Wyoming Statewide Education Data System

1
Improving Data Migration

Across Wyoming
Schools
Wyoming Integrated Statewide Education Data System
Presented By Data System Design Team Sponsored by
the Wyoming Dept of Education
October 2004
2
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

3
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

4
Current Data Islands
5
S.I.F.
http//www.sifinfo.org
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

7
Current Deployment of SIF Includes

• 33 States
• 250 Districts
• 2.5 Million Students

8
School Data with SIF
9
Approach
Review State Reporting Data Needs
Management Plan
District Status Review
10
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

11
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

12
Model Components

• Technical Support for Districts
• User Support and Training
• Central Data Management Application
• Policy Group, User Group, System Administration

13
System Model (1 District)
14
Proposed System Model
15
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

16
Management plan

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

17
SIF Benefits Students Parents

• Personalized Student Content
• Improved timeliness of service
• Accurate School Data
• Increased Efficiency

18
SIF Benefits Teachers

• Real-time access to critical information
• Better data analysis
• Teachers time better spent

19
SIF Benefits Administrators

• Increased efficiency
• Reduced redundancy and errors
• Reduced compatibility issues

20
SIF Benefits IT Departments

• Reduced support costs
• Reduced time needed to manage multiple data
  sources
• Saves money using existing systems and
  infrastructures

21
Meeting Multiple Level Needs
22
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

23
K12 LEA Verticals
Teaching Learning
Instructional Services
Library
Grade Book
Administrative Support
DataWarehouse
HR / Finance
Voice Telephony
SIS
Transportation
FoodService
Reporting Accountability
Analysis Planning
24
Horizontal Questions
Food Service
Grade Book
HR / Finance
Library
SIS
Transportation
Instructional Services
Voice Telephony
Accountability, Reporting, Planning, etc
Data Warehousing
25
(No Transcript)
26
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

27
Roll-out

• 2004-05 Year 1
• Hired the Project Mgr Sept 04
• RFPs for
• Student ID System Dec 04
• Implementation Contractor Dec 04
• Central Data Management App
• Pilot district ZIS Setup (1 per region)
• 2005-06 Year 2
• SIF Infrastructure setup all districts
• Student Management System
• Student Network Accounting
• Library

28
Roll-out

• 2006-07 Year 3
• Financial Systems
• Student Performance
• Food Service
• 2007-08 Year 4
• Transportation
• Special Education
• 2008-09 Year 5
• Human Resource
• Other Programs

29
Cost Estimates
30
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

31
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

32
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

33
The Future

• Single Data Entry
• Teacher Access to all relevant data
• Increased Timeliness
• Improved Accuracy
• District staff free of data entry burden