Improving State and Local Data Systems Dr Larry

Improving State and Local Data Systems Dr. Larry Fruth II Executive Director

Change Management Vision Skills Incentives Resources Action Plan Change Skills Incentives Resources Action Plan Confusion Incentives Resources Action Plan Anxiety Resources Action Plan Vision Skills Incentives Action Plan Resources Gradual Change Frustration Not Implemented

Sub-Committees SIF Board of Directors Executive Finance HR Executive Director Education Advisory Panel Technical Board Vertical Working Groups: Vertical Reporting TF Administration Applications (9) Infrastructure (1) Implementation TF Learning Applications (6) Meta-Data TF Learning Communities (2) SIIA Transition TF Committees International Task Forces: Features/Functionality TF Legal Membership / Marketing Policy / Procedures Certification

Vertical Reporting Task Force E-Transcript Task Force Implementation Task Force Technical Board WORK GROUPS (18): Administrative Applications (9 workgroups) Student Information System (SIS) Gradebook Special Programs Food Service Library Management Transportation HR + Finance Professional Development Facilities Management Meta-Data Task Force SIIA Transition Task Force Infrastructure (1 workgroup) ZIS + Agents Learning Community (2 workgroups) Communication / Collaboration / Portal Tools Data Warehouse / Decision Support Learning Applications (6 workgroups) Academic Standards / Curriculum Assessment Instructional / Course / Learning Management Systems Student Work Portfolio Digital Library Online Tutoring

SIF Components Working Together – Zone Integration Server (ZIS) – SIF Agents Student Information Services Library Automation Network Account H. R. & Finance Food Services – Applications – SIF Data Objects Data Analysis & Reporting Grade Book Instructional Services

Utilizing SIF Can: “Distribute Functionality” (1) Empower local systems with respect to technology (2) Encourage innovation by vendors and local districts (3) Allow local systems to be heterogeneous (4) Make salient the need for data standards (5) Address the 'local control' issue (6) Provide local entities with technical capabilities that can be applied in other applications of SIF that can save money when implementing other systems (7) Redistribute cost to the local districts and vendors. Redistribute does not mean that it will be more. It could even be less to achieve the same benefits.

SIF School Success Story: Anoka-Hennepin School District Ø 45, 000 students in Anoka and Hennepin Counties, Minnesota Ø The SIF solution - eliminates redundant entry of student data - saving significant staff time district-wide - indirect savings in eliminating the movement of paper between offices - greater coordination and reconciliation by keeping data in different systems synchronized and secure When a new student is enrolled: Ø Data is inputted in the SASIxp Student Information System Ø The Edustructures SIF Agent for SASIxp sends SIF “Add” events to the SIFWorks ZIS Ø The SIFWorks ZIS then distributes these events, containing the enrollment date, name, phone number and other data, to the Follett Circulation Plus SIF Agent (library) and Parlant Parent. Link SIF Agent (attendance office) Ø Each agent then updates its application database. Ø Today, data is exchanged in real time between the district office and each school’s main office, media center and attendance offices.

SIF School Success Story: Brownsburg Community Schools Ø 6, 800 students outside of Indianapolis, IN Ø In 2002 Brownsburg became the first district to implement SIF district wide. When a new student is enrolled: Ø Data is entered in the SASIxp Student Information System. Ø Novell – Network – Portal – E-Mail accounts Ø School Link Technologies Win. Snap - Café’ System Ø School Link Technologies My. Card – ID Card Ø Parlant Technologies – Parent. Link. XP – Telephony Web-Based Grades Ø Follett – Destiny Library System Ø Versa. Trans – Transportation System Ø “Today, data is exchanged in real time allowing us to have one point of data entry” says Laurie Collins, Mew Media Tech. “We can now concentrate on the business of educating our students not data entry. ”

SIF School Success Story: Duvall County Florida Ø 130, 000 students Ø Utilized SIF because they wanted to control account management activities. Ø IT Cost Avoidance Ø $113, 464 in account creation costs Ø $379, 340 in account change costs Ø $14, 300 in account deletion costs Ø $509, 286 total yearly cost avoidance Ø Equivalent to 8+ FTE! Ø Indirect Cost Avoidance (estimate) Ø $200, 000 lost productivity time for employees, teachers and students.

SIF School Success Story: Holmen School District Ø Transport over 2700 students from 5 schools over 88 miles Ø Whenever new student information is entered in SASIxp, the Versa. Trans database is automatically updated. Staff no longer have to spend time tracking down parents only to find that their phone numbers have changed, and they spend much less time calling the schools to look for updated information. Ø Increased departmental and district efficiency, improved service to the customer, more powerful reporting centralized network architecture and improved level of safety Ø “One of my ongoing goals for the district has been to reduce the amount of redundant data entry. When I learned about SIF compliance, that goal was the first thing that came to mind. ” “There were both immediate benefits as well as benefits reaped at the end of the year. ”

Vertical Interoperability • Seamless reporting - district, state, federal • Reduce burden on schools & districts • Use ‘management’ data as core data set for reporting – Responding to changes as they occur rather than reacting to on an annual basis • Data driven decision making – Collecting & analyzing information as it is developed – Data warehousing and data mining – Using business tools to analyze administrative functions

State Configuration Example Data Warehouse State DB State Agent State ZIS Zone to Zone Routing Agent 1 SIS Local ZIS Library Data Consolidator Agent Foodservice 2 Local ZIS SIS 3 Library Transportation Local ZIS SIS Library

SIF Implementation Tools • • • Implementation Readiness Assessment Toolkit Implementation Planning Kit RFP Language SIF Discussion Forum Ed. START SIF Certification web site

Who Should Use These Tools? • Persons who will be providing executive leadership to the data integration initiative. • Persons who have been given the responsibility to manage the data integration in an education organization. • Persons who will be responsible for data integrity within any applications which will be part of the implementation.

Implementation Readiness Assessment Tool Kit • Designed to help schools determine their current state of data management and help them create a plan for future data interoperability involving the SIF Implementations • Schools answering the questions in the toolkit will obtain an editable output document that will include assessment and next steps for district's interoperability planning. http: //siftoolkit. espsg. com

SIF Implementation Planning Kit • This toolkit was designed to provide educators with a process for getting the best possible Enterprise Information Management System (EIMS) for their school and/or district • What is addressed in this toolkit? – – – Project planning Data management strategies Computer hardware, software, networking needs Budgetary and human resource concerns Political issues and work flow impact www. sifinfo. org/tool_kit. asp

SIF Discussion Forum • Top 3 reasons to be a part of the SIF Discussion Forum. • #3. One place that connects both SIF vendors and users. • #2. One place to share experiences and gather information for your SIF project. • #1. One place to find answers, support and advice for your SIF inquiries. http: //bburgsif. brownsburg. k 12. in. us

SIF Ed. START • SIF's Educational Software and Technology Application Registry Tool • Allows schools and states to access provider products and best practices aligned with SIF's vision. • Provides end users and vendors with accurate and up-to-date information on data initiatives, tools and procurement opportunities. www. sifinfo. org/edstart

SIF Certification • Officially launched on April 25, 2003 • Provides 3 rd party validation of application conformance with the specification • Provides confidence for purchasers • Provides validation for vendors • Tests application functionality • Verifies data delivery • There are currently 50 applications certified with many more in the testing stage

SIF Certification Web Site • The SIF Certification program is administered on behalf of the Schools Interoperability Framework Association by its designated Certification Authority, The Open Group • The SIF Certification program is a voluntary program of the Schools Interoperability Framework Association, open to any product meeting the conformance requirements. • SIF Certification is a formal process built around the SIF Certification Policy document. Suppliers of certified products warrant and represent that the product meets all the applicable conformance requirements. www. opengroup. org/sif/cert

For More Information SIF website www. sifinfo. org Laurie Collins Project Strategist lcollins@sifinfo. org Larry Fruth, Ph. D. Executive Director lfruth@sifinfo. org Mark Reichert Chief Technical Officer mreichert@sifinfo. org