BOCES Data Warehouse 101 March 27, 2013

Goals/Outcomes

● ● ● Gain an awareness and understanding of the Data Warehouse and SIRS and the NYS reporting process in schools Develop an awareness of the data and templates needed for BOCES data collection Discuss roles and responsibilities of the District Data Coordinator

What is a Data Warehouse and What is Collected?

• A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations.

Warehouses include a variety of historical information, including:

• Demographic • • • • • • • Enrollment Program service Assessment data Course Staff Staff Eval. Rating Grades

What are Benefits

• • • Faster and more accurate reporting Improved ability to disaggregate data Conduct longitudinal analysis of students, teachers, and programs • Compare different performance indicators

District 1 District 2 District 3 District 1 District 2 District 3

New York State eScholar Data Warehouses

NERIC

Regional Data Warehouses Level 1

SCT Broome MORIC CNYRIC MHRIC Yonkers LHRIC Nassau Suffolk

Syracuse

State-wide Data Warehouse

Level 2

State-wide Reports Service Monroe WFL

Rochester

WNYRIC Buffalo

NYC SED Data Repository Level 3

NYS Unique ID System (NYSSIS)

• Relies on a standard “student identification data set” • Data is submitted through regional student data warehouses and ID is returned to the warehouse • Matching engine uses clues and rules to match students to existing ID • Three choices: – Match – New ID – Near match • Human review for less than 1% • NYSED will not have access to any personally identifiable information

District SMS Regional Data Warehouse (Level 1) State ID Student ID Data Set Near Match Resolution NYSSIS

New Terminology

● ● ● ● ● ● ● ● ● Level 0/Toolkit Level 1 Level 1C (container) Level 2 Level 3 NYSSIS Teach ID TOR TSDL ● ● ● ● ● ● nySTART Location Codes (virtual) Cognos Reports/Cubes Templates: Currently 19 – Student Demographic – Student Enrollment – – Program Facts/Services Assessment Fact Source Systems Refresh Cycles/Data Loading

Source Systems

● ● ● ● ● ● ● What kinds of data does your district/BOCES collect?

What student management systems are used in your school or district?

Where are the data stored?

Who has access to the data?

How will you get it in the proper format required for the warehouse?

How will you get the data to the warehouse?

Do you store all the required data elements?

Location Codes

● What are they and why are they important?

– – – Building code that uniquely identifies the building or program in which a student is enrolled.

Typically assigned by the local school/BOCES student management system All students need to be identified with a location code in the warehouse that is mapped to a location code in your student management system.

Virtual Location Codes

● ● ● Only used for BOCES Locations They are not in SEDREF E.g., 429000BOxxxx

When do you use the VLC?

● ● ● ● ● VLC: Staff Student Course Staff Assignment Student Class Grade Detail Course Location Marking Period ● ● ● VLC or Location Code: School Entry Exit Student Staff Snapshot

Overview of the Different Levels of the Data Warehouse Project

SED Repository (Level 3) Statewide Data Warehouse (Level 2) with Unique Student ID Regional Data Warehouse (Level 1) with Unique Student ID

Level 0 Other Source Systems (Disability, F/R) SIS

Level One Areas of Involvement

• Data Readiness • Data Loading • Data Exchange • Data Analysis

BOCES eScholar Templates For 2012-2013

● ● ● ● ● ● ● ● ● Student School Entry/Exit Course Staff Snapshot Staff Evaluation Rating Staff Assignment Location Marking Period Staff – Student – Course Student Class Grade Detail

Refresh Schedule

Level 0 Dimensions Level 1 BARS Cohort Tracker Level 1 Cognos Reports Level 1 Cognos Cubes Level 1 Container Level 2 Production (L2PRD) Level 2 Reporting (L2RPT) Level 1 Reporting (L1RPT) NYSTART PD System

Refresh Schedule

From Level 1 nightly Thursday / Friday Sundays @ 4 PM Mondays @ 1 AM Instant from Level 1 As needed Friday Midnight Monday @ 6 AM Monday @ 6 AM Monday @ 6 AM Monday @ 6 AM Monday @ 6 AM

Demographic File - Student Lite

• • • • • • • • • • • • • • DISTRICT CODE SCHOOL IDENTIFIER SCHOOL YEAR STUDENT ID LAST NAME FIRST NAME MIDDLE INITIAL CURRENT GRADE LEVEL HOME ROOM BIRTHDATE GENDER ETHNIC CODE HOME LANGUAGE DURATION OF LEP • POST GRADUATE ACTIVITY • STATUS • LAST STATUS DATE • DIPLOMA TYPE CODE • DATE OF ENTRY GRADE 9 • POLIO INOCULATION DATE • ADDRESS • ADDRESS LINE 2 • CITY • STATE • ZIP CODE • HOME PHONE • GUARDIAN NAME • GUARDIAN NAME 2 • PLACE OF BIRTH

Student Entry-Exit (enrollment)

● BOCES report In code of 0055, Out of 0066 ● Student enrollment looks at student enter and leave dates.

● It also looks at how students are coded when they enter and leave, such as, entering from a public school in NYS, or leaving to attend a non-public school.

What should the BOCES focus on for 12-13?

● TSDL – – – – – – – – – Course Mappings Virtual Locations TOR Pin Letters, Co-Teachers, Minutes, Linkages, Principal/Program Director Linkages L2 Reports - Verifications

BOCES Summer School Requirement

● Student Class Grade Detail Template: Only for Courses Taught During School Year ● Technically, the LEA will report for courses taught at a BOCES during the summer ● Home District will need to report final grade and the credit earned

What is a data administrator and what should they be doing?

● ● The data administrator may be a district/BOCES level Administrator or another district employee designated by the superintendent. Data administrators are responsible for implementing accurate reporting of individual student data.

– Assemble a team of district personnel ● ● Technical expertise in the district’s management system(s) and infrastructure Working knowledge of the district’s management systems ● In-depth knowledge of the district’s or BOCES registration materials and processes ● ● Data analysis experience Instructional background

Data Admin role continued

– – Define and document data collection standards ● When defining and documenting data collection standards, the following must be considered: ● ● Department configurations and staff responsibilities Consistency across departments and functions Review management systems for alignment to standards ● When reviewing the management systems, consider the following: ● ● ● ● Flexibility of the system in terms of adding fields or screens Capabilities for staff to update/change validation tables Capabilities for staff to update/change validation tables Documenting all processes and procedures for current and future staff Communicate data standards across departments

“Old habits die hard”

• • • • At this point, the data warehouse is as much, if not more about culture change than it is about being a data repository It is forcing districts/BOCES to look at their data, and their processes and procedures for collecting data in ways they never had in the past It is also forcing district /BOCES personnel to be very accurate with coding, classifying, and enrolling students It has led to countless enrollment and accountability questions (I.e. homeschoolers, homebound, out of district, GED, ungraded (testing), etc.)

How will I get data from the warehouse?

• Each district will have users that will have access to reporting tools for the warehouse • Cognos Level 1 and L2RPT

Level 0 Toolkit

Cognos Level 1 Reports

ReportNet

Individual Student Report

Important DW Reference Materials

● ● SED Data Dictionary of Reporting Elements http://www.p12.nysed.gov/irs/sirs/ Course Catalog http://www.p12.nysed.gov/irs/courseCatalog/home.html

● Templates: http://www.p12.nysed.gov/irs/vendors/templates.html

• CNYRIC DW Website: http://www.cnyric.org/teacherpage.cfm?teacher=748

Contact Information

Donald DeJohn, Ph.D.

Project Manager, Data Warehouse [email protected]

(315) 433-2217 Lori DeForest Supervisor, Data Analysis Services [email protected]

(315) 433-2247