LCAP Reporting Journey Thank Dr. Li and RCOE for hosting these meetings Acknowledge past, present and future speakers for being vulnerable and sharing their processes which help increase the group knowledge base This presentation has been prepared from my perspective as a data person. I’m certain Ed Services personnel will have more to add regarding metrics decisions, communicating with site Administration etc. Michael Harte Coordinator, SIS Murrieta Valley USD June 2, 2017

Topics What lcap? Year 0 – 2014/15 Year 1 – 2015/16 Reexamination Past Present Future

What LCAP? LCAP (Local Control Accountability Plan) is a three-year, district level plan which addresses State priorities and local priorities. The plan describes the school district’s key goals for students as well as the specific actions (with expenditures) the district will take to achieve the goals and the means (metrics) used to measure progress. It is a critical component of the LCFF which must be updated annually.

Year 0 – 2014/15 First year gathering data for the LCAP Several personnel changes in key areas of Ed Services and Technology What are the metrics and where can we find the data? 47 Metrics Top icon is a list of the 47 metrics. Bottom icon is a sample of reports that were prepared for year 0. I started at MVUSD in mid Feb and was asked to help gather information for LCAP reports in April. Being new, naive and wanting to make a quick contribution right out of the gate, I was enthusiastic to support their efforts. Two new Ed Services Directors who where still acting Principals at school sites. Two existing DSC directors in new positions.

Year 0 – 2014/15, Lessons This is a LOT of work We need to create a solid plan for gathering and reporting this information This may require additional resources There were a lot of decisions to be made: Include only active or inactive as well Use CALPADS Fall 1 data for denominators Point in time data vs Semester Data Include all students in a grade level or only those who had taken an assessment

Year 1 – 2015/16 Aggressive reporting schedule Each month reports were prepared for BOE Throughout the year there were 108 reports presented on 47 different metrics at 10 Board meetings Worked with existing vendors to improve their reporting capabilities SIS Assessment Created detailed instructions for school sites to pull data from both the SIS and Assessment systems Contracted with two additional vendors to provide reports and analysis Ed Services and Technology leaders met every other week Some BOE meetings covered 3 reports and some had up to 13 depending on the time of year Both Excel documents are different versions of reporting calendars PDF is Haiku 2 or more Failing Grades

Year 1 – 2015/16, Lessons Data sets are complex In particular, breaking information out into Student Groups is challenging Results varied depending on who pulled the data and what system was used Access to information was not readily available (ex. NSLP) Training vendors on systems and data was time consuming Vendor progress towards updating LCAP reporting capabilities was less than desired We also noticed for small student groups utilizing CALPADS certified data generated 200+ % results. NSLP was highly restricted.

Reexamination Questions What are we doing? Why are we doing it? How can we do better? Data Driven Decision Making BI/A solution to consolidate and aggregate data. This will remove the obstacle of obtaining data and focus time and conversations on actions to take based on the information in the reports. IT vs Business Services (Ed Services) point of view Future is Self Service Analytics

Year 2 – 2016/17, Lessons Accurate Reproducible Accessible Successful implementation of a BI/A solution will require: Steadfast upper management support Good data quality A solid implementation plan developed by both Ed Services and IT personnel Critical Success Factors

Year 2 – 2016/17 Temporarily reduced BOE reporting Removed one vendor, reduced responsibilities of another Abandoned efforts to increase SIS and Assessment vendors LCAP reporting abilities Hired new SIS Tech to support report building / auditing Doubled data entry training efforts Provided training and extended NSLP access to Administrative teams Embarked upon long term BI/A (Business Intelligence and Analytics) strategy Program implementation (6 months) Built District Admin LCAP reports Assembled Site Administration Focus Group NSLP CDE Nutrition Services Division Management Bulletin July 2015 http://www.cde.ca.gov/ls/nu/sn/mbsnp122015.asp Notwithstanding subdivision (a), a public officer or agency may allow school district employees, who are authorized by the governing board of the school district, to disclose from the individual meal records only the pupil’s name and school meal eligibility status, solely for purposes of disaggregation of academic achievement data or to identify pupils eligible for public school choice and supplemental educational services pursuant to the federal No Child Left Behind Act of 2001 (Public Law 107-110), if the public agency ensures the following:The public agency has adopted a policy that allows for the use of individual records for these purposes. No individual indicators of participation in any free or reduced-price meal program are maintained in the permanent record of any pupil, unless otherwise allowed by law. No public release of information regarding individual pupil participation in any free or reduced-price meal program is permitted. All other confidentiality provisions required by law are met. The information collected regarding individual pupils certified to participate in the free or reduced-price meal program is destroyed when it is no longer needed for its intended purpose.

Year 2 – 2016/17, Program Enrollment Report NSLP CDE Nutrition Services Division Management Bulletin July 2015 http://www.cde.ca.gov/ls/nu/sn/mbsnp122015.asp Notwithstanding subdivision (a), a public officer or agency may allow school district employees, who are authorized by the governing board of the school district, to disclose from the individual meal records only the pupil’s name and school meal eligibility status, solely for purposes of disaggregation of academic achievement data or to identify pupils eligible for public school choice and supplemental educational services pursuant to the federal No Child Left Behind Act of 2001 (Public Law 107-110), if the public agency ensures the following:The public agency has adopted a policy that allows for the use of individual records for these purposes. No individual indicators of participation in any free or reduced-price meal program are maintained in the permanent record of any pupil, unless otherwise allowed by law. No public release of information regarding individual pupil participation in any free or reduced-price meal program is permitted. All other confidentiality provisions required by law are met. The information collected regarding individual pupils certified to participate in the free or reduced-price meal program is destroyed when it is no longer needed for its intended purpose.

Year 2 – 2016/17, 4 Year Cohort Report NSLP CDE Nutrition Services Division Management Bulletin July 2015 http://www.cde.ca.gov/ls/nu/sn/mbsnp122015.asp Notwithstanding subdivision (a), a public officer or agency may allow school district employees, who are authorized by the governing board of the school district, to disclose from the individual meal records only the pupil’s name and school meal eligibility status, solely for purposes of disaggregation of academic achievement data or to identify pupils eligible for public school choice and supplemental educational services pursuant to the federal No Child Left Behind Act of 2001 (Public Law 107-110), if the public agency ensures the following:The public agency has adopted a policy that allows for the use of individual records for these purposes. No individual indicators of participation in any free or reduced-price meal program are maintained in the permanent record of any pupil, unless otherwise allowed by law. No public release of information regarding individual pupil participation in any free or reduced-price meal program is permitted. All other confidentiality provisions required by law are met. The information collected regarding individual pupils certified to participate in the free or reduced-price meal program is destroyed when it is no longer needed for its intended purpose.

Year 2 – 2016/17, Projected Growth by School NSLP CDE Nutrition Services Division Management Bulletin July 2015 http://www.cde.ca.gov/ls/nu/sn/mbsnp122015.asp Notwithstanding subdivision (a), a public officer or agency may allow school district employees, who are authorized by the governing board of the school district, to disclose from the individual meal records only the pupil’s name and school meal eligibility status, solely for purposes of disaggregation of academic achievement data or to identify pupils eligible for public school choice and supplemental educational services pursuant to the federal No Child Left Behind Act of 2001 (Public Law 107-110), if the public agency ensures the following:The public agency has adopted a policy that allows for the use of individual records for these purposes. No individual indicators of participation in any free or reduced-price meal program are maintained in the permanent record of any pupil, unless otherwise allowed by law. No public release of information regarding individual pupil participation in any free or reduced-price meal program is permitted. All other confidentiality provisions required by law are met. The information collected regarding individual pupils certified to participate in the free or reduced-price meal program is destroyed when it is no longer needed for its intended purpose.

Year 2 – 2016/17, 4 Year Projections NSLP CDE Nutrition Services Division Management Bulletin July 2015 http://www.cde.ca.gov/ls/nu/sn/mbsnp122015.asp Notwithstanding subdivision (a), a public officer or agency may allow school district employees, who are authorized by the governing board of the school district, to disclose from the individual meal records only the pupil’s name and school meal eligibility status, solely for purposes of disaggregation of academic achievement data or to identify pupils eligible for public school choice and supplemental educational services pursuant to the federal No Child Left Behind Act of 2001 (Public Law 107-110), if the public agency ensures the following:The public agency has adopted a policy that allows for the use of individual records for these purposes. No individual indicators of participation in any free or reduced-price meal program are maintained in the permanent record of any pupil, unless otherwise allowed by law. No public release of information regarding individual pupil participation in any free or reduced-price meal program is permitted. All other confidentiality provisions required by law are met. The information collected regarding individual pupils certified to participate in the free or reduced-price meal program is destroyed when it is no longer needed for its intended purpose.

Year 2 – 2016/17, CA Dashboard 5x5’s at Scale NSLP CDE Nutrition Services Division Management Bulletin July 2015 http://www.cde.ca.gov/ls/nu/sn/mbsnp122015.asp Notwithstanding subdivision (a), a public officer or agency may allow school district employees, who are authorized by the governing board of the school district, to disclose from the individual meal records only the pupil’s name and school meal eligibility status, solely for purposes of disaggregation of academic achievement data or to identify pupils eligible for public school choice and supplemental educational services pursuant to the federal No Child Left Behind Act of 2001 (Public Law 107-110), if the public agency ensures the following:The public agency has adopted a policy that allows for the use of individual records for these purposes. No individual indicators of participation in any free or reduced-price meal program are maintained in the permanent record of any pupil, unless otherwise allowed by law. No public release of information regarding individual pupil participation in any free or reduced-price meal program is permitted. All other confidentiality provisions required by law are met. The information collected regarding individual pupils certified to participate in the free or reduced-price meal program is destroyed when it is no longer needed for its intended purpose.

Year 3 – 2017/18 Build and deploy Site Administration reports Assemble Focus Group for Teacher level reports Train key personnel at DSC on self service report building utilizing existing data sources

Year 4 – 2018/19 Build and deploy Teacher level reports Train Site Administration innovators on self service report building utilizing existing data sources Reassess and determine future needs for District Admin LCAP reporting

In Conclusion Numbers have an important story to tell. They rely on you to give them a clear and convincing voice. - Stephen Few Stephen Few focuses on practical uses of data visualization to explore, analyze, and present quantitative business information. Show Me The Numbers