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State of Louisiana Department of Education February 2013 26th Annual Management Information Systems [MIS] Conference

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

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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. 3

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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! 4

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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. OtisEds Vertical Data Submitter (aka Data Pump) Quick, simple and inexpensive option. Already owned the product. 5

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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. 6

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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 7

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Data Pump Configuration NOPS LEA Charter ABC Charter 123 LEA or Charter n LEDRS * SLDS Secure FTP Server Data Pump 1)Extract 2)Compress 3)Encrypt Firewall Data Warehouse Scheduled Extract Firewall * LEDRS Louisiana Education Data Repository System 8

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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 LEAs and 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. 9

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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 states. fingertips. 10

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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 11

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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 iBloom as well. 12

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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 13