Nightly Collection via the Data Pump

1. Nightly Collection via the Data Pump State of Louisiana Department of Education STATS-DC 2012 Data Conference July 13, 2012

2. Agenda • Define the Challenge • Options Available • Option Selected • Benefits • Outcome • Additional Uses • How did it help the LDOE?

3. Define the Challenge • The Louisiana Department of Education (LDOE) had a need to track students transferring between public schools and charter schools in the New Orleans region. • Some students were exiting one organization and then registering at a new school days later, thereby interrupting the delivery of classroom instruction to the students.

4. Define the Challenge • Needed to quickly and efficiently collect student data from districts and Charter School organizations within the New Orleans area. • The SIS data was hosted at various sites both in Louisiana and outside the State.  • Multiple SIS vendors involved. • Needed enrollment, attendance and discipline data on a daily basis.

5. Options Available • Modify existing DOE collection systems • Too much work required and would take too long. • Too much burden on the districts, both time and money. • Implement Vertical SIF • Too much work, too complex and too much time. • Buying and implementing a SEA SIS • Long-term option, not valid for this need, expensive. • OtisEd’s Vertical Data Submitter (aka “Data Pump”) • Quick, simple and inexpensive option. • Already owned the product.

6. Option Selected: Data Pump • A Single Purpose “App” • Serves one function • Quickly and efficiently harvests data • Moves data from source to target quickly • Has the ability to follow a “data manifest” • The manifest states: • > What data are to be picked-up and delivered, • > From where, • > To where and • > At what frequency.

7. Benefits • Very Small Footprint • The Data Pump sits near the source and can access the source data tables directly • Extract a part or all of the source data, based on the “manifest” • Compresses the data • Encrypts the data • Transports the data to a Secure FTP server • “Data Receiver” picks it up • Stages it into Warehouse • Deletes the copy on the Secure FTP server.

8. Data Pump Configuration Extract Compress Encrypt Firewall ScheduledExtract DataWarehouse NOPS LEA LEDRS * SLDS Charter ABC Secure FTP Server Charter 123 * LEDRS – Louisiana Education Data Repository System LEA or Charter n “Data Pump” Firewall

9. Outcome • Using the “Data Pump,” we were able to connect to and collect data almost immediately. (In some cases, as quickly as 1 hour) • It brought over the data required to manage the problem with exiting students. • With this simple app, the LDOE was able to support and assist local school districts with a difficult problem. • The separate LEAsand Charters were not able to solve this problem on their own, and the LDOE SLDS was able to play a part to manage this subset of students.

10. Additional Uses • The LDOE plans on using the data pump to collect data from all the districts, across the state. • In time, it will replace the majority of the in-house data collection systems, providing benefits by: • > Reducing the burden on the districts for submitting data. • > Refocusing state resources currently working on annual . collection systems to spend more time analyzing data and . less time on data compliance. • > Having access to timely and complete data at the state’s . fingertips.

11. Additional Uses • It will provide us the benefits of having a State SIS at a fraction of the cost. • We will be able to retask the SEA resources to analyze data rather then collect data for Compliance Reporting. • Allows the LEAs to pick a SIS vendor of their choice instead of the state dictating which SIS they should use. • It is simple to set up and use.

12. Presenters Mr. James McMahon IT Deputy Director Louisiana Department of Education James.Mcmahon@LA.GOV Mr. Kamal Kumar Otis Educational Systems Kamal.Kumar@OtisEd.com (917)-622-0386