1. Race to the Top – Early Childhood Integrated Data System (ECIDS) Project Update
Public Education Department
Matthew Goodlaw - Chief Information Officer
Kate Cleary - Project Manager
Children, Youth and Families Division
Irene Luettgen - Chief Information Officer
Melissa Barela - Project Manager
Department of Health
Terry Reusser - Chief Information Officer
Marc Kolman – Deputy Director
Kim Price - Project Manager
New Mexico Public Education Department November 13, 2018

2. Race to the Top – Early Childhood Integrated Data System (ECIDS) Project
New Mexico’s Race to the Top Early Childhood Integrated Data System(ECIDS) is a collaborative project between the Public Education Department (PED), Children, Youth, and Families Department (CYFD), and the Department of Health (DOH). All three agencies are involved in the design of this system but PED will be responsible for its development and implementation. 
Purpose: To create a data system to allow the integration of data from multiple early childhood data systems that reside at PED, CYFD, and DOH:
STARS, NM PreK, Home Visiting, Child Care, FIT, FOCUS-TQRIS

3. Goals
To ensure that every child in New Mexico will have an equal opportunity for success in school based upon equitable access to an aligned and high quality early learning data system. Historically, efforts to analyze data across agencies relied on manual data pulls and matching processes.
To assist agency staff in making policy decisions and to track the efficacy of early learning programs as evidenced by the longitudinal tracking of child outcomes.

4. Accomplishments
Created a unique identifier for people (children and staff) and organizations to eliminate manual matching.
Created an integrated data system to allow aligned data to flow between agencies to the Data Warehouse in an automated and secure way.
Created a data collection system to record information related to the administration of the Early Childhood Observations for Pre-K and Kindergarten students that was developed as a part of the RTT-ELC grant.
Created draft dashboard that will provide meaningful access to the combined data, including displays based on geographic locations (geocoding) for stakeholders including PED, DOH, and CYFD Early Childhood specialists and analysts, legislators, and additional Early Childhood organizations.
Person records loaded to date into ECIDS Complete Data Warehouse:
Staff ,486
Child – 334,952

5. ECIDS PED Status Update
2012 to 2017 data loaded (Five years of data)
Staff dedicated to developing queries for validation of data
Passed 2018 submissions into Unique Identification (UID) system and loaded into prod
Ready to load 2018 participant sets of data through batch process into ECIDS Prod.
Using JMP software, to visualize data against Learning tapestry reports
E-Scholar maintenance and support proposal  (includes technical assistance for DOH and CYFD)

6. ECIDS CYFD Status Update
2012 to 2017 data loaded (Five years of data)
Validating loaded data
Reviewing data loading process and applications for any changes required due to new database, EPICS
Preparing files for 2018 for submission to Unique ID system for ID assignment
Preparing files for data submission to warehouse

7. ECIDS DOH Status Update Project Activities To-Date
November 2015 – September 2016
Completed project management kickoff, ongoing project management, enhancements design and implementation
March – May 2017
Migrated FIT-KIDS to new hosting contract (RESPEC) when Maximus contract expired and negotiations failed
July – October 2017
Contract processed for RESPEC ECIDS Enhancements
October – December 2017
Implemented ECIDS data field enhancements and mapping activities with new hosting vendor (RESPEC) and submitted SFY16 data
January – April 2018
Submitted historic data files to ECIDS through SFY17
Planned Activities
Validation of FIT-KIDS data in the ECIDS test environment
Submit SFY18 forward files to ECIDS production

8. ECIDS DOH Status Update Timeline

9. ECIDS DOH FIT-KIDS Status Update Project Budget & Expenditures
Appropriated Funds: $488,154
Certified Funds: $439,703
Maximus Contract: $330,444
IV&V Contract: $ 25,267
RESPEC Contract: $ 83,992
Total Project Value: $439,703
Total Expenditure: $439,703

10. ECIDS Project PED Budget Certifications and Expenditures
Appropriated Funds: $2,061,076
Certifications
Date
Amount
Funding Source
September, 2014
$327,392.00
Federal (Race to the Top-Early Learning Challenge Grant)
January, 2016
$1,733,684
Federal (Race to the Top – Early Learning Challenge Grant)
Total
$2,061,076
Expenditures
Personnel
$ ,784
Software Planning & Design
$ ,996
Execute & Deploy
$ ,992
Project Management Services
$ ,156
IV & V
$ ,000
Hardware
$ ,975
Total
$ 1,683,903

11. Next Steps Coordinate Data Validation
Validate reports are working correctly
Develop way to maintain and develop reports going forward
Determine what tools will be used to present the data and access the data
Develop schedule for regular data feeds from sources
Reinstitute Governance Committee
Analyze if we are asking the right questions with business users
Define ECIDS audience for policy decisions
Determine operational budget

12. Timeline: One-Three-Six Month Plan
Month 1: (Started mid-September)
PED to meet with CYFD and DOH project personnel to lay out the steps required by each agency to complete the tasks remaining to implementation.
PED to meet with technical staff from each agency to train staff to submit and validate data from select sources covering the time period up to June 30, into a TEST environment.
PED to meet with primary stakeholders to review the ECIDS Dashboard.

13. Timeline: One-Three-Six Month Plan
End of Month 3:
PED will have met with each agency to assist in addressing data issues and data loading issues and complete the process of loading data from additional source systems into the TEST environment.
PED will have met with each agency to assist in with loading previously tested source data into the PRODUCTION environment.
PED will continue to review and revise the ECIDS Dashboard.

14. Timeline: One-Three-Six Month Plan
End of Month 6:
All agencies will have succeeded in submitting data covering the period through June 30, 2018, from all source systems involved, into the PRODUCTION data warehouse, and validating the accuracy of that data.
The ECIDS Dashboard will be ready to go live.
The estimated date for the Project Closeout is February, 2019.

15. Timeline: One-Three-Six Month Plan

16. Questions