1. Staff Turnover and Silos in Our State, Oh My!
Colleen Riley, Kansas State Department of Education
Richard Matteson, Kansas State Department of Education
Tiffany Boyd, Center of Integration of IDEA Data (CIID)

2. 2019 OSEP Leadership Conference
OSEP Disclaimer
2019 OSEP Leadership Conference
DISCLAIMER:
The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government.
(Authority: 20 U.S.C. 1221e-3 and 3474)

3. Agenda Kansas wants to change things! Challenges with working in silos
Implementing Generate in Kansas
Improvements and benefits along the way
Navigating staff turnover
The road ahead: future plans with Generate

4. Challenges in Kansas: Working in Silos
Data Submission Timelines
EDFacts files were created right before the due date
Process had minimal time for data quality review before submission
EDFacts Coordinator was not aware of the importance of being timely, complete, and accurate for the initial submission of IDEA files
IDEA Data Quality Issues
FFY2014 – 0s in Data Rubric for Child Count, Personnel and Assessment
FFY2015 – 0s in Data Rubric for Personnel, Exiting, Discipline and Assessment

5. Finding Common Goals
Revisit current timelines for creating IDEA EDFacts files
Improve processes for verifying data before the finalized submission
Develop closer working relationship between the Special Education Team and the Information Technology Team
Take advantage of the technology with Generate to move KS data systems technology to the next level
Automate processes in order to reduce time/burden of creating submission files

6. Overview of Generate
Free tool developed by the Center for the Integration of IDEA Data (CIID)
Automates and simplifies IDEA reporting
User-friendly reports
Built on Common Education Data Standards (CEDS)

7. Generate Features to Support Data Quality
Toggle Screen for Metadata
Ensures zero counts are correct
Ensures file consistency with EMAPS surveys
Submission Business Rules are Built In
Data Population Summary Reports
User-Friendly EDFacts Reports
Reports Library
Utilizes integrated data within Generate
Includes Data Quality reports such as Year-to-Year Comparisons

8. Project Start-Up Tools for a Common Vision
Use Case Template
Data Integration Self-Assessment
TA Service Plan
Communication Plan
Roles and Responsibilities
Project Plan

9. Mapping the Flow of IDEA Data in Kansas
Visualized the complexity of the flow of data
Provided understanding of how many staff are involved
Identified which staff needed to be involved
Brought visibility to issues in the data collection process

10. Maintaining IDEA Data Mapping
Results of mapping documented for future reference and updates

11. Process Improvements in Kansas
Revised timelines for creation of EDFacts files
Allowing more time for data quality review
Documenting and formalizing rules for data quality review
Replaced separate workflow for review and file creation with a single process (Generate)
Centralized communication for staff involved in creating EDFacts files to track review and completion

12. Tools to Support Process Improvements
Generate
Data Integration Toolkit
Project Plan
CEDS Align, Connect & MyConnect tools
ETL Checklist
Data Quality Checklist
Data Integration Project Sustainability Tip Sheet

13. Collaboration and Communication Now
Centralized communication for completion of tasks
EDFacts coordinator facilitates and ensures completion of tasks
More direct IT involvement in SPP/APR work
Timely and accurate concept applies to all federal submissions

14. Benefits of the Generate Project
Provided a structure for conversations about existing processes
Forced us to ask, “Are our current processes meeting our needs?”
Brought process improvements from the back burner to the forefront
Simplified review process allows more time for data quality review

15. Staff Turnover During the Generate Project
Staff turnover is a normal part of the work:
Retirements
Job changes
Staff changes in KS since kick-off in June 2017
2 new Co-EDFacts Coordinators and IT Project Managers
1 new Director of Information Technology
Added a Quality Assurance Analyst – Responsible for CEDS mapping

16. Minimizing the Impact of Staff Changes
Support of leadership across departments
Documentation
Back-ups for each position
Centralized communication

17. Preparing for Future Staff Turnover
Developing processes that are repeatable and well documented
Clarifying roles and responsibilities
Cross-training staff
Incorporating Generate into future plans

18. Future Plans with Generate in KS
Using Generate for all EDFacts files, not just IDEA files
KS CEDS data dictionary mapping project
Participating in the Generate Governance Group (G3)

19. Planning for the Future: Sustainability Tips
Documentation
Processes
Roles and responsibilities
Train staff
Communication
Scheduling and timelines
Outcomes and benefits
Resources
Staff and financial resources
Leadership Engagement
Status updates
Next steps
Future opportunities

20. 2019 OSEP Leadership Conference
OSEP Disclaimer
2019 OSEP Leadership Conference
DISCLAIMER:
The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government.
(Authority: 20 U.S.C. 1221e-3 and 3474)