Texas Districts: See Texas State Reporting - Ed-Fi 

TABLE OF CONTENTS

Overview

This document provides an overview of Ed-Fi and guides users through the initial setup process, enabling seamless data integration and management within educational systems. The Ed-Fi Data Standard is a nationally adopted common language that allows education technology systems to securely exchange data. 

This document assumes a basic understanding of Ed-Fi. The document's focus is on how to connect to an Ed-Fi ODS instance using the Ed-Fi Configurations form, map values to Ed-Fi descriptors, and test the uploading of data to an Ed-Fi ODS server. 


Ed-Fi specific information can be found at www.ef-fi.org


Key Features:

  • Data Standardization: Ensures consistent data formats across different systems.
  • Interoperability: Facilitates data sharing between multiple platforms.
  • Improved Data Quality: Enhances the accuracy and reliability of educational data.

Aeries Supported Ed-Fi Versions:

  • Version 3
  • Version 4
  • Version 5
    • Version 5 can be activated by turning on the Ed-Fi Data Standard v5 Feature Flag.

Common Use Cases Examples:

  • Integrating Student Information Systems: Streamline data sharing between different student information systems.
  • Tracking Student Performance: Use standardized data to monitor and analyze student performance across various metrics.
  • Generating Reports: Create comprehensive reports using unified data from multiple sources.

Best Practices:

  • Regularly update your Ed-Fi configurations to ensure compatibility with the latest standards.
  • Maintain accurate mappings to avoid data discrepancies.
  • Monitor synchronization logs to identify and resolve any issues promptly.



Prerequisites

The District will need access to a running instance of an Ed-Fi  ODS server. The following information is necessary to establish a connection to the Ed-Fi ODS instance. 

  • ODS Version 
  • ODS API Url
  • Oauth Url
  • Client Key
  • Client Secret
  • District ID


Initial Setup:

  1. Add Connection Information:
    • Navigate to the Ed-Fi Configuration form in Aeries.
    • Enter the required connection details provided by your Ed-Fi ODS services provider.
    • Set up a desired schedule that then uploads data to the Ed-Fi ODS. 
  2. Test Connectivity:
    • Use the Test ODS fuction to verify the connection to the Ed-Fi ODS and upload data from AeriesWeb.
  3. Map Values:
    • Map your Aeries codes to Ed-Fi descriptors using the Ed-Fi Mappings form. These mappings are stored in the XRF table.
  4. Sync Data:
    • Navigate to the Synchronization page. Select one or more entities to sync. Data uploads to the Ed-Fi ODS. 

Process

The District will first need to add the required connection information provided by their Ed-Fi ODS services provider to the Ed-Fi Configuration form in Aeries. The Ed-Fi Test page can then be used to test connectivity to the Ed-Fi ODS and upload data from AeriesWeb to the connected Ed-Fi ODS instance. 


Before meaningful data can be uploaded to an Ed-Fi ODS, the District will also need to map/translate their Aeries codes to available Ed-Fi codes using the Ed-Fi Mappings form in Aeries. Ed-Fi mappings/translations are stored in the XRF table.


Security

Aeries admin-level security allows full access to the Ed-Fi related pages. For non-admin users, the following Table Permission must be set:


Table or AreaPermissionDescription
Ed-Fi ODS ConfigurationsReadView the Ed-Fi Configuration page
Read, AdministerView, Add, Update, and delete information on the Ed-Fi Configurations page (i.e. full access to all functions on the page)
Ed-Fi Code MappingsReadView the Ed-Fi Code Mapping tab
Read, AdministerView, Add, Update, and delete information on the Ed-Fi Code Mapping page (i.e. full access to all functions on the page)
Ed-Fi SynchronizationReadView the Ed-Fi Synchronization page, including sync information.
Read, Administer View, Add, Update, and delete information on the Ed-Fi Synchronization page(i.e. full access to all functions on the page)

Ed-Fi Configuration


Aeries supports the use of multiple simultaneous Ed-Fi ODS connections and configurations that can have their own schedule. This feature allows the District to setup simultaneous yet independent mappings and configurations to different Ed-Fi ODS instances if desired. These configurations are created using the Ed-Fi Configurations form. The connection configurations are stored in Aeries' EFO table. For more information, visit the Ed-Fi Configurations documentation. 




Ed-Fi Code Mappings Page


Data in the Aeries database consists of raw data and codes. The code values will need to be mapped to Ed-Fi descriptors or Ed-Fi types before they can be uploaded to the ODS. To assist with this process,  we have created the Ed-Fi Code Mappings tab within the Configurations page. For more detailed information, visit the Ed-Fi Code Mappings documentation.



Ed-Fi Synchronization Page


The Ed-Fi Synchronization page in Aeries provides a centralized interface for monitoring and managing data between the Aeries SIS and the Ed-Fi data standard. It offers visibility into the status of various data categories, including metrics on unchanged, deleted, and failed records. For more detailed information, visit the Ed-Fi Synchronizations documentation.



Trouble Shooting and Support

Common Issues:

  • Connection Errors: Verify the accuracy of your connection details and ensure the Ed-Fi ODS server is running.
  • Mapping Discrepancies: Double-check your mappings to ensure all Aeries codes are correctly translated to Ed-Fi descriptors.

Contact Information: For further support, contact the Aeries helpdesk at support@aeries.com.