Oregon Department of Education Database Initiative Project 14 th Annual Management Information Systems Conference Orlando, FL February 26 - 28, 2001
State of Oregon Department of Education Presenting to you today. . . Nancy Heiligman Project Manager Aaron Munter Implementation Mgr Oregon Dept of Ed Douglas Kosty Manager KPMG Consulting
Agenda Introduction Oregon’s Commitment Better Decisions Project Results Internet Demo/Q & A
Agenda Introduction - The Database Initiative Team
Introduction The Database Initiative Team A Collaborative Effort. . .
Agenda Introduction Oregon’s Commitment - Business Problem - Legislative Mandate HB 3636 - Database Initiative Overview
Oregon’s Commitment Business Problem Dissimilar technical platforms & data formats Varying degrees of automation/computer literacy Onerous paper reporting rqmts No distributed LAN/WAN connectivity Legislative need for information Need for Consistent School-Level Data Accountability Geographically dispersed user base Automating data collection from 200 districts
Oregon’s Commitment Legislative Mandate - House Bill 3636 ü Allow valid comparisons among schools ü Provide more detail and consistency ü Place information in a database ü Make information available on the Internet
Oregon’s Commitment Overview - Database Initiative Interim Database Reporting Database & Extracts Production Database Data Loading & Validation Refresh Production Database Refresh Reporting Database Refresh Staffing Extract Student Extract Funding Extract Web Reporting & Analysis
Agenda Introduction Oregon’s Commitment Better Decisions - The Challenge - Our Approach - Taking Action
Better Decisions The Challenge - Manual Reporting Manually prepare forms 200 districts Mail forms to ODE 200 forms 200 districts x 200 forms = 40, 000 forms Input data
Better Decisions Our Approach - Implementation Activities Expand Database Enhance Data Loading Enhance Reporting Capability Confirm Manage Redesign Implement Business Organizational. Technical Statewide Change Architecture Processes • Expand Database • Enhance Data Loading • Enhance Reporting • Redesign Business Processes • Manage Organizational Change • Confirm Technical Architecture • Implementation
Better Decisions Our Approach -Solution Overview MIS Online Analytical Processing Submission Acknowledgment/ Error Notification/ Status Tracking Analysis/Resear Form Data Entry Load Track Validate Data Submission Receive Query Engine Data Reposito ry/Wareh ouse Web Reportin g Collection Progress Monitoring Data Submitter User Internal Intranet and Public Web Reports Data Loading Progress Trackin § Loading Status by Submitter § Loading Status by Type of D § Loading Status by Due Dates
Better Decisions Our Approach - Online Analytical Processing Web Reporting (Existing) Reporting Tables Staging Database Production Database Web Report Tools Web Reports Refresh Process DW OLAP Reporting OLAP Tools OLAP Reports, QEM
Better Decisions Our Approach - Database for Education Funding Student Results Infrastructur e Student Demographic s Databas e for Educati on School Processes Staffing
Better Decisions Taking Action - Web-based Data Collection/Tracking
Better Decisions Taking Action - Web-based Data Collection/Tracking
Better Decisions Taking Action – Financial Data Processes Financial Data
Better Decisions Taking Action – Non-Financial Processes Non-Financial Data
Agenda Introduction Oregon’s Commitment Better Decisions Project Results - Benefits - Opportunities - Lessons Learned - Next Steps
Project Results Benefits – Streamlining Collection Year Num. of Reports 1999 39 2000 30 2001 26 2002 (Projected) 22
Project Results Benefits - Summary Benefits Realized ü Streamlining school district data collection ü Improving data accuracy and timeliness ü Disseminating information via Public Internet ü Supporting K-12 policy and budget formulation ü Harvest-ready data to satisfy Federal reporting
Project Results Opportunities Identified • Consolidated work efforts with Report Card • Consolidated staff = School Finance and DBI • Centralized data collection for departments
Project Results Opportunities - Facilitates Federal Reporting Requirements US Do. E-level State Do. E-level Upload Manager Data Repository Web Reports/Queries Upload Manager District-level Data Repository SMF e Web Reports/Queries SMF
Project Results Lessons Learned • Excel SMF Creator • Open Communications • Incremental Data Reporting • Distributed workload to districts • “People” project more than “Technical” • Adequate Help Desk Staff • Issue Tracking
Project Results Next Steps • Data Quality ü Student Level Data ü Internal Databases ü Standard Data Definitions ü Standard Data Collection Methods • Ongoing Training • Integration ü Data Owners ü School Finance ü Quality Education Model
Agenda Introduction Oregon’s Commitment Better Decisions Project Results Internet Demo/Q & A
Internet Demo Oregon Database Initiative Web Site
Questions & Answers To visit our web site. . . http: //www. ode. state. or. us or http: //dbi. ode. state. or. us/
Thank You !
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