Oregon Department of Education Database Initiative Project 14th Annual Management Information Systems Conference Orlando, FL February , 2001

Nancy Heiligman Project Manager Oregon Dept of Ed Douglas Kosty Manager KPMG Consulting State of Oregon Department of Education Presenting to you today... Aaron Munter Implementation Mgr Oregon Dept of Ed

AgendaAgenda Introduction Oregon’s Commitment Better Decisions Internet Demo/Q & A Project Results

Introduction - The Database Initiative Team AgendaAgenda

Introduction The Database Initiative Team Introduction The Database Initiative Team A Collaborative Effort...

Introduction Oregon’s Commitment - Business Problem - Legislative Mandate HB Database Initiative Overview AgendaAgenda

Legislative need for information Need for Consistent School-Level Data Accountability Onerous paper reporting rqmts Oregon’s Commitment Business Problem Automating data collection from 200 districts Varying degrees of automation/computer literacy Geographically dispersed user base No distributed LAN/WAN connectivity Dissimilar technical platforms & data formats

Oregon’s Commitment Legislative Mandate - House Bill 3636 Allow valid comparisons among schools Allow valid comparisons among schools Provide more detail and consistency Provide more detail and consistency Place information in a database Place information in a database Make information available on the Internet Make information available on the Internet

Reporting Database Production Database Interim Database Production Database Data Loading & Validation Reporting Database & Extracts Funding Extract Funding Extract Funding Extract Staffing Extract Staffing Extract Staffing Extract Student Extract Student Extract Student Extract Web Reporting & Analysis Refresh Oregon’s Commitment Overview - Database Initiative Overview - Database Initiative Oregon’s Commitment Overview - Database Initiative Overview - Database Initiative

Introduction Oregon’s Commitment Better Decisions - The Challenge - Our Approach - Taking Action AgendaAgenda

200 districts x 200 forms = 40,000 forms ODE Mail forms to ODE Input data 200 districts 200 forms Manually prepare forms Better Decisions The Challenge - Manual Reporting Better Decisions The Challenge - Manual Reporting

Confirm Technical Architecture Manage Organizational Change Redesign Business Processes Enhance Data Loading Expand Database Enhance Reporting Capability Implement Statewide Better Decisions Our Approach - Implementation Activities Better Decisions Our Approach - Implementation Activities Expand Database Enhance Data Loading Enhance Reporting Redesign Business Processes Manage Organizational Change Confirm Technical Architecture Implementation

Better Decisions Our Approach -Solution Overview Better Decisions Our Approach -Solution Overview Data Repository/ Warehouse Internal Intranet and Public Web Reports WebReporting Analysis/Research Online Analytical Processing QueryEngine Data Submitter User FormDataEntry MIS Data Submission Load Receive Validate Track Submission Acknowledgment/ Error Notification/ Status Tracking CollectionProgressMonitoring Data Loading Progress Tracking  Loading Status by Submitter  Loading Status by Type of Data  Loading Status by Due Dates

Better Decisions Our Approach - Online Analytical Processing Better Decisions Our Approach - Online Analytical Processing Web Reports StagingDatabase Web Reporting (Existing) OLAP Reporting Refresh Process Web Report Tools OLAP Tools Reporting Tables OLAP Reports, QEM DW ProductionDatabase

Database for Education SchoolProcesses Staffing StudentDemographics StudentResults Funding Infrastructure Better Decisions Our Approach - Database for Education Better Decisions Our Approach - Database for Education

Better Decisions Taking Action - Web-based Data Collection/Tracking Better Decisions Taking Action - Web-based Data Collection/Tracking

Better Decisions Taking Action - Web-based Data Collection/Tracking Better Decisions Taking Action - Web-based Data Collection/Tracking

Financial Data Better Decisions Taking Action – Financial Data Processes Better Decisions Taking Action – Financial Data Processes

Non-Financial Data Better Decisions Taking Action – Non-Financial Processes Better Decisions Taking Action – Non-Financial Processes

AgendaAgenda Introduction Oregon’s Commitment Better Decisions Project Results - Benefits - Opportunities - Lessons Learned - Next Steps

Streamlining Collection Collection Year Num. of Reports (Projected)22 Project Results Benefits – Streamlining Project Results Benefits – Streamlining

Streamlining school district data collection Streamlining school district data collection Improving data accuracy and timeliness Improving data accuracy and timeliness Disseminating information via Public Internet Disseminating information via Public Internet Supporting K-12 policy and budget formulation Supporting K-12 policy and budget formulation Harvest-ready data to satisfy Federal reporting Harvest-ready data to satisfy Federal reporting Project Results Benefits - Summary Project Results Benefits - Summary Benefits Realized

Project Results Opportunities Identified Project Results Opportunities Identified Consolidated work efforts with Report Card Consolidated staff = School Finance and DBI Centralized data collection for departments

e State DoE-level District-level SMF Upload Manager US DoE-level Data Repository Web Reports/Queries Upload Manager SMF Data Repository Project Results Opportunities - Facilitates Federal Reporting Requirements Project Results Opportunities - Facilitates Federal Reporting Requirements Web Reports/Queries

Project Results Lessons Learned 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 Project Results Next Steps Data Quality Student Level Data Internal Databases Standard Data Definitions Standard Data Collection Methods Ongoing Training Integration Data Owners School Finance Quality Education Model

Internet Demo/Q & A Project Results AgendaAgenda Introduction Oregon’s Commitment Better Decisions

Internet Demo Oregon Database Initiative Web Site Internet Demo Oregon Database Initiative Web Site

Questions & Answers To visit our web site... Questions & Answers To visit our web site...

Thank You !