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Data At Every Level: One SEA’s Story of Integrating Data and the Unanticipated Results

Data At Every Level: One SEA’s Story of Integrating Data and the Unanticipated Results. February 17, 2012 2012 MIS Conference. Welcome!. Presenter Emily Rang, Information Technology Specialist with WA State Office of Superintendent of Public Instruction (OSPI)

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Data At Every Level: One SEA’s Story of Integrating Data and the Unanticipated Results

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  1. Data At Every Level: One SEA’s Story of Integrating Data and the Unanticipated Results February 17, 2012 2012 MIS Conference

  2. Welcome! • Presenter • Emily Rang, Information Technology Specialist with WA State Office of Superintendent of Public Instruction (OSPI) • Agency of approximately: 400 employees, 15 departments and 53 online web applications MIS Feb 17, 2012

  3. MIS Feb 17, 2012

  4. Why listen to our story? • Improve education for students • Meaningful, timely data • What worked and what didn’t • What we learned that surprised us • What we are doing now MIS Feb 17, 2012

  5. LEA Special Ed Dept. HR Dept. Homeless Ed Office THE CHALLENGE SEA Special Ed office HQ Teacher office Homeless Student Office Special Ed DB HQT DB Homeless Spreadsheet State and Federal Reporting MIS Feb 17, 2012

  6. Goal • Reduce burden on LEA and SEA • Consolidate data collections • Create common definitions of data • Reuse data at SEA MIS Feb 17, 2012

  7. What we did: • Installed Data Governance Cartoons Courtesy of The Data Governance Institute, LLC. (http://www.datagovernance.com/cartoon_30.html) MIS Feb 17, 2012

  8. What we did: • Identified Silos in SEA • Individual program areas • Assigned clear “data owners” • Importance of maintaining “ownership” of their data MIS Feb 17, 2012

  9. What we did: • Worked on common, clear, concise data definitions • Internal SEA meeting once a week • Documented in a data manual • Used Data Governance meetings MIS Feb 17, 2012

  10. What we did: • Comprehensive Education Data And Research System (CEDARS) • Single LEA submission to SEA • Student • Teacher • Course MIS Feb 17, 2012

  11. Next Steps Make everything as simple as possible, but not simpler. - Albert Einstein MIS Feb 17, 2012

  12. Next Steps: • Reviewed Existing Data Collections • Identified all program areas of SEA with separate data collections of overlapping data MIS Feb 17, 2012

  13. What we did: • Slowly started replacing single, one-off data collections • Instead, pre-populated data for LEA acceptance of quality instead of data entry MIS Feb 17, 2012

  14. MIS Feb 17, 2012

  15. MIS Feb 17, 2012

  16. Highly Qualified Teacher (Title II, Part A) MIS Feb 17, 2012

  17. Success Right. . ? MIS Feb 17, 2012

  18. What we missed • Combatted silos in the SEA, but we missed them in the LEA. MIS Feb 17, 2012

  19. What we missed • LEA’s Program offices didn’t know their CEDARS contact in the LEA MIS Feb 17, 2012

  20. LEA HR Dept. Homeless Ed Office Special Ed Dept. SEA CEDARS LEA & SEA Data Review State and Federal Reporting MIS Feb 17, 2012

  21. What we are doing now • Unified Communications from SEA • CEDARS and program offices • Emails • Webinars • In-person trainings MIS Feb 17, 2012

  22. What we are doing now • Unified communications from SEA as one agency MIS Feb 17, 2012

  23. What we are doing now • Training Webinars • with invitations to both the Program LEA and CEDARS LEA contacts • Presented by both the program SEA and CEDARS SEA contacts MIS Feb 17, 2012

  24. What we are doing now • Creating great documentation! • Business rules, business rules, business rules • User Guides • Mapping documents • Posting business rules for reports MIS Feb 17, 2012

  25. What the future holds • Transitioning a one-off database used by Bilingual SEA and LEA for tracking students LEP eligibility into CEDARS • Data • Functionality MIS Feb 17, 2012

  26. What the future holds • Adding more complicated data collections to CEDARS in 2012-13 • Absence data • Discipline data • Turning this into a pre-populated annual report MIS Feb 17, 2012

  27. What the future holds • Finding new opportunities • Additional Special Education reporting • Title I • Unexcused Absences and Truancy • Discipline MIS Feb 17, 2012

  28. What the future holds • Adding data quality reports for CEDARS Users about program reports • Bilingual Student • Immigrant Student MIS Feb 17, 2012

  29. What the future holds • Annual data review reports available earlier • Inviting broader range of LEA users to Webinars, Video Conferences • SEA staff modeling team behavior MIS Feb 17, 2012

  30. Questions & Answers THANK YOU! Emily Rang OSPI Information Technology Customer Support emily.rang@k12.wa.us (360) 725-6376 www.k12.wa.us MIS Feb 17, 2012

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