T/TAC Online performance analysis plan

September 28, 2004

Introduction

We will begin with researching and collecting information and data from past T/TAC projects.

We will research the original problem and the solutions that have been implemented in the past, in order to determine what is their current performance problem and identify possible solution systems to serve our clients.

Introduction

We plan to: establish relationships with our clients analyze the current system and the users provide fresh views of the current system establish what needs to be done in the future provide documentation to sell and justify our

solution system to our clients

Introduction

Our mission: The mission of T/TAC Fall 2004 is to enhance the communication and the exchange of information amongst educational professionals and the general public in order to facilitate the continued development of a shared community of practice.

Our goals: Our goal is to build upon the School Improvement section of the T/TAC Online site by enabling the T/TAC users to: a) easily input Local Improvement Plans (LIPs) and LIP Report data and b) share LIPs and LIP Report data.

Clients

Dr. Pat Abrams- Associate Director, Special Education, VDOE

Dr. Michael Behrmann- Professor, Director of the Helen A. Kellar Institute

Stakeholders

Dr. Pat Abrams- Associate Director, Special Education, VDOE

Dr. Michael Behrmann- Professor, Director of the Helen A. Kellar Institute

Mr. Seunghun Ok - T/TAC Online Administrator VDOE Technical Assistance Staff (TAs) Local Education Agencies (LEAs) Dr. Shuangbao Wang – T/TAC Online

Programmer

Identify Information Sources

Human Information Sources

Inanimate Sources

Information Sources

Human Information Sources: Dr. Pat Abrams- Associate Director, Special

Education, VDOE Dr. Michael Behrmann - Professor, Director of

the Helen A. Kellar Center Mr. Seunghun Ok - T/TAC Online

Administrator Dr. Lynn Wiley - Project Coordinator T/TAC

Region 4 Dr. Jo Lynne De Mary- State Superintendent

Human Information Sources

Mr. Doug Cox- Assistant State Superintendent Ms. Kay Kline –Assistant Coordinator T/TAC Region 4 Ms. Mary Wilds - Old Dominion University T/TAC

(Region 2) Dr. Shuangbao Wang – T/TAC Online programmer Ms. Kristine Neuber - Assistive Technology/Web

Accessibility Coordinator Ms. Amie Fulcher - Former T/TAC coordinator Mrs. Jocelyn Pelsignore- T/TAC Subject Matter Expert,

Immersion Facilitator Ms. Lin Shi- Immersion Program Technical Aid

Human Information Sources

Educational professionals involved with grants proposal/reporting: School District Administrators Special Education Specialists Area supervisors Area specialists Curriculum specialists Special Education Teachers

Additional sources: Local Education Administrators (LEAd.) VDOE Technical Assistants (TA’s)

Inanimate Sources

GMU T/TAC Fall 2003 Group 2, Immersion Program, Website (http://immersion.gmu.edu/ttac/fall2003/group2/)

VDOE Website (http://www.pen.k12.va.us/)

T/TAC online (http://ttaconline.org/)SOP-State Operated Programs

Identify and Confirm

Types of Opportunities

Opportunities

Rollout: T/TAC online currently has a system in place where users can search for Local Improvement Plans (LIP), but not for the LIP reports. The website does not allow for users to input LIPs or reports. This project will introduce a new system which will be incorporated into the current search system on T/TAC online, as well as add a database input component, allowing users to store their LIPs and LIP reports.

The challenge here is to determine swiftly the essence of the change and what it will take to support it.- Allison Rossett

Opportunities

Problem: There has not been a standard process of sharing LIP and LIP Progress Report data to support accountability systems in the state. There is no standard format by which to submit this data and no central location where this data is stored.

The focus here is on finding out why there is a problem, prior to figuring out what to do. What should that “something” be?- Allison Rossett

Opportunities

People Development: The new T/TAC online system will enable educators to access and share information on particular special education projects, in order to develop their own educational practices.

The focus here is on the position and on developing the people who hold that position. The challenge is to determine current and future needs and to involve incumbents in the process.- Allison Rossett

Opportunities

Strategy Development: The T/TAC online system is meant to encourage educators to utilize information gained from LIPs and reports in order to improve the state educational system (Virginia) through the diffusion of information.

No specific problem. No new technology or philosophy. No focus on one position or another. This is about broader planning issues.-Allison Rossett

Identify and Confirm

Drivers and Barriers

Drivers and Barriers: Knowledge and Skills Drivers

Basic word processing skills Basic internet usage skills Able to navigate using a GUI Able to operate two different applications/windows

simultaneously Barriers

Difficulty using login information Difficulty to input data accurately Ability to use searchable database: keywords,

distinguishing field functions

Motivation

Drivers Want to easily input LIPs and reports Want to use best practices Want to standardize process/format of LIPs and reports Exchange ideas about LIP activities with other LEAs to

effectively implement their own LIPs Want to create long term projects/plans and store them Value the data to be stored or shared Accountability system for state, school districts and schools

State Improvement Grants, which includes goals, objectives and reporting requirements

IDEA state plan (Federal) NCLB state plan

Motivation

Barriers “buy-in” may be difficult

TA’s might like their own process of LIPs and reports, not want to standardize

Hesitant in using the system without assistance May doubt that stored information is secure and

saved LEAds may not like others to view draft LIPs

and draft LIP Reports

Incentives

Drivers To get ideas about what has/hasn’t worked in other school

districts Want to meet goals of VDOE LIP reporting program Want to assist school districts in the retention and accreditation

of special education teachers Successful LIP Reports can promote activities of the LEAds LEAds want to continue to receive grants, perhaps influenced by

successful reporting Mandatory for TAs to post reports Posting and/or searching for reports positively impacts the

performers/organization

Incentives

Barriers Some users may not be encouraged to use

database as a resource tool

Environment, Tools, Processes

Drivers: Access to computers Some users may have high-speed connections Use computers to access information on the job

already Know how to use MS Office tools and Internet

Environment, Tools, Processes

Barriers: No face-to-face interaction Operating systems on computers vary Internet connection speeds vary May need training Lack of time to develop LIPs and reports Difficulty in formatting data in excel spreadsheets Most users currently use tables created in Microsoft

Word, which are difficult to manipulate in a database system

Current database is SQL-based, but the users are familiar with MS Office Suite, which is Access-based

Collect Data

Research

Interview

Outline

Collect Data

Since T/TAC Fall 2004 is a continuation on a T/TAC project, which began in Fall 2003, we will gather data from previous T/TAC Immersion groups, in order to facilitate a well-developed solution system.

We will continue to build on the T/TAC project by collecting more project and problem-specific data.

Collect Data

Review existing LIPs and LIP Reports Note content that is in all LIPs and LIP

Reports Note LIP and LIP report formats Note variations in format and content

Create a LIP sub-process concept map Focus on inputting data How the database performs Identify performers

LIP Process Concept MapLIP Process Concept Map

http://immersion.gmu.edu/ttac/fall2003/group2/work/LIP/lipprocess.htm

Focus on how the existing database is involved in the process and when the data may be modified.

Collect Data

Create LIP Report process concept map Focus on process of creation and submission Identify performers

Examine overall process for LIPs Creation and submission Performers

Research federal regulations (reporting requirements) NCLB IDEA State improvement grants

Create a concept map to depict relationship between NCLB, IDEA, and state improvement grants (VDOE)

Collect Data

Compile acronym list for reference purposes. Interview Dr. Michael Behrmann- Professor,

Director of the Helen A. Kellar Institute Review current status of the project Review expectations for prototypes, timelines, solution

systems Review possible information sources Confirm opportunities Review possible drivers and barriers

(already been done)

Collect Data

Interview Jocelyn Pelsignore Demonstration of current LIP input process (into

database) Ask any other questions

Interview Dr. Shuangbao Wang, T/TAC Online programmer and Lin Shi

What is structure of database now? capabilities, limitations, bugs

Ask for explanation of limitations of using SQL server vs. MS Office for the purposes of inputting data to be viewed (with a format-tables)

Identify

Actuals and Optimals

Identify Actuals and Optimals

Actuals: detail the current situationOptimals: “what we want the people to

know and do and what the conditions are in which they will be doing them.” (Rossett, 1999)

Compile Report

Compile Report

Once we have completed the previous sections, we will compile our final performance analysis report by: Breaking into sub-teams to write and review

sections Submit sections to Project Manager and Format

Manager for final compilation