Days Based - Attendance

Owned by Allishah Luke
Last updated: Apr 19, 2024 by Felicia Mizgorski
4 min read

Executive Summary:

Our customers will have an option to select Days Based as the Tracking Method. Having an additional option allows customers to select one of two choices (Percentage Based or Days Based) used as the calculation method for determining Attendance Tier Levels. The purpose is to capture/provide the two most common methods Districts use to track / assess / report Attendance data.

Business Value:

Goals of Epic tied to ARR, CSAT goals etc.

User Impact:

Need a table---here are some ideas:

  • Two common method Districts use to collect and report attendance data: Days Based, Percentage Based

    • Gives more options and captures the two methods Districts are requesting

  • Implementation-need to communicate the differences

    • If District changes the method from year to year, then their data will not be consistent year to year

    • Given a district changes method throughout the year, then it is problematic for data collection/visualization

Constraints:

Current State

  • Integrations team member selects either Percentage Based or Days Based

    • To give District Level Admin a choice, then Integrations team member will need to fill in default settings criteria for both Percentage Based and Days Based benchmarks.

  • Percentage Based is part of the current build and encompasses the entire product most notability in Admin Settings and Student Dashboard.

  • Days Based is currently being built for the Admin Portal as an optional selection but the Admin Settings and Student Dashboard need to be included so that the selection of Days Based can be supported in MTSS Dashboard.

  • Selecting Days Based changes the information icon contents in the Student Dashboard

Out of Scope Items:

  • Inclusion of the following in the Admin Settings

    • Active/ Inactive Tag

    • Date range of Active/Inactive Status

    • Integration Provider Name

  • Inclusion of the following in Student Dashboard

    • Summary Count and Rate of Absence / Tardy per grading cycle as selected in Define School Year

    • Additional Columns with values for

      • Time Period (Define School Year)

      • Absence/Tardy Number

  • Technology Constraints:

    • Multiple providers for Attendance data and need for a template item that captures Attendance Status for each variation

Expected Results:

High Level Requirements: Admin Portal

  • All Integration for Attendance have a required selection for both Tracking Methods and the benchmark defaults for each:

    • Percentage Based

    • Days Based

High Level Requirements: District Level Admin Settings

  • Tracking methods (Percentage Based, Days Based) are shown in the dropdown field: Tracking Method in the Admin Settings

    • Default view is Percentage Based

    • The default benchmark selections are shown for the Tracking Method selected.

    • District Level Admin can only select 1: Either Percentage Based or Days Based

      • District Level Admin can edit the Percentage Ranges/ Days Ranges for Tiers

High Level Requirements: MTSS Dashboard

  • Customized Percentage Ranges / Days Ranges for Tiers determined in Admin Settings are used to sort the student data throughout MTSS Dashboard

Frequency of Usage:

  • Attendance calculations are used to determine Tiers and are foundational to the product’s functionality

  • Days Based Calculation is the expected selection of half of our clients

Value:

  • Days Based Attendance calculation is a required reporting item in many states.

Workflow List:

User Type: Internal; Our Integrations team

  • Using Admin portal to add/edit a new Assessment:

    • Enter Assessment information

    • Select Calculation Method

    • Enter Benchmark criteria that will appear in Admin Settings as the default for District level Admins

    • Establish Field Mapping

  • Using Admin portal to add/edit an Organization

    • Enter Organization Name

    • Select the desired Assessment

    • Establish SFTP information

User Type: District Level Admin

  • Confirm / Edit Benchmark criteria in Admin Settings

User Type: District Users (Admin, Teachers, etc)

  • View results of Tier groupings in all levels of the MTSS Dashboard

    • District Dashboard

      • data populates for days based selection

    • School / Classroom Dashboard

      • data populates for days based selection

    • Student Dashboard

      • data populates for days based selection

      • Overview Tab? Anything different?

      • Attendance Tab: info icon text, calculations for Absence Rate/ Tardy Rate begins on first day of school

Documentation and Links

MTSS Dashboard – Figma

Acceptance Criteria

How success is measured:

  • Admin Portal-Add/Edit Assessment:

    • Days Based Attendance included in Scoring Type Dropdown

    • Benchmark template includes selections for Total days

    • Field mapping remains the same

    • Need to include both Days Based and Percentage Based Benchmark criteria.

  • Admin Portal-Add/Edit Organization

    • Assessment entered/edited becomes an item on the list

    • User can select the Assessment entered for the Organization added/edited

  • District Level Settings

    • Required to select either Days Based or Percentage Based

    • Optional to edit default benchmark criteria

    • Selection in Settings populates MTSS Dashboard and is used to calculate Tiers

  • MTSS Dashboard

    • Student Dashboard

      • Any changes to Overview for Days based?

      • Attendance Tab-Absence/Tardy Rates begin calculating on the first day of school

 

Dependencies

Epics:

See Also: Add New Assessment: Attendance , Edit Assessment Modal

Open Questions

  • Different Integration providers will have different data sets. We may need to build/remain flexible for the required field in Field Mapping: Attendance Status. So far the integration providers include:

    • Powerschool

    • Infinite Campus

    • eSchoolData

    • Genesis

  • In additional to different integration providers, we will need to consider that all district who use the same provider MAY NOT have the same heading for field mapping.

  • Need to have Integration Team enter both Tracking Methods for Attendance from Admin Portal so that District Level Admin has a choice.

  • Wondering if there is any other area that needs included/ looked at when Percentage Based is selected and 4 weeks of school has not yet happened.

  • Need a way to “protect” selections from previous school year(s).