MCPS_IDMS_to_Oracle_Conversion

Montgomery County Public Schools
IDMS to Oracle Conversion
Prepared For:
Student Systems
Division of Applications Development
Office of Global Access Technology
Montgomery County Public Schools
Prepared by:
David G. Peterson
Paragon Consulting Services, and
Computer Associates

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DMS_To_Oracle_ConversionMCPS IDMS to Oracle Conversion.doc
Table of Contents
Overview.................................................................................................................................... 1
Administrative Reports............................................................................................................. 1
Administrative Reports - Current Processing......................................................................... 1
Administrative Reports - Interim Processing.......................................................................... 1
Administrative Reports - Legacy Extract Upload to Oracle .................................................. 2
Administrative Reports - Reports Generation ...................................................................... 2
Administrative Reports - Future Processing........................................................................... 3
Department of Reporting & Regulatory Accountability (DRRA) ................................................ 3
DRRA Enrollment - Current Processing................................................................................. 4
DRRA Enrollment - Interim Processing.................................................................................. 4
DRRA Enrollment – Reports Generation ............................................................................... 4
DRRA Enrollment - Future Processing .................................................................................. 5
Department of Special Education............................................................................................. 5
Special Education - Current Processing ................................................................................ 5
Special Education - Interim Processing ................................................................................. 6
Special Education – Reports Generation............................................................................... 6
Special Education - Future Processing.................................................................................. 7

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Overview
The Montgomery County Public Schools (MCPS) is in the process of converting their Student
Systems from a legacy mainframe IDMS database to a client-server Oracle database. When
this conversion is completed, all Student Systems processing will be performed in a client-
server environment. As existing applications within the Legacy environment are identified, they
will be converted to the new client-server environment. For each application transitioning from
the Legacy environment, specifications will be developed to ensure all required functionality in
the new environment. The MCPS Student Systems support the information needs of the entire
MCPS community; including all schools, operational offices, and departments.
The applications identified to date include:
• Administrative Reports
• Department of Reporting & Regulatory Accountability (DRRA) Enrollment
• Special Education
Administrative Reports
The MCPS Student Systems support the production of the Administrative Reports which are
used to monitor and record a student’s progress during the school year, and are produced at the
end of each marking period, or on demand as requested by the schools.
Administrative Reports - Current Processing
Administrative Reports are currently run from an extract of the IDMS Student Database on a
scheduled basis corresponding to the end of a marking period, semester, or school year. This
extract is a two (2) step process that compiles all available student data into a flat file format.
This file is then used as the input to the Administrative Reports.
Administrative Reports - Interim Processing
During the transition to a complete client-server environment for the MCPS Student Systems,
the Administrative Reports extract will be uploaded to Oracle database tables designed to
facilitate the Administrative Reports processing in the client-server environment. These
database tables will contain all data from the Extract file that is required for report generation.
At a high level, these tables will contain the following data:
• Student Demographic data by Marking Period
• Student Course data by Marking Period
The use of a Marking Period as a key to these tables will provide the user community with the
flexibility to view Student data for potentially any time period. The user community will be able
to generate Administrative Reports at the end of a Marking Period, or on demand as needed.

The MCPS Administrative Reports Interim processing will consist of two (2) phases. These
phases are listed below:
• Administrative Extract Upload to Oracle
• Administrative Reports Generation
The Administrative Reports will provide for the batch production of reports for all schools; or
online viewing for one (1) school, with a hardcopy print option.
Administrative Reports - Legacy Extract Upload to Oracle
This process will upload the Administrative Extract file from the mainframe environment to the
Student Oracle database in the client-server environment. This process may be run after the
Administrative Reports Extract processing from the legacy IDMS database has been completed.
Administrative Reports - Reports Generation
This process will be available to the MCPS user community once the Administrative Extract
Upload to the Student database has been completed. For all users, the following selection
criteria are applicable:
• School selection is based upon the user’s Sign-on ID, and limits available data to only
data for that school
• All selection parameters (and associated validation) will be available via drop-down
boxes in the online display. The baseline selections offered to the user will be:
o School List (valid MCPS Schools)
o Grade level (valid grades will be 6 – 12)
o Marking Period
• Each Administrative Report may have other selection criteria
The current reports that comprise the Administrative Reports function are listed below:
• Improvement/Decline Reports
• Honor Roll – Excluding Selective Marks
• Honor Roll – Including Selective Marks
• Report of Students with Marks of ‘M’, ‘N’, or ‘I’
• Report of Students with Mark of ‘LC’
• Report of Students with Mark of ‘CR’
• Report of Students with Mark of ‘NC’
• Report of Students with Marks Deviation of >= 2.0
• Labels (PUPIL DATA SYSTEM Labels)
• Marks Distribution – Current Marking Period
• Marks Distribution – Exam-Final Mark
• Failure List
• Students with Failing Marks
• Student Grade Verification List
• List of Students with no Home Address

• List of Students with Forced Final Marks Deviation >= 2.0
• Ineligible List
• Students in Honors Classes by Ethnic Grouping
Other reports may be required in the future based on the needs of both the MCPS
administration, and the MCPS user community.
Administrative Reports - Future Processing
After the final transition to a complete client-server environment for the MCPS Student Systems,
the Administrative Reports will be produced directly from the Oracle database tables designed
to facilitate the Administrative Reports processing in the client-server environment. It is
envisioned that all the functionality of the interim processing solution will be carried forward, and
that any enhancements required by the user community will be incorporated.
Department of Reporting & Regulatory Accountability (DRRA)
The MCPS Student Systems also support the Department of Reporting & Regulatory
Accountability (DRRA). The mission of the DRRA is to provide timely information for informal
and formal decision-making that supports continuous improvement of efficient and effective
delivery of both academic and operational services. The DRRA is comprised of the following
units:
• Applied Research
• Internal Audit
• Policy & Procedures
• Program Evaluation
• Quality Assurance & Compliance
• Testing
The DRRA performs three primary services: planning, measurement, and quality control. The
following goals were established to ensure that the mission of DRRA is met.
• To develop and improve standard operating procedures and processes;
• To manage requests and to respond to system-wide needs for decision-making;
• To increase information literacy and utilization through knowledge management;
• To analyze the use of resources, operational functions, implementation of educational
programs, and the impact on student success
The DRRA is developing an information sharing, performance measurement system called the
System of Shared Accountability (SSA). The system includes measures of a school’s academic
performance and learning environment. The learning environment is measured by a series of
surveys of school environment. It will enable students, families, school staff, central office staff,
and the community to monitor school performance and to collaborate on improving results.

DRRA Enrollment - Current Processing
DRRA Enrollment processing is currently run from an extract of the IDMS Student Database on
a scheduled basis corresponding to the end of a marking period, semester, or school year. This
extract is a one (1) step process that compiles all required student data into a flat file format.
This file is then used as the input to the DRRA Enrollment Reports process.
DRRA Enrollment - Interim Processing
the DRRA Enrollment extract will be performed from the Student Systems Oracle database
tables. This extract will create unique database ‘views’ that contains all data from the Student
database required for DRRA processing. At a high level, these database views will contain the
following data:
• DRRA Enrollment data by Marking Period
• DRRA Suspensions data by Marking Period
The use of a Marking Period as a key to these tables will provide the user community with the
flexibility to view DRRA-related Student data for potentially any time period. The user
community will be able to generate DRRA Enrollment reports at the end of a Marking Period, or
on demand as needed.
DRRA Enrollment – Reports Generation
This process will be available to the MCPS user community once the DRRA Extract from the
Student database has been completed. For all users, the following selection criteria are
applicable:
o Marking Period
• Each DRRA Report may have other selection criteria
The current reports that comprise the DRRA Enrollment Reports function are listed below:
• Year-to-Date Suspension Log Report
• Year-to-Date Health-Related Exclusions Log Report
• Out-of-School Suspensions by Ethnic Group
• Health-Related Exclusions by Ethnic Group
• Monthly Out-of-School Suspensions
• Monthly Health-Related Exclusions
• Twelfth Grade Students Report

DRRA Enrollment - Future Processing
the DRRA Enrollment Reports will be produced directly from the Oracle database tables
designed to facilitate the DRRA Enrollment Reports processing in the client-server environment.
It is envisioned that all the functionality of the interim processing solution will be carried forward,
and that any enhancements required by the user community will be incorporated.
The future processing for DRRA will provide three (3) extract programs that will create all
required data for the reports listed above. These extracts will be the following:
• DRRA Suspensions Extract – For both Regular Suspensions and Health-Related
Exclusions
• Active Enrollment Extract
• Inactive Enrollment Extract
User report selection will be available in the online system, and provide the capability to tailor
the selection criteria to their needs. All reports will be available online, with an option to
generate a hardcopy report. For users outside of DRRA, selection will be limited to their school.
Department of Special Education
The Department of Special Education develops, coordinates and enhances efforts to promote
the unification of general and special education. It develops and coordinates early intervention
strategies to ensure that curriculum, instructional and behavioral practices best meet the
educational needs of all students. DSE develops and monitors cost-effective cluster-based
programs to reduce the number of special education students assigned to more costly nonpublic
programs. It promotes and coordinates the use of technology necessary to facilitate the
unification of special and general education and to meet the needs of every student. The
Department of Special Education is comprised of the following units:
• The Equity Assurance and Compliance Unit
• The Placement and Assessment Services Unit
• The Medical Assistance Program
Special Education - Current Processing
Special Education processing is currently run from an extract of the IDMS Student Database on
a scheduled basis corresponding to the end of a marking period, semester, or school year. This
extract is a one (1) step process that compiles all required student data into a flat file format.
This file is then used as the input to the Special Education Reports process.

Special Education - Interim Processing
the Special Education extract will be performed from the Student Systems Oracle database
tables. This extract will create unique database ‘views’ that contains all data from the Student
database required for Special Education processing. At a high level, these database views will
contain the following data:
• Special Education Enrollment data by Month
The use of a Month as a key to these tables will provide the user community with the flexibility to
view Special Education -related Student data for potentially any time period. The user
community will be able to generate Special Education reports at the end of a Marking Period, or
on demand as needed.
Special Education – Reports Generation
This process will be available to the MCPS user community once the Special Education Extract
from the Student database has been completed. For all users, the following selection criteria
are applicable:
o Month
• Each Special Education Report may have other selection criteria
The current reports that comprise the Special Education Reports function are listed below:
• Student Totals by Maryland State Code, Race, Sex, and Grade - Unduplicated
• Student Totals by Group (Disability), Race, Sex, and Grade - Unduplicated
• Duplicated Number of Hours Totals – By Group
• Duplicated Number of Hours Totals – By Program
• Management Reports
• Special Education Enrollment Rosters
• Legacy SEDS Verification Roster
• Future SEDS Verification Roster
• Students Coded Mild, Moderate, Severe, and Profound Mental Retardation
• Pre-School Students Receiving Special Education Services
• Pre-School Education Program (PEP) Report
• Old IEP Team Date Report
• Old Evaluation Date Report
• Students 14 Years and Older Who Have No Transition Services
• Students With Special Education Transportation Indicator = ‘Y’
• Students With Assistive Technology Indicator = ‘Y’

• Students With a Behavioral Date
• Students by LRE With School
• Legacy Duplicate Services Report
• Future Duplicate Services Report
Special Education - Future Processing
the Special Education Reports will be produced directly from the Oracle database tables
designed to facilitate the Special Education Reports processing in the client-server environment.
It is envisioned that all the functionality of the interim processing solution will be carried forward,
and that any enhancements required by the user community will be incorporated.
The future processing for Special Education will provide three (3) extract programs that will
create all required data for the reports listed above. These extracts will be the following:
• Special Education Extract – For all Special Education Students
• Active Enrollment Extract
• Inactive Enrollment Extract
User report selection will be available in the online system, and provide the capability to tailor
the selection criteria to their needs. All reports will be available online, with an option to
generate a hardcopy report. For users outside of Special Education, selection will be limited to
their school.

MCPS_IDMS_to_Oracle_Conversion

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