Education Management Information System Redesign for Longitudinal Data

Education Management Information System Redesign for Longitudinal Data (EMIS_R) Presented by: Office of Information Policy and Management November 18, 2008

What is SIF? • SIF = Schools Interoperability Framework • Provides a technical blueprint for enabling diverse applications to interact and share data • Can be used horizontally or vertically

EMIS Redesign (EMIS_R) • What Is EMIS_R – New Vertical Reporting Framework (VRF) • Using SIF (Schools Interoperability Framework) Standards • ITC to ODE – Pieces to framework are hosted at the ITC – Vendor responsibility stops at the ODE ODS (operational data store) – SSID Enhancement • Operates in a SIF environment

SIF Vertical Integration Benefits • • Automated, real-time data collection LEA/ITC review of data Accurate, high quality data Reliability and Security

SIF Terms – Vertical Reporting • Zone – a logical collection of applications, agents, and a ZIS that exchange information with each other. Zones can be set up to exchange data at different levels. They are typically established at the district level, and are also frequently set up for each school. • Agent – A software program that serves as the intermediary between the software application and the ZIS • Data Collector – A software program responsible for collecting data from local SIF-based data sources or non-SIF sources and for managing the reporting processes at the regional site. • Zone Integration Server – A software program that serves as the central communications point in a SIF Zone • Report Collector – A software program which enables the user to manage the data collection process through the vertical reporting framework • Report Manifest – Technical definition of the data elements to be collected and the valid timeframes for the collection. It is through the manifest that previews, validations, timeframes are defined for a data collection.

Vertical Reporting Framework • Components – Application Agent • DASL, e. SIS, USAS, USPS – Data Collector – district user interface – Zone Integration Server (ITC & ODE) – Report Collector – ODE user interface

Vertical Reporting Framework • What impact is there if the district does not utilize an application that supports SIF? – Flat file submission continues – but not forever • FY 15 is a potential year for districts to have applications which support SIF • Time is Needed – Districts need time to convert – Software Vendors / ODE need time to ensure that all data elements are covered via an application supported by SIF

Vertical Reporting Framework • So How Does It Work – Request / Response Methodology – Simply Stated: ODE sends a request - Report Manifest District responds

EMIS_R District SEA Data Store Report Adapter SIFWorks VRF Report Collector SIS Application SIFWorks VRF Data Collector Other SIF-Enabled Applications Other Applications CONFIDENTIAL Copyright© Edustructures 2008 Internet

Vertical Reporting Framework

Data Collector • Hosted by the ITC • District/ITC User Interface • Access – Single sign on – Role based • Reviewer • Collector • Submitter

Data Collector • Data Sources – Set up of data sources occurs through your ITC • SIF enabled applications (DASL, e. SIS, USAS & USPS) • Non-SIF enabled applications – Flat file is placed in a predetermined location • Length of Time – Size of district will impact how much time is needed for a collection to complete – Pilot will help to inform

Data Collector • Four Main Stages – – Collection Preparation and validation Preview Submission • Three Main Tabs – Collection Requests – Collection Status – Submissions

Data Collector • Collection Requests Tab – This is the main tab that districts will use – Report Manifests are listed (see slide 5) – A collection for any manifest listed can be • started from this tab • stopped from this tab if a collection has begun and not yet finished • Validated • Reviewed • Cancelled

Data Collector • Collection Requests Tab cont’d – Report Preparation and Validation • Able to review the data collection in a formatted view – can be downloaded • Able to review the validations which occur at the DC level – Valid options – Within district checks • Submission can occur if data does not meet validation • Not all invalid data is included in the submission to ODE – Dependent on error type

Data Collector • Other Main Tabs – Collection Status & Submissions • A means by which you can monitor the data submission process – How far along in your collection – What the status is once the data is sent to ODE

SSID Enhancement • Within the SIF Framework • If not using a SIF enabled application the enhancement does not impact you. • How does it work – Dependent on 9 required elements being entered – When entered the request automatically goes to the SSID system and returns an SSID (ideal situation) – Multiple matches – solving as is today

SSID Agent District (Exact Match or No Match Scenario) SSID Vendor Unique Student Identifier Application Student Resolver Agent ZIS SIS CONFIDENTIAL Copyright© Edustructures 2008 ITC ZIS SSID Interface School or District Unique returns System. Enters Staff State ID issued unique State ID Student Information Internet

Timeline 2008/2009 Dec Jan Pilot Hardware/Install • Pilot • MEC, NOACSC, NWOCA • 11 Districts • K, M, & P • Hardware/Install • Remaining Regional Sites Feb Mar Training Apr May Jun Performance Period Training – Districts • Training • Regional Sites • Training Districts • ITC/ODE • Statewide testing of VRF • C, M, N, & P + new reporting period • software waiver districts – limited participation

Changeover to EMIS_R • When will the actual change to the new VRF begin? – Discussion still on-going – Not Yearend – Potentially the new Graduate Reporting Period (but not prior to July) – Financials? ? ? – October 2009 – YES!

Questions?