Addressing the Issue of Data Quality: One Solution?

1. Addressing the Issue of Data Quality: One Solution? 14th Annual MIS Conference February 27, 2001

2. Presenters • Ruth Jones, Florida Department of Education • Martha Haynes, Florida Department of Education • Gisela Feild, Miami-Dade County Public School District • Vickye Vaughns, Marion County Public School District

3. Background • Florida’s Student and Staff Data Bases were implemented in the late 1980’s. • Information is collected for individual students and staff members. • Data are sent six times per year for PK-12 students and staff. • Florida’s 67 public school districts are responsible for software and hardware systems for reporting.

4. Background (Continued) • Data quality activities included • an annual database conference • TA materials • edit reports • aggregate and detailed reports • phone calls • Data quality problems continued to exist.

5. Policymaking Management decisions Allocation of state education funds Education reports Data transfer between educational institutions Uses of Data

6. Permanent records Audit trail Allocation of special funds Measuring minimum performance Measuring high performance Public Reporting Uses of Data (Continued)

7. Review of School District Data Reporting • Purposes • Promote accuracy in data reporting • Focus on data reporting issues specific to a district • Share information on workable procedures • Provide more accurate data to the Legislature • Meet responsibilities of law

8. Shared Responsibility DOE School Districts Develop, implement, manage, administer an integrated information system. Maintain a compatible information system. Provide timely and accurate data to DOE. Evaluate system efficiency and effectiveness. Communicate and collaborate to streamline and manage data collection and reporting.

9. Planning • Decide what is important to review • Develop procedures • Share plan • Pilot (1998-99) • Revise plan

10. Basic management activities adequate staff communication training procedures Where are consistent problems in data? What is new? What data are being closely looked at by the Legislature? What data have relatively high stakes? Decide What is Important to Review

11. Implementation • Three school districts in 1999-2000 • Legislative Budget Request - three new staff positions • Three more school districts in 2000-01 • Continually improve questions, reports, etc.

12. Superintendent request Collect district-specific data Provide district: list of questions and issues data printouts list of items to have at on-site visit Schedule visit Conduct on-site review (1-2 days) Develop summary of findings, commendations, recommendations Procedures

13. Background information Number of schools Number of staff Number of students Graduates, suspensions, etc. Unique features of district Organization of MIS office Areas Addressed

14. persons responsible training technical assistance communication data verification timelines edits data reports data transmission downloading reports Areas Addressed (Continued) • Quality Control Procedures

15. Number and types of schools Student Demographic Information Nonpublic and Home Education students Specific Data Areas

16. Student, teacher course Immunization Kindergarten Readiness Student absences Electronic records transfer (FASTER) Specific Data Areas (Continued)

17. Student End of Year Reporting Withdrawal codes GPA calculation Accurate transcripts Specific Data Areas (Continued)

18. Staff Job codes Staff absences Teachers on special assignment Specific Data Areas (Continued)

19. Post Review Activities • Commendations, recommendations • Follow up on district concerns • Draft report • Final report

20. The future of….Data Quality Review • More districts volunteer for participation • Involve DOE Information and Accountability staff to provide a broad spectrum of experience • Review process continues to evolve • Make “workable procedures” available