September 2011

Illinois State Board of Education

“IBM Watson’s Response”How is Illinois Making Data

Collection Easy?

Agenda

Welcome/Introductions

History of Project

Original Project Plan

What have we learned

Reports

SIS Online Process Overview

Student Course Assignment

How do we improve on the process?

Questions

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Welcome/Introductions

ISBE Key Team Members- 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

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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?

History of Project 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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History of the Project

Work Flow

History of Project 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

8000+ courses are not manageable

Innovation / change is discourage

Courses are being taught before they are approved

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History of Project 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

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Original Project Plan

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What have we learned

Illinois State Course System (ISCS) (Formerly Career and Technical Education Course System (CTEC)) - Replacement for Program Approval System (PAS)- Users are ISBE and EFE directors- Limit of 300 Courses

Student Information System (SIS)- Replacement for Illinois Student Information System (ISIS)- Users are ISBE and Home School Districts- Approximately 150,000 Students

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

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What have we learned

EFE Directors were able to assign courses to schools

Students were not enrolled at the Area Career Centers (ACC)

School Districts were able to submit Student Course Assignments

Communication Issues exists

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What have we learned

Districts Submitting Student Course Assignments

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RCDT District NameCourses Students C per S

Total CTE Enrolled Courses CTE >0 >*8481 Total 7,275,995 558,928 663,388 563,065 260,418 457 421

46009262026 A-C Central CUSD 262 0 0 137 0 0 0 033048217026 Abingdon CUSD 217 3,249 544 262 247 191 1 134049125013 Adlai E Stevenson HSD 125 51,235 2,028 4,298 4,180 1,278 1 144063019024 Alden Hebron SD 19 0 0 128 0 0 0 003025010026 Altamont CUSD 10 4,104 543 289 271 214 1 141057011026 Alton CUSD 11 24,459 2,590 2,196 2,111 1,333 1 128037225026 AlWood CUSD 225 2,425 289 157 153 116 1 147052272026 Amboy CUSD 272 4,243 617 315 289 245 1 102091081016 Anna Jonesboro CHSD 81 6,792 878 560 547 389 1 128037226026 Annawan CUSD 226 1,377 182 111 107 79 1 111021306026 Arcola CUSD 306 2,533 335 200 187 128 1 139055001026 Argenta-Oreana CUSD 1 4,010 264 345 309 180 1 107016217016 Argo CHSD 217 20,224 1,902 1,899 1,774 895 1 154092225017 Armstrong Twp HSD 225 38 36 167 13 13 1 011021305026 Arthur CUSD 305 1,274 115 115 109 54 1 147052275026 Ashton-Franklin Center CUSD 275 3,362 354 223 209 127 1 122029001026 Astoria CUSD 1 1,706 322 134 126 97 1 138065213026 Athens CUSD 213 0 0 338 0 0 0 039074039026 Atwood Hammond CUSD 39 1,704 250 132 126 109 1 151084010026 Auburn CUSD 10 7,703 697 451 440 255 1 131045131022 Aurora East USD 131 2,575 2,575 3,310 818 818 1 031045129022 Aurora West USD 129 40,107 3,587 3,619 3,331 1,685 1 122029176026 Avon CUSD 176 1,022 133 75 61 47 1 151084005026 Ball Chatham CUSD 5 16,283 774 1,406 1,370 485 1 134049220026 Barrington CUSD 220 40,973 2,812 3,068 2,988 1,648 1 131045101022 Batavia USD 101 11,980 1,045 1,875 1,788 773 1 046009015026 Beardstown CUSD 15 2,685 685 526 419 292 1 003025020026 Beecher City CUSD 20 1,755 288 137 127 115 1 156099200U26 Beecher CUSD 200U 5,067 615 396 385 262 1 150082201017 Belleville Twp HSD 201 61,150 4,949 5,459 5,141 2,300 1 1

What have we learned

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Course Letter Grade Number of CourseA 1,727,563

A+ 131,421A- 368,838

Audit 4,989B 1,582,535

B+ 235,572B- 256,151C 1,130,259

C+ 156,509C- 147,048D 627,345

D+ 75,078D- 70,811F 468,389I 6,618S 181,195U 4,300W 40,317

WP 2,334X 7,971

Erroneous 58,151Total 7,283,394

Reports

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Reports

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Reports

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Reports

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SIS Online Process Overview

Request New SID- Add Demographics- Add New Enrollment - 11 grade H1 S1

FTE 0.5- Add Program Indicators

Search for Student- Add Second Enrollment – 11 grade

(check) H1 S ACC

- Add Course to both Enrollments

Search SID – Student Enrollment – Record 1

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Search SID – Student Enrollment – Record 2

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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

Mandatory Fields - Term (Semester)- State Course Code- Student Course Start Date- Section Number- Course Level- Course Credit- Articulated Credit- Dual Credit- Course Setting- 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)- Course Numeric Grade (Term)- Maximum Numeric Grade (Term) - 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

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Student Course Assignment – View Course

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Student Course Assignment – Edit Course

Student Course Assignment – View Courses

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Student Course Assignment – Review Courses

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Student Course Assignment – Update Successful

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Student Course Assignment – Update Successful

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How do we improve on the process?

Schools were not enrolling students at ACCs, Region Centers etc. - For 2012 school year, monitor school’s enrollments to ensure students are entered into

the correct serving facilities. If problems are identified, work with the school district to resolve

Schools were not identifying the serving RCDTS in the Student Course Assignment

- For 2012 school year, monitor school’s Student Course Assignments to ensure the correct RCDTS are entered for the serving facilities.

If problems are identified, work with the school district to resolve

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How do we improve on the process?

Questions- Schools and EFEs

Area Career Centers and Region Centers have multiple RCDTS codes.- Districts will need to use the RCDTS code that ends in 01

Districts did not assign students to serving sites.- In FY 12, district must assign to appropriate serving sites

- EFEs have the capability to review the Enrollment reports to make sure schools are assigning to appropriate serving sites in FY 12.

Odin CHSD 700 and Odin SD 122 – Consolidated into Odin Public SD 722 – After 6-30-11, FY 11 data is not showing up in the system for Odin CHSD 700.- Allow EFEs to see districts that have closed after 7-1--- to review reports.

Reports are not as easy to review. Have to review across multiple reports. - Reports are being developed to show the courses assigned by the EFE and include the summary

information from the district at the same time.

EFEs and ACCs are not familiar with SIS at the district level.- Allow EFEs and ACCs to have access to SIS (View Only).

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How do we improve on the process?

Questions EFE just now noticed they did not assign a course to a school for FY 11.

- Courses must be assigned to the school prior to instruction. Make sure the course is assigned for FY 12.

EFEs do not know where to go to assist districts in correcting their data.- There are many resources on the SIS webpage. If additional assistance is needed, have

them call the helpdesk.

SIS contacts and EFEs do not know the deadline for correcting data.- All corrections for FY 11 be done and uploaded by the district by October 1, 2011.

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Questions

Questions

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