Power BI: PPSD Statistics Report
- Veronica Bucknell (Unlicensed)
- Sinie Jacob
- Veronica Bucknell (Deactivated)
- Adam Saunders
We have created a short Walk-Through presentation that takes you through the report tabs one by one. If you prefer the “static pictures, no sound, and reading” option, keep scrolling as the rest of this page describes what’s in the video.
PLEASE NOTE: The data used in the report is old data from our QA environment. All personally identifiable information has been blurred out.
Accessing The PPSD Statistics Report
1. Log into NETiD and select the “Power BI - PPSD” option from your list of applications.
2. You should be taken straight into the “NCCD Moderation Report”. If not, select “Apps” in the left side menu, and then click on the “NCCD Moderation Reports” tile.
3. Next click on the “PPSD Statistics for Schools Report” tile.
That data in this report is automatically updated every 2 hours between the hours of 7 am and 9 pm with live data from the Personalised Planning tool.
In the top corner of every tab, there are these two icons:
 | This icon takes you to our knowledge base articles |
 | This icon takes you to the support portal where you can ask CSNSW questions about this report or any other systems we operate. |
Tab Options Within The Report
There are eleven (13) different Tabs within this PPSD/NCCD report – clicking on each TAB on the left-hand sidebar gives you access to your diocesan data and information for that category/area.
Filtering
You can click on the various elements in the graphs or tables to filter the results further. If you watch the video linked at the top, it shows other ways to filter the results.
Student Insights
This tab gives a general summary of the overall statistics for your diocese for both PPSD and NCCD.
It shows the following information:
Total number of students that have personalised plans in your diocese.
Total number of students that have active plans in your diocese - that is plans that have been updated since the most recent August.
Total number of students that have a completed NCCD section in our system since the most recent October.
Overall breakdown of student counts by:
Gender
School leve
ATSI, EALD, LBOTE, NDIS, OOHC by school type
Overall indication of breakdown by NCCD Adjustment levels and NCCD Category
NCCD Report
This tab gives a summary of NCCD data for your diocese broken down by:
Number of students per disability category & adjustment level
Number of NCCD students per school
Total students by adjustment
Total students by disability category
Comparison from “Last Year” to “This Year”
Overrides by School
In the NCCD section of the system, if either of the “No” buttons is clicked after selecting the Adjustment Level in the NCCD part of the system for a particular student, they will be counted in this particular table. See the screenshot below to see what the buttons look like in the NCCD system.
Duplicate Student Report
This tab displays any students in your diocese that has a duplicated record in the system – contact the CSNSW Service Desk (service@csnsw.catholic.edu.au) if any names appear here and we will help determine which record is to be archived.
The ultimate goal here is to have an empty report for your diocese.
ATSI, LOBOTE, ESL, OOHC, NDIS Student Report
This tab displays total numbers for each of these categories. Please note these totals are taken from the Student Management page in the Personalised Planning tool and so are only as accurate as what the school user has entered for your diocesan system.
The top half of the page (orange numbers) shows the total number of students that have been ticked on the student management page in the Personalised Planning tool for LBOTE, ATSI, NDIS, ESL/EALD, OOHC, and VISA for your diocese.
The lower half of the page (blue numbers) shows the count of students from the orange section above that have been confirmed in the NCCD section of the tool for your diocese.
Part-Time Student Report
This TAB displays students that have been ticked as PART TIME in the
Student Management section in PP tool.
Student on VISA Report
This TAB displays VISA information that has been entered into Student Management section in PP tool by school users. Dioceses will need to verify further before census.
PPSD/NCCD Report
This TAB displays combined PPSD and NCCD section information for each student.
Secondary Students/Primary School Report
This TAB displays students are set at a high school Year Group (eg Year 7, 8, 9 etc) but are listed as still attending a Primary School Setting.
Year 13 Report
This TAB list students and schools in your diocese that are in Year 13. These
students need to archived ASAP.
NCCD Adjustment Report
This TAB gives a visual diocesan snap shot of NCCD data for each school.
PPSD Disability Report
This TAB gives a visual diocesan snapshot of PRIMARY DISABILITIES by Disability Category
from the PPSD section.
Student Data Anomalies
The Student Data Anomalies report shows possible student data issues after our data matching process has been completed.
Where student data between CSNSW and the CeNET data matches 100%, student data has been matched and CEIDER numbers have been attached. This now leaves the ones that aren’t a 100% match.
The report displays student data from the CSNSW Student Management (PPSD) system and CeNET’s data along with a possible reason for why the match didn’t happen as a 100% match.
[External Ref No in PPSD] = Yes indicates if the External Ref No has already been attached , = No indicates the External Ref No is a possible match.
The columns that have anomalies will appear in Red font so the user can easily review them.
The table below shows the full range or reasons:
Data Issue-Summary | Data Issue-Detail |
LocationIds Do not match | Matched students have different LocationAgeIDs |
AGEIDs do not match | Matched students have different AgeIDs |
Both AGEID and LocationAGEID do not match | Matched students have different AgeIDs and LocationAgeIDs |
DOB in PPSD in 2023, 2022 | Student's date of birth in Student Management is in 2023 /2022 |
DOB do not match - Grades match | Matched students have different date of births, but are in the same grade |
DOB and Grade do not match | Matched students have different date of births and different grades |
Grades do not match | Matched students are in different grades in PPSD and CeNET |
Firstname and Lastname are swapped | Firstname is matched with Lastname and vice versa |
Firstnames do not match | Matched students have different Firstnames |
Lastnames do not match | Matched students have different Lastnames |
Firstname, LocationAgeId do not match | Matched students have different Firstnames and LocationAgeIDs |
Lastname, LocationAgeId do not match | Matched students have different Lastnames and LocationAgeIDs |
Gender does not match | Gender in Student Management and CeNet file are different |
More than 1 attribute do not match | Anomaly in more than 1 attribute eg DOb and Last Name, or Grade and FirstName |
Matched ExternalRefNo missing in CeNET Student file | The External Ref No attached to student is missing in CeNET’s Student export file to CSNSW . Check if
If everything is correct , let CSNSW know. CSNSW might need to check with CeNET why these students are not being exported to CSNSW . |
The Student Data Anomalies report should ultimately be blank.
The best way to work through the report is to export and then first fix any data issues that can be fixed through the CSNSW Student Management system.
Once you have done this, the automatic data matching process will run and then the data in the PowerBI report will be updated every 2 hours (between 7am and 9:00pm). As the data changes in our system, the reports should get shorter.
To export the data:
Open the report in PowerBI
Select the Student Data Anomalies tab on the left
Click the 3 dots as indicated in the image below
Select “Export Data” from the menu
Once you have downloaded the report, please review the first column: [Data Issue]. Based on the Student's external reference number from CeNET (CeNET_ExternalRefNo column), one of the following will be true
Scenario 1: Student matched correctly but the student data in PPSD is incorrect; spelling mistakes, DOB differences
Scenario 2: Student matched correctly but the student data from CeNET is incorrect
Scenario 3: Student not matched correctly at all
Scenario 4: Student data is correct, but the student name contains a preferred name also;
For each case, please take the appropriate action as below.
Scenario | Action to be taken by Diocese/Schools | Populate [Action Needed] column of the report |
Scenario 1: | Update Student details in Student Management | Correct CeNET_ExternalRefNo - Student details in Student Management updated |
Scenario 2: | None | Correct CeNET_ExternalRefNo - No updates to Student Details |
Scenario 3: | Provide correct Student External Ref No in column [Correct Student External Ref No] | Incorrect CeNET_ExternalRefNo - Correct External Ref No provided |
Scenario 4: | None | Enter “Correct Student” in “Action Needed” column |
Please make sure you populate the [Action Needed] column for each student in the report.
Only if necessary, populate the [Correct Student External Ref No] column so we can make the updates to the database at our end.
Once you have completed the above steps, in the interest of keeping student personal data secure, please use the Alteryx upload portal to send the files back to us for processing.
If you’re unsure how to do this, please refer to this knowledge base page for help:
https://csnsw.atlassian.net/wiki/spaces/APP/pages/459374609/Upload+Unique+Student+ID+Data+Securely
As we receive the data files, we will make the necessary changes at our end and the “Student Data Anomalies” and the “Students Missing CEIDER” reports will get shorter as the automated matching process makes the student connections. Once all incorrect data issues have been fixed, the remaining students listed in the “Students Missing CEIDER” report will need to be addressed.
How Do I Capture A Report?
Click on FILE and select what function you would like to do – PRINT, EXPORT to POWERPOINT, EXPORT to PDF. This will replicate the report as it appears on your screen.
How Do I Export The Table As An Excel File?
In the top right-hand corner of any table there are three icons – click on the THREE DOTS (…)
Select EXPORT DATA
3. Select SUMMARIZED DATA
4. Click on EXPORT and follow the prompts
