1. Putting it All Together Automating Data Exchange Carl Hoffman, Monroe Public Schools

2. After Implementing PowerSchool, how do we best manage student data in... Meal Magic – Food Service Software Follett Destiny – Library Circulation Transfinder – Transportation Inform and Benchmark Scholastic – Read 180, FastMath Pearson – Successmaker Type to Learn

3. The Challenges facing Districts  Declining enrollments and decreased State funding has put a crimp on available $  85% of $ spent in the average district is on personnel  Districts are cutting staff to save $  When we’re laying of instructional staff asking for additional support staff was out of the ?  Data interoperability is becoming more of a focus and more “Network Solutions” are implemented

4. The Challenges facing our District  Data on demand, complexity of data, and urgency has EXPLODED!  Enrollment process occurs at multiple locations through out the district, and we didn’t...  Leverage technology to automate processes  Concern ourselves with accuracy and timeliness of data  Sustainability of district knowledge o Staff attrition o role changes

5. The Challenges facing our District  Students are transient, moving multiple times a year within the district  Our Free and Reduced lunch counts were so messed up we didn’t know what was the “Authoritative Source” for this critical data  Four of us spent more than a week validating data between PowerSchool and Meal Magic  Accuracy of student addresses created problems with GeoCoding in TransFinder  State reporting has become a nightmare

6. Technology Department Responsibilities 17 District Buildings including the Community Pool Community Education Program Pre-K Public Library with 30+ computers After Hours Computer Lab 1500 Networked Computers 200 EEEPC Student Computers (different OS, connected wirelessly to our Filtered Internet) 11 EEEPC computers for Board of Education members and Staff. (Online in October!) 500 5 year old Palm Pilots (still working!) VOIP Phone System with 400 phones and faxes 60 Analog phone lines (for emergency) 10 District owned Cell Phones (3 with Internet access) Automatic Calling System TV, VCR/DVD player in every room 80+ Security cameras 100 Data Projectors in the process of being mounted Wireless Infrastructure covering 95% of each building 30+ servers (Maintenance, Updates, Troubleshooting) 100+ Printers, Copiers, Scanners 3 PolyCom Video Conferencing Carts Backup for network Internal Exchange Server with 450 accounts Email Offsite Archiving Anti-Spam Device Content Filtering Device 3400 Students 450 Staff 3500 Network user accounts Google Apps accounts for 1000+ HS Students Moodle Accounts for 1700 MS and HS Students Data Warehouse Imports (DataDirector) Technical Support for SIS Program (PowerSchool) 50 + Software Programs to support Webmaster Manage USF Hundreds of Work Orders per year and countless emails and phone calls Order Tech equipment and software for district Inventory all equipment Poster maker and Laminator Resale and Disposal of Equipment Teacher Technology Professional Development (over 80 teachers trained at least 4 hours this summer) Secretary and Administrator Training Other duties as assigned Love our jobs!

7. What are our options? AutoCom AutoSend SIF – Schools Interoperability Framework A third party professionally managed solution –Operates via the WWW –Fee based, annual subscription

8. What is AutoComm Use AutoComm to synchronize the data in PowerSchool with that in another system. Use it to synchronize your data, set up intervals at which PowerSchool automatically imports files of data from the other system. To use AutoComm, create an AutoComm record where you determine the synchronization parameters for each of the following files: –Courses –Teachers –Sections –Students –Student schedules

9. What is AutoSend? PowerSchool system can automatically create a copy of the information you specify at the selected date and time intervals, and export the file to another system. When creating an AutoSend record, you can determine the export parameters for each of the following types of data: –Attendance –Course –Section –Student schedule –Student demographic –Teacher

10. What is SIF? Schools Interoperability Framework (SIF). SIF is a neutral consortium that develops standards that allow districts to select and integrate various best- of-breed applications into a single enterprise-level system. SIF ensures that your instructional and administrative software applications can share information seamlessly across multiple applications.

11. What is SIF? SIF Requires a Zone Integration Server. Probably an additional network engineer to manage it

12. The Monroe Schools Level Data Implementation

13. How Level Data has Helped  Automatically creates Student Accounts -ALSO disables student accounts upon request/transfer  Created literally thousands of student accounts in minutes - historically, this was a 5-10 day process  Creates New Staff Accounts-daily  Increases quality of Data  Increases the timeliness of our data

14. Level Data- The Foundation for Quality Data Level Data is a managed solution that automates the processes requiring redundant data shared between district applications. This is accomplished in a way that is meaningful to each school district. This solution is the FOUNDATION for Data Driven Decision Making. We refer to it as “Information Made Easy….”

15. The Approach  Discuss and analyze the knowledge stores o Best of breed application suite o The spawning tentacles of new applications  Act as a change-agent to promote process work flow within the District culture o The connected TEAM starts with- Student Information, Food Service, Transportation, Library, Network, Instructional/Assessment  Work collaboratively with application vendors.

16. The Level Data Model

17. Student Info. SystemEnroll New Student Demographic Data NameSmith, Mary A. Address123 Triangle Lane Phone555-555-1212 Date of Birth1996-03-28 GuardianJames Smith Grade7 … … Single Point of entry for Student data thru your Student Information System.

18. Student Info. SystemUpdated in Demographic Data Smith, Mary A.Food Service 123 Triangle LaneLibrary 555-555-1212Transportation 1996-03-28Directory James Smith 7 This “clean” student information is updated automatically in your other critical systems.

19. Benefits of Level Data Why Level Data?  Level Data is a managed service. There are no additional district resources required to manage and maintain the system once it is in place.  We work with the existing applications in the district. o Best of breed applications o Staff continues to use applications they are familiar with without additional training.  Very scalable and flexible for adding new applications and functionality

20. Benefits of Level Data Administration  No redundant data entry  Clean and accurate data, the first time and every time.  District personnel should spend time interpreting data, not cleaning it.  Data people in the district should be focusing on reporting information, not moving data between applications  Real time access to information

21. Benefits of Level Data Technology Department  Reduced time managing clean up of multiple data sources- How many applications are running in your district?  Reduced support costs  Save time in user account management o Automates account creation and deletion o Scalable to handle new applications as they come on the scene

22. Benefits of Level Data Application Vendor Perspective  Vendors are uniformly supporting this initiative o Reduces their cost o Can result in higher client satisfaction o Much more flexible than SIF o No support o Maintain competitive edge  Vendors don’t see payback in SIF o Too costly for districts to buy and MAINTAIN o No ROI for vendors o Not enough data movement to justify costs  Vendors interested in Level Data Summit o Discuss collaborative futures and enhanced functionality

23. Questions and Answers Thank You!