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Special Education Data Pipeline April 11 th , 2013

Special Education Data Pipeline April 11 th , 2013. Topics for Discussion. Data Pipeline Project Overview Collection Submission Process Glossary of Terms How to Prepare Review the file layouts Pilot, Pilot, Pilot Familiarize yourself with the new roles within Data Pipeline

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Special Education Data Pipeline April 11 th , 2013

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  1. Special Education Data Pipeline April 11th, 2013 1

  2. Topics for Discussion • Data Pipeline Project • Overview • Collection Submission Process • Glossary of Terms • How to Prepare • Review the file layouts • Pilot, Pilot, Pilot • Familiarize yourself with the new roles within Data Pipeline • Review internal processes • Status Update • Where we are today • ESSU Statewide Data Management System and the IEP Interchange • OIM (IdM)

  3. Data Pipeline - Project Overview

  4. Glossary of Terms 4

  5. Collection Submission Process • Current Process - ADE • Point-in-time • Level 1 & 2 edits – collection specific • Text files only • Each collection has a collection owner • New Process – Data Pipeline • Interchanges rather than collections • Ed-Fi data model (national standard) • Level 1 business rules • Submission options • Interchange specific • Snapshots • Pulls data from interchanges • Level 2 business rules

  6. Data Pipeline – How to Prepare

  7. Data Pipeline – How to Prepare • Speak with vendors, business owners and IT staff • Communicate within your local education agency (LEA) • Communicate beyond your LEA • Determine your role • Get involved in pilots • Tune in to Town Halls • Attend training webinars • Complete the self assessment • Access the online curriculum • Check updates on the ADE replacement web site 7

  8. Data Pipeline – Work with Vendors • For each interchange • Determine how file will be created • Vendor product generates • IT pulls • Self-created • Template • Is there any additional information that must be pulled in? • Who has it? • How will you get it? • Who will ensure it is placed into the file? 8

  9. Vendors Contacted • Alpine • Edupoint • Go Edustar • Harris School Solutions • Infinite Campus • Pearson • Power School • Tyler Technologies (FormerlyInfinite Visions) • Specialized Data Systems • Weidenhammer 9

  10. Interchanges • Data sent to CDE from district’s system • Submit at any frequency • Submit with flat file or Web services (in development) • Based on common data rather than reporting requirements • Student • Staff • Special Education IEP • Discipline

  11. Interchanges

  12. Student & Enrollment • 3 files • Student Demographics • School Association • Advanced Course Completion • Contact information • Heather Ford-Sajovetz • Ford-Sajovetz_H@cde.state.co.us • 303-866-6755 • Kevin Smith • smith_kevin@cde.state.co.us • 303-866-6723

  13. Student & Enrollment 13

  14. Student & Enrollment 14

  15. Student & Enrollment 15

  16. Staff Interchange • 2 Files • Staff Profile • Staff Assignment Association • Contact • Annette Severson • Severson_a@cde.state.co.us • (303) 866-6824 16

  17. Staff Interchange 17

  18. Staff Interchange 18

  19. Discipline Interchange • 2 Files • Discipline Incident • Discipline Action • Contact • Kristi Gleason • Gleason_k@cde.state.co.us • (303) 866-4620 19

  20. Discipline Interchange 20

  21. Discipline Interchange 21

  22. Special Education IEP Interchange • 3 Files • Special Education Child • Special ed.student demographic info (Facility, Part C, PPPS, SOPs) • Student Special Education Participation • Program and participation data • Student Parent Association • Parent or guardian contact information • Contacts 22

  23. Special Education Child Special Education IEP Interchange 23

  24. Special Education IEP Interchange 24

  25. Special Education IEP Interchange 25

  26. Special Education data flow • Data uploaded to the IEP Interchange through the ESSU Statewide Data Management System. (Single sign-on) -Level 1 errors at the IEP Interchange (corrections can be made at the Interchange but we encourage you to update your source system) -Level 2 errors at the Snapshot (corrections cannot be made here, must be done at Interchange and then updated in source system) 26

  27. Special Education IEP Interchange Workflow AUs participating in the state project will click on Gather data, review error validations and Submit AUs enter the IEP Interchange and Upload file(s). • AUs enter data into the IEP Interchange • AUs participating in the state project will submit electronically via command • AUs not participating in the state project will upload files • Data format is checked; Level 1 edits are run; and, email notifications are sent re: errors • IEP Interchange is scheduled to upload to main Pipeline on a regular schedule based on load capability (15 minutes) • Pipeline processes the file, including business rule validation • Errors are corrected at the local level and files are resubmitted to the IEP Interchange AUs view data errors, return to the IEP Interchange and correct data and resubmit AUs view Level 1 error validation reports and correct data and then edit records or resubmit file Yes Data file from IEP Interchange will be uploaded to Pipeline on a regular schedule (15 minutes or less based on load capability) Snapshot: Level II Data Validations Done No 27

  28. Snapshots • Snapshot data taken directly from Interchanges • Corrections to Snapshot data • Made in the source Interchange file(s) • Interchange File(s) resubmitted • Snapshot created again • Snapshots represent a ‘point-in-time’ of the data 28

  29. File Relationships • http://www.cde.state.co.us/rise/ADEReplacement-Development.asp 29

  30. Status Update

  31. Know Data Pipeline Before 2013-14

  32. Special Education Pilot Dates • Special Education Discipline *Note: all dates tentative!! • Pilot Phase I May 2013 • Pilot Phase II July/Aug./Sept. 2013 • Special Education December Count • Pilot Phase I May 2013 • Pilot Phase II July/Aug./Sept. 2013 • Special Education End of Year • Pilot Phase I June 2013 • Pilot Phase II July/Aug./Sept. 2013 32

  33. Communicate Internally • Work Structure of Data Pipeline • Determine individuals responsible for each submission • Interchanges provide data for more than one snapshot • Same individuals • Different • Collaboration • Authoritative source for data • Which system will provide the finalized data? • Only provide data one time- if multiple sources, select the best • Ensure file naming convention in place • ADE used file type + district code + version number • File location management • Determine which snapshots, periodic and year round submissions will be piloted 33

  34. External Communications for SPED • Manner in which data flows within the Pipeline will increase the need for external communication between Districts, Administrative Units (AUs), and BOCES • It will be up to AUs and Districts to determine who should submit their SPED data files • AUs will still be accountable for all SPED data reported and thus will need to work closely with their District counterparts to be sure accurate data is reported 34

  35. User roles within Data Pipeline • Interchange User roles: • LEA Viewer: able to view data. Read only access • LEA User: able to upload, edit, and submit data to Interchange • Snapshot User roles: • LEA Viewer: able to view data. Read only access • LEA User: can create and update snapshots • LEA Approver: has same permissions of the LEA User role AND able to provide final sign-off of data 35

  36. User roles continued • Individuals may have only one role per dataset (interchanges or snapshots). • Individuals may have access to multiple datasets. • Example : An individual needs user access to the Student Interchange and Student October Snapshot. • User roles: • PIPELINE-XXXX-STD-LEAUSER • PIPELINE-XXXX-OCT-LEAUSER (not able to sign off on data) 36

  37. Participate in Hands-On Experience • In advance of the 2013-14 implementation, take the opportunity to: • Participate in Pilots • Become familiar with the system • Prepare files for the Data Pipeline • Specify authoritative data sources • Discover collaboration needs • Resolve issues related to missing data

  38. Transition Readiness Assessment • Self Assessment tool aligned with curriculum Rubric • Includes Essential Indicators to help identify areas of risk in transition to Data Pipeline • Essential Indicators are scored in terms of Operational Measures to identify fundamental capabilities and challenges. • Essential Indicators are scored in terms of priority and cost to the LEA to help with transition and continued improvement planning

  39. Oracle’s Identity Management

  40. What is Oracle’s Identity Management? • Single sign-on for State systems • Set up permissions for users • Provide access to applications (CEDAR, CAESAR, Growth Model, Course Codes, etc.) • Districts maintain logins • Districts assign access to State systems

  41. How will Identity Management help me? • Districts control logins • Single sign on for the State • User controls the password • CDE cannot identify your password or make changes • Multiple users can access a single system • Users have different levels of access • View • Create snapshot • Approve snapshot • All future applications use Identity Management

  42. How do I find my district LAM? • Request access from Local Access Manager • Email • Call • Personal visit • Who is my LAM? • Superintendent is the ultimate administrator • Email request datapipeline.support@cde.state.co.us for LAM • Receive URL to access list of Local Access Managers

  43. Service Request from LAM • Follow the link to: • https://cdeapps.cde.state.co.us/index.html • Look for ‘Request for Assistance’ on left hand side • Complete the form • Do I have an account? • Reset password?

  44. Resetting your password • Follow the link to: • https://cdeapps.cde.state.co.us/index.html • Click on an application on the left hand side. • Your username is your email • Forgot my password

  45. Technical Assistance Efforts Increasing • Town Halls on high interest topics • Submission specific webinars • Special Education Specific Webinars • Process change webinars • Special Education Regional Trainings (Fall 2013) • Self Assessment • datapipeline.support@cde.state.co.us

  46. Resources • Data Pipeline Website • Information on Interchanges, Snapshots, Year-Round Collections, Periodic Collections, Trainings, Resources, FAQ’s and Contacts • File Layouts • Recorded Webinars and Training Tutorials • Data Pipeline Project ADE Replacement Website http://www.cde.state.co.us/rise/ADEReplacement.asp • Details on the Data Pipeline Project • Timelines • Pilot participation • Definitions and Terminology • Get to Know Pipeline Activity • IDM Website https://cdeapps.cde.state.co.us/faqs.html • What is Identity Management • FAQ’s • User Policy • IDM Videos 46

  47. Who Are We? • Project Manager for Data Pipeline: • Lisa Bradley (303) 866-4902  bradley_l@cde.state.co.us • Project Manager for ESSU Statewide Data Management System • Cindy Millikin (303) 866-6619 millikin_c@cde.state.co.us • Director of Data Services • Jan Rose Petro (303) 866-6838 petro_j@cde.state.co.us

  48. Who Are We? • Data Services Unit: • Kevin Smith (Student October/Student Interchange) (303) 866-6723 smith_kevin@cde.state.co.us • Heather Ford-Sajovetz (Student End of Year) (303) 866-6755 ford-sajovetz_h@cde.state.co.us • Annette Severson (Student Discipline and HR/Staff Interchange) (303) 866-6824 severson_a@cde.state.co.us • Dennis St. Hilaire (Directory and Report Card March) (303) 866-6840 st.hilaire_d@cde.state.co.us • Debbie Puccetti (RITS/EDIS) (303) 866-697 puccetti_d@cde.state.co.us • Kristi Gleason (December Count/SPED Interchange/Student Discipline) (303) 866-4620 gleason_k@cde.state.co.us • Lindsey Heitman (SPED End of Year) (303) 866-5759 heitman_l@cde.state.co.us • Exceptional Student Services Unit • Kathy Baca (303) 866-6989 baca_k@cde.state.co.us • Orla Bolger (303) 866-6896 bolger_o@cde.state.co.us • Melissa Chaffin (303) 866-6819 chaffin_m@cde.state.co.us • Sonia Vargas (303) 866-6649 vargas_s@cde.state.co.us • datapipeline.support@cde.state.co.us

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