CNYRICCNYRIC

Data Warehouse InitiativeData Warehouse Initiative

New Data Administrator New Data Administrator TrainingTraining

September 17September 17thth, 2008, 2008

What is a Data Warehouse?

• A data warehouse is a storage facility or repository that maintains large quantities of data that would typically reside in a number of disparate locations.

What are the benefits of a data warehouse?

• Warehouses include a variety of historical information, including demographic, enrollment, program service, and assessment data, to name a few

• They allow for the merging of data sets and data sources that are otherwise difficult to combine or compare

DW Benefits Continued

• Faster and more accurate reporting

• Improved ability to disaggregate data

• Conduct longitudinal analysis of students, teachers, and programs

• Compare different performance indicators

New Terminology

● Level 0/Toolkit● Level 1● Level 1C (container)● Level 2● Level 3● NYSSIS● eScholar● ReportNet

● nySTART/GrowNet ● Data Mentor● Location Codes● Cognos PowerPlay/Cubes● Templates:

– Student Demographic– Student Enrollment– Program Facts/Services– Assessment Fact

● Source Systems● Refresh Cycles/Data

Loading

Important DW Reference Materials● SED Data Dictionary of Reporting

Elements● SED Guideline for Extracts● Student Information System Repository

User Manual

• www.cnyric.org/datawh/main.cfm

What is a data administrator and what should they be doing?

● The data administrator may be a district level Administrator or another district employee designated by the superintendent.

● Data administrators are responsible for implementing accurate reporting of individual student data.

– Assemble a team of district personnel● Technical expertise in the district’s management system(s) and

infrastructure● Working knowledge of the district’s management systems● In-depth knowledge of the district’s registration materials and processes● Data analysis experience● Instructional background

Data Admin role continued

– Define and document data collection standards● When defining and documenting data collection standards, the

following must be considered:● Department configurations and staff responsibilities● Consistency across departments and functions

– Review management systems for alignment to standards● When reviewing the management systems, consider the following:● Flexibility of the system in terms of adding fields or screens● Capabilities for staff to update/change validation tables● Capabilities for staff to update/change validation tables● Documenting all processes and procedures for current and future staff

Communicate data standards across departments

Overview of the Different Levels of the Data Warehouse Project

Regional Data Warehouse (Level 1) with Unique Student ID

State-wide Data Warehouse (Level 2) with Unique Student ID

SED Repository(Level 3)

New York State eScholar Data Warehouses

Buffalo

WNYRIC

Rochester

WFL

Monroe

Syracuse

CNYRICMORIC

Suffolk

Nassau

LHRIC

Yonkers

MHRIC

NERIC BroomeSCT

State-wideData

Warehouse

SED Data Repository

Level 2

Level 3

State-wide Reports Service

Regional Data Warehouses Level 1

District 3

District 2

District 1

District 3

District 2

District 1

NYC

NYS Unique ID System(NYSSIS)

• Relies on a standard “student identification data set”

• Data is submitted through regional student data warehouses and ID is returned to the warehouse

• Matching engine uses clues and rules to match students to existing ID

• Three choices:– Match– New ID– Near match

• Human review for less than 1%

• NYSED will not have access to any personally identifiable information

Student IDData Set

NYSSIS

Near MatchResolution

DistrictSMS

State ID

RegionalData

Warehouse(Level 1)

Jargon – Lingo- Requirements

● Source Systems● Location Codes● BEDS Codes● Templates● Refreshes● Program Facts/Services● Data Source Matrix

Source Systems

● What kinds of data does your district collect?● What student management systems are used in

your school or district?● Where are the data stored?● Who has access to the data?● How will you get it in the proper format required

for the warehouse?● How will you get the data to the warehouse?● Do you store all the required data elements?

Location Codes

● What are they and why are they important?

– Building code that uniquely identifies the building in which a student is enrolled.

– Typically assigned by the local school student management system

– All students need to be identified with a location code in the warehouse that is mapped to a location code in your student management system.

– The location must be valid and in SEDREF

RIC Areas of Involvement• Data ReadinessData Readiness

• Data LoadingData Loading

• Data ExchangeData Exchange

• Data AnalysisData Analysis

DATA READINESS

• Supporting/training the district data administrator

• Working with schools to make all changes in the source system or training them in the use of the Level 0 Toolkit

• Getting multiple systems to have the same data, student id, etc.

DATA LOADING

• Enables a district to load accurate data into available data domains from their data sources or from Level 0 Toolkit

• Includes the extraction, transformation, and loading of data

• Provides the necessary templates for load file requirements for the unique student ID and for state reporting requirements

DATA EXCHANGE• Focuses on reducing paper and

redundant reports• Supports the exchange of data with the

State-wide Data Warehouse and the Unique Student Identification System (NYSSIS)

• Includes standardized verification reports and the transmittal of data to the State-wide Data Repository

DATA ANALYSIS

• Enables a District to utilize their data for presentations, analysis, and reports in various environments and formats

• Access to Cognos Data Cubes, and tools such as ReportNet, DataMentor, and GrowNet

What is the Status of our Regional Data Warehouse• We have all 50 districts participating in the

regional data warehouse

• We also have 2 charter schools and over 43 non-public schools participating

• Our warehouse currently includes all ELA and Math assessment files for grades 3 - 8 from 1999 through 2008 as well as Science 4 and 8, Social Studies 5 and 8, and Regents exams

DW issues continued

• We currently have more than 130,000 student records in the warehouse.

• In addition to the demographic data, all 95 districts have uploaded their program service data, enrollment data, and 3-8 ELA and math assessment data

• All of our Districts currently have access to ReportNet, GrowNet/nySTART, Cognos PowerPlay, DataMentor, and the Level 0 toolkit

DW Status Continued

• All of our districts have assigned a data administrator to oversee the process for their district

• There are bi-monthly data administrator meetings held at the RIC to communicate the rules, requirements, timelines, processes, necessary for data readiness, cleaning, and loading

What’s Next?

Data DomainsData Groupings (clusters, marts)

• Student DemographicsStudent Demographics

• Programs FactPrograms Fact

• School EnrollmentSchool Enrollment

• Assessment ResultsAssessment Results

• Assessment Item ResponseAssessment Item Response

• Special EducationSpecial Education

• Special Education Services Special Education Services FactFact

• Student Daily AttendanceStudent Daily Attendance

• Course – Student/InstructorCourse – Student/Instructor

• StaffStaff

• DisciplineDiscipline

• TransportationTransportation

• Food ServiceFood Service

• Extracurricular InvolvementExtracurricular Involvement

• Budgets and SpendingBudgets and Spending

Demographic File - Student Lite

• DISTRICT CODE• SCHOOL IDENTIFIER• SCHOOL YEAR• STUDENT ID• LAST NAME• FIRST NAME• MIDDLE INITIAL• CURRENT GRADE LEVEL• HOME ROOM• BIRTHDATE• GENDER• ETHNIC CODE• HOME LANGUAGE• DURATION OF LEP

• POST GRADUATE ACTIVITY • STATUS• LAST STATUS DATE• DIPLOMA TYPE CODE• DATE OF ENTRY GRADE 9• POLIO INOCULATION DATE• ADDRESS• ADDRESS LINE 2• CITY• STATE• ZIP CODE• HOME PHONE• GUARDIAN NAME• GUARDIAN NAME 2• PLACE OF BIRTH

Student Enrollment

● Student enrollment looks at student enter and leave dates.

● It also looks at how students are coded when they enter and leave, such as, entering from a public school in NYS, or leaving to attend a non-public school.

Program Fact/Services

● These are facts about students● They have a beginning date, and can have

an ending date.● Typical Program Facts would be Free and

Reduced Lunch, LEP, Disability, Reading First, NCLB groups (Title One).

“Old habits die hard”• At this point, the data warehouse is as much, if not

more about culture change than it is about being a data repository

• It is forcing districts to look at their data, and their processes and procedures for collecting data in ways they never had in the past

• It is also forcing district personnel to be very accurate with coding, classifying, and enrolling students

• It has led to countless enrollment and accountability questions (I.e. homeschoolers, homebound, out of district, GED, ungraded (testing), etc.)

How will I get data from the warehouse?

• Each district will have users that will have access to reporting tools for the warehouse

• nySTART/GrowNet

• ReportNet and the Analytic Tool allow downloads to Excel or Access

Level 0 Toolkit

ReportNet

ReportNet

DataMentor

Individual Student Report

Sample School Report Card (from Pennsylvania)

Contact InformationDonald DeJohn, Ph.D.

Project Manager, Data Warehouse

Ddejohn@cnyric.org

(315) 433-2217

Lori DeForest

District Data Coordinator

ldeforest@cnyric.org

(315) 433-2247

Neal Capone

District Data Coordinator

ncapone@cnyric.org

(315) 433-2262

Terry Ward

District Data Coordinator

tward@cnyric.org

(315) 433-2263

John Donegan

Information Systems Coordinator

Jdonegan@cnyric.org

(315) 433-2240

Suzy Trench

District Data Coordinator Admin. Intern

strench@cnyric.org

(315) 433-2295

Donna Oberlender

Systems Training Assistant

Doberlender@cnyric.org

(315) 431-8451

More InformationContinued

Central New York Regional Information Center

http://cnyric.org/home.cfm

CNYRIC Data Warehouse Team

dwinfo@cnyric.org