1. Executive Sponsor Planning Toolkit Last Updated: September 23, 2011

2. Texas Student Data System 2 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Overview The objective of this toolkit is to provide the background and materials you will need to support implementation planning and training for the launch of the TSDS dashboards in your district. The toolkit includes this overview document and series of checklists and worksheets which you can access through the district connections support website. The materials are divided in to three sections: 1.Getting started 2.Training support 3.Implementation Once your district has identified a team to support the TSDS dashboard implementation, please contact Elaine Rulla at Region 10 and Sharon Reddehase at Double Partners to schedule a kick-off and planning meeting.

3. Texas Student Data System 3 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Link to Planning and Training Resources All training and planning materials are available at:  Allen ISD https://www.districtconnections.org/AllenISD  Lubbock ISD https://www.districtconnections.org/LubbockISD  Pharr San Juan Alamo ISD https://www.districtconnections.org/PSJAISD

4. Texas Student Data System 4 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Getting Started

5. Texas Student Data System 5 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Getting Started Material Outline  TSDS District Team  Sample Project Timeline  Kick-Off Meeting Agendas  District Implementation Plan  District Training Schedule  End User Training Schedule  District and Campus Goal Setting

6. Texas Student Data System 6 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. TSDS District Team Content Overview of district team roles and responsibilities Team contact template To Be Completed By Executive Sponsor Due Prior to or at the kick-off meeting File Name Planning Template-TSDS District Team Content Overview of district team roles and responsibilities Team contact template To Be Completed By Executive Sponsor Due Prior to or at the kick-off meeting File Name Planning Template-TSDS District Team

7. Texas Student Data System 7 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Sample Project Timeline MJJASONDJFMAMJJASONDJFMA Introduction and kick-off Implementation and training planning Mapping SIS to data model Establish nightly loads Pre-launch testing Wave 1 implementation Wave 2 implementation Wave 3 implementation Month 1 – 2 months 2-3 months < 1 month Training, roll-out, feedback Plan and tech kick-off Meetings Academic Year 1Academic Year 2 All-hands announcement Data steward and train the trainer Feedback session Train the trainer Feedback session and train the trainer Feedback session Training, roll-out, feedback Key: TSDS Team, District, All

8. Texas Student Data System 8 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Kick-Off Meeting Agendas: Planning Session AttendeesTime District TSDS team1 ½ hours Agenda  Review general LPR timeline and objectives  Discuss TSDS district team responsibilities and ensure someone is assigned to each role  Agree on implementation plan  Identify dates for overview and training sessions Pre-work  Log-in to demo and explore dashboards  Review implementation plan and training plan worksheets

9. Texas Student Data System 9 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Kick-off meeting Agendas: Technical Overview AttendeesTime District CIO/CTO, Technical and Data Leaders, and Data Steward4 hours Agenda  Review overall systems and data structure -Student Information System – recent changes, version used, what data is/is not in SIS -Staff data and other data sources  Walk through process of how data is managed in the district  Walk through LPR hosting structure/set-up  Walk through process of mapping district source systems to DCD  Determine preference for direct access to district data (e.g., secure FTP connection)  Determine preference for hosting / daily data loading with Region 10  User access (security/roles) – establishing and maintaining  Next steps and expectations Pre-work  Prepare to review SIS database diagrams, related documentation, and key data tables  Prepare for walk through of source system data: SIS, HR, grade book, benchmarks

10. Texas Student Data System 10 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. District Implementation Plan Content Overview and tips to guide implementation planning Implementation plan template To Be Completed By Executive Sponsor Due Review prior to kick-off mtg. Complete during kick-off mtg. File Name Planning Template-District Implementation Plan Content Overview and tips to guide implementation planning Implementation plan template To Be Completed By Executive Sponsor Due Review prior to kick-off mtg. Complete during kick-off mtg. File Name Planning Template-District Implementation Plan

11. Texas Student Data System 11 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. District Training Schedule Content Overview and planning guide for the district training events Provides information regarding the purpose, format and timing of the training To Be Completed By District Professional Development Coordinator Due Review prior to kick-off mtg. Complete during kick-off mtg. File Name Planning Template-District Training Schedule Content Overview and planning guide for the district training events Provides information regarding the purpose, format and timing of the training To Be Completed By District Professional Development Coordinator Due Review prior to kick-off mtg. Complete during kick-off mtg. File Name Planning Template-District Training Schedule

12. Texas Student Data System 12 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. End User Training Schedule Content Overview and planning guide for scheduling end user training at each campus Templates to record training schedule and attendance To Be Completed By Campus Trainers Due Complete prior to go-live date File Name Planning Template-End User Training Schedule Content Overview and planning guide for scheduling end user training at each campus Templates to record training schedule and attendance To Be Completed By Campus Trainers Due Complete prior to go-live date File Name Planning Template-End User Training Schedule

13. Texas Student Data System 13 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. District and Campus Goal Setting Metric Goals  Districts have the ability to set specific goals for metrics on the dashboards  The goals determine when a metric will ‘light-up’ as red or green  The default goals currently in the system are informed from best practices research, actual district data and state averages for assessments  However, the default goals will not always reflect a reasonable aspiration for all districts, or all campuses, across the state  Districts should therefore consider historical performance and unique campus needs, in addition to default goals, when defining goals for their district and campus Goal Setting Process  One month prior to release of dashboards, district will submit campus and district goals  A district specific worksheet (example on next page) will be provided with each metric and the corresponding default goal and current district value  At the beginning of each school year, districts will work with campuses to review prior year data and make any adjustments to the current year goals

14. Texas Student Data System 14 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Goal Setting Worksheet  System will provide actual campus 2010-2011 value, system default goal, and blank to enter District goal  User can either enter District goal for the campus, or leave blank if choosing default goal  Recommend setting district goals first and then determining any campus-specific areas that should be modified Sample Worksheet Pull down allows filtering by campus Using the Goal Setting Worksheets:

15. Texas Student Data System 15 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Training Support

16. Texas Student Data System 16 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Training Support Material Outline  Pre-Training Setup Checklist  District Registration Form  District Attendance Form  Learning Outcomes  Trainer Tips  Quick Start Guide  TSDS Overview Presentation  End-User Training Presentation and Trainer Script  Teacher Dashboard Training Video  Workshop Participant Personal Action Plan  Workshop Participant Feedback Form  CPE Credits for Training Participation

17. Texas Student Data System 17 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Pre-Training Setup Checklist Content Training room checks Technical detail checks To Be Completed By Campus Trainer with help from District Data Steward Due Prior to district and campus training sessions File Name Training Template-Pre- Training Setup Checklist Content Training room checks Technical detail checks To Be Completed By Campus Trainer with help from District Data Steward Due Prior to district and campus training sessions File Name Training Template-Pre- Training Setup Checklist

18. Texas Student Data System 18 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. District Registration Form Content Used to gather information from participants who are registering for the training The district may choose to substitute a local registration system or software product (such as Eduphoria) To Be Completed By Training participants will need to complete to register for this class Due Prior to the training session File Name Training Template-Registration Form Content Used to gather information from participants who are registering for the training The district may choose to substitute a local registration system or software product (such as Eduphoria) To Be Completed By Training participants will need to complete to register for this class Due Prior to the training session File Name Training Template-Registration Form

19. Texas Student Data System 19 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. District Attendance Form Content District training attendance tracking form to be used at train the trainer sessions A district staff development attendance form from a professional development tracking software may be substituted for this form. To Be Completed By Trainer Due At the conclusion of the training File Name Training Templates – Attendance Form Content District training attendance tracking form to be used at train the trainer sessions A district staff development attendance form from a professional development tracking software may be substituted for this form. To Be Completed By Trainer Due At the conclusion of the training File Name Training Templates – Attendance Form

20. Texas Student Data System 20 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Learning Outcomes  Participants will be able to access, log-in, and navigate the dashboards  Participants will be fully engaged in hands on activities to understand student data presented in dashboards  Participants will be able to identify trends in data that may need to be addressed to improve student achievement  Participants will be able to navigate the dashboards purposefully in search of answers to questions generated by the data or metrics  Participants will draw conclusions regarding the characteristics of their students or campus  Participants will participate in creating action plans for their students or their campus  Participants will know who to contact for customer support

21. Texas Student Data System 21 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Trainer Tips  Keep in mind, the most important factor in training —what the audience takes away from the training  Structure of learning cycle to maximize retention -Learning Activity  Participant Response  Application to Participant’s Job  Tips for successful training -Assess the audience—who are they, how familiar are they with the topic -Determine objectives and outcomes -Select training focus -Review demo and training materials prior to the training session -Monitor and adjust the pace to meet audience’s needs  Successful Presentation Characteristics -Interactive -Learner Centered -Two-Way Communication -Defined Outcomes -Application of Material

22. Texas Student Data System 22 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Training User Guide-Getting Started Teachers

23. Texas Student Data System 23 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. TSDS Overview Presentation Content Provides an overview of the TSDS project Can be used in marketing sessions to inform end users about the project To Be Completed By N/A Due Use at marketing session for end users File Name Training Presentation-TSDS Overview Content Provides an overview of the TSDS project Can be used in marketing sessions to inform end users about the project To Be Completed By N/A Due Use at marketing session for end users File Name Training Presentation-TSDS Overview

24. Texas Student Data System 24 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. End-User Training Presentation Content Content for the End User training presentation Trainer of Trainers will use this for their campus presentation To Be Completed By N/A Due Use at end user training sessions File Name Training Presentation- Dashboard Training Module Content Content for the End User training presentation Trainer of Trainers will use this for their campus presentation To Be Completed By N/A Due Use at end user training sessions File Name Training Presentation- Dashboard Training Module

25. Texas Student Data System 25 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Train the Trainer Video Content Content for the End User training presentation Trainers can use this as an aid in when delivering end user training To Be Completed By N/A Due All campus presentations File Name Training Demo Video Content Content for the End User training presentation Trainers can use this as an aid in when delivering end user training To Be Completed By N/A Due All campus presentations File Name Training Demo Video

26. Texas Student Data System 26 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Teacher Dashboard Training Video Content This training video can be used to assist end users with the content covered during the live training session To Be Completed By End users as needed Due N/A Document Link Content This training video can be used to assist end users with the content covered during the live training session To Be Completed By End users as needed Due N/A Document Link

27. Texas Student Data System 27 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Workshop Participant Personal Action Plan Content This document contains questions for the participant to complete during the training To Be Completed By Participants Due At the completion of each training session File Name Training Template-Participant Action Plan Content This document contains questions for the participant to complete during the training To Be Completed By Participants Due At the completion of each training session File Name Training Template-Participant Action Plan

28. Texas Student Data System 28 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Workshop Participant Feedback Survey Content This form is designed to gather feedback from participants regarding the tool, it’s usefulness and other suggestions To Be Completed By Participants Due At the conclusion of the training Link to Survey Training Template-Participant Feedback Content This form is designed to gather feedback from participants regarding the tool, it’s usefulness and other suggestions To Be Completed By Participants Due At the conclusion of the training Link to Survey Training Template-Participant Feedback

29. Texas Student Data System 29 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. CPE Credits for Training  Certificate of completion for CPE Credit for Trainer  Region 10 will provide Professional Development Certificates for Train the Trainer sessions  A district (local) certificate will be used for CPE credit for sessions provided by the local trainers  Local trainers should coordinate certificate distribution with local Professional Development Director  Training planning template and attendance form will be needed to provide local credit

30. Texas Student Data System 30 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Implementation and Feedback

31. Texas Student Data System 31 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Implementation Materials Outline  Feedback Process  Customer Support Resources

32. Texas Student Data System 32 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Michael & Susan Dell Foundation Double Line Partners Feedback Process  The TSDS team will gather feedback from participants during each wave of implementation  Mechanisms for gathering user feedback will include: - Dashboard Support button - Surveys (periodically staff will receive a TSDS Survey from the District Executive Sponsor) - Focus Group Sessions (will be hosted on-site and scheduled by the District Executive Sponsor or Professional Development Coordinator)

33. Texas Student Data System 33 ©2011 Michael & Susan Dell Foundation. All Rights Reserved. Customer Support Resources Submit Support Requests on Teacher Dashboard Can also Use District Website https://www.districtconnections.org/LubbockISD

34. Contacts: Region 10 Elaine Rulla elaine.rulla@region10.org Double Line Partners: Sharon Reddehase sharon@doublelinepartners.com elaine.rulla@region10.org sharon@doublelinepartners.com