Oregon Department of Education Database Initiative Project

1. Oregon Department of Education Database Initiative Project 14th Annual Management Information Systems Conference Orlando, FL February 26 - 28, 2001

2. State of Oregon Department of Education Presenting to you today . . . Douglas Kosty Manager KPMG Consulting Nancy Heiligman Project Manager Oregon Dept of Ed Aaron Munter Implementation Mgr Oregon Dept of Ed

3. Agenda Introduction Oregon’s Commitment Better Decisions Project Results Internet Demo/Q & A

4. Agenda • Introduction • - The Database Initiative Team

5. Introduction The Database Initiative Team A Collaborative Effort . . .

6. Agenda Introduction • Oregon’s Commitment • - Business Problem • - Legislative Mandate HB 3636 • - Database Initiative Overview

7. Oregon’s Commitment Business Problem Dissimilar technical platforms & data formats Varying degrees of automation/computer literacy Onerous paper reporting rqmts No distributed LAN/WAN connectivity Legislative need for information Need for Consistent School-Level Data Automating data collection from 200 districts Accountability Geographically dispersed user base

8. Oregon’s Commitment Legislative Mandate - House Bill 3636 • Allow valid comparisons among schools • Provide more detail and consistency • Place information in a database • Make information available on the Internet

9. Staffing Extract Staffing Extract Staffing Extract Student Extract Interim Database Production Database Student Extract Student Extract Funding Extract Funding Extract Funding Extract Oregon’s Commitment Overview - Database Initiative Reporting Database & Extracts Web Reporting & Analysis Production Database Data Loading & Validation Reporting Database Refresh Refresh Refresh

10. Agenda Introduction Oregon’s Commitment • Better Decisions • - The Challenge • - Our Approach • - Taking Action

11. ODE 200 forms Better Decisions The Challenge - Manual Reporting Manually prepare forms Mail forms to ODE Input data 200 districts 200 districts x 200 forms = 40,000 forms

12. Better Decisions Our Approach - Implementation Activities Confirm Technical Architecture Manage Organizational Change Enhance Data Loading Redesign Business Processes Enhance Reporting Capability Implement Statewide Expand Database • Expand Database • Enhance Data Loading • Enhance Reporting • Redesign Business Processes • Manage Organizational Change • Confirm Technical Architecture • Implementation

13. Load Analysis/Research Data Repository/Warehouse Query Engine Internal Intranet and Public Web Reports Form Data Entry Online Analytical Processing Web Reporting Data Submitter User Better Decisions Our Approach -Solution Overview MIS Submission Acknowledgment/ Error Notification/ Status Tracking Data Submission Track Receive Validate Collection Progress Monitoring Data Loading Progress Tracking • Loading Status by Submitter • Loading Status by Type of Data • Loading Status by Due Dates

14. Web Reporting (Existing) Web Report Tools Reporting Tables Web Reports Refresh Process Staging Database Production Database DW OLAP Tools OLAP Reports, QEM OLAP Reporting Better Decisions Our Approach - Online Analytical Processing

15. Funding Student Results Infrastructure Database for Education Student Demographics Staffing School Processes Better Decisions Our Approach - Database for Education

16. Better Decisions Taking Action - Web-based Data Collection/Tracking

17. Better Decisions Taking Action - Web-based Data Collection/Tracking

18. Better Decisions Taking Action – Financial Data Processes Financial Data

19. Better Decisions Taking Action – Non-Financial Processes Non-Financial Data

20. Agenda Introduction Oregon’s Commitment Better Decisions • Project Results • - Benefits • Opportunities • Lessons Learned • Next Steps

21. Project Results Benefits – Streamlining Streamlining Collection

22. Project Results Benefits - Summary Benefits Realized • Streamlining school district data collection • Improving data accuracy and timeliness • Disseminating information via Public Internet • Supporting K-12 policy and budget formulation • Harvest-ready data to satisfy Federal reporting

23. Project Results Opportunities Identified • Opportunities Identified • Consolidated work efforts with Report Card • Consolidated staff = School Finance and DBI • Centralized data collection for departments

24. US DoE-level SMF SMF Data Repository Data Repository e Upload Manager Upload Manager Web Reports/Queries Web Reports/Queries Project Results Opportunities - Facilitates Federal Reporting Requirements State DoE-level District-level

25. Project Results Lessons 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

26. Project Results Next 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

27. Agenda Introduction Oregon’s Commitment Better Decisions Project Results Internet Demo/Q & A

28. Internet Demo Oregon Database Initiative Web Site

29. Questions & Answers To visit our web site... http://www.ode.state.or.us or http://dbi.ode.state.or.us/

30. Thank You !