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Introduction to PIMS Central Intermediate Unit #10 Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope.

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Presentation on theme: "Introduction to PIMS Central Intermediate Unit #10 Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope."— Presentation transcript:

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2 Introduction to PIMS Central Intermediate Unit #10 Name and Position LEA What SIS do you use? Experience w/PIMS Concerns/Frustrations What do you hope to gain from this class?

3 Introduction to PIMS Central Intermediate Unit #10 Increased knowledge Reduced concerns/frustrations Increased confidence when working with PIMS data Increased understanding of the collection process the importance of data collected in PIMS templates and field requirements o Formatting o Key fields vs. updateable fields validating and correcting data available resources

4 Introduction to PIMS Central Intermediate Unit #10 Data collection is not going away. We need to plan, manage, and navigate.

5 Introduction to PIMS Central Intermediate Unit #10 Not specific to any particular collection or student information system.

6 Introduction to PIMS Central Intermediate Unit #10 The Pennsylvania Information Management System (PIMS) is a collaborative effort of the Pennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) across the Commonwealth. PIMS is a statewide, longitudinal data system that will efficiently and accurately manage, analyze, disaggregate, and use individual student data for each student served by Pennsylvania’s Pre-K through Grade 12 public education system.

7 Introduction to PIMS Central Intermediate Unit #10 The Pennsylvania Department of Education's statewide longitudinal data system is improving data capabilities by enhancing school districts' capacities to meet student-level data reporting requirements and provide robust decision support tools. PIMS is based on open internet standards that enable sharing among diverse, otherwise incompatible systems and includes safeguards for data quality and security.

8 Meet PDE and Federal reporting regulations Improve education decision-making through the use of high quality data Improve student achievement through more efficient and effective use of data Provide longitudinal tracking of education progress over time and across LEAs Report timely and accurate education data through standardized and ad hoc reporting capabilities Provide multi-year longitudinal data to help teachers and administrators address individual student needs Empower teachers with state-of-the-art data analysis tools to improve individual student achievement Introduction to PIMS Central Intermediate Unit #10

9 Data Collection PeriodReporting WindowSnapshot Date October /15/07 – 11/9/0710/1/07 December /26/07 – 12/14/0711/26/07 March 2008TBD August 2008TBD “Special” Graduation Rate Data Request for “Cohort” 10/15/17 – 1/31/08N/A PIMS Collection Calendar “Collections” – 15 Templates Introduction to PIMS Central Intermediate Unit #10

10 20+ “Collections” + 9 “voluntary” PVAAS 30 “Templates” From 4x per year “project” to a year-round, constantly evolving full-time job Multiple Collections Open at a Time Every Collection has a Different Purpose Collection Calendar PIMS Manual Vol. 1 & 2 ( Vol. 1, 160 pgs.; Vol. 2, 94 pgs.) – 254 pages PIMS Manual – Vol pgs.; Vol pgs. – 543 pages Introduction to PIMS Central Intermediate Unit #10

11 An education LDS is a data system that: collects and maintains detailed, high-quality, student- and staff- level data; links these data across entities and over time, providing a complete academic and performance history for each student; and makes these data accessible through reporting and analysis tools. Introduction to PIMS Central Intermediate Unit #10

12 Unique identifier for every student (anonymous) School enrollment history, demographic characteristics, and program participation record of every student Entry/Withdrawal, transfers, drop out, graduate information A way to identify teachers and to match teachers to their students Course enrollment information Ability to share data from preschool through postsecondary education data systems Introduction to PIMS Central Intermediate Unit #10

13 teabbr=PA dex.html Introduction to PIMS Central Intermediate Unit #10

14 Benefits Consistency Across Districts/States Provides a Uniform Platform for Reporting Validations & Business Rules Lead to Cleaner Data Challenges System Coordination Keeping up with Changing Requirements Resources (Time and Staff) Training Data Quality & Validation Introduction to PIMS Central Intermediate Unit #10

15 School Districts Intermediate Units Career and Technology Centers Charter Schools (including Cyber Charter) Private Residential Rehabilitation Institutions (PRRI) Approved Private Schools (APS) State Juvenile Correctional Institutes Introduction to PIMS Central Intermediate Unit #10

16 Student Data Students to be Reported in PIMS (Vol. 1 – pg. 13) Student Template (Vol. 1 – pg. 260) Student Snapshot Template (Vol. 1 – pg. 292) Follow Collection Specific Rules for Which Students to Include Follow Definition Specifications and Business Rules Guidance Are the fields R, CR, or O? Are the fields a K, U, M, N/A, etc.? Introduction to PIMS Central Intermediate Unit #10

17 Introduction to PIMS Central Intermediate Unit #10 Student ID - PA Secure ID # Location Code Grade Level Homeroom Birthdate Gender Address Guardian Relationship Ethnicity Code Free/Reduced Participation Free/Reduced Eligibility Special Ed. Information Disability Type ELL Information Repeating Last Year Gifted Expected Graduation Year Diploma Type Economically Disadvantaged Status ADA Status Grade 9 Entry Date District Entry Date School Entry Date State Entry Date Date First Enrolled in US School Student is a Single Parent Home Language Code Years in US Schools District Code of Residence Location Code of Residence Funding District Code Graduation Status Code Expected Post Graduate Activity Displaced Homemaker Assessment Participation Code What information is reported in the Student Template?

18 Staff Data Staff to be Reported in PIMS (Vol. 1 – pg. 17) Staff Template (Vol. 1 – pg. 215) Staff Snapshot Template (Vol. 1 – pg. 231) Staff Assignment Template (Vol. 1 – pg. 248) Staff Development Template (Vol. 1 – pg. 256) Follow Collection Specific Rules October Staff Collection rules may be different from January Course/HQT Collection rules for Staff Follow Collection Specific Rules for Which Staff to Include Follow Definition Specifications and Business Rules Guidance Are the fields R, CR, or O? Are the fields a K, U, M, N/A, etc.? Introduction to PIMS Central Intermediate Unit #10

19 Introduction to PIMS Central Intermediate Unit #10 Staff ID - PPID # Professional Staff Only Location Code Job Description Code Full Time/Part Time Status Gender Race/Ethnicity Code Address Current Service Date (Hire Date) Exit Date Years Experience Birthdate Active/Inactive Indicator Years Experience in District Job Classification (PE, TPE, etc.) Annual Salary Termination Code (Reason for exit) Contract Information Name Highest Degree Earned Address Employment Eligibility Verification Code Authorized to Carry a Weapon Assignment Code Assignment Date Completion Date Percent Time Assigned Staff Development Info if School Security Officer What information is reported in the Staff Templates?

20 Course Data Courses to be Reported in PIMS (Vol. 1 – pg. 19) Course Template (Vol. 1 – pg. 56) Course Instructor Template (Vol. 1 – pg. 63) Staff/Student/Course Template (Vol. 1 – pg. 68) Core Courses Only Required (change from prior years) Course Codes (Vol. 2 – Appendix A) NCES Course Classification System PDE Portal>>PIMS>>PIMS Documents>>Course HQT Mapping Follow Collection Specific Rules for Courses to Include Follow Definition Specifications and Business Rules Guidance Is the field R, CR, or O? Is the field a K, U, M, N/A, etc.? Introduction to PIMS Central Intermediate Unit #10

21 Introduction to PIMS Central Intermediate Unit #10 Course Name Honors Indicator Course Length (Quarter, Semester) Local Course Code Course Delivery Method PA State Course Code Required Course? College Credit Indicator AP Indicator CTE Indicator Gifted Indicator IB Indicator Primary Instructor ID Section Code Primary Language of Instruction Student ID Student District Code Course District Code Course Location Code Relationship Start Date Instructional Responsibility Weight Instructional Relationship Weight * New Establishing a linkage for each student and teacher course enrollment. What information is reported in the Course Templates?

22 School Calendar Information/Instructional Minutes Attendance/Child Accounting Enrollment (Enrolls/Withdraws) Grad/Dropout Info Economically Disadvantaged Special Education Data Immigrant Data ELL Data Truancy Safe Schools Infractions Discipline – Suspensions/Expulsions Special Programs Title Information Special Education Career and Tech. Ed. (CTE) Interscholastic Athletic Opportunities (Title IX) Technology Information (PATI) Introduction to PIMS Central Intermediate Unit #10

23 Cohort Graduation Rate and Dropout Rate Pre-code Labels for PSSA, Keystone Exams, CDT Uploads Accountability Reporting – PSSA, Keystone Exams, CDT Uploads, PVAAS Uploads English Language Learners – ACCESS for ELLs (Title III) Title I Reporting Safe Schools Statistical Reporting Special Education Reporting – IDEA Funding Career and Technical Education (CTE) Subsidies October 1 Enrollment Data Reporting Child Accounting Subsidies Federal Highly Qualified Teacher Status School Performance Profile Introduction to PIMS Central Intermediate Unit #10

24 October 1 Enrollment Collection Used for planning and policy development (State & Federal) “Official” Enrollment for School Year Low Income Determination Official Poverty Count - Field 88 (Poverty Code) in Student Template – Determined by LEA Official Free/Reduced Lunch Count Field 33 (Ec. Status) – Participation in F/R Lunch Program Field 131 (Food Prog. Elig.) – Eligible for F/R Lunch Program Title I ( PIMS – no eGrants) Teacher Loan Forgiveness Program (30.1% Poverty Level) Limited English Proficiency (LEP) ( PIMS – no LEP System) Title III Funds Introduction to PIMS Central Intermediate Unit #10

25 Child Accounting (Including what other LEAs report for you) State Subsidies Basic Education Funding Special Education Funding (different from 12/1 Child Count for Feds) Tuition for Orphans Subsidy (1305/1306/Homeless) Secondary Career & Technical Education Subsidy (Approved Reimbursable Programs – CTE Collection) Membership Data Used to Calculate District Tuition Rate Weighted Average Daily Membership (WADM) Used in calculation of aid ratios for State subsidies Average Daily Attendance (ADA) No Child Left Behind (NCLB) Adequate Yearly Progress (AYP) School Report Card School Performance Profile Federal ADA Report Introduction to PIMS Central Intermediate Unit #10

26 Educator Effectiveness (Student/Teacher/Course Linkage) Roster Verification Teacher Evaluations – 15% based on student growth School Performance Profile Public Perception (Student Growth, Courses of Rigor, Grad/Dropout Rates, Attendance, Promotion Rate, Post Grad. Activity) Data is Published Transparency Educator Dashboard & Early Warning System (Proposed) Use PIMS Data to Identify Students At Risk of Dropping Out Curricular, Instructional, and Program Decisions Use a Catalog of Effective Differentiated Instruction & Interventions Introduction to PIMS Central Intermediate Unit #10

27 District Data Systems PIMS PDE Initiatives: School Performance Profile PDE Initiatives: Educator Effectiveness: Roster Verification PDE Stakeholders: Funding State Performance Plan Indicators State and Federal Reporting Requirements Upload and Validation

28 Introduction to PIMS Central Intermediate Unit #10 Student Information System (SIS) Human Resources System Special Education Software Data Tracked Manually or in Side Spreadsheets Location Fact Templates District Fact Templates Who enters the data? Who checks the data? Who is responsible for the data?

29 Food Servces Transportation School Messenger Community Communication Student Information Teacher Information Financial Library Staff benefits Special Education Health

30 Introduction to PIMS Central Intermediate Unit #10 SIS Spec. Ed. Courses HR (Staff) Attendance ELL/ Title III Title I Safe Schools Home- bound Truancy OOD Placements Leaves, Vacancies, Subs Discipline, Suspensions, Expulsions, LLE Involvement Teacher of Record, Instructional Resp./Rel. Title IX Interscholastic Athletic Opportunities Special Programs Food Service – Ec. Dis.

31 unity/pims- pennsylvania_information_management_system/8959 Calendar may change throughout the year – check PDE’s web site on the PIMS page for updates. Introduction to PIMS Central Intermediate Unit #10

32 Each collection may have: Collection Window – Time period in which the data has to be submitted Snapshot Date – A date uniquely identifying the data: True Snapshots vs. Identity Snapshots Correction Window – When uploaded data can be corrected ACS Due Date – Accuracy certification Statement Due Date Introduction to PIMS Central Intermediate Unit #10

33 Pre-Code for winter Keystones and Classroom Diagnostic Testing Voluntary PVAAS enrollment (new 13-14) District and School Enrollment Staff PATI PSSA Pre-Code/ACCESS for ELLs Pre-Code and updates for Winter Keystone and CDT uploads Special Education Course/Highly Qualified Teacher Pre-Code for Spring Keystone Exams and additional CDT Student uploads English Language Learners… ACCESS for ELL Introduction to PIMS Central Intermediate Unit #10

34 Child Accounting – SD & IU Preliminary Juveniles incarcerated in Adult Facilities Accountability Reporting: PSSA Student Upload Safe Schools Graduates, Drop outs and Cohort Accountability Reporting: Spring Keystone exams and CDT Student uploads Pre-Code Student upload for summer Keystone exams English Language Learners – End of Year (Count and /SES Provider) Child Accounting – End of Year Special Education Updates Career and Technical education Interscholastic Athletic Opportunities LEP Professional Activities Survey SES/School Choice Title 1 Staff and Student Participation Data Introduction to PIMS Central Intermediate Unit #10

35 Introduction to PIMS Central Intermediate Unit #10 The shoes are great…but watch out for those falling houses.

36 1 or more templates with predefined data fields Must follow business rules Must follow a submission sequence Data must be formatted according to PIMS Manual Some data fields must be blank Student Template contains 202 data fields – how many students do you have? 1000 students x 202 data fields = 202,000 potential points of error in just one template Introduction to PIMS Central Intermediate Unit #10

37 Course Course Instructor CTE Student Fact CTE Student Industry Credential District Fact District Snapshot Incident Incident Offender Incident Offender Disciplinary Action Incident Offender Infraction Incident Offender Parent Involvement Introduction to PIMS Central Intermediate Unit #10

38 Incident Victim Location Fact PATI LEA Tech Survey PATI School Tech Survey Person Program Fact School Calendar School Enrollment Special Education Snapshot Staff Staff Assignment Introduction to PIMS Central Intermediate Unit #10

39 Staff Development Staff Snapshot Template Student Student Calendar Fact Staff Student Course Template (new 13-14) Student Snapshot Survey Participant Response Template Introduction to PIMS Central Intermediate Unit #10

40 Fields have specific business rules, specific formats, value lists Fields in your data systems map to the PIMS fields Data validation and error correction should occur on entry to your data system prior to upload ALWAYS correct the source vs. correcting the template!! Many different departments in your district are responsible for entering data into your district data systems that flow into PIMS Human Resources Central/Building registration Child accounting Special Education Introduction to PIMS Central Intermediate Unit #10

41 Multiple collections may be “Open” at the same time. The collection windows are short and fixed in length If key field data is submitted incorrectly the data cannot be updated. Corrections take time and must go through PDE Validate and correct data all the time – checks and balances – do not wait for a submission The PIMS requirements change every year Templates change, new collections added, different collection windows, new fields and code values -- your PIMS Administrators and data staff are continually learning Introduction to PIMS Central Intermediate Unit #10

42 The Superintendent must sign off on EVERY ACS! Every Collection has its own ACS How do you know each ACS is right? Who knows how to verify each section of the ACS? What checks and balances do you have in place to ensure the ACS is accurate? Year to Year comparisons Internal ACS Team Approach to Verification Introduction to PIMS Central Intermediate Unit #10

43 PIMS Manual – Vols. 1 & 2 PIMS Collection Calendar PIMS Web Site PIMS Documents EdNA PDE Webinars – Collection Experts at PDE (contact info handout) SIS Vendor **** Intermediate Unit Data Quality Curriculum (PDE & IUs) Introduction to PIMS Central Intermediate Unit #10

44 “Domains, and Templates, and Snapshots….. Oh, my!” Introduction to PIMS Central Intermediate Unit #10

45 New Data Flow Process – Up Front Edit Checks Additional Validation Layer Between File Manager & Batch Manager Verifications in PIMS Upload Process Compound Data Quality Checks Validations on a single row or within a single template Advanced Data Quality Checks Validations across templates, query the data warehouse, or query groupings in a single template. Validate across systems and across years. All templates for a collection must be “batched” together Data Exception Requests Always Correct the Source System Introduction to PIMS Central Intermediate Unit #10

46 Domains – How information is organized/categorized in PIMS. Templates – The “vehicle” used to “transport” data into a PIMS domain. Templates possess a standard layout and ensure a consistent pattern of data rules are followed. Snapshots – A subset of template data at a “point in time.” (“true” snapshots vs. snapshots) Collections – A set of templates submitted to PIMS throughout the school year, according to a pre-determined data collection calendar. Introduction to PIMS Central Intermediate Unit #10

47 File Manager - Uploads data to the PIMS system and performs basic validation Batch Manager - Loads data that has passed validation rules into the PIMS warehouse Data Quality Engine (new this year) - Front end data validation against business rules that the data has to pass before it can be loaded in to PIMS Cognos – The PDE reporting system used to create data reports, data extracts and create the accuracy certification statements Introduction to PIMS Central Intermediate Unit #10

48 PIMS Manual Vol. 1 – pg (Handout) Follow Definition Specifications and Business Rules Guidance Are the fields R, CR, or O? Are the fields a K, U, M, N/A, etc.? File Dependencies Student or Staff Template – Cumulative Student Snapshot or Staff Snapshot If a student/staff is in the Student or Staff Snapshot Template, he/she must also be in the Student or Staff Template BUT a student/staff can be in the Student or Staff Template without being included in the Student or Staff Snapshot Template Introduction to PIMS Central Intermediate Unit #10

49 Introduction to PIMS Central Intermediate Unit #10 Naming convention is specified in the PIMS Manual at the beginning of the description about each template. Proper Format: District Code_TargetTable_YYYYMMDDHHMM.xxx District Code = 9-digit Administrative Unit Number (AUN) Ex: Target Table = Name specified with template from PIMS Manual Ex: Student Time Stamp = Date and time (ensures uniqueness of file – no template can be uploaded to PIMS if a template with the same name has been uploaded prior) xxx = File Extension, indicates type of data separator Ex: csv, tab, del csv = comma separated tab = tab separated del = other delimiter

50 Introduction to PIMS Central Intermediate Unit #10 DQE Simulation – Located on PDE Site

51 Introduction to PIMS Central Intermediate Unit #10

52 Introduction to PIMS Central Intermediate Unit #10 Be Proactive! Listen to the PDE training for each collection if offered. Review the PIMS Manual guidelines for each collection. Review the PIMS Collection Calendar. You should be able to answer the following questions. o Who should be included? (Which students or staff?) o What is the purpose of this collection? Remember that every collection is for a different purpose even if it uses the same template as another collection. o What are the key fields for this collection? o When is the collection window? o What district events or calendar events may conflict with this window? o Is there a correction window? If so, when? o Where is the data stored? Is it current? o Is there a Snapshot date required or is this a cumulative collection?

53 Introduction to PIMS Central Intermediate Unit #10 o If it’s a Snapshot, is it a “true snapshot” or is a “time stamp” to identify the collection? o How do I extract the data from my SIS or other system? o Who enters the data? Is it complete and up to date? o Who owns (is responsible for) the data? o Who will verify the data and correct, if necessary? o When is the Accuracy Certification Statement (ACS) due? Look at your data before you upload. Take team approach to resolution of discrepancies. PIMS HelpDesk –

54 Significant Issues with Data Quality in Previous Years PDE Tasked IUs to Provide Assistance to LEAs for: Timely and Accurate Data Collection Implementing and Sustaining Data Governance and Data Best Practices Facilitate Monthly Data Quality Network Meetings Assist LEAs With Data Quality Engine (DQE) Use (Goes “LIVE” October 1) – Front End Data Validations Conduct Training for PDE’s “Data Quality Curriculum Program” (Tentative Roll Out Spring/Summer 2014) Introduction to PIMS Central Intermediate Unit #10

55 Tracks: Entry Level PIMS Administrators PIMS Administrators LEA Administrators Data Entry Specialty Modules: Data Quality Engine PA Secure ID School Performance Profile Teacher-Student Data Linkage/Educator Effectiveness Special Education Child Accounting Career and Technology Education Introduction to PIMS Central Intermediate Unit #10

56 Goals: Reduce data-related errors in federal and state reporting Reduce data-related errors and inaccurate reporting that can lead to reductions in funding Increase the quality of the data that will be used for evaluation purposes, such as the School Performance Profiles Increase understanding of critical issues such as FERPA, data relationships and best practices Create an effective and enterprise-wide culture of data quality Improve the quality, timeliness and understanding of the data used for educational reporting, decision-making and school/student improvement Introduction to PIMS Central Intermediate Unit #10

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69 Introduction to PIMS Central Intermediate Unit #10 “Data matters now in a way it has never mattered before in PA.” ~~ Dr. Michele Sellitto, Special Assistant to the Secretary of Education, PDE A/CAPA Conference – SPP Presentation, March 2014

70 Introduction to PIMS Central Intermediate Unit #10 “Quality is never an accident; it is always the result of high intention, sincere effort, intelligent direction and skillful execution; it represents the wise choice of many alternatives.” ~~William A. Foster


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