Role of TOPSpro in NRS Implementation in IOWA

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Role of TOPSpro in NRS Implementation in IOWA
OVAE MODULE 3 (NRS IMPLEMENTATION)

• September 14, 2004

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• Overview of TOPSpro
• Data Foundation and Structure
• Data Collection
• Data Verification
• Data Analysis
• Data Reporting
• TOPSpro Staff Development

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• OVERVIEW OF
• TOPSpro

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Iowa uses the CASAS system
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TOPSpro is the data collection and reporting
component of the CASAS system
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• TOPSpro stands for
• Tracking Of Programs Students
• is the relational database system used by all ABE
  programs in Iowa.

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TOPSpro

• Collects the following student data
• Demographics
• Goals Outcomes
• Assessments

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TOPSpro can generate reports at the following
levels

• Agency
• Program
• Site
• Class
• Student

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TOPSpro

• Tracks student progress by
• Measuring learning gains
• Pre/Post test gains
• Recording earned and awarded Iowa Basics Skills
  certificates

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TOPSpro

• Serves as THE ONLY source of data for local,
  state and federal accountability

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• DATA
• FOUNDATION
• STRUCTURE

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Foundation Structure

• Iowa Data Dictionary
• Foundation for TOPSpro data collection process
• CASAS System
• Research based
• Standards Based Curriculum
• Standardized Assessments

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The Iowas TOPSpro Data Dictionary provides the
foundation for policies, standards and procedures
for data collection.
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All data entered in TOPSpro is defined by field
numbers in the Iowa Data Dictionary.
TOPSpro Entry Form
Data Dictionary
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CASAS Assessments

• TOPSpro scores all CASAS assessments by
  scanning the test forms or entering the test
  answers. Scan editing and edit checks ensures
  that test information is bubbled or entered
  correctly.

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Test Summary Reports available by Agency, Site,
or Class give teachers test information at a
glance and administrators a way to verify that
assessment policies are in place
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Suggested Next Test Level reports ensure that the
appropriate post-test is administered to each
student
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• DATA
• COLLECTION

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Data Collection

• Local colleges
• use TOPSpro for collecting their data.

Statewide. using TOPSpro for. replication to
the ILRC
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How Does TOPSpro Work?
Data In
Test Record
Update Record
Entry Record
Reports Out...for Administrators, Teachers,
Students TOPSpro Specialists
Demographics
Learning Gains
Entry and Update Information
State and Federal Reports
Certificate Report
Consumer
Class Management
Test Score and Competency
Data Integrity
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How is Information Entered Into TOPSpro?
You can bubble TOPSpro forms and scan them into
TOPSpro using the following forms
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Student Record Demographic Info
ENTRY RECORD FORM
Top half of Entry Record Form
Bottom half of Entry Record Form
Entry Record Info
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Test Record Form
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Update Record Form
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You can CREATE RECORDS MANUALLY

• In TOPSpro you can use your keyboard to
• Create and/or Edit Records for existing students
• Create Records for new students

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Replication

• Purpose To transmit data to a central
  installation of TOPSpro (ILRC Server) from remote
  locations (community colleges) for reporting
  purposes.

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ILRC Equipment

• Dell PowerEdge 600SC 2.4 GHz, 1GB RAM
• Sonicwall TELE3 Internet Firewall
• 2 - 80 GB Hard drives with RAID Level 1 for
  constant duplication
• PowerVault 100T internal tape backup
• 384 K DSL line dedicated to replication

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Replication Process

• At the local level, replication function is
  configured at each installation software.
• Each college generates their Initial Package via
  FTP transmission to the server at the ILRC. The
  initial package contains all of the data in their
  TOPSpro installation.
• ILRC receives the data and places data in folders
  that have been created for each college.

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Replication, cont.

• 4. Each college sets their scheduler to send a
  regular package daily. Confirmation is not
  required and the only requirement is that TOPSpro
  is connected to the Internet and the software is
  launched.
• 5. As a college adds to and edits their data, the
  modifications only are sent to the ILRC - state
  server.
• 6. The ILRC server merges the data daily where
  it then is available for state reports.

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How Replication Works
COMMUNITY COLLEGES
ILRC
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• DATA
• VERIFICATION

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• Quality Control Functions within TOPSpro
• Invalid and incomplete records
• User Defined Required Fields
• Color Coded Edits
• Override Scanning
• Scan Summary
• Batch Repair

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Invalid Records

• Data missing critical fields
• Starred fields on the scanning forms

Incomplete Records

• Records are missing required fields
• Incomplete record identification is set by the
  user

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Invalid Records

• TOPSpro highlights invalid records in red. These
  invalid records can appear in the Listers and
  Batch Repair. The word "NULL" will appear in the
  column containing the missing field for that
  particular record.
• Invalid records are not used in any reports.

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Required Fields Identifies Incomplete Data

• Iowa requires each college (at the minimum) set
  the following required fields

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TOPSpro Color Code Edits
TOPSpro provides color-coding for missing data
that is invalid and incomplete.
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Example of Lister with color edits
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Override Scanning

• TOPSpro can automatically enter information that
  will be the same for each record in the scanning
  batch using the Override Scanning Options. It
  guarantees all data is entered the same and it
  also saves time because fewer records require
  repair.

For Test Records the following information can be
set to enter automatically Class number,
Instructional program, test date, form number,
hours of instruction, and provider use. Other
records have other override options.
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• The Scan Summary Report identifies errors that
  may have occurred during the scanning process. If
  data is missing the report will list those
  records in sequential order.

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Batch Repair

• Go directly to the record and correct the errors
  identified on the scan summary report by clicking
  on a record in Batch Repair.

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Data Analysis
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Using TOPSpro to Analyze Data

• Examples follow that illustrate reports that
• Help TOPSpro Record Specialists analyze data for
  accuracy.
• Help administrators analyze data for continuous
  program improvement
• Help teachers choose the correct assessments to
  maximize learning gains
• Help students analyze their strengths and
  weaknesses in order to set realistic goals

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Analyzing Data for Accuracy
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Analyzing Data for Program Improvement
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Teachers and Students
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Data Reporting
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TOPSpro Report Capabilities

• Can disaggregate to instructional
  program/site/class for reports
• Can identify and create reports for
  subpopulations or programs
• Contains edit checks for invalid and incomplete
  data
• Identifies incomplete records in special reports
  for data verification and accuracy

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Report Timelines

• Data is scheduled to be submitted daily to ILRC
  server.
• If no data is received within a specified time
  period, contact is made with the agency to
  determine the reason.

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Third Party Review
Iowa Literacy Resource Center (ILRC) webmaster
constantly checks data for anomalies.
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Preparing Data for the NRS

• ILRC analyzes the data with SPSS

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Data Matching Core Follow-up Outcome
Achievements

• Employment
• GED
• Post-Secondary

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Entered or Retained Employment

• Students Employment Status Goal Outcome

Iowa Workforce Database
MATCH
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Obtained GED

• Students Goal GED
• Outcome Passed GED

MATCH
GEDScoring.com Database
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Placed In Post-Secondary Education or Training

• Students Goal
• Enter College or Training
• Outcome
• Entered College or Entered Training

MATCH
Iowa Community College Database
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TOPSpro/NRS Staff Development
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NRS Workshops

• When

Spring
Fall
Audience ABE Coordinators, TOPSpro Record
Specialists Past Topics NRS reports, TOPSpro
updates, analyzing data, creating reports,
replication, and always a time for exchange of
ideas for continuous program improvement
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TOPSpro Software Training
State wide hands-on TOPSpro training held
annually or as needed.
Telenet training for updates and changes in
software
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Iowa Technical Support
OPEN DAILY ..
Phone
Fax
Email
www.readiowa.org Go to TOPSpro/NRS
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More TOPSpro HELP
Demos
CASAS Web site
Distance learning
HELP
Tutorials
Documentation
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Demos

• Available in TOPSpro, these short movies show new
  users steps to follow for some of the most
  commonly used functions

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Distance Learning
TOPSpro Basics is available online in ten
self-paced lessons for registered users.
www.casas.org
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TOPSpro Tutorial Installation

• Users can install a tutorial version of TOPSpro.
  Comes complete with datasets and worksheets for
  learning and practice without the worry of using
  real data.

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TOPSpro HELP
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Report Documentation

• Over forty downloadable Word or PDF documents
  give users an in-depth explanation of the reports
  available in TOPSpro.

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