1. Using Technology to Manage Test Materials
Phyllis D. Spencer
Director for Local Testing
Wake County Public Schools

2. Co-Presenters
Carol L. Jenkins, Senior Director for Testing Wake County Public Schools
Brian K. Sumner, Senior Administrator for Alternate Assessments Wake County Public Schools
Brian Swiger, NCDPI

3. Consultants Wake County Public Schools Testing Technicians
Barbara Williams
Wendell Howard
Nelson Surles

4. EOG Materials – 3-5 Only

5. Where’s Brian?

6. Microsoft InfoPath Microsoft Excel/Word Quickr Technology
We use many tools to help us manage materials in Wake County. We do not claim to be experts on any of these tools. We just want to share with you what works for us. Tools we have found most helpful are (refer to slide).

7. InfoPath

8. An application used to develop XML-based data entry forms
InfoPath
An application used to develop XML-based data entry forms

9. This is what you see when you first open the application.
This is what the application looks like when you begin the process of designing a new form.
Click - top circle …looks like other microsoft products familiar to you
Click - special controls and features that InfoPath has. Controls it the main one we use.

10. InfoPath - Controls Controls Text Box Rich Text Box Drop Down List
List Box
Date Picker (with pop-up calendar)
Check Box (for multiple answer questions)
Option Button (for multiple choice questions)
Multiple Selection List Box
File Attachment
Hyperlinks
…and many more, as well as customized controls!
Once you click on controls you get several options. All the different types of tools you can use in your form.

11. InfoPath - Forms
This is a form we developed to help us keep an inventory of unused books at the school level.

12. InfoPath-Forms School enters information into the form Save the form
Attach and the form to Testing Office
Save forms in a common folder

13. InfoPath – Exporting to MS Excel
Data Export
File
Export To
MS Excel

14. InfoPath – Export to MS Excel

15. InfoPath – Add Data

16. InfoPath – Add Files to Export
Highlight all of the files and click okay.

17. InfoPath – Exporting Data

18. InfoPath – Completed Spreadsheet
In a matter of seconds…

19. EXAMPLE

20. EXAMPLE

21. EXAMPLE

22. Using MS Excel and MSWord
Save time, track materials, and track inventory
Using MS Excel and MSWord

23. All instructions presented are for Microsoft Office 2003
Tracking Materials
This process is streamlined using MS Excel and MS Word for:
Taking inventory
Completing distribution lists
Creating test material sign out sheets
All instructions presented are for Microsoft Office 2003
Brian will make a note about 2007 during presentation.

24. MS Excel
We used MS Excel last year to manage read aloud materials distribution. We focused on having schools use what they had on hand and we supplement. (explain the spreadsheet)

25. Mail Merging Information
Start With This
End With this

26. Saving the files
There are two main files used for creating the distribution list:
MS Excel spreadsheet
MS Word document/mail merge
For WCPSS purposes the files are posted on our internal website
School test coordinators download and save the files to their home directory

27. The Spreadsheet
Test coordinators review their precoded answer sheets for each class and fill in their information on the spreadsheet.
Date refers to the Test Date
AS = Answer Sheet
TB = Test Booklet
OIPP = One Item Per Page
X2 = NCExtend2
Brian will fix this slide

28. The Spreadsheet
The number of answer sheets and test booklets for each class will be calculated in the fields “AS Total” and “TB Total.”

29. The Spreadsheet Save your changes.
Here is an example of how the completed spreadsheet will look.
WARNING: After you have entered all the information for your school it is a good idea to delete all the rows with a “0” in the “Ans Shts” and “Books” column. This will keep you from printing extra pages after the information has been mail merged.

30. Sign Out
Now click on the tab labeled “Sign Out” at the bottom left corner of the spread sheet
Select fields will transfer to the “Sign Out” worksheet.

31. Mail Merge
Mail merge automatically creates a series of classroom distribution lists.
NOTE: You must have already entered information into the spreadsheet before following these steps.

32. Mail Merge Open the MS Excel spreadsheet and the MS Word document.
When you open the MS Word document you may get what looks like an error message.
Click “NO.” 

33. Mail Merge In the MS Word document click Tools
click Letters and Mailings
click Mail Merge

34. Mail Merge
When the mail merge opens, a side bar will appear on the right side of the window.
Click the blue “Next” link toward the bottom right side of the page until you get to “Step 3”

35. Mail Merge
Once on Step 3 click the blue “Browse” link just above the middle of the page.
Find and choose the spreadsheet file as your data source by double clicking the file

36. Mail Merge
After double-clicking the file another window will open and you’ll see a box asking you to select a table.
Click “OK”

37. Mail Merge
Another window will open showing all the different headings in the spreadsheet.
Click “OK”

38. Mail Merge
Click the blue link at the bottom right corner of the screen that says “Next: Write your letter”

39. Mail Merge
Click the blue link at the bottom right corner of the screen that says “Next: Preview your letters”

40. Mail Merge
Here, you’ll be able to look over each page to ensure that all the desired data have been transferred over.

41. Mail Merge
You will be able to print everything once you click on “Complete the merge.”

42. Mail Merge
We recommend test coordinators either save or .pdf the document for each day to keep a running record.
We also recommend printing each day on a different color of paper to avoid confusion.
WARNING: If you didn’t delete the extra rows in your original spreadsheet you will end up printing several extra pages.

43. Quickr

44. Quickr
Quickr is an IBM application we have used for many years to store and share data with schools. With recent upgrades Test Coordinators can use it as a secure method of communicating certain confidential information to us.

45. Quickr
As you can see it is a repository for many data related documents. How do you use it to help manage materials?

46. Quickr –Alternate Assessments
Brian our Senior Administrator for alternate assessments uses it to share with schools who we have listed as students who should be on alternate assessments. Schools can download and update the spread sheet as new students are added and upload the information immediately. Brian sends out monthly s for updates and this way he is able to maintain an accurate count of materials needed for testing throughout the year. (Refer to Brian for futher input.)

47. Quickr – Material Management
Barbara also uses Quickr to post final documentation on materials released to schools during testing. She can post them for all schools testing in one place, at one time. Schools go in print off the form and verify their materials and bring the form with them on turn-in day.

48. Contact Us
Wake County Public Schools Testing Office –
Phone: Fax:
Carol L. Jenkins, Sr. Director –
Phyllis D. Spencer, Director –
Brian K. Sumner, Sr. Admin. –
Barbara S. Williams, Testing Technician –
Wendell Howard, Testing Technician –
Nelson Surles, Testing Technician –
David Holdzkom, Assistant Superintendent, Evaluation and Research –