Data WarehouseData Warehouse

New Data Administrator New Data Administrator TrainingTraining

October 3, 2014October 3, 2014

Data Coordinators: Larry Hunt & Angie Data Coordinators: Larry Hunt & Angie RussellRussell

GroundingGrounding Name, district, role

Share your rating on the data survey and why

Name, district, role

Share your rating on the data survey and why

Data Skill SurveyData Skill Survey

5. Data? No problem. I invented data.

4. I’m OK. I taught high school statistics.

3. I used data to plan instruction, and it helped a lot.

2. I was assigned this position, but not sure what data skills I’ll need.

1. I like data except for the numbers part.

5. Data? No problem. I invented data.

4. I’m OK. I taught high school statistics.

3. I used data to plan instruction, and it helped a lot.

2. I was assigned this position, but not sure what data skills I’ll need.

1. I like data except for the numbers part.

Goals of this session…Goals of this session…

Gain an understanding of the Data Warehouse, SIRS and the NYS reporting process in schools

Discuss roles and responsibilities of the District Data Coordinator

Consider key personnel responsible for data reporting

Discuss roles and purpose of a data verification team

Gain an understanding of the Data Warehouse, SIRS and the NYS reporting process in schools

Discuss roles and responsibilities of the District Data Coordinator

Consider key personnel responsible for data reporting

Discuss roles and purpose of a data verification team

What is a Data Warehouse?What is a Data Warehouse?

A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations.

A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations.

What are the benefits of the Data Warehouse?What are the benefits of the Data Warehouse?

The Data Warehouses includes a wide variety of current and historical information, including demographic, enrollment, program service, and assessment data, and others

It allows for the merging of data sets and data sources that are otherwise difficult to combine or compare

The Data Warehouses includes a wide variety of current and historical information, including demographic, enrollment, program service, and assessment data, and others

It allows for the merging of data sets and data sources that are otherwise difficult to combine or compare

Purposes of the Data WarehousePurposes of the Data Warehouse

To help educators in NY make sound, data-based plans and decisions about their work

To help SED evaluate education in NYS

To support funding decisions at the state and federal level

To hold school districts accountable

To help educators in NY make sound, data-based plans and decisions about their work

To help SED evaluate education in NYS

To support funding decisions at the state and federal level

To hold school districts accountable

The Structure of the Data Warehouse

The Structure of the Data Warehouse

Special Education System/

Intervention Tracking System

Regional Data Warehouse – Level 1

Statewide Repository – Level 2

State Educ. Dept.

Food Service Package

Student Managemen

t System

COGNOSLevel One

PD SystemPortal

COGNOS Level 2 reports

NYS School Report Cards

Federal Reports

Level 0

Level 0

How schools report data?

How schools report data?

HRServicePackage

Data Warehouse Terminology Data Warehouse Terminology

Various software packages

eScholar Templates (23)

Level 0

Level 1

COGNOS Report/Cubes

Various software packages

eScholar Templates (23)

Level 0

Level 1

COGNOS Report/Cubes

Level 1C (container)

Level 2

COGNOS State Reporting (L2RPT)

PD – VR reports

NYSSIS

Level 0 Historical

Level 1C (container)

Level 2

COGNOS State Reporting (L2RPT)

PD – VR reports

NYSSIS

Level 0 Historical

Refresh Cycle for Loading DataRefresh Cycle for Loading Data

Level 0 From Level 1 nightly Level 1 – From Level 0 Every 15 minutes

(Mon-Thurs) Level 1 – From SIS/IEPD/ First thing Thursday Nutrikids/etc. Submit to NYSSIS 8 AM Thursdays Level 1 Cognos Reports Instant from Level 1 Level 1 Cognos Cubes As needed Level 1 Container Friday midnight Level 2 Reporting Monday @ 6 AM PD System Monday @ 6 AM

Level 0 From Level 1 nightly Level 1 – From Level 0 Every 15 minutes

(Mon-Thurs) Level 1 – From SIS/IEPD/ First thing Thursday Nutrikids/etc. Submit to NYSSIS 8 AM Thursdays Level 1 Cognos Reports Instant from Level 1 Level 1 Cognos Cubes As needed Level 1 Container Friday midnight Level 2 Reporting Monday @ 6 AM PD System Monday @ 6 AM

Student IDData Set

NYSSIS

Near MatchResolution

DistrictSMS

State ID

RegionalData

Warehouse(Level 1)

NYS Unique ID System(NYSSIS)

Level 0 HistoricalLevel 0 Historical

NYSED Business PortalNYSED Business Portal

The Role of the Data Administrator

The Role of the Data Administrator

What is a data administrator and what should they be doing?

What is a data administrator and what should they be doing?

A district level administrator who is responsible for the accuracy and effective use of district’s data.

Key Responsibilities Include:Attend informational sessions provided for District Data Coordinators by Level 1 data centersCoordinate and facilitate district data team meetingsMonitor compliance with regard to data standards and maintenance of recordsEnsure data extracts conform to the Data Warehouse file format and include all required fields as specified in the templatesSecure certificationAssist in the direction of the data analysis activities and instructional improvement initiatives

A district level administrator who is responsible for the accuracy and effective use of district’s data.

Key Responsibilities Include:Attend informational sessions provided for District Data Coordinators by Level 1 data centersCoordinate and facilitate district data team meetingsMonitor compliance with regard to data standards and maintenance of recordsEnsure data extracts conform to the Data Warehouse file format and include all required fields as specified in the templatesSecure certificationAssist in the direction of the data analysis activities and instructional improvement initiatives

DemographicsDemographics

Student demographics include basic student data

Student ID, student name, grade, birthdate, gender, ethnicity, and parent contact information

Can change during the year

Student demographics include basic student data

Student ID, student name, grade, birthdate, gender, ethnicity, and parent contact information

Can change during the year

Student EnrollmentStudent Enrollment

Student enrollment - when the student enters and/or leaves the school district and/or changes program

Student enrollment - when the student enters and/or leaves the school district and/or changes program

Program Fact/ServicesProgram Fact/Services

These are facts about students

They have a beginning date, and can have an ending date

Typical Program Facts would be Free and Reduced Lunch, LEP, Disability, Reading First, NCLB groups (Title One) Liberty Partnership

These are facts about students

They have a beginning date, and can have an ending date

Typical Program Facts would be Free and Reduced Lunch, LEP, Disability, Reading First, NCLB groups (Title One) Liberty Partnership

Assessment FactAssessment ResponseAssessment FactAssessment Response

Assessment Fact

Test Group Codes ( ALTREG, CTE, NYS, NYSAA, Regents, NYSITELL etc.)

Standard Achieved Codes

Level 1, Level 2, Level 3, Level 4, Medically Excused, Admin Error

Assessment Response

Item Response Data

Assessment Fact

Test Group Codes ( ALTREG, CTE, NYS, NYSAA, Regents, NYSITELL etc.)

Standard Achieved Codes

Level 1, Level 2, Level 3, Level 4, Medically Excused, Admin Error

Assessment Response

Item Response Data

So, What Should I Do To Get Started?So, What Should I Do To Get Started?

Each district should identify a Data Administrator

Contact CNYRIC DW team

Develop a team, and establish processes

This is not a one person task

Review data reports monthly

Make sure that others understand their roles in the process. The State provides deadlines, make sure deadlines are well communicated to team.

Each district should identify a Data Administrator

Contact CNYRIC DW team

Develop a team, and establish processes

This is not a one person task

Review data reports monthly

Make sure that others understand their roles in the process. The State provides deadlines, make sure deadlines are well communicated to team.

Certification OverviewCertification Overview

October – Staff Evaluation Rating

December – August Graduates

January – BEDS

April – BEDS

May – BEDS – Free and Reduced Lunch

June – Teacher Student Data Linkage Staff Assignment

August – End of Year

October – Staff Evaluation Rating

December – August Graduates

January – BEDS

April – BEDS

May – BEDS – Free and Reduced Lunch

June – Teacher Student Data Linkage Staff Assignment

August – End of Year

Effective Data UseEffective Data Use

Give data to teachers in a format they are able to understand

Investigate effective data facilitation strategies

Give data to teachers in a format they are able to understand

Investigate effective data facilitation strategies

Contact InformationContact Information

Donald DeJohn, Ph.D.

Project Manager,

Data Warehouse

Ddejohn@cnyric.org

(315) 433-2217

Donald DeJohn, Ph.D.

Project Manager,

Data Warehouse

Ddejohn@cnyric.org

(315) 433-2217

Lori DeForest

Supervisor,

Data Analysis Services

ldeforest@cnyric.org

(315) 433-2247

Lori DeForest

Supervisor,

Data Analysis Services

ldeforest@cnyric.org

(315) 433-2247

Websites for Data AdministratorsWebsites for Data Administrators

Information Reporting Services (IRS): http://www.p12.nysed.gov/irs/

Student Information Repository System: http://www.p12.nysed.gov/irs/sirs

IRS Calendar: http://www.p12.nysed.gov/irs/calendar-irs.html

Business Portal: portal.nysed.gov (IRSP)

LDS TAC: http://www.nysldstac.org/

Templates: http://www.p12.nysed.gov/irs/vendors/templates.html

Accountability: http://www.p12.nysed.gov/accountability/

http://www.cnyric.org/teacherpage.cfm?teacher=1242

Information Reporting Services (IRS): http://www.p12.nysed.gov/irs/

Student Information Repository System: http://www.p12.nysed.gov/irs/sirs

IRS Calendar: http://www.p12.nysed.gov/irs/calendar-irs.html

Business Portal: portal.nysed.gov (IRSP)

LDS TAC: http://www.nysldstac.org/

Templates: http://www.p12.nysed.gov/irs/vendors/templates.html

Accountability: http://www.p12.nysed.gov/accountability/

http://www.cnyric.org/teacherpage.cfm?teacher=1242

What is your one burning question about being a

Data Administrator?

What is your one burning question about being a

Data Administrator?