PIMS Basics: Who Reports What to Whom and How the Data is Used

Center for Data Quality and Information Technology

Pennsylvania Department of EducationMarch 16, 2011

Agenda

• PIMS Basics• PIMS Benefits• Who Reports What?• 2010-11 PIMS Data Collection Summary• How is the Data Used?• Tools and Support Available to LEAs• Q&A• Thank You!

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PIMS Basics• PIMS is PDE’s student-level data collection and reporting system

– Designed to improve student achievement through more efficient and effective use of data

– First implemented in SY 2007-08• PIMS collects 11 types of data (or data domains)…

– Student, Enrollment, Course, Groups and Programs, Career and Technical Education, Discipline, Special Education, Child Accounting, Staff, District, Location

– Assessment data is also loaded directly from DRC• At various times per year from approximately 800 LEAs…

– 500 School Districts, 119 Charter Schools, 29 Intermediate Units, 73 Career and Technical Schools (vo-techs), 34 Approved Private Schools, 24 Private Residential Rehab Institutions, 12 State-owned Juvenile Corrections and Special Programs Jointures

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PIMS: One System, Many Collections

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PIMS

Safe SchoolsCTE

StaffCourse

Pre-codeStaff

Special Education

Grads and Dropouts Child

Accounting

PIMS Benefits• Simplified and standardized data collection

process for LEAs and PDE• Strengthened data integrity and improved data

quality for LEAs and PDE• Allowed PDE to retire 9 data collection systems to

date• Improved state and federal reporting • Provides enhanced analysis capabilities, including

trend analysis on longitudinal data5

Who Reports What?

• Depends on the data collection• Refer to the user manual; contains details on

who reports what and when

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At the beginning of each domain the user manual specifies which LEA types the domain applies to.The data collection details (timing, templates

included, etc.) are defined in the beginning of the manual.

2010-11 PIMS Data Collection SummaryData Collection

PeriodReporting Window

Data Collection Purpose

Who Reports

October 2010 10/1/2010 – 10/29/2010

Enrollments, graduates and dropouts

SD, IU, CTC, CS, SJCI, PRRI, APS

November 2010 11/15/2010 – 12/8/2010

Pre-code for PSSA and PASA assessments

SD, IU, CTC, CS, SJCI, PRRI, APS

December 2010 12/1/2010 – 12/10/2010

Special Education SD and IU

January 2011 1/4/2011 – 1/28/2011

Professional Staff SD, IU, CTC, CS, SJCI

February 2011 2/1/2011 – 2/24/2011

Highly Qualified/course

SD, IU, CTC, CS, SJCI

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2010-11 PIMS Data Collection Summary (cont’d)

Data Collection Period

Reporting Window

Data Collection Purpose

Who Reports

March 2011 3/9/2011 – 3/31/2011

ACCESS for ELLs Demographic Refresh

SD, IU, CTC, CS, SJCI, PRRI, and APS

April 2011 3/14/2011 – 4/15/2011

PSSA/AYP SD, IU, CTC, CS, SJCI, PRRI, APS

June 2011 6/1/2011 – 6/30/2011

Safe Schools, includes School Safety personnel

SD, IU, CTC, CS

Summer 2011 7/14/2011 – 9/13/2011

Career Technical Education

CTC

July 2011 7/15/2011 – 7/22/2011

Special Education SD and IU

Child Accounting 2011

7/14/2011 – 9/30/2011

Subsidy SD, IU, CTC, CS, PRRI, APS

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How is the Data Used?• Federal reporting

– Highly Qualified Teacher– Career and Tech CAR reports– EDFacts reports (LEP, Safe Schools, etc.)– Federal Directory of Designated Low-Income Schools (impacts eligibility for the Federal

Teacher Loan Forgiveness Program)• State reporting

– School Safety– Student Mobility– Enrollment Projections

• Pre-code for PSSA and PASA• Child Accounting (drives subsidy)• Input to AYP process• Identify Highly Qualified Teachers; compare results for high and low

poverty schools• Calculate the cohort-based graduation rate• Calculate dropout rates• Provide aggregate data to the public

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Tools Available to LEAs• PIMS Web Site

– Data collection details– ACS report due dates– Webinar schedule– User manual, training and other useful documents

• PIMS User Manual– Data collection details

• Who reports• What to submit• When to submit

– Template and field details– FAQ’s

• Access Database for LEA’s that don’t have a commercial SIS

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Support Available to LEAs• Training

– Semi-annual web-based refresher training on PAsecureID, Data Manager and Cognos offered

– Multiple trainings conducted during every collection window specific to the data collection emphasizing what to submit, by whom, how to submit, how to avoid common errors, data quality reports, FAQ’s

– Frequent (weekly or bi-weekly) PIMS Q&A sessions offered– Recordings of all trainings and Q&A sessions available

• PIMS Help Desk– Questions/Issues (what to report, help with data submission errors,

issues with ACS reports, questions on data definitions, etc.)– 1-800-661-2423 or on-line– An average of 1,100 help requests per month

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Q&A

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Thank You!

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Thank you for continuing to be diligent in the submission of high quality data to PIMS. LEAs have been and will continue to be the key to PIMS’ success.