1. BOCES Data Warehouse 101 March 27, 2013

2. Goals/Outcomes ● Gain an awareness and understanding of the Data Warehouse and SIRS and the NYS reporting process in schools ● Develop an awareness of the data and templates needed for BOCES data collection ● Discuss roles and responsibilities of the District Data Coordinator

3. What is a Data Warehouse and What is Collected?

4. A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations.

5. Warehouses include a variety of historical information, including: Demographic Enrollment Program service Assessment data Course Staff Staff Eval. Rating Grades

6. What are Benefits Faster and more accurate reporting Improved ability to disaggregate data Conduct longitudinal analysis of students, teachers, and programs Compare different performance indicators

7. New York State eScholar Data Warehouses Buffalo WNYRIC Rochester WFL Monroe Syracuse CNYRICMORIC Suffolk Nassau LHRIC Yonkers MHRIC NERICBroomeSCT State-wide Data Warehouse SED Data Repository Level 2 Level 3 State-wide Reports Service Regional Data Warehouses Level 1 District 3 District 2 District 1 District 3 District 2 District 1 NYC

8. NYS Unique ID System (NYSSIS) Relies on a standard “student identification data set” Data is submitted through regional student data warehouses and ID is returned to the warehouse Matching engine uses clues and rules to match students to existing ID Three choices: –Match –New ID –Near match Human review for less than 1% NYSED will not have access to any personally identifiable information

9. Student ID Data Set NYSSIS Near Match Resolution District SMS State ID Regional Data Warehouse (Level 1)

10. New Terminology ● Level 0/Toolkit ● Level 1 ● Level 1C (container) ● Level 2 ● Level 3 ● NYSSIS ● Teach ID ● TOR ● TSDL ● nySTART ● Location Codes (virtual) ● Cognos Reports/Cubes ● Templates: Currently 19 – Student Demographic – Student Enrollment – Program Facts/Services – Assessment Fact ● Source Systems ● Refresh Cycles/Data Loading

11. Source Systems ● What kinds of data does your district/BOCES collect? ● What student management systems are used in your school or district? ● Where are the data stored? ● Who has access to the data? ● How will you get it in the proper format required for the warehouse? ● How will you get the data to the warehouse? ● Do you store all the required data elements?

12. Location Codes ● What are they and why are they important? – Building code that uniquely identifies the building or program in which a student is enrolled. – Typically assigned by the local school/BOCES student management system – All students need to be identified with a location code in the warehouse that is mapped to a location code in your student management system.

13. Virtual Location Codes ● Only used for BOCES Locations ● They are not in SEDREF ● E.g., 429000BOxxxx

14. When do you use the VLC? VLC: ● Staff Student Course ● Staff Assignment ● Student Class Grade Detail ● Course ● Location Marking Period VLC or Location Code: ● School Entry Exit ● Student ● Staff Snapshot

15. Overview of the Different Levels of the Data Warehouse Project

16. Regional Data Warehouse (Level 1) with Unique Student ID Statewide Data Warehouse (Level 2) with Unique Student ID SED Repository (Level 3) Level 0SIS Other Source Systems (Disability, F/R)

17. Level One Areas of Involvement Data ReadinessData Readiness Data Loading Data Loading Data Exchange Data Exchange Data Analysis Data Analysis

18. BOCES eScholar Templates For 2012-2013 ● Student ● School Entry/Exit ● Course ● Staff Snapshot ● Staff Evaluation Rating ● Staff Assignment ● Location Marking Period ● Staff – Student – Course ● Student Class Grade Detail

19. Refresh Schedule Level 0 DimensionsFrom Level 1 nightly Level 1Thursday / Friday BARSSundays @ 4 PM Cohort TrackerMondays @ 1 AM Level 1 Cognos ReportsInstant from Level 1 Refresh Schedule Level 1 Cognos CubesAs needed Level 1 ContainerFriday Midnight Level 2 Production (L2PRD)Monday @ 6 AM Level 2 Reporting (L2RPT)Monday @ 6 AM Level 1 Reporting (L1RPT)Monday @ 6 AM NYSTARTMonday @ 6 AM PD SystemMonday @ 6 AM

20. Demographic File - Student Lite DISTRICT CODE SCHOOL IDENTIFIER SCHOOL YEAR STUDENT ID LAST NAME FIRST NAME MIDDLE INITIAL CURRENT GRADE LEVEL HOME ROOM BIRTHDATE GENDER ETHNIC CODE HOME LANGUAGE DURATION OF LEP POST GRADUATE ACTIVITY STATUS LAST STATUS DATE DIPLOMA TYPE CODE DATE OF ENTRY GRADE 9 POLIO INOCULATION DATE ADDRESS ADDRESS LINE 2 CITY STATE ZIP CODE HOME PHONE GUARDIAN NAME GUARDIAN NAME 2 PLACE OF BIRTH

21. Student Entry-Exit (enrollment) ● BOCES report In code of 0055, Out of 0066 ● Student enrollment looks at student enter and leave dates. ● It also looks at how students are coded when they enter and leave, such as, entering from a public school in NYS, or leaving to attend a non-public school.

22. What should the BOCES focus on for 12-13? ● TSDL – Course Mappings – Virtual Locations – TOR – Pin Letters, – Co-Teachers, – Minutes, – Linkages, – Principal/Program Director Linkages – L2 Reports - Verifications

23. BOCES Summer School Requirement ● Student Class Grade Detail Template: Only for Courses Taught During School Year ● Technically, the LEA will report for courses taught at a BOCES during the summer ● Home District will need to report final grade and the credit earned

24. What is a data administrator and what should they be doing? ● The data administrator may be a district/BOCES level Administrator or another district employee designated by the superintendent. ● Data administrators are responsible for implementing accurate reporting of individual student data. – Assemble a team of district personnel ● Technical expertise in the district’s management system(s) and infrastructure ● Working knowledge of the district’s management systems ● In-depth knowledge of the district’s or BOCES registration materials and processes ● Data analysis experience ● Instructional background

25. Data Admin role continued – Define and document data collection standards ● When defining and documenting data collection standards, the following must be considered: ● Department configurations and staff responsibilities ● Consistency across departments and functions – Review management systems for alignment to standards ● When reviewing the management systems, consider the following: ● Flexibility of the system in terms of adding fields or screens ● Capabilities for staff to update/change validation tables ● Documenting all processes and procedures for current and future staff ­ Communicate data standards across departments

26. “Old habits die hard” At this point, the data warehouse is as much, if not more about culture change than it is about being a data repository It is forcing districts/BOCES to look at their data, and their processes and procedures for collecting data in ways they never had in the past It is also forcing district /BOCES personnel to be very accurate with coding, classifying, and enrolling students It has led to countless enrollment and accountability questions (I.e. homeschoolers, homebound, out of district, GED, ungraded (testing), etc.)

27. How will I get data from the warehouse? Each district will have users that will have access to reporting tools for the warehouse Cognos Level 1 and L2RPT

28. Level 0 Toolkit

29. Cognos Level 1 Reports

30. ReportNet

31. Individual Student Report

32. Important DW Reference Materials ● SED Data Dictionary of Reporting Elements - http://www.p12.nysed.gov/irs/sirs/ ● Course Catalog - http://www.p12.nysed.gov/irs/courseCatalog/home.html ● Templates: http://www.p12.nysed.gov/irs/vendors/templates.html CNYRIC DW Website: http://www.cnyric.org/teacherpage.cfm?teacher=748

33. Contact Information Donald DeJohn, Ph.D. Project Manager, Data Warehouse Ddejohn@cnyric.org (315) 433-2217 Lori DeForest Supervisor, Data Analysis Services ldeforest@cnyric.org (315) 433-2247