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Migrant Student Information Network Enhancement (MSIN 6.0)
Welcome MSIN 6.0 Power Users!
If you are joining as a group, please use the chat area to the right of the screen for roll call. Include full names and work email addresses
for everyone in your group.
MSIN 6.0 – System Exploration Webinar #2
Monday, July 18, 2016
1:30 p.m. – 3:00 p.m.
MSIN Project at WestEd
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Overview
Introductions
Background
Purpose
Objectives
Agenda
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Introductions
California Department of Education (CDE) Staff
Migrant Student Information Network (MSIN) Staff
Local MSIN 6.0 Power Users
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Background
In response to needs and suggestions expressed by local Migrant Education Program (MEP) stakeholders, an MSIN 6.0 system exploration period has been inserted into the MSIN 6.0 deployment schedule to accommodate ongoing local user engagement.
Such exploration period consists of three webinars presented in July to introduce MSIN 6.0 system concepts.
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Purpose
Webinars are NOT system training sessions on a finalized system, but rather and introduction to carefully selected functionality of a much larger system currently under development.
The purpose of the webinar series and the system exploration period is so Power Users can try out the concepts and provide feedback on system functionality and their user experience for continued development.
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Objectives
In this session facilitators will: Recap highlights from the local exploration conducted during Week 1
Introduce the Certificate of Eligibility (COE) Review Module, which was developed using the S.T.A.M.P. acronym (School completion; Time; Age; Move; Purpose)
Demonstrate the COE Review Module
Provide instructions for local system exploration in Week 2
After this session participants will be able to: Understand the proposed model to review COEs
Navigate and explore the COE Review Module
Try case scenarios
Provide user observations and feedback
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Agenda
Power Users Role Expectations and Support
Local MSIN 6.0 Exploration Timeframes Recap – Week 1
MSIN 6.0 COE Review Module Concept, Data Checks, Benefits
MSIN 6.0 COE Review Module Demonstration
Instructions for Local Exploration – Week 2
Wrap-Up User Support, Next Steps, Upcoming Activities
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MSIN 6.0 Power Users
Expectations
Support
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Power Users
Successfully complete the MSIN 6.0 initial deployment training.
Participate in future MSIN 6.0 training as needed.
Develop thorough knowledge of MSIN 6.0.
Participate in the coordination, preparation, and delivery of local training for other MSIN 6.0 users.
Serve as ongoing local support for specific MSIN 6.0 system areas.
Stay current on MSIN 6.0 development and subsequent releases.
Expectations
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Power Users
Webinar Archives My Digital Chalkboard (mydigitalchalkboard.org)
MEP System Enhancement Group
MSIN Service Desk [email protected] 800.342.2964 option 2
Support
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Local MSIN 6.0 Exploration
Timeframes
Recap – Week 1
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Local Exploration
Timeframes
Webinar Sessions Date(s) Time Webinar Participants
Webinar #1 Topics: Access, COE Wizard, Paper COE
July 12th: Webinar July 13th: Local exploration day July 14th: Local exploration day
July 12th: 1:30-3:00pm
All Power Users
Webinar #2 Topic: COE Review Process
July 18th: Webinar July 19th: Local exploration day July 20th: Local exploration day
July 18th: 1:30-3:00 p.m.
All Power Users
Webinar #3 Topic: Workbench Introduction
July 26th: Webinar July 27th: Local exploration day July 28th: Local exploration day
July 26th: 1:30-3:00 p.m.
All Power Users
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Local Exploration
Field Participation Thank you to all who participated in Week 1!
Feedback and feedback form (still accepting feedback from Week 1)
Gaining access to MEP System Enhancement collection in My Digital Chalkboard
Common Issues Resetting passwords and logging in
• Access Help Sheet in My Digital Chalkboard
Common Questions Can I access the archive of Webinar #1?
What do I do if I encounter an error or bug in the system?
Can I still try out the functionality presented in Week 1?
Recap – Week 1
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Local Exploration
Important Clarifications Exploration webinars are NOT training sessions, but rather opportunities
to familiarize with concepts and try out selected functionality.
Exploration environment is NOT the finalized system, but rather a snapshot of a much larger system being developed.
Exploration period is NOT a time for all users to learn the entire system, but rather a time for Power Users to get familiar with key concepts and provide feedback.
COE Wizard is an interview script (like former BIP). It is an interactive interviewing assistant that helps recruiters determine eligibility in a consistent manner.
The Paper COE module is a data entry screen. It is meant to be used by data clerks/data specialists, not to be used during an interview.
Recap – Week 1 (cont.)
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COE Review Module
Concept
Data Checks
Benefits
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COE Review Module
Developed using the S.T.A.M.P. of Eligibility S – School Completion T – Time of the Move A – Age M – Move P – Purpose of the Move
Follows the COE Wizard or Paper COE entry
Concept
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COE Review Module
Facilitates recruiter-reviewer communication
Does not add more steps compared to current review process. Instead, standardizes and facilitates review methods currently used by reviewers.
Concept (cont.)
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COE Review Module
Supplements data checks in the COE Wizard and paper COE
Large portion of the review done automatically – monotonous checks (e.g., city spellings, dates, etc.)
Remaining portions of the review focus on higher-level review (e.g., documentation, third-party clarity, special conditions, overall clarity)
Data Checks
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COE Review Module
Breaks down the COE into small chunks for evaluation
Organizes the review process by eligibility criteria (e.g. S.T.A.M.P.)
Clusters relevant eligibility data points for easier review (e.g., all relevant dates together)
Supports a consistent process for new and experienced reviewers
Eliminates the need for manually create and maintain COE Review Logs
Benefits
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COE Review Module
Demonstration
Queue for COE Review
S – School Completion
T – Time of Move
A – Age
M – Move
P – Purpose
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Queue for COE Review Selecting a COE for Review
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System
Places all COEs ready for review in a queue accessible to the reviewers
Organizes the COEs in the review queue chronologically
(according to creation date)
Allows searching and re-organizing COEs within queue
Reviewer
Accesses the queue
Claims COEs to review
Pulls up COEs from ‘My Tasks’
Queue for COE Review Demonstration
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School Completion The child is still eligible for free public education under state law (i.e., the child is not a high school graduate and does not hold a high school equivalency certificate).
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System
Selects only students on the COE who are older than 15 years old or in grades 10 or
higher (including OSYs)
Displays pertinent parts of the COE to help reviewers determine if the eligibility
criteria were met (i.e., grade and school information)
Reviewer
Evaluates each child’s information
Records sources of supporting information (if any)
Decides if information passes review (section is approved) or not (student is
removed and/or comments are captured for recruiter)
School Completion Demonstration
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Time of Move The move occurred within the past 36 months.
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System Already checked whether eligibility-related
dates fall within the past 36 months and that they do not contradict each other
Displays all eligibility-related dates (e.g., Qualifying Arrival Date (QAD), Residency
Date, Signature Date)
Displays Section II Comments
Reviewer
Compares the dates displayed against the logic of the comments
Decides if the information passes review (section is approved) or not (comments
are written for recruiter)
Time of Move Demonstration
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Age The child is younger than 22.
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System Selects and displays children on the COE who
are 14 years old and under, or are in 9th grade or lower (does not select older children
who appear in School Completion section)
Displays demographic information and verification codes for each selected child
Allows searching and re-organizing COEs within queue
Reviewer
Compares birthdates against any available databases
Records sources of supporting information (if any)
Decides if the information passes review (section is approved) or not (comments are
written for recruiter)
Age Demonstration
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Move The child and the worker moved.
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System
Displays pertinent information about the move (e.g., current city, move information
from Section I of the COE, Section II comments, and Section IV if it has content)
Guides evaluation of Section II comments and Section IV notes (if applicable)
Reviewer Evaluates the overall logic of the move, any applicable special conditions, and change of residence for economic necessity for round
trip moves (if applicable)
Records sources of supporting information (if any)
Decides if the information passes review (section is approved) or not (comments are
written for recruiter)
Move Demonstration
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Purpose One purpose of the worker’s move was to seek and obtain qualifying work.
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System Displays pertinent information about the worker and qualifying activity (e.g., Section I, items 4, 5, and 6, Section II comments, and Section III if applicable –
move is 4c).
Guides evaluation of the qualifying work sought/obtained.
Allows searching and re-organizing COEs within queue.
Reviewer Determines if the work is eligible and recorded
correctly; ensures that applicable special conditions are clearly explained; and verifies that required
information to support ‘intent’ moves is provided
Records sources of supporting information (if any)
Decides if the information passes review (section is approved) or not (comments are written for
recruiter)
Purpose Demonstration
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Instructions for Local
Exploration – Week 2
Exploration Environment
Access
Case Scenarios
Observations and Feedback
Timeframe
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Instructions
Reminder e-mail with link to exploration environment
User name and password from Week 1 remain Role for Week 2: Reviewer
Help sheet for password resets MEP System Enhancement in My Digital Chalkboard
Exploration environment data safety reminders
Environment and Access
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Instructions
Users are encouraged to create and test their own scenarios
Feedback form will be provided
Attempt case scenarios from creation of the COE (using COE Wizard) all the way to COE review
Case Scenarios
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Instructions
Main Focuses
System Behavior
System Features and Functionality
Overall User Experience
Observations and Feedback
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Instructions
Scenario Completion Inputs Completion Time (time on task)
Errors or Bugs Critical Errors Non-Critical Errors
Subjective Evaluations
Observations and Feedback (cont.)
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Instructions
Timeframe
Important Date(s) Participants
July 18th: Webinar #2 July 19th: Reminder e-mail – user name and link to environment July 19th: Local exploration day July 20th: Local exploration day July 21th: Submit Observations and Feedback
Power Users MSIN Team Power Users Power Users Power Users
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Wrap-Up Ongoing Support
Next Steps
Upcoming Activities
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Wrap-Up
• Power Users will be the first tier of support to end users
• Power Users will be supported by CDE MEO and WestEd MSIN
• Focus is to develop local capacity
Ongoing Support
CDE and MSIN Project
Power Users
Users
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Wrap-Up
1. Receive link to environment, feedback form, and additional instructions from MSIN Project
2. Access the MSIN 6.0 Exploration Environment (request password reset if needed)
3. Explore the system and record observations and feedback
4. Submit all observations and feedback to MSIN Project
Next Steps
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Wrap-Up
Upcoming Activities
Webinar Sessions Date(s) Time Webinar Participants
Webinar #3 Topic: Workbench Introduction
July 26th: Webinar July 27th: Local exploration day July 28h: Local exploration day
July 26th 1:30-3:00 p.m.
All Power Users
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