LCAP Dashboards
October 7, 2015
1. LCAP Overview
Navigation Tree
Security
2. Initializing LCAP
Initialize LCAP **
Update LCAP Configuration**
Nightly Processing
3. Aeries Analytics Dashboards
General Navigation
4. Chart of LCAP Indicators **
Aeries.net now has free LCAP Dashboards. The LCAP Dashboards use the Aeries Analytics engine to provide pre-configured dashboards to analyze many data points common to the LCAP development process.
Initializing and processing LCAP will provide districts with 25+ dashboards, 50+ charts, and well over 100 indicators with dozens of subgroups to cross-analyze and compare data.
The Dashboard topics are: Each Dashboard will display information for a default set
of Subgroups:
504 Students All Students
A/G Readiness 12th Graders 504
ACT Composite Foster - Foster
Advanced Placement Result Homeless - Homeless
All Day Unexcused Absence Count >= 3 Lang Flu - English Learner
AP/IB Participation Rate Lang Flu - Redesignated
Attendance % (Chronic (>10%) vs Non
Chronic) RacEthnic - Black (Non-Hispanic)
CAHSEE RacEthnic - Hispanic
CELDT Overall RacEthnic - White (Non-Hispanic)
CST (Science) SocEconDis - Socio-Economically Disadvantaged
Early Assessment Program Special Ed - Special Ed
Foster Students
Gender
Grades (HIS)
Homeless Students
Language Fluency
Long Term English Learner (LTEL)
Parental Involvement
PSAT Participation Rate
PSAT Performance
Race Ethnicity
RFEP
SAT I
Socio-Economically Disadvantaged Students
Special Ed Students
SBAC
Navigation Tree
The Aeries Analytics node in the navigation tree is now available to all Districts, even those that have not purchased Aeries Analytics yet, in order to view the LCAP Dashboards.
Districts that have not purchased Aeries Analytics will have the Analytics Dashboard, Student Indicator Details, Configs/Functions, and Analytics System Config available in the Aeries Analytics
node.
Districts that have purchased Aeries Analytics already will have the above mentioned screens available as well as the Item Definitions and Analytics Dashboard Config screens. For more information on how to create custom dashboards and dashboard items please review the
Aeries_Analytics_Data_Analysis.pdf document on our Documents and Downloads page.
Security
Admin user types will automatically have the Aeries Analytics node in their navigation tree without any additional security setup.
All other users and Portal Groups will need to be given access to the Aeries Analytics tables in order to see the Analytics Dashboards and the Student Indicator Details. The permissions to these tables are set up in the Security node of the Navigation Menu. Please see the AeriesNet_Security.pdf for more detailed information on how to set up permissions for users and groups.
For districts that have not purchased Analytics, their users will only need Read permission to the
For districts that have purchased Analytics, most of their users will only need Read permission to the
Analytics Dashboard and Student Indicator Details as mentioned above to be able to view the dashboards that are shared to them. Some users that will be permitted to create/update their own dashboards will also need Update permissions to these two tables. Users that will be able to share the tables that they created to other groups will also need the Administer option selected for the Analytics Dashboard table.
Users that will be running queries based on the dashboard data will need Read permissions to the Item Summary Table, Item Levels Table and Item Thresholds Table in addition to the Analytics
Dashboard, Item Definitions and Student Indicator Details tables.
INITIALIZING LCAP
Initialize LCAPThe LCAP Dashboards need to be initialized and processed before they are available to be viewed. This is done in the Analytics System Config screen, which can be found in the Aeries Analytics |
Click on the Initialize LCAP Dashboards button to add the default LCAP Item Definitions, Dashboard Items, Dashboards, and other related Analytics records. Once the default records have been added to the system the button will be replaced by a message indicating that the initialization has completed.
Select the Process All Indicators button to process the newly created LCAP records. This will create the Student Indicator Details and Item Summary Table records. Depending on the size of your database the
Process All Indicators could take several hours to run. We suggest allowing Aeries Analytics to process overnight.
Update LCAP Configuration
The LCAP Dashboards may be updated as new item definitions or charts are added or modified. When an update is available a message of Available Updates will display on the Analytics System
Configuration page along with an Update button. Click the mouse on the Update button to install the update. Click on the Process All Indicators button to process the newly created/modified LCAP records immediately, or wait for the Nightly Process to process the records.
Nightly Processing
Once the LCAP Dashboards have been initialized we recommend turning on nightly processing. When the Indicators are updated each night, the system will automatically process all of the LCAP and non-LCAP Analytic Indicators and determine student qualifications for each indicator. Totals and summaries are generated. This nightly processing allows the system to display information very quickly and efficiently on the dashboards the next day.
After the button has been selected the Updating Indicators Nightly message will change from No to
Yes – Database Connection Information Set and a Disable Nightly Processing option will appear. The Disable Nightly Processing button can be used to turn off the nightly processing.
AERIES ANALYTICS DASHBOARDS
This document will go over some information specific to the LCAP Dashboards. For more detailed information on how to navigate within Aeries Analytics please review the
Aeries_Analytics_Data_Analysis.pdf document on our Documents and Downloads page.
To view the Aeries Analytics dashboards click on the Analytics Dashboards link in the Aeries Analytics node.
The Aeries Analytics dashboards will display. The first dashboard in the list will display on the screen. The navigation pane on the left lists all of the District-defined dashboards that the user has access to first under the My Dashboards header. The LCAP dashboards are listed towards the bottom under the LCAP Dashboards header.
Clicking on the My Dashboards or LCAP Dashboards headers will collapse them allowing more dashboards to be displayed in the navigation menu on a single screen. The scroll bar to the right of the dashboards can also be used to scroll to the bottom of the list.
Clicking on a LCAP dashboard will bring up the dashboard in the main body of the screen. LCAP dashboards display a default set of subgroups for each dashboard to help in cross-analyzing the data. It is important to note that if a subgroup does not contain any students, then that subgroup will not display on the dashboard chart.
The Chart tab at the top left of the form displays the dashboard charts. The Students tab displays a list of the students included in the dashboard.
The Filters tab allows the user to filter the data presented on the chart by Schools, Grades and
SubGroups. The SubGroups filter includes all LCAP and all locally defined subgroups. Selections made to these settings will temporarily update the display of the Chart and Student list honoring the selections that were made. Refreshing the screen will remove the individual selections and display the default settings.
In the below screenshot the Schools tab has been altered to only include students in Screaming Eagle High School and Bald Eagle Intermediate School and the SubGroups has been limited to the Foster, Homeless, Language Fluency – English Learner, Language Fluency – Redesignated, and Socio-Economically Disadvantaged subgroups.
NOTE: The Foster and Homeless subgroups do not appear in the chart because there are no students in these two subgroups for the schools that were selected.
Clicking on an individual chart will display the list of students that are included in that chart in the bottom half of the screen.
The Schools tab and Grades tab will display charts of that subgroup by school or grade. The Filters tab allows another area to limit the data that is displayed by Schools or Grades..
Some charts will display multiple levels, for example, the CELDT Overall Dashboard displays the five CELDT Overall Performance levels for each subgroup.
Clicking on the levels to the right of the charts will deselect them and the charts will be updated to only include the levels selected. In the below example de-selecting levels 4 and 5 alters the chart to include only levels 1-3. This can be useful when analyzing data within very small bands.
When clicking on a level in a chart to view the students, the SubGroup and Level will display above the students’ names to identify the list of students. In the below example clicking on the blue area of the Hispanic subgroup displays Hispanic in Lvl 4 as the title above the list of students.
Some LCAP Dashboards contain multiple charts on the dashboard. For example, the Grades (HIS)
dashboard displays a chart for every Course Department Code that is defined. An individual chart can be enlarged to encompass the entire screen by clicking on the chart or on the “enlarge” arrows in the upper right corner of the chart.
When working with the list of students, the student records can be selected and Intervention records or
Supplemental Attendance records can be created for them, or the Keep Students button can be selected and a query can be run for these students.
Alternatively, the Set button can be selected for a student. This is equivalent to “Getting” the student. Once a student is Set in Aeries Analytics, the user can navigate to a different part of the system to review that student’s records. In the below example we selected Set for Edward Cortes… and then navigated to the Attendance screen to view his attendance.
and then navigated to the Attendance screen to view his attendance.
Please review the Aeries_Analytics_Data_Analysis.pdf document on our Documents and Downloads
CHART OF LCAP INDICATORS
Dashboard Name Condition
504 Students
PGM.CD = 101, with (Eligibility Start Date <= current
date and (Eligibility End Date = Null or Eligibility End
Date >= current date)) or (Program Start Date <=
current date and (Program End Date = NULL or
Program End Date >= current date). If all date are NULL
the record is not counted.
Program Code = 101 and
the current date needs to
fall within the start and
end date of the record
A/G Readiness 12th
Graders
STU.GR = 12 and (STU.CUC = Y or STU.CCS = Y or
STU.CCO = Y )
Only includes 12th grade
students where UC Course
Complete = Y or CSU
Course Complete = Y or
Course Complete Override
Y
ACT Composite
The Composite score of the most recent ACT test
(CTS.SC5) is evaluated.
CTS.NM = ACT
The level and score ranges are:
Level 1: 1 ‐ 21
Level 2: 22 ‐ 24
Level 3: 25 ‐ 28
Level 4: 29 ‐ 32
Level 5: 33 ‐ 26
The Composite score of
the most recent ACT test is
evaluated.
Advanced Placement
Result
The score of the most recent AP or IB test (CTS.SC1) is
evaluated.
CTS.NM = AP or IB,
CTS.SC1 >= 1 AND CTS.SC1 <= 3 Then Not Well Qualified
CTS.SC1 >= 4 AND CTS.SC1 <= 5 Then Well Qualified
The score of the most
recent AP or IB test is
evaluated.
All Day Unexcused
Absence Count >= 3
Absent Code that are ABS.TY = 3 (unexcused absences)
and ABS.SU = 0 (not a suspension) will be used to
count the number of unexcused absences the student
has in the ATT.AL (All Day) field. Students with 3 or
more Unexcused All Day absences are counted
Student counted if they
have 3 or more All Day
Unexcused absences from
the beginning of the year
to the current date. The
unexcused absences are
determined by the Absent
Code Table.
AP/IB Participation
Rate
The student is counted if he has at least one AP or IB
test result. One or more
Attendance %
(Chronic (>10%) vs
Non Chronic)
(Days Present ‐ 1 ) / Days Enrolled
The number of days
present not counting
today / the number of
days enrolled counting
Dashboard Name Condition
CAHSEE
TST.ID = CAHSEE
TST.PT = 1 is ELA
TST.PT = 21 is Math
Level 5: 0 ‐ 0 (TST.RS = 0 is Not Passed)
Level 6: 6 ‐ 6.1 (TST.RS = 6 is Exempt)
Level 7: 8 ‐ 8.1 (TST.RS = 8 is Pending)
Level 8: 9 ‐ 9.1 (TST.RS = 9 is Requirement Met)
Level 9: 0.1 ‐ 1 (TST.RS = 1 is Passed)
ELA and Math Proficiency
Level 5: 0 ‐ 350 (TST.SS < = 350 is Not Passed)
Level 6: 2 ‐ 2 (N/A)
Level 7: 351 ‐ 380 (TST.SS >= 351 and <= 381 is Passed
Not Proficient)
Level 8: 381 ‐ 424 (TST.SS >= 381 is Proficient)
Level 9: 425 ‐ 450 (Advanced)
All CAHSEE tests are
evaluated to determine if
the tests were passed. The
Scaled Score is used for
the CAHSEE Proficiency
chart
CELDT Overall
TST.ID = CELDT
TST.PT = 0
TST.TD within the current school year Level 1: 1 ‐ 1 (TST.OT = 1) Level 2: 2 ‐ 2 (TST.OT = 2) Level 3: 3 ‐ 3 (TST.OT = 3) Level 4: 4 ‐ 4 (TST.OT = 4) Level 5: 5 ‐ 5 (TST.OT = 5)
Count the most recent
Performance Level for
CELDT Overall Score. The
CELDT test needs to be
within the current school
year. The performance
level is stored in the
TST.OT field for the CELDT
test.
CST (Science)
TST.ID = CST
TST.PT = 3,41,42,43,44,45,46,47,48,49,50,51,52,53,54
or 55
TST.TD from most recent test Level 1: 1 ‐ 1 (TST.PL = 1) Level 2: 2 ‐ 2 (TST.PL = 2) Level 3: 3 ‐ 3 (TST.PL = 3) Level 4: 4 ‐ 4 (TST.PL = 4) Level 5: 5 ‐ 5 (TST.PL = 5)
Count the most recent
Performance Level for CST
Science tests taken
Early Assessment
Program
TST.ID = EAP
TST.PT = 1 for ELA
TST.PT = 2 for Math
TST.TA = SPRG## (Where ## is the last 2 digits of the
Current School Year)
Level 3: 1 ‐ 2 (TST.OT of 1 or 2 is Ready)
Level 5: 3 ‐ 4 (TST.OT of 3 or 4 is Not Ready)
NOTE: The SPRG15
CAASPP Test Results do
not include the EAP
Readiness status. At this
time the SPRG14 EAP test
results are the last results
that can be evaluated with
Dashboard Name Condition
Foster Students
PGM.CD = 190, with (Eligibility Start Date <= current
date and (Eligibility End Date = Null or Eligibility End
Date >= current date)) or (Program Start Date <=
current date and (Program End Date = NULL or
Program End Date >= current date)). If all date are
NULL the record is not counted.
Program Code = 190 and
the current date needs to
fall within the start and
end date of the record
Gender STU.SX = M or B for Male count or STU.SX = F or G for
Female count
Grades (HIS)
Departments are determined by COD table. COD.TC =
CRS and COD.FC = DC. The highest transcript grade
achieved for courses in each department is counted.
Highest Grade for courses
in each Department is
counted.
Homeless Students
PGM.CD = 191, with (Eligibility Start Date <= current
date and (Eligibility End Date = Null or Eligibility End
Date >= current date)) or (Program Start Date <=
current date and (Program End Date = NULL or
Program End Date >= current date). If all date are NULL
the record is not counted.
Program Code = 191 and
the current date needs to
fall within the start and
end date of the record
Language Fluency Uses the CALPADS translations (XRF) to determine the
codes being used for EO, EL, IFEP, RFEP
Long Term English
Learner (LTEL)
LAC Years in Program (LAC.YP) >=5 and STU.LF is "EL" as
determined by CALPADS translations (XRF)
The LAC.YP is recalculated
by the system every time
Aeries Analytics processes.
EL students that have been
in the program 5 or more
years will be counted as
LTELS.
Parental Involvement
The Page Hit Log is evaluated to determine how many
times parents log into the Parent Portal in the last 7
days and in the last 30 days. Level 1: 0 ‐ 10 Level 2: 11 ‐ 17 Level 3: 18 ‐ 24 Level 4: 25 ‐ 29 Level 5: 30 ‐ 1000
Checks Page Hit Log (PHL)
to determine how many
times parents have logged
into the Parent Portal in
the last 7 days and in the
last 30 days.
PSAT Participation
Dashboard Name Condition
PSAT Performance
The most recent PSAT scores are evaluated. CTS.NM =
PSAT Math uses CTS.SC2 Writing uses CTS.SC3 Reading uses CTS.SC4 Total uses CTS.TTL Level 1: 20 ‐ 39 Level 2: 40 ‐ 49 Level 3: 50 ‐ 59 Level 4: 60 ‐ 69 Level 5: 70 ‐ 80
Most Recent PSAT scores
are evaluated.
Race Ethnicity
Hispanic ‐ STU.ETH = Y
American Indian (not Hispanic) ‐ STU.ETH = N, STU.RC1
= 100, STU.RC2 = ""
Asian (not Hispanic) ‐ STU.ETH = N, STU.RC1 between
200 and 299, STU.RC2 = ""
Pacific Islander (not Hispanic) ‐ STU.ETH = N, STU.RC1
between 300 and 399, STU.RC2 = ""
Filipino (not Hispanic) ‐ STU.ETH = N, STU.RC1 = 400,
STU.RC2 = ""
Black (not Hispanic) ‐ STU.ETH = N, STU.RC1 = 600,
STU.RC2 = ""
White (not Hispanic) ‐ STU.ETH = N, STU.RC1 = 700,
STU.RC2 = ""
Multi‐race (not Hispanic) ‐ none of the above
conditions are met
RFEP Uses the CALPADS translations (XRF) to determine if
the STU.LF code is RFEP
SAT I
The most recent SAT I scores are evaluated. CTS.NM =
SAT I Verbal uses CTS.SC1 Math uses CTS.SC2 Writing uses CTS.SC3 Reading uses CTS.SC4 Total uses CTS.TTL Level 1: 200 ‐ 479 Level 2: 480 ‐ 559 Level 3: 560 ‐ 639 Level 4: 640 ‐ 719 Level 5: 720 ‐ 800
Most Recent SAT I scores
Dashboard Name Condition
SBAC
TST.ID = SBAC
TST.PT = 1 for ELA
TST.PT = 2 for Math
TST.TD from most recent test
Level 1: 1 ‐ 1 (TST.PL = 1) Standard Not Met
Level 2: 2 ‐ 2 (TST.PL = 2) Standard Nearly Met
Level 3: 3 ‐ 3 (TST.PL = 3) Standard Met
Level 4: 4 ‐ 4 (TST.PL = 4) Standard Exceeded
Level 9: 9 ‐ 9 (TST.PL = 9) Did Not Test
Count the most recent
Performance Level for
SBAC ELA and Math test
results
Socio‐Economically
Disadvantaged
Students
STU.PED = Not High School Graduate or
FRE.CD = F or R with (Eligibility Start Date <= current
date and (Eligibility End Date = Null or Eligibility End
Date >= current date)) or (Program Start Date <=
current date and (Program End Date = NULL or
Program End Date >= current date). If all dates are
NULL the record is also counted.
FRE.CD and STU.PED are determined by CALPADS
translations (XRF)
Student is counted if he
has a NSLP record for the
current school year or
Parent Ed Level is "Not a
High School Graduate"
Special Ed Students
CSE.DI <> " ", with (Enter Date <= current date and
(Exit Date = Null or Exit Date >= current date)). If the
Enter Date is NULL then the record is not counted.
Disability code is not blank
and student needs to be a