2012 SLDS P-20W Best Practice Conference 1 E NGAGING I NTERNAL S TAKEHOLDERS /P ROGRAM O FFICES AS C LIENTS OF SLDS Monday, October 29, 2012 Facilitator: Jim Campbell (SST) Panelists: Cathy Rinehart, Kansas State Department of Education Sue Mohr, Montana Office of Public Instruction

2012 SLDS P-20W Best Practice Conference  Kansas State Department of Education Project Management Process Early Childhood Data Quality Certification (DQC)  Montana GEMS Project 2 A GENDA

2012 SLDS P-20W Best Practice Conference K ANSAS 3

2012 SLDS P-20W Best Practice Conference  Program Area plays a critical role in our Project Management process.  Process defines the program area’s role and what they are responsible for. Project Charter Roles and Responsibilities Communication Matrix Kick-off Meeting  Project Status meetings keep them up-to-date.  Production Installation meeting Implementation Checklist P ROJECT M ANAGEMENT P ROCESS 4

2012 SLDS P-20W Best Practice Conference  Early Childhood Program Area is new to developing systems.  Obtain Project Champion  Learn Project Management Process  Learn how to define requirements  IT Trainers worked with Program Staff to learn how to train field  Help Desk Functional Technical E ARLY C HILDHOOD 5

2012 SLDS P-20W Best Practice Conference Collaboration is not optional in Kansas’s Data Quality Certification Program.  Program Staff that had knowledge were invited.  IT Trainers compiled existing knowledge and drafted materials.  Program staff revised materials and training began.  Collaboration doesn’t end when training begins.  A large part of the collaboration process is filling in each other’s knowledge gaps. D ATA Q UALITY C ERTIFICATION 6

2012 SLDS P-20W Best Practice Conference M ONTANA 7

2012 SLDS P-20W Best Practice Conference  GEMS: Overview Implementation: Grant award: July 2009 Year One: Data Governance, development of DW RFP Year Two: RFP development and award Year Three: DW Implementation Year Four: Continuation of DW Implementation OPI and its constituents and culture Approximately 180 employees, 80 data stewards 827 schools; 421 school districts; 141,693 enrollment GEMS P ROJECT 8

2012 SLDS P-20W Best Practice Conference  How Data Governance creates buy-in Start early and convene often: create camaraderie by going through the learning process together Bring in leadership at the appropriate DG level: let them be part of the decision making/policy development Make sure the word gets out: make your SME’s available to division meetings, and at meetings with schools and districts sponsored by internal stakeholders, so they can be part of OPI’s outreach. C REATING B UY - IN 9

2012 SLDS P-20W Best Practice Conference  Keeping the momentum going: Now that we have a fully functioning DG system within OPI, how do we keep the interest up with all the other competing areas such as new accreditation standards, adoption of new Smarter Balance assessment, and so forth? M OMENTUM 10

2012 SLDS P-20W Best Practice Conference Contact information: Sue Mohr: Cathy Rinehart: Jim Campbell: C ONTACTS & A DDITIONAL R ESOURCES 11