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EDW Frequently Asked Questions

Welcome to the EDW FAQs.

Table of Contents:

To the main page of the EDW site.

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What does the acronym EDW mean?

EDW stands for Educational Data Warehouse (EDW). EDW is also referred to as the New EDW, SDM, Data Warehouse, the Beta Site, Cognos ReportNet or by other similar terms. These terms all refer to the system of reports produced by the Educational Data Warehouse department of the Division of Performance Accountability.

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How do I get answers to my questions about EDW or send in comments and feedback?

See the information (such as Frequently Asked Questions) in the Help and Documentation section of the New EDW. If the topic is not covered in the documentation, please contact your EDW area specialist. The FAQ and other documents will be updated as input is received from users, so check back often for changes.

The latest list of contact numbers, email addresses and information is located on EDW website's Contact Us page.

If you are currently contacting EDW developers by phone directly, please contact your EDW area specialist instead. The EDW area specialist should be your first call.

Please be sure to let the EDW area specialists know which part of EDW you are commenting on (specific report name, prompt page or Hotpicks, etc.). The more specific you are, the better they can help you. In addition, you may email screen shots of problems to the EDW area specialists. See the Contact Us page for the EDW area specialists' email addresses.

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Who do I contact with EDW access problems?

For EDW access problems contact the following in order as needed:

      • Your EDW Liaison (member of your faculty selected by your principal)
      • Your EDW area specialist or the EDW Report Solutions Manager listed on our Contact Us page

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How can I tell when the EDW system is down?

If there is a scheduled outage, EDW users will be given advanced notice. If the system will be affected for a long length of time, check any of the follow of places for notification:

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What can I do if I'm having a problem?

If you are having trouble running reports, check the following:

      1. Is your Adobe Acrobat Reader version 7.0 or greater? If not, please download the latest version. Versions 7.0.8 or higher work well. Make sure to remove previous versions prior to downloading the latest version.
      2. Attempt to delete old versions of files your browser may be storing (clearing your cache). From the Internet Explorer menu, select Tools, then Internet Options. On the General tab, under Temporary Internet files or Browsing history, click on Delete, click on Delete files and Delete cookies. Click Close and click OK.
      3. If your operating system is Windows 2000, do you have the latest service pack installed? If not, please have it installed.
      4. Do you have more than two reports running at the same time? The product (Cognos Reportnet) has a recommended maximum of two simultaneous processes at a time. If more than two indicators that your reports are running are visible on the same machine at the same time, the responsiveness of the connection to EDW on that machine may slow to a crawl. A message with the words EDW and an animated graph drawing indicate processing is currently occurring.
      5. Do you have more than one master prompt page showing? Only one master prompt page should be running at a time.
        You can select multiple reports to run from the confirmation page if it's available.
      6. Have you called the IT Service Desk? They are there to help. If it's a general system set-up problem, contact them or your local school site technician (ITSA/STST).

If you are still experiencing problems, send us feedback using the technique noted in this FAQ.

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What can I do if I'm having a problem with report rendering?

The following recommended settings should help improve Adobe Acrobat Reader report rendering whether you are specifically having difficulties or not. First, please be sure you've downloaded version 7.0.8 or later of Adobe Acrobat Reader. Second, these are some basics to set:

      1. In Adobe Acrobat Reader, under the Edit menu, select Preferences... In the Preferences dialog box, click on the Internet option in the Categories pane. Make sure "Allow fast web view" is unchecked. This will tell your computer to download the report with emphasis on accuracy over speed. If your computer downloads too quickly, you may see smudges on the report while viewing it on screen.
      2. In Adobe Acrobat Reader, select Accessibility Setup Assistant... You'll find it under the Help menu on earlier versions of Adobe Acrobat and under the Document menu on later ones. Click "Next" three times accepting the defaults. You should reach the dialog page that lets you set how much of the document to download at one time. Select "Deliver the entire document at once". In newer versions, the option was renamed to "Read the entire document at once". Select it. Click "Next" and then click "Done." By setting Adobe Acrobat Reader to download the entire document at once, it helps minimize loss of connection between your browser and our website and helps to ensure you receive every page of your report.

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Are there recommended settings for my computer to help improve my use of EDW?

Yes, there are recommended settings for your computer.

      1. The recommended screen resolution for best viewing of EDW should be at least 1024 x 768.
      2. You should have version 7.0.8 or later of Adobe Acrobat Reader downloaded and installed on your computer.
      3. Set your Internet Explorer browser to clear cache frequently. From the Internet Explorer menu, select Tools,
        Internet Options... On the General tab, under Temporary Internet files, click on the Settings... button. Where you see "Check for newer versions of stored pages" select "Every time you start Internet Explorer."
      4. It's recommended that you have the latest service packs for your particular version of Windows installed.

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What browsers (Internet Explorer, etc.) work with EDW?

At this time, EDW officially supports Internet Explorer and Google Chrome with Cognos Reportnet, the product used to generate EDW reports.

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Why won't EDW accept my Password?

If your password contains one or more spaces, EDW will not accept it. Use TERMS to change your password or contact the Service Desk to change it.

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When are expected EDW reports going to be available for viewing?

All available reports are listed on our Navigation Pages as soon as they are completed.

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How can I see a list of reports in EDW?

The Search option in the upper right corner of a Navigation Page lets you locate reports quickly. Type - in the Search for field and click Search. It will bring up every report with - in the title that is in our database's search table. Click on any of the reports to run them. Pressing Ctrl and F lets you search the displayed list of reports further.

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How Often Is EDW Data Updated?

Information is updated daily (e.g. data entered via EDW for Teachers, student demographics, attendance, discipline, student schedules, intensive flags), weekly (e.g. assignment history) or as data becomes available to us (e.g. FCAT scores, grades).

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Are EDW presentations accessible?

Click on the EDW Awareness selections in the EDW web site menu or select one of the Awareness pages from our Site Map.

You will find New EDW Awareness sessions and EDW for Teachers Awareness sessions.

You should be able to play most or all of these presentations with software already on your computer. Contact the Service Desk or your local school site technician (ITSA/STST) if you can't and need software installed. Podcasts in MP3 format should play with Windows Media Player. PowerPoints (files with PPT extension) should be viewable in Microsoft Office PowerPoint. PDFs should be available from your browser if you've downloaded and installed Adobe Acrobat or if the program is already installed on your computer. Awareness Video Modules should play from your browser.

If you don't have the appropriate software on your computer and don't have the license for it, you can find Open Source software that should be able to do the job. For instance, if you're at home and don't have a copy of Microsoft Office PowerPoint on your home computer, you may want to try an Open Source substitute. You can find these programs through a search engine. Some are available at PortableApps.com or other sites that list Open Source software. Audacity can play most audio files including podcasts. (Audacity has also been installed on some district computers.) LibreOffice can display PPT files. Sumatra can display PDF files downloaded to your computer. MuPDF and Evince can display and embed PDF files in a browser such as Firefox. 

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How can I view the entire page without scrolling?

There are several things you can try. Here they are in order of least to most complex.

      1. Check to see if your window is maximized. Click the Maximize button to toggle between maximized (full screen) and not maximized. You'll
        find this button in the upper right corner of the window to the left of the Close button (X).
      2. If that does not help, you can choose View from the Internet Explorer menu. Select Text Size and then select the Smallest font.
      3. If that still does not help, increase the screen resolution on your computer. It is recommended that your screen resolution be set to at least 1024 x 768 for best viewing of EDW. To change your screen resolution, hold down the Window key (key with the windows symbol drawn on it) and press the d key in order to minimize all the windows currently open on your desktop. With your mouse, right click on the desktop. The Display Properties dialog should appear. Click on the Settings tab. Change your screen resolution to 1024 x 768 or higher. Click Apply.

Check the Microsoft website or Windows Annoyances site for further tips on customizing Windows. You can find either of these sites with your favorite search engine.

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What are prompts and filters?

A prompt is a list of selectable options. Prompts allow you to pick one or more similar items such as school, a grade or grades, gender and other factors that can affect what information appears in a report. You may see a vertical scroll bar or, occasionally, a horizontal scroll bar appear alongside the list of options. You can use the scroll bars to see all selectable options for a prompt.

Filters allow you to cut down on the number of students or the types of information displayed. Prompts are used to select which filters you want to apply to a report.

Some of the EDW reports display a prompt page before reaching the report. On the prompt page, when you select options from a prompt (such as grades 10 and 11) and click the green Update button, you are filtering the prompt page and your report to only show data relevant to those selections. The more filters you select, the smaller your data set can become. Phase II reports integrate many of the prompts directly on the HTML report page. That way, you never need to leave the report page and return to the prompt page to change your filters. For reports that don't have that type of integration, you can return to the prompt page, change filters and run the report again. If the prompt page is not still visible in a window on your screen, some pages offer a yellow Change Filter button to return to the prompts on the prompt page so you can select different options.

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How can I navigate prompts quickly?

If you hit Ctrl and F simultaneously in most browsers, it will be bring up a search option. You can then search for any words or phrases on the page you're viewing. If you know what option you're looking for in a prompt, use the browser's search function to jump to it quickly. If more than one occurrence of the word or phrase exists on the page, simply search to the next occurrence. If you know what you want to pick, this can speed up your prompt selection process.

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How can I navigate between a navigation page, prompt page and/or report window?

The navigation pages (menus), the master prompt pages and the master prompt confirmation page appear in one window. Reports you create often appear in other windows. To navigate between these, you can use the icons on your tool bar near (to the right of) your Start button. You can also hold down the Alt key and quickly press and release Tab to navigate between windows. When you are finished viewing a report, click the Close button (X) in the top right corner of the window. The window will close and you will automatically be moved to the window underneath it. If you need more help with navigation in Windows, please see the Microsoft website or Windows Annoyances site for further Windows tips.

With Phase II, many of the report pages will be combined with their own prompts so that separate prompt pages in another window may no longer be necessary. With those cases, the major switching between pages will occur between the navigation pages (menus) and the reports themselves.

If you are using a browser that allows tabs, pages may appear in different tabbed windows in the same browser instance rather than in different browser windows (instances). This depends on your brower's settings. The tabs usually appear on the screen just above your report or menu. They typically show the name or partial name of the report or have some text to indentify what's displaying in the tabbed window. You can switch between them by clicking the tab of the tabbed window that you want. Some browsers also support a keyboard shortcut. Hold down the Ctrl key and quickly press and release Tab to navigate between browser tabs. To close a browser tab, press the keys Ctrl and F4 simultaneously. You can also look for the Close button (X) to the right of the browser tab.

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Why are some prompts invisible?

Certain prompts may appear on a master prompt page with one report and not appear with another report. For example, a report that runs based on schedules may not allow you to select a grade. Irrelevant prompts are hidden.

With Phase II, this may be true for prompts on a report page as well.

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What's the difference between selecting nothing at a prompt and selecting everything for a prompt?

If you have a choice between selecting all at a prompt or selecting nothing, always select nothing. This is primarily a performance issue. For example, you may want to see all teachers for a particular subject. When you select all teachers from the prompt, placing a check by every teacher you're interested in, it will take longer for your report to run. The database will have to look up each one of the teachers you've picked. However, if you want all teachers currently listed in the Teacher prompt and you do not select anything from that prompt, the database can optimize and access the requested information more quickly.

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What does it mean when no data shows in my report?

If you run a report more than once and see missing data in each run, this may be a filtering issue. You can select so many filters using prompts on the prompt page (or on the report page) that you exclude all of your students. To fix this, deselect some of your prompt choices. Each filter you select can reduce the amount of data that displays. Too many filters and you will see no data at all. If you're using a Phase II report, the prompts will be on the HTML report page. Otherwise, return to the page where you selected your prompt choices. This may require you to navigate between your prompt page and report page. Some pages offer a yellow Change Filter button to return to the prompts on the prompt page so you can select different options.

Infrequently, this issue can also arise as we work on changes to the database. Creating or loading a database table can cause you to see no data or partial data in a report. We are making and will continue to make changes in the database to improve performance and usability. If the database is being affected, there will be notice that the system is down. Please check to see if the EDW system is down using any of the techniques noted in this FAQ.

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Why can't I find the school(s) I'm looking for in the School Name prompt?

You may not find the school(s) you want to select in
the School prompt if you may have filtered out the schools you're looking for so that
they no longer appear. You can remove the school related filters to make them reappear. Check if there are School Type or Area prompts. If there is,
click "Deselect all" under the School Type prompt and/or
click "Deselect" under the Area prompt. Then click the green Update button. Once the screen regenerates, you should see all schools available.

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Can I use the enter key to navigate?

On some pages, such as prompt pages, you may be tempted to just hit the enter key to continue on to the next page. The product we use to create reports does not properly support this use of the enter key at this time. If you're at a page with push buttons or links and want to select something, please be sure to use your mouse to do so. Do not simply click enter. This can cause unexpected results or cause commands to execute that were not intended. Later versions of the product fix this issue for many cases.

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Why can't I print my report?

If you are having trouble printing your report, please make sure you have the latest version of Adobe Acrobat Reader downloaded to your computer. Earlier versions, such as 6.0, may not print properly. Either the PRINTER FRIENDLY icon method or the Adobe print icon method will be available for a specific report. You will not see both methods for printing available in the same report at once. You must use at least one of these two methods to get a report to print appropriately. If the report has a PRINTER FRIENDLY icon (or icons), please use it exclusively to ready your report for printing. A PRINTER FRIENDLY icon with a white background gives the option to print graphs using a pattern instead of shading. This may be easier to discern with a black and white printer. Be sure to click a PRINTER FRIENDLY icon if it is available. This will bring up a PDF version of the report so that you can use the Adobe print method. With the Adobe print method, look for the Adobe Acrobat Reader's printer icon just above and on the left side of the report view and click on it. When you place your mouse over the printer icon, you should see the word "print" popup. If you are using Adobe version 10 or later, you may be required to press F8 to toggle print icon visibility before you can access the print icon. Do not use Internet Explorer's printer icon or print selection from the File menu when attempting to print a report. Reports will not be formatted properly if they do not use the Adobe print method.

If you are still having trouble printing, the name of your temporary file may be too long for Adobe Acrobat Reader to handle. Save the report to your desktop with a very short name by clicking the icon of the disk (Save a Copy) just above the report view on the left side of the screen. If you are using Adobe version 10 or later, you may be required to press F8 to toggle icon visibility. Once saved, open the copy in Adobe Acrobat Reader and print it. Be sure to delete the report afterwards as it may contain confidential information.

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What happened to LEP?

The state has changed its terminology from using LEP (Limited English Proficient) to using ELL (English Language Learner) in its place.

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What is ELDC?

ELDC stands for English Language Development Continuum. It is the continuum of services for ESOL students based on their English Oral and Literacy Proficiency Levels. See the EDW Glossary's ELDC entry for a summary of English Oral and Literacy Proficiency Levels.

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How do I see my accountable students?

If you want to see only your accountable students in a report, you need to run a report designed specifically for accountablity. There are several listed in the Accountability and Monitoring section of the New EDW navigation menus. Choosing Accountability prompts on a prompt page or from the prompts in a Phase II report does not give you the same information.

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Why am I unable to download a file in CSV or Excel format?

Some schools such as charter schools may be having issues opening CSV or Excel files. The download window appears and then disappears without ever allowing the user to save the report file. If you are having an issue with this, please see the information in our Downloading CSV files from EDW documentation for a resolution.

Some reports do not support CSV or Excel. The product we are using will not generate CSV or Excel files for certain reports that use a Master-Detail design method. This is a limitation of the product.

Reports in the Downloads section download to CSV. You will see an Excel button at the top left of the report if an Excel version of the report is available.

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Why do I get an error when I try to save a report in CSV (comma separated values) or Excel format?

You may have to change your Internet Explorer settings to get this to work properly.
From the Internet Explorer menu, select Tools, Internet Options... On the Advanced tab, locate
the option "Do not save encrypted pages to disk". Make sure it is unchecked.

If you have Office 2007 on your machine, you may get a warning that the file you are trying to open is in a different format than specified. Choose "Yes" to verify that you want to open the file. This should bring up your CSV or Excel report in a normal manner.

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How can students have the same number of questions answered correctly, but still receive different final test scores and Levels on the FCAT, FCAT 2.0 and the District's Diagnostic Tests?

It is possible for this situation to happen. For an explanation of how this happens, see the Item Response Theory document.

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What do I do when I encounter an error while trying to create a report?

If you encounter an error while in the Hotpicks, Search, navigation pages or using a prompt page, close the window, open a new browser page and go back into the New EDW through the main EDW Access page. If the error occurred while running a report and the confirmation page is still available, close the window for the report that caused the error. You can try running the report again from the confirmation page or adjusting your prompt choices by clicking the yellow Change Filter button. If a Menu button is available, you can also click it and begin again.

You may see an error such as the following:

Error Message Graphic - Pogo Error
Error Message Graphic

If you see an unusual error when running a report and it isn't mentioned in the documentation on this site, please take a screen shot and send it to us.