Data Quality The engine that drives the data warehouse

Data QualityData QualityThe engine that drives the data warehouseThe engine that drives the data warehouse

Bill FlahertyHanover County Public SchoolsDirector of Technology Services

[email protected] – 804-365-4600http://hcps.us/presentations/DataQuality

mailto:[email protected]

http://hcps.us/presentations/DataQuality

NCLB has changed the NCLB has changed the educational landscape. educational landscape.

Student assessment is now the Student assessment is now the name of the game.name of the game.


When two or more people own a When two or more people own a data element…data element…

no one owns the data!no one owns the data!


Key elements to useful dataKey elements to useful data

AccuracySecurityUtilityTimeliness


What do these things have in What do these things have in common?common?Develop and instructional planRun a schoolPlan a budgetPlace a student in a class


How does data get entered into How does data get entered into your system?your system?



Central Office

Central Office

Administrator

Administrator

Teach

er

Teach

er

SecretarySecretary

Assistant

Assistant Principal

Principal

Princip

al

Princip

al

Guidance

Guidance

CounselorCounselor

National Forum on Educational National Forum on Educational Statistics Statistics

Sponsored by:Sponsored by:National Center for Educational National Center for Educational Statistics Statistics ( ( http://nces.ed.govhttp://nces.ed.gov ) )


http://nces.ed.gov/

What Is a Culture of Quality Data?What Is a Culture of Quality Data?

A belief that good data are an integral part of teaching and learning

A belief that everyone in a school is responsible for quality data

A belief that we can create orderly information from disorderly settings


National Forum on Education Statistics

The “Components” of Quality DataThe “Components” of Quality Data

Policies and Regulations Standards and Guidelines Training and Professional Development Timelines and Calendars Technology (Hardware + Software +

Network) Data Entry Environment



Accurate data are necessary to meet the requirements of federal, state and district policies and regulations

Policies developed collaboratively with those responsible for data entry and collection at school will foster a Culture of Quality Data

Quality Data: Policies and RegulationsQuality Data: Policies and Regulations


When we talk about building a Culture of Quality Data, clear standards and guidelines for working with data are necessary

Provide opportunities for those who enter data to give feedback about the work that they do and to be involved in establishing the guidelines for data entry

Quality Data: Standards and GuidelinesQuality Data: Standards and Guidelines


Quality Data: Training and Professional DevelopmentQuality Data: Training and Professional Development

Professional development is more than a recitation of the keystrokes needed to complete a rote task

It is critical that staff responsible for training and professional development emphasize their respect for the people responsible for data entry


A calendar indicating when data entry must be complete and the dates that reports are due will assist schools in meeting deadlines

It will help schools to meet deadlines if the district data calendar is distributed to all staff

Quality Data: Timelines and CalendarsQuality Data: Timelines and Calendars


Technology (Hardware + Software + Network)Technology (Hardware + Software + Network)

Technology exists to serve the needs of the district and school

Involve the technology staff in planning for data collection and reporting

System security is important when working with data.


if there is a regular time set aside for data entry work

the place for data entry is away from high traffic areas

Data Entry EnvironmentData Entry Environment


Data entry can be more efficient and accurate

What are some of the roadblocks What are some of the roadblocks to obtaining quality data?to obtaining quality data?

School setting– Office– Classroom

No process in placeLack of training Lack of understanding about the

value of the work


You Can’t Be Sure It Is Correct You Can’t Be Sure It Is Correct

If You Don’t Check It!If You Don’t Check It!





Have you defined your roles?Have you defined your roles?



Role Dis

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Reg

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SOL

Test

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Dem

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Abse

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Emer

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Req

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Tran

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Mas

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Assist Principals C I I I I I I I I C I I I I

Athletic Directors I I I I I I I I I I I

Attendance Secretary I I C I I C

Counselors I I I I I I I I I I C I I I

Director of Guidance I C C C C C C C I C C C C C

Gifted Secretary C I I I

Guidance Secretary I C C C C C C C I C C C C C

ILS Staff @ SBO I I I I I I I I I I I I I I

LEP Leads I C I I

Nurse I I I I I I I I

Principals C I I I I I I I I I I I I C

Principal's Secretary I I I I I I I C I I I I I I

Registrars I C C C C C C I C C C C C I

Secretaries Elementary C C C C C C C C C C C C C I

Special Ed Leads I I I I I I C I I I I I I

School Testing Coord. C

Senior Teacher - reg I I I I I I I I I I I I I I

Senior Teacher - SPED I I I I I I C I I I I I I I

SOL Remediation I I I I I

IB Coordinator I I I I I I I I I I I I I I

Teachers-Attendance C *** C= Change I= Inquiry

* Contact - According to Mr. Flaherty, emergency information is changed under contacts.** Override Authority to Principals with approval of level director.

Guidance & Attendance 12 Months and same person at some middle schools.

Ref: RPT.013 HANOVER COUNTY PUBLIC SCHOOLS Page 1Date: 2/22/06 XXXXXX HIGH SCHOOLTime: 14:26:08 Statistics Summary as of 2006-02-22 14.25.57--------------------------------------------------------------------------------Advanced Placement: .................................................. 187CTE: Career Technical Education ...................................... 314Diploma Type: AD = ADVANCED DIPLOMA 408Diploma Type: GI = GED WITH ISAEP 10Diploma Type: IB = IB DIPLOMA 9Diploma Type: MO = MODIFIED DIPLOMA 49Diploma Type: RG = STANDARD DIPLOMA 1089Diploma Type: SP = SPECIAL DIPLOMA 31Diploma Type: 10 = NO AWRD IEP>12GD 5Diploma Type: 11 = NO AWD- FRGN-XCG 5Dual Enrollment: ..................................................... 60Cafeteria Services: Summary .......................................... 120 Cafeteria Services: F = FREE LUNCH 0 Cafeteria Services: P = PRINCIPAL OPTION 43 Cafeteria Services: R = REDUCE LUNCH 17 Cafeteria Services: S = FOOD STAMPS 51 Cafeteria Services: T = TANF 9Medicaid.............................................................. 0

Ethnic Group: Summary ................................................ 1606 Ethnic Group: 00 = UNSPECIFIED 0 Ethnic Group: 01 = AMERICAN INDIAN 7 Ethnic Group: 02 = ASIAN 15 Ethnic Group: 03 = AFRICAN AMERICAN 254 Ethnic Group: 04 = HISPANIC 20 Ethnic Group: 05 = WHITE 1310 Ethnic Group: 06 = NATIVE HAWAIIAN 0Foster Child: ........................................................ 5 Foster Child: YI = IN-COUNTY 4 Foster Child: YO = OUT OF COUNTY 1 Foster Child: YS = OUT OF STATE 0GED Students: (GD GI 09) ............................................. 10Gifted: .............................................................. 190Homeless: ............................................................ 4IEP: Summary ......................................................... 290 IEP: Primary = AUT (7805) AUTISM 3 IEP: Primary = ED (7863) EMOTIONAL DISTURBANCE 26 IEP: Primary = MD (7810) MULTIPLE DISABILITIES 6 IEP: Primary = MR (7822) MENTAL RETARDATION 21 IEP: Primary = OHI (7815) OTHER HEALTH IMPAIRMENT 81 IEP: Primary = SD (7880) SEVERE DISABILITY 2 IEP: Primary = SLD (7865) SPECIFIC LEARNING DISABILITY 147 IEP: Primary = SLI (7875) SPEECH OR LANGUAGE IMPAIRMENT 2 IEP: Primary = TBI (7874) TRAUMATIC BRAIN INJURY 1 IEP: Primary = VI (7850) VISUAL IMPAIRMENT 1

Immigrant: ........................................................... 4Limited Prof English: ................................................ 30 LEP: Status = SN = Screened, Not LEP 17 LEP: Status = 1 = LEP and Receiving Services 11 LEP: Status = 4 = Identified as LEP, but not receiving services 1 LEP: Status = 5 = First Year Post_Monitor Status (FLEP1) 1Migratory Child: ..................................................... 1Outside Placement: ................................................... 36Refugee: ............................................................. 1NO Social Security Number and NO waiver: ............................. 0Suspension: Bus ...................................................... 10Suspension: In-School ................................................ 142Suspension: Out of School ............................................ 81Title I: ............................................................. 0Truancy Conference Scheduled: ........................................ 57W8: Summary .......................................................... 12 Drop Reason Code: 10 = ACHIEVEMENT 7 Drop Reason Code: 20 = BEHAVIORAL 2 Drop Reason Code: 60 = EMPLOYMENT 2 Drop Reason Code: 70 = MOVED 1W9: Summary .......................................................... 9

Principals Signature: ________________________________________________

The Building Principal The Teacher The Data Entry Clerk The District’s Data Steward Technology Support Personnel The Superintendent

Key PlayersKey Players


Check reports for accuracy Stay current on district requirements Make recommendation to district personnel Work with school staff to develop standard

procedures Encourage the use of data in making

instructional decisions Provide an environment conducive to

accurate data entry.

The Building PrincipalThe Building Principal


Attend training Don’t be afraid to ask questions about your

responsibilities Respect the privacy of student data Follow district policies and procedures Enter data accurately and in a timely

manner. Ask for help, if you need it.

The TeacherThe Teacher


Enter data accurately and in a timely manner.

Ask for instructions and documentation Don’t be afraid to ask questions Identify barriers to effective data entry Run edit reports Know reporting deadlines

The Data Entry ClerkThe Data Entry Clerk


Develop a process Establish a calendar Coordinate the data collection process Provide professional develop for staff Resolve discrepancies

The District’s Data StewardThe District’s Data Steward


Ensure effective security measures Develop an efficient editing and verification

system Provide technical assistance Provide a help desk Develop an electronic audit trail

Technology Support PersonnelTechnology Support Personnel


Set educational benchmarks that use data Support the development of a Culture of

Quality Data Encourage principals to make data-driven

decisions Support your information technology

director Fund schools with adequate resources to

enter data

The SuperintendentThe Superintendent


Documents

Data Quality The engine that drives the data warehouse