Ohio Department of Education EMIS_Redesign Project Where We Are and the Future of EMIS Reporting

1. Ohio Department of Education EMIS_Redesign Project Where We Are and the Future of EMIS Reporting Presented by: Ohio Department of Education, Office of Information Policy & Management March 2009

2. Overview • What is the EMIS_R Project • Current Project Status • Performance Period • Data Collector • Non-eSIS, DASL, USPS, or USAS Users • Impact of Using SIF Enabled Applications • SSID SIF Enhancement – Student Locator Framework • Additional Updates – Data Collector • Future Reporting of EMIS Data • Tools Available for the Transition & Beyond • Things to Think About • EMIS_R Information

3. What is the EMIS_R Project • A redesign of the current system which brings data to ODE • Focuses on • Data flow from ITC to ODE (Vertical Reporting Framework (VRF)) • Uses Schools Interoperability Framework (SIF) standard • A standard which allows data to be exchanged between disparate applications

4. What is the EMIS_R Project • Components of EMIS_R Vertical Reporting Framework (VRF) • SIF Agent – allows the interoperability • DASL • eSIS • USAS • USPS • Zone Integration Server (ZIS) • Communicator • VRF Data Collector • District User Interface • VRF Report Collector • State User Interface

5. Current Project Status - Overall • Many are concerned that the project is not where it should be at this time • Many want to know what the contingency plan is if we are not ready by July 1

6. Current Project Status - Pilot • Pilot Participants are to be commended for the efforts they have put forth • Success of this project has greatly increased due to their continued efforts • MEC, NOACSC, & NWOCA and their selected pilot districts • Pilot Phase has been extended • Will continue through March • A means to provide added assurance that the Performance Period goes as smooth as possible

7. Current Project Status - Pilot • Issues encountered (as of March 4th) • Performance of the agents and the data collector • Impact to user – • Too much time to complete a submission to the State • Not all data being extracted • March 5th is the next scheduled release for the agents and Data Collector • Expect to see performance improvement

8. Current Project Status – ITC Set-Up • Implementation • Hardware and software installation completed • Updates to software on-going (releases for agents & DC) • District set-up is underway at various levels of completion • ITC Training • Technical training and documentation • Data Collector training and documentation • Data Collector User Guide still under development • Feedback has been generally very good

9. Current Project Status – District Trainings • ODE and ITC Tasks • ODE • Overall project status • Expectations for Implementation of EMIS_R • Updated documentation for Data Collector • ITC • Provide hands-on training for the Data Collector • Provide ODE presentation (in ODE absence) • Provide HelpDesk function for Data Collector • EMIS HelpDesk will be used for performance period

10. Performance Period • Begins April 1st • Current EMIS vs EMIS_R data collections • Statewide participation • ITCs have been asked to bring districts on in a staggered manner • Need to see impact of increased numbers of participants on whole system • As impact is assessed more districts will be asked to participate

11. Performance Period • What will be collected • Match what is being collected in current EMIS • April 1 – February (C), March (D) & 5 Yr Forecast (P) • May 8 – Yearend • May 29 – Graduate • District-Level Participation • Yearend reporting timeframe

12. Performance Period • Timing of Submissions • Data being collected via the Data Collector, as much as possible, needs to be the same as the data sent to ODE on Fridays for current EMIS • More of an impact when collecting directly from the SIS • For flat file submissions less of an issue • Use of Level 1 & 2 Validation Reports • DO NOT use these to correct data being sent to ODE for current EMIS • The reports are in testing and not for operational use at this time

13. Performance Period • Communications • ODE will use a newsflash for disseminating information during the performance period • EMIS_R Newsflash • Please share this with folks in your district • Will be posted on the EMIS_R website

14. Data Collector • Collection Request (Report Manifest) • Collection cannot occur without a Request • ODE publishes the Requests • Collection Requests include: • Required record types as of a specific timeframe • Level One validations = aggs • Valid options • Cross record checks of record types collected via the Request • Cannot perform checks across Requests • Specifications for previews of data • Summary and detail views of collected data

15. Data Collector • District User Interface • Major Functions • Collecting data • Reviewing error reports and data • Certifying and submitting data • Other Functions • Uploading flat files (chapter 5 layout) • Monitoring collection process • Monitoring submission process

16. VRF Integration Data Store LEA SEA VRF Adapter SIFWorks VRF Report Collector SIS Application SIFWorks VRF Data Collector Other SIF-Enabled Applications State administrator initiates report request using Web Interface to SIFWorks VRF Report Collector SIFWorks VRF Data Collector Agent is registered on the State and Local Zones VRF Data Collector creates SIF_Report Object, sends it to the State Zone VRF Report Collector publishes SIF Add Event for Report Manifest Object on State Zone. Data collected from SIF-Enabled Applications, report created VRF Data Collector issues SIF Requests for data on Local Zone. State administrator pulls compiled reports from State Data Store Local Administrator inspects Report for errors Approved data is forwarded to State Data Store Administrator approves report Other non-SIF Data Internet

17. Data Collector • Accessing Console • Open a web browser • On the Login screen enter your User Name and Password

19. Data Collector • Left Tabs • Right Tabs • Submitter / Logout

20. Data Collector Process • Collect • Check collection progress • Prepare • Level I Validations • Repeat as needed steps above • Preview • Certify • Submit • Level II Validation • Repeat as needed

21. Level I Validation

22. Level I Validation Report

24. Data Collector • Reports • Error • Level 1 – occurs during the Prepare Report phase in the collection process • Within district checks – cross record – within collection request • Level 2 – at ODE as data are being loaded into the ODE Operational Data Store • Cross district or cross year checks • Preview • Only occurs during the collection process • ODE Reports • Will still use secure FTP Site • Snap shot type reports • Will not occur every day (2x/wk?)

25. Data Collector • District Roles • LEA Reviewer • Can • Review error reports • Generate preview of reports and review reports • Monitor status of collections and submissions • Cannot • Upload flat files • Collect data • Submit data • LEA Collector • Can • Upload flat files • Collect data • Review error reports • Generate preview of reports and review reports • Monitor status of collections and submissions • Cannot submit data

26. Data Collector • District Roles • LEA Submitter • Can • Review error reports • Generate preview of reports and review reports • Certify and submit data • Monitor status of collections and submissions • Cannot • Collect data • Upload flat files • Data collector actions are determined by the role assigned

27. Data Collector • Roles • The DC has been designed with the district user in mind – the data is theirs and therefore the district should perform the functions • Districts need to determine who will be assigned which role(s) • Think how back-ups are to be handled • The reviewer role may be the one which will require the most review of current practice and how the data collector may change current practice • ITC personnel will be requesting this information so they can set-up the roles for each district

28. Data Collector • ITCs and the Data Collector • ITC User • ITC User = LEA Reviewer • LEA Collector and LEA Submitter can be assigned to ITC personnel, however this is predicated upon the district/ITC relationship

29. Non - DASL, eSIS, USAS, USPS Users • Flat Files in Chapter 5 layouts will continue to be used • Flat files get loaded directly into the Data Collector (Data Sources Tab) • Data Collector functionality does not change • Source will simply be the flat file instead of the SIS database

30. Impact of Using SIF Enabled Applications • No more extracting to an “EMIS Database” • No maintenance at two places • Make corrections directly in source system • Source system stays up-to-date • Greater ability to submit data to ODE • Submission of data a district-level decision • Flat-file, as a data source, does not change ability to submit

31. Impact of Using SIF Enabled Applications • District submissions not on the same schedule anymore • Coordination is still going to be key and maybe even more so • Notifications will be sent to alert district staff of changes in validation outcomes • ODE Level 2 validations

32. SSID SIF Enhancement • SIF Enhancement = Student Locator Framework (SIF Agent) • Only districts with SIF-enabled SISs will benefit from the SIF enhancement • DASL • eSIS • Those districts already using a SIF SIS which works with Edustructures’ Student Locator Framework • Current ODE focus is with ITCs hosting DASL or eSIS

33. SSID SIF Enhancement • What is the benefit of the SIF enhancement • When student is enrolled and the nine required elements are entered the student will almost real time be sent up to SSID vendor and an SSID will be returned shortly thereafter directly into the SIS • Nightly batch process for districts with DASL or eSIS, for now, would no longer be needed

34. SSID SIF Enhancement • What happens if there are near matches • Email notification, by student, will occur and districts will need to follow current practice for determining which SSID is the correct one for the student • Upon the determination the correct SSID would be entered into the SIS

35. SSID SIF Enhancement • There is currently no user interface for the Student Locator Framework • Access to this component is only available at the ITC level • Most SISs have reports which can be run to see which students do not yet have an SSID • If all nine required elements are not entered the SSID request will not occur

36. Additional Updates – Data Collector • We know there will be changes as we progress through March • Webinar sessions being planned to help update everyone on the latest and greatest in regards to the Data Collector • Schedule to begin March 20th. • Geared to any end user

37. Future Reporting of EMIS Data • FY09 – End of Year Reporting Periods • ODE will be using the current EMIS • Yearend (N), 5yr Forecast (P) and Financials (H) • New graduate reporting period will definitely begin in the current EMIS format and most likely finish that way • As of today the final determination has not yet been made

38. Future Reporting of EMIS Data • Fall FY10 Data Submissions • ODE will begin using EMIS_R • Districts will begin using the Data Collector for all the FY10 Data Submissions • Overlap with current EMIS and EMIS_R methodologies may occur during the October (K) reporting period • FY09 Graduate reporting period does not end until mid-November • No impact for Financials and 5yr Forecast as they will end prior to the beginning of the October reporting period

39. Future Reporting of EMIS Data • EMIS Web • Going away for FY10 data • Districts will begin using the Data Collector for all the FY10 data submissions • What will Replace the EMIS Web • ODE requested SSDT to stop supporting the EMIS Web and replace it with a simplified application • Features being supported • Import/extract • Edit • Search

40. Future Reporting of EMIS Data • Ohio SIF Profile • Provides a standard for software vendors who wish to operate in Ohio for EMIS reporting via SIF by 2015 • Ohio SIF Profile will be coming out later this year • Software vendors already asking • Districts need to me moving to software which supports the Ohio SIF Profile • Flat Files will no longer be accepted beginning 2015

41. Tools Available/Planned for the Transition & Beyond (FY10+) • Collection Requests • Updates will be communicated basically as SSDT has done in the past • Validation issues • Reports • Validations Document • DASL & eSIS Mapping Document • EMIS to SIF Mapping Document

42. Things to Keep In Mind • Performance Period • Updates during Performance Period will occur for • Data Collector and Agents • Collection Requests (report manifests) • Staggered approach for district participation • ITC need for district Data Collector role assignment • SSID Notifications (eSIS & DASL right now) • Does a specific email need to be created to handle all SSID messaging at the district • FY10 Data • Overlap of current EMIS and EMIS_R methodologies during FY10 October reporting period • Not all districts will be submitting data at the same time – impact of Level 2 Validation Reports

43. EMIS_R Information

44. EMIS_R Information • EMIS_R Website • From ODE Home, education.ohio.gov, enter EMIS_R in search box • Contact ODE • nancy.haefeli@ode.state.oh.us • (614) 995-4005

45. Q & A