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Support and FAQ

Find answers to your Data Driven Districts questions and get the help you need.

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The Valistractor tool validates and securely extracts data before it is displayed on the Dashboard.

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Access to the DDD Dashboard is available for DDD partners, education officials and school users in Limpopo, Gauteng, North West, KwaZulu-Natal, Eastern Cape, Northern Cape, Free State and Mpumalanga. If you would like to request access to the DDD Dashboard, please complete the User Access Form and send it to your EMIS Office with a copy of your ID.

  • When the new dashboard went live in the second half of 2022, all active DDD Dashboard users were sent a new DDD 2.0 username and password (to the email address linked to the user's original dashboard login). The details of those who had not accessed DDD 2.0 by March 2023, were then updated and re-sent during March/April 2023.

    You simply click on the login button at the top of this website, select DDD 2.0, and then enter your DDD 2.0 username and password to access the dashboard. If you did not receive or cannot find you DDD 2.0 access details, you should contact the DDD Helpdesk on help@dbedashboard.co.za.

    Education officials who are not yet registered on the dashboard can apply for access by completing the application form (click here to download). This form must be signed by the applicant’s manager and submitted to the local EMIS (Education Management Information Systems) office for processing. 

  • All users can reset their passwords themselves, using this self-service guide.


    To re-set a username, contact help@dbedashboard.co.za or the local EMIS office.

  • No. DDD 2.0 runs on a completely different technology platform, and therefore requires a different username (in the format name.surname@dbedashboard.co.za) and password. 

  • Both versions of the dashboard have been running in parallel for eight months, since September 2022, with users able to access either version.

    Up until 23 June 2023, you will still be able to log in using your original username and password. However, most functionality has already been deactivated, with only a limited number of reports still available.

    From 23 June 2023, the original dashboard will be switched off completely, and you will only be able to access DDD 2.0.

  • Yes. While the original dashboard and DDD 2.0 visualise data in slightly different ways, the data source (SA-SAMS) is the same.

Access & Use

  • Between March and June 2023, the DDD team has been phasing in a new version of the DDD Dashboard - DDD 2.0.  Each week selected features in the original dashboard (starting with the least used features) have been deactivated, to encourage users to start using DDD 2.0 instead.

    From 23 June onwards, the original dashboard will be completely switched off, and all users will need to log in to DDD 2.0 instead. 

    For a detailed summary of how this phased switchover has taken place, click here

  • DDD 2.0 is an upgrade of the original DDD dashboard. It combines the core features of the original platform with new functionality that makes education insights quicker and simpler to access and interpret. It uses the same SA-SAMS data as the original dashboard, but with improved navigation and filtering to make it easier to use.

  • The original dashboard is ten years old and has become increasingly costly and time-consuming to maintain. This makes it harder to respond to new user requests and meet growing demand.

    User feedback and research have also shown that educators and officials want faster access to insights that help them support their learners. DDD 2.0 is specifically designed to do this, by enabling users to see more visualised data with a single click. It uses cutting-edge cloud technology that is easy to scale and quick to change if improvements or new features are needed.

     

    DDD 2.0 performs better, is even more secure, and will easily accommodate greater volumes of data and usage in the decade to come.

  • The difference is in two areas:

    • Smarter design: DDD 2.0 includes more of the features that users need, and less of what they don’t. More data is visualised, but in a simpler way, with filters that allow you to see exactly what you need on screen, without having to download the data to analyse it in Excel.

    • Better technology: The current dashboard resides on older, custom-built technology while DDD

    2.0 uses Microsoft's latest cloud and data visualisation technology: Azure and PowerBI. Access remains easy and online, but the experience is faster and even more secure.

What & Why

Frequently asked questions

Features & Benefits

  • More on-screen info, less downloading: DDD 2.0 show more information on screen, and more ways to filter it, so that you can find what you’re looking for quickly, without downloading or analysing a report. The original Summary page has been expanded into three sections: Overview, Detail and Achievement. The Term-to-Date page is more interactive and detailed.

     

    More filtering options: In addition to the original dashboard filters, DDD 2.0 allows you to filter on-screen info according to phase, grade and subject. You can click/unclick on individual elements (such as bar charts or specific grades in a list) to see more detail without having to navigate to another section of the dashboard.

    More mobile friendly: DDD 2.0 (and the PowerBI software that it uses) can be viewed easily on mobile devices, which means an official or principal could use their phone to find a few insights in a matter of minutes, wherever they are.

    Easier navigation: All the core information that you are used to having on the original dashboard can be found in DDD 2.0 but is now more logically organised with the help of the extra navigation tabs and onscreen filtering. Information is grouped and displayed slightly differently, but in more detail.

    Easy to share: You can export what you see on screen to a PDF or PowerPoint document more easily, and far quicker, in a couple of clicks. You no longer have to download or copy/paste from Excel reports, which means less room for error.

    Quick search function: Users can easily search for a district, circuit or cluster, as well as search for a school using an EMIS code or school name.

    More secure, and more self-service: DDD 2.0 uses smarter authentication processes, making it more secure for users to log on, using single sign-on. It also includes more self-service functionality, so that you can do more without needing to contact the helpdesk. 

  • Data access linked to entity level: In DDD 2.0 users see all the data that is relevant to their entity level (eg, province/ region/ district/ circuit/ cluster/ school) and below.

    No anonymised data: DDD 2.0 does not include anonymised Personal Information (PI) data. This means that while a school user automatically has access to PI for their school’s learners and educators, non-school users will not, unless they have applied and been approved for this access. Once authorised, PI data can be viewed at a school level.

    Fewer, more detailed reports: The most widely used reports (the top 20 out of the 45 reports that were available on the original dashboard) have been consolidated and redesigned into fewer, more detailed reports on DDD 2.0 (and therefore less need for Excel data). Downloadable Excel data will, however, be available for three of those reports (DDD 2.0 Learner Chart Report, School Achievement Report, and Educator Information report). The less-used reports will fall away completely. The balance of the information can be found in the on-screen tabs/pages on DDD 2.0.

    Maps tab falls away: The data from the current Maps tab has been incorporated into the Detail and Achievement pages. Contact details can be found by hovering over a selected school’s EMIS number. Additional information previously found on Maps can now be found in the entity table on the Details page of DDD 2.0.

  • The greater level of detail in the new DDD 2.0 reports means that more insights are available upfront, with less need for additional Excel analysis. However, some Excel data download capability has been built, and is included in three of the DDD 2.0 reports, ie, the Learner Chart Report, School Achievement Report, and Educator Information Report. The balance of the DDD 2.0 reports does not currently include the ability to download the associated Excel data.

Training

  • The DDD 2.0 login process is slightly different, due to improved security, so training webinars are available to show users how to log in for the first time. All first-time users are encouraged to book and attend a login webinar to help them get started. These webinars are communicated via email and on this website's home page.

  • When you log into DDD 2.0, you can link to the new DDD e-learning site, the Learning Hub. This tool provides a series of self-directed training modules, guidelines and how-to tips on key DDD 2.0 features.

    • Make sure you have your own, unique DDD 2.0 username and password before you attend training. Trying to obtain new user details during or on the day of training takes considerable time and causes delays.

    • Attend a training session to help you log in for the first time – it is quicker and easier to do it with the help of a trainer.

    • Do NOT use your personal or work email address to log in - only your new DDD 2.0 username (name.surname@dbedashboard.co.za) will work, as this is unique to your DDD account and part of the dashboard’s security measures.

    • Do NOT use your old dashboard username and password to log in. These cannot work on DDD 2.0 as it is a completely different technology platform.

    • Do not send a replacement person to attend training in your place UNLESS they have already been issued their own, unique DDD 2.0 details.

DBE & SA-SAMS

  • DDD 2.0 continues to work alongside SA-SAMS to deliver deep analytics, trends and data insights based on SA-SAMS data. The collaboration between these two leverages best practices and ensures that both continue to work together.

  • DDD 2.0 has not changed how data is submitted. Valistractor – which enables data transfer to the dashboard – submits SA-SAMS data to DDD 2.0 automatically. 

Technology

  • The dashboard has been built using Microsoft Azure Services, one of which is Power BI, a sophisticated cloud-based analytics tool that delivers rich, interactive insights.

    The DDD project has also updated the dashboard’s back-end systems to Microsoft's Azure cloud platform (specifically databases, analytics models and visualisation tools) to take advantage of better security, cost-effectiveness, and performance.

    • It provides a modern, streamlined and simplified infrastructure that is stable, secure and easily able to meet growing provincial and national demand. We can process bigger data sets, faster, with fewer processing delays, as well as build and roll out any platform enhancements faster.

    • User feedback and requests for changes are actioned quickly, without requiring dedicated specialised development skills or long lead times. More automated processes make the platform quicker and easier to use, while more self-service functionality enables users to do more by themselves.

    • It significantly lowers the total cost of ownership, and gives us more (and more reliable) ways to secure our data.

    • We can use artificial intelligence and machine learning to improve the dashboard in future.

    • While cloud platforms and services are hosted and delivered via different countries all over the world, DDD uses Microsoft Azure's regional cloud hosting services that reside within South Africa. All systems have been configured to meet all relevant regulatory requirements, including POPIA, to ensure appropriate data privacy and security.

Data Submission

Resubmitting a Database

Didn’t find an answer?

If you cannot find an answer to your query in the information provided, please contact the DDD Helpdesk on tel: 011 084 7983 or email: help@dbedashboard.co.za

What’s new on DDD?

New features and enhancements are added to the DDD Dashboard on an ongoing basis. Click on the links below for the latest updates.

What’s new (July/Aug 2023)

Webinar: In-depth training on how to login

What’s new (Sept/Oct 2023)

Need help logging in to the dashboard? Here it is!

 Click on any of the links below to help you through the process.

Logging in for first-time users

Video: A quick login guide

Webinar: In-depth training on how to login

Logging in for returning users

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