Improving Data Migration Across Wyoming Schools Across Wyoming Schools October 2004 Presented By Data System Design Team Sponsored by the Wyoming Dept of Education Wyoming Integrated Statewide Education Data System

October How Did We Get Here?  Data Facilitation Forum  Body of Evidence Tracking System  Comprehensive District-State Data System  Do a Study (HR1 Sect 327)  Funded as Footnotes in Appropriations bill

October What It Is Not ⊗ A single software solution for all the districts and the State ⊗ Not “PowerSchool for All” ⊗ State takeover of district IT ⊗ A way for districts to transfer cost for data management to the state

October Current Data “Islands” S tudent Info & Discipline Librar y Body of Evidence Food InstructionalManagement Transportation Special Education S tate & Federal Reporting Human Resources Financial Data Entry

October S.I.F.

6 What is SIF?  Industry initiative  Open specification for K-12 instructional and administrative software  Not a product  Enables diverse applications to interact and share data seamlessly

October Current Deployment of SIF Includes:  33 States  250 Districts  2.5 Million Students

October School Data with SIF Zone Integration Server Student Info & Discipline Librar y Body of Evidence Food InstructionalManagement Transportation Special Education State & Federal Reporting Human Resources Financial

October Approach Review State Reporting Data Needs District Status Review Management Plan SIF Object Comparison Develop System Model Gap Analysis Implementation Plans Cost Analysis

October Issues Considered  Consortia vs Individual District  Location of Technical Expertise  Current Software in Use  District Ownership and Control of District Data  Line Between District and State Responsibilities  Tech advisory group

October Products From Study  System Analysis By District  Model WISE System Design  Implementation Plan includes individual district plans  System Operation Plan  Business Case/Cost-Benefit Analysis

October Model Components  Technical Support for Districts  User Support and Training  “Central Data Management” Application  Policy Group, User Group, System Administration

October System Model (1 District) Zone Integration Server StudentInformation LibrarySystem Food Service System Central Data Manager

Proposed System Model

October Central Data Management App  Functions as State Reporting Engine  Accumulates District Data to Compile State Reports  State gets data ONLY after district Review and Release

October Management plan  Oversight and Management Committees  Policy and Procedure  Data Standards (Quality and Content)  Support (Documentation and Training)  Resources  Responding to Change

October SIF Benefits Students & Parents  Personalized Student Content  Improved timeliness of service  Accurate School Data  Increased Efficiency

October SIF Benefits Teachers  Real-time access to critical information  Better data analysis  Teachers time better spent

October SIF Benefits Administrators  Increased efficiency  Reduced redundancy and errors  Reduced compatibility issues

October SIF Benefits IT Departments  Reduced support costs  Reduced time needed to manage multiple data sources  Saves money using existing systems and infrastructures

October Meeting Multiple Level Needs…

October Vertical Interoperability  Seamless reporting – district, state, federal  Reduce burden on schools and districts  Responding to changes as they occur rather than reacting to on an annual basis  Data driven decision making

October Administrative Support Voice Telephony Data Warehouse Grade Book Instructional Services Library HR / Finance SIS Trans- portation Food Service K12 LEA Verticals Voice Telephony Teaching & Learning Data Warehouse Instructional Services Library HR / Finance SIS Transportation Reporting & Accountability Food Service Analysis & Planning Grade Book

October Horizontal Questions Data Warehousing K12 Data Model Food Service Grade Book HR / Finance Library SIS Transportation Instructional Services Voice Telephony Accountability, Reporting, Planning, etc…

October

October What are the costs? Investment in Quality Data  SIF Infrastructure  Software Upgrades  Staff Training  Central Data Management Application  Regional Support  Data Processing Responsibility Shift from districts to WDE  Management and Oversight Groups  Statewide Student ID

October Roll-out  – Year 1  Hired the Project Mgr Sept 04  RFP’s for  Student ID System – Dec 04  Implementation Contractor – Dec 04  Central Data Management App  Pilot district ZIS Setup – (1 per region)  – Year 2  SIF Infrastructure setup all districts  Student Management System  Student Network Accounting  Library

October Roll-out  – Year 3  Financial Systems  Student Performance  Food Service  – Year 4  Transportation  Special Education  – Year 5  Human Resource  Other Programs

October Cost Estimates

October What is the Return on Investment? Reallocation from State Reporting  Eliminate 23 Aggregate Reports  Reduce 8 hours per school per report  Reduce 16 hours per district per report = 70,000 hours school staff =18,000 hours district staff = $1,760,000 est. state report savings

October What is the Return on Investment? Reallocation from Multiple Data Entry  10 minutes/student/application  9 applications  Save 8 x 10min per student  84,500 students =112,666 hours =$2,250,000 est. district staff time

October Actions This Biennium  Have purchased the ZIS Software  Hired a Project Manager-Sep 04  RFP Student ID Application-Dec 04  RFP Implementation Contractor-Dec 04  RFP State Data Reporting Application  Identify Pilots  Purchase ZIS Hardware  Find Funding Sources  Marketing and Education  Ensure Success of Powell Pilot

October The Future  Single Data Entry  Teacher Access to all relevant data  Increased Timeliness  Improved Accuracy  District staff free of data entry burden