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"This Is Parkway" Digital Magazine

Project Parkway

Subcommitte 3/D/3 Essential Question:
Can the District improve its ability to report important student and financial information allowing quicker, more accurate analysis of the data distributed?

9/28/2009: What data will be collected to reveal current reality?

1. Application Software

  • list of district applications including the following information-function, target audiance, on-going costs, licenses, implementation date and service type.
  • Staff/parent/student consumer satisfaction survey/results
  • Education and awareness to staff/parent/student consumers of district applications.

2. Disaster Recovery

  • List of team members and key stakeholders
  • Survey/results of what other school districts are doing
  • Cost of consequences and risk management

3. Reporting, analyzing and viewing of data

  • List of data being reported
  • How is data being reported
  • Who reports the data
  • Who writes grants
  • What data is distributed to the public and how
  • Are data consumers clear on reporting when it comes from various sources

3/1/2010: Key Findings

A. Positive Observations Revealed by the Data

1. Application Software
There are approximately 64 application software products and services used in the District.

  • 58% of our applications/services are department specific
  • 33% of our applications/services are district wide
  • 17% of our applications/services are web based
  • 44% of our applications/services require software to be installed on individual users computers
  • 26% of our applications/services run on district hardware(servers)
  • 25% of our applications/services run on hosted hardware(hardware at vendor location)
  • 39% of our applications/services have were implemented from 2006 to 2010
  • 28% of our applications/services were implemented from 2000 to 2005
  • 10% of our applications/services were implemented from 1995 to 1999
  • 12% of our applications/services were implemented prior to 1995
  • 13% of our applications/services were implemented
  • Some applications/services are used by students, staff or both

2. Disaster Recovery
A district wide disaster would have a greater impact on both the district and the community served by the district. The probability this will occur is less than the probability of a building outage. The most likely district wide disaster that could occur is an earthquake, followed by a tornado. Planning for recovery from this level of disaster would require that plans be in place for the recovery of each building. Taking into consideration these factors, the scope of the first phase of disaster recovery would be to develop recovery plans for each building. The second phase would address district wide recovery.

3. Reporting, analyzing and viewing of data

  • Student data reporting requirements frequently change requiring Parkway to modify or implement new data collection processes.
  • DESE requires student data reporting approximately every six weeks.
  • We continually evaluate reporting requirements and provide training and resources to employees who are responsible for maintaining accurate data.
B. Identified Needs

1. Application Software
As the District continues to focus on the gathering, analyzing and reporting of data, reviewing the current software/services requires a consistent approach.

  • Perform a gap analysis based on the functionality of current software and the needs of the district
  • Determine other software products or services currently available in the district that can meet the needs
  • Research possible solutions or software products and services that meet district needs
  • Complete the Software Adoption or New Initiative Form and obtain proper approval
  • Determine if the software product/service will work within our infrastructure
  • Determine who is responsible for support and customer training
  • Determine user security
  • Conduct a cost benefit analysis
  • Determine implementation budget and on-going funding sources
  • Develop an RFP(request for proposal) or negotiate a service based on the gap analysis
  • Send RFP to vendors who provide the software or service
  • Determine which vendor provides the best match to the RFP
  • Implement software/service
  • Ongoing model for determining success
  • Periodic review of usage and benefit to the district

2. Disaster Recovery
To achieve full building recovery, plans should be in place in the following areas. Integration with physical recovery and coordination between each area below should be taken into consideration.

  • Develop and prioritize restoration plan for each building
  • Identify backup electrical power needs
  • Define and implement a communication plan
  • Define and prioritize Data Security and Recovery
  • Identify and prioritize applications for restoration of IT services
  • Coordinate with Physical Security
  • Provide and document procedures for Remote processing
  • Identify Community resources (including community emergency communications)
  • Define procedures for reinstituting Transportation to and from the district offices and schools
  • Implement procedures for Off Premise storage of backup files
  • Investigate the ability for collaboration with other entities (school districts, state agencies, vendors)
  • Coordination issues (Community, government, other school districts)
  • Implement and conduct Disaster Recovery audits and testing of processes

3. Reporting, analyzing and viewing of data

  • The Missouri Department of Elementary and Secondary Education reporting requirements are becoming more detailed and complex. There needs to be a continued emphasis on data integrity by all involved in entering and reporting data.
  • Audit reports demonstrate inconsistent data entry.
  • Standardized tests are administered throughout the school year. Results of these tests are sometimes not known for several months, making it difficult for teachers and administrators to make instructional decisions based on that data.
C. (If Necessary) Additional Data Needed

1. Application Software

2. Disaster Recovery

3. Reporting, analyzing and viewing of data

  • In summer 2005, the Department of Elementary and Secondary Education developed and began implementing a student-level record system, called Missouri Student Information System (MOSIS), which contains a randomly generated state identification number for every student receiving service in the public schools.
  • MOSIS Phase II which was implemented for spring 2006 MAP testing was the collection of student level data using the MOSIS ID to pre-code the student’s test booklets with the required demographic and program data.
  • MOSIS Phase III which began in September of 2006 is to transition the current Core Data collection system from an aggregate student data collection to a student level data collection system.
  • As part of the accountability provisions set forth in the law, No Child Left Behind has set the goal of having every child make the grade on state-defined education standards by the end of the 2013–14 school year. To reach that goal, every state has developed benchmarks to measure progress and make sure every child is learning. States are required to separate(or disaggregate) student achievement data, holding schools accountable for subgroups of students.
  • School districts report data items six times during the year: beginning-of-the-year items in the August and October cycles, midyear items in the December, February, and April cycles, and end-of-the-year items in the June cycle. Information reported is based upon the most current data available.
  • The August cycle submission is due August 15 and includes information used in producing the School Directory, estimated ADA, actual summer school attendance and membership, and planned school calendar data. Data are reported on Screens 02 - District Data, 03 - District Contact Personnel, 04 - District Directory, 06 - District Tax Data, 08 - Attendance Center, 10 and 10A - School Calendar, and 16 - Enrollment, Membership and Summer School.
  • The October cycle submission is due October 15 and includes information about LEP census data, educators, courses and assignments, enrollment, September membership and gifted education. Data are reported on Screens 05 - District LEP Census Data, 16 - Enrollment, Membership and Summer School, 18 - Educator Data, 20 - Course and Assignment Data, 21 - Educator Vacancy, 22 - Sending School Courses and Enrollment, and 25 - Gifted Education.
  • The December cycle submission is due December 15 and includes information required for federal special education reports. Data are reported on Screen 11 - Special Education Placement Counts by Age during this cycle.
  • The February cycle submission is due February 15 and includes follow-up data on graduates, January membership, the count of students home schooled, the count of students eligible for free or reduced lunch using federal programs eligibility guidelines and in accordance with State Statutes, and ending fund balance as of Dec 31. Data are reported on Screens 08 - Attendance Center, 15 - Home School/Free and Reduced Lunch, 16 - Enrollment, Membership and Summer School, 26 - Career Education Follow-Up, 27 - Career Education Follow-Up - Sending School, 29 - Post Secondary Adult Follow-Up, and December 31 Fund Balance.
  • The April cycle submission is due April 15 and includes information previously reported on the Census of Technology. Data are reported on Screens 30 - District Level Census of Technology and 31 - Building Level Census of Technology.
  • The June cycle submission should be made by June 30 and, in no case, later than July 15. End-of-the-year data are reported on Screens 07 - Library Media Center, 09 - Discipline Incidents, 10 and 10A - School Calendar, 12 - Special Education Exiter Counts by Age, 13 – Secondary Headcount, 14 - Attendance, 14A - Resident II Attendance, 14B - Resident II Grade Point Average, 17 - Physical Fitness Assessment, 19 - Professional Development, and 24 - Summer School Courses and Enrollment.
  • After all data items have been entered or updated for the appropriate cycle, data is automatically checked for errors or incomplete data. When all errors have been eliminated, the data are submitted to the Department of Elementary and Secondary Education via the MOSIS reporting system.


D. Comments

1. Application Software

2. Disaster Recovery

  • Prioritize software applications and services
  • Contact a school district which has had a disaster
  • Prioritize – during disaster and post disaster.
  • Safety & Communication

3. Reporting, analyzing and viewing of data

  • Dedicated core data employee for student
  • Process to ensure accuracy of data input and verification of output
  • Communication between Special School District and Parkway
  • Impacts title funding, grants, state funding, scholarship opportunities, AYP, APR, A+ Scholarship, Auditors, Part B&C Funding, Free/Reduced Lunch, Textbooks, Staff Development,
  • Data Audit report
  • DESE.MO.GOV/Planning