FCMAT/California School Information Services

Frequently Asked Questions (FAQ)

for

CSIS Technical and Data Support

Version 11.0

Copyright © 2012, FCMAT/California School Information Services

Frequently Asked Question for CSIS Technical and Data Support - FY 2012-10, v11.0

Table of Contents

1.Introduction

1.1Purpose

1.2Document Versioning Convention

1.3Intended Audience

1.4References

2.General Technical Support......

3.Certificate Issues

4.DataGate Client Setup and Troubleshooting

5.Import Issues

6.Data Preparation

Revision History

Name / Date / Reason For Changes / Version
12/21/2012 / Updates for FY 2012-2013 / 11.0
Rima Mendez / 07/24/2009 / Updates for FY 2009-10. / 10.0

1.Introduction

1.1Purpose

This Frequently Asked Questions (FAQs) document provides answers to questions regarding CSIS technical and data support, including digital certificates, local hardware and network requirements for CSIS participation, as well as data related activities.

1.2Document Versioning Convention

The title page and header of this document contain a version number in the form X.Y.Z where:

X is the version number in sequence 1 through N
Y is the revision number in sequence .1 through .N
Z is the errata correction number in sequence .1 through N

The version number of the document correlates directly to the school year that the requirements present in the document are pertinent, for example, school year 2009-2010 is represented by version 10.Y.Z., and the first published version of the document would be numbered 10.0.

Each revision (Y) represents substantial change to the document and will be serially numbered to the right of the first decimal. Minor corrections (Z) (i.e., format or spelling) will retain the version and revision number and only increment the correction number to the right of the second decimal (i.e.,10.0.1, 10.0.2…).

1.3Intended Audience

The primary audiences for this document are the personnel responsible for the submission of Fall State Reporting data to CSIS. Student Information System vendors will also find the information useful.

1.4References

All of the other documents referenced by this document can be found on the CSIS web site. The web site address is

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Frequently Asked Question for CSIS Technical and Data Support - FY 2012-10, v11.0

2.General Technical Support

No. / Question / Answer
2.1. / What is the difference between DataGate and CSIS? / DataGate is the Internet portal and GUI used toprocess data imported and/or exported by a user.
CSIS (California School Information Services) is the organization of employees responsible for the development and maintenance of DataGate logical and physical components.
2.2. / What are the minimum hardware and software requirements for DataGate? / CPU Type and Speed: / Pentium 300 or greater
RAM: / 256 MB
Operating System and version: / Win98/98SE/2000/NT/XP/Win7
Resolution of Monitor: / 800 x 600 or higher
Hard Drive Size Required: / 20MB of free space for application installation and 1GB of free space to be used for CACHE (temporary memory).
Network Interface Speed: / DSL, ISDN or higher (depending on enrollment)
Internet Browser: / Internet Explorer 7 or newer
For more details or additional information, please contact the support helpdesk by visiting the support page here:
2.3. / What is the URL (Internet address) for DataGate? / Use:

3.Certificate Issues

No. / Question / Answer
1.1.1.1. / Where can I go to Pick-up, Renew, Search, or Revoke a certificate? / Please contact the service helpdesk for assistace:
3.1.1.1.
3.2. / How do I install/re-install a digital user certificate?
/ Please contact the service helpdesk for assistace:
3.2.1.1.
3.3. / How do I import/export a user certificate? / Please contact the service helpdesk for assistace:

4.DataGate Client Setup and Troubleshooting

No. / Question / Answer
How do I install/re-install Java or Java Naming Permission file? / Please contact the service helpdesk for assistace:
4.2. / How do I start the Java console? What is it used for? / The Java console is a utility that dynamically captures java instructions/status in a separate display window. The information captured is useful in diagnosing trouble conditions.
  1. The Java console must be started simultaneously with DataGate in order to capture any information. To set this up, open the Control Panel, then find and open the Java Plug-in icon. In the BASIC tab, select the SHOW JAVA CONSOLE option and click on the Apply button. The next time you open DataGate, the Java console will open as well.

4.3. / What does the Java memory parameter settings do? / Some LEAs have very large files to import into DataGate. Java, by default, is not optimized to handle large files well. Adjusting the Java memory parameter setting permits the processing of large files. The setting itself will vary, depending on how much memory and hard disk space exists on the workstation being used. Please contact the service helpdesk for assistace:
4.4. / What are some basic trouble shooting steps I can do before calling CSIS Support such as why does nothing happen when I give DataGate instructions to import/validate or why am I getting Module Failure Exception Errors? / DataGate often produces errors or unexpected behavior when there are memory problems or problems with the user certificate. Try some of these fixes to resolve your problem:
  • Wait for each applet to appear before switching to another applet (e.g. switching from Periodic Enrollment Update to CSIS Transcript Center). Switching between applets too quickly may cause Fatal errors.
  • Verify the workstation you are using meets minimum CSIS hardware and software requirements.
  • Import from or download (export) to the C: drive; do not use floppies or network drives as the WorkFile drive or to store SIS extracts.
  • Delete the temp cache/internet files and reboot.
  • Re-install the Naming Permission file.

4.5. / How do I delete my temporary Internet files? / Follow these steps to delete temporary Internet files:
  1. Open the browser.
  2. From the Tools menu, select Internet Options.
  3. From the General tab, select the Delete Files button and select the Delete All Offline Content setting, then select OK.

4.6. / Why does the message "This page cannot be displayed" appear when I try to log on to DataGate? / The user certificate may be corrupted. Please contact the service helpdesk for assistace:
The Java installation may be corrupted. Try de-installing, then re-installing Java2 runtime Program and Naming Permissions.
For more information regarding DataGate, please contact the service helpdesk for assistace:
4.7. / Why do I get an "Alias Not Found" error message when attempting to log on to a function? / The user certificate is probably corrupted. Please contact the service helpdesk for assistace:
4.8. / What does my applet never completely loads or why does it take so long for my applet to appear? / This may be a result of insufficient memory or hard disk space. Additionally, networks that use a proxy may experience slow system response, giving the impression that the process is hung. Please contact the service helpdesk for assistace:

5.Import Issues

My applet never completely loads. Why is that or why does it take so long for my applet to appear? / This symptom may be a result of insufficient memory or hard disk space. Additionally, networks that use a proxy server may experience slow system response, giving the impression that the process is hung.
5.2. / Can I import my files from floppies or a network drive? / Importing from floppies or the network is discouraged for the following reasons:
  1. It negatively impacts performance during import, validation, report save and retrieval functions.
  2. Floppies have limited capacity and can be misplaced, requiring a re-extract from your SIS.
  3. Network problems can cause the network drive to be unavailable at a critical time.
  4. Users tend to save DataGatereports to same drive location as import files; this may result in problems when SRRTS attempts to save reports and there is insufficient disk space (re: floppies).
CSIS recommends copying the SIS extract files to the C: drive of the workstation being used and use the same drive as the target for DataGatereports.
5.3. / Why can't I import my files into DataGate? / There are several possible reasons. Review this checklist and proceed accordingly.
  1. Verify you are using the correct Import panel function.
  2. Verify your submission is not in CDECERTIFY or LEASUPCERTIFY status.
  3. Verify you are pointing to the correct target (have you moved your files or are using a different file set?).
  4. Verify you have logged on as the LEA Data Processor role.
  5. File data may be incorrect or corrupt.
  6. Check to make sure your "Workfile drive" is not set to a network drive and if it is then contact CSIS Support to change it to the "C" drive.

5.4. / Why does my transaction get stuck in progress (progress bar never completes) or why does my transaction status stay the same (the transaction appears to be hung)? / If the transaction is on the local side (i.e. has not been sent to SRRTS server processing), this symptom may be due to insufficient memory or hard disk space, or the files may have become corrupted. If the transaction has been sent to SRRTS server processing, you are unable to research this problem. Please contact the service helpdesk for assistace:
5.5. / How can I circumvent my proxy server? I think it may be affecting performance. / This is a local network issue. Ask your network administrator to assist you.
5.6. / What can I do when a transaction is in progress and I discover that I need to re-Import? / Wait until the process finishes and the status is either successful or failed. If the transaction status appears to be "stuck" in process for a long time (1 hour+), Please contact the service helpdesk for assistace:
5.7. / Why do I get a message that I cannot re-import at this time?
/ This may be a result of insufficient memory or hard disk space. Additionally, networks that use a proxy may experience slow system response, giving the impression that the process is hung. Please contact the service helpdesk for assistace:
5.8. / Why are my options grayed out and unavailable when I try to re-import a transaction? / This may be a result of insufficient memory or hard disk space. Additionally, networks that use a proxy may experience slow system response, giving the impression that the process is hung. Please contact the service helpdesk for assistace:

6.Data Preparation

No. / Question / Answer
3.3.1.1. / How can I find out which files specific data elements are found in? / See the File Transmission Format document and/or the Data Submission Requirements document for the submission in question. For more information, please refer to the File Transmission Format and/or the Data Submission Requirements document(s) located at the following URL:

6.1.1.1.
6.2. / What do my Translation Tables accomplish?
/ The Translation Table tools were developed on the premise that LEAs with established systems would be unable and should not be expected to convert their local codes to CSIS codes. The Translation Tables are therefore used to accomplish the conversion of local codes into CSIS standards. Translation takes place during the Import process. A translation table is required from each LEA, even if local codes fully match CSIS codes. The Maintenance function is available on DataGate, where LEAs can go and make any translation changes necessary. A default translation table with all the master codes is initially loaded for every LEA.
For more information regarding the Maintenance function, please refer to User Guide located at the following URL:
6.2.1.1.
6.3. / Who should I call when I am having trouble extracting my files from my local SIS? / Contact your vendor or your fiscal agent.

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