Transcript Document

CNYRIC
Data Warehouse Initiative
New Data Administrator
Training
September 17th, 2008
What is a Data Warehouse?
• 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.
What are the benefits of a data
warehouse?
• Warehouses include a variety of historical
information, including demographic,
enrollment, program service, and assessment
data, to name a few
• They allow for the merging of data sets and
data sources that are otherwise difficult to
combine or compare
DW Benefits Continued
• Faster and more accurate reporting
• Improved ability to disaggregate data
• Conduct longitudinal analysis of
students, teachers, and programs
• Compare different performance
indicators
New Terminology
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Level 0/Toolkit
Level 1
Level 1C (container)
Level 2
Level 3
NYSSIS
eScholar
ReportNet
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nySTART/GrowNet
Data Mentor
Location Codes
Cognos PowerPlay/Cubes
Templates:
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Student Demographic
Student Enrollment
Program Facts/Services
Assessment Fact
Source Systems
Refresh Cycles/Data
Loading
Important DW Reference
Materials
SED Data Dictionary of Reporting
Elements
● SED Guideline for Extracts
● Student Information System Repository
User Manual
• www.cnyric.org/datawh/main.cfm
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What is a data administrator and
what should they be doing?
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The data administrator may be a district level Administrator
or another district employee designated by the
superintendent.
Data administrators are responsible for implementing
accurate reporting of individual student data.
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Assemble a team of district personnel
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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 registration materials and processes
Data analysis experience
Instructional background
Data Admin role continued
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Define and document data collection standards
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Review management systems for alignment to standards
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When defining and documenting data collection standards, the following
must be considered:
Department configurations and staff responsibilities
Consistency across departments and functions
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
Overview of the Different Levels
of the Data Warehouse Project
SED Repository
(Level 3)
State-wide Data Warehouse (Level 2)
with Unique Student ID
Regional Data Warehouse (Level 1) with Unique Student ID
New York State eScholar Data Warehouses
Regional Data Warehouses Level 1
District 1
NERIC
District 2
MHRIC
District 3
Yonkers
District 1
LHRIC
District 2
Nassau
District 3
Suffolk
SCT
Broome
MORIC
State-wide
Data
Warehouse
Level 2
State-wide
Reports Service
Monroe
WFL
Rochester
WNYRIC
Buffalo
Syracuse
NYC
CNYRIC
SED Data Repository
Level 3
NYS Unique ID System
(NYSSIS)
• Relies on a standard
• Three choices:
“student identification
– Match
data set”
– New ID
• Data is submitted through
– Near match
regional student data
• Human review for less
warehouses and ID is
than 1%
returned to the
• NYSED will not have
warehouse
access to any personally
• Matching engine uses
identifiable information
clues and rules to match
students to existing ID
District
SMS
Student ID
Data Set
Regional
Data
Warehouse
(Level 1)
NYSSIS
State ID
Near Match
Resolution
Jargon – Lingo- Requirements
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Source Systems
Location Codes
BEDS Codes
Templates
Refreshes
Program Facts/Services
Data Source Matrix
Source Systems
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What kinds of data does your district 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
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What are they and why are they important?
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Building code that uniquely identifies the
building in which a student is enrolled.
Typically assigned by the local school 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.
The location must be valid and in SEDREF
RIC Areas of Involvement
• Data Readiness
• Data Loading
• Data Exchange
• Data Analysis
DATA READINESS
• Supporting/training the district data
administrator
• Working with schools to make all
changes in the source system or
training them in the use of the Level 0
Toolkit
• Getting multiple systems to have the
same data, student id, etc.
DATA LOADING
• Enables a district to load accurate data into
available data domains from their data
sources or from Level 0 Toolkit
• Includes the extraction, transformation, and
loading of data
• Provides the necessary templates for load file
requirements for the unique student ID and
for state reporting requirements
DATA EXCHANGE
• Focuses on reducing paper and
redundant reports
• Supports the exchange of data with the
State-wide Data Warehouse and the
Unique Student Identification System
(NYSSIS)
• Includes standardized verification
reports and the transmittal of data to the
State-wide Data Repository
DATA ANALYSIS
• Enables a District to utilize their data for
presentations, analysis, and reports in
various environments and formats
• Access to Cognos Data Cubes, and
tools such as ReportNet, DataMentor,
and GrowNet
What is the Status of our
Regional Data Warehouse
• We have all 50 districts participating in the
regional data warehouse
• We also have 2 charter schools and over 43
non-public schools participating
• Our warehouse currently includes all ELA and
Math assessment files for grades 3 - 8 from
1999 through 2008 as well as Science 4 and
8, Social Studies 5 and 8, and Regents
exams
DW issues continued
• We currently have more than 130,000 student
records in the warehouse.
• In addition to the demographic data, all 95
districts have uploaded their program service
data, enrollment data, and 3-8 ELA and math
assessment data
• All of our Districts currently have access to
ReportNet, GrowNet/nySTART, Cognos
PowerPlay, DataMentor, and the Level 0 toolkit
DW Status Continued
• All of our districts have assigned a data
administrator to oversee the process for
their district
• There are bi-monthly data administrator
meetings held at the RIC to
communicate the rules, requirements,
timelines, processes, necessary for data
readiness, cleaning, and loading
What’s Next?
Data Domains
Data Groupings (clusters, marts)
• Student Demographics
• Student Daily Attendance
• Programs Fact
• Course – Student/Instructor
• School Enrollment
• Staff
• Assessment Results
• Discipline
• Assessment Item Response
• Transportation
• Special Education
• Food Service
• Special Education Services
Fact
• Extracurricular Involvement
• Budgets and Spending
Demographic File - Student Lite
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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
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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 Enrollment
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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.
Program Fact/Services
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These are facts about students
They have a beginning date, and can have
an ending date.
Typical Program Facts would be Free and
Reduced Lunch, LEP, Disability, Reading
First, NCLB groups (Title One).
“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 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 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
• nySTART/GrowNet
• ReportNet and the Analytic Tool allow
downloads to Excel or Access
Level 0 Toolkit
ReportNet
ReportNet
DataMentor
Individual Student Report
Sample School Report Card (from Pennsylvania)
Contact Information
Donald DeJohn, Ph.D.
John Donegan
Project Manager, Data Warehouse
Information Systems Coordinator
[email protected]
[email protected]
(315) 433-2217
Lori DeForest
District Data Coordinator
(315) 433-2240
Suzy Trench
[email protected]
District Data Coordinator Admin. Intern
(315) 433-2247
[email protected]
(315) 433-2295
Neal Capone
District Data Coordinator
Donna Oberlender
[email protected]
Systems Training Assistant
(315) 433-2262
Terry Ward
District Data Coordinator
[email protected]
(315) 433-2263
[email protected]
(315) 431-8451
More Information
Continued
Central New York Regional Information Center
http://cnyric.org/home.cfm
CNYRIC Data Warehouse Team
[email protected]