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CNYRIC Data Warehouse Initiative New Data Administrator Training October 30, 2012

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CNYRIC Data Warehouse Initiative New Data Administrator Training October 30, 2012. Grounding. Name, district, role, & work location My verification team Hopes & expectations A burning question I have regarding data coordination & verification. Goals/Outcomes.

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slide1

CNYRIC

Data Warehouse Initiative

New Data Administrator Training

October 30, 2012

grounding
Grounding
  • Name, district, role, & work location
  • My verification team
  • Hopes & expectations
  • A burning question I have regarding data coordination & verification
goals outcomes
Goals/Outcomes
  • Gain an understanding of the Data Warehouse and SIRS and the NYS reporting process in schools
  • Discuss roles and responsibilities of the District Data Coordinator
  • Consider key personnel responsible for data reporting
  • Discuss roles and purpose of a data verification team
goals outcomes1
Goals/Outcomes
  • Review District Data Coordinator calendar & SED timelines
  • Discuss key strategies & processes in verifying data
  • Focus on fall verification & receive assistance in reviewing data accuracy
what is a data warehouse
What is a Data Warehouse?
  • A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations.
what are the benefits of a data warehouse
What are the benefits of a data warehouse?
  • Warehouses include a variety of historical information, including demographic, enrollment, program service, and assessment data, to name a few
  • They allow for the merging of data sets and data sources that are otherwise difficult to combine or compare
dw benefits continued
DW Benefits Continued
  • Faster and more accurate reporting
  • Improved ability to disaggregate data
  • Conduct longitudinal analysis of students, teachers, and programs
  • Compare different performance indicators
understanding sirs
Understanding SIRS
  • .
  • Record your highlighted word, phrase, and sentence on a separate Post-It.
new terminology
nySTART

Location Codes

Cognos Reports/Cubes

Templates: Currently 19

Student Demographic

Student Enrollment

Program Facts/Services

Assessment Fact

Source Systems

Refresh Cycles/Data Loading

New Terminology
  • Level 0/Toolkit
  • Level 1
  • Level 1C (container)
  • Level 2
  • Level 3
  • NYSSIS
  • eScholar
  • PD – VR reports
important dw reference materials
Important DW Reference Materials
  • SED Data Dictionary of Reporting Elements
  • Course Catalog - http://www.p12.nysed.gov/irs/courseCatalog/home.html
  • http://www.p12.nysed.gov/irs/
  • Templates: http://www.p12.nysed.gov/irs/vendors/templates.html
  • http://www.cnyric.org/teacherpage.cfm?teacher=748
what is a data administrator and what should they be doing
What is a data administrator and what should they be doing?
  • The data administrator may be a district level Administrator or another district employee designated by the superintendent.
  • Data administrators are responsible for implementing accurate reporting of individual student data.
    • Assemble a team of district personnel
      • Technical expertise in the district’s management system(s) and infrastructure
      • Working knowledge of the district’s management systems
      • In-depth knowledge of the district’s registration materials and processes
      • Data analysis experience
      • Instructional background
data admin role continued
Data Admin role continued
  • Define and document data collection standards
    • When defining and documenting data collection standards, the following must be considered:
    • Department configurations and staff responsibilities
    • Consistency across departments and functions
  • Review management systems for alignment to standards
    • When reviewing the management systems, consider the following:
    • Flexibility of the system in terms of adding fields or screens
    • Capabilities for staff to update/change validation tables
    • Capabilities for staff to update/change validation tables
    • Documenting all processes and procedures for current and future staff
  • Communicate data standards across departments
how schools report data

State Educ. Dept.

Statewide Repository –Level 2

How schools report data?

NYS School Report Cards

Federal Reports

nySTART

PD System

Portal

COGNOS Level 2 reports

COGNOS

Level One

Regional Data Warehouse –Level 1

Level 0

Food

Service

Package

Student Management System

Special Education System/ Intervention Tracking System

slide15

District 1

District 2

District 3

District 1

District 2

State-wide Reports Service

District 3

New York State eScholar Data Warehouses

Regional Data Warehouses Level 1

NERIC

SCT

Broome

MORIC

CNYRIC

MHRIC

State-wide

Data

Warehouse

Yonkers

Monroe

LHRIC

WFL

Level 2

Nassau

Rochester

Suffolk

WNYRIC

Buffalo

Syracuse

SED Data Repository

NYC

Level 3

slide16

NYS Unique ID System(NYSSIS)

  • Relies on a standard “student identification data set”
  • Data is submitted through regional student data warehouses and ID is returned to the warehouse
  • Matching engine uses clues and rules to match students to existing ID
  • Three choices:
    • Match
    • New ID
    • Near match
  • Human review for less than 1%
  • NYSED will not have access to any personally identifiable information
slide17

Regional

Data

Warehouse

(Level 1)

State ID

District

SMS

Student ID

Data Set

NYSSIS

Near Match

Resolution

word splash
Word Splash

Graduation Cohort

Fall Snapshot

Participation Rate

College and Career Readiness

NYSESLAT

Accountability Subgroups

Performance Index

SIRS

Effective AMO

AYP

PD Reports

AMO

COGNOS

Value-Added

NYSAA

Data Warehouse

Differentiated Accountability

Continuous Enrollment

BEDS

Safe Harbor

AVR

Accountability Cohort

NYSSIS

Growth Model

jargon lingo requirements
Jargon – Lingo- Requirements
  • Source Systems
  • Location Codes
  • BEDS Codes
  • Templates
  • Refreshes
  • Program Facts/Services
  • Data Source Matrix
  • TSDL
  • APPR
source systems
Source Systems
  • What kinds of data does your district collect?
  • What student management systems are used in your school or district?
  • Where are the data stored?
  • Who has access to the data?
  • How will you get it in the proper format required for the warehouse?
  • How will you get the data to the warehouse?
  • Do you store all the required data elements?
location codes
Location Codes
  • What are they and why are they important?
    • Building code that uniquely identifies the building in which a student is enrolled.
    • Typically assigned by the local school student management system
    • All students need to be identified with a location code in the warehouse that is mapped to a location code in your student management system.
    • The location must be valid and in SEDREF
slide22

RIC Areas of Involvement

  • Data Readiness
  • Data Loading
  • Data Exchange
  • Data Analysis
data readiness
DATA READINESS
  • Supporting/training the district data administrator
  • Working with schools to make all changes in the source system or training them in the use of the Level 0 Toolkit
  • Getting multiple systems to have the same data, student id, etc.
data loading
DATA LOADING
  • Enables a district to load accurate data into available data domains from their data sources or from Level 0 Toolkit
  • Includes the extraction, transformation, and loading of data
  • Provides the necessary templates for load file requirements for the unique student ID and for state reporting requirements
data exchange
DATA EXCHANGE
  • Focuses on reducing paper and redundant reports
  • Supports the exchange of data with the State-wide Data Warehouse and the Unique Student Identification System (NYSSIS)
  • Includes standardized verification reports and the transmittal of data to the State-wide Data Repository
data analysis
DATA ANALYSIS
  • Enables a District to utilize their data for presentations, analysis, and reports in various environments and formats
  • Access to Cognos Data Cubes, and tools such as ReportNet, DataMentor, and GrowNet
what is the status of our regional data warehouse
What is the Status of our Regional Data Warehouse
  • We have all 50 districts participating in the regional data warehouse
  • We also have 3 charter schools and over 43 non-public schools participating
  • Our warehouse currently includes all ELA and Math assessment files for grades 3 - 8 from 1999 through 2012 as well as Science 4 and 8, and Regents exams
dw issues continued
DW issues continued
  • We currently have more than 130,000 student records in the warehouse.
  • In addition to the demographic data, all 90 plus districts have uploaded their program service data, entry/exit data, staff, course, SSC, and assessment data
  • All of our Districts currently have access to nySTART, Cognos PowerPlay, and the Level 0 toolkit
dw status continued
DW Status Continued
  • All of our districts have assigned a data administrator to oversee the process for their district
  • There are bi-monthly data administrator meetings held at the RIC to communicate the rules, requirements, timelines, processes, necessary for data readiness, cleaning, and loading
slide31

Data DomainsData Groupings (clusters, marts)

  • Student Demographics
  • School Enrollment
  • Program Fact
  • Assessment Facts
  • Assessment Item Response
  • Special Education
  • Student Daily Attendance
  • Course – Student/Instructor
  • Staff
  • Discipline
  • Transportation
  • Food Service
  • Extracurricular Involvement
  • Budgets and Spending
demographic file student lite
Demographic File - Student Lite
  • POST GRADUATE ACTIVITY
  • STATUS
  • LAST STATUS DATE
  • DIPLOMA TYPE CODE
  • DATE OF ENTRY GRADE 9
  • POLIO INOCULATION DATE
  • ADDRESS
  • ADDRESS LINE 2
  • CITY
  • STATE
  • ZIP CODE
  • HOME PHONE
  • GUARDIAN NAME
  • GUARDIAN NAME 2
  • PLACE OF BIRTH
  • DISTRICT CODE
  • SCHOOL IDENTIFIER
  • SCHOOL YEAR
  • STUDENT ID
  • LAST NAME
  • FIRST NAME
  • MIDDLE INITIAL
  • CURRENT GRADE LEVEL
  • HOME ROOM
  • BIRTHDATE
  • GENDER
  • ETHNIC CODE
  • HOME LANGUAGE
  • DURATION OF LEP
student enrollment
Student Enrollment
  • Student enrollment looks at student enter and leave dates.
  • It also looks at how students are coded when they enter and leave, such as, entering from a public school in NYS, or leaving to attend a non-public school.
program fact services
Program Fact/Services
  • These are facts about students
  • They have a beginning date, and can have an ending date.
  • Typical Program Facts would be Free and Reduced Lunch, LEP, Disability, Reading First, NCLB groups (Title One).
old habits die hard
“Old habits die hard”
  • At this point, the data warehouse is as much, if not more about culture change than it is about being a data repository
  • It is forcing districts to look at their data, and their processes and procedures for collecting data in ways they never had in the past
  • It is also forcing district personnel to be very accurate with coding, classifying, and enrolling students
  • It has led to countless enrollment and accountability questions (I.e. homeschoolers, homebound, out of district, GED, ungraded (testing), etc.)
how will i get data from the warehouse
How will I get data from the warehouse?
  • Each district will have users that will have access to reporting tools for the warehouse
  • nySTART
  • Cognos Level 1 and L2RPT
contact information
Lori DeForest

Supervisor, Data Analysis Services

[email protected]

(315) 433-2247

Contact Information

Donald DeJohn, Ph.D.

Project Manager, Data Warehouse

[email protected]

(315) 433-2217

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