Building Data Quality within LEAs

• Welcome/Introductions

• Data Quality and Data Governance

• Building Quality Councils• Data governance activity• Identifying data systems and data teams• Obstacles / Solutions

• New 13-14

• Q & A

Agenda

• Educator Effectiveness

• Teacher pay• Teacher grievances over data errors

• School Performance Profile

• Public perception of schools and districts• Funding

• Dashboard

• Curricular, instructional, and program decisions

• Effective differentiated instruction

Data Has Become High-Stakes

• Supports high-quality instructional

decisions

• Characteristics• Accurate• Timely• Useful• Secure

• Requires effective data governance

High-Quality Data

• Team approach• Multiple players, including data owners• Regular communication, meetings• Everyone from board to administrative

assistants has a role

• Communication of impact of data quality

• Training on why data important, each role

• Documented policies and procedures

• Data calendar and timelines

Elements of Data Governance

• Informing all staff about purpose, outcomes of data they touch

• Posting data-entry standards and guidelines at workstations

• Turning data-entry screens away from public view

• Correcting data in source system, not PIMS files

• Work on data year-round

Actions Improving Data Quality

• Facilitate collaborative development, sharing of data standards, dictionary, calendar, manuals, other docs

• Provide professional development regarding data-quality best practices for each role

• Host vendor-specific SIS user groups to discuss data standards, issues (support existing user groups)

• Facilitate communication with PDE

IU Support for Data Quality

From the National Forum on Education Statistics

• Building a Culture of Quality Datahttp://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2005801

• Curriculum for Improving Education Datahttp://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007808

Resources on Data Quality & Governance

Goals

• Create a networking environment

• Share techniques for improving reporting accuracy

• Share ways to maximize revenues

Data Quality Council Meetings

• Topics

• Attendees/Invitations

• Frequency

• State Representation

• Handouts/Resources

• Obstacles/Solutions

Data Quality Council Meetings

Child Accounting

Example of characteristics to identify at council meeting before

each collection

• • Average Daily Membership (ADM)

• • Student File• School Calendar• Student Calendar Fact

What is Collected?

How is it reported?

Child Accounting

• State Subsidies

• Basic Education Funding• Special Education Funding• Tuition For Orphans Subsidy• Secondary Career and Technical

Education Subsidy

• Weighted Average Daily Membership (WADM)

• Used in calculation of aid ratios for State subsidies

Why the data is collected?

Child Accounting

•

• Average Daily Attendance (ADA)

• No Child Left Behind (NCLB)• Adequate Yearly Progress (AYP)• School Report Card• School Performance Profile• Federal ADA report

Why the data is collected cont.?

Child Accounting

What are the areas of concern?

Child Accounting

• What is the source of the data?

• Who enters the data?

• What system stores this data?

• Who is responsible for the data?

• Who reports the data?

• Who certifies the data?

• Who understands the impact to the LEA?

Data Governance Exercise

• Attendees/Invitations suggestions• Superintendent• Tech Director• HR Director• Business Manager• Special Education Director• Curriculum Coordinator• PIMS Administrator• Specific Data Administrator - Child Accounting,

Penn Data etc.• Any one as appropriate - suggestions please?

• There could be a different data team for each collection

Data Quality Council Meetings

Getting Started

• Get together as a PIL region (IU PoCs)

• Build a core district team within your IU region

• Build inter-IU relationships

Data Quality Council Meetings

• Ease of information sharing across the state

• Third Wednesday of the month

• 9:00 a.m. to Noon

• Starting July 17th

Joint Data Quality Council Date

Data Systems and Data Teams activity

Source Systems for StudentUsed for:•2011-2012 Graduates, Dropouts, and Cohort•2012-2013 Graduates, Dropouts, and Cohort•Accountability reporting; PSSA, Spring Keystone exams and CDT student uploads•Career and Technical Education•Child Accounting•Classroom Diagnostic Testing•Course/Highly Qualified Teacher•District and Student Enrollment•English Language Learners - End of Year Count/SES Provider•English Language Learners…ACCESS for ELL•Pre-code for Spring Keystone Exams and additional CDT student upload•Pre-code for Winter Keystone and Classroom Diagnostic Testing (CDT) student upload •Pre-code student upload for Summer Keystone Exams•PSSA Pre-code/ACCESS for ELLs Pre-code; updates Winter Keystone, CDT student uploads•Safe Schools•Special Education•Special Education Update

Identify obstacles/roadblocks to creating data teams and quality

data

Identify solutions to the

obstacles/roadblocks identified by your

neighbor

What is new for 13-14 School year?

• Data Quality Certification (DQC)• Pilots 1, 2 and 3 - starting over summer• Three main tracks

• PIMS Admin / Entry Level PIMS Admin

• LEA Administrator

• Data Entry Track

• Specialty Modules• Data Quality Engine

• PA Secure ID

• School Performance profile

• Special Education

• Child Accounting

• Career and Technology Education

• Teacher-Student Data Linkage/Educator Effectiveness

New 13-14 – tools to help

Data Quality Curriculum Goals

•Reduce data related errors in state and federal reporting

•Reduce data related errors that lead to reductions in funding

•Increase quality of the data that will be used for evaluation purposes, such as the School Performance profiles

•Increase understanding of critical issues such as FERPA, data relationships and best practices

•Create an effective and enterprise-wide data culture

New 13-14 – tools to help

PIMS Data Quality Engine

• Checks data against PDE business rules before it enters PIMS

• Improved Data quality

• Less deletes / Less overrides / Fewer cognos reports

• Trainings available late summer / September

• Uploading October 1st submission via the DQE

New 13-14 – tools to help

PA Secure ID - New quality check

The PA Secure ID and student last name in your system must match the PA secure ID and student last name in the PA Secure ID system!

If there is a mis match the record will FAIL to upload

No exceptions

New 13-14 – Data check

• School Performance Profile

• Educator Dashboard

• Teacher student Data Linkage / Educator effectiveness

• Topic to address ASAP this summer!

New 13-14 – Why you need quality

data

Copyright © 2010, SAS Institute Inc. All rights reserved.

.About the System

IdentifyStudents at Risk of Dropping Out

PA Educator Dashboard & Early Warning System

Offer Timely Data to Improve Student Performance

Provide info on Intervention Services

Support Effective Educators

DashboardUses

DashboardFeatures

For Administrators

For Teachers

Provides Vital Info in a Single View

Intuitive and Easy to Use

Early Warning System metrics based on “ABC’s” – Attendance, Behavior, & Course Grades

Created with Input from 3,000 Educators

Secure& FERPA Compliant

Educator Dashboard

Copyright © 2010, SAS Institute Inc. All rights reserved.

What is PVAAS Roster Verification?• Roster Verification is a process for teachers to VERIFY their

students rosters - are the right students linked to the right teachers for the right subject/grade/courses for the right proportion of instructional responsibility?

• School Admin and District Admin verify as well.• Spring process

PIMS Course/HQT is the key file to prepopulate

the PVAAS Roster System

Teacher/student Data Linkage

When will the manual be ready for initial public comment?The approved draft PIMS changes are posted at

http://www.portal.state.pa.us/portal/server.pt/community/pims_-_pennsylvania_information_management_system/8959/p/1527314

How do you respond?There is an RA email account setup so all PIMS proposed change-related comments can be submitted. RA-PIMSComment@pa.gov

Timeline 2013/14 PIMS Manual

When is deadline to respond?

The comment period lasts for roughly 30 calendar days. An email is sent to the Chief School Administrators informing them of the postings and the dates of the comment window.

What is PDEs timeline to approve?Once the comment period ends, the responses are accumulated and presented to senior management. Final decision on each requested change is rendered and approved changes are added to the PIMS User Manual.

Final adoption and release of final manual?Release of the new PIMS manual usually occurs in August

Timeline 2013/14 PIMS Manual

Why we are doing this

• Develop a consistent approach to data quality across the state

• Facilitate communication between PDE and LEAs

• Leverage training opportunities for all levels

• Support networking opportunities for LEA’s across the state

• Maximize funding for LEAs

Any Questions / Roundtable /

Feedback form