBS.DAT to include 12D. This file is found in OECN$CUSTOM.

  3. ITC's will be responsible for retrieving the zipped GV files from the ODE secure site as any other files would be copied from this location.

  4. Retrieve and unzip the files leaving them in OECN$ODE_HQ

    SSDT recommends that the Alpha UNZIP utility be used to unzip the GV data file. Failure to do so may result in formatting issues with the extracted files. Improperly formatted files will cause the GV load procedure to fail.

    UNZIP –jo yyyymmdd_ITC.ZIP

    1. Ensure the procedure is being executed from OECN$EMIS_12. Executing a prior year procedure will result in error.
    2. This SSDT provided procedure will place a GV data file in the 12D database for each district ODE supplies a file for. The naming convention of the file will be DMSVSE_xxxxxx.SEQ. The 'xxxxxx' represents the districts IRN.
    3. The student name will be included by reading the 11N database for the district. If the student name can not be determined, the name is left blank in the resulting flat file. The local EMIS ID is not added to DMSVSE_xxxxxx.SEQ file. ODE supplies the SSID for the student ID element.
    4. EMSLDGV.TXT is an error report for the load procedure and may be found in the 12D database.

  6. The DMSVSE_xxxxxx.SEQ file for each district may then be uploaded into EMISFFE using the import option. This may require an FTP process to a PC. The process of moving the file will be determined by each ITC.
    1. When using an FTP process the file must be transferred in an ASCII format with trailing spaces not truncated.
    2. For those using the Reflections FTP utility, the default setting when transferring ASCII files is to delete trailing spaces. This setting will need to be unchecked so that trailing spaces are NOT deleted during the FTP process.

  7. Districts may make required updates to the GV records using EMISFFE.

  8. Districts may add any needed FA records into EMISFFE.
    1. FA records will need to be added using the SSID for the Student Id element to coincide with the Student Id element on the GV record.

  9. When all updates are complete, the Export option of EMISFFE should be used to extract the submission file for EMIS reporting through EMIS-R. When selecting March reporting from the Extraction page, the GV and FA record types are auto selected. No other record types are reported for March reporting. By default, the file will be named xxxxxx_FFE.SEQ. The 'xxxxxx' represents the district's IRN. Districts do have the option of using a different file name if so desired.

  10. The extracted data may then be uploaded to the Data Collector for processing.
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