Student Information System - Data Verification Process

Overview

After the Data Services team reviews the completed data templates, they will begin importing the information into the Student Information System (SIS). The school will be notified by the Data Services team once data migration is complete. 

At that point, it becomes the school’s responsibility to thoroughly review and verify the data in the system to ensure accuracy and completeness. Verification confirms that all data has been successfully and correctly imported into Verity. We recommend at least 10% of data is verified and is logged to demonstrate data is accurate.  

During the verification process:

• Carefully review all relevant records using the recommended reports listed below.
• Document any errors, inconsistencies, or missing data that you identify.
• Do not make any direct changes to the data in the system at this stage. All issues must be reported as-is so the Data Services team can determine whether they stem from the original data source or occur during the import process.

We recommend verifying the information against your legacy system to ensure that the data in the Portico Student Information System (SIS) matches both the submitted template and the original records.

Carefully review the field mapping to confirm that all data appears in the correct location.

If you find multiple records with inaccurate data, note them on the spreadsheet and report the issue to the Data Team as soon as possible.

Reports

To assist with this process, the following reports are recommended for use during the verification phase after the Data Migration process has concluded.

REPORT: Leads By Inquiry Date with Contact Info 

USE: Verify the data imported into Profile, Inquiry, and Application tabs within a student record. 

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Generate Report:

• Navigate to: Analytics Portal > Leads reports > Leads By Inquiry Date With Contact Info
• Set Inquiry Date: All Dates
• Click Show Results
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the data to filter records imported using column AV in Excel. This field shows the date the record was imported, helping to distinguish newly imported records from leads that were already in the database.
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  

Common Issues: 

• Missing Data: Address, state, ZIP, email, phone, Program of Enrollment
   Most student records should include all of these details.
  1. If you notice multiple student records with missing information, cross-reference the original data file submitted to confirm whether the data was included.
• Incorrect Fields: Swapped first/last names, dates in wrong format/columns
  1. State values appearing in the city field
  2. Any other data misaligned with its intended field

REPORT: Employer Contacts 

USE: Verify the data imported into the Employer Contact record. 

The individual record can be accessed via the Contact Grid using the Employer option and searching for the record. 

Steps to Generate Report:

• Navigate to: Analytics Portal > Leads reports > Employer Contacts
• Set Inquiry Date: All Dates
• Click Show Results
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  

Common Issues: 

• Missing Data: Address, state, ZIP, email, phone
  1. If you notice multiple contact records with missing information, cross-reference the original data file submitted to confirm whether the data was included.
• Incorrect Fields: Swapped names, city/state misplacement
   State values appearing in the city field
  1. First and last names swapped
  2. Any other data misaligned with its intended field

REPORT: Students by Start Date by Program 

USE: Verify the data imported into the Enrollment tab within a student record. 

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

. 

Steps to Generate Report:

• Navigate to: Analytics Portal > Student Reports > General > Students by Start Date by Program
• Click Filters
• Set Start Date: All Dates
• Check Show All Enrollments
• Click Apply Filters
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  

Common Issues: 

• Missing Data: Status, start date, expected/actual grad date, Program of Enrollment
  1. Most student records should include most of these details. Only Grads or Drops will have an actual LDA and drop/grad dates. 
  2. If you notice multiple student records with missing information, cross-reference the original data file submitted to confirm whether the data was included.
• Incorrect Fields: Dates in wrong columns, data misalignment
  1. First and last names or other data swapped

REPORT: Student Grade Audit 

USE: Verify the data imported into the Academics tab within a student record that appears on the transcripts. 

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Generate Report:

• Navigate to: Analytics Portal > Student Reports > Academic > Student Grade Audit
• Click Filters
• Check Show All Enrollments
• Set Term Date Range: All Dates
• Click Apply Filters
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort by student ID to group the students to view a list of all courses imported.   

Common Issues: 

• Missing Data: Course code, course dates, percent grade (GP%), letter grade, etc.
  1. Cross-reference the data in Verity with your legacy system to ensure the completed/attempted courses were all transferred over. If courses are missing, verify the data template submitted to ensure it is included. 
• Data in the Incorrect Fields: Grades in wrong column, missing or misaligned course data

REPORT: Ledger Enrollment Balance 

USE: Verify the data imported into the Ledger tab within a student record. This report displays the student's balance by enrollment. 

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Generate Report:

• Navigate to: Analytics Portal > Student Reports > Accounts > Ledger Enrollment Balance
• Click Filters
• Balance As of Date: TODAY
• Balance: All
• Click Apply Filters
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  
• Verify the balance. Note that the balance is displayed by enrollment. Each transaction posted to the student ledger is tied to an enrollment record.  

Common Issues: 

• Balance not matching. 
  1. If you notice multiple student records with missing information, review the ledger for the student, and cross-reference the original data file submitted to confirm whether the data was included.

REPORT: Individual Notes 

USE: Verify the data imported into the Notes area within a student record. 

* The individual record can be accessed by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Verify the Information:

• Navigate to: Contact Grid > Search for the desired student > Notes tab. 

Common Issues: 

• If you notice multiple student records with missing information, cross-reference the original data file submitted to confirm whether the data was included.

Additional reports are available that can be used for verification:

REPORT: Enrollment Demographic Detail 

USE: Verify the data imported into the Enrollment tab within a student record. 

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Generate Report:

• Navigate to: Analytics Portal > Student Reports > General > Enrollment Demographic Detail
• Click Filters
• Set Start Date: All Dates
• Click Apply Filters
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  

Common Issues: 

• Missing Data: Status, start date, expected/actual grad date, Program of Enrollment
  1. Most student records should include most of these details. Only Grads or Drops will have an actual LDA and drop/grad dates. 
  2. If you notice multiple student records with missing information, cross-reference the original data file submitted to confirm whether the data was included.
• Incorrect Fields: Dates in wrong columns, data misalignment
  1. First and last names or other data swapped

REPORT: AR Transaction Detail 

USE: Verify the data imported into the Ledger tab within a student record. This report displays the individual transactions posted to the student's ledger. 

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Generate Report:

• Navigate to: Analytics Portal > Student Reports > Accounts > AR Transaction Detail
• Click Filters
• Date Posted Range: All Dates 
• Check Show Ledgers Without Enrollment 
• Click Apply Filters
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  
• Sorting the data by Student or Student ID may be helpful to group the students. 

REPORT: Licenses & Certifications 

USE: Verify the data imported into the Career Center > Licenses and Certifications area within a student record. This report returns license and certification details associated with student enrollments.

* The individual record can be accessed either by clicking the Verity ID directly within the report or by searching for the student in the Contact Grid using the Prospects or Students filter.

Steps to Generate Report:

• Navigate to: Analytics Portal > Student Reports > Placement > License & Certifications
• Click Filters
• Set Actual Grad Date: All Dates
• Click Apply Filters
• Export to Excel and select All Options

Sort data

• Open the Excel file
• Sort the different columns by ascending or descending order to review and identify any anomalies in the data imported.  

Common Issues: 

• If you notice multiple student records with missing information, cross-reference the original data file submitted to confirm whether the data was included.

Verification Finalized and Ready for Sign-Off

After completing data verification, the school must provide formal written approval confirming the data’s accuracy. This confirmation should be sent by email to the assigned Implementation Consultant, with the Data Services team copied, to verify that the review has been completed, and the data is approved.

Following this sign-off, users may begin making any necessary updates within the system to ensure the data is current.