FL DBI

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Oregon Department of Education Database
Initiative Project
14th Annual Management Information Systems
Conference Orlando, FL February 26 - 28, 2001
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State of Oregon Department of Education
Presenting to you today . . .
Douglas Kosty Manager KPMG Consulting
Nancy Heiligman Project Manager Oregon Dept of Ed
Aaron Munter Implementation Mgr Oregon Dept of Ed
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Agenda
Introduction
Oregons Commitment
Better Decisions
Project Results
Internet Demo/Q A
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Agenda
Introduction - The Database Initiative Team
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Introduction The Database Initiative Team
A Collaborative Effort . . .
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Agenda
Introduction
Oregons Commitment - Business Problem -
Legislative Mandate HB 3636 - Database Initiative
Overview
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Oregons Commitment Business Problem
Dissimilar technical platforms data formats
Varying degrees of automation/computer literacy
Onerous paper reporting rqmts

No distributed LAN/WAN connectivity
Legislative need for information
Need for Consistent School-Level Data
Automating data collection from 200 districts
Accountability
Geographically dispersed user base
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Oregons Commitment Legislative Mandate - House
Bill 3636

• Allow valid comparisons among schools
• Provide more detail and consistency
• Place information in a database
• Make information available on the Internet

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Oregons Commitment Overview - Database
Initiative
Production Database
Data Loading Validation
Reporting Database Extracts
Web Reporting Analysis
Reporting Database
Refresh
Refresh
Refresh
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Agenda
Introduction
Oregons Commitment
Better Decisions - The Challenge - Our Approach -
Taking Action
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Better Decisions The Challenge - Manual Reporting
Mail forms to ODE
Manually prepare forms
Input data
200 districts
200 districts x 200 forms 40,000 forms
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Better Decisions Our Approach - Implementation
Activities
Confirm Technical Architecture
Manage Organizational Change
Enhance Data Loading
Redesign Business Processes
Enhance Reporting Capability
Implement Statewide
Expand Database

• Expand Database
• Enhance Data Loading
• Enhance Reporting
• Redesign Business Processes
• Manage Organizational Change
• Confirm Technical Architecture
• Implementation

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Better Decisions Our Approach -Solution Overview
MIS
Submission Acknowledgment/ Error
Notification/ Status Tracking
Data Submission
Track
Receive
Validate
Collection Progress Monitoring

• Data Loading Progress Tracking
• Loading Status by Submitter
• Loading Status by Type of Data
• Loading Status by Due Dates

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Better Decisions Our Approach - Online Analytical
Processing
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Better Decisions Our Approach - Database for
Education
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Better Decisions Taking Action - Web-based Data
Collection/Tracking
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Better Decisions Taking Action - Web-based Data
Collection/Tracking
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Better Decisions Taking Action Financial Data
Processes
Financial Data
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Better Decisions Taking Action Non-Financial
Processes
Non-Financial Data
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Agenda
Introduction
Oregons Commitment
Better Decisions

• Project Results
• - Benefits
• Opportunities
• Lessons Learned
• Next Steps

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Project Results Benefits Streamlining
Streamlining Collection
Collection Year Num. of Reports
1999 39
2000 30
2001 26
2002 (Projected) 22
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Project Results Benefits - Summary
Benefits Realized

• Streamlining school district data collection
• Improving data accuracy and timeliness
• Disseminating information via Public Internet
• Supporting K-12 policy and budget formulation
• Harvest-ready data to satisfy Federal reporting

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Project Results Opportunities Identified

• Opportunities Identified
• Consolidated work efforts with Report Card
• Consolidated staff School Finance and DBI
• Centralized data collection for departments

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Project Results Opportunities - Facilitates
Federal Reporting Requirements
State DoE-level
District-level
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Project Results Lessons Learned

• Lessons Learned
• Excel SMF Creator
• Open Communications
• Incremental Data Reporting
• Distributed workload to districts
• People project more than Technical
• Adequate Help Desk Staff
• Issue Tracking

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Project Results Next Steps

• Next Steps
• Data Quality
• Student Level Data
• Internal Databases
• Standard Data Definitions
• Standard Data Collection Methods
• Ongoing Training
• Integration
• Data Owners
• School Finance
• Quality Education Model

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Agenda
Introduction
Oregons Commitment
Better Decisions
Project Results
Internet Demo/Q A
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Internet Demo Oregon Database Initiative Web Site
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Questions Answers To visit our web site...
http//www.ode.state.or.us or http//dbi.ode.sta
te.or.us/
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Thank You !