Configuring Schools Mapping

Schools Mapping is an integral part of the initial configuration and can be done when some changes to the district's data should be done. In this article, we'll cover all possible scenarios.

Audience: ✅District Admin      ✖️Vendor Admin

Schools Mapping is a process of mapping the schools from a data source (SIS, IdM etc.) to a school entity in the GG4L Connect system. A school from a data source can be mapped to a newly-created school in GG4L, or to an already-existing school. 

Content list:

Locate Schools Mapping 

Used-case scenarios

1. First-time Schools Mapping.

2. New schools have been added to the SIS.

3. Schools with missing data (Schools were removed from the SIS).

4. Schools need to be removed from the sync process.

5. The data source is being changed. A new SIS is used.

6. Few data sources are used.

Locate Schools Mapping 

To view Schools Mapping, choose an import app -> in the top right corner click :gear:  Settings > choose the second tab - Schools Mapping. 

Using the filters at the top of the screen, you will be able to see the lists of schools filtered by:

Existing: schools that are already mapped into the system.
Missing: schools that are NOT mapped into the system.
Schools with missing data: shall we add this here too???


Used-case scenarios

1. First-time Schools Mapping.

First-time Schools Mapping happens during the very first data import of the District data. When the SIS has been configured, navigate to the Schools Mapping step, and you will see the list of schools existing in SIS which were not yet mapped. You can either map certain schools or do auto-mapping to add all the schools from the list.

To choose individual schools, just drag the slider to the right, in front of the schools you need.

To select all, click the AUTO MAPPING button.

When one of the options is applied, the name of the GG4L schools by default would correspond to the name of the school in SIS. However, the school name can be changed during the mapping process.

It is also possible to map a few schools into one, for this, the same school name should be selected for the schools that should be mapped into one. It's important to select the already created school from the dropdown list. When schools are mapped, click the SAVE button, then the remaining step to apply changes will be to sync data (Run Import).

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2. New schools have been added to the SIS

This scenario occurs when new schools are being added to the SIS. For example, new schools are added in the summer as summer schools. When added, these schools would be shown in the Missing tab (as the ones from which the data is not being pulled yet).
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These schools would require mapping. In this case, navigate to the Schools Mapping step and map the needed schools manually. You can either drag the slider next to the needed schools manually or click the AUTO MAPPING button. When auto-mapping is applied, it will work only for new schools and it will not be changing already mapped schools. When done, click the SAVE button and Run Import.

3. Schools with missing data (Schools were removed from the SIS)

If this scenario takes place, you will see an error message:
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Usually, it happens because the data of the school or the whole school were deleted from the SIS, thus the system cannot pull and import anything apart from the general info about the school - like the school name, for example. To resolve the issue, you can just delete the school mapping rule by clicking the link in the error message and deleting the schools in the list of Schools with missing data. If deleted, the next time the sync will be happening, you will no longer see this error.
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Another option is to mark it as resolved by clicking the corresponding URL in the error message, but the next time when the sync will happen, you will see the same error.

4. Schools need to be removed from the sync process

The same scenario works if data from some schools shouldn't be synced anymore.

  1. On the Home page, choose an import app.

  2. On the app’s page, click :gear: Settings > choose Schools Mapping.

  3. Decide which schools have to be deleted.

  4. Click :delete_icon:  next to the mapped school.

  5. Click Save and Run Import.

With the next data sync, the deleted schools would not be reflected.

Note: if you delete the school on the Schools mapping step, it will only mean that the system would not be pulling data of this school from the SIS. If you want to completely delete school, you would need to do it in the tab Administration -> Organizations. This way school itself with its data would be completely deleted from the system.

Note: If at some point you would need to rename the mapped school in the system, it can be done in the tab Administration -> Organizations. Also, at the same place, one can change the SIS ID if needed.

5. The data source is being changed. A new SIS is used

When the schools' data have been moved to the new SIS, you would need to add the new data source on Connect. When added, navigate to the Schools Mapping step to map the schools. If the schools are being called the same in the new SIS as they are called on Connect, you can just click AUTO MAPPING, this way the schools would be mapped into the schools already existing in the system, and no new schools will be created in this case. If the school names differ in the new SIS from the mapped school names, you can either select the needed school from the dropdown list while mapping or create a completely new school during the mapping stage.

Note: Please notify the GG4L Customer Support team if you decided to change the initial SIS. On the GG4L side, the team would need to clear all the schools' data preserving the schools themselves in the system. This is done to avoid duplicates in the system.

6. Few data sources are used

If, for example, two data sources are used (part of the data is stored in one data source and another part in another data source), the scenario would coincide with the previous one. You will just need to activate both data sources to Connect, and map data from needed schools from both SISes into one school on Connect.