DATA

• Leading up to the season, office managers draft their data requests.  This can be done via email using the "Schedule Send" option in Gmail, or via YAMM. The email is sent to the data contact 3 weeks prior to the event (See Data Request Templates for event-specific wording)

• Data is requested to be received 2 weeks prior to picture day in the fall, 3 weeks in the spring

• The file needs to be sent as a spreadsheet; ideally with all data on the same tab

• Data fields should be in separate columns

• If the data contact needs assistance with pulling a PowerSchool, Infinite Campus, or Skyward export, you can find instructions HERE

• Once data is received, it must be cleaned using the rules found in the Data Handling Process document; and accounted for on the Data Stats document 

• Column headers must match exactly to the fields in the Timestone Fields for Data Entry spreadsheet

• Data Chase must be updated after each request is sent & after data is received

• Spring events are handled with a separate timeline and set of rules that can be found in the Spring Data Requests document

New data will always be requested for the following job types: 

• UG Original Days

• UG Retake Days for HS/MS only if noted in "Data Notes" 

• UG Retake Days for ES if they have composites

• Class Groups (unless they happen with fall UG)

• GRAD, PANO if they have a sort different than fall UG (MS for example may have different teachers in the spring)

• ACT - league sports

• SEN Original Days

Not all data requests are linked to a picture day. We also need data in the following situations: 

• Direct Mail - this is when Dorian mails ordering information home prior to picture day. We do this when picture day is during summer break or in the first few weeks of school. The data needs to be in-house 6 weeks prior to picture day to ensure bulk mail rates. If data is received later than that, we have to pay additional postage for first-class mailing.

  • Run the Direct Mail Report a month prior to the end of school in your market

  • Add this data to your YAMM Workbook in the tab where you are chasing Direct Mail and Temp ID data

  • If data is sent by the school: 

    • Reach out to determine when the office closes for summer & when they reopen. You'll also need to ask when they roll their data over for the next year. Sometimes the window of time between these two dates is very narrow. If the rollover occurs after the office is closed, you'll need a district level contact to request data from.

    • For summer picture days, ideally you would have data before offices close for summer.

    • For in-school picture days, you will need to determine if there is sufficient time to get data after the office reopens.

  • If data is sent by the district you'll need to reach out to determine when they roll their data over. Ensure the data contact will be in the office when the file is needed or get an alternate contact. 

• Service Items - Data Poly, Stack, Perf, Roll, PVC Urgent are different types of ID cards that schools request prior to the start of school. 

  • Run the Data Poly, Stack, Perf, Roll, PVC Urgent Report a month prior to the end of school in your market

  • Add this data to your YAMM Workbook in the tab where you are chasing Direct Mail and Temp ID data

  • Follow the same timeline as direct mail listed above

We use this spreadsheet as a way to track the data request & job prep processes. Each branch has a separate tab with columns for the office managers, the lab, and the studio. This is all the pertinent information for an easy at-a-glance weekly view of what has been requested, received & processed. 

• Columns A-N and T-U = Populated automatically by Salesforce, refreshed daily

• Columns O-S and V-W = Office Managers populate

• Columns X-AA = Data department (lab)

• Columns AB-AC = Studio job prep