PIMS - A year in review and what to expect.... A

1. PIMS - A year in review and what to expect.... A/CAPA Fall Meeting Dave Ream – PIMS Project Manager Deb Rodrigues – Assistant PIMS Project Manager October 10, 2008

2. Agenda Review of Year 1 Plans for Year 2 Q&A

3. PIMS Update First Year of PIMS included implementation of: Automated and secure data collection from LEAs Data warehouse – eScholar Complete Data Warehouse Reporting and analysis tools – Cognos Pilot group Level 1 Help Desk implementation Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar. Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar.

4. PIMS Status PIMS has: Collected data on more than 1.8 million students Demographic data Program participation School enrollment Collected data on more than 150K staff members Demographic data Staff Assignments Collected data on more than 11 million course enrollments Generated the Precode file for the PSSA exams Provided over 500 reports for LEAs and PDE Replaced 8 existing PDE data collections Collected information on 2006-2007 First time 9th graders Collected data on Student Attendance (Child Accounting), School Calendars, and Career and Technical Education Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar. Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar.

6. PIMS Data Collections Accuracy Certification Statements (ACS) have been developed for the following areas: Student Enrollment Staff Assignments Limited English Proficiency Course Enrollments and Instructors Low Income Career and Technical Education (CTE) Graduates Dropouts Highly Qualified Teachers (HQT) Data Services continues to work with LEAs on completing their data submissions and certifying the accuracy of their data Data quality has been a key challenge in the first year

7. Impact of PIMS on PDE Collections/Systems

8. Upcoming Significant PIMS Activities Generation of initial HQT, CTE, and Child Accounting Reports Review of HQT reports when available will be critical LEA task Child Accounting collection done in “parallel” for the 2007-08 school year. Parallel results will be very important and PIMS Child Accounting reports should be reviewed carefully by LEAs when available. Continuation of the PIMS Pilot group Pilot group provides invaluable advice and input to the PIMS team Webinars to discuss school year 2008-2009 changes

9. LEA Participation Summary

10. PIMS – Year 2 The goal for year 2 of PIMS is to minimize change as much as possible and improve data accuracy and timeliness. Year 2 activities include: Expansion for Post-Secondary Completed PAsecureID Implementation PIMS Post-Secondary Requirements Analysis Planned Post-Secondary Pilot – May 2009 Initial Post-Secondary Data Collection – October 2009 Note on Scope: Pre-K -12 data is currently in the scope for years 2 and 3. These students have PAsecureID’s in the LEA systems. With that said, the vision of PIMS would be to incorporate OCDEL and Higher Education student-level information into PIMS. It is feasible to begin planning to bring in OCDEL and Higher Ed at this time. Note on scope areas: The following systems may be loaded into PIMS from existing systems: Safe Schools, Special Ed, Migrant, Assessment, CATSNote on Scope: Pre-K -12 data is currently in the scope for years 2 and 3. These students have PAsecureID’s in the LEA systems. With that said, the vision of PIMS would be to incorporate OCDEL and Higher Education student-level information into PIMS. It is feasible to begin planning to bring in OCDEL and Higher Ed at this time. Note on scope areas: The following systems may be loaded into PIMS from existing systems: Safe Schools, Special Ed, Migrant, Assessment, CATS

11. PIMS – Year 2 - Continued Data Collection Expansions/Changes Assessment Data (Loaded by PDE) Special Education – Parallel for 2008-2009 school year Student Grades Financial Data (Loaded by PDE) Minor changes in code sets and valid values Functionality Expansions Reporting for Principals School District Accountability Reports Implementation of PDE’s Data Access and Use Policy Note on Scope: Pre-K -12 data is currently in the scope for years 2 and 3. These students have PAsecureID’s in the LEA systems. With that said, the vision of PIMS would be to incorporate OCDEL and Higher Education student-level information into PIMS. It is feasible to begin planning to bring in OCDEL and Higher Ed at this time. Note on scope areas: The following systems may be loaded into PIMS from existing systems: Safe Schools, Special Ed, Migrant, Assessment, CATSNote on Scope: Pre-K -12 data is currently in the scope for years 2 and 3. These students have PAsecureID’s in the LEA systems. With that said, the vision of PIMS would be to incorporate OCDEL and Higher Education student-level information into PIMS. It is feasible to begin planning to bring in OCDEL and Higher Ed at this time. Note on scope areas: The following systems may be loaded into PIMS from existing systems: Safe Schools, Special Ed, Migrant, Assessment, CATS

12. PIMS Year 2 Collections

13. PIMS Year 2 Collection Windows

14. Child Accounting Parallel Calendar, attendance and membership data from CAD and PIMS are being compared for a select group of Pilot LEAs to validate the results of the PIMS parallel collection Differences are being identified and we are working with the LEAs to explain and/or resolve these differences This information will be used by PDE to make the decision on the retirement of the CAD system

15. Child Accounting Related Reports The following Child Accounting related reports are available to LEAs: Early Intervention for School-Age Children Early Intervention for School-Age Children Errors - Dates Not in School Year Early Intervention for School-Age Children Errors - Duplicate IDs Early Intervention for School-Age Children Errors - Invalid Age Early Intervention for School-Age Children Errors - Missing or Invalid Instructional Time Homebound Instruction Homebound Instruction Errors - Dates Not in School Year Homebound Instruction Errors - Duplicate IDs Homebound Instruction Errors - Missing or Invalid Instructional Time Calendar Errors - CTC Missing Calendar Programs Code Calendar Errors - Days in Session Plus Act 80 Days < 180 Calendar Errors - Graduation Ceremony Date Before Instruction End Date Calendar Errors - Scheduled School Days > 220 Calendar Errors - Standard Minutes > 480 

16. Child Accounting Related Reports – Cont. Instructional Time Summary - All Calendars Invalid Calendar Program Code Submissions PIMS School Calendar Template Details PIMS School Calendar Template Summary Valid Calendar Program Codes Instructional Time and Membership Report Membership Report for Institutionalized Children's Programs Membership Report for Private Residential Rehabilitative Institutions Membership Report for State-Owned Schools Mismatched Districts of Residence Mismatched Residence Statuses PIMS Student Calendar Fact Template Details PIMS Student Calendar Fact Template Summary Student Calendar Fact Errors - Adults in Secondary Programs Student Calendar Fact Errors - Days Enrolled > Days in Session Student Calendar Fact Errors - Invalid District of Residence Student Calendar Fact Errors - Invalid Funding District Students With Multiple Calendar Fact Records Validation of Residence Status Code for School Districts

17. Future Enhancements Access through Ed Hub portal – March 2009 This will provide the ability to have more levels of security for access to PIMS reports. Improvements to Data Manager – June 2009 This will provide the ability to improve the level of control over which templates are submitted for each collection and simplify the process for enabling LEA overrides for specific data collections. Delete Module – November 2008 This will improve PDE’s ability to respond to and process LEA delete requests.

18. PIMS Tools and Resources Document Repository: PIMS User Manual Volume 1: Business Rules Rules for reporting students Rules for reporting staff Template Descriptions Template Layouts Field definitions Field lengths Business rules Frequently Asked Questions Volume 2: Valid Values (Code Sets) Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar. Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar.

19. PIMS Tools and Resources Document Repository (cont) Who Reports Whom Who Reports What PDE Data Access and Use Policy PIMS Access DB PIMS Webinars Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar. Read 1st bullet 2nd bullet comment: Assigning the PAsecureID and integrating them into the 733 LEA systems was the KEY critical 1st step to allow longitudinal tracking of individual student data across years and school districts. Read 3rd bullet EScholar Data Warehouse is a proven Educational Data Warehouse solution that has been implemented in many states as their Longitudinal Data Warehouse System. EScholar has interfaced with the major SIS vendors which is key to the LEA transition, particularly in the very tight time frame left in year 1 EScholar is the only Educational Data Warehouse solution implemented in many states. Dave, Sharon, Alan – please jump in here and list the benefits of going with EScholar.

20. PIMS Tools and Resources Training: PIMS Webinars and PowerPoint presentations are available in the PIMS document repository Staff Data Submission CTE Child Accounting PIMS Reports SIS Vendor Webinars Help Desk: Frequently Asked Questions Searchable Knowledge Base Online Help Request Form Contact point for Data Submission Overrides and Data Deletes Hours: M-F 8 AM to 4 PM Phone: 1-800-661-2423

21. Questions and Answers