Data Entry Grouping

Revised 6/12/2018

The data entry using groups of data entry views and programs option provides controlled yet flexible processing for student data entry.

The main concept of the process is to link data entry screens together into a specific sequence.

When entering information for a new student you need to display several entry screens. Possibly student demographics, parent contact information, emergency contact, health, and class schedule.

With this option, after you have completed one screen the system will save your work and automatically display the next data collection screen you need to complete your work.

These screen groups are under your complete control. You can create a group of entry screens for your use or one that can be shared by other users in your school or all users in the district. This can also greatly improve the quality of entry. In the past it was easy to forget to display a screen. These screen groupings act as a reminder to enter required data.

Your original entry screen simply has an icon before the locations where you select the view you are working with. Push  and the groups you have access to will become available as shown below.



Note: You have a selection for “Entry Groups” and “Entry Options in Group”. When you select an “Entry Group” from the available list the “Entry Options in Group” will display the data entry views which are a part of the selected group.



If you select the predefined sample for a High School student being entered for the next school year the Entry options will change.



When you first select a group the system will position to the first “View” of data in your entry options. After verifying or entering the needed information push the button to the right of the view. This will automatically save your changes and advance to the next “View” of data in the selected group. A back button is also provided to move to the previous view. You may also select the view desired from the drop down provided.

If a view is a special option such as, scheduling, registration, attendance, tuition, or look and browse, a secondary screen will display providing the ability to enter required information. After you have completed those secondary screen changes save you work. You can then close the secondary screen or simply switch back to the main screen using the system control Alt/Tab option.

If you wish to exit the group processing option, push the  icon to the left of the Entry Group area. This will close the group option and return you to normal processing.

If you would like to create or change a group simply push the  button to the right of the Entry Group selector. This will display the “Entry Group” design options.

Four areas are displayed.

Available Entry Options is a list of all data views you have access to. These views may have been supplied by SDS or created by your staff.

Selected Entry Options is a list of views you have access to for the group currently selected in the “Entry Groups” area.

Entry Groups is a list of groups supplied by SDS or created by your staff. Any group starting with “Z_Sample” may be selected but not changed nor removed. They are intended as examples you can use to create your own groups from.

Group Access Restrictions options allow you to control if the group you are working with is private or can be shared.

Some basic rules have been established.

•     If you do not have security access to a View or Processing option, then it will not show as an option for you to use. For example if you do not have access to Health records you will not be able to create a group with health.

•     If a group has health records as part of its views you will have access to the group but not to the health records view.

•     If someone other than you created a Group you will be able to use the Group for entry. You will also be able to create your own Group using it as an example. You will not however be allowed to change or remove it from the system. If you try you will receive a message with the User ID# who has control of the group. Contact your district administrator for assistance if you feel the group needs to change or be removed.

•     The Group Access Restrictions is built using your security settings. If you do not have access to student information in a location then you will not be able to create views for that location. If you do not have access to user security for the entire district you will not be able to create a Group that the entire district may see.

After you have created or adjusted Groups click the blue diskette  to save then you can return to normal processing by again pushing the  design option to the right of the Entry Groups, pushing the  icon to the left of the Entry Groups to leave Group process or reselect Student Information from the menu tree.