Valid Data, without a recount…
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Valid Data, without a recount…A management data quality process
model
W.D. Piotrowski &Lee V. LegutkoLeon District SchoolsTallahassee, Florida
February 28, 2001
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Serious Trouble:
• Data Warehousing & Data Marts
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Serious Trouble:
• Data Warehousing & Data Marts
• Data-based Decision Making
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Serious Trouble:
1. Data warehousing & data marts
2. Data-based decision making
3. Validity & Generalizability
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What prompted our situation:
Citizen protest
School Board concern
Superintendent
response
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Causes??
1. MIS’s job2. Data definition (training)3. Consistency of reporting4. Business rules: roles &
responsibilities5. Reporting & Accounting Process6. Culture
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Critical Data Elements
AttendanceDisciplineDiploma Types/Graduates (*)Dropouts/Graduation RateDHSMV PenaltiesEnrollmnts/Withdrawals (*)ESEFTEGradesHealth & ImmunizationsLEP Status & TermLunch StatusPromotions/Retentions (*)Racial/Ethnic/GenderSocial Security NumbersTest Scores & Growth (T&L)Tech PrepTransportation/EdulogAdministrator RatiosStudent Transcripts
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Priorities
Critical Data Elements
b. Determine Exception/Parameter
Criteria for Management Reports*
c. Audit/Verification Reports Provided
d. Debriefing Sessions & Processing
Recos Completed Scheduled
7 Attendance Feb-00 x xx6 Discipline Nov-99 x xx
10 Diploma Types/Graduates (*) Aug-99 x x9 Dropouts/Graduation Rate Mar-00 x x5 DHSMV Penalties Jan-00 x xx 8 Enrollmnts/Withdrawals (*) Aug-99 x x
11 ESE Apr-01 x1 FTE Sep-98 x xx
na Grades na x 14 Health & Immunizations Sep-98; Sep-99; May-01 x13 LEP Status & Term TBA6 Lunch Status Apr-99 & Dec-00 xx xx3 Promotions/Retentions (*) Aug-99 x x
na Racial/Ethnic/Gender na na4 Social Security Numbers Nov-99 x x
12 Test Scores & Growth (T&L) Sep-99 x x15 Tech Prep TBA2 Transportation/Edulog May-98 & May-99 x in progress
16 Administrator Ratios Jun-0117 Student Transcripts TBA18 Responsible Instructor Sep-00 x
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Business Process & Rules
Collaborative Working Partnership: Originators Program
Administration & Staff Technical &
Information Systems Staff
Patience
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Business Rules Foundation
a) Understanding uses, mandates & requirements
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Example: Free and Reduced Lunch
I. Primary Uses (Data & audit/management requirements):
Purpose Key Dates
a. Title I* School eligibility/funding Feb.b. E-Rate Telecommunications discounts Dec.c. School Ratings A+ Schools Feb.d. Annual Reports to Parents Parent/Community reports Oct.e. Advisory Council Reports School Advisory reports Oct.f. DOE School economic indicators Oct. Feb g. Federal Program Audits* Federal funding requirements Annually
*Formally Audited
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Business Rules Foundation
a) Understanding uses, mandates & requirements
b) Specific responsibilities & support needs
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II. Specific Responsibilities School Level: Principal: designates F/R lunch certification contact (annual), oversees site responsibilities, ensures
timely transmissions, aigns-off on periodic & end-of-year status reports. F/R lunch certification contact: Originates & sends in F/R applications; Attends training and update sessions; Distributes, collects, & verifies applications; Forwards applications to Food Services; Serves as liason to Food Services regarding F/R lunch applications
Food Services: Gathers DOE/Federal guidelines & interpret; Updates applications and procedures; Policy & procedure changes Maintains & disseminate procedures/applications to schools Provides projected start-up lists of approved students Advertising Processing & approval of applications; files & maintain applications Record/Update F/R lunch status in official student record Verify LCS SIS F/R lunch data completeness and accuracy against MDB Parent notification letters
c) Technology &Information Services: Provides enrollment labels on request Process direct certifications for TANF PCS/POS SIS database cross-validation & Audit Reports Maintenance of official data repository; downloads & uploads Produce management reports for school site & district level staff
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Business Rules Foundation
a) Understanding uses, mandates & requirements
b) Specific responsibilities & support needsc) Process & timelines
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Put flowchart here on F/R lunch
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Business Rules Foundation
a) Understanding uses, mandates & requirements
b) Specific responsibilities & support needsc) Process & timelinesd) Ready access to audit/exception &
management reports: site, program, & senior management “views”
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Focus on Actual Focus on Actual ReportsReports
•Examples•Train in use•Have readily available AND•Distribute
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Business Rules Foundation
a) Understanding uses, mandates & requirements
b) Specific responsibilities & support needsc) Process & timelinesd) Ready access to audit/exception &
management reports: site, program, & senior management views
e) Formal Sign-offs & Accountability
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Lessons learned:
• Change the Culture • Can’t be done without
stakeholders: site, program, & IS/IT
• Codify & relate to audit standards
• Monitor, monitor, monitor…
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Microsoft Outlook…
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Data Quality is…
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Data Quality is…
Something you design in,
not inspect out.
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Thank you.Bill PiotrowskiTechnology & Information Services
Leon District Schools520 South Appleyard DriveTallahassee, Florida 32304
[email protected](850) 487-7530