Fundamentals of PIMS Pennsylvania Information Management System April 1, 2014 Kim Moyer, Data Consultant kmoyer@ciu10.o

1. Fundamentals of PIMSPennsylvania Information Management SystemApril 1, 2014Kim Moyer, Data Consultantkmoyer@ciu10.org

2. Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope to gain from this class? Introductions Introduction to PIMS Central Intermediate Unit #10

3. Increased knowledge • Reduced concerns/frustrations • Increased confidence when working with PIMS data • Increased understanding of • the collection process • the importance of data collected in PIMS • templates and field requirements • Formatting • Key fields vs. updateable fields • validating and correcting data • available resources Objectives Introduction to PIMS Central Intermediate Unit #10

4. The Land of PIMS Data collection is not going away. We need to plan, manage, and navigate. Introduction to PIMS Central Intermediate Unit #10

5. Intro Class Not specific to any particular collection or student information system. Introduction to PIMS Central Intermediate Unit #10

6. The Pennsylvania Information Management System (PIMS) is a collaborative effort of the Pennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) across the Commonwealth. PIMS is a statewide, longitudinaldata system that will efficiently and accurately manage, analyze, disaggregate, and use individual student data for each student served by Pennsylvania’s Pre-K through Grade 12 public education system. What is PIMSPennsylvania Information Management System Introduction to PIMS Central Intermediate Unit #10

7. The Pennsylvania Department of Education's statewide longitudinal data system is improving data capabilities by enhancing school districts' capacities to meet student-level data reporting requirements and provide robust decision support tools. PIMS is based on open internet standards that enable sharing among diverse, otherwise incompatible systems and includes safeguards for data quality and security. What is PIMSPennsylvania Information Management System Introduction to PIMS Central Intermediate Unit #10

8. Meet PDE and Federal reporting regulations • Improve education decision-making through the use of high quality data • Improve student achievement through more efficient and effective use of data • Provide longitudinal tracking of education progress over time and across LEAs • Report timely and accurate education data through standardized and ad hoc reporting capabilities • Provide multi-year longitudinal data to help teachers and administrators address individual student needs • Empower teachers with state-of-the-art data analysis tools to improve individual student achievement Purpose of PIMS Introduction to PIMS Central Intermediate Unit #10

9. PIMS Collection Calendar 2007-08 4 “Collections” – 15 Templates History of PIMS Introduction to PIMS Central Intermediate Unit #10

10. 20+ “Collections” + 9 “voluntary” PVAAS • 30 “Templates” • From 4x per year “project” to a year-round, constantly evolving full-time job • Multiple Collections Open at a Time • Every Collection has a Different Purpose • 2013-14 Collection Calendar • PIMS Manual Vol. 1 & 2 (2007-08 Vol. 1, 160 pgs.; Vol. 2, 94 pgs.) – 254 pages • 2013-14 PIMS Manual – Vol. 1 364 pgs.; Vol. 2 179 pgs. – 543 pages Evolution of PIMS – Fast Forward to 2013-14 Introduction to PIMS Central Intermediate Unit #10

11. An education LDS is a data system that: • collects and maintains detailed, high-quality, student- and staff- level data; • links these data across entities and over time, providing a complete academic and performance history for each student; and • makes these data accessible through reporting and analysis tools. What is a Longitudinal Data System or LDS (Education)? Introduction to PIMS Central Intermediate Unit #10

12. Unique identifier for every student (anonymous) • School enrollment history, demographic characteristics, and program participation record of every student • Entry/Withdrawal, transfers, drop out, graduate information • A way to identify teachers and to match teachers to their students • Course enrollment information • Ability to share data from preschool through postsecondary education data systems Some Components of an Education LDS Introduction to PIMS Central Intermediate Unit #10

13. http://nces.ed.gov/programs/slds/state.asp?stateabbr=PA http://www2.ed.gov/about/inits/ed/edfacts/index.html The Evolution of PA’s LDSData Collection Goes Beyond PA & PDE! Introduction to PIMS Central Intermediate Unit #10

14. Benefits Consistency Across Districts/States Provides a Uniform Platform for Reporting Validations & Business Rules Lead to Cleaner Data Challenges System Coordination Keeping up with Changing Requirements Resources (Time and Staff) Training Data Quality & Validation Benefits & Challenges Introduction to PIMS Central Intermediate Unit #10

15. School Districts • Intermediate Units • Career and Technology Centers • Charter Schools (including Cyber Charter) • Private Residential Rehabilitation Institutions (PRRI) • Approved Private Schools (APS) • State Juvenile Correctional Institutes Who Must Report Data to PIMS? Introduction to PIMS Central Intermediate Unit #10

16. Student Data • Students to be Reported in PIMS (Vol. 1 – pg. 13) • Student Template (Vol. 1 – pg. 260) • Student Snapshot Template (Vol. 1 – pg. 292) • Follow Collection Specific Rules for Which Students to Include • Follow Definition Specifications and Business Rules Guidance • Are the fields R, CR, or O? • Are the fields a K, U, M, N/A, etc.? What Data is Collected in PIMS? Introduction to PIMS Central Intermediate Unit #10

17. What information is reported in the Student Template? • Student ID - PA Secure ID # • Location Code • Grade Level • Homeroom • Birthdate • Gender • Address • Guardian Relationship • Ethnicity Code • Free/Reduced Participation • Free/Reduced Eligibility • Special Ed. Information • Disability Type • ELL Information • Repeating Last Year • Gifted • Expected Graduation Year • Diploma Type • Economically Disadvantaged Status • ADA Status • Grade 9 Entry Date • District Entry Date • School Entry Date • State Entry Date • Date First Enrolled in US School • Student is a Single Parent • Home Language Code • Years in US Schools • District Code of Residence • Location Code of Residence • Funding District Code • Graduation Status Code • Expected Post Graduate Activity • Displaced Homemaker • Assessment Participation Code Introduction to PIMS Central Intermediate Unit #10

18. Staff Data • Staff to be Reported in PIMS (Vol. 1 – pg. 17) • Staff Template (Vol. 1 – pg. 215) • Staff Snapshot Template (Vol. 1 – pg. 231) • Staff Assignment Template (Vol. 1 – pg. 248) • Staff Development Template (Vol. 1 – pg. 256) • Follow Collection Specific Rules • October Staff Collection rules may be different from January Course/HQT Collection rules for Staff • Follow Collection Specific Rules for Which Staff to Include • Follow Definition Specifications and Business Rules Guidance • Are the fields R, CR, or O? • Are the fields a K, U, M, N/A, etc.? What Data is Collected in PIMS? Introduction to PIMS Central Intermediate Unit #10

19. What information is reported in the Staff Templates? • Staff ID - PPID # • Professional Staff Only • Location Code • Job Description Code • Full Time/Part Time Status • Gender • Race/Ethnicity Code • Address • Current Service Date (Hire Date) • Exit Date • Years Experience • Birthdate • Active/Inactive Indicator • Years Experience in District • Job Classification (PE, TPE, etc.) • Annual Salary • Termination Code (Reason for exit) • Contract Information • Name • Highest Degree Earned • Email Address • Employment Eligibility Verification Code • Authorized to Carry a Weapon • Assignment Code • Assignment Date • Completion Date • Percent Time Assigned • Staff Development Info if School Security Officer Introduction to PIMS Central Intermediate Unit #10

20. Course Data • Courses to be Reported in PIMS (Vol. 1 – pg. 19) • Course Template (Vol. 1 – pg. 56) • Course Instructor Template (Vol. 1 – pg. 63) • Staff/Student/Course Template (Vol. 1 – pg. 68) • Core Courses Only Required (change from prior years) • Course Codes (Vol. 2 – Appendix A) • NCES Course Classification System • http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007341 • PDE Portal>>PIMS>>PIMS Documents>>Course HQT Mapping 6.13.13 • Follow Collection Specific Rules for Courses to Include • Follow Definition Specifications and Business Rules Guidance • Is the field R, CR, or O? • Is the field a K, U, M, N/A, etc.? What Data is Collected in PIMS? Introduction to PIMS Central Intermediate Unit #10

21. What information is reported in the Course Templates? • Course Name • Honors Indicator • Course Length (Quarter, Semester) • Local Course Code • Course Delivery Method • PA State Course Code • Required Course? • College Credit Indicator • AP Indicator • CTE Indicator • Gifted Indicator • IB Indicator • Primary Instructor ID • Section Code • Primary Language of Instruction • Student ID • Student District Code • Course District Code • Course Location Code • Relationship Start Date • Instructional Responsibility Weight • Instructional Relationship Weight • * New 2013-14 - Establishing a linkage for each student and teacher course enrollment. Introduction to PIMS Central Intermediate Unit #10

22. School Calendar Information/Instructional Minutes • Attendance/Child Accounting • Enrollment (Enrolls/Withdraws) • Grad/Dropout Info • Economically Disadvantaged • Special Education Data • Immigrant Data • ELL Data • Truancy • Safe Schools Infractions • Discipline – Suspensions/Expulsions • Special Programs • Title Information • Special Education • Career and Tech. Ed. (CTE) • Interscholastic Athletic Opportunities (Title IX) • Technology Information (PATI) Other Data Collected Introduction to PIMS Central Intermediate Unit #10

23. Cohort Graduation Rate and Dropout Rate • Pre-code Labels for PSSA, Keystone Exams, CDT Uploads • Accountability Reporting – PSSA, Keystone Exams, CDT Uploads, PVAAS Uploads • English Language Learners – ACCESS for ELLs (Title III) • Title I Reporting • Safe Schools Statistical Reporting • Special Education Reporting – IDEA Funding • Career and Technical Education (CTE) Subsidies • October 1 Enrollment Data Reporting • Child Accounting Subsidies • Federal Highly Qualified Teacher Status • School Performance Profile Impact of Data Collections Introduction to PIMS Central Intermediate Unit #10

24. October 1 Enrollment Collection • Used for planning and policy development (State & Federal) • “Official” Enrollment for School Year • Low Income Determination • Official Poverty Count - Field 88 (Poverty Code) in Student Template – Determined by LEA • Official Free/Reduced Lunch Count • Field 33 (Ec. Status) – Participation in F/R Lunch Program • Field 131 (Food Prog. Elig.) – Eligible for F/R Lunch Program • Title I (2013-14 PIMS – no eGrants) • Teacher Loan Forgiveness Program (30.1% Poverty Level) • Limited English Proficiency (LEP) (2013-14 PIMS – no LEP System) • Title III Funds Potential Impact of Bad Data Introduction to PIMS Central Intermediate Unit #10

25. Child Accounting (Including what other LEAs report for you) • State Subsidies • Basic Education Funding • Special Education Funding (different from 12/1 Child Count for Feds) • Tuition for Orphans Subsidy (1305/1306/Homeless) • Secondary Career & Technical Education Subsidy (Approved Reimbursable Programs – CTE Collection) • Membership Data Used to Calculate District Tuition Rate • Weighted Average Daily Membership (WADM) • Used in calculation of aid ratios for State subsidies • Average Daily Attendance (ADA) • No Child Left Behind (NCLB) • Adequate Yearly Progress (AYP) • School Report Card • School Performance Profile • Federal ADA Report Potential Impact of Bad Data Introduction to PIMS Central Intermediate Unit #10

26. Educator Effectiveness (Student/Teacher/Course Linkage) • Roster Verification • Teacher Evaluations – 15% based on student growth School Performance Profile • Public Perception (Student Growth, Courses of Rigor, Grad/Dropout Rates, Attendance, Promotion Rate, Post Grad. Activity) • Data is Published • Transparency Educator Dashboard & Early Warning System (Proposed) • Use PIMS Data to Identify Students At Risk of Dropping Out • Curricular, Instructional, and Program Decisions • Use a Catalog of Effective Differentiated Instruction & Interventions Potential Impact of Bad Data Introduction to PIMS Central Intermediate Unit #10

27. State and Federal Reporting Requirements PDE Stakeholders: Funding State Performance Plan Indicators PDE Initiatives: Educator Effectiveness: Roster Verification PDE Initiatives: School Performance Profile PIMS Upload and Validation District Data Systems

28. Student Information System (SIS) • Human Resources System • Special Education Software • Data Tracked Manually or in Side Spreadsheets • Location Fact Templates • District Fact Templates • Who enters the data? • Who checks the data? • Who is responsible for the data? Data Sources Introduction to PIMS Central Intermediate Unit #10

29. Staff benefits Transportation Food Servces Library How many different Information Systems does your district use? Do they “talk,” or do you enter the same data multiple times? Student Information School Messenger Teacher Information Community Communication Financial Special Education Health

30. SIS • Courses • Spec. Ed. Teacher of Record, Instructional Resp./Rel. Special Programs ELL/ Title III Title I Leaves, Vacancies, Subs • Attendance • HR (Staff) OOD Placements Safe Schools Home- bound Food Service – Ec. Dis. Truancy Discipline, Suspensions, Expulsions, LLE Involvement Data Sources Title IX Interscholastic Athletic Opportunities Introduction to PIMS Central Intermediate Unit #10

31. http://www.portal.state.pa.us/portal/server.pt/community/pims-pennsylvania_information_management_system/8959http://www.portal.state.pa.us/portal/server.pt/community/pims-pennsylvania_information_management_system/8959 http://www.ciu10.org/Page/1135 Calendar may change throughout the year – check PDE’s web site on the PIMS page for updates. PIMS Collection Calendar Introduction to PIMS Central Intermediate Unit #10

32. Each collection may have: • Collection Window – Time period in which the data has to be submitted • Snapshot Date – A date uniquely identifying the data: True Snapshots vs. Identity Snapshots • Correction Window – When uploaded data can be corrected • ACS Due Date – Accuracy certification Statement Due Date PIMS Collection Calendar Introduction to PIMS Central Intermediate Unit #10

33. Pre-Code for winter Keystones and Classroom Diagnostic Testing • Voluntary PVAAS enrollment (new 13-14) • District and School Enrollment • Staff • PATI • PSSA Pre-Code/ACCESS for ELLs Pre-Code and updates for Winter Keystone and CDT uploads • Special Education • Course/Highly Qualified Teacher • Pre-Code for Spring Keystone Exams and additional CDT Student uploads • English Language Learners… ACCESS for ELL PIMS Collections Introduction to PIMS Central Intermediate Unit #10

34. PIMS Collections • Child Accounting – SD & IU Preliminary Juveniles incarcerated in Adult Facilities • Accountability Reporting: PSSA Student Upload • Safe Schools • Graduates, Drop outs and Cohort • Accountability Reporting: Spring Keystone exams and CDT Student uploads • Pre-Code Student upload for summer Keystone exams • English Language Learners – End of Year (Count and /SES Provider) • Child Accounting – End of Year • Special Education Updates • Career and Technical education • Interscholastic Athletic Opportunities • LEP Professional Activities Survey • SES/School Choice • Title 1 Staff and Student Participation Data Introduction to PIMS Central Intermediate Unit #10

35. The Land of PIMS The shoes are great…but watch out for those falling houses. Introduction to PIMS Central Intermediate Unit #10

36. 1 or more templates with predefined data fields • Must follow business rules • Must follow a submission sequence • Data must be formatted according to PIMS Manual • Some data fields must be blank • Student Template contains 202 data fields – how many students do you have? • 1000 students x 202 data fields = 202,000 potential points of error in just one template What makes up a Collection? Introduction to PIMS Central Intermediate Unit #10

37. PIMS Templates • Course • Course Instructor • CTE Student Fact • CTE Student Industry Credential • District Fact • District Snapshot • Incident • Incident Offender • Incident Offender Disciplinary Action • Incident Offender Infraction • Incident Offender Parent Involvement Introduction to PIMS Central Intermediate Unit #10

38. PIMS Templates (cont’d.) • Incident Victim • Location Fact • PATI LEA Tech Survey • PATI School Tech Survey • Person • Program Fact • School Calendar • School Enrollment • Special Education Snapshot • Staff • Staff Assignment Introduction to PIMS Central Intermediate Unit #10

39. PIMS Templates (cont’d.) • Staff Development • Staff Snapshot Template • Student • Student Calendar Fact • Staff Student Course Template (new 13-14) • Student Snapshot • Survey Participant Response Template Introduction to PIMS Central Intermediate Unit #10

40. Fields have specific business rules, specific formats, value lists • Fields in your data systems map to the PIMS fields • Data validation and error correction should occur on entry to your data system prior to upload • ALWAYS correct the source vs. correcting the template!! • Many different departments in your district are responsible for entering data into your district data systems that flow into PIMS • Human Resources • Central/Building registration • Child accounting • Special Education PIMS Data Fields Introduction to PIMS Central Intermediate Unit #10

41. Multiple collections may be “Open” at the same time. • The collection windows are short and fixed in length • If key field data is submitted incorrectly the data cannot be updated. • Corrections take time and must go through PDE • Validate and correct data all the time – checks and balances – do not wait for a submission • The PIMS requirements change every year • Templates change, new collections added, different collection windows, new fields and code values -- your PIMS Administrators and data staff are continually learning Submitting and Verifying Introduction to PIMS Central Intermediate Unit #10

42. The Superintendent must sign off on EVERY ACS! • Every Collection has its own ACS • How do you know each ACS is right? • Who knows how to verify each section of the ACS? • What checks and balances do you have in place to ensure the ACS is accurate? • Year to Year comparisons • Internal ACS • Team Approach to Verification Accuracy Certification Statement (ACS) Introduction to PIMS Central Intermediate Unit #10

43. PIMS Manual – Vols. 1 & 2 • PIMS Collection Calendar • PIMS Web Site • PIMS Documents • EdNA • PDE Webinars – www.pdewebinars.org • Collection Experts at PDE (contact info handout) • SIS Vendor **** • Intermediate Unit • Data Quality Curriculum (PDE & IUs) PIMS Resources Introduction to PIMS Central Intermediate Unit #10

44. “Domains, and Templates, and Snapshots….. Oh, my!” PIMS Vocab 101 Introduction to PIMS Central Intermediate Unit #10

45. PIMS Vocabulary • New Data Flow Process – Up Front Edit Checks • Additional Validation Layer Between File Manager & Batch Manager Verifications in PIMS Upload Process • Compound Data Quality Checks • Validations on a single row or within a single template • Advanced Data Quality Checks • Validations across templates, query the data warehouse, or query groupings in a single template. Validate across systems and across years. • All templates for a collection must be “batched” together • Data Exception Requests • Always Correct the Source System Data Quality Engine (NEW 2013-14) Introduction to PIMS Central Intermediate Unit #10

46. Domains – How information is organized/categorized in PIMS. • Templates – The “vehicle” used to “transport” data into a PIMS domain. Templates possess a standard layout and ensure a consistent pattern of data rules are followed. • Snapshots – A subset of template data at a “point in time.” (“true” snapshots vs. snapshots) • Collections – A set of templates submitted to PIMS throughout the school year, according to a pre-determined data collection calendar. PIMS Vocabulary Introduction to PIMS Central Intermediate Unit #10

47. File Manager - Uploads data to the PIMS system and performs basic validation • Batch Manager - Loads data that has passed validation rules into the PIMS warehouse • Data Quality Engine (new this year) - Front end data validation against business rules that the data has to pass before it can be loaded in to PIMS • Cognos – The PDE reporting system used to create data reports, data extracts and create the accuracy certification statements PIMS Vocabulary Introduction to PIMS Central Intermediate Unit #10

48. PIMS Manual Vol. 1 – pg. 28-31 (Handout) • Follow Definition Specifications and Business Rules Guidance • Are the fields R, CR, or O? • Are the fields a K, U, M, N/A, etc.? • File Dependencies • Student or Staff Template – Cumulative • Student Snapshot or Staff Snapshot • If a student/staff is in the Student or Staff Snapshot Template, he/she must also be in the Student or Staff Template BUT a student/staff can be in the Student or Staff Template without being included in the Student or Staff Snapshot Template Template Structure & Dependencies Introduction to PIMS Central Intermediate Unit #10

49. File Naming Convention Naming convention is specified in the PIMS Manual at the beginning of the description about each template. Proper Format: District Code_TargetTable_YYYYMMDDHHMM.xxx District Code = 9-digit Administrative Unit Number (AUN) Ex: 110000000 Target Table = Name specified with template from PIMS Manual Ex: Student Time Stamp = Date and time (ensures uniqueness of file – no template can be uploaded to PIMS if a template with the same name has been uploaded prior) xxx = File Extension, indicates type of data separator Ex: csv, tab, del csv = comma separated tab = tab separated del = other delimiter Introduction to PIMS Central Intermediate Unit #10

50. DQE Simulation – Located on PDE Site Uploading a Template Introduction to PIMS Central Intermediate Unit #10