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Communicating Your Data

Communicating Your Data. April 30, 2019. Fred Edora – IDEA Data Center Gregg Reed – Utah Department of Health Gretta Hylton – Kentucky Department of Education Amy Patterson – Kentucky Department of Education. Communicating Your Data. Welcome and thank you for joining us

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Communicating Your Data

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  1. Communicating Your Data April 30, 2019 Fred Edora – IDEA Data Center Gregg Reed – Utah Department of Health Gretta Hylton – Kentucky Department of Education Amy Patterson – Kentucky Department of Education

  2. Communicating Your Data Welcome and thank you for joining us We are recording this webinar Slides and recording from this presentation will be available on the IDC website We will be muting all participants Please type your questions in the chat box Please complete the online evaluation after the end of the presentation

  3. Where to Find Webinar Slides and Recording

  4. Agenda • Thinking about data dissemination and use to connect with stakeholders • IDC resources for data dissemination and use • Utah (Part C) - Addressing compliance with stakeholders through data displays • Kentucky (Part B) - Engaging various stakeholders on the complexities of discipline data • Questions

  5. Participant Outcomes Increased understanding of the elements of purposeful communication with stakeholders Increased understanding of the benefits of engaging stakeholders in the analysis and use of data Increased knowledge of available IDC resources to improve data dissemination and use Increased understanding of how states can use creative data displays to communicate complex data and enable stakeholders to better understand and use data

  6. Thinking About Data Dissemination and Use

  7. Use of High-Quality Data Source: IDEA Data Center Part B Data System Framework https://ideadata.org/sites/default/files/media/documents/2017-09/49903_idc_part-b_framework_508.pdf • Is informed by protocols for ensuring quality data is available for analysis and reporting • Requires development of materials and resources to help facilitate understanding of the data • Addresses strategies and procedures for using data, including • Preparing data for analysis • Screening data for quality • Planning for potential data products to be used from the available data

  8. Four Critical Elements of Communicating Data Effectively Consider the four critical elements in communicating your data effectively to stakeholders • Audience • Message • Dissemination • Accessibility We will discuss two of them today: dissemination and accessibility.

  9. Data Dissemination The procedures behind the communication of data • Different stakeholders may require the use of different dissemination methods for the same dataset (e.g. dashboards vs. a brief) • Consistency across communication channels is important • Data governance procedures must be considered

  10. Data Accessibility • The steps an agency or organization needs to take in order to ensure that stakeholders can use the data • These steps can include • Methodsfor users to access data • Building capacity for users of the data • Feedbackmechanisms to improve access • Helping local agency staff analyze and interpret data

  11. Data Dissemination + Accessibility Factors to Consider • Audiences who access the data • Staff capacity, availability, and responsibility • Priorities (e.g. which data are accessed more often) • Training and data notes • Data governance processes • Technological capabilities • Public reporting requirements • Other state requirements or regulations

  12. Benefits of a Thoughtful Process Data that are available and accessible Buy-in from stakeholders Better decisions made from high-quality data Increased capacity to use the data Opportunities for stakeholders to ask questions Increased efficiencies in using the data

  13. IDC Resources to Increase Your State’s Capacity for High-Quality Data Use Part B and Part C IDEA Data Processes Toolkits IDEA Section 618 Public Reporting Data Element Checklists IDEA Data Center Part B Data System Framework IDEA Data Training Modules Data Meeting Protocol Part B Indicator Data Display Wizard Part C Indicator Data Display Wizard

  14. Data Communication Stories From the States Questions to consider How are the states helping build the capacity of their stakeholders to use, interpret and analyze data? How are their stories similar or different from procedures or experiences in communicating data within your state? From what you heard today, what can you apply to your state’s processes?

  15. Data Communication Stories From the States (cont.) Utah (Part C) Kentucky (Part B) Engaging various stakeholders on the complexities of discipline data Gretta Hylton, KY Associate Commissioner and Special Education Director, KY Department of Education Amy Patterson, KY Part B Data Manager, KY Department of Education • Using the IDC Data Wizard as a Component in Addressing Compliance With Stakeholders Through Data Displays • Gregg Reed, UT Part C Data Manager, UT Department of Health

  16. Gregg Reed, Part C Data ManagerUtah Department of Health Using the IDC Data Wizard as a Component in Addressing Compliance With Stakeholders Through Data Displays

  17. Data Wizard Application in Utah Part C Impressions of capabilities and function Use in reporting and showcasing data – Compliance indicators Use as a template – Opportunity to personalize data Next steps

  18. Impressions of Capabilities and Function • Data aligned with Grads360° • State-level data trends • Detailed fields • Diverse visualizations – Select and modify graphs

  19. Data Wizard Use in Reporting and Showcasing Data • Fulfill OSEP requirements • APR compliance indicators • Determinations • Program profiles • Showcase specific indicators • Partner meetings • Program goals

  20. Indicator 1

  21. Day 45 Indicator 7 In 2017, 99%* of infants and toddlers for whom an initial IFSP was required received an initial evaluation and assessment and an initial IFSP meeting within 45 days. In 2017, 1% of infants and toddlers for whom an initial IFSP was required did not receive an initial evaluation and assessment and an initial IFSP meeting within 45 days. 5,235 28 Referral Timeline

  22. Indicator 8A

  23. Day 45 Day 45 Indicators 8B and 8C • Indicator 8B = 100 Percent Trend From 2011-2017 • Indicator 8C = Slightly Diverse Trend In 2017, 99%* of infants and toddlers for whom an initial IFSP was required received an initial evaluation and assessment and an initial IFSP meeting within 45 days. In 2017, 99%* of infants and toddlers for whom an initial IFSP was required received an initial evaluation and assessment and an initial IFSP meeting within 45 days. In 2017, 1% of infants and toddlers for whom an initial IFSP was required did not receive an initial evaluation and assessment and an initial IFSP meeting within 45 days. In 2017, 1% of infants and toddlers for whom an initial IFSP was required did not receive an initial evaluation and assessment and an initial IFSP meeting within 45 days. 5,235 5,235 28 28 Referral Timeline Referral Timeline

  24. Data Wizard Use as a Template • Template • Expand data indicators • Expand focus of tables to program-level data • Create “master datasheet” • Next steps

  25. Gretta Hylton, Associate Commissioner / State Special Education DirectorAmy Patterson, Part B Data ManagerKentucky Department of Education Engaging Various Stakeholders on the Complexities of Discipline Data

  26. Office of Special Education Kentucky Department of Education • 2018 Reorganization established the Office of Special Education and Early Learning (OSEEL) • Office level • Data • Finance • Policy • Three divisions • State Schools (KY School for the Blind and KY School for the Deaf) • IDEA Implementation and Preschool • IDEA Results and Monitoring

  27. Kentucky’s Special Education Cooperative Regions and Local School Districts

  28. New Office, New Challenges New leadership and new priorities Staff turnover, limited experience, limited knowledge Lack of data-focused conversations Lack of data-based decision making

  29. Data Review, Analysis, and Communication • Review of the SPP/APR noted slippage in many indicators • Observations revealed • Focus on task completion • Lack of data-informed conversations • Lack of understanding for how the SPP/APR informs the work • Lack of urgency • Lack of “Big Picture” understanding

  30. Bringing People Together Around the Data Raw data vs. visually-friendly data for engaging conversations

  31. Data Manager Perspective • Turnover in staff • No historical knowledge or understanding • Not understanding trajectory • No holistic approach • Concerned that districts were “under the radar” • Changed cell size • Looking at more districts

  32. Kentucky Indicator 4 Data

  33. Kentucky: Indicator 4A

  34. Kentucky: Indicator 4B

  35. Identification in a District

  36. Next Steps for OSEEL • Data visualization using SPP/APR data • Tiered communication • Discuss data within OSEEL • Set clear expectations for using the data to inform OSEEL’s work • Communicate with special education regional cooperatives and advisory groups • Communicate with local districts

  37. Questions?

  38. Evaluation The poll questions will appear on the right-hand side.

  39. Contact Us Fred Edora, IDC – fred.edora@aemcorp.com Gregg Reed, UT – greed@utah.gov Amy Patterson, KY – amy.patterson@education.ky.gov Gretta Hylton, KY – gretta.hylton@education.ky.gov

  40. For More Information Visit the IDC website http://ideadata.org/ Follow us on Twitterhttps://twitter.com/ideadatacenter Follow us on LinkedIn http://www.linkedin.com/company/idea-data-center

  41. The contents of this presentation were developed under a grant from the U.S. Department of Education, #H373Y130002. However, the contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the federal government. Project Officers: Richelle Davis and Meredith Miceli

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