Introduction to the Massachusetts Early Childhood Information System April 2014

Agenda History and Vision of the ECIS/RTTT ECIS Goals Business Context Performance Measurement Components of the ECIS ECIS Roadmap 2

History and Vision of the ECIS/RTTT About PCG and the ECIS Vision (2010) ECIS development in other states RTTT-ELC Grant (awarded to MA in 2011) 3

ECIS Vision From the ECIS Vision Document (June 2011): 4 Provide internal and external policy makers, EEC staff, researchers, and other stakeholders with early childhood data in diverse formats.

5 ECIS Strategic Goals Goal statement from the Massachusetts RTTT application (October 2011): The development of a comprehensive early childhood information system (ECIS) incorporating all essential data elements is essential for the need for data-driven decision making across state agencies responsible for ensuring children's healthy development, readiness and success for school. Furthermore, the system will be fully inter-operable with the Statewide Longitudinal Data System (SLDS), while other data systems from health, child welfare, and other systems can be linked and made interoperable.

ECIS Value Proposition for EEC Benefits of building an ECIS Data Warehouse… Provides a persistent vault for EEC enterprise data Provides a “source of truth” for internal reporting activity, improving the quality of reporting and reducing the reliance on scattered source systems. Reporting benefits ECIS provides better insight into EEC data, particularly operational, program quality data Provides the business with a more agile, centralized platform for data, reducing the time required to generate complex, multi- dimensional reports.* Allows the business to forecast with improved accuracy, reduced effort * Multi-dimensional reporting allows analysis of two categories of data: dimensions (e.g. child, provider, billing) and measurements. Multi-dimensional analysis answers the question: How many active children of Spanish-speaking households where at least one parent is under 20 years of age have been placed in family child care in Boston as of Feb. 1 st, 2012? 6

We Can Leverage Our ECIS to… Communicate Better With Parents Communicate Better with Decision Makers Communicate Better With Providers Improve Data Management and Quality Use Business Intelligence and Reporting Measure Performance 7

Operational Challenge: Reporting Reporting Requests IT handles approximately 30 reporting requests per month, each representing 5-40 hrs of development time Requests have common elements: Reports around programs Quality, Licensing Reports around educators Reports around children Services provided, Waitlist, Billing 8

9 Technical and Business Components of the ECIS

Technical Components of the ECIS Applications Reporting Services and Sharepoint Dashboarding/Performance Measures Scalability Data Data Warehouse Specialized Data Marts Technology Microsoft SQL Server 2012 Microsoft Sharepoint 2010 Microsoft.NET Framework 10

11 Examples: Percentage of programs in QRIS Percentage of children receiving services in QRIS level 2 or higher programs Average teacher to child ratio Percentage of educators with advanced degrees ED.gov: Performance Measures

12 ED.gov

13 EEC Dashboard (Proof of Concept)

In Progress Report conversion (ongoing) Publishing reports externally Child Care Financial Assistance (CCFA) integration Fiscal data integration 14

15 ECIS Activities: 2012 (RTTT Grant Yr. 1) LEGEND Jan 12Dec 12June 12Sept 12Mar 12Feb 12Apr 12May 12July 12Aug 12Oct 12Nov 12 Completed In Progress Not Started RTTT Phase 1 Reports: Requirements Longitudinal Data System (LDS) – ECIS Data Integration and Support Data Architect On-boarded 5/8/2012 Project Manager / Sr. Business Analyst On-boarded 3/19/2012 Report Developer On-boarded 10/8/2012 ECIS Initial Architecture and Build ECIS Data Warehouse Initial Load 7/31/2012 Iteration 1 Data Warehouse Development ECIS Planning and Budget Report Development Parent Portal Requirements Parent Portal Requirements Provider Portal Requirements Provider Portal Requirements

16 ECIS Activities: 2013 (RTTT Grant Yr. 2) Parent Portal (prototype development) Provider Portal (prototype development) Edwin Analytics– Data Integration and Support Enhancements to Existing ECIS Reports: Drill down, file export Legacy Report Conversion Phase 3 Reporting Requirements: Early Warning/Risk Indicator Formative Assessments/Screening Phase 3 Reporting Requirements: Early Warning/Risk Indicator Formative Assessments/Screening Data Warehouse Development: Iteration 1 Data Analysis (QA) LEGEND Jan 13Dec 13June 13Sept 13Mar 13 Workforce data integration (PQR, TQ) and Reporting QRIS/ Waitlist Dashboard Development Publish Key Reports to EEC Web Site (public) Publish Initial ECIS Overview Material to EEC Web Site (public) Feb 13 Operational ECIS Data Warehouse June 2013 Apr 13May 13July 13Aug 13Oct 13Nov 13 Completed In Progress Not Started Operational Web Service July 2013 Dashboard Enhancements Legal Approval for Online Content Workforce Reporting Requirements ECIS: Reports UAT

17 ECIS Activities: 2014 (RTTT Grant Yr. 3) LEGEND Jan 14Dec 14June 14Sept 14Mar 14Feb 14Apr 14May 14July 14Aug 14Oct 14Nov 14 Completed In Progress Not Started Legacy Report Conversion Sharepoint Integration Reqs. Fiscal Business Intelligence (BI) Legacy Reports: Conversion Complete June 2014 Portal Enhancements (Iteration 2) Portal Enhancements (Iteration 3) Fiscal Data Mart Development ECIS / CCFA Integration Planning and Analysis CCFA Integration Implementation Fiscal Data Mart Reporting Requirements Fiscal Data Mart Architecture CCFA INTEGRATION WORKSTREAM FISCAL DATA MART WORKSTREAM QRIS / LM Integration (tentative) Sharepoint Integration Development Sharepoint Integration Development = CONDITIONAL (PENDING PROJECT ACCEPTANCE) ECIS Inter-Agency Requirements ECIS Inter- Agency Architecture

18 Components of an ECIS Report Self-service Menu Bar Self-service, sorting and filtering options depending on the specific report. Reporting Grid This can be configured more quickly with ECIS, since the data itself is structured to optimize report creation and generation. Dynamic Charts The charts are rendered in real time when a user runs a given report, eliminating the need to upload graphics. Report Metadata Provides the user with a description of the data source and any report-specific notes.

19 Reports are visible to senior staff for evaluation and feedback Limited reports to be published in 2014 Sharepoint RTTT Report Gallery: ECIS Reports (Demo)