Transcript No Slide Title

Ohio Department of Education
EMIS_Redesign Project
Where We Are and the Future of EMIS Reporting
Presented by: Ohio Department of Education,
Office of Information Policy & Management
March 2009
Overview
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What is the EMIS_R Project
Current Project Status
Performance Period
Data Collector
Non-eSIS, DASL, USPS, or USAS Users
Impact of Using SIF Enabled Applications
SSID SIF Enhancement – Student Locator
Framework
Additional Updates – Data Collector
Future Reporting of EMIS Data
Tools Available for the Transition & Beyond
Things to Think About
EMIS_R Information
What is the EMIS_R Project
• A redesign of the current system which
brings data to ODE
– Focuses on
• Data flow from ITC to ODE (Vertical Reporting
Framework (VRF))
• Uses Schools Interoperability
Framework (SIF) standard
– A standard which allows data to be
exchanged between disparate applications
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What is the EMIS_R Project
• Components of EMIS_R Vertical Reporting
Framework (VRF)
– SIF Agent – allows the interoperability
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DASL
eSIS
USAS
USPS
– Zone Integration Server (ZIS)
• Communicator
– VRF Data Collector
• District User Interface
– VRF Report Collector
• State User Interface
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Current Project Status - Overall
• Many are concerned that the
project is not where it should be at
this time
• Many want to know what the
contingency plan is if we are not
ready by July 1
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Current Project Status - Pilot
• Pilot Participants are to be commended
for the efforts they have put forth
– Success of this project has greatly increased
due to their continued efforts
• MEC, NOACSC, & NWOCA and their selected
pilot districts
• Pilot Phase has been extended
– Will continue through March
– A means to provide added assurance that
the Performance Period goes as smooth as
possible
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Current Project Status - Pilot
• Issues encountered (as of March 4th)
– Performance of the agents and the data
collector
• Impact to user –
– Too much time to complete a submission to the
State
– Not all data being extracted
– March 5th is the next scheduled release for
the agents and Data Collector
• Expect to see performance improvement
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Current Project Status – ITC
Set-Up
• Implementation
– Hardware and software installation completed
• Updates to software on-going (releases for agents &
DC)
– District set-up is underway at various levels of
completion
• ITC Training
– Technical training and documentation
– Data Collector training and documentation
• Data Collector User Guide still under development
– Feedback has been generally very good
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Current Project Status – District
Trainings
• ODE and ITC Tasks
– ODE
• Overall project status
• Expectations for Implementation of EMIS_R
• Updated documentation for Data Collector
– ITC
• Provide hands-on training for the Data Collector
• Provide ODE presentation (in ODE absence)
• Provide HelpDesk function for Data Collector
– EMIS HelpDesk will be used for performance
period
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Performance Period
• Begins April 1st
• Current EMIS vs EMIS_R data
collections
• Statewide participation
– ITCs have been asked to bring districts on in
a staggered manner
• Need to see impact of increased numbers of
participants on whole system
• As impact is assessed more districts will be asked
to participate
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Performance Period
• What will be collected
– Match what is being collected in
current EMIS
• April 1 – February (C), March (D) & 5 Yr
Forecast (P)
• May 8 – Yearend
• May 29 – Graduate
– District-Level Participation
• Yearend reporting timeframe
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Performance Period
• Timing of Submissions
– Data being collected via the Data Collector, as much
as possible, needs to be the same as the data sent to
ODE on Fridays for current EMIS
– More of an impact when collecting directly from the
SIS
– For flat file submissions less of an issue
• Use of Level 1 & 2 Validation Reports
– DO NOT use these to correct data being sent to ODE
for current EMIS
• The reports are in testing and not for operational use at
this time
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Performance Period
• Communications
– ODE will use a newsflash for
disseminating information during the
performance period
• EMIS_R Newsflash
– Please share this with folks in your
district
– Will be posted on the EMIS_R website
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Data Collector
• Collection Request (Report Manifest)
– Collection cannot occur without a Request
– ODE publishes the Requests
– Collection Requests include:
• Required record types as of a specific timeframe
• Level One validations = aggs
– Valid options
– Cross record checks of record types collected via
the Request
» Cannot perform checks across Requests
– Specifications for previews of data
» Summary and detail views of collected data
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Data Collector
• District User Interface
– Major Functions
• Collecting data
• Reviewing error reports and data
• Certifying and submitting data
– Other Functions
• Uploading flat files (chapter 5 layout)
• Monitoring collection process
• Monitoring submission process
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VRF Integration
LEA
SEA
Data
Store
VRF
Adapter
SIFWorks
VRF Report
Collector
SIS
Application
SIFWorks VRF
Data Collector
Other
SIF-Enabled
Applications
Other
non-SIF Data
Internet
State
administrator
SIFWorks
VRF
Data
VRF
VRF
Report
Collector
VRF
Data
Data
collected
Collector
State
Local
initiates
report
Approved
data
Data
Collector
Collector
Administrator
publishes
SIF
Add
from
issues
SIF-Enabled
SIF
administrator
Administrator
pulls
request
using
Web
is
forwarded
to
Agent
creates
is
registered
approves
Event
for Report
Requests
Applications,
for data
compiled
inspects
Report
reports
Interface
to
State
Data
on
SIF_Report
the
State
and
report
Manifest
Object
on
report
on
Local
created
Zone.
from
forStore
State
errors
Data
SIFWorks
VRF
Object,
Local
sends
Zones
it
State Zone.
Store
Report
Collector
to the
State
Zone
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Data Collector
• Accessing Console
– Open a web browser
– On the Login screen enter your User
Name and Password
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Data Collector
• Left Tabs
• Right Tabs
• Submitter / Logout
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Data Collector Process
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Collect
Check collection progress
Prepare
Level I Validations
Repeat as needed steps above
Preview
Certify
Submit
Level II Validation
Repeat as needed
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Level I Validation
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Level I Validation Report
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Data Collector
• Reports
– Error
• Level 1 – occurs during the Prepare Report phase
in the collection process
– Within district checks – cross record – within
collection request
• Level 2 – at ODE as data are being loaded into
the ODE Operational Data Store
– Cross district or cross year checks
• Preview
– Only occurs during the collection process
• ODE Reports
– Will still use secure FTP Site
– Snap shot type reports
» Will not occur every day (2x/wk?)
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Data Collector
• District Roles
– LEA Reviewer
• Can
– Review error reports
– Generate preview of reports and review reports
– Monitor status of collections and submissions
• Cannot
– Upload flat files
– Collect data
– Submit data
– LEA Collector
• Can
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Upload flat files
Collect data
Review error reports
Generate preview of reports and review reports
Monitor status of collections and submissions
• Cannot submit data
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Data Collector
• District Roles
– LEA Submitter
• Can
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Review error reports
Generate preview of reports and review reports
Certify and submit data
Monitor status of collections and submissions
• Cannot
– Collect data
– Upload flat files
• Data collector actions are determined by
the role assigned
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Data Collector
• Roles
– The DC has been designed with the district
user in mind – the data is theirs and
therefore the district should perform the
functions
– Districts need to determine who will be
assigned which role(s)
• Think how back-ups are to be handled
• The reviewer role may be the one which will
require the most review of current practice and
how the data collector may change current
practice
– ITC personnel will be requesting this
information so they can set-up the roles for
each district
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Data Collector
• ITCs and the Data Collector
– ITC User
• ITC User = LEA Reviewer
– LEA Collector and LEA Submitter can
be assigned to ITC personnel,
however this is predicated upon the
district/ITC relationship
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Non - DASL, eSIS, USAS, USPS
Users
• Flat Files in Chapter 5 layouts will
continue to be used
– Flat files get loaded directly into the
Data Collector (Data Sources Tab)
• Data Collector functionality does
not change
– Source will simply be the flat file
instead of the SIS database
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Impact of Using SIF Enabled
Applications
• No more extracting to an “EMIS
Database”
– No maintenance at two places
• Make corrections directly in source system
• Source system stays up-to-date
• Greater ability to submit data to ODE
– Submission of data a district-level decision
• Flat-file, as a data source, does not change ability
to submit
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Impact of Using SIF Enabled
Applications
• District submissions not on the
same schedule anymore
• Coordination is still going to be key
and maybe even more so
• Notifications will be sent to alert
district staff of changes in validation
outcomes
• ODE Level 2 validations
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SSID SIF Enhancement
• SIF Enhancement = Student Locator
Framework (SIF Agent)
• Only districts with SIF-enabled SISs will
benefit from the SIF enhancement
– DASL
– eSIS
– Those districts already using a SIF SIS
which works with Edustructures’ Student
Locator Framework
• Current ODE focus is with ITCs hosting
DASL or eSIS
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SSID SIF Enhancement
• What is the benefit of the SIF
enhancement
– When student is enrolled and the nine
required elements are entered the student
will almost real time be sent up to SSID
vendor and an SSID will be returned shortly
thereafter directly into the SIS
– Nightly batch process for districts with DASL
or eSIS, for now, would no longer be needed
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SSID SIF Enhancement
• What happens if there are near
matches
– Email notification, by student, will
occur and districts will need to follow
current practice for determining which
SSID is the correct one for the student
– Upon the determination the correct
SSID would be entered into the SIS
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SSID SIF Enhancement
• There is currently no user interface
for the Student Locator Framework
– Access to this component is only
available at the ITC level
– Most SISs have reports which can be
run to see which students do not yet
have an SSID
• If all nine required elements are not
entered the SSID request will not occur
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Additional Updates – Data
Collector
• We know there will be changes as
we progress through March
• Webinar sessions being planned to
help update everyone on the latest
and greatest in regards to the Data
Collector
– Schedule to begin March 20th.
– Geared to any end user
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Future Reporting of EMIS Data
• FY09 – End of Year Reporting
Periods
– ODE will be using the current EMIS
• Yearend (N), 5yr Forecast (P) and
Financials (H)
– New graduate reporting period will
definitely begin in the current EMIS
format and most likely finish that way
• As of today the final determination has
not yet been made
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Future Reporting of EMIS Data
• Fall FY10 Data Submissions
– ODE will begin using EMIS_R
• Districts will begin using the Data Collector for all
the FY10 Data Submissions
• Overlap with current EMIS and EMIS_R
methodologies may occur during the October (K)
reporting period
– FY09 Graduate reporting period does not end until
mid-November
– No impact for Financials and 5yr Forecast as they
will end prior to the beginning of the October
reporting period
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Future Reporting of EMIS Data
• EMIS Web
– Going away for FY10 data
• Districts will begin using the Data Collector for all
the FY10 data submissions
• What will Replace the EMIS Web
– ODE requested SSDT to stop supporting the
EMIS Web and replace it with a simplified
application
– Features being supported
• Import/extract
• Edit
• Search
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Future Reporting of EMIS Data
• Ohio SIF Profile
– Provides a standard for software vendors
who wish to operate in Ohio for EMIS
reporting via SIF by 2015
– Ohio SIF Profile will be coming out later this
year
• Software vendors already asking
• Districts need to me moving to software
which supports the Ohio SIF Profile
– Flat Files will no longer be accepted
beginning 2015
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Tools Available/Planned for the
Transition & Beyond (FY10+)
• Collection Requests
– Updates will be communicated basically as
SSDT has done in the past
• Validation issues
• Reports
• Validations Document
• DASL & eSIS Mapping Document
• EMIS to SIF Mapping Document
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Things to Keep In Mind
• Performance Period
– Updates during Performance Period will occur for
• Data Collector and Agents
• Collection Requests (report manifests)
– Staggered approach for district participation
– ITC need for district Data Collector role assignment
• SSID Notifications (eSIS & DASL right now)
– Does a specific email need to be created to handle all SSID
messaging at the district
• FY10 Data
– Overlap of current EMIS and EMIS_R methodologies during
FY10 October reporting period
– Not all districts will be submitting data at the same time –
impact of Level 2 Validation Reports
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EMIS_R Information
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EMIS_R Information
• EMIS_R Website
– From ODE Home, education.ohio.gov,
enter EMIS_R in search box
• Contact ODE
– [email protected]
– (614) 995-4005
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Q&A
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