1. 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

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

3. 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.

4. 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.

5. 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

6. 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

7. 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.

8. 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

9. 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

10. 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
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 ), 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.

11. Year 2 – 2016/17, Program Enrollment Report
NSLP
CDE Nutrition Services Division Management Bulletin
July 2015
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 ), 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.

12. Year 2 – 2016/17, 4 Year Cohort Report
NSLP
CDE Nutrition Services Division Management Bulletin
July 2015
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 ), 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.

13. Year 2 – 2016/17, Projected Growth by School
NSLP
CDE Nutrition Services Division Management Bulletin
July 2015
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 ), 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.

14. Year 2 – 2016/17, 4 Year Projections
NSLP
CDE Nutrition Services Division Management Bulletin
July 2015
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 ), 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.

15. Year 2 – 2016/17, CA Dashboard 5x5’s at Scale
NSLP
CDE Nutrition Services Division Management Bulletin
July 2015
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 ), 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.

16. 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

17. 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

18. 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