TTAC GROUP 2 T/TAC 2 Local Improvement Plan Project Presented by T/TAC Group 2 December 11, 2003...

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P 2 T/TAC 2 Local Improvement Plan ProjectT/TAC 2 Local Improvement Plan Project

Presented by T/TAC Group 2 December 11, 2003Project lead: Dr Michael Behrmann

Education for a Lifetime

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P 2 IntroductionIntroduction

As a result of a grant from the Virginia Department of Education, we are working on automating the Local Improvement plan process.

LIP process will be incorporated into the T/TAC online site under “School Improvement”.

The main goal of this online process is to disseminate success stories and to function as a performance tool for the Technical Assistants and the Local Education Administrators.

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P 2 Project OutlineProject Outline

Background to the LIP process

Conclusions: Findings and Recommendations

Analysis:• Performance Analysis

Analysis:• Performance Analysis

Development:• Wire Frames

• Prototype

Development:• Wire Frames

• Prototype

Design:• Personas• Use cases

• Interface Content Modeling• Site Diagrams / Databases

Design:• Personas• Use cases

• Interface Content Modeling• Site Diagrams / Databases

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P 2 BackgroundBackground

Community Forum

‘No Child Left Behind’

LIP Grants Proposals and Reports

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P 2 T/TAC Online: As IsT/TAC Online: As Is

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P 2 No Child Left BehindNo Child Left Behind

Three targets:– School Personnel

– Service Providers

– Administrators

January 8th, 2002 – Goal: every child meet state standards by the

2013-2014 school years

•SOL’s (Standards of Learning)

•AYP: ‘adequate yearly process’

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P 2 LIP GrantsLIP Grants

LIP (Local Improvement Plan) Grants

– “Sliver”– Federal flow through money• $3.5 million• Fairfax receives the largest amount of any division: $285,088

since it has the most students in the state

LIP is comprised of Proposals and Reports

Seven section document– Focused on one or more of the five goals that are

related to ‘No Child Left Behind’ program– Relates to 3 strategic directions and goals of the VDOE

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P 2 LIP Plan MapLIP Plan Map

http://immersion.gmu.edu/ttac/fall2003/group2/work/LIP/lipprocess.htm

http://immersion.gmu.edu/ttac/fall2003/group2/work/LIP/lipprocess.htm

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P 2

- Analysis

- Design

- Development

- Implementation

- Evaluation

Instructional Design Model we usedInstructional Design Model we used

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P 2

AADDIEDDIE (Analysis)(Analysis)AADDIEDDIE (Analysis)(Analysis)

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P 2 Performance AnalysisPerformance Analysis

“Partnering with clients and customers to help them define and achieve their goals. Performance analysis involves reaching out for several perspectives on a problem or opportunity, determining any and all drivers toward barriers to successful performance, and proposing a solution system based on what is learned, not on what is typically done.”

Allison Rossett (1999)

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P 2 Why Performance Analysis?Why Performance Analysis?

Preliminary study

Prior to a needs assessment

Task related:– Optimals – Actuals

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P 2 Our Clients and StakeholdersOur Clients and Stakeholders

Clients– Dr. Pat Abrams: Associate Director, Special Education, VDOE

– Dr. Michael Behrmann: Professor, Director Helen A. Kellar Center

– Mr. Ken Olsen – Federal Technical Specialist - Mid-Atlantic region

Stakeholders– Dr. Pat Abrams

– Dr. Michael Behrmann

– Mr. Ken Olsen

– Ms. Lucinda Zimmerman - T/TAC Online Administrator

– VDOE Technical Assistance Staff (TAs)

– Local Education Agencies (LEAs)

– Dr. Shuangbao Wang – T/TAC Online programmer

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P 2 Information SourcesInformation Sources

Information Sources– Dr. Pat Abrams- Associate Director, Special Education, VDOE

– Dr. Michael Behrmann - Professor, Director of the Helen A. Kellar Center

– Ms. Lucinda Zimmerman - T/TAC Online Administrator

– Ms. Mary Wilds - Old Dominion University T/TAC (Region 2)

– Dr. Shuangbao Wang – T/TAC Online programmer

– Ms. Lisa Carson (College of William & Mary)

– Ms. Carol David (McLaughlin & Associates)

– Mr. Jeff Schuyler (McLaughlin & Associates)

– Educational professionals involved with grants proposal/reporting:

School District Administrators

Special Education Specialists

Virginia Department of Education Technical Assistants

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P 2 Our Research StrategyOur Research Strategy

“Triangulation” – getting input/feedback on the

same material from different points of view

Research methods– Internal discovery– Contextual Inquiry/Task Analysis– Focus groups, Interviews, Surveys

Allison Rossett (1999)

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P 2 Research Phase – 1Research Phase – 1

Gathered background data– Previous TTAC websites (Phases 1 through 6)

– Presentations related to GMU T/TAC & T/TAC Online

– Web-based community technologies such as Webinars,

chat groups, Discussion forums, Online communities

– VDOE website

– Grant Process - Developed Concept Map

– LIP Process – Developed Concept Map

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Interviewed and gathered information from the following sources:

– Dr. Michael Behrmann- Professor, Director Helen A. Kellar Center– Dr. Lynn Wiley - Project Coordinator T/TAC Region 4 – Dr. Shuangbao Wang – T/TAC Online programmer – LEAs and VDOE TAs– VDOE Project Coordinator– ‘No Child Left Behind’ Background – Past Grant proposals/reports – LIP program – Rubric for proposal/reporting– Goals

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VDOE meeting in Richmond – September 24, 2003, interviewed Dr. Michael Behrmann and began questionnaire.– Attended VDOE meeting in Richmond On September 29, 2003.– Questionnaire distributed to participants at the Richmond meeting. – Asked for responses by Friday, October 2, 2003. – Sent thank you notes to primary participants.– Conducted face-to-face interviews.– Attended focus groups.– Reviewed LIP evaluation report from McLaughlin group (McLaughlin group performed preliminary survey of the LIP grant process).

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P 2 Questionnaire to participants at RichmondQuestionnaire to participants at Richmond

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P 2 Findings – Drivers for LEAs / TAsFindings – Drivers for LEAs / TAs

– VDOE personnel could use a systematic compilation of

data across projects.

– Realization of geographical constraints.

– Need to share best practices in a timely manner.

– Frequent staff turnover, an organized system online

would require little or no training for the new hires.

– A repository that would enable users to access old data

easily and in a timely manner.

– Access to quantifiable data.

– The ability to submit or access interim reports.

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P 2 Findings – Barriers for LEAs / TAsFindings – Barriers for LEAs / TAs

– Operating systems vary.– Internet connection speed low in some counties.– No face-to-face interaction.– Due to time constraints, unable to complete a proposal / report in one go. – Comfortable in using Microsoft Word / Excel for LIP proposal and reporting purposes.

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P 2 Findings – LEA Needs / RequirementsFindings – LEA Needs / Requirements

– Keep the LIP process simple.– Make the LIP process sustainable.– Additional staff.– Local school administration/school board support to promote the LIP project to the individual schools.

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P 2 Findings – TA Needs / RequirementsFindings – TA Needs / Requirements

– Reporting process should be part of grant application.– Need interim reports. – Formally track problems.– TAs need training/support.– Want the ability to create and evaluate long- term plans.– Want to quantify knowledge learned from LIP grant process to apply to state goals/priority projects.

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P 2 RecommendationsRecommendations

Stakeholders see value in an online process for Local Improvement Plans. Any process needs to be carefully designed to

ensure it meets user needs. – Considerations are: limitations on time, connectivity, and user

knowledge.

• Simple and well supported with help functions

• Effectively use with minimal learning time.

• Flexible to enable users to adapt easily

• Enable users to receive and retrieve data using programs

that they are familiar with and have readily available.

• Word and Excel templates to streamline data

reception.

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P 2

AADDDIE DIE (Design) (Design)

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P 2 PersonasPersonas

“A user role is an abstract collection of (common) needs, interests, (shared) expectations, (common) behaviors, and responsibilities characterizing a relationship between a class or kind of users and a system”.

Constantine & Lockwood (1999)

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P 2 Persona – PublicPersona – Public

Characteristic/Background Parent of special needs child Married Loundon County Literate 39 years-old

Work Environment Accesses internet via dial up from home or work Special needs volunteer

Michelle Gallager

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Responsibilities Raising their child to the best of her ability - Wants most information possible

Goals / Wants / Needs Desire to select best school for child Develop child’s abilities Wants to know how schools are doing - District - States

Michelle Gallager

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Avoid LEA jargon & technical terms

Frequency of Use of “School Improvement” site Infrequent : every 6 months

Quote“My child deserves the best.”

Michelle Gallager

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P 2 Persona – Local Education AdministratorPersona – Local Education Administrator

Characteristic/Background Busy Overworked Understaffed Not interested in becoming technological experts 45 years-old

Work Environment Access to computer at work operating on Window 98 Access to internet via dial up Dose not have access to latest software/browsers Only special education administrator in her work location

Katherine Cox

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Responsibilities LIP Proposal LIP report- Final and Interim data for reports Gathering baseline data for LIP proposal Evaluate project against their goals

Goals / Wants / Needs Need to get administrative buy in - Accountability Exchange best practices with other LEA’s Store data as it is collected for LIP reports Simplify the whole process - Avoid the ‘tax return’ syndrome Utilize past report-do not start from scratch

Katherine Cox

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Avoid Creating more work due to the process being online Last minute reporting

Frequency of Use of “School Improvement” site Infrequent: Write proposal once every year Entering in data for the report Write final report once every year

Quote“K.I.S.S.”-driving design (keep It Sweet & Simple)

Katherine Cox

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P 2 Persona – Technical AssistantPersona – Technical Assistant

Characteristic/Background Married with children Busy Not interested in becoming technological experts 47 years-old

Work Environment Centrally located with other TA’s Less than one year on the job High speed internet access

Justine Braxfield

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Responsibilities Helping LEA’s with LIP proposals Evaluating LIP proposals using checklist/rubric Keep the LEA’s on schedule with LIP Responsible for 1 of 8 T/TAC regions Issue status of LIP proposal-approval or not Review and disseminate reports

Goals / Wants / Needs Want ‘how to’ on the site for LEA’s Ability to track progress of LIP project Exchange best practices with other TA’s and their LEA’s Rubric for evaluating proposals online Easily disseminate the LIP reports - Quantify the data and produce reports from that data

Justine Braxfield

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Avoid Last minute reporting Complexity More work because of an online process

Frequency of Use of “School Improvement” site Intermittent Frequent Use: - Monitoring of LIP process: Verifying that proposals/reports are submitted on time-for 1 month-4hrs./day Sending reports to Pat Abrams

Quote“ I just started working here, I don’t know what has been done in the past.”

Justine Braxfield

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P 2

We then createdWe then createdUse Cases…Use Cases…

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P 2 Essential Use CaseEssential Use Case

Describes an interaction that is complete, meaningful and well–defined to a particular user.

Based on purposes or intentions of users rather than concrete steps or mechanisms.


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P 2 Purpose of Use CasesPurpose of Use Cases

We Want to know…

What System users• Are trying to accomplish (goals).• Need from the system to accomplish their goals.

How the system can provide what they need?

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P 2 Use Case ProcessUse Case Process

Described the Tasks that needed to be performed.

Included Extension Use Cases as well.

Mapped relationships amongst use cases.

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P 2 Essential TasksEssential Tasks

Read

Communicate

Write

Save

Edit

Review

Track

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P 2 Use Case MappingUse Case Mapping

Use systemUse system

Read connectedto All

Read connectedto All

SaveSave

WriteWrite

TrackTrack

ReviewReview

Communicationconnected to All

Communicationconnected to All

EditEdit

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P 2

Description Interaction System ResponseEnter site to READ ONLY Enter website address

Site DisplaysEnter Region

Welcome page displaysClick on School Improvement

displays School Improvement pageSelects and acts on prompts for finding the information

displays list of LIP reports matching selections

Selects desired information

displays LIP report allows user to read it on-line, print, or download file

Chooses to read LIP report on-line

Use CasesUse CasesDescription Interaction System ResponseUser wants to create a new document

User selects templatetemplate is displayed

User chooses either to print(*), download(*) or work online

Print User chooses to print(*) print(*)Download User chooses to download(*) download(*)Work online User chooses to work online

User enters dataUser finishes entering dataUser saves data

Save(*)User chooses either to print(*), download(*), notify TA, email(*) or exit(*)

Print User chooses to print(*) print(*)Email User chooses to Email(*) Email(*)Exit User chooses to Exit(*) Exit(*)Download User chooses to download(*) download(*)Notify TA user chooses to notify TA

system notifies TA via promptUser chooses to Exit(*)

Description Interaction System ResponseUser wants to review a document

displays prompt with newly received documents

user acknowledges promptsends receipt to sender

User selects a documentdocument is displayed

User chooses either to print(*), download(*) or work online to modify document

Print User chooses to print(*) print(*)Download User chooses to download(*) download(*)Work Online User chooses to work online

user modifies documentSave User saves data Save(*)

User chooses either to print(*), download(*), notify TA, email(*) or exit(*)

Print User chooses to print(*) print(*)Email User chooses to Email(*) Email(*)Exit User chooses to Exit(*) Exit(*)Download User chooses to download(*) download(*)Notify LEA user chooses to notify LEA

system notifies LEA via promptUser chooses to Exit(*)

User modifies documentUser selects their document

document is displayedUser chooses either to print(*), download(*) or work online to modify document




Print User chooses to print(*) print(*)Email User chooses to Email(*) Email(*)Exit User chooses to Exit(*) Exit(*)Download User chooses to download(*) download(*)Notify TA user chooses to notify TA

system notifies TA via promptUser chooses to Exit(*)

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P 2 Use Case: TA ReviewUse Case: TA Review

Description Interaction System ResponseUser wants to review a document

displays prompt with newly received documents

user acknowledges promptsends receipt to sender

User selects a documentdocument is displayed

User chooses either to print(*), download(*) or work online to modify document




Print User chooses to print(*) print(*)Email User chooses to Email(*) Email(*)Exit User chooses to Exit(*) Exit(*)Download User chooses to download(*) download(*)Notify LEA user chooses to notify LEA

system notifies LEA via promptUser chooses to Exit(*)

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P 2 Which leads to…Which leads to…

Interface content models

Site diagrams / Database

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P 2

Interface Content Interface Content ModelsModels

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P 2 Interface Content ModelsInterface Content Models

An abstract representation of the contents of the various interaction spaces for a system and their interconnections.

Some of the simplest modeling technology Some of the simplest modeling technology - paper and Post-it notes-works best.- paper and Post-it notes-works best.

Some of the simplest modeling technology Some of the simplest modeling technology - paper and Post-it notes-works best.- paper and Post-it notes-works best.


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P 2 Purpose of Interface Content ModelsPurpose of Interface Content Models

In implementation, each interaction space becomes a recognizable collection comprising part of the user interface.

Denotes specific interface components, such as toolbars, command buttons or selection lists.


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P 2 Interface Content ModelsInterface Content Models

Some of the simplest modeling technology Some of the simplest modeling technology -paper and Post-it notes-works best.paper and Post-it notes-works best.

Some of the simplest modeling technology Some of the simplest modeling technology -paper and Post-it notes-works best.paper and Post-it notes-works best.


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P 2

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Database Set – UpDatabase Set – Up

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P 2 Reasons for considering database designReasons for considering database design

Poor database design leads to…

Data integrity issues• Loss of data• Slow queries

– User confidence, usage dies

System dies and is not used– Money is wasted

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P 2 FactsFacts

The LIP data will be stored in a MS SQL server database.

The MS SQL Server can manage scalable databases (Data can grow).

The database must provide accessible, reliable and accurate information for the customers of VDOE, LEA and the public.

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P 2 Database TasksDatabase Tasks

Read

Write

Save

Edit

Delete

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P 2 Save, Write, Edit DataSave, Write, Edit Data

How will data captured from web site be stored…

System users who save information• Query string is sent when “save” is clicked to tell the database to save a set of data.• MS SQL Server communicates via query language using an Insert or Update script. (i.e.. Update main_table or Insert data into main_table.)

Saved information can be retrieved for future use.

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P 2 Read or View DataRead or View Data

How will captured data from the web site be viewed?

• System users can use the “search” feature• A query string is sent when “search” is clicked to tell the database to find a set of data. (i.e.. Select * from main_table where Lea_id = Jdoe.)• The data is the displayed as results for the user.

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P 2 Delete DataDelete Data

How will data be removed from the web site…

• System users can use the “Delete” feature• A query string is sent when “Delete” is clicked to tell the database to find a set of data. (i.e.. Delete * from main_table where Lea_id = Jdoe.)• The data is then deleted for that specific user.

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P 2

LIP

LEA Table

Field1

Field2

Main Table

Field1

Field2

LIP Table

Field1

Field2

LIP Database SampleLIP Database Sample

Table

Key

Database = Stores a set of relational tables

Tables = Store a data for related a subject or fields.

Field

TA Table

Field1

Field2

Stores data for subjects in the form of bytes (8 bits).

Bit Stores one unit or character.

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P 2

Site DiagramsSite Diagrams

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Site Diagram - T/ Taconline UserSite Diagram - T/ Taconline User

PublicUser?

TAUser?

LEAUser?

Yes

PublicUser?

TAUser?

LEAUser?

Yes

Yes

No

No

No

DisplaysResults

SearchAgain?

TA

LEA

User SelectsPrimarySearch

Begin:Welcome T/TAC User

User SelectsSecondary

Search User:Reads/Prints/

Download/ SaveReport

ChooseReport

End

Yes No

User Login

PublicUser?

TAUser?

LEAUser?

Yes

PublicUser?

TAUser?

LEAUser?

Yes

Yes

No

No

No

DisplaysResults

SearchAgain?

TA

LEA

User SelectsPrimarySearch

Begin:Welcome T/TAC User

User SelectsSecondary

Search User:Reads/Prints/

Download/ SaveReport

ChooseReport

End

Yes No

User Login

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P 2

Site Diagram - T/ Taconline User - LEASite Diagram - T/ Taconline User - LEA

LEA

NewDocument?

UserSelects

Document

UserWrites

Updates

UserSaves/Prints

Data

NotifyTA?

NotificationSent to TA

End

EnterDemographic

Data

Fill outSection 1

SelectsSection

SelectsTemplate

SelectInterimReport

Template

Write Data

UserPrints/

Download/Save

NextSection?

Yes No

Notify TA?

End

Yes

No

Yes

No


Yes

No

Reports

Proposal

TA

TA

Select FinalReport

Template

LEA

NewDocument?

UserSelects

Document

UserWrites

Updates

UserSaves/Prints

Data

NotifyTA?


End

EnterDemographic

Data

Fill outSection 1

SelectsSection

SelectsTemplate

SelectInterimReport

Template

Write Data

UserPrints/

Download/Save

NextSection?

Yes No

Notify TA?

End

Yes

No

Yes

No


Yes

No

Reports

Proposal

TA

TA

Select FinalReport

Template

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P 2

Site Diagram - T/ Taconline User - TASite Diagram - T/ Taconline User - TA

TA

Any Regionaldocuments to

review?

End

No

Userselects

document

Yes

UserReviews

Document

Approve?

ApprovalSent to

LEA

End

Yes

User WriteComments

CommentsSave and

Sent to LEA

No

LEA

TA

Any Regionaldocuments to

review?

End

No

Userselects

document

Yes

UserReviews

Document

Approve?

ApprovalSent to

LEA

End

Yes

User WriteComments

CommentsSave and

Sent to LEA

No

LEA

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P 2

ADADDDIE IE (Development) (Development)

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Wire FramesWire Frames

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P 2 What is a Wire frame?What is a Wire frame?

Identifies navigation

Does not include content

Offers an opportunity for stakeholders to give input into functionality

Translates the interactions of the flowchart into a frame-by-frame process

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P 2 Systems Wire FramesSystems Wire Frames

Public User

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P 2 Systems Wire Frames Systems Wire Frames

Public User – search page

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P 2 Flowchart Flowchart

Public User – search page

Enter t/tac online siteEnter t/tac online site

Public User?Public User?

User LoginUser Login

TA User?TA User?

LEA User?LEA User?

TATA

LEALEA

Yes

No

Yes

No

YesNo

Select searchSelect search

Search bycategory?Search bycategory?

Enter keyword?

Enter keyword?

Choose categoryChoose category

SubmitSubmit

Yes

NoYes

No

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Public User – results page

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Public User – chosen results page

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P 2 Flowchart Flowchart

Public User – results page

Results pageResults page

Choose result?Choose result?

Open chosenResults pageOpen chosenResults page

Print?Print?

Email?Email?

Print pagePrint page

EmailEmail

Yes

NoYes

No Yes

Download?Download?

NoDownloadDownload

Yes

Search again?Search again?Yes

EndEndNo

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TA User – TA Home Page

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TA User – Notification Page

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LEA User – LEA Homepage

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LEA User – LEA Proposal Page

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LEA User – LEA Home Page

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LEA User – LEA Reports Page

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LEA User – LEA Archived Materials Page

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LEA User – Notification Page

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P 2 Wire Frames: lessons learnedWire Frames: lessons learned

Not Pretty

Content? What content?

Harder than it seemingly looks!!!

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P 2

PrototypePrototype

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P 2 PrototypePrototype

This is the fun part. For many designers, thereal fun finally begins when it is time toproduce the visual design for the user interface.


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P 2 Active low Fidelity PrototypeActive low Fidelity Prototype

Connects all the wire frames.

Vaguely looks like the final product.

Opportunity to show how the user would navigate the system.

Shows interactivity.

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P 2

Getting Started…Getting Started…Michelle Michelle GallagerGallager

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P 2

-Analysis Performance Analysis

-DesignPersonasUse CasesInterface Content ModelingDatabases / Site Diagrams

-DevelopmentWire FramesPrototype

- Implementation

- Evaluation

Processes CompletedProcesses Completed

Fall 2003

Fall 2003

Fall 2003

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P 2

Findings…Findings…

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TA User – TA Home Page

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P 2Questions for SME (Technical Assistant)Questions for SME (Technical Assistant)

1. How do you currently give feedback on a particular proposal or report.for instance, do you e-mail the entire proposal/report with rephrased sentences? Do you send via U.S. Mail? Or if e-mailing, do you simply write your comments independently?

2. Do you edit reports? If yes, how? Could you give us your step-by-step process?

3. Do you have a template that you've designed or have inherited for reviewingreports or proposals? If you don't have one, would you want one online? If yes, what are your "must have's" on the template that you use?

4. Are there only the the 7 sections that need to be answered in a proposal? Is there any additional information that needs to be sent along with a proposal?

5. Are there only the 4 questions that need to be answered in a report? Is there any additional information that needs to be sent along with this report?

6. What happens after a proposal approved? Please outline the steps.

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P 2

……Surprise!!!Surprise!!!

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P 2 Annual PlanAnnual Plan

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P 2

Implications fromImplications fromFindings…Findings…

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P 2

LIP

LEA Table

Field1

Field2

Main Table

Field1

Field2

LIP Table

Field1

Field2

LIP Database SampleLIP Database Sample

Table

Key

Database = Stores a set of relational tables

Tables = Store a data for related a subject or fields.

Field

TA Table

Field1

Field2

Stores data for subjects in the form of bytes (8 bits).

Bit Stores one unit or character.

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P 2

1. Medicare Fund

2. Policies & Procedures

3. LIP

4. Personnel Development

5. Local advisory committee

6. Local jails

7. Previous Years Plan Report

Annual Plan Grant Approval

Annual Plan Database SampleAnnual Plan Database Sample

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P 2 Immediate Suggestion:Immediate Suggestion:

Revisit current infrastructure of LIP in

supporting future requirements (Annual Plan)

– 7 un-identified elements of a VDOE Annual Plan

– Finances are not released until Annual Plan is satisfied.

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P 2

Recommendations…Recommendations…

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P 2 We propose:We propose:

Analysis of the 7 unidentified elements

and a database design for all

or

Revisit client intention of LIPs online

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P 2 ReferencesReferences

Constantine, L.L. & Lockwood, L.A.D. (1999). Software for use: A practical guide to the models and methods of usage-centered design. New York: Acme Press. Allison Rossett (1999). First Things Fast. A

Handbook for Performance Analysis. CA:

John Wiley & Sons, Inc. http://immersion.gmu.edu/immsite/student

http://immersion.gmu.edu/immsite/student

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P 2 QuestionsQuestions

TTAC GROUP 2 T/TAC 2 Local Improvement Plan Project Presented by T/TAC Group 2 December 11, 2003...

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Transcript of TTAC GROUP 2 T/TAC 2 Local Improvement Plan Project Presented by T/TAC Group 2 December 11, 2003...