Special Education Maintenance of Effort Project Public education department Project Implementation Presentation PCC SEPTEMBER 27, 2017 John kraman, PED CIO

Outline Agency Mission Project Overview Current v. New Process Certification History Project Phases and Deliverables Questions

Agency Mission To make New Mexico the fastest growing state in the nation when it comes to student outcomes – measured by the National Assessment of Educational Progress (NAEP), Partnership for Assessment of Readiness for College and Careers (PARCC), graduation rate, and postsecondary remediation.

Project Overview Remove the MOE finding for New Mexico by the US Department of Education Decrease the ongoing time and effort required to complete the MOE report for local education agencies, state charters, and the PED. Enable districts, state charters and PED to review and evaluate compliance of the MOE-related data prior to submission. Integrate data from various sources into one system. Provide a flexible data dashboard that supports the MOE work for both the state and local education agencies (LEA) and state charters that is available throughout the year. Deliver a consistent and up-to-date snapshot of financial, student and performance data for the Special Education Program in general and specific to MOE.

Current Process In the existing process, PED must copy and paste data manually from local miscellaneous spreadsheets (some current, some historical, some developed by PED and some supplied by LEAs) and extracts provided by other departments' systems. PED then manually copies and pastes all relevant data into local MOE spreadsheets (sometimes hundreds) to manipulate and calculate data for state and federal reporting. PED then manually copies and pastes relevant data into report templates provided to state and federal agencies.

Current Process Local Misc. Spreadsheets/LEA Spreadsheets (current and historical) Local PED MOE Spreadsheets State/Federal MOE Reports Copy/Paste Copy/Paste Local Database Extracts Misc. Databases/ Information Systems from Misc. Departments Misc. Queries 3

New Process In the new process, a MOE-specific data store will be developed that will ingest data from Operating Budget Management System (OBMS), Student Teacher Accountability Reporting System (STARS) and other local spreadsheets. The MOE Special Education Department (SPED) solution will join data from each source, normalize and store the data for use by the MOE validation and collaboration engine. The validation and collaboration engine will apply validation rules to ensure quality and calculate various MOE metrics for reporting and monitoring. PED will be able to view and monitor MOE metrics using the EASOL dashboard and will be able to download data as needed for use on state and federal reporting.

New Process ETL OMBS ETL Monitoring Dashboards SPED MOE Solution MOE Calculations, Validation, Collaboration Engine STARS State/Federal MOE Reports Local Misc. Spreadsheets/LEA Spreadsheets (current and historical) Upload/ETL

Data Sources ETL District upload financial data to OBMS OMBS District upload student, teacher and program data to STARS ETL Monitoring Dashboards SPED MOE Solution MOE Calculations, Validation, Collaboration Engine STARS State/Federal MOE Reports Local Misc. Spreadsheets/LEA Spreadsheets (current and historical) PED gathers descriptive program details from schools, bureaus etc. Upload/ETL

New Process - Software ETL OS: Windows 7 / Windows 10, servers using OS Windows 2012 OMBS ETL Monitoring Dashboards EASOL Dashboard: C# / PHP / JavaScript SPED MOE Solution MOE Calculations STARS State/Federal MOE Reports Microsoft SQL Server 2012 C#, .NET Local Misc. Spreadsheets/LEA Spreadsheets (current and historical) Upload/ETL IIS 8

New Process - Hardware ASA 4500 Firewall ETL Laptops/Mini-towers OMBS Simplivity Hyperconverge HPC380 ETL Monitoring Dashboards SPED MOE Solution MOE Calculations, Validation, Collaboration Engine STARS State/Federal MOE Reports Local Misc. Spreadsheets/LEA Spreadsheets (current and historical) Upload/ETL Database SQL Server Application Server F5 Load Balancer

Certification History Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) 01/25/2017 (Initiation) $583,831.51 IDEA –B Federal Fund, Individuals with Disabilities Education Act 9/27/17 (This request: Implementation) $1,096,128.46 Total $1,679,959.97   This project passed TARC certification on September 14, 2017

Project Budget by Deliverable Major Project Deliverable and Performance Measure Budget Due Date 1.Project Management $70,000.00 10/10/17 - 6/10/18 2.Solution Design Refinements (Preliminary) $32,859.33 10/31/17 3.Technical Development, Custom Reporting and Testing $500,000.00 4/30/18 4.Solution Design Refinements (Final) $16,429.67 5.System Deployment and Testing 5/30/18 6.System Security Testing $50,000.00 John, Choose slides 6 and 7 OR slides 8 and 9

Project Budget by Deliverable Major Project Deliverable and Performance Measure Budget Due Date 7.Admin/Operator/End-User System Training Manual $60,000.00 5/30/18 8.LEA Implementation Support $182,750.00 6/30/18 9.Operating Budget Management System (OBMS) Report Delivery and Software Development Support $51,600.00 6/30/2018  Phase 2 Total $1,031,140.95   IV & V $ 64,987.51  Total for Phase 2 and IV&V $ 1,096,128.46 John, Choose slides 6 and 7 OR slides 8 and 9

Project Timeline Deliverables Sept 2017 Oct Nov Dec 2017 Jan 2018 Feb Mar Apr May 2018 June Initiation and Project Management   Design Build Test Deployment Short version. Long version on next page

Questions ?