Illinois State Board of Education

1. Illinois State Board of Education “IBM Watson’s Response” How is Illinois Making Data Collection Easy?

2. Agenda Welcome/Introductions History of Project Original Project Plan What have we learned Reports SIS Online Process Overview Student Course Assignment How do we improve on the process? Questions

3. Welcome/Introductions • ISBE Key Team Members • Terry Chamberlain Division Administrator – Data Systems • Mark Williams Division Administrator – CTE • Dora Welker Principal Consultant – CTE • IBM Key Team Members • Howard Hammel Project Manager • Adam Lowery Lead Business Analysis • Jeremy Schoen Business Analysis • Cornelia (Neli) Kelley Lead Developer

4. Welcome/Introductions • If "IBM Watson" had responded to the Category – • CTE Data Collection - Student Information System (SIS) that Connects to the Longitudinal Data System (LDS), the correct answer would have been – • How is Illinois making data collection easy?

5. History of Project • Understand Current Program Approval System (PAS) • Business Process • Architecture • Issues and Limitations • Understand Current Illinois Student Information System (ISIS) • Business Process • Architecture • Issues and Limitations

6. History of the Project • Work Flow

7. History of Project • Very labor intensive process • ISBE • EFEs • Schools • ISBE personnel have no access to the following, once CD of approved courses is sent to the EFE: • Local courses mapping to regional courses • Course enrollments • Courses that the EFE are not offering • Changes and enhancements are very difficult if not impossible • 8000+ courses are not manageable • Innovation / change is discourage • Courses are being taught before they are approved

8. History of Project • There is no direct correlation to the Student Information System • Demographics • Enrollments • Assessment Data • Program Indicators • Annual Data Collection (There is no friendly way of retrieving of historical data) • Limited current reporting and no historical reporting • 233 copies of the course file that are never in synch • Legacy system not keeping up with changes in technology • Costly • Time consuming • Less efficient

9. Original Project Plan

10. What have we learned • Illinois State Course System (ISCS) (Formerly Career and Technical Education Course System (CTEC)) • Replacement for Program Approval System (PAS) • Users are ISBE and EFE directors • Limit of 300 Courses • Student Information System (SIS) • Replacement for Illinois Student Information System (ISIS) • Users are ISBE and Home School Districts • Approximately 150,000 Students • Schedule • Pilot in School Year 2011 (2010 – 2011) • State wide Implementation school Year 2012 (2011 – 2012)

11. What have we learned • EFE Directors were able to assign courses to schools • Students were not enrolled at the Area Career Centers (ACC) • School Districts were able to submit Student Course Assignments • Communication Issues exists

12. What have we learned • Districts Submitting Student Course Assignments

13. What have we learned

14. Reports

15. Reports

16. Reports

17. Reports

18. SIS Online Process Overview • Request New SID • Add Demographics • Add New Enrollment - 11 grade H1 S1 FTE 0.5 • Add Program Indicators • Search for Student • Add Second Enrollment – 11 grade (check) H1 S ACC • Add Course to both Enrollments 18

19. Search SID – Student Enrollment – Record 1 19

20. Search SID – Student Enrollment – Record 2

21. Student Course Assignment Student Course Assignment can be added or updated via the following: Online Batch Only the Home District can submit Student Course Assignment data Student does NOT need to be actively enrolled at the time of submission No student course assignments prior to school year 2011 (Earliest Student Course Start Date 07/01/2010) Serving school can only see courses on students for which they are serving

22. Student Course Assignment • Optional Fields • Local Course ID • Local Course Title • Actual Attendance (Classes) • Total Attendance (Classes) • Course Numeric Grade (Term) • Maximum Numeric Grade (Term) • Single Parent Including Single Pregnant Woman (Reported for CTE Courses Only) • Displaced Homemaker (Reported for CTE Courses Only) • Mandatory Fields • Term (Semester) • State Course Code • Student Course Start Date • Section Number • Course Level • Course Credit • Articulated Credit • Dual Credit • Course Setting • Student Course End Date • Course Final Letter Grade/Completion Status (Term) 22

23. Student Enrollment - Student Course Assignment

24. Student Course Assignment – View Courses

25. Student Course Assignment – Add Course

26. Student Course Assignment – View Course

27. Student Course Assignment – Edit Course

28. Student Course Assignment – View Courses 28

29. Student Course Assignment – Review Courses 29

30. Student Course Assignment – Update Successful 30

31. Student Course Assignment – Update Successful 31 31

32. How do we improve on the process? • Schools were not enrolling students at ACCs, Region Centers etc. • For 2012 school year, monitor school’s enrollments to ensure students are entered into the correct serving facilities. • If problems are identified, work with the school district to resolve • Schools were not identifying the serving RCDTS in the Student Course Assignment • For 2012 school year, monitor school’s Student Course Assignments to ensure the correct RCDTS are entered for the serving facilities. • If problems are identified, work with the school district to resolve

33. How do we improve on the process? • Questions • Schools and EFEs • Area Career Centers and Region Centers have multiple RCDTS codes. • Districts will need to use the RCDTS code that ends in 01 • Districts did not assign students to serving sites. • In FY 12, district must assign to appropriate serving sites • EFEs have the capability to review the Enrollment reports to make sure schools are assigning to appropriate serving sites in FY 12. • Odin CHSD 700 and Odin SD 122 – Consolidated into Odin Public SD 722 – After 6-30-11, FY 11 data is not showing up in the system for Odin CHSD 700. • Allow EFEs to see districts that have closed after 7-1--- to review reports. • Reports are not as easy to review. Have to review across multiple reports. • Reports are being developed to show the courses assigned by the EFE and include the summary information from the district at the same time. • EFEs and ACCs are not familiar with SIS at the district level. • Allow EFEs and ACCs to have access to SIS (View Only).

34. How do we improve on the process? • Questions • EFE just now noticed they did not assign a course to a school for FY 11. • Courses must be assigned to the school prior to instruction. Make sure the course is assigned for FY 12. • EFEs do not know where to go to assist districts in correcting their data. • There are many resources on the SIS webpage. If additional assistance is needed, have them call the helpdesk. • SIS contacts and EFEs do not know the deadline for correcting data. • All corrections for FY 11 be done and uploaded by the district by October 1, 2011.

35. Questions Questions