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A Regional Service Agency Success Story 26 th Annual MIS Conference February 14, 2013

Automating State Reporting. A Regional Service Agency Success Story 26 th Annual MIS Conference February 14, 2013. Contact Us 100 Executive Drive Marion, OH 43302 740 389 4798 x219 www. treca.org Photo(s) are stock photos. www. treca .org. 2. Contact Us

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A Regional Service Agency Success Story 26 th Annual MIS Conference February 14, 2013

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  1. AutomatingStateReporting A Regional Service Agency Success Story 26th Annual MIS Conference February 14, 2013 Contact Us 100 Executive Drive Marion, OH 43302 740 389 4798x219 www. treca.org Photo(s) are stock photos.

  2. www.treca.org 2 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  3. www.treca.org Ohio bythe Numbers • 1.8 million students • 1,000 + Districts/Community Schools • 23 Information Technology Centers (ITC) • Provide tier 1 support to districts • Manage Data Collector (SIFworks) • TRECA serves 100+ • EMIS = State Reporting 3 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  4. www.treca.org Ohio Collection Information October/December Five Year Forecast Fiscal requirement by law Snapshot of enrollment Student/Staff December 1 Child Count March Period H - Financials CTE Follow-up Expenditures Cost per pupil Year End Graduate Attendance Assessments & Programs Contact Us 100 Executive Drive, Marion, OH 43302 740 389 4798/ F. 740 389 4517 www.treca.org Photo(s) are stock photos. 4

  5. www.treca.org Old Cycle Data Submissions 5 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  6. www.treca.org Old Cycle Data Submissions $! AGG_SUB_ALL_OCT.COM $ set noon $ define ode_trecaodevax"""oecn_treca messenger"""::[oecn_treca.data_sub] $ setupenv/reset $next_dist: $ setupenv/log/next/type=DISTRICT/CATEGORIES=*MEMER* $ @oecn$emis:emis_select 07K $ prev_dist = F$TRNLNM("OECN$SETUP_ENTRY") $ ! if you want to leave out a district, change the "AW" on line below to that $ ! district’s code $! if prev_dist.eqs."AW" then gotonext_dist 6 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org 1 of 6

  7. www.treca.org Old Cycle Data Submissions 7 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org 1 of 6

  8. www.treca.org Old Cycle Data Submissions How Much Staff Time Did This Take? 12 Hours Expended x 52 Weeks = 624 hours / 40 hour week = 15.6 Weeks! Contact Us 100 Executive Drive, Marion, OH 43302 740 389 4798/ F. 740 389 4517 www.treca.org Photo(s) are stock photos. 8 1 of 6

  9. www.treca.org Advantages of TheRedesign – EMIS-R • Districts submit their data • Fewer Help Desk tickets • Real time feedback on most changes • More report feedback • Web-based interface • SIF functionality 9 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  10. www.treca.org Districts SubmitTheir Data • ITC relieved of stress-filled TH/F submission cycle • Easy tool for ITCs to check on districts 10 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  11. www.treca.org Fewer HelpDesk Tickets • 50% drop in tickets from TRECA to ODE • Student Missing Override tickets – gone • 478 related to override request • 15 minutes per ticket average • 119.5 hours saved for TRECA staff 11 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  12. www.treca.org More Real-Time Response • Level 1 errors • Data missing or invalid data • Detailed error messages • Exportable format • Missing student/staff • Districts can load override file with instant feedback • Reports in CSV 12 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  13. www.treca.org Ohio Dept of Ed FeedbacktoDistricts • Level 2 errors • Returned daily • Resolve - other districts reporting same student • State reports twice per week • Full set of reports Monday and Thursday 13 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  14. www.treca.org Web-based Interface • No more function keys! DOS is gone! • Point and click from anywhere • Easier for • ITC to train new users • Trouble-shooting • Accessing reports 14 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  15. www.treca.org SIF Functionality Provides • Vertical SIF functionality allows • Collection changes can be pushed to Data Collector (DC) from ODE • Validation tables can be pushed • ITC has fewer DC version changes to manage • ODE sees collections from Districts • Notifies ITC of problems with time to correct • ITC can check progress of all districts 15 Contact Us 100 Executive Drive, Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www.treca.org

  16. DemonstrationTime Contact Us 100 Executive Drive Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www. treca.org 16

  17. THANK YOU Jennifer Schmidt Jennifer@treca.org Dr. Larry Fruth LFruth@SIFAssociation.org Contact Us 100 Executive Drive Marion, OH 43302 P. 740 389 4798/ F. 740 389 4517 www. treca.org

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