illinois state board of education · july 2011 illinois state board of education ibm watson’s...

July 2011

Illinois State Board of Education

IBM Watson’s Response: How Is Illinois Making Data

Collection Easy?

July 2011 2

Agenda

Welcome / Introductions Illinois Student Information System (SIS)

- Background - Architecture

Old Systems - Program Approval System (PAS) - Illinois Student Information System (ISIS)

New Career and Technical Education Systems - New Career and Technical Education Course System - New Career and Technical Education System

Screenshots

July 2011 3

Welcome / Introductions

If "IBM Watson" had responded to the Category –

- CTE Data Collection - Student Information System (SIS) that Connects to the Longitudinal Data System (LDS), the correct answer would have been –

- How is Illinois making data collection easy?

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Welcome / Introductions

ISBE Key Team Members

- Connie Wise Assistant Superintendent - Project Manager - Terry Chamberlain Division Administrator – Data Systems - Mark Williams Division Administrator – CTE - Dora Welker Principal Consultant – CTE

IBM Key Team Members

- Howard Hammel Project Manager - Adam Lowery Lead Business Analysis - Jeremy Schoen Business Analysis - Cornelia (Neli) Kelley Lead Developer - Puneet Mehta Developer - Bhargavi Sujani Developer

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SID must be included on Transcripts Inclusion of Special Education data into SIS Inclusion of Career and Tech Education data into SIS Inclusion of Additional Assessment Data

- Explore - Plan

Longitudinal Data System: - Establish a State Educational Advisory Group - Develop an Enterprise Data Warehouse - Improve Data Quality - Develop an Enterprise-Wide Architecture - Link ISBE Unique State Identifier with Postsecondary and Employment - Include Students from Non-Public and Private Schools

Background Future Enhancements (July 2009 NCES Presentation)

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Background

Over 2.1 Million Students 870 School Districts Over 4,000 Schools 48 Regional Offices of Education 570 Private Early Childhood Center 4 Intermediate Service Centers

Enrollment Size Number of School Districts Greater than 400,000 1Between 45,000 and 20,001 5Between 20,000 and 10,001 17Between 10,000 and 1,001 400Between 1000 and 101 418Less than 100 29

Total 870

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Illinois Student Information System - Background

Student Information System Functions - Assigns a unique student identifier (SID) - Collects demographic, enrollment, performance, and program

participation data for each student

- Interfaces with internal ISBE Systems

- Tracks students from school/facility to school/facility and district to district within the state

- Provides schools, districts, and facilities the ability to report timely and accurate data/information through standardized reporting capabilities

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- Provide Better Quality Data to Drive More Enlightened Policy Decisions Resulting in Enhanced Educational Opportunities for All Children

- Reduce Data Collection Burden on Schools, Districts, and Facilities

- Enhance the Use and Relevance of State Data by Districts and Schools

- Respond to the Accountability and Reporting Requirements of NCLB, State Education Programs, Eden, EDFacts and Other Federal Data Inquiries

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ISBE SIS Project Student Data Collected School Year

Pilot● Student Demographics

2005● Student Enrollment● Student Program Indicators

Implementation

● Student Demographics

2006

● Student Enrollment● Student Program Indicators

● Student Assessment (Pre-Identification and Score Data)◦ ISAT◦ IMAGE

◦ PSAE

◦ IAAImplementation ● ACCESS Test 2007

Implementation ● English Language Learners (ELL) 2008Pilot ● Early Childhood (3-5) 2008

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Illinois Student Information System - Background ISBE SIS Project Student Data Collected School Year

Implementation

● Early Childhood (3-5)

2009

● Early Childhood Outcomes● Pre-K Follow-Up● Fall Enrollment Counts● Missing Persons Report● Student Discipline

Implementation

● Homeless

2010

● Fall Enrollment Counts Used to Generate Funding● End of Year Report◦ Student Suspensions◦ Student Expulsions◦High School Dropouts◦High School Graduates

Implementation

● ELL Screener Data

2011● LEP Validation upon Enrollment against previous year ACCESS Scores● Enrollment Comparison reports● Student Course Assignment● Outside Course Assignment

Implementation ● Teacher Course Assignment 2012● Birth to 3

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Functions View Only General User District Admin Superintendent ISBE Admin

Number of Users 1,096 2,815 5,123 1,099 64Grant User Access X

Search SID View Only X X X View Only

Request SID X X X

Early Childhood Records View Only X X X

Early Childhood Outcomes View Only X X X

Pre-K Follow-Up View Only X X X

LEP and ELL View Only X X

Discipline View Only X X X

Assessment View Only X X

Exit Enrollment X X X

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Functions View Only General User District Admin Superintendent ISBE Admin

Student Course Assignment View Only X X X

Outside Course Assignment View Only X X X

Birth to 3 View Only X X X

Teacher Course Assignment View Only X X X

Upload file X X

Download file X X

Reports View Only X X View Only

Request file X X

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Illinois Student Information System - Architecture

Internet Users

Internet

Firewall

Web Server

IIS

Application Server

Database Server

SQLServer

Internet ISBE Local Network

SSL

AnonymousAuthentication

Forms Authenticaton& IWAS

User DefinedDatabase Roles(Authorization)

HTTP/TCP/IPRemoting

TCP

TCP/IP

ES ProcessIdentity

ISBESIS

ISBESIS

IWASIWAS

ASP.NET Enterprise ServicesServer Application

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ISBE Hosts Multiple Servers Running Under Microsoft Windows Server 2008

Database - Microsoft SQL Server

Development Language - VB.net / ASP.Net

Development Environment - Visual Studio

Crystal Reports

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Databases - SIS Staging Database (Batch Processing) Up to 1,600 files per day average 250

- SIS Staging Archive Database 6 months of data online

- SIS Database 3.4 Million Student IDs Over 14 Million Enrollments

- Assessment Database Over 7.7 Million Assessment Scores

- SIS Data Warehouse

Transaction Logging

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Daily File Activity

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Date

Num

ber

Upload

DownloadTotal

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Number of Reports per Day

02000

40006000

800010000

1200014000

1600018000

20000

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271,104 126,843 10,983 509 Total

6,869 33,368 429 17 12 - Grade 12

9,102 29,211 502 37 11 - Grade 11

9,089 30,057 644 47 10 - Grade 10

13,249 29,875 782 43 9 - Grade 9

18,736 497 1,185 30 8 - Grade 8

19,264 420 1,317 44 7 - Grade 7

22,523 486 1,411 28 6 - Grade 6

28,141 433 1,093 38 5 - Grade 5

28,624 429 1,007 40 4 - Grade 4

30,159 440 1,021 46 3 - Grade 3

28,369 462 746 35 2 - Grade 2

27,237 447 506 42 1 - Grade 1

23,027 454 250 31 Kindergarten

6,715 264 90 31 Pre-K

Title 1 Career and Tech Ed Century 21 Migrant Grade

Illinois Student Information System - Architecture Production Data (as of 08:30 AM on 05/05/2009)

Grade IEP LEP FRL SES Homeless

Pre-K 23,041 3,971 41,366 317 959

Kindergarten 14,253 25,659 64,590 372 1,577

1 - Grade 1 16,932 26,067 73,129 555 1,717

2 - Grade 2 19,178 24,838 73,365 711 1,649

3 - Grade 3 21,881 20,919 75,064 884 1,782

4 - Grade 4 22,543 14,413 71,036 1,166 1,507

5 - Grade 5 22,663 11,456 69,759 1,212 1,499

6 - Grade 6 22,463 9,450 69,675 1,309 1,389

7 - Grade 7 22,479 8,086 67,993 1,485 1,382

8 - Grade 8 22,915 6,945 67,899 1,321 1,447

9 - Grade 9 24,379 5,898 70,827 5,304 1,876

10 - Grade 10 22,681 4,956 61,588 4,024 1,660

11 - Grade 11 18,175 3,352 45,777 3,301 1,235

12 - Grade 12 19,260 2,798 41,740 3,530 1,399

Total 292,843 168,808 893,808 25,491 21,078

Grade Current Enrollments CPS Enrollments

Pre-K 114,788 34,860

Kindergarten 148,390 29,299

1 - Grade 1 153,080 30,442

2 - Grade 2 154,071 30,304

3 - Grade 3 157,165 32,477

4 - Grade 4 153,192 29,589

5 - Grade 5 153,547 29,128

6 - Grade 6 155,274 30,301

7 - Grade 7 156,140 29,635

8 - Grade 8 159,414 30,320

9 - Grade 9 175,503 33,056

10 - Grade 10 164,381 30,695

11 - Grade 11 142,332 22,862

12 - Grade 12 140,527 20,869

Total 2,127,804 413,837

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Understanding of Current Process

Understand Current Program Approval System (PAS) - Business Process - Architecture - Issues and Limitations

Understand Current Illinois Student Information System (ISIS) - Business Process - Architecture - Issues and Limitations

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Business Process

Steps - Education For Employment (EFE) directors coordinate with school districts to determine

courses for the school year

- EFE directors complete the following paper documents: Request for new regional courses Secondary Career and Technical Education instructional program changes

- Change to existing schools, courses, etc - Identify changes to existing course data elements

Program template for new CIP approval

- Documents are mailed to ISBE’s CTE division

- ISBE personnel rollover past courses in the PAS system

- ISBE reviews documents for approval

July 2011 22

Business Process

Steps (Continued)

- ISBE personnel manually enter into the PAS system for changes in Classification of Instructional Programs (CIPs) and/or courses associated with schools

- ISBE personnel create FTP for all 57 EFEs

- ISBE personnel send approved CIPs and courses to EFEs

- EFEs load data sent from ISBE into ISIS or local software package

- EFEs map local course descriptions to regional descriptions

- EFEs send CIPs, courses and credits to ISBE for Final Reporting

- ISBE loads all files sent by 57 EFEs containing CIPs, courses, credits and ISIS data into LAN applications for funding and reporting

July 2011 23

Business Process

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Architecture

ISIS - Local Visual Basic/Access database application hosted at 57 EFEs 57 EFEs send the data to 176 schools

176 schools send the data back to the 57 EFEs

57 EFEs review and signoff on the data and send back to the schools

PAS – LAN application hosted at ISBE

All communication between EFEs and ISBE are paper, email, CDs or file transfer via

FTP All applications are disconnected and not integrated on a real time basis

July 2011 25

Issues and Limitations Very labor intensive process

- ISBE - EFEs - Schools

ISBE personnel have no access to the following, once CD of approved courses is sent to

the EFE: - Local courses mapping to regional courses - Course enrollments - Courses that the EFE are not offering

Changes and enhancements are very difficult if not impossible

8,000+ courses are not manageable

Innovation / change is discouraged

Courses are being taught before they are approved

July 2011 26

Issues and Limitations There is no direct correlation to the Student Information System

- Demographics - Enrollments - Assessment Data - Program Indicators

Annual Data Collection (There is no friendly way of retrieving of historical data)

Limited current reporting and no historical reporting

233 copies of the course file that are never in synch

Legacy system not keeping up with changes in technology - Costly - Time consuming - Less efficient

July 2011 27

New Career and Technical Education Systems

New Career and Technical Education Course System - Replacement for Program Approval System (PAS) - Users are ISBE and EFE directors - Limit of 300 Courses

New Career and Technical Education System - Replacement for Illinois Student Information System (ISIS) - Users are ISBE and Home School Districts - Approximately 350,000 Students

Schedule - Pilot in School Year 2011 (2010 – 2011) - State wide Implementation School Year 2012 (2011 – 2012)

July 2011 28

New Career and Technical Education Systems

New Career and Technical

Education Course System

Student Information System

(SIS)

New Career and Technical

Education System

July 2011 29

New Career and Technical Education Course System Requirements – System

EFE Users Will Link State Course Codes to School Course Codes

Role Based System - View Only - General User - Administrator (Grant Access) - ISBE User

IWAS Interface for ISBE Users - Create / Select / Edit Subject Areas - Create / Select / Edit Courses - Create / Select / Edit Clusters - Create / Select / Edit CIPs - Assign Courses to the CIPs - Reports for all CTE Facilities - Reports for all Approved Courses

IWAS interface for EFEs users - EFE Selects the CIP - EFE Selects the Courses to be Offered - EFE Assigns the Location (School) for the Course - Reports by School, CIP, Course , Etc…

July 2011 30

New Career and Technical Education System Requirements – System

Home School is Responsible for all Student Data

Role Based System - View Only (School and EFE) - General User (School and EFE) - Administrator (Grant Access) (School District Superintendent and EFE Director) - ISBE User

IWAS Interface for ISBE Users

IWAS Interface for Schools Users - Assign Courses to Students - Non-SIS Data (All SIS Data Must be Entered Using SIS) - Search for Student - Reports Student School

July 2011 31

New Career and Technical Education Course System Assumptions – State Standardized List of Courses

(U.S. Department of Education)

A course is made up of the four following elements:

- Element 1 - Course Description (e.g. 02002) Subject Area (e.g. Mathematics 02) Course Identifier (e.g. General Math 002)

- Element 2 - Course Level B - Basic or Remedial G - General or Regular E - Enriched or Advanced H - Honors

- Element 3 – Available Credit One Carnegie unit would be coded as 1.00 A half-unit of Carnegie credit would be reported as 0.50 Available credit for a given course can vary from school district to school district

- Element 4 – Sequence Describes the manner in which school systems may “break up” increasingly difficult or more complex

information Part one of three parts is “1 3”

July 2011 32

New Career and Technical Education Course System Example

July 2011 33

New Career and Technical Education Course System

SCEDCourse DescriptionChar (5)

SCEDCourse TitleChar (128)

SCEDCourse DefinitionMemo

StateCourse TitleChar (128)

StateCourse DefinitionMemo


July 2011 34





Cluster 1

Cluster 2

Predecessor

CIP 1

CIP 2

CIP 3

01001

01001

02010

01002

01001CIP 1StateCourse TitleChar (128)



July 2011 35


Course LevelCode (B, G, E & H)Description




Cluster 1

Cluster 2

Predecessor

CIP 1

CIP 2

CIP 3

01001

01001

02010

01002

01001CIP 1

Course Description Level Max Credit Section x of y Detail Course Definitions

01001 B 1.0 2 3 Optional

01001 B 2.0 3 3

01001 G 1.0 1 1

01001 H 1.0 1 1




July 2011 36



EFERCDTSCode

Serving School RCDTSCode

CIP

LocalCourse DescriptionChar (5)

LocalCourse TitleChar (128)

LocalCourse DefinitionMemo

Course LevelCode (B, G, E & H)Description





Course Description Level Max Credit Section x of y Detail Course Definition

01001 B 1.0 2 3 Optional

01001 B 2.0 3 3

01001 G 1.0 1 1

01001 H 1.0 1 1



Federal Course Information

State (ISBE) Course Information

School Course Information

July 2011 37

New Career and Technical Education System

SID Home RCDTS Serving RCDTS Course Description Level Credit Section x of y

1 510840050260001 510840050260001 01001 B 1.0 1 1

1 510840050260001 510840050260001 02001 B 1.0 1 1

1 510840050260001 510840050260001 03002 G 1.0 1 1

1 510840050260001 510840050260001 10101 H 1.0 1 1


Course Description Level Max Credit Section x of y Detail Course Definition

01001 B 1.0 2 3

01001 B 2.0 3 3

01001 G 1.0 1 1

01001 H 1.0 1 1


StateCourse DefinitionMemo State (ISBE) Course Information

Information from School District


EFERCDTSCode

Serving School RCDTSCode

CIP

LocalCourse DescriptionChar (5)

LocalCourse TitleChar (128)

LocalCourse DefinitionMemo

SIS SID Home RCDTS Code Serving RCDTS Code

July 2011 38


Future

SID Home RCDTS Serving RCDTS Course Description Level Credit Section x of y End Date Grade

1 510840050260001 510840050260001 01001 B 1.0 1 1

1 510840050260001 510840050260001 02001 B 1.0 1 1

1 510840050260001 510840050260001 03002 G 1.0 1 1

1 510840050260001 510840050260001 10101 H 1.0 1 1

SID Home RCDTS Serving RCDTS Course Description Level Credit Section x of y

1 510840050260001 510840050260001 01001 B 1.0 1 1

1 510840050260001 510840050260001 02001 B 1.0 1 1

1 510840050260001 510840050260001 03002 G 1.0 1 1

1 510840050260001 510840050260001 10101 H 1.0 1 1

SID Home RCDTS Serving RCDTS Course Description Level End Date Grade

1 510840050260001 510840050260001 01001 B 06/1/2010 A

1 510840050260001 510840050260001 02001 B 06/1/2010 B

1 510840050260001 510840050260001 03002 G 06/1/2010 A

1 510840050260001 510840050260001 10101 H 06/1/2010 C

State (ISBE) System

School District

July 2011 39

Illinois State Course System (ISCS)

http://www.isbe.net/ISCS/default.htm

http://www.isbe.net/ISCS/default.htm

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Student Information System

http://www.isbe.net/sis/default.htm

http://www.isbe.net/sis/default.htm

July 2011 55 55

Online Process Overview Request New SID

- Add Demographics

- Add New Enrollment - 11 grade H1 S1 FTE 0.5

- Add Program Indicators

- Homeless – yes

- Add Discipline record

- Check Pre-ID

Search for Student - Add LEP Screener Data

- Update Program Indicator

- LEP = Yes

- Add LEP Data

- Add Second Enrollment – 11 grade (check) H1 S ACC

- Add Course to both Enrollments

Assigning Teachers to Course - Show Serving School 1

- Show ACC

Search for Student - Add Outside Course Assignment

ISAT, IAA and PSAE Assessment Process

ACCESS Assessment Process

Plan & Explore Pre-ID Exit – Student

- Date Check

July 2011 56 56


- Add Demographics

- Add New Enrollment - Birth to 3


- Add Birth to 3 Data

Search for Student - Add New Enrollment - Pre-K

- IEP = yes


Search for Student - Provide ECO Entry Rating

Exit – Student - Retained

Search for Student - Add New Enrollment - Pre-K

Exit – Student - Promoted

Search for Student - Provide ECO Rating

Exit – Student - Promoted

Search for Student - Add New Enrollment - K


Exit – Student - Pre-K follow-up

July 2011 57

Search SID – Enrollment

57

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Search SID – Enrollment

58

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Search SID - Program Indicators

59

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Search SID – Review

60

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Search SID – Student Enrollment – Record 1

61

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Search SID – Student Enrollment – Record 2

62

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- Add Demographics

- Add New Enrollment - 11 grade H1 S1 FTE 0.5


- Homeless – yes

- Add Discipline record

- Check Pre-ID

Search for Student - Add LEP Screener Data

- Update Program Indicator

- LEP = Yes

- Add LEP Data

- Add Second Enrollment – 11 grade (check) H1 S ACC

- Add Course to both Enrollments

July 2011 64 64

Student Course Assignment Student Course Assignment can be added or updated via the following:

- Online - Batch

Only the Home District can submit Student Course Assignment data

Student does NOT need to be actively enrolled at the time of submission

No student course assignments prior to school year 2011 (Earliest Student

Course Start Date 07/01/2010)

Serving school can only see courses on students for which they are serving

July 2011 65

Mandatory Fields - Term (Semester) - State Course Code - Student Course Start Date - Section Number - Course Level - Course Credit - Articulated Credit - Dual Credit - Course Setting - Course Numeric Grade (Term) - Maximum Numeric Grade (Term) - Student Course End Date - Course Final Letter Grade/Completion Status (Term)

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Student Course Assignment

Optional Fields - Local Course ID - Local Course Title - Actual Attendance (Classes) - Total Attendance (Classes) - Single Parent Including Single Pregnant Woman

(Reported for CTE Courses Only) - Displaced Homemaker (Reported for CTE Courses

Only)

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Student Enrollment - Student Course Assignment

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Student Course Assignment – View Courses

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Student Course Assignment – Add Course

68

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Student Course Assignment – View Course

69

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Student Course Assignment – Edit Course

70

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Student Course Assignment – View Courses

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Student Course Assignment – Review Courses

72

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Student Course Assignment – Update Successful

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Future - Standardization of courses in Illinois - Courses on transcripts - Assigning of teachers to courses

July 2011 75

Contact Information

Mark Williams, Division Administrator, Career and Technical Education, Illinois State Board of Education - 217-782-4620 Dora Welker, Principal Consultant, Career and Technical Education, Illinois

State Board of Education – 217-782-4620 Howard Hammel, Project Manager, IBM – 217-558-3600