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BOUSD-Enrollment-Extract

Refresh enrollment source data from Aeries into Google Sheets for planning, dashboard, and report workflows.

Internal-only entry. Do not publish externally without review.
Type
Field Tool
Lifecycle
Active
Last touched
2026-03-24
Visibility
Internal

Purpose

Keep BOUSD enrollment reporting surfaces aligned to current Aeries data on a working-day cadence suitable for planning and operational review.

Current state

The registry now documents this as an active production extract with a 15-minute daytime cadence. The live destination tabs, consumers, and backup owner are still not captured in one Atlas location.

Next step

Document the live host, destination sheets, consuming dashboards or reports, and the schema contract that downstream pages rely on.

Interfaces

Inputs
  • SQL query files
  • TOML configuration
  • ODBC connection settings
  • Google service-account access
Outputs
  • enrollment sheet tabs
  • local CSV artifacts
  • planning source data

Reality to Action trace

Reality Ingestion

Contributes in this stage.

Canonical Storage

Not in scope.

Automation Engines

Not in scope.

Human Interfaces

Contributes in this stage.

Operational Adoption

Contributes in this stage.

Core workflow

TBD. Document the 5-10 steps that define the core workflow.

Data integrity and contracts

Source of truth rules

  • Aeries is canonical for the extracted data.
  • Destination sheets are operational distribution surfaces and should not become the authoring system.

Safe handling

  • Restrict service-account keys and ODBC credentials to approved operators.
  • Treat CSV artifacts and destination tabs as restricted operational data.
  • Document host ownership and recovery steps in an internal runbook.

Operational notes

Reliability posture

Re-runs overwrite known sheet ranges and usually leave prior sheet data intact on failure, but host inventory and alerting are not yet centralized.

Observability

  • stdout/stderr from run.sh and bundled CLI tools
  • CSV artifacts in data/ and temp/
  • stale or missing downstream sheet tabs

Security and privacy

These jobs move restricted operational data from Aeries into Google Sheets. Keep service-account keys, credentials, logs, and CSV artifacts private.

Dependencies

Upstream
  • Aeries SQL access
  • ODBC driver stability
  • service-account sharing
  • scheduler ownership
Downstream
  • enrollment planning views
  • district report workflows

Ownership

Owners

Technology Services, Josh Barton

Users

Technology Services, district reporting stakeholders

BOUSD-Enrollment-Extract

Operational Notes

  • Implementation pattern: run.sh wrapper, conf.d/ configuration, SQL-over-ODBC extraction, local CSV artifacts, and controlled Google Sheets range overwrites.
  • Scheduled cadence: Every 15 minutes between 07:00 and 18:00 per registry-backed cron evidence.
  • Shared family risks include sheet header drift, secret sprawl, host ownership gaps, and weak centralized monitoring.

Registry Alignment

  • Registry context: this feed belongs to the Aeries-to-Google Sheets reporting extract family, which Atlas keeps as operational family context rather than as a standalone BOUSD integration.
  • Registry clarified: this is not an occasional export. It is a scheduled member of the district’s active reporting extract family.
  • Validation gaps: destination sheet inventory, host ownership, and downstream consumers remain incompletely documented.