1. Ad Hoc Reports on the Fly - Dare to Dream It! Virginia Department of Education Office of Educational Information Management 2012 MIS Conference

2. Introductions Susan WilliamsSusan Williams –Manager, Data Management and Accountability Systems Scott WaldenScott Walden –Team Lead, State and Federal Reporting

3. Public Reporting Static Excel ReportsStatic Excel Reports Dynamic Report CardsDynamic Report Cards Customized Student Achievement ReportsCustomized Student Achievement Reports Dynamic Excel ReportsDynamic Excel Reports Ad Hoc and FOIA RequestsAd Hoc and FOIA Requests

4. Static Excel Reports + Easy to replicate + Trend data – Personal attention needed – Pre-defined layout – Multiple ad hoc requests for similar data www.doe.virginia.gov» Statistics & Reports » Enrollment & Demographics » Fall Membership » Archive Data www.doe.virginia.gov » Statistics & Reports » Enrollment & Demographics » Fall Membership » Archive Data

5. Dynamic School Report Cards + 3 years of data + PDF or Excel format + Updated by triggers in the database – Pre-defined layout – Only one school at a time – Multiple ad hoc requests www.doe.virginia.gov» School Report Card www.doe.virginia.gov » School Report Card

6. Customized Student Achievement + Multiple years of data + Excel format + Auto update + User selected records/fields – No aggregation/limited fields – Multiple ad hoc requests www.doe.virginia.gov» School Report Card » Customized Student Achievement Reports www.doe.virginia.gov » School Report Card » Customized Student Achievement Reports

7. Dynamic Excel Reports + Trend data + Auto update + Subgroup data + All schools in one file – Pre-defined layout – Multiple ad hoc requests www.doe.virginia.gov» Statistics & Reports » Graduation, Completion & Dropout Data » Virginia Cohort Reports www.doe.virginia.gov » Statistics & Reports » Graduation, Completion & Dropout Data » Virginia Cohort Reports

8. Ad Hoc and FOIA requests YearNumber of Requests 2008123 2009198 2010204 2011184

9. A New Direction Defined outcome of SLDS grantDefined outcome of SLDS grant High expectationsHigh expectations –Customized tables –Ready made charts –Data on a map –Reduce ad hoc reports

10. A Tool for Every Job Commonwealth resourcesCommonwealth resources –Sought technical expertise within state agencies COTSCOTS –Product that was designed to be customized –Easy to learn –Develop expertise within DOE/state agencies

11. Access to the Data Protect the Production DatabaseProtect the Production Database –Security –Performance Created a “Reporting Database”Created a “Reporting Database” –Long term solution for all public reporting –Database tools keep both databases in sync

12. Timeline Phase 1 includedPhase 1 included –Fall Membership –Special Education Enrollment –Annual Graduates and Completers –Annual Dropouts Phase 1  6 months to completePhase 1  6 months to complete

13. Development Decisions Program the business rules + No new work – Requirements gathering – Extensive testing – Rules about releasing data – Rules about aggregation – Annual ongoing maintenance – SLOW processing time Create tables of final data + Maximum control + Programmable update/refresh schedule + Improved system response time – Program Automation – Creating a new view of existing data

14. Table Structure De-normalized (“somewhat”)De-normalized (“somewhat”) –Subgroup indicator (race, special education, LEP, etc.) –Additional fields for Gender and Race –Records for State-level, District-level and Sch-level data Possible: white males in Special EducationPossible: white males in Special Education Not Possible: white males in both Special Education & LEP programsNot Possible: white males in both Special Education & LEP programs

15. Data Considerations What data is best displayed on a map?What data is best displayed on a map? How should multi-year, multi-school, multi- anything be displayed in a chart?How should multi-year, multi-school, multi- anything be displayed in a chart? Is that different than multi-grade, single year?Is that different than multi-grade, single year? How can a user pick one division and all the schools within?How can a user pick one division and all the schools within? How do we represent suppressed data on a chart? – a map? What data is suppressed?How do we represent suppressed data on a chart? – a map? What data is suppressed?

16. Customized Reports Fall MembershipFall MembershipFall MembershipFall Membership Dec 1 Special Education Child CountDec 1 Special Education Child CountDec 1 Special Education Child CountDec 1 Special Education Child Count Annual Graduates and CompletersAnnual Graduates and CompletersAnnual Graduates and CompletersAnnual Graduates and Completers Annual DropoutsAnnual DropoutsAnnual DropoutsAnnual Dropouts

17. The Next Step – Phase 2 Reports Assessment ReportsAssessment Reports Cohort Graduation and Dropout ReportsCohort Graduation and Dropout Reports –Virginia On-Time Graduation Rate –Federal Graduation Indicator (ESEA) –Graduation/Completion Index

18. Assessment Reports Analyzed 4 years’ worth of Ad Hoc requests to determine what the BI tool had to addressAnalyzed 4 years’ worth of Ad Hoc requests to determine what the BI tool had to address –Aggregate groups of data –Include more variables –AND logic – a student is in both subgroups –OR logic – a student is in one, the other or both Build-A-Table capability neededBuild-A-Table capability needed

19. A New Table Structure De-normalized (“more or less”)De-normalized (“more or less”) –fields for Gender, Race, Grade, every program and demographic for which there is data –Records for State-level, District-level and Sch- level data Added more assessment-specific fieldsAdded more assessment-specific fields –Test type, scaled score, proficiency level, retesting identifiers (to name a few)

20. Same Table Maintenance Plan Availability based on publicly released dataAvailability based on publicly released data Scheduled updates that use last update triggers in the databaseScheduled updates that use last update triggers in the database Limited human intervention required which greatly reduces the chances of errorsLimited human intervention required which greatly reduces the chances of errors

21. Define inclusive or exclusive groups here Landing Page for Build-A-Table

23. Other Phase 2 Reports Available in the Build-A-Table toolAvailable in the Build-A-Table tool Also includes pre-defined reports similar to Phase 1 reportsAlso includes pre-defined reports similar to Phase 1 reports Existing Phase 1 reports will be available in Build-A-Table toolExisting Phase 1 reports will be available in Build-A-Table tool –Will require new table structures

24. Phase 3 and Beyond School Nutrition Program DataSchool Nutrition Program Data AYP and other Accountability ratingsAYP and other Accountability ratings Advanced Placement classesAdvanced Placement classes Career and Technical Education DataCareer and Technical Education Data Finance DataFinance Data Teacher DataTeacher Data

25. Questions

26. Contact Information E-Mail:E-Mail: –Susan.Williams@doe.virginia.govSusan.Williams@doe.virginia.gov –Scott.Walden@doe.virginia.govScott.Walden@doe.virginia.gov Phone:Phone: (804) 225-2099