PSU 2012
Using DDA
Using DDA
Data-driven decision making is the best practice for schools. PowerSchool holds and tracks all the data
you need, and provides several ways to access data and generate reports. DDA (Direct Database
Access) and DDE (Direct Database Export) are powerful tools that provide the data you need on a
daily basis. This course focuses on using DDA.
By the end of this session, you will:
•
Understand the database structure of PowerSchool
•
Find data by searching, filtering, and matching selections
•
Modify and delete records
Understanding the PowerSchool Database Structure
PowerSchool, like other relational databases, stores data in interconnected tables. The key to getting
the data you want, the way you want it, is to become familiar with the tables and how the tables are
interrelated. Check the PowerSchool Data Dictionary (available on PowerSource and in your PSU
activities file) to see the data in each table and to see how the tables are connected.
Activity 1 – Understanding the Table Data
Use the Data Dictionary to get information about some of the commonly used tables and fields in
PowerSchool, then investigate a student page using instant DDE. This activity will help you in later
activities, but more importantly, it will help you when you do your own data extractions.
1.
Open the Data Dictionary from your PSU activities file
2.
Based on the data type for the course_number field in the Courses table, must the course
number be numeric values only?
________________________________________________________________
3.
What is the data type of the grade field in the StoredGrades table?
________________________________________________________________
4.
What is the maximum length of a student’s last_name field in the Students table?
________________________________________________________________
5.
What do the different enroll_status field values mean in the Students table?
________________________________________________________________
6.
Navigate to PowerSchool and select a student
7.
Click Demographics
8.
Right-click (control-click) to open the right-hand frame in a new window or tab
9.
Modify the URL as shown below:
Before: admin/students/demo.html?frn=0012260
After: admin/students/demo.html?mcr=0012260
10. Scroll down the page to see which fields are listed
Using DDA
Searching for Data
You have many ways to find the right data. You could use the search options on the Start Page, enter
a search command, perform a compound search, or access DDE and DDA. The method you choose to
find your data depends on how simple or how complicated the search needs to be to get that data.
DDE and DDA are the best options for complicated searches. Since a complicated search usually
entails data found in multiple tables, use the Match Selection tool to associate two tables together and
find the correct records. With DDE and DDA, you'll have access to the entire database, no matter the
table or field.
The interface for Direct Database Access (DDA) is similar to the DDE interface. However, using DDE
you only have access to read and export data, whereas in DDA, you can change and delete records in
the database. Because you have the ability to modify records in DDA, limit access to system
administrators only. There is no link to DDA in PowerSchool. To access DDA, enter the following
address in the URL bar: http://server.address/admin/tech/usm/.
Begin your DDA work by exploring some advanced searches. Then, learn to modify those records.
Remember, you can perform these searches in DDE and DDA, but this class focuses on DDA.
Locating Custom Fields
Fields created by administrative staff are called custom fields. For example, the field “soccer”
represents students on the soccer team. Custom fields do not appear in the DDA or DDE menus. You
can, however, search for students on the Start Page and then switch to DDE or DDA. PowerSchool
remembers your current selection of students and keeps it active.
Click List View or Table View to see the list of students. Then, select one of those students. The
student fields are listed in alphabetical order by their field name. Locate the Custom field and you’ll
find any custom field that holds data for this student.
Activity 2 – Using Match Selection
The middle school principal wants to know what room each 8th grader is in for 1st period.
1.
Switch to Cherry Hill Middle School
2.
On the Start Page, click 8
3.
Enter the DDA URL, http://server.address/admin/tech/usm/, replacing
“server.address” with the one you have been assigned
Your 8th graders will still be your current selection.
4.
From the Current Table menu, choose CC
5.
Click Select all [x] records in this table
6.
Click Match Selection
7.
Verify that “Students” is chosen
8.
Click Proceed to match selection
9.
From the Search CC menu, choose Expression
10. From the next menu, choose contains
11. In the field, enter 1
Use the “Expression contains 1” search to find each possible 1st period in your schedule
rotation.
12. From the second Search CC menu, choose TermID
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13. In the field, enter 2201
Use the “TermID=2201” search to narrow the results to Semester 1 classes only.
14. Click Search within the current [x] records only
The DDA page will refresh to show a new current selection. Now, export the records and print
the list for the principal.
Activity 3 – Finding Transportation Information
The transportation director needs a listing of all current students with their bus numbers and their
medical alerts. Use Match Selection to find and export the information.
1.
Switch to Apple Grove High School and select all students
2.
Navigate to the Direct Database Access page
3.
From the Current Table menu, choose Transportation
4.
Click Select all [x] records in this table
5.
Click Match Selection
6.
Verify that “Students” is chosen, and click Proceed to Match Selection
7.
Click Export Records and enter the following fields in the text box:
[1]lastfirst
[1]grade_level
BusNumber
[1]Alert_Medical
8.
Click Submit
9.
Save the file to your desktop
Activity 4 – Finding Failing Students
The superintendent wants to investigate trends related to failed courses at your school. He has
requested a list of all students who have failed a course last year. This means you’ll need to find all
the students with a stored grade of an F.
1.
On the Start Page, click All
2.
Navigate to DDA
3.
Choose the Students table to verify your current selection
4.
Choose the StoredGrades table
5.
Select all the records in the table
6.
Click Match Selection
7.
Verify that “Students” is chosen, and click Proceed to Match Selection
8.
From the StoredGrades menu, choose Grade
9.
In the text field, enter F
10. From the second StoredGrades menu, choose TermID
11. From the next menu, choose >=
12. In the text field, enter 2100
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This is needed to pull up ALL stored grades in the 2011-2012 school year regardless of the
term.
13. Click Search within the current [x] records only
14. To provide the superintendent with the list, click Export Records and enter the following
fields in the text box:
[1]lastfirst
[1]grade_level
Course_Name
Grade
Teacher_Name
TermID
15. Click Submit
16. Save the file to your desktop
Activity 5 – Investigating Senior Enrollments
The counseling office has requested a list of all courses that current seniors are enrolled in.
1.
On the Start Page, click 12
2.
Navigate to DDA
3.
Choose the Students table to verify your current selection
4.
Choose the CC table
5.
Select all the records in the table
6.
Click Match Selection
7.
Verify that “Students” is chosen, and click Proceed to Match Selection
The DDA page will refresh to show a new current selection. Since this table contains all current
classes, your data should be ready to export. However, to verify that these classes are
current, perform another search.
8.
From the CC menu, choose TermID
9.
From the next menu, choose >=
10. In the text field, enter 2200
11. Click Search within the current [x] records only
Whether the current selection remains the same or not, export out the course names and
senior names to give to the counselor.
Activity 6 – Using a Double Match Selection
Find the Enrollment records (CC) for all students who are enrolled in any math class. The CC table
does not have a department, but the Teachers table does.
1.
On the Start Page, click All
2.
Write down the number of students _________
3.
Click Staff Search
4.
In the search field, enter Sched_Department contains Math and press Enter
5.
Write down the number of math teachers __________
6.
Navigate to DDA
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Using DDA
7.
From the Current Table menu, choose CC
8.
Enter the following search:
TermID>=2200
SchoolID=100
9.
Click Search all [x] records in this table
10. Click Match Selection
11. Verify that “Students” is chosen, and click Proceed to match selection
12. Click Match Selection
13. Choose Teachers and click Proceed to match selection
Now, verify that you have the CC records for math teachers only.
14. Click Export Records
15. Export the following fields:
[01]lastfirst
Course_Number
[02]course_name
CurrentAbsences
CurrentTardies
[05]lastfirst
Expression
DateEnrolled
DateLeft
TeacherID
TermID
16. Open the file with a spreadsheet application, sort by course name, and remove any CC records
that don’t belong to the math courses; then filter the results to a specific grade level or grades
levels
Modifying Records
The phrase “modifying records” means more than just changing the data contained in a field. When
using DDA, perform any of the following modifications:
•
Add a value to an empty field
•
Change the value in a field to another value
•
Delete a value in a field
•
Delete an entire record, such as a student, course, or section
Also, you can add a new value to an existing value in a field. For example, none of your student phone
numbers in the system include the area code. Using DDA, you can append the value in the
home_phone field by adding a new value (the area code) to existing values (student phone numbers).
Use the caret (^) character to add to the existing value in the field you’re modifying.
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Using DDA
Activity 7 – Searching for Invalid Requests
The high school is getting warnings on their scheduling results log. Apparently, some students have
invalid requests because, while enrolled at another high school in the district, they requested classes.
Now that they are enrolled at your high school, the requests they made aren’t valid. Find those invalid
requests.
1.
On the Start Page, click PowerScheduler > Students
2.
Click All
3.
Navigate to DDA
4.
Choose the Students table to verify your current selection
5.
Choose the ScheduleRequests table
6.
Select all the records in the table
7.
Click Match Selection
8.
Verify that “Students” is chosen, and click Proceed to Match Selection
9.
From the ScheduleRequests menu, choose SchoolID
10. From the next menu, choose #
11. In the text field, enter 100
Use the “SchoolID does not equal 100” search to find any requests that don’t belong to your
school.
12. Click Search within the current [x] records only
Any records that are in the current selection would be attached to students at your school.
However, the requests belong to another school in the district, so these requests are invalid.
13. Click Modify Records
14. Select Check here to verify a delete command
15. Click Delete Selected Records
Activity 8 – Adding to a Field Value
Currently, your student numbers are random numbers. The principal would like the student’s year of
graduation added to their student number. Modify the Student_Number field to include the graduation
year.
1.
Navigate to DDA
2.
For Current Table, choose Students
3.
From the Search Students menu, choose Grade_Level
4.
In the text box, enter your assigned grade level
5.
From the second Search Students menu, choose Last_Name
6.
In the text box, enter your assigned letter followed by @
7.
Click Search all [x] records in this table
8.
Click Modify Records
9.
From the menu, choose Student_Number
The menu lists the available fields in the Students table.
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10. In the text field, enter a graduation year that corresponds to the grade level you searched
followed by ^
This will cause the year to be added to the beginning of the Student_Number field for every
record in your current selection.
11. Click Modify Selected Records
12. Navigate to the Demographics page for one of your students
If the student number was previously 12345, then the new value for the student number will
now be 201312345.
Activity 9 – Deleting a Duplicate Student
The office staff entered a student into PowerSchool twice accidentally. Use DDA to delete the duplicate
student. Before deleting one of the student records, determine which one of the two students has no
data in the CC table. Your trainer will provide you with the names of your students.
1.
Navigate to your duplicate student, and click Teacher Comments
2.
Write down the internal ID number: ______
3.
Repeat steps 1–2 for the next student with the same name: ______
4.
Navigate to DDA by changing the URL to http://server.address/admin/tech/usm/
5.
From the Current Table menu, choose CC
6.
From the first field menu, choose StudentID
7.
Choose the = sign and enter the ID of the first student you looked up
8.
Click Search all [x] records in this table
9.
If the search results in a current selection of 0, skip to step 11
10. If the search results in a value other than 0, repeat steps 7-9 for the next ID number
11. Choose the Students table
12. From the first field menu, choose ID
13. Choose the = sign and enter the ID of the student with no CC records
14. Click Search all [x] records in this table
15. Click List View, then scroll down and click Delete > Confirm Delete
16. Return to the Start Page and verify your student name has one record instead of two
17. Navigate to the Quick Lookup page and verify that the student has a schedule
Activity 10 – Changing Historical Grades
Your school uses a weighted GPA calculation, and you’ve just stored grades. However, you awarded
credit by accident. Use DDA to zero out the earned credit for the Q1 stored grades.
1.
Navigate to DDA
2.
Choose the StoredGrades table
3.
From the Search StoredGrades menu, choose StoreCode
4.
In the text field, enter Q1
5.
From the second Search StoredGrades menu, choose TermID
6.
From the next menu, choose >=
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7.
In the text field, enter 2200
8.
Check Search only in records belonging to Apple Grove High School
9.
Click Search all [x] records in this table
10. Click List View and verify that each record has a Q1 store code
11. In the breadcrumbs, click Direct Database Access (DDA)
12. Click Modify Records
13. Choose EarnedCrHrs and enter 0
14. Click Modify Selected Records
15. Navigate to a student’s Historical Grades page and verify the credit was modified
Key Points
•
Database structure – Understand tables and table relationships to find data quickly
•
DDA search – Use layered searches and match selections to find data on any PowerSchool
table
•
DDA modifications – Correct or delete any data that you don’t have access to modify through
the regular PowerSchool page
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Using DDA
Table Reference
STUDENTS [1]
Alert_Discipline
Alert_Guardian
Alert_Medical
Alert_Other
City
DOB
Enroll_Status
EntryDate
Ethnicity
ExitDate
Father
First_Name
Gender
Grade_Level
Home_Phone
Last_Name
LastFirst
Lunch_ID
LunchStatus
Mailing_City
Mailing_State
Mailing_Street
Mailing_Zip
Middle_Name
Mother
SchoolID
Student_Number
StudentTest [87]
ID
StudentID
TestID
TermID
SchoolID
Test_Date
Grade_Level
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TEACHERS [5]
TeacherNumber
Email_Addr
Ethnicity
Home_Phone
LastFirst
First_Name
Middle_Name
Last_Name
SchoolID
StaffStatus
Status
GradebookType
Street
City
State
Zip
TeacherLoginID
TeacherLoginPW
Title
TEST [86]
ID
Name
Test_Type
Description
STOREDGRADES
[31]
StudentID
SectionID
TermID
StoreCode
DateStored
Grade
Percent
Absences
Tardies
Behavior
PotentialCrHrs
EarnedCrHrs
Comment
Course_Name
Course_Number
Credit_Type
Grade_Level
SchoolID
SchoolName
GradeScale_Name
Teacher_Name
TESTSCORE [88]
ID
Name
TestID
Description
CC [4]
CurrentAbsences
CurrentTardies
DateEnrolled
DateLeft
SectionID
StudentID
TeacherID
TermID
SECTIONS [3]
Course_Number
ID
No_of_students
Room
Section_Number
Teacher
TermID
StudentTestScore
[89]
ID
StudentID
StudentTestID
TestScoreID
NumScore
PercentScore
AlphaScore
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