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CIO Leadership Forum

CIO Leadership Forum. Debbie Karcher CIO, Miami-Dade County Public Schools. Outline for Customer Presentation. Background on Miami Dade County School Board District Challenges Overview of Solution & Performance Management Vision Deployment Product Snapshots Results and Benefits

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CIO Leadership Forum

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  1. CIO Leadership Forum Debbie Karcher CIO, Miami-Dade County Public Schools

  2. Outline for Customer Presentation • Background on Miami Dade County School Board • District Challenges • Overview of Solution & Performance Management Vision • Deployment • Product Snapshots • Results and Benefits • Key Learnings • Experience with Cognos • Next Steps

  3. Background • Fourth-largest U.S. school district • 376 public schools; 85 Charter schools • Serving 2,400 square miles • 345,000 students • 53,000 employees • More than 180 Home Languages • Mobility rate of 40% • $6.1 billion budget

  4. District Challenges • Requirement to facilitate data driven decision making aligned to District goals • Tremendous pressure on the District because of data requirements of No Child Left Behind (NCLB) • District-wide performance management based upon key performance indicators • Necessity to tie strategic initiatives to outcomes for both budget and performance management

  5. District Challenges • District move to zero-based budgeting paradigm • Many disparate systems and legacy mainframe systems not integrated • Need for agile response to rapidly changing District information needs • Diminishing budget and staff resources

  6. Overview of Solution & Performance Management Vision • Implement a three pronged approach for agile information delivery utilizing data warehouse, portal and business intelligence (BI) technologies • Increase Student achievement • Improve operations • Extend the life and enhance functionality of legacy systems • Provide data to all of our users

  7. Overview of Solution & Performance Management Vision Obtain an enterprise planning system that accommodates the zero-based budget model and interfaces to the District Strategic Planning System Expansion of historical data in the student performance data warehouse that will facilitate targeted instruction, prescriptive teaching and predictive analysis capability on an individual student basis 10/31/2014 7

  8. Overview of Solution & Performance Management Vision • Extend the use of business intelligence tools that permits educators and administration to monitor key performance indicators, create individual queries, perform ad-hoc reporting and perform real-time analysis, all in an easy to use, graphical web interface

  9. Deployment • August 2005 Deployment begins • Deployed Cognos 7 Business Intelligence in January 2006 • Initially to 150 “Power Users” in departments such as School Operations, Curriculum and Instruction, Budgeting, Personnel, Performance Improvement, Data Analysis, Transportation, Capital Construction and Maintenance • Enterprise license now in place with over 50,000 authorized users to Cognos BI • Currently running 8.2, in process of upgrading to 8.3

  10. Deployment • June 2006 • Cognos Connection was integrated to the District Portal Lite including single sign-on capability • September 2006 • Target for improvement (COMSTAT ) reports were developed • February 2007 • Implemented Cognos Budget Planning System integrated to the District Strategic Planning system • August 2007 • Cognos Metrics Studio was integrated into the District SharePoint Portal (Microsoft Office Sharepoint Server 2007)

  11. Deployment December 2007 Cognos Enterprise Training package including combination of computer based training, curriculum development with District trainers and coupons for Cognos training January 2008 HR and Position Control Data Mart deployed April 2008 School Based Budget added to Cognos Budget Planning System and all school site users (800+) trained 10/31/2014 11

  12. Data Flow Diagram AIDS Nightly Active Directory Update via MIIS and EXAAM for Employee and Student Account Management (400,000+) Mainframe - Student, Class & Academic - Testing - Finance - Human Resources - Payroll - Supply & Distribution - Work Order - Food Services - Textbook ETL - Informatica Pkgs - Mainframe Extracts - TransformationProcesses - FTP - DTS Pkgs - Cleansing Processes Gradebook Nightly update to gradebook student, teacher, course, etc. information Reporting Services Cognos (Main) Primary Cognos production and developmentenvironments Nightly Refresh, Delta Only Data Warehouse - Staging Tables - Operational Data Stores (ODS) - Data Marts (Fact & Dimension) - Cubes ( Aggregation/Summary) Server & External - Edusoft Assessment - Magellan Facilities - Site Deficiences - Student.Net Apps - Business.Net Apps - Transportation - Budget Cognos (Portal) Cognos instance for Portal running V3 Single Sign-on (SSO), web parts and intelligent linking. SharePoint Portal Content driven from data warehouses. Transaction updates to application tables and mainframe systems. Transaction Process Data Transport Only

  13. Cognos Budget Planning

  14. Cognos Budget Planning 10/31/2014 14

  15. Cognos Budget Planning 10/31/2014 15

  16. Cognos Budget Planning 10/31/2014 16

  17. Cognos Budget Planning 10/31/2014 17

  18. Cognos Metric Studio Main Metrics Studio List 10/31/2014 18

  19. Cognos Metric Studio Drill in to a Specific Metric Main Metrics Studio List 10/31/2014 19

  20. Cognos Metric Studio Drill from Report into Student List Drill in to a Specific Metric Main Metrics Studio List 10/31/2014 20

  21. Cognos Metric Studio Drill from Report into Student List Drill in to a Specific Metric Drill to Student Profile: 3 years of Grades, Attendance, FCAT, Content, ESE … Main Metrics Studio List 10/31/2014 21

  22. COMSTAT • COMSTAT Report permits the Superintendent and Region staff to measure school performance on 24 parameters in both a discrete and cumulative fashion

  23. Experience with Budget Planning Implementation • Important because not only was the product right for M-DCPS but it was implemented in record time • Implementation was turn-key • Project management • Requirements gathering • Implementation • Testing • Training • Knowledge transfer

  24. Experience with Budget Planning Implementation • Benefits • Pre-populated information reducing time and increasing data integrity • Provide users the ability to change budgets and create “what ifs” • Provide management rapid feedback and answers • Will continue to be the Budget Planning tool through and after SAP financial implementation

  25. Key Learnings • The Watershed • Once staff who never had access to information become empowered, the requests for new reports, models, cubes, etc. escalate rapidly. Ensure you have sufficient data warehouse and Cognos resources to manage • Official vs. User Created Reports • Once data models are provided to users for query and reports building, they may produce reports with different results than the “Official” reports. Establish clear business rules and embed, to the greatest extent possible, these rules in the data layer. Also, sign “Official” reports to differentiate them from those created by end users • Leverage Cognos CBI Training • It can be impossible to train all users hands-on. Cognos CBI courses make an excellent alternative

  26. Experience with Cognos • Extended a number of opportunities to M-DCPS making it financially possible to extend our licenses to the enterprise • Rapid implementation of both Budget Planning and School Based Budget • Have also been a willing partner • Have assisted us in our strategic planning • Understand budget constraints

  27. Results and Benefits • Improved student achievement through targeted instruction • Improved student performance through better school staffing • Reduced district costs through improved operational efficiency and reduced district costs through improved budgeting • Increased credibility in overall systems and products

  28. Results and Benefits • Information delivered to all employees including principals, teachers, and administrative employees • Made Information Technology Services a flexible and agile organization able to quickly respond to information requests

  29. Next Steps • Continue to expand the use of Cognos and provide professional development for more power users • Extend the use of Key Performance Indicators to all employees and display with Metrics Manager • Use Cognos to help trigger action based on student performance and apply and track intervention activities

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