SDS / MI-CIS Changes

Presentation to ISD Directors

April 30, 2008

Meg Ropp and Allan Knapp

MI-CIS Constituencies - 1

• Daily Special Ed Student Tracking

• Daily Early On® Child Tracking

• Federal December Counts for SE and EO

–Collection part is CHANGING

–Report part is staying the same

MI-CIS Constituencies - 2

• State June Early On Count

–Collection part is CHANGING

–Report part is staying the same Electronic IEP (eIEP)

• Public Reports

• SPP / APR Support

2008 December Submission Daily

MI-CIS Users

Other Special Ed Tracking

Systems

MI-CISDecember

Count Processing

FrozenDatabase

Move Data

Technical Manual

File

Detail Reports

Federal Tables

Data Portraits

Update Special Ed Records for Non-MI-CIS Users

Public Reports

Ed Charts

2009 December Submission

Completed Data File

New File Format

Daily MI-CIS Users

Other Special Ed Tracking

Systems

SDS

MI-CISFrozen

File Federal Tables

Data Portraits

Update Special Ed Records for Non-MI-CIS Users

Public Reports

Ed Charts

SRSD changing to Student Data System • Secure collection of individual student record data and ability to

share data elements automatically with other state and local (school district) applications

• Ability to maintain student records (including the Unique Identification Code) 24/7 through bulk upload, online entry, error check/correction, and automated data exchange

• Reporting of current submission data including important aggregations, calculations and comparisons with the district’s previously submitted data as well as with files from other LEAs statewide

• Sharing and integration of student data horizontally across state student data systems of record to reduce duplication of effort.

Benefits of the change• 1) Reduced requests for duplicate data

– Implement "Collect once, store once, use many times“ vision– Reduce duplicative data submissions by locals (PA 180 of 2003)

• 2) Easier submission processes– Align new SDS with timelines for program data submissions

• 3) Ability to maintain, update and revise data until you are ready to certify it.

• 4) Online data quality reports for current and previous submissions – Allow you to see trends and potential data quality issues “before” you

certify.• 5) Improve School Code Master to include

– Additional entities (e.g., early childhood providers) and collaborative relationships among existing entities

– Contact information for program coordinators

Summary of ChangesObtaining Unique Identification Codes (UICs) • Fall 2008

– Valid UICs will be required on all submitted records prior to submitting data to SRSD & SDS.– Enhanced UIC service will be available 24/7 for obtaining and/or validating UICs.– Text file formats will continue to be accepted along with XML.– Secondary UICs will no longer be accepted.– Enhancements to the UIC matching process will result in fewer records that require resolution.– A consumable UIC Web Service will be available to local SIS vendors as an automated option

for the process of obtaining UICs. – There will be no more Phase 1 Student UIC Resolution.

• User Acceptance Testing - July 2008• Training – July 2008• Launch – August 2008

• Fall 2009– An online interface will be available for users to request that UICs be linked or unlinked.– Additional enhancements to the UIC matching process will result in fewer records requiring

resolution.– The text file format will be discontinued, and only XML will be accepted.

Summary of ChangesEarly Childhood • The new SDS will correct an important timing issue by aligning data

collection (October) with the typical initiation of district programs. • District users will be able to report enrollments and exits for each individual

program. • SDS will be open throughout the school year so that early childhood

providers will have the flexibility to update their data as they change.• MDE will take monthly "snapshots" of submitted data to support allocations

for the Michigan School Readiness Program (MSRP). • Schedule for implementation:

– XML specifications – April 2008– User Acceptance Testing – June 2008– Pilot Testing – July 2008– Training – August 2008– Launch – October 2008

Summary of ChangesEnrollment/Exit • Will allow ability to update enrollment for assessment

purposes • Provide a mechanism for districts to obtain historical

information on enrolled students • Schedule for implementation:

– XML/Text File specifications – April 2008– User Acceptance Testing – June 2008– Pilot Testing – July 2008– Training – August 2008– Launch – October 2008

Summary of Changes

Supplemental Nutrition (Free and Reduced Lunch Eligibility) • Field 31: Supplemental Nutrition Eligibility will be removed from

SRSD.• Eligibility counts removed from the Michigan Electronic Grants

System (MEGS) • Validation for these data will occur through December 15, at which

time the data will be considered frozen.• Actual meals served will continue to be reported directly to MDE • Schedule for implementation:

– XML specifications – April 2008– User Acceptance Testing – June 2008– Pilot Testing – July 2008– Training – August 2008– Launch – October 2008

Summary of ChangesMigrant Curriculum • Michigan is required to comply with federal regulations mandating

that a migrant student’s course history be submitted to the federal Migrant Student Information Exchange (MSIX) system within ten days of a student’s exiting a district.

• MDE will query the SDS course history data on a daily basis, combine these data with Migrant Education Database System (MEDS) data, and submit to MSIX

• Schedule for implementation– XML specifications – March 2008– User Acceptance Testing – June 2008– Pilot Testing – July 2008– Training – August 2008– Launch – September 2008

Summary of ChangesSpecial Education Pilot • CEPI and MDE are removing the periodic "December 1" count for federal special

education reporting from the Michigan Compliance Information System (MI-CIS) system and integrating it into the SDS

• Will allow district staff members to update any data that they submitted as part of the fall collection, and will also provide validation checks to ensure that data reported in the fall are consistent with that reported in December – (e.g., race/ethnicity consistency).

• Once the data have been certified, CEPI will transfer data to the MI-CIS application to produce more complicated and special education-specific reports.

• Schedule for implementation:– XML File specifications – June 2008– User Acceptance Testing – Fall 2008– Training – January 2009– Parallel Data Processing – December 2008– Pilot Launch – Spring 2009– Pilot Early On® – June 2009– Launch – December 2009

Spring General Collection

7/08 9/08 11/08 1/09 3/09 5/09 7/09 9/09 11/09 1/10

Early Roster (Pre-Id)

Early On

Migrant / MMC Curriculum

Early Childhood

Supplemental Nutrition Eligibility Count

Supplemental Nutrition Eligibility Update

Direct Cert Update

Early On

EOY General Collection

Fall General Collection / FTE

Ongoing Enrollment/Exit

SDSSRSD

Request for UIC

OtherSystem of Record: Collection Point:

Special Ed

SDS Pilot Test– data submitted by users, but not retained for production

SDS Pilot Parallel – duplicate submission files processed, data not retained for production

Participate in Testing/Pilot

If you would like to participate in testing for the SDS please contact CEPI via e-mail at CEPI@michigan.gov.

New Topic – eIEP Status

• Current Users

• New Projects under consideration

MI-CIS eIEP Trained List - 1

• AMA – Complete

• COP – Complete in August

• Delta-Schoolcraft – Complete

• Dickinson-Iron – Complete

• Eastern UP – Complete– See www.mi-iis.com for this list

MI-CIS eIEP Trained List - 2

• Gogebic – Complete but not fully implemented

• Ingham – Just Stockbridge• Menominee – Complete but not fully

implemented• Muskegon – Just Mona Shores – they are

training the rest of the districts– See www.mi-iis.com for this list

MI-CIS eIEP Trained List - 3

• Oakland – They do their own training

• Ottawa – Just Allendale

• Sanilac - Complete

• St Clair – East China, Marysville, Capac, Woodland partially trained– See www.mi-iis.com for this list

eIEP New Trainings Planned

• Ionia – August

• Lewis-Cass – Just a local directors’ training

• Midland – May

• PSAs - Scheduled

Three Projects Being Considered

• Project 1 – Standards based Rewrite– eIEP linked to curriculum

• Project 2 – Phase 2 Improvements– From FORM to SYSTEM

• Project 3 – Third Party Communication– Allow non-MI-CIS users access to eIEP

Proposed timeline – Standards Based Rewrite Project

• June 2008 –Task Force recommendations

• Sept 2008 – Paper Prototype; eIEP design begins

• Dec 2008 – Public Comment completed

• Jan 2009 – Final paper version

• Spring 2009 – eIEP deployment begins

• August 2009 – Software ready for new users

Other Two Projects

• Timelines depend on

–Results of ISD Director Survey

–Financial Resources

–Content of Task Force Recommendations

ISD Director Survey

• Identify quantities of 3 user types– Current eIEP users– Those considering using the eIEP– Those who are not going to use the eIEP

• Ask and answer questions• Listen to Director observations• Begin calls mid-May; Please be talking to your

districts re what they are looking for