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MAINTAINING A HEALTHY
DATABASE IN THE EDUCATION
EDGE
EE Breakout Session 4:
Deadra Elliott, Presenter
#BBK12UC
#BBK12UC
Learning Objectives:
• Review best practices for records management including:
• Establishing policies and proced...
5
Presenter Bio-Deadra Elliott
Dirty Data In, Dirty Data Out…
#BBK12UC
• A healthy database begins
with clean data.
• Clean data is maintained by
enforci...
#BBK12UC
• Establish and document your organization’s policies
and procedures for database management.
• Designate key ind...
How to avoid this feeling…
• Understand “integrated” records
setup in The Education Edge
• Become familiar with shared
fie...
Integrated Record Views in
The Education Edge
#BBK12UC
Admissions
Registrars
Student Billing
Shared Record Fields in
The Education Edge
• Shared Fields in The Education Edge and Student Billing:
• First/Last Name
• ...
The Integrated Records Advantage
• Eliminates duplicate data entry
• One linked record in The Education Edge for enrolled ...
#BBK12UC
*Sample Data Entry Process (EE/SB and RE):
Data entry
begins in AO
Enrollment is
completed in AO
Linked student
r...
Follow the rules please…
#BBK12UC
Establish Guidelines for Database Maintenance:
 System Setup:
 Security Groups, Users,...
System Security-Setting the Rules
#BBK12UC
• Security Groups and Users are defined in
the Administration module.
• Setting...
Business Rules
#BBK12UC
• System settings in Configuration for records and
modules in The Education Edge:
Customize Data Entry Fields
#BBK12UC
• System option in Configuration to rename and mark
fields as required, hidden, or lo...
Grading & Scheduling Info
#BBK12UC
Grades module
Restrict
Access
• Document grading and scheduling procedures for Faculty Access for the Web and
NetClassroom add-on modules.
• Online Help...
Linking Records in The Education Edge
• “Proper” Linking:
#BBK12UC
This button allows
you to toggle
between records
that a...
Linking Records in The Education Edge
• Establishing Record Links:
• Use the Enroll Applications Status Wizard in Administ...
Linking Records in The Education Edge
• Use Address Linking, Copy & Share Options:
#BBK12UC
Advantages:
• Shared address u...
Linking Records in The Education Edge
• Linked Relationships:
#BBK12UC
Advantage:
• Ensures relationship data is shared be...
Managing Duplicate Records
• Always SEARCH before adding new records. Use wildcards: ?, *, [ ]:
• ?- replaces a single cha...
Managing & Merging Duplicate Records
• Run The Duplicate Records Report in the Administration module
• Merge duplicate rec...
Additional Database Cleanup Tools
#BBK12UC
• Table Cleanup in Configuration:
• Globally Change Records in Administration (...
Helpful Status Wizards in
The Education Edge
• Status Wizards in the Administration module:
• Mark for Reenrollment (prepa...
Integrating The Education Edge
and The Raiser’s Edge
• Integration must be unlocked in EE/RE (to access the icon)
• Integr...
#BBK12UC
Tips for EE/RE Integration Preparation
• Know your databases and data entry issues!
• Create a realistic timeline...
#BBK12UC
Post-Integration Tips for EE/RE
• Appoint an EE/RE Administrator to manage the utility
• Run Duplicate Records re...
Knowledgebase tips from www.blackbaud.com:
1. How to create a policies and procedures manual (Article Number 75202)
2. How...
#BBK12UC
#BBK12UC
Download the Blackbaud K-12 UC15
Mobile App & Engage With Us!
Go to your app store, on
any mobile device...
Maintaining a Healthy Database in The Education Edge
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Maintaining a Healthy Database in The Education Edge

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Education Edge PPT for the K-12 2015 UC

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Maintaining a Healthy Database in The Education Edge

  1. 1. MAINTAINING A HEALTHY DATABASE IN THE EDUCATION EDGE EE Breakout Session 4: Deadra Elliott, Presenter
  2. 2. #BBK12UC
  3. 3. #BBK12UC Learning Objectives: • Review best practices for records management including: • Establishing policies and procedures • Database security and configuration • Review front-end database cleanup and maintenance tools • Review EE/RE Integration best practices recommendations • Blackbaud Knowledgebase links and other helpful info
  4. 4. 5 Presenter Bio-Deadra Elliott
  5. 5. Dirty Data In, Dirty Data Out… #BBK12UC • A healthy database begins with clean data. • Clean data is maintained by enforcing system security and data entry standards. • Document Policies & Procedures for end-users
  6. 6. #BBK12UC • Establish and document your organization’s policies and procedures for database management. • Designate key individuals to manage records entry and other critical database areas. • Educate users regarding internal standards and preferences for data entry. • Ensure critical business information is shared across campus offices. It’s all about the P&P….
  7. 7. How to avoid this feeling… • Understand “integrated” records setup in The Education Edge • Become familiar with shared fields and tables • Manage users and other critical business processes #BBK12UC
  8. 8. Integrated Record Views in The Education Edge #BBK12UC Admissions Registrars Student Billing
  9. 9. Shared Record Fields in The Education Edge • Shared Fields in The Education Edge and Student Billing: • First/Last Name • Nickname • Student ID • Address Type • Language • Address/Sal type • Letters - Financial Aid • Affiliation • Marital Status • Birth City • Organization Type • Board Type • Phone Type • Church Affiliation • Reason Left • City • Region • Country • Relationship • County • Religion • Currency Type • State • Ethnicity • Student/Applicant Status • Financial Aid Category • Suburb • Financial Aid Type • Suffix • Grade Levels • Title • Industry • Birth date • Financial Aid Attributes #BBK12UC
  10. 10. The Integrated Records Advantage • Eliminates duplicate data entry • One linked record in The Education Edge for enrolled students • Records share consistent Student ID number • Linked record stores Applicant, Student, and Student Billing information • Parent/Guardian data is linked to Student record view • Updates to Parent/Guardian or Individual Records are shared throughout The Education Edge • Address updates or changes are reflected in linked records • Changes to data in shared fields and tables reflected in linked records #BBK12UC
  11. 11. #BBK12UC *Sample Data Entry Process (EE/SB and RE): Data entry begins in AO Enrollment is completed in AO Linked student record is created in RO/SB EE/RE integration utility adds records to RE Parent records created in RE Student records created in RE (optional) EE/RE integration shares updates in linked records *Note: Assumes The Education Edge and The Raiser’s Edge databases are integrated. AO=Admissions Office; RO=Registrars Office; SB=Student Billing; RE=The Raiser’s Edge.
  12. 12. Follow the rules please… #BBK12UC Establish Guidelines for Database Maintenance:  System Setup:  Security Groups, Users, and Roles  Business Rules and Configuration  Customize Data Entry Fields  Grading and Scheduling info  Linked Records  Proper Linking and System Tools  Duplicate Records  Duplicate Records Report and Records Merge utility  Database Cleanup Tools:  Table Cleanup  Globally Change Records  Other Helpful Status Wizards:  Mark for Reenrollment  End of Year Processing  RE/EE Integration Tips
  13. 13. System Security-Setting the Rules #BBK12UC • Security Groups and Users are defined in the Administration module. • Setting Restrictions: – Add, Edit, Delete rights – Code Table Change access – Shared Components access – Optional Modules and Integration Utility access
  14. 14. Business Rules #BBK12UC • System settings in Configuration for records and modules in The Education Edge:
  15. 15. Customize Data Entry Fields #BBK12UC • System option in Configuration to rename and mark fields as required, hidden, or lookup:
  16. 16. Grading & Scheduling Info #BBK12UC Grades module Restrict Access
  17. 17. • Document grading and scheduling procedures for Faculty Access for the Web and NetClassroom add-on modules. • Online Help file for Administrators: https://www.blackbaud.com/files/support/helpfiles/education/ee/783/sup/index.html. • Check out the following resources on www.blackbaud.com using this link: https://www.blackbaud.com/howto/faculty-access. • Faculty Access for the Web Help page • How to Videos • NetClassroom 101: An Illustrated Cheat Sheet for Students and Parents • Download a .zip file of Teacher Tutorials for Faculty Access for the Web #BBK12UC Tips for Faculty Access & NetClassroom
  18. 18. Linking Records in The Education Edge • “Proper” Linking: #BBK12UC This button allows you to toggle between records that are linked properly in EE.
  19. 19. Linking Records in The Education Edge • Establishing Record Links: • Use the Enroll Applications Status Wizard in Administration: • Use the Enroll Applications option from the Applicant menu: #BBK12UC
  20. 20. Linking Records in The Education Edge • Use Address Linking, Copy & Share Options: #BBK12UC Advantages: • Shared address updates across linked records • Consistent address info
  21. 21. Linking Records in The Education Edge • Linked Relationships: #BBK12UC Advantage: • Ensures relationship data is shared between linked records.
  22. 22. Managing Duplicate Records • Always SEARCH before adding new records. Use wildcards: ?, *, [ ]: • ?- replaces a single characters • * - replaces a series of characters • [ ] – finds a range of characters. Example: Description BEGINS with [B, C, D]. • Review Business Rules for Duplicate Records Criteria in the Configuration module: #BBK12UC
  23. 23. Managing & Merging Duplicate Records • Run The Duplicate Records Report in the Administration module • Merge duplicate records in the Administration module #BBK12UC
  24. 24. Additional Database Cleanup Tools #BBK12UC • Table Cleanup in Configuration: • Globally Change Records in Administration (Add, Replace, Delete, Copy):
  25. 25. Helpful Status Wizards in The Education Edge • Status Wizards in the Administration module: • Mark for Reenrollment (prepares students for scheduling for NEXT Academic Year) • End of Year Processing (promotes students after the Academic Year is c) #BBK12UC
  26. 26. Integrating The Education Edge and The Raiser’s Edge • Integration must be unlocked in EE/RE (to access the icon) • Integration utility facilitates the sharing of record biographical, address, contact, and education data between EE and RE • Integration Readiness Analysis #BBK12UC
  27. 27. #BBK12UC Tips for EE/RE Integration Preparation • Know your databases and data entry issues! • Create a realistic timeline for pre-integration cleanup and implementation • Create an internal Integration Planning Committee (include representatives from AO, RO, SB, and RE) • Review fields and record types available for mapping during integration • Use Table Cleanup options in the Configuration module to merge/delete or inactivate table entries • Review procedures for running the “Non-Constituent Merge Utility” in RE • Merge duplicate records in EE and RE • Identify data entry issues with tracking primary business information, student relationships, and spousal relationships
  28. 28. #BBK12UC Post-Integration Tips for EE/RE • Appoint an EE/RE Administrator to manage the utility • Run Duplicate Records reports frequently • Run the integration Matched Records and Integration Activity reports • Document Polices and Procedures for EE/RE integration. Links to Blackbaud documentation: • EE/RE Integration Guide: https://www.blackbaud.com/files/support/guides/ee/reeeint.pdf. • EE/RE Integration Planning Guide: https://www.blackbaud.com/files/support/guides/ee/reeeintplan.pdf
  29. 29. Knowledgebase tips from www.blackbaud.com: 1. How to create a policies and procedures manual (Article Number 75202) 2. How to use the Table cleanup utility (Article Number 39849) 3. How to globally change students' statuses (Article Number 40621) 4. How to identify and merge duplicate records in The Education Edge and Student Billing 7 (Article Number 41128) 5. Education Edge Program Basics Guide: https://www.blackbaud.com/files/support/guides/ee/eeprogram.pdf. 6. Database Administrator Guide: https://www.blackbaud.com/files/support/guides/ee/dataadm.pdf. #BBK12UC Helpful Tips and Links
  30. 30. #BBK12UC #BBK12UC Download the Blackbaud K-12 UC15 Mobile App & Engage With Us! Go to your app store, on any mobile device, and look for: Blackbaud K-12 UC15 - Agenda - Speakers - Attendees - Sponsors - Session Surveys and more! Conference resources just for you!

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