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Oregon Department of EducationOregon Department of Education Database Initiative ProjectDatabase Initiative Project

14th Annual Management Information Systems Conference14th Annual Management Information Systems ConferenceOrlando, FLOrlando, FL

February 26 - 28, 2001February 26 - 28, 2001

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Nancy HeiligmanNancy HeiligmanProject ManagerProject ManagerOregon Dept of EdOregon Dept of Ed

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Douglas KostyDouglas KostyManagerManagerKPMG ConsultingKPMG Consulting

State of Oregon Department of Education State of Oregon Department of Education Presenting to you today . . .Presenting to you today . . .

Aaron MunterAaron MunterImplementation MgrImplementation MgrOregon Dept of EdOregon Dept of Ed

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AgendaAgenda

Introduction

Oregon’s Commitment

Better Decisions

Internet Demo/Q & A

Project Results

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Introduction- The Database Initiative Team

AgendaAgenda

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IntroductionThe Database Initiative Team

A Collaborative Effort . . .A Collaborative Effort . . .

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Introduction

Oregon’s Commitment- Business Problem- Legislative Mandate HB 3636- Database Initiative Overview

AgendaAgenda

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Legislative need for Legislative need for informationinformation

Need for Consistent Need for Consistent School-Level DataSchool-Level Data

AccountabilityAccountability

Onerous paper Onerous paper reporting rqmtsreporting rqmts

Oregon’s CommitmentOregon’s CommitmentBusiness ProblemBusiness Problem

Automating data collection from 200

districts

Varying degrees of automation/computer

literacy

Geographically dispersed user base

No distributed LAN/WAN

connectivity

Dissimilar technical platforms & data formats

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Oregon’s Commitment Legislative Mandate - House Bill 3636

Allow valid comparisons among schoolsAllow valid comparisons among schoolsProvide more detail and consistencyProvide more detail and consistencyPlace information in a databasePlace information in a databaseMake information available on the InternetMake information available on the Internet

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ReportingDatabaseProduction

DatabaseInterim

Database

ProductionDatabase

Data Loading & Validation

Reporting Database &

Extracts

FundingExtractFunding

ExtractFundingExtract

StaffingExtractStaffing

ExtractStaffingExtract

StudentExtractStudent

ExtractStudentExtract

Web Reporting &

Analysis

Refresh Refresh Refresh

Oregon’s Commitment Overview - Database InitiativeOverview - Database Initiative

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Introduction

Oregon’s Commitment

Better Decisions- The Challenge- Our Approach- Taking Action

AgendaAgenda

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200 districts x 200 forms= 40,000 forms

ODEODEMail forms to ODE Input data

200 districts200 districts 200 forms200 forms

Manually prepare forms

Better DecisionsBetter DecisionsThe Challenge - Manual ReportingThe Challenge - Manual Reporting

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Confirm

Technical Architecture

Manage

Organizational Change

Redesign Business

Processes

Enhance

Data Loading

Expand

Database

Enhance Reporting Capability

ImplementStatewide

Better DecisionsOur Approach - Implementation Activities

• Expand Database

• Enhance Data Loading

• Enhance Reporting

• Redesign Business Processes

• Manage Organizational Change

• Confirm Technical Architecture

• Implementation

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Better DecisionsBetter DecisionsOur Approach -Solution OverviewOur Approach -Solution Overview

Data Data Repository/Repository/WarehouseWarehouse

Internal Intranet Internal Intranet and Publicand PublicWeb ReportsWeb Reports

WebWebReportingReporting

Analysis/ResearchAnalysis/Research

Online Online AnalyticalAnalytical

ProcessingProcessing

QueryQueryEngineEngine

Data Submitter UserData Submitter User

FormFormDataDataEntryEntry

MISMIS

Data SubmissionData SubmissionLo

adLo

ad

Rec

eive

Rec

eive

Valid

ate

Valid

ate

Trac

kTr

ack

Submission Acknowledgment/Submission Acknowledgment/Error Notification/Error Notification/Status TrackingStatus Tracking

Collection Collection Progress Progress

MonitoringMonitoring Data Loading Progress TrackingData Loading Progress Tracking Loading Status by SubmitterLoading Status by Submitter Loading Status by Type of DataLoading Status by Type of Data Loading Status by Due DatesLoading Status by Due Dates

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Better DecisionsOur Approach - Online Analytical Processing

Web Reports

StagingStagingDatabaseDatabase

Web Reporting (Existing)

OLAP Reporting

Refresh Process

WebReportTools

OLAPTools

ReportingTables

OLAP Reports, QEM

DW

ProductionProductionDatabaseDatabase

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Database Database for for

EducationEducation

School School ProcessesProcesses

StaffingStaffingStudentStudentDemographicsDemographics

Student Student ResultsResults

FundingFunding

InfrastructureInfrastructure

Better DecisionsOur Approach - Database for Education

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Better DecisionsTaking Action - Web-based Data Collection/Tracking

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D B I U p lo a d

D a ta b a s e

D a t a O w n e r s

D a t a b a s e

U p lo a d e r

D B I In t e r im

D a ta b a s e

W e b S u r v e y

D a t a b a s e

N o n S M F D a ta

C le a n s e d

C le a n s e d

V a lid a t e d

V a lid a t e d

C le a n s e d

N o t D B I

C le a n s in g P r o c e s s

1 a

23

4

6

7

8

5

9

SM

Fab

leD

ata

1b

Better DecisionsTaking Action - Web-based Data Collection/Tracking

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District

District

District

CSP

CSP

Internet ODEWeb

ValidationWebReport

SMF

SMF

District

District

District

CSP

CSP

Internet ODEWeb

ValidationWebReport

SMF

SMF

Financial Data

Better DecisionsTaking Action – Financial Data Processes

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Non-Financial Data

District

District

District

CSP

CSP

Internet ODE Web

Report

SMF

SMF

Web Surveys

Element Owners

District

District

District

CSP

CSP

Internet ODE Web

Report

SMF

SMF

Web Surveys

Owners

Better DecisionsTaking Action – Non-Financial Processes

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AgendaAgenda

Introduction

Oregon’s Commitment

Better Decisions

Project Results- Benefits- Opportunities- Lessons Learned- Next Steps

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Streamlining Collection

CollectionYear

Num. ofReports

1999 39

2000 30

2001 26

2002 (Projected) 22

Project ResultsProject ResultsBenefits – StreamliningBenefits – Streamlining

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Streamlining school district data collectionStreamlining school district data collection

Improving data accuracy and timelinessImproving data accuracy and timeliness

Disseminating information via Public InternetDisseminating information via Public Internet

Supporting K-12 policy and budget formulationSupporting K-12 policy and budget formulation

Harvest-ready data to satisfy Federal reporting Harvest-ready data to satisfy Federal reporting

Project ResultsProject ResultsBenefits - SummaryBenefits - Summary

Benefits Realized

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Project ResultsOpportunities Identified

Opportunities Identified

• Consolidated work efforts with Report Card

• Consolidated staff = School Finance and DBI

• Centralized data collection for departments

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e

State DoE-levelState DoE-level

District-levelDistrict-level

SMF

Upload Manager

US DoE-levelUS DoE-level

DataRepository

Web Reports/Queries

Upload Manager

SMFData

Repository

Project ResultsProject ResultsOpportunities - Facilitates Federal Reporting RequirementsOpportunities - Facilitates Federal Reporting Requirements

Web Reports/Queries

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Project ResultsLessons Learned

Lessons Learned

• Excel SMF Creator

• Open Communications

• Incremental Data Reporting

• Distributed workload to districts

• “People” project more than “Technical”

• Adequate Help Desk Staff

• Issue Tracking

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Project ResultsNext Steps

Next Steps

• Data Quality Student Level Data Internal Databases Standard Data Definitions Standard Data Collection Methods

• Ongoing Training• Integration

Data Owners School Finance Quality Education Model

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Internet Demo/Q & A

Project Results

AgendaAgenda

Introduction

Oregon’s Commitment

Better Decisions

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Internet DemoOregon Database Initiative Web Site

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Questions & AnswersQuestions & AnswersTo visit our web site...To visit our web site...

http://www.ode.state.or.ushttp://www.ode.state.or.us

oror

http://dbi.ode.state.or.us/http://dbi.ode.state.or.us/

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Thank You !Thank You !