2012 SLDS P-20W Best Practice Conference 1 D ESIGNING S YSTEMS FOR E XPANSION AND E XCHANGE INTO O THER S ECTORS Tuesday, October 30, :00 – 3:00 PM Jennifer Lambert, Utah Education Policy Center Denise Mauzy, Opportunities in a Professional Education Network (OPEN) Initiative at the University of Missouri Mimmo Parisi, National Strategic Planning & Analysis Research Center (nSPARC) at Mississippi State University Shara Bunis, Pennsylvania Department of Education

2012 SLDS P-20W Best Practice Conference What is a Flexible System? Overview of States’ Progress Best Practices o Flexible Systems Design o Outcomes-Driven Work o Cross-Sector Communication Key Considerations T ODAY W E ’ RE G OING TO D ISCUSS … 2

2012 SLDS P-20W Best Practice Conference W HAT IS A F LEXIBLE S YSTEM ? 3

2012 SLDS P-20W Best Practice Conference For the purpose of this presentation we are defining a flexible system for expansion and exchange to have: Processes to identify and address needs as they are determined Systems that have the ability to integrate/exchange with new programs or agencies within a sector, or cross-sectors including: o Broaden elements in the dictionary (including metadata) o Have a identifier or matching process that can be applied broadly W HAT IS A F LEXIBLE S YSTEM ? 4

2012 SLDS P-20W Best Practice Conference O VERVIEW OF S TATES ’ P ROGRESS 5

2012 SLDS P-20W Best Practice Conference W HAT ARE B EST P RACTICES IN D ESIGNING S YSTEMS F LEXIBLE E NOUGH FOR E XPANSION ? 6

2012 SLDS P-20W Best Practice Conference Mississippi Build a centralized system Establish a state data clearinghouse Utah Identify possible future expansions at the beginning Clearly define purpose and scope of the endeavor Keep overall purpose in mind Pennsylvania Have a “high level” big-picture or blueprint Remember to look up from the microscope and keep the big picture in mind Technical considerations Sustainability considerations Missouri Governance does not look the same in all sectors (e.g., governance of Head Start data) Detailed plans for how to address probabilistic matching of person IDs, alignment of organization IDs, etc. Piloting core data elements for some data sets to ensure that data are captured in a meaningful way F LEXIBLE S YSTEMS D ESIGN 7

2012 SLDS P-20W Best Practice Conference Group Discussion Have you fully investigated the system-needs for expansion? How do you know when your system is flexible? o i.e., Have you considered how you’re going to link your data? How does your system design promote its sustainability? F LEXIBLE S YSTEM D ESIGN 8

2012 SLDS P-20W Best Practice Conference W HAT ARE B EST P RACTICES IN E NSURING O UTCOMES D RIVE THE D ESIGN OF EXPANDED S YSTEMS ? 9

2012 SLDS P-20W Best Practice Conference Mississippi Identify key questions relevant to end user types Policy Accountability/Reporting Program Evaluation Personal Development Planning Utah Identify stakeholders Assess their needs Know key questions Have a unified vision and purpose Periodically revisit Pennsylvania Engage the stakeholders in a meaningful way throughout the project Assist the stakeholders in articulating the business/programmatic needs of the system Use outcome-driven measures to assess the successfulness of the project Missouri Identify key research/policy questions that can be answered now and those that you can answer as data gaps are addressed Identify benefits for data contributors— quid pro quo (e.g., joint administrative use) Link outcomes to Departmental goals when applicable Success looks different for each sector. (e.g., large data gaps expected in EC) O UTCOMES -D RIVEN W ORK 10

2012 SLDS P-20W Best Practice Conference Group Discussion Have you defined outcomes for your sector? Across sectors? o i.e., Key cross-sector policy questions O UTCOMES -D RIVEN W ORK 11

2012 SLDS P-20W Best Practice Conference W HAT ARE B EST P RACTICES IN C OMMUNICATING ABOUT S YSTEM D ESIGN A CROSS S ECTORS ? 12

2012 SLDS P-20W Best Practice Conference Mississippi Clearly define the scope of the SLDS and every building block necessary to establish and sustain the system Brand Clearly present the data for each end user type (e.g. teacher, principal) Missouri Clearly communicating the vision for inclusion of specific datasets Build trust with key data partners during pilot efforts Identify areas where the system design can be modified to accommodate specials circumstances related to a sector Pennsylvania Understand who the champions and stakeholders are and communicate with the right people Provide timely reports and information on a regular basis Set clear expectations for what the resulting system will and will not deliver Set clear expectations for what resources will be required to build and sustain the system Utah Identify key individuals from different agencies/sectors Meet regularly Collaborative platform Marketing Logo, etc., website; status updates Talking points—everyone on the same page Brochure about the project C ROSS -S ECTOR C OMMUNICATION 13

2012 SLDS P-20W Best Practice Conference Group Discussion Who is responsible for your communication? Who are your SLDS champions and stakeholders? How are you communicating your vision with your partners and stakeholders? C ROSS -S ECTOR C OMMUNICATION 14

2012 SLDS P-20W Best Practice Conference Sustaining your SLDS o Resources required for current sectors v. resources to expand into other sectors How best to link the data Data quality and availability in other sectors: o Data available for matching o Number of years of that data o What match rate is “good enough” o How to deal with near matches Limits of the data Legal barriers Ensuring appropriate use and understanding of the data Generating excitement for and use of the system K EY C ONSIDERATIONS 15

2012 SLDS P-20W Best Practice Conference Contact information: Jennifer Lambert, Shara Bunis, Mimmo Parisi, Denise Muazy, Missy Cochenour, C ONTACTS 16

2012 SLDS P-20W Best Practice Conference For more information on designing systems for P-20W expansion and exchange: SLDS Spotlight: Mississippi’s Approach to Building a P-20 Data Model: P-20W Data Governance: Tips from the States: P-20W Data Governance Challenge: College and Career Readiness: A DDITIONAL R ESOURCES 17