Engaging Local Stakeholders

Panel Presenters:Iowa; Oregon; Virginia; Washington, DC

SLDS WebinarSeptember 30, 2011

Format for the Webinar

• 10 minute presentations from the 4 states• Questions from the participants for the

remainder of the time

Norms

• Put your phone on mute unless you are asking a question.

• Hold questions until the end of the 4 presentations.

• To ensure that all states have an equal opportunity to present, presentations will be limited to 10 minutes. (I will give a 2 minute warning!!)

Office of the State Superintendent of Education

Dwight Franklin

SLDS Webinar: Engaging Local

District Stakeholders

9/30/11

Stakeholder Involvement

* Dependent upon procurement process

Bill & Melinda Gates Foundation City Council Community Based Organizations Early Care and Education

Administration (DHS) LEA Central Office Administrators Office of the Chief Financial Officer Office of the Chief Technology

Officer

Office of the Deputy Mayor for Education

Office of the State Superintendent of Education (SEA)

Parents Principals Post-Secondary Support

Organizations Teachers UDC/SEA- Adult Family Literacy

LDS Purpose, Goal, Direction, Requirements, Priority Focus Groups: OSSE, PCS, DCPS, UDC, Teachers (Union), Principals, Parents,

Grantors, Policy Research, PCS Board Steering Committee

When in the process did you involve them? Beginning: Requirements & RFP Development

How did you involve them? Focus Groups for Requirements Monthly Steering Committee Mtgs Data Governance

What was the value that you got from your stakeholder engagement? Requirements, Needs, Priority, Understanding of how the LDS could benefit a wide

group of needs Prioritizing Requirements RFP & Schedule Development

Any advice to states about stakeholder engagement? Keep stakeholders engaged Provide updates on status, challenges, successes

Virginia Department of Education

Susan Williams

Student Record Collection

Development– Student Information

Advisory Group (SIAG)– 20 LEA members– Met monthly/18 months

Initial Training– Eight regional sessions – SIAG served as hosts– Development of

MaterialsBuy-In– Build LEA requested

tools and reports based– Pre-Sub application– Lost Transfer report

On-Going Support– Pre-change Webinars– Tuesday Telegram– VESIS/SIS Users Groups

Student-Teacher Linkages (LEAs)

Development– Announcement Webinars– 5 On-site, in depth visits

to gather knowledge and requirements

Initial Training– Semi-monthly webinars

Jan – Sept 2011– Monthly regional

webinarsBuy-In– Modified elements

based on LEA feedback– Sought VESIS opinion

On-Going Support– Webinars– Tuesday Telegram– VESIS/SIS Users Groups

Student-Teacher Linkages (DOE)

Development– Master Schedule

Workgroup– Semi-monthly meetings– Asst supts specialists

Committee Work– SCED code conversion– MSC development

Buy-In– Issues are relayed to

correct office– On-site ‘flow’ meeting– Seek Org support

On-Going Support– Workgroup meetings– Develop internal process

for change control

Oregon – Hillsboro Schools

Jim HarringtonChief Technology Officer

Survival Driven• Online Assessment System 2001• English Language Proficiency Assessment 2006• Data Collection System• District Data Warehouse Projects • K12 Integrated Data System• Instructional Data Use

Pathways• IT Managers – District 1996

Sponsor: Large district CIO’s – MonthlyPurpose: Large district collaboration

• IT Managers – State 2000Sponsor: Oregon Department of Education – QuarterlyPurpose: Advisory and information sharing

• Data Collections Committee 2002Sponsor: Oregon Department of Education – QuarterlyPurpose: Advisory and information sharing

• Assessment and Accountability AdvisorySponsor: Oregon Department of Education – QuarterlyPurpose: Advisory

• Web and Publications

Pathways• Data Quality Workgroup 2008

Sponsor: Oregon Department of Education – TriannuallyPurpose: Delivering quality data to the classroom

• Data Warehouse Governance Committee 2010Sponsor: ODE/Data Warehouse LEA’s – MonthlyPurpose: Architecture and implementation PK20 data system

• Data Technical Working GroupsSponsor: ODE/Data Warehouse LEA’s – On DemandPurpose: Technical collaboration supporting K12 Data System development

Continuing Opportunities• Build agency trust, engagement, and contribution• Ensure data quality and timeliness are a priority at all levels• Align agency practices – Eliminate the rogues and silos• Unify priorities, schedules, and resources• Challenge the work.

– Does the system need it?– Does the system need it now?– Can we afford it?

• Build stakeholder/decision-maker capacity• Stabilize the system

Iowa Department of Education

Jason Grinstead

Jan-10

Jan-11

Jan-12

Jan-13

Jan-14

Jun-09Grant Initiated

May-14Grant Ends

Oct-10

Nov-10

Dec-10

Jan-11

Feb-11

Mar-11

Apr-11

May-11

Jun-11

Jul-11

Aug-11

Sep-11

Oct-11

Nov-11

Dec-11

Oct-10 - Dec-10Internal DE Stakeholder Meetings

Core Planning Group Meetings

Oct-11 - Oct-11Electronic Statewide Survey

Apr-11 - Jun-11Statewide External Focus Groups

Core Planning Group Meetings

SLDS Visioning Timeline

Charter

Home

District

District

Private

Easier

EdInfo

BEDS

State Student ID

Assessment

Financial Aid

E-Transcript

EdInsight

Finance

Iowa Testing

3rd

Party

Iowa Department of EducationSLDS Conceptual Diagram

December 2010

State

Federal

Public

Public

IMS

National Student

Clearinghouse

Food andNutrition

AEA

Second Project Graphic Based on Team Input

Results

• Increased awareness of SLDS• Understanding of stakeholder needs• Allowed people to have a voice in the process

Questions for the Presenters?

Contact Information

• Iowa– Jason.Grinstead@iowa.gov

• Oregon– hton@hsd.k12.or.us

• Virginia– Susan.M.Williams@doe.virginia.gov

• OSSE– dwight.franklin@dc.gov

Thank you for participating!