Improving Data Migration Across Wyoming Schools Across Wyoming Schools October 2004 Presented By Data System Design Team Sponsored by the Wyoming Dept

Improving Data Migration Improving Data Migration Across Wyoming Across Wyoming SchoolsSchools

October 2004October 2004

Presented ByPresented ByData System Design TeamData System Design Team

Sponsored by the Wyoming Dept of EducationSponsored by the Wyoming Dept of Education

Wyoming Integrated Statewide Wyoming Integrated Statewide Education Data SystemEducation Data System


2

How Did We Get Here?How Did We Get Here?Data Facilitation ForumData Facilitation ForumBody of Evidence Body of Evidence

Tracking SystemTracking SystemComprehensive District-State Comprehensive District-State

Data SystemData SystemDo a Study Do a Study (HR1 Sect 327)(HR1 Sect 327)

Funded as Footnotes in Funded as Footnotes in Appropriations billAppropriations bill


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What It Is NotWhat It Is Not

⊗ A single software solution for A single software solution for all the districts and the Stateall the districts and the State

⊗Not “PowerSchool for All”Not “PowerSchool for All”

⊗ State takeover of district ITState takeover of district IT

⊗ A way for districts to transfer A way for districts to transfer cost for data management to cost for data management to the statethe state


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Current Data “Islands”Current Data “Islands”SStudent tudent

InfoInfo& &

DisciplineDiscipline

LibrarLibraryy

BodyBody of of EvidencEvidenc

ee

FoodFood

InstructionInstructional al

ManagemeManagementnt

TransportatioTransportationn

Special Special EducatiEducati

onon

SState & tate & FederalFederal

ReportingReportingHuman Human

ResourcesResources

FinanciaFinanciall

Data EntryData Entry Data Entry

Data Entry

Data EntryData Entry

Data EntryData Entry

Data Entry

Data Entry


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http://www.sifinfo.orghttp://www.sifinfo.org

S.I.F.S.I.F.


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What is SIF?What is SIF?

Industry initiative Industry initiative Open specification for K-12 Open specification for K-12

instructional and instructional and administrative software administrative software

Not a productNot a productEnables diverse applications Enables diverse applications

to interact and share data to interact and share data seamlesslyseamlessly


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Current Deployment of SIF Current Deployment of SIF Includes:Includes:

33 States33 States250 Districts250 Districts2.5 Million Students2.5 Million Students


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School Data with SIFSchool Data with SIF

Zone Zone Integration Integration

ServerServer

Student Student InfoInfo

& Discipline& Discipline

LibrarLibraryy

Body of Body of EvidencEvidenc

ee

FoodFood

InstructionInstructional al

ManagemeManagementnt

TransportatioTransportationn

Special Special EducatiEducati

onon

State & State & FederalFederal

ReportingReportingHuman Human

ResourcesResources

FinanciFinancialal


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ApproachApproach

Review State

Reporting Data Needs

District Status Review

Management Plan

SIF Object Compariso

n

Develop System Model

Gap Analysis

Implementation Plans

Cost Analysis


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Issues ConsideredIssues Considered Consortia vs Individual DistrictConsortia vs Individual District Location of Technical ExpertiseLocation of Technical Expertise Current Software in UseCurrent Software in Use District Ownership and Control of District Ownership and Control of

District DataDistrict Data Line Between District and State Line Between District and State

ResponsibilitiesResponsibilities Tech advisory groupTech advisory group


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Products From StudyProducts From Study

System Analysis By District System Analysis By District Model WISE System DesignModel WISE System Design Implementation PlanImplementation Plan

includes individual district plansincludes individual district plansSystem Operation PlanSystem Operation PlanBusiness Case/Cost-Benefit Business Case/Cost-Benefit

AnalysisAnalysis


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Model ComponentsModel Components

Technical Support for DistrictsTechnical Support for DistrictsUser Support and TrainingUser Support and Training““Central Data Management” Central Data Management”

ApplicationApplicationPolicy Group, User Group, Policy Group, User Group,

System AdministrationSystem Administration


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System Model (1 District)System Model (1 District)

Zone Zone Integration Integration

ServerServer

StudentStudentInformationInformation

LibraryLibrarySystemSystem

Food ServiceFood ServiceSystemSystem

Central Central Data Data

ManagerManager

Proposed System ModelProposed System Model


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Central Data Management AppCentral Data Management AppFunctions as State Reporting Functions as State Reporting

EngineEngineAccumulates District Data to Accumulates District Data to

Compile State ReportsCompile State ReportsState gets data ONLY after State gets data ONLY after

district Review and Releasedistrict Review and Release


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Management planManagement plan Oversight and Management Oversight and Management

CommitteesCommittees Policy and ProcedurePolicy and Procedure Data Standards (Quality and Content)Data Standards (Quality and Content) Support (Documentation and Support (Documentation and

Training)Training) ResourcesResources Responding to ChangeResponding to Change


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SIF Benefits Students & ParentsSIF Benefits Students & Parents

Personalized Student ContentPersonalized Student Content Improved timeliness of Improved timeliness of

serviceserviceAccurate School DataAccurate School Data Increased EfficiencyIncreased Efficiency


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SIF Benefits Teachers SIF Benefits Teachers

Real-time access to critical Real-time access to critical informationinformation

Better data analysisBetter data analysisTeachers time better spentTeachers time better spent


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SIF Benefits AdministratorsSIF Benefits Administrators

Increased efficiencyIncreased efficiencyReduced redundancy and Reduced redundancy and

errorserrorsReduced compatibility issuesReduced compatibility issues


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SIF Benefits IT DepartmentsSIF Benefits IT Departments

Reduced support costsReduced support costsReduced time needed to Reduced time needed to

manage multiple data sourcesmanage multiple data sourcesSaves money using existing Saves money using existing

systems and infrastructuressystems and infrastructures


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Meeting Multiple Level Meeting Multiple Level Needs…Needs…


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Vertical InteroperabilityVertical Interoperability

Seamless reporting – district, Seamless reporting – district, state, federalstate, federal

Reduce burden on schools and Reduce burden on schools and districtsdistricts

Responding to changes as they Responding to changes as they occur rather than reacting to on occur rather than reacting to on an annual basisan annual basis

Data driven decision makingData driven decision making


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Administrative Support

Voic

e T

ele

ph

on

y

Data

Ware

hou

se

Gra

de

Book

Instru

ctio

nal

Serv

ices

Lib

rary

HR

/ F

inan

ce

SIS

Tra

ns-

porta

tion

Food

Serv

ice

K12 LEA VerticalsK12 LEA Verticals

Voic

e T

ele

ph

on

y

Teaching & Learning

Data

Ware

hou

se

Instru

ction

al

Serv

ices

Libra

ry HR

/ Finan

ce

SIS

Tra

nsp

orta

tion

Reporting & Accountability

Food

Serv

ice

Analysis & Planning

Gra

de B

ook


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Horizontal QuestionsHorizontal Questions

Data Warehousing

K12 Data Model

Food

Serv

ice

Gra

de B

ook

HR

/ Finance

Libra

ry

SIS

Tra

nsp

orta

tion

Instru

ction

al S

erv

ices

Voice

Tele

phony

Accountability, Reporting, Planning, etc…


25


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What are the costs?What are the costs?Investment in Quality DataInvestment in Quality Data

SIF Infrastructure SIF Infrastructure Software UpgradesSoftware Upgrades Staff TrainingStaff Training Central Data Management ApplicationCentral Data Management Application Regional SupportRegional Support Data Processing Responsibility Shift Data Processing Responsibility Shift

from districts to WDEfrom districts to WDE Management and Oversight GroupsManagement and Oversight Groups Statewide Student IDStatewide Student ID


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Roll-outRoll-out 2004-05 – Year 12004-05 – Year 1

Hired the Project Mgr Sept 04Hired the Project Mgr Sept 04RFP’s forRFP’s for

Student ID System – Dec 04Student ID System – Dec 04Implementation Contractor – Dec 04 Implementation Contractor – Dec 04 Central Data Management AppCentral Data Management AppPilot district ZIS Setup – (1 per region)Pilot district ZIS Setup – (1 per region)

2005-06 – Year 22005-06 – Year 2SIF Infrastructure setup all districtsSIF Infrastructure setup all districtsStudent Management SystemStudent Management SystemStudent Network AccountingStudent Network AccountingLibraryLibrary


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Roll-outRoll-out 2006-07 – Year 32006-07 – Year 3

Financial SystemsFinancial SystemsStudent PerformanceStudent PerformanceFood ServiceFood Service

2007-08 – Year 42007-08 – Year 4TransportationTransportationSpecial EducationSpecial Education

2008-09 – Year 52008-09 – Year 5Human ResourceHuman ResourceOther ProgramsOther Programs


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Cost EstimatesCost Estimates

Ye a r 1 & 2 Ye a r 3 Ye a r 4 Ye a r 5 Ye a r 6 +L ic e ns ing 9 3 6 ,0 0 0 1 ,7 3 6 ,0 0 0 2 ,9 3 6 ,0 0 0 3 ,7 3 7 ,0 0 0 5 0 ,0 0 0

S ys te m M gt 4 3 6 ,0 0 0 4 3 6 ,0 0 0 4 3 6 ,0 0 0 4 3 6 ,0 0 0 4 3 6 ,0 0 0S ys te m S e tup 8 3 8 ,3 0 0 7 5 3 ,8 0 0 1 ,1 3 0 ,7 0 0 7 5 3 ,8 0 0 0

S ta ff T ra in ing 4 8 ,0 0 0 2 4 ,0 0 0 2 4 ,0 0 0 2 4 ,0 0 0 2 4 ,0 0 0

W D E S ta ff 1 7 0 ,0 0 0 1 7 0 ,0 0 0 1 7 0 ,0 0 0 1 7 0 ,0 0 0 1 7 0 ,0 0 0

C e ntra l D a ta M gr 4 2 5 ,0 0 0 8 5 ,0 0 0 8 5 ,0 0 0 8 5 ,0 0 0 8 5 ,0 0 0S tude nt ID A pp 2 5 0 ,0 0 0 3 5 ,0 0 0 3 5 ,0 0 0 3 5 ,0 0 0 3 5 ,0 0 0T o ta l 3 ,103 ,300 3 ,239 ,800 4 ,816 ,700 5 ,240 ,800 800 ,000


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What is the Return on Investment? What is the Return on Investment?

Reallocation from State ReportingReallocation from State Reporting Eliminate 23 Aggregate ReportsEliminate 23 Aggregate Reports Reduce 8 hours per school per reportReduce 8 hours per school per report Reduce 16 hours per district per reportReduce 16 hours per district per report

= 70,000 hours school staff= 70,000 hours school staff

=18,000 hours district staff=18,000 hours district staff

= $1,760,000 est. state report savings= $1,760,000 est. state report savings


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What is the Return on Investment?What is the Return on Investment?

Reallocation from Multiple Data Reallocation from Multiple Data EntryEntry

10 minutes/student/application10 minutes/student/application9 applications9 applicationsSave 8 x 10min per studentSave 8 x 10min per student84,500 students84,500 students

=112,666 hours=112,666 hours=$2,250,000 est. district staff time=$2,250,000 est. district staff time


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Actions This BienniumActions This Biennium Have purchased the ZIS SoftwareHave purchased the ZIS Software Hired a Project Manager-Sep 04Hired a Project Manager-Sep 04 RFP Student ID Application-Dec 04RFP Student ID Application-Dec 04 RFP Implementation Contractor-Dec 04RFP Implementation Contractor-Dec 04 RFP State Data Reporting ApplicationRFP State Data Reporting Application Identify PilotsIdentify Pilots Purchase ZIS HardwarePurchase ZIS Hardware Find Funding SourcesFind Funding Sources Marketing and EducationMarketing and Education Ensure Success of Powell PilotEnsure Success of Powell Pilot


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The FutureThe Future

Single Data EntrySingle Data EntryTeacher Access to all relevant Teacher Access to all relevant

datadata Increased TimelinessIncreased Timeliness Improved AccuracyImproved AccuracyDistrict staff free of data entry District staff free of data entry

burdenburden

Documents

Improving Data Migration Across Wyoming Schools Across Wyoming Schools October 2004 Presented By Data System Design Team Sponsored by the Wyoming Dept