Ad hoc reports on the fly dare to dream it
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Ad Hoc Reports on the Fly - Dare to Dream It!. Virginia Department of Education Office of Educational Information Management. 2012 MIS Conference. Introductions. Susan Williams Manager, Data Management and Accountability Systems Scott Walden Team Lead, State and Federal Reporting.

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Ad Hoc Reports on the Fly - Dare to Dream It!

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Ad hoc reports on the fly dare to dream it

Ad Hoc Reports on the Fly- Dare to Dream It!

Virginia Department of Education

Office of Educational Information Management

2012 MIS Conference


Introductions

Introductions

  • Susan Williams

    • Manager, Data Management and Accountability Systems

  • Scott Walden

    • Team Lead, State and Federal Reporting


Public reporting

Public Reporting

  • Static Excel Reports

  • Dynamic Report Cards

  • Customized Student Achievement Reports

  • Dynamic Excel Reports

  • Ad Hoc and FOIA Requests


Static excel reports

Static Excel Reports

+ Easy to replicate

+ Trend data

– Personal attention needed

– Pre-defined layout

– Multiple ad hoc requests for similar data

www.doe.virginia.gov» Statistics & Reports » Enrollment & Demographics » Fall Membership » Archive Data


Dynamic school report cards

Dynamic School Report Cards

+ 3 years of data

+ PDF or Excel format

+ Updated by triggers in the database

– Pre-defined layout

– Only one school at a time

– Multiple ad hoc requests

www.doe.virginia.gov» School Report Card


Customized student achievement

Customized Student Achievement

+ Multiple years of data

+ Excel format

+ Auto update

+ User selected records/fields

– No aggregation/limited fields

– Multiple ad hoc requests

www.doe.virginia.gov» School Report Card » Customized Student Achievement Reports


Dynamic excel reports

Dynamic Excel Reports

+ Trend data

+ Auto update

+ Subgroup data

+ All schools in one file

– Pre-defined layout

– Multiple ad hoc requests

www.doe.virginia.gov» Statistics & Reports » Graduation, Completion & Dropout Data »Virginia Cohort Reports


Ad hoc and foia requests

Ad Hoc and FOIA requests


A new direction

A New Direction

  • Defined outcome of SLDS grant

  • High expectations

    • Customized tables 

    • Ready made charts 

    • Data on a map 

    • Reduce ad hoc reports   


A tool for every job

A Tool for Every Job

  • Commonwealth resources

    • Sought technical expertise within state agencies

  • COTS

    • Product that was designed to be customized

    • Easy to learn

    • Develop expertise within DOE/state agencies


Access to the data

Access to the Data

  • Protect the Production Database

    • Security

    • Performance

  • Created a “Reporting Database”

    • Long term solution for all public reporting

    • Database tools keep both databases in sync


Timeline

Timeline

  • Phase 1 included

    • Fall Membership

    • Special Education Enrollment

    • Annual Graduates and Completers

    • Annual Dropouts

  • Phase 1  6 months to complete


Development decisions

Development Decisions

Program the business rules

Create tables of final data

+ Maximum control

+ Programmable update/refresh schedule

+ Improved system response time

– Program Automation

– Creating a new view of existing data

+ No new work

– Requirements gathering

– Extensive testing

– Rules about releasing data

– Rules about aggregation

– Annual ongoing maintenance

– SLOW processing time


Table structure

Table Structure

  • De-normalized (“somewhat”)

    • Subgroup indicator (race, special education, LEP, etc.)

    • Additional fields for Gender and Race

    • Records for State-level, District-level and Sch-level data

  • Possible: white males in Special Education

  • Not Possible: white males in both Special Education & LEP programs


Data considerations

Data Considerations

  • What data is best displayed on a map?

  • How should multi-year, multi-school, multi-anything be displayed in a chart?

  • Is that different than multi-grade, single year?

  • How can a user pick one division and all the schools within?

  • How do we represent suppressed data on a chart? – a map? What data is suppressed?


Customized reports

Customized Reports

  • Fall Membership

  • Dec 1 Special Education Child Count

  • Annual Graduates and Completers

  • Annual Dropouts


The next step phase 2 reports

The Next Step – Phase 2 Reports

  • Assessment Reports

  • Cohort Graduation and Dropout Reports

    • Virginia On-Time Graduation Rate

    • Federal Graduation Indicator (ESEA)

    • Graduation/Completion Index


Assessment reports

Assessment Reports

  • Analyzed 4 years’ worth of Ad Hoc requests to determine what the BI tool had to address

    • Aggregate groups of data

    • Include more variables

    • AND logic – a student is in both subgroups

    • OR logic – a student is in one, the other or both

  • Build-A-Table capability needed


A new table structure

A New Table Structure

  • De-normalized (“more or less”)

    • fields for Gender, Race, Grade, every program and demographic for which there is data

    • Records for State-level, District-level and Sch-level data

  • Added more assessment-specific fields

    • Test type, scaled score, proficiency level, retesting identifiers (to name a few)


Same table maintenance plan

Same Table Maintenance Plan

  • Availability based on publicly released data

  • Scheduled updates that use last update triggers in the database

  • Limited human intervention required which greatly reduces the chances of errors


Ad hoc reports on the fly dare to dream it

Landing Page for Build-A-Table

Define inclusive or exclusive groups here


Ad hoc reports on the fly dare to dream it

Landing Page for Build-A-Table


Other phase 2 reports

Other Phase 2 Reports

  • Available in the Build-A-Table tool

  • Also includes pre-defined reports similar to Phase 1 reports

  • Existing Phase 1 reports will be available in Build-A-Table tool

    • Will require new table structures


Phase 3 and beyond

Phase 3 and Beyond

  • School Nutrition Program Data

  • AYP and other Accountability ratings

  • Advanced Placement classes

  • Career and Technical Education Data

  • Finance Data

  • Teacher Data


Questions

Questions


Contact information

Contact Information

  • E-Mail:

    • [email protected]

    • [email protected]

  • Phone:

    • (804) 225-2099


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