1. EMIS Advisory Council Marianne Mottley Report Card Project Director

2. EMIS Advisory Council – ORC 3301.0713
The department of education shall establish an education management information system advisory council. The council shall make recommendations to the superintendent of public instruction to improve the operation of the education management information system established under section of the Revised Code and shall provide a forum for communication and collaboration between the department and parties affected by the collection, reporting, and use of the system's data. Members of the council shall include department staff and representatives of school districts and other entities that regularly interact with data from the education management information system.

3. Council Membership Up to 30 Nominees from Stakeholders OAEP OASBO ITCs
Community Schools
ODE Staff
BASA
OACTS
Large Urban Districts
State Board of Education

4. EMIS ADVISORY COUNCIL MEMBERS PLEASE STAND AND BE RECOGNIED

5. Workgroups EMIS Manual & Data Requirements
Reporting Responsibility Documentation Communication of Changes/Updates
Valid Definitions & Formats Instructional Documentation
District Software & EMIS Data Collector
Student Information System Payroll/HR System Level 1 Validations
User Interface Extracts from SIS Report Access
Department Data Processing/ODDEX
ODDEX Gen Issues Level 2 Reports
Statewide Processing Certification
Finance Secure Data Center Accountability
Report Card Funding Reports
Reports & Impact

6. Work Group Membership
Additional people were added to the four work groups from nominations made by the Advisory Council members Each work group had approximately 15 members Work groups met twice to discuss their topics Groups identified about 80 challenges or opportunities for improvement – the top 3 from each group are shown in this presentation

7. ADDITIONAL MEMBERS OF THE FOUR WORK GROUPS PLEASE STAND AND BE RECOGNIED

8. District Software & EMIS Data Collector Workgroup Top Three Priorities

9. Challenges/Opportunities for Improvement
Themes
Short-term Opportunity for Improvement
Long-term Opportunity for Improvement
There is no way to see everything about a student in one place. Staff spend time on Vlookups/Merges
Consider adding pre-defined reports to join data within the Data Collector
Determine if there is any way to add names to files and create a report writer
Include more scenarios in the Assessment Missing Lists
Update the lists to include accelerated students and alternate assessment data
Evaluate adding new EMIS data that would make the missing list 100% inclusive
Additional level 1 checks or additional information on a report would simplify work
Develop a process for users to request changes to checks and reports for evaluation by ODE

10. Reports & Impact Workgroup Top Four Priorities (#3 and #4 tied)

11. Challenges/Opportunities for Improvement
Themes
Short-term Opportunity for Improvement
Long-term Opportunity for Improvement
Data are not stored in one single place
Create an all-in-one funding report for SFPR
Lack of understanding what files correlate with payments
Create a snapshot report for reconciliation of funds
Create a tool to show all the data reported for each payment
SDC is difficult to navigate and not user friendly
Develop the capability in the SDC to switch from one building to another quickly
Add links to the relevant EMIS manual sections in the form of pop-up windows
SDC reports need to be more student centered
Recommend a law change to allow ODE to collect student names

12. EMIS Manual & Data Requirements Workgroup Top Three Priorities

13. Challenges/Opportunities for Improvement
Themes
Short-term Opportunity for Improvement
Long-term Opportunity for Improvement
Need for more direct “How To” documents
Develop more “If this, then that” examples in the EMIS Manual
Internal review and revision of the EMIS Manual
A central location for communications would be helpful
One stop shop for all recent ODE communications.
Establish one place to communicate with districts that is searchable and has live issues
It is difficult to explain EMIS reporting to Non-EMIS staff
Include SDC information in EdConnection; Create an EMIS glossary of common terms
Develop webinars and/or training for other key players

14. Department Data Processing & ODDEX Workgroup Top Three Priorities

15. Challenges/Opportunities for Improvement
Themes
Short-term Opportunity for Improvement
Long-term Opportunity for Improvement
It’s challenging to give data checks to non-EMIS staff
Create multi-audience training/documentation
Districts need more frequent feedback about data reporting
Provide general issues checks earlier and more frequently
The FTE Detail report does not display all information useful to correcting issues
Review information displayed in FTE Detail report to determine what additional data could be provided

16. Common Themes of All/Most Work Groups
Challenges in helping non-EMIS staff understand the importance of reporting and checking EMIS data
Requests for additional training for all stakeholders
Requests for easier to understand technical documents and reports
Requests for additional resources (pop up boxes, videos, and links across resources) and reports (new SDC reports, new data in ODDEX, new data collector reports)
Requests for better and more comprehensive communications between stakeholders and ODE

17. Council’s Next Steps
The full council reviewed all 80 recommendations on April 30
One more meeting scheduled for early June
Council will discuss whether to keep the items that were identified as top priorities by the work groups or whether to amend the list to add new items
The goal is to vote in June on items that will go to the state superintendent for a Round 1 report
Additional meetings will be held later in 2019; additional work groups will be created as needed

18. EMIS Professional Qualifications and Development Work Group
OAEP members presented information to the full Advisory Council discussing qualifications for EMIS professionals
A work group will be created to examine issues around qualifications/education/certification
Anyone interested in serving on this work group can see Erica Weaston or Ashley Castle at the ODE table during the break

19. Marianne Mottley Director Accountability@education.ohio.gov