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Automating Student Course Profile & Student Record Report Uploads to GaDOE

Automating Student Course Profile & Student Record Report Uploads to GaDOE. Chris A. McManigal Camden County Schools Kingsland, GA. GaETC App. Session Evaluation. Vendors. Please make sure to visit the Vendors Room in Kenyan ½ Vendors will be here all day Tuesday. Overview.

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Automating Student Course Profile & Student Record Report Uploads to GaDOE

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  1. Automating Student Course Profile & Student Record Report Uploads to GaDOE Chris A. McManigal Camden County Schools Kingsland, GA

  2. GaETC App

  3. Session Evaluation

  4. Vendors • Please make sure to visit the Vendors Room in Kenyan ½ • Vendors will be here all day Tuesday

  5. Overview • Documentation and other info required • PowerSchool report setup • FTP setup • FTP scheduling • But wait!! I’m hosted!! • Q & A

  6. Needed before upload • Documentation • FTP Client Installation Manual (v3_09-25) • Information from GaDOE • GaDOEcontact: Margaret Samuel (msamuel@doe.k12.ga.us) • District UserId • Public key file (The Public Key will have a .pub file extension.) • Private key file (The Private Key will have a .key file extension.) • Private key password will be sent to you • FTP Voyager • https://sldsfun.gadoe.org/FTP_Voyager.zip

  7. PS report setup • Prior to automating the reports, create a data folder on the PS database server • CCS created a folder structure on the PS database server as follows: • e.g., <DB server>\<drive>\powerschool_ftp\data\ • Hosted systems will need to create this folder on the server from which you intend to FTP the files • Both reports must be started with the file path entered in the setup screen • Make sure to click the box to the right of the path to save it as the default

  8. Sample SCP setup

  9. Sample SR setup

  10. Scheduling a report • After the report runs in the queue, click the report name

  11. Scheduling a report (cont.) • Schedule the report to Run Nightly, click “Run job again?”, and click Submit

  12. Scheduling a report (cont.) • Once returned to the queue, click the report name again, select Execute Nightly, and click Submit

  13. Scheduling Notes • Repeat the same process for the other report • The reports will run nightly at midnight • After the first night, check the folder you created to ensure the process completed as expected • IMPORTANT: any time a PowerSchool update is applied, you will have to repeat this scheduling process for both reports

  14. FTP Voyager Install • Pages 4-12 of manual • In brief: • Extract downloaded FTP_Voyager.zip file • Launch FTPVoyagerSetup.exe file • Select install option such as location, icons, etc., and install • If asked, exclude from firewall • Finish the install by launching FTP Voyager Startup Wizard • Select Full Mode • Select Passive Mode • Close FTP Voyager

  15. Apply License File • Page 13 of manual • Locate the FTP_Voyager.reg file in the same folder as the setup executable • Run this file to add license information to the system registry

  16. Configure for your district • Pages 13-19 of manual • Note: this part of the setup requires the key files and password from GaDOE • In brief: • Launch FTP Voyager • Create a new site with district number as the site’s name • Configure connection options as well as security options • Set up SSH options using two keys: • Private Key (pXXXsftp.key) • Public Key (pXXXsftp.pub)

  17. Connecting to FTP site • Pages 20-24 of manual • Start FTP Voyager • Select site (named with District number)and click Connect • Remote directory and files, local directory and files, connection status, and upload status are visible • Can drag and drop from this screen to perform manual uploads

  18. Folder Creation • Page 25 of manual • Two separate folders must be created: SCP and SR • Use the New Dir button to create them

  19. FTP Voyager Scheduler • Pages 26-35 of manual • Used to schedule uploads to GaDOE • In brief: • From within FTP Voyager, open FTP Voyager Scheduler • Under View  Options, set up scheduler to run as a service • Create a new task using your district number as the site • Select the frequency and time, and save • Create the jobs to “MOVE UP” SCP and SR files

  20. Sample Scheduled Task

  21. Sample SCP Action

  22. Sample SR Action

  23. Notes • Nightly PowerSchool reports are run at 12:00 AM • GaDOE picks up files from ftp folders just before 2:00 AM for processing • I chose to schedule ftp at 1:00 AM • GaDOE sends an email nightly for each file you upload stating whether validation was successful

  24. Hosted System • All but one step can be automated • Hosted systems can: • Set up nightly running of the two reports • Set up nightly FTP transfer of files to DOE • Pearson and GaDOE are supposed to be working on a REAL solution

  25. Q & A

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