WISE WDE671 Data Collection Training

1
WISE WDE-671 Data Collection Training

• March 2006

2
Agenda
3
Introductions

• Alex Jackl, ESP
• John Woller, WDE
• Shannon Cranmore, WDE
• Vince Meyer, WDE

4
Executive Summary

• WISE
• SIF
• Horizontal/Vertical Reporting

5
Time LineCritical Dates 2006

• March 15th SIF synching and Beta Pilots begin
• March 27nd Pilots commence
• April 5th Pilots Complete
• April 17th WDE-671 collection window opens
• May 5th WDE-671 collection window closes
• August 15th Daily Reporting begins for
  SIF-enabled districts
• October 1st WDE-671 Student Roster

6
Time LineCritical Dates 2007

• February 1st PAWS Pre-code Report
• April 1st WDE-671 Student Roster Update
• June 1st Graduation Report

7
WISE Data Flow Diagram
DB Database VRF Vertical Reporting
Framework SR Student Resolver RC Report
Collector ZIS Zone Integration Server DC
Data Collector SRM State Report Manager SL
Student Locator SIS Student Information
System LEA Local Education Agency (District)
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What is SIF?

• A blueprint for systems integration in schools.
• An emerging industry standard.
• An organization supported by over 300 members.
• A central Zone Integration Server (ZIS)
  orchestrates the exchange of data among
  applications in a zone
• Each participating system is represented by a SIF
  Agent that communicates with the Zone Integration
  Server

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What is SIF?

• SIF features a secure model of controlling access
  to information
• SIF features reliable communications the
  delivery of data is guaranteed even when systems
  go down
• SIF models both data and messaging
• SIF allows participating systems to be grouped
  into logical zones for easy control
• SIF is based on XML over HTTPS
• XML defines the common data formats and high
  level rules of interaction
• HTTPS provides a standards based, secure
  transport method
• A central Zone Integration Server (ZIS)
  orchestrates the exchange of data among
  applications in a zone
• Each participating system is represented by a SIF
  Agent that communicates with the Zone Integration
  Server

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The Savings
60 minutes
45 minutes saved x 18,000 students 6 FTEs per
year
15 minutes
BEFORE SIFWorks
AFTER SIFWorks
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SIF Horizontal Integration Benefits

• One-time data entry
• Perfect, real-time synchronization
• Accurate Cross-application reporting
• Reliability and Security

Savings up to 75 of initial student provisioning
time
12
Why Use SIF?

• Integrate Existing Applications
• Unified Reporting
• Unified Data Entry
• Data Quality
• Data Exchange
• Automation
• Reliability
• Security
• Choice

13
Vertical Integration
Federal / NCLB
State
District
School
IU / BOCES / Service Center
14
SIF Vertical Integration Benefits

• Automated, real-time data collection
• District review of data
• Accurate, high quality data
• Reliability and Security

Significant state-wide time and cost savings
15
Horizontal Integration
Student Information System

• Applications
• SIF Agents
• Zone Integration Server
• SIF Data Objects

Directory Services
Library Automation
H.R. Finance
Food Services
Transportation
Grade Book
Instructional Services
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WDE Data Repository

• Report Manifest Sent from State Report Collector
• Could be a Scheduled Collection

VRF Report Collector
Aggregation Point ZIS
Aggregation Point ZIS
State Report Manager
DistrictE
DistrictF
DistrictA
DistrictB
DistrictC
DistrictD
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State Report Manager
State Report Manager

• State Report Manager Receives Manifest from State
  Report Collector
• SRM Requests Data Required for Report from
  Appropriate Zone(s)
• SIS Agents Respond With Requested Data
• SRM Assembles Report for Human Review

School A SIS
School G SIS
School F SIS
School B SIS
School E SIS
School C SIS
School D SIS
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WDE Data Repository

• District Data Collections Complete
• Human Approves Report for Submission
• SRM Sends Report to State
• Report Collector Feeds Data to Data Warehouse

VRF Report Collector
Aggregation Point ZIS
Aggregation Point ZIS
State Report Manager
DistrictE
DistrictF
DistrictA
DistrictB
DistrictC
DistrictD
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ROI for Wyoming SIF Vertical Reporting Project
(once fully enabled 3 Year)

• Eliminate 23 Aggregate Reports
• Reduce 8 hours per school per report
• Reduce hours per district per report
• 70,000 hours school staff time
• 18,000 hours district staff time
• 1,760,000 projected annual savings

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Student Locator
At Schools
At Districts
SIS
SIS Agent
School User
District ZIS
E-mail Notification
Student Locator Agent Web App
LEA User
State ZIS
Security Interface
This is a New ID or an Exact Match Situation
Unique Student ID Component
Student ID Resolution Agent
This is a Near Match Situation
At SDE
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Other Places

• South Carolina Dept. of Education
• State-wide SIF implementation to manage all
  student IDs
• ZIS SIS Agent in every District Connected to
  State ZIS
• VA Dept. of Education
• Project to automate unique ID management and
  state data collections
• Utah Dept. of Education
• SIF based integration of state SIS and state Spec
  Ed. Databases
• Missouri Dept. of Education
• State Report Manager and unique ID management

22
BREAK
23
Data Element Review

• The WDE-671 report has 23 data elements.
• It will be reporting Student specific counts.
• Some districts will submit using SIF, others with
  a CSV file that makes up this information.
• There are business rules associated with each
  data element.

24
SIF File Sample

• Some objects and elements will be collected that
  are not reported.
• This file is NOT to be submitted it is only
  provided to explain what SIF will be passing.
• In the case of Yes/No, True/False kinds of
  elements we will use Yes and No for SIF as
  per the standard, unlike the Y and N we will
  use for the CSV. The SIF agent will handle this.
  Unknown although allowed by the SIF standard
  will not be allowed in Wyoming.

25
CSV File Samples

• This sample file contains the layout of the CSV
  file to be uploaded if you are not using SIF.
• For this collection there is only
• one file Student Count File

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Students File

• There will be one line for each student in your
  LEA.
• The values on each line will be the ones in this
  sample file, separated by commas, with a return
  at the end.

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Student Count File
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Student Count File

• For example
• Each file begins with a header line. The
  following is the header line that should be used
  for WDE-671. The order of the elements in the
  line is fixed. Although the line below spans
  lines, the header in the input file should be on
  one line.
• WISERID,StudentLastName,StudentFirstName,StudentM
  iddleName,StudentGradeLevel,StudentDateOfBirth,Stu
  dentGender,SchoolID,DistrictID,StudentNameSuffix,S
  tudentEthnicity,StudentIDEA,StudentELL,StudentSect
  ion504,StudentTitle1,StudentMigrant,StudentImmigra
  nt,StudentHomeless,StudentGiftedTalented,StudentLu
  nch,StudentEnrolledSchool,StudentEnrolledDistrict
• The header line is followed by one data line for
  each student. Although the data below spans
  lines, each data line should be on a single row.
  The order of the data values is important.
• 39019578,Hismith,Michael,Perry,06,19970223,M,0204
  051,0204000,,A,Y,N,Y,N,N,N,N,N,F,19930910,19940205
  30947049,Schanz,Rory,D.,07,19960304,M,0204051,020
  4000,,B,N,N,Y,N,N,N,N,N,R,19930910,19940205811518
  53,Kearby,Shannon,Alejandro,06,19971215,M,0204051,
  0204000,,H,Y,N,N,N,N,N,N,Y,N,19930910,19940205
  40258033,Defayette,Era,,07,19960613,F,0204051,0204
  000,II,I,Y,Y,Y,N,Y,Y,N,N,X,19930910,1994020516404
  505,Leverton,John,Lynn,07,19960625,M,0204051,02040
  00,,W,Y,N,Y,N,N,N,N,N,F,19930910,1994020585751006
  ,Stradley,Edgar,,06,19970207,M,0204051,0204000,Jr.
  ,A,Y,N,Y,N,N,N,N,N,R,19930910,19940205

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WISER ID

• Mandatory
• Numeric only
• Must be exactly 8 characters long
• Is the ID assigned to the student by the WDE
• Must have a valid format
• not start with 0
• No duplicates IDs in the Student file

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Student Last Name

• Mandatory
• Can be no more than 25 characters long or will be
  truncated
• No special characters (except apostrophes,
  hyphens, periods and spaces)

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Student First Name

• Mandatory
• Can be no more than 15 characters long or will be
  truncated
• No special characters (except apostrophes,
  hyphens, periods, and spaces)

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Student Middle Name

• May be null
• Can be no more than 15 characters long or will be
  truncated
• No special characters (except apostrophes,
  hyphens, periods and spaces)

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Student Grade Level

• Mandatory
• Must be exactly 2 characters
• Must be one of PK, HK, KG, 01, 02, 03, 04, 05,
  06, 07, 08, 09, 10, 11, 12, and PG
• Full day kindergarten is coded as KG, Half day
  kindergarten is coded as HK.
• Grade Level must match a grade level taught at
  the school represented by the School ID.

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Student Date of Birth

• Mandatory
• Must be exactly 8 characters long
• Must be in YYYYMMDD format
• Cannot be 2 years old or younger
• Cannot be 22 years old or older

35
Student Gender

• Mandatory
• Must be exactly 1 character
• Must be either M or F (U is not accepted)

36
School ID

• Mandatory
• Must be exactly 7 characters long
• Is the ID assigned to the School by the WDE
• Must be a School ID known to be in the LEA
  represented by the District ID

37
District ID

• Mandatory
• Must be exactly 7 characters long
• Is the ID assigned to the LEA by the WDE
• District ID of the Student must match District of
  the Reporting User
• For CSV, enter the WDE assigned district ID
  number
• For SIF, the zone will determine and populate the
  DistrictID field

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Student Name Suffix

• May be null
• Can be no more then 8 characters long or will be
  truncated
• Alpha characters and periods are allowed
• No other special characters are allowed

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Student Ethnicity

• Mandatory
• Must be exactly 1 character
• Must be one of the following values
• A Asian or Pacific Islander
• B Black
• H Hispanic
• I American Indian or Alaskan Native
• W White

40
Student IDEA

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

41
Student ELL

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

42
Student Section 504

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

43
Student Title 1

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV
• Students marked as receiving Title 1 must be
  enrolled in either a Targeted Title 1 school (T)
  or a school-wide (S) Title 1 school.
• Students enrolled in a school-wide (S) must be
  receiving Title 1 services.

44
Student Migrant

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

45
Student Immigrant

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

46
Student Homeless

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

47
Student Gifted Talented

• Mandatory
• Must be exactly 1 character
• Must be either Y or N for CSV

48
Student Lunch

• Mandatory
• Extended element
• Must be exactly 1 character
• Must be one of the following values
• F Free Lunch Eligible
• N not Eligible
• R Reduced Lunch Price Eligible
• S School provides all students lunches free
• X School does not participate in the School
  Lunch Program
• If District ID is 0714000, 0721000, or 0738000
  student lunch must be S
• Student flagged as S must belong to a Provision 3
  district

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Student Enrolled School

• Mandatory
• Extended element
• Use last date enrolled
• Must be exactly 8 characters long
• Must be in YYYYMMDD format
• Student must be enrolled in the school on or
  after the date enrolled in the district.
• School enrolled date must be on or before the
  snapshot date.
• Use the most recent date if the student enrolled,
  left the school and the returned.
• The school enrollment date must be on or after
  the district enrollment date
• The school enrollment date must be after the
  student's birth date
• The school enrollment date is too far into the
  future. Any date after 20070403 is considered
  invalid.

50
Student Enrolled District

• Mandatory
• Extended element
• Use last date enrolled
• Must be exactly 8 characters long
• Must be in YYYYMMDD format
• Student must be enrolled in the district on or
  before the date enrolled in the school.
• District enrolled date must be on or before the
  snapshot date.
• Use the most recent date if the student enrolled,
  left the district and then returned.
• The district enrollment date must be after the
  student's birth date.

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WDE-671Supplemental Data

• Certain data, like continuous enrollment in
  Districts and Schools from October 1st through
  April 3rd, and other AYP clarification questions
  will be followed up on by WDE.
• In the future we will be designing a systemic
  mechanism for dealing with those questions.

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Questions
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Contacts
WDE WISE Project Coordinator John
Woller jwolle_at_educ.state.wy.us Office (307)
777-3656 Cell [phone]

• ESP Solutions Group
• Alex Jackl ajackl_at_espsg.com (781)
  370-1043

• WDE Data
• Shannon Cranmore
• scranm_at_educ.state.wy.us
• [phone]