Education Edge PPT for the K-12 2015 UC

2. MAINTAINING A HEALTHY
DATABASE IN THE EDUCATION
EDGE
EE Breakout Session 4:
Deadra Elliott, Presenter

3. #BBK12UC

4. #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

5. 5
Presenter Bio-Deadra Elliott

6. 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

7. #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….

8. 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

9. Integrated Record Views in
The Education Edge
#BBK12UC
Admissions
Registrars
Student Billing

10. 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

11. 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

12. #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.

13. 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

14. 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

15. Business Rules
#BBK12UC
• System settings in Configuration for records and
modules in The Education Edge:

16. Customize Data Entry Fields
#BBK12UC
• System option in Configuration to rename and mark
fields as required, hidden, or lookup:

17. Grading & Scheduling Info
#BBK12UC
Grades module
Restrict
Access

18. • 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

19. Linking Records in The Education Edge
• “Proper” Linking:
#BBK12UC
This button allows
you to toggle
between records
that are linked
properly in EE.

20. 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

21. Linking Records in The Education Edge
• Use Address Linking, Copy & Share Options:
#BBK12UC
Advantages:
• Shared address updates across linked records
• Consistent address info

22. Linking Records in The Education Edge
• Linked Relationships:
#BBK12UC
Advantage:
• Ensures relationship data is shared between linked records.

23. 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

24. Managing & Merging Duplicate Records
• Run The Duplicate Records Report in the Administration module
• Merge duplicate records in the Administration module
#BBK12UC

25. Additional Database Cleanup Tools
#BBK12UC
• Table Cleanup in Configuration:
• Globally Change Records in Administration (Add, Replace, Delete,
Copy):

26. 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

27. 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

28. #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

29. #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

30. 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

31. #BBK12UC
#BBK12UC
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