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SIS 2000+ Address Validation Table Editor

The Address Validation Table Editor maintains a valid address table for the entire school district. This table may be used as a reference by the Student Editor program (which contains all student addresses and other student demographic information). The existing student Household addresses can be compared against the valid addresses defined in the valid address table. The user will then be alerted to any invalid addresses in the system and given an opportunity to correct them. Furthermore, when the "Validate household addresses" preference is "On", a warning message will occur in the Student Editor if an invalid Household address is entered during the process of enrolling or transferring a new student.

As valid Household addresses are entered, they may be assigned to a geo code. These are geographical reference codes, pre-defined in the Table Editor, that are used to define a student's "School of Residence", i.e., which school site a student should be attending according to their address and their grade level. This procedure must be used if the Enrollment validation preference is used.

Valid address data may be obtained from the US Postmaster or other vendor. The valid address data can be imported directly into SIS 2000+ through normal data transfer methods or it can be entered manually through the Valid Address Table Editor.

There may be cases where student addresses are imported into the SIS 2000+ database from another database. In these cases, if the valid address table is current, run the Address Initiate program before using the Address Validation Table Editor. The Initiate procedure does a batch comparison of new addresses and tags them valid or invalid. This needs to be only run once at the beginning. It will save processing time in the Address Validation Editor.

Prerequisite:
If Enrollment validation will be used in the district, geo codes must be predefined in the geocodes table via the Table Editor application (Fig. 1). Add user-defined geo codes. With the exception of the Geocode field itself, the other fields, for storing various types of geographical reference data for the codes, are optional.

Fig. 1

• Geocode -

User-defined code.
• Tigerid -

Name of corresponding "Tiger" file (Transportation Dept. file type)
• Zipplus4 -

Corresponding full Zip Code (no hyphen)
• Latdegree -

Latitude
• Longdegree -

Longitude
• Mapcoord -

Map coordinates
• Descript -

User-defined description of the geographical area within the district.

The main screen of this application (Fig. 2) displays a list of valid Household Addresses, either as singular addresses or as ranges, sorted in ascending alphabetical order by Street Name. Use the vertical scroll bar to view the entire list of addresses or execute the Find command to locate a specific address. Use the horizontal scroll bar to view more of the data columns to the right (Fig. 3).

Fig. 2 - main screen, left side

Fig. 3 - main screen, right side

Screen Layout

• From -

Beginning of valid house number range.
• To -

Ending of valid house number range.
• Side -

Side of street for valid house number range. E = even numbers, O = odd numbers.
• Pfx -

Street name prefix, if applicable.
• Street Name -

Street name.
• Type -

Type of street. Such as Blvd., St., Ave., etc.
• Sfx -

Street suffix, if applicable.
• From -

Beginning of valid suite number range, if applicable.
• To -

End of valid suite number range, if applicable.
• Zip -

Zip code.
• Geo Code -

Geographical reference code

Click on the Preferences command button to open the 'Preferences' dialog screen (Fig. 4). All Preferences are either "On" or "Off" (if neither choice has been selected, the preference is considered "Off"). These preferences are normally set up in advance according to district policy using the Preferences Editor program but they can also be edited in this application by libking to the Preferences application.

CAUTION! These preferences must be decided by the district before enrolling students in the SIS 2000+ database. For the sake of data integrity they should not be changed once enrollment has begun.

Fig. 4

• Use Households -

The default selection is "On" to enable the Household Address protocol in the Student Editor (See Student Editor, Sec. 2, 'Enter A New Student', Step 2.4.2). Household addresses are parsed addresses (parsed addresses are required for address validation). If this preference is "Off", only non-parsed addresses can be used, thus making the rest of the preferences not applicable.
• Validate household addresses -

Check "On" to enable the validate addresses feature or "Off" to disable the feature. When "On" the user will be warned of an invalid Household Address when enrolling a new student in the Student Editor. Invalid addresses will not be allowed at the time of enrollment unless the Allow Invalid Address preference is checked "On" (below).
• Validate Suites -

Check "On" to include suite numbers (apartment numbers) in the validation procedure. Check "Off" to disable this feature.
• Allow invalid household addresses -

Check "On" to allow an invalid Household Address to be entered during the new student enrollment procedure in Student Editor. (The invalid address can be made to be a valid address later by returning to the Address Validation Table Editor.) Check "Off" to disallow the entry of invalid addresses during enrollment.
• Add to Combo Boxes on the fly -

Check "On" to allow a user to add new Street Names, prefixes, suffixes, street types, Zip codes, and Geo Codes to the selection lists during the Add procedure in this application and in the enrollment procedure in the Student Editor. If checked "Off" the user will only be able to select from pre-defined choices (set up by the System Administrator).
• Validate Enrollment -

Check "On" to enable the validate enrollment feature or "Off" to disable the feature. The validate enrollment procedure will check to see if a student is enrolled in the correct school site according to their Household Address and grade level. This verification is facilitated by the Geo Code attribute of a Household address. When "On" the user will be warned of an invalid enrollment when enrolling a new student in the Student Editor application. Invalid enrollments will not be allowed without a "boundary exception" unless the Override Enrollment Errors preference is checked "On" (below).
• Override Enrollment Errors -

Check "On" to allow an invalid enrollment (student enrolled in a school other than their "School of Residence"). Check "Off" to disallow invalid enrollments.

Fig. 5 - sample valid address data

Even/Odd Numbers:
Valid addresses do not have to be entered individually but rather can be by defined by entering a range of valid house numbers. If both sides of the street are within the school district then two house number ranges should be defined; one range for the odd side of the street (O) and one range for the even side (E) (Fig. 6).


Fig. 6

Suite Numbers:
In cases of apartment complexes where suite numbers will be used in the validation process, the house number range must begin and end with the same value thus defining the address as a single building. The 'Validate Suites' preference must be "On" (See Step 2) to enable the Suite Numbers/From and Suite Numbers/To fields.


Fig. 7 - defining a single building with a range of suite numbers

Adding "New" Data to Combo boxes on the fly:
Data for Street Prefix, Street, Street Type, Street Suffix, Zip Code, and Geo Code fields may be selected only from pre-defined choices in the drop-down lists set up by the System Administrator (Fig. 8). However, if the desired value is not among the choices, a new value may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been set to "On" (see Step 2). After typing in the new data be sure to press the Tab key immediately afterwards to save the entry (pressing the Enter key will cancel the new entry). The 'Edit Household' dialog box will appear (Fig. 9). Answer "Yes" to confirm the addition of the new value or "No" to cancel the addition. If "Yes" the new value will then be available in the selection list for subsequent new addresses (Fig. 10). If "No" the new value will be deleted and the next value in the alphabetical list will be displayed in the field.


Fig. 8

Fig. 9

Fig. 10

• House Numbers/From -

Enter the beginning number of the valid house number range. This number will normally be odd or even according to the selection made in the Side field to the immediate right ('Even Numbers' or 'Odd Numbers'). If the address is a single house or apartment complex, the number in this field and the House Number/To field (below) should be the same.
• House Number/To -

Enter the ending number of valid house number range. This number will normally be odd or even according to the selection made in the Side field to the immediate right ('Even Numbers' or 'Odd Numbers'). If the address is a single house or apartment complex, the number in this field and the House Number/From field (above) should be the same.
• Side -

Select 'Even Numbers' or 'Odd Numbers' to designate which side of the street is being defined.
• Prefix -

Select a street prefix from the drop-down list of available choices, if applicable. If the desired prefix is not among the choices, a new prefix may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (see Step 2).
• Street Name -

Select a street name from the drop-down list of available choices. If the desired street name is not among the choices, a new name may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (see Step 2).
• Street Type -

Such as Blvd., St., Ave., etc. Select a street type from the drop-down list of available choices, if applicable. If the desired street type is not among the choices, a new type may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (see Step 2).
• Street suffix -

Such as SW, NW, NE, etc. Select a street suffix from the drop-down list of available choices, if applicable. If the desired suffix is not among the choices, a new suffix may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (see Step 2).
• Suite Numbers/From -

Beginning of valid suite number (apartment number) range, if applicable. This field is enabled only when the 'Validate Suites' preference is "On".
• Suite Numbers/To -

End of valid suite number range, if applicable. This field is enabled only when the House Number/To and the House Number/From values are the same, indicating a singular address.
• Zip Code -

Select a Zip Code from the drop-down list of available choices. If the desired Zip Code is not among the choices, a new Zip Code may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (see Step 2). After typing in the new Zip Code be sure to press the Tab key immediately afterwards to save the entry (pressing the Enter key will cancel the new entry). When the Address Validation Table Editor detects a new Zip Code being entered, dialog boxes will open for the purpose of defining the new Zip Code (Figs. 9 & 11). Enter the City, State, and County that applies to the Zip Code. (A single city may be assigned more than one Zip Code). Once defined and saved the new Zip Code will then be available in the selection list for subsequent new addresses.


Fig. 11


• Geo Code -

This is a geographical reference code used by the district to determine valid enrollment, i.e., in which school site a student should be enrolled according to their address and grade level ("School of Residence". Select a geo code from the drop-down list of available choices. If the desired geo code is not among the choices, a new geo code may be entered, defined, and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (see Step 2). After typing in the new code be sure to press the Tab key immediately afterwards to save the entry (pressing the Enter key will cancel the new entry). When the Address Validation Table Editor detects a new geo code being entered dialog boxes will open for the purpose of defining the new geo code (Figs. 9 & 12). The fields are for storing various types of geographical reference data for code, if applicable, and are not mandatory for saving the code. Once defined and saved the new geo code will then be available in the selection list for subsequent new addresses.


Fig. 12


• Geo Code -

Name of code being defined. A read-only field.
• Tiger -

Name of corresponding "Tiger" file (Transportation Dept. file type)
• Zip + Four -

Full Zip Code
• Latitude/Longitude -

If applicable.
• Map Co-Ordinates -

If applicable

Possible Error Message: 'Duplicate or Conflicting Information':
This error will be caused if there is a house number or suite number range that is overlapping with an existing record. An overlapping record cannot be saved. This error will only occur if all other data fields are exactly duplicate. Press "OK" to return to the Add dialog screen. Make corrections.


Fig. 13

Depending on the preferences set and the method of input, all the Household addresses existing in the SIS 2000+ database may not necessarily be valid ones. The following procedure can be executed at any time to check existing Household addresses against the current valid address table. The user will then be alerted to any invalid Household addresses in the system and given an opportunity to correct them or make them a part to the valid address table.

4.1 Initiate Validate procedure
From the main screen, click on the Validate Households command button. If there are any invalid Household Addresses in the SIS 2000+ database they will be listed in the 'Invalid Households' screen that opens (Fig. 14).


Fig. 14

4.2 Select an invalid address to validate
Select an invalid address from the 'Invalid Households' list by clicking on the line until the entry is selected by a small black pointer on the left (Fig. 15).


Fig. 15

4.3 Compare
Click on the Show Valid Addresses command button to open the 'Valid Addresses' screen (Fig. 16). This screen displays a list of all valid addresses for the corresponding street only. The original invalid address selected for validation will be indicated in the lower left corner of the screen.


Fig. 16 - comparing valid addresses for Ash Ave.

Compare the invalid address with the valid addresses. When comparing addresses be sure to use the horizontal scroll bar of both screens to view all data columns to the right (Fig. 17). Decide which method of validation to use in the next step.


Fig. 17 - right side of 'Invalid Households' screen showing Suite/From, Suite/To, Zip, and Geo Code data fields.


Fig. 18 - right side of 'Valid Addresses' screen showing Suite/From, Suite/To, Zip, and Geo Code data fields.

4.4 Validate
There are three methods to validate an invalid address. The first method (Step 4.4.1) is to correct faulty data in the invalid address so that it conforms to the parameters of valid addresses. The second method (Step 4.4.2) is to edit the parameters of the corresponding valid addresses so that the invalid address will be included as valid. The third method (Step 4.4.3) is to make the invalid address a valid address by adding it to the valid address table. After comparing the 'Invalid Households' screen with the 'Valid Addresses' screen, decide which method will be appropriate and go to that Step below.


4.4.1 Method #1 - Correct faulty data in the invalid address
Use this method when it is obvious that an entry error was made in the invalid address. This can be determined when comparing the 'Invalid Households' and the 'Valid Addresses' screen. Be sure to scroll right and check for errors in the Suite/To, Suite/From, Zip Code, and Geo Code fields, if applicable (Figs. 17 & 18).

In the example of Fig. 16, the invalid address of "233 N Ash Court" has several errors that will be corrected so that it will be included in the parameters for the valid addresses of Ash Ave. The first error is the House Number of "233" which is not included in any of the house number ranges defined for Ash. Secondly, there is no "N" Street Prefix associated with the valid Ash addresses. Thirdly, the correct Street Type for Ash is "Ave", not "Court". Fourthly, the Zip Code and Geo Code fields of the invalid address do not match the parameters.


4.4.1.1 Take note of correct parameters
Make a note of the correct parameters of the valid addresses retrieved in the 'Valid Addresses' screen (Fig. 16). Be sure to scroll right to take note of Suite/From, Suite/To, Zip, and Geo Code data fields (Fig. 17 & 18)

4.4.1.2 Exit the 'Valid Addresses' screen
Click on the Quit command button of the 'Valid Addresses' screen to close it and revert to the 'Invalid Households' screen.

4.4.1.3 Activate the Edit mode
Make sure the target invalid address is still selected in the 'Invalid Households' screen (Fig. 15) and click on the Edit command button to activate the 'Edit Household' screen (Fig. 19).


Fig. 19

4.4.1.4 Edit data
Use the Tab key (not the Enter key) to move from field to field and edit the data. In the example above (Fig. 19) the House Number was changed to "23" so that it fits in the range of the valid address. The Street Prefix of "N" was deleted (by tabbing to the field, pressing the Delete key on the keyboard and tabbing forward to the next field). The Street Type was changed from "Court" to "Ave" by selecting from the drop-down list. The Zip Code was corrected in a similar manner and a value was entered Geo Code field where there was previously none.

4.4.1.5 Save modified data
Click on the Done command button to save the changed data and revert to the 'Invalid Households' screen. The invalid address will still be displayed in the list until the Refresh command is executed in the next step.

4.4.1.6 Update the list



Click on the Refresh command button to execute a Validation Update. In the dialog box that appears (Fig. 20) answer "Yes" to continue or "No" to cancel the update.


Fig. 20

If the previously invalid address was edited correctly to be included in the parameters of the valid address ranges, the address will be removed from the 'Invalid Households' screen (Fig. 21) because it has now been made valid. If the previously invalid address is still showing, repeat Steps 4.2 - 4.4.1.6 until the correct parameters are entered.


Fig. 21 - invalid Ash address removed from list



Method #1 Shortcut: Overwrite attributes: There may be cases where invalid addresses have correct house numbers but faulty data in other fields, such as Street Prefix, Street Type, Zip Code, etc. Use this shortcut to overwrite all of the attributes (except house number) of an invalid address with the attributes of the valid address source. There are two commands available. One command, Apply to Selected Households, will overwrite the attributes of only one invalid address at a time. The other command, Apply to All Matching Households, will overwrite the attributes of all invalid addresses with street names that match the valid address source. Follow Steps 4.1 - 4.3 to arrive at the comparison of a selected invalid address to the corresponding valid addresses for that street (Fig. 16). Select a valid address source from the 'Valid Addresses' list. Click on the Apply to Selected Households command button to overwrite the attributes (except house number) of the selected invalid address with the attributes of the valid address source, or, click on the Apply to All Matching Households buttons to overwrite the data (except house numbers) of all invalid addresses with a matching street names. In either case, the changes are copied to the 'Invalid Households' screen immediately. The previously invalid addresses will remain in the the 'Invalid Households' list, however, until the Refresh command is executed in the next steps. Exit the 'Valid Addresses' screen by clicking on the Quit button. Update the 'Invalid Households' screen by clicking on the Refresh command button. The previously matching invalid addresses will disappear from the 'Invalid Households' screen because their attributes have been standardized by data from a valid address source.

4.4.2 Method #2 - Correct the parameters of a valid address to include the invalid addresses
Use this method in cases where you know that the invalid address is actually a valid address but it is showing as invalid because there was a mistake in the parameters defined in the valid address table (Step 3). This can be determined by comparing the 'Invalid Households' list with the 'Valid addresses' screen as in Method #1.

4.4.2.1 Initiate, Select, Compare
Repeat Steps 4.1 - 4.3 to initiate, select, and compare an invalid address.

In the example of Fig. 22 below the Cherry Lane address is known to be valid but it comes up as invalid because the parameters are incorrect in the valid address table ('Valid Addresses' screen).


Fig. 22 - comparing valid addresses for Cherry

4.4.2.2 Activate the Edit mode



Select the target address to edit in the 'Valid Addresses' list (Fig 22). Be sure to select the correct range to edit - there may be more than one valid address range per street name. Click on the Edit command button to open the 'Edit Valid Address' screen (Fig. 23).


Fig. 23

4.4.2.3 Edit Valid Address
Use the Tab key (not the Enter key) to move from field to field and edit the data. In the example above (Fig. 23), the House Number/From value was changed from "100" to "1000" and the House Number/To value was changed from "500" to "5000" thus correcting the house number range to include to target "invalid" house number of "1234" which is known to actually be valid in this example. Also, the Street Type was changed from "St" to "Lane" to conform to the correct listing.

4.4.2.4 Save modified data
Click on the Done command button to save the changed data and return to the 'Valid Addresses' screen. The new parameters will now appear in the grid (Fig. 24)


Fig. 24

4.4.2.5 Exit
Click on the Quit command button to exit the 'Valid Addresses' screen and return to the 'Invalid Households' screen. The invalid address will still be displayed in the list until a Refresh command is executed in the next step.

4.4.2.5 Update the list



Click on the Refresh command button to execute a Validation Update. In the dialog box that appears (Fig. 21) answer "Yes" to continue or "No" to cancel the update.

If the valid address table was edited correctly to include the previously invalid address, the previously invalid address will disappear from the 'Invalid Households' screen because it has now been made valid. If the previously invalid address is still showing, repeat Steps 4.4.2 - 4.4.2.5 until the valid address table has been corrected properly.

4.4.2.6 Review valid address table
Click on the Quit command button to exit the 'Invalid Households' screen and return to the main screen. The new parameters of the valid address will be displayed in the appropriate entry line.


Fig. 25 - main screen, Cherry Lane entry revised


4.4.3 Make a Household Valid
Use this method when it is certain that an address retrieved as "invalid" is actually valid and you want to quickly add it to the valid address table without exiting the Validate Household procedure.

4.4.3.1 Initiate, Select, Compare
Repeat Steps 4.1 - 4.3 to initiate, select, and compare an invalid address.

In the example of Fig. 27 below, there are three Indian Hill addresses retrieved in the Invalid Households list. None of them fit into the parameters of the valid Indian Hill addresses in the 'Valid Addresses' list. In the steps that follow, the address of "213 Indian Hill" will be made a valid Household Address.


Fig. 26

4.4.3.2 Make selected invalid address a valid Household
Make sure the target invalid address is selected in the 'Invalid Households' screen (Fig. 27). Click on the Make Household Valid command button. This action opens the 'Edit Valid Address' screen (Fig. 28) displaying the attributes of the selected invalid address. Leave all parameters as they are or use the existing parameters as a basis for extending the definition of a new valid address.


Fig. 27

4.4.3.3 Save address
Click on the Done command button, Cancel to abort. This action will transfer the address to the valid address table (Fig. 29).


Fig. 28

4.4.3.4 Exit
Click on the Quit command button to exit the 'Valid Addresses' screen and return to the 'Invalid Households' screen. The invalid address will still be displayed in the list until a Refresh command is executed in the next step.

4.4.3.5 Update the list



Click on the Refresh command button to execute a Validation Update. In the dialog box that appears (Fig. 20) answer "Yes" to continue or "No" to cancel the update. The previously invalid address will be removed from the 'Invalid Households' screen because it has now been made valid.

4.4.3.6 Review valid address table
Click on the Quit command button to exit the 'Invalid Households' screen and return to the main screen. The new valid address entry will be displayed at the bottom of the list. It will be resorted in alphabetical order after the application is closed and reopened.

• To Edit

Use caution when editing a valid addresses - changes made may cause existing Household addresses used in the Student Editor to become invalid.



Select a valid address to edit from the main screen (Fig. 15). Click on the Edit command button to open the 'Edit Valid Address' screen (Fig. 5). Editing is similar to the Add procedure (refer to Step 3). Click the Done command button to save changes, or Cancel to discard all changes since the last save. If the changes made do not cause any existing addresses to be made invalid, the view will return to the main screen displaying the modifications made. However, if the changes made cause any existing addresses to be made invalid, a 'Creating Invalid Addresses' warning message will appear (Fig. 29). Answer "Yes" to proceed with the save or "No" to abort.


Fig. 29


• To Delete

Use caution when deleting a valid address - all matching Household addresses in the Student Editor database that match this entry will be rendered invalid.



Select a valid address to delete from the main screen. Click on the Delete command button. If the deletion does not cause existing addresses to be made invalid, a confirmation dialog box will appear (Fig. 30). Answer "Yes" to proceed with the deletion or "No" to cancel. The view will return to the main screen. The entry will be removed from the list.


Fig. 30

However, if the deletion will cause any existing addresses to be made invalid, a warning message will appear (Fig. 31). Answer "OK" to proceed or "Cancel" to abort. The view will return to the main screen. The entry will be removed from the list.


Fig. 31

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