Coursework Completion System (CWCS)

Jan HavenSusan Rose-Adametz

Sarita Jha

Outline

1) How Far We Have Come2) Right Here, Right Now3) Where We Are Going4) Moving for The Customer5) Building the Momentum

Purpose of CWCS

• CWCS (Coursework Completion System:An extension of the Individual Student

Enrollment System (ISES)• CWCS intended to capture:

data on all K3 –12 studentsThe courses a student takes (using

standard codes)The teacher(s) teaching the course andOther characteristics of the section and

course

So…?

• Learned lessons from previous roll-outs • Got the right people with the right

background around the table • Gave districts a voice • Closed the communication gap• Executed a plan • Reflected and revised

CWCS Phase 1 (SY2010-11)

• Pilot I and II: January/February (8-10) districts

• Dry run training with pilot districts• First collection period March – May 2011

for–first quarter, semester, trimester

• Second collection period May - August 2011–second or third quarter, semester,

trimester –annual 2010-11 course data

Known Issues• In a course/teacher file there were extra spaces

after the former last name. • The CSV files does not contain 03, 04, 05

records and file returns Success. • A user friendly error is not thrown back to the

screen, if no schools are present in XML file first quarter, semester, trimester.

• Wrong message is thrown if a WSN is deleted from WSLS which is being used in CWCS.

• In student file there were extra space after WSN, and it did not return a friendly message.

• Blank space in the list screens.

File Upload (Bad File )"01","03-24-2011 11:25:13 CST","00001","CW1"  ,

"0001""02","0020","WCT","2011","2T""06","EOF"

<?xml version="1.0" encoding="utf-8" standalone="no"?>

<!DOCTYPE CWCS_TRANS SYSTEM "TR_CWCSWCT.DTD">

<CWCS_TRANS><DTG>02-16-2011 11:47:44 CST</DTG><SEQ_NUM>00002</SEQ_NUM><COLLECTION>CW1</COLLECTION><DISTRICT>0001</DISTRICT></CWCS_TRANS>

File Upload (Good File )

“01”,”02-10-2011 13:00:05 ST”,”00001”,“CW1”,“0001” “02”,”0002”,”WCT”,”2011”,”1S”“03”,”ALG206B”,”S”,”NA”,”N”,”N”, ”B”,”N”“04”,”02069B”,”ALGEBRABILING206B”,”N”,”NA”,”NA”,”NA

””05”,”ST”,”000009”,”BROWN”,””“06”,”EOF”

<?xml version="1.0" encoding="utf-8" standalone="no"?><!DOCTYPE CWCS_TRANS SYSTEM "TR_CWCSWCT.DTD"><CWCS_TRANS><DTG>03-29-2011 15:53:29 CDT</DTG><SEQ_NUM>00001</SEQ_NUM><COLLECTION>CW1</COLLECTION><DISTRICT>0001</DISTRICT><SCHOOLS>

<SCHOOL>0160</SCHOOL><RECORD_TYPE>WCT</RECORD_TYPE><YEAR>2011</YEAR><TERM>1S</TERM>

<SECTION><SECTION_ID>25195</SECTION_ID><CLASSROOM_TYPE>S</CLASSROOM_TYPE><DISTANCE_ED>N</DISTANCE_ED><VIRTUAL_ONLINE_ED>N</VIRTUAL_ONLINE_ED><BILINGUAL_ESL>NA</BILINGUAL_ESL><PROJECT_BASED>N</PROJECT_BASED>

<COURSE><COURSE_CODE>22E01G</COURSE_CODE><LOCAL_COURSE_TITLE>01 Homeroom</LOCAL_COURSE_TITLE><ACAD_SERVICE_LEARN>N</ACAD_SERVICE_LEARN><EQUIVALENCY>NA</EQUIVALENCY><WORLD_LANGUAGE>NA</WORLD_LANGUAGE></COURSE><TEACHER><TEACHER_ROLE>ST</TEACHER_ROLE><ED_FILE_NUMBER>065886</ED_FILE_NUMBER><LAST_NAME>Wagner</LAST_NAME></TEACHER>

</SECTION></SCHOOLS></CWCS_TRANS>

File Upload (Good File)

Issues Resolved Recently

• Expanded High School and College Credit Earned Values– Valid values

are .0, .125, .166, .167, .25, .333, .375, .5, .625, .666, .667, .75 and .875

• Last Name and Former Last Name combination with DPI Educator File Number

• Making Record Type dropdown consistent on all screens

• Results screen comes up fine on Firefox now• Business rule SC14 is now thrown during school

validation and lock process• Districts should now be able to acknowledge

warning SC40 and lock their district

Training for CWCS Success

12

Training•  14 total workshops March 3rd to present

• 12 three and one half hour on-site workshops -528 on-site participants -from Administrative Assistants to District Administrators

• 2 Webinar trainings held by DPI staff

-97 webinar participants

• Trainings on deck-CESA 5 and 2R Charter Schools

• 2 Webinar trainings held by DPI staff-97 webinar participants

• Trainings on deck-CESA 5 and 2R Charter Schools

Support Working For You

• DPI Help Desk Customer Support for Questions and User

Issues

CWCS Landing Page – User Friendly

• Training– Recorded Web Conferences– Posted Presentations – Web Tutorials – in the future– User Guide

Progress Report Right Here, Right Now

81%

19%

Districts with Completed Contact and Preference Information

CompleteIncomplete

Progress

31%

69%

Districts with Completed Course/Teacher Files

CompleteIncomplete

Progress

Progress

24%

76%

Districts with Uploaded Student Files

CompleteIncomplete

Locking Down

• Locked defined as: −Performed when all the data for that

school/district has been submitted, validated and found to be error free

−Number of schools locked: 110−Number of districts locked: 13/442

(2.94%)

School Course Enrollment Report

Teacher Workload

Section Review Report

We Are Listening…

• Application Development: Putting the Pieces In PlaceExample– Emergency Fix:

a. An emergency fix is being implemented today to support HTML formatting for report viewing in Firefox 3.x.b. An emergency fix is being implemented to correct an issue with teacher last names. These errors were created by the system pulling suffix (Jr., Sr., Dr., etc.) information in the last name field. This fix will go into effect next Monday, March 21.

Communication

Communication • Weekly Communications Since January 28,2011 to March 25, 2011

• Now Bi-weekly and As Needed

WSLS – ISES – Discipline – CWCSCollection Windows

WSLSCWCS CW 1

CWCS CW 3

ISES CD/YE

Phase 1 - School Year 2010 - 2011

Phase 2 - School Year 2011 - 2012

ongoing3/14–5/23

CWCS CW 2

Summer School (NA)

9/168/1–10/1710/1–11/30

CWCS CW 1

6/1–8/318/1–11/30

Discipline3rd

FridayISESCC

1/15–4/30

Process Check • CW1 data collection closes on May 23rd,

2011

Suggested Benchmarks for week of April 11th:(Completed or participated in trainings)

• Completed district course mapping process to Wisconsin Course Codes (NCES)

• Uploaded the latest version of SIS software• Extracted section/course/teacher data file(s) from SIS

system• Uploaded section/course/teacher data file(s) to DPI CWCSIf completed section/course/teacher file have uploaded

successfully aim for: • Extracted section/student/completion data file(s) for upload

from SIS • Uploaded student data file(s) to DPI CWCS

Next Steps: CWCS Phase 2 (SY2011-12)• Planning sessions beginning mid April

2011 with modification regarding–optional data fields to required–NCES prior to secondary course codes– teacher role–eliminate PI-1215 Course Offerings

Report

Our Customers

The Customer

CWCS Focus: –A customer-centric approach; a

dedication of the entire team with a commitment to the user

–Everyone matters in the delivery of product and service with CWCS

The CustomerDr. Evers’s Quotable Quotes from our Customers:

“Knowing you are willing to support me.”

“Assurance from DPI staff to assist districts!”

“The help being offered and knowing we need help. The willingness to work with the vendors and people entering CWCS. The handouts are great.”

“The three presenters today did a great job. Keep putting these kinds of people out to lead us!”

“I love the idea of connecting new users with more seasoned users so they can be mentored.”

“The opportunity to ask questions and network.”

“Keep the communication coming in all forms…the more frequently I read, view or participate…the more I get it!”

"

TOGETHER as a TEAM we WILL make the difference for ALL

LEARNERS across Wisconsin!

ONWARD! Thank You!