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Nightly Data Collection

Nightly Data Collection. State of Louisiana Department of Education February 2013. 26th Annual Management Information Systems [MIS] Conference. Agenda. Define the Challenge Options Available Option Selected Benefits Outcome Additional Uses How did it help the LDOE?.

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Nightly Data Collection

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  1. Nightly Data Collection State of Louisiana Department of Education February 2013 26th Annual Management Information Systems [MIS] Conference

  2. Agenda • Define the Challenge • Options Available • Option Selected • Benefits • Outcome • Additional Uses • How did it help the LDOE?

  3. Define the Challenge • Students were exiting one organization and then registering at a new school days later, thereby interrupting the delivery of classroom instruction. • The Louisiana Department of Education (LDOE) had a need to collect student data on a more frequent basis. • Did not want a complicated or cumbersome process which put a burden on School Districts. • Wanted to track students transferring between public schools and charter schools in the New Orleans region.

  4. Define the Challenge • Needed to quickly and efficiently collect student data from districts and Charter School organizations within the New Orleans area. • The SIS data was hosted at various sites both in Louisiana and outside the State.  • Multiple SIS vendors involved. • Needed enrollment, attendance and discipline data on a daily basis. • Needed it now!

  5. Options Available • Modify existing DOE collection systems • Too much work required and would take too long. • Too much burden on the districts, both time and money. • Implement Vertical SIF • Too much work, too complex, too expensive and too much time. • Buy and implement a SEA SIS • Long-term option, not valid for this need, very expensive. • OtisEd’s Vertical Data Submitter (aka “Data Pump”) • Quick, simple and inexpensive option. • Already owned the product.

  6. Option Selected: Data Pump • A Single Purpose “App” • Serves one function • Quickly and efficiently harvests data • Moves data from source to target quickly • Has the ability to follow a “data manifest” • The manifest states: • > What data are to be picked-up and delivered, • > From where, • > To where, and • > At what frequency.

  7. Benefits • Very Small Footprint • The Data Pump can access the source tables directly • Extracts a part or all of the source data, based on the “manifest” • Compresses the data • Encrypts the data • Transports the data to a Secure FTP server • “Data Receiver” picks it up • Stages it into Warehouse • Deletes the copy on the Secure FTP server

  8. Data Pump Configuration Extract Compress Encrypt Firewall ScheduledExtract DataWarehouse NOPS LEA LEDRS * SLDS Charter ABC Secure FTP Server Charter 123 * LEDRS – Louisiana Education Data Repository System LEA or Charter n “Data Pump” Firewall

  9. Outcome • Using the “Data Pump” we were able to connect to and collect data almost immediately. (In some cases, as quickly as 1 hour.) • It brought over the data required to manage the problem with exiting students. • With this simple app, the LDOE was able to support and assist local school districts with a difficult problem. • The separate LEAsand Charters were not able to solve this problem on their own, and the LDOE SLDS was able to play a part to manage this subset of students.

  10. Additional Uses • The LDOE plans on using the Data Pump to collect data from all the districts across the State. • In time, the LDOE hopes to eliminate a majority of the in-house data collection systems, providing benefits by: • > Reducing the burden on the districts for submitting data. • > Refocusing state resources currently working on annual collection systems to spend more time analyzing data and . less time on data compliance. • > Having access to timely and complete data at the state’s . fingertips.

  11. Case Study : Nevada Dept. of Ed. • Nightly Data Collection Process • 440K Student Enrollment • District burden reduced to produce extracts and submit • Districts saved millions in resource costs statewide • Running since 2006 • State removed 20 collection systems • State saved tremendous time and money (over $7.8M) • Support is minimal • Quality of data has improved tremendously

  12. Additional Uses/Benefits • Benefits of having a State SIS, without any of the headaches. • Implement it at a fraction of the cost. • Re-task the SEA resources to analyze data rather then collect data for Compliance Reporting. • Flexibility for LEAs to pick a SIS vendor of their choice instead of the state dictating one for them. • It is simple to set up, use and maintain. • Can support the PARCC and Smarter Balanced consortium requirements for nightly data. • Can support SLC or iBloomas well.

  13. Presenters Mr. Jim McMahon IT Deputy Director Louisiana Department of Education James.Mcmahon@LA.GOV (225) 342-1803 Mr. Kamal Kumar Otis Educational Systems Kamal.Kumar@OtisEd.com (917) 622-0386

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