KPMG
Oregon Department of EducationOregon Department of Education Database Initiative ProjectDatabase Initiative Project
14th Annual Management Information Systems Conference14th Annual Management Information Systems ConferenceOrlando, FLOrlando, FL
February 26 - 28, 2001February 26 - 28, 2001
KPMG
Nancy HeiligmanNancy HeiligmanProject ManagerProject ManagerOregon Dept of EdOregon Dept of Ed
KPMG
Douglas KostyDouglas KostyManagerManagerKPMG ConsultingKPMG Consulting
State of Oregon Department of Education State of Oregon Department of Education Presenting to you today . . .Presenting to you today . . .
Aaron MunterAaron MunterImplementation MgrImplementation MgrOregon Dept of EdOregon Dept of Ed
KPMG
AgendaAgenda
Introduction
Oregon’s Commitment
Better Decisions
Internet Demo/Q & A
Project Results
KPMG
Introduction- The Database Initiative Team
AgendaAgenda
KPMG
IntroductionThe Database Initiative Team
A Collaborative Effort . . .A Collaborative Effort . . .
KPMG
KPMG
Introduction
Oregon’s Commitment- Business Problem- Legislative Mandate HB 3636- Database Initiative Overview
AgendaAgenda
KPMG
Legislative need for Legislative need for informationinformation
Need for Consistent Need for Consistent School-Level DataSchool-Level Data
AccountabilityAccountability
Onerous paper Onerous paper reporting rqmtsreporting rqmts
Oregon’s CommitmentOregon’s CommitmentBusiness ProblemBusiness Problem
Automating data collection from 200
districts
Varying degrees of automation/computer
literacy
Geographically dispersed user base
No distributed LAN/WAN
connectivity
Dissimilar technical platforms & data formats
KPMG
Oregon’s Commitment Legislative Mandate - House Bill 3636
Allow valid comparisons among schoolsAllow valid comparisons among schoolsProvide more detail and consistencyProvide more detail and consistencyPlace information in a databasePlace information in a databaseMake information available on the InternetMake information available on the Internet
KPMG
ReportingDatabaseProduction
DatabaseInterim
Database
ProductionDatabase
Data Loading & Validation
Reporting Database &
Extracts
FundingExtractFunding
ExtractFundingExtract
StaffingExtractStaffing
ExtractStaffingExtract
StudentExtractStudent
ExtractStudentExtract
Web Reporting &
Analysis
Refresh Refresh Refresh
Oregon’s Commitment Overview - Database InitiativeOverview - Database Initiative
KPMG
Introduction
Oregon’s Commitment
Better Decisions- The Challenge- Our Approach- Taking Action
AgendaAgenda
KPMG
200 districts x 200 forms= 40,000 forms
ODEODEMail forms to ODE Input data
200 districts200 districts 200 forms200 forms
Manually prepare forms
Better DecisionsBetter DecisionsThe Challenge - Manual ReportingThe Challenge - Manual Reporting
KPMG
Confirm
Technical Architecture
Manage
Organizational Change
Redesign Business
Processes
Enhance
Data Loading
Expand
Database
Enhance Reporting Capability
ImplementStatewide
Better DecisionsOur Approach - Implementation Activities
• Expand Database
• Enhance Data Loading
• Enhance Reporting
• Redesign Business Processes
• Manage Organizational Change
• Confirm Technical Architecture
• Implementation
KPMG
Better DecisionsBetter DecisionsOur Approach -Solution OverviewOur Approach -Solution Overview
Data Data Repository/Repository/WarehouseWarehouse
Internal Intranet Internal Intranet and Publicand PublicWeb ReportsWeb Reports
WebWebReportingReporting
Analysis/ResearchAnalysis/Research
Online Online AnalyticalAnalytical
ProcessingProcessing
QueryQueryEngineEngine
Data Submitter UserData Submitter User
FormFormDataDataEntryEntry
MISMIS
Data SubmissionData SubmissionLo
adLo
ad
Rec
eive
Rec
eive
Valid
ate
Valid
ate
Trac
kTr
ack
Submission Acknowledgment/Submission Acknowledgment/Error Notification/Error Notification/Status TrackingStatus Tracking
Collection Collection Progress Progress
MonitoringMonitoring Data Loading Progress TrackingData Loading Progress Tracking Loading Status by SubmitterLoading Status by Submitter Loading Status by Type of DataLoading Status by Type of Data Loading Status by Due DatesLoading Status by Due Dates
KPMG
Better DecisionsOur Approach - Online Analytical Processing
Web Reports
StagingStagingDatabaseDatabase
Web Reporting (Existing)
OLAP Reporting
Refresh Process
WebReportTools
OLAPTools
ReportingTables
OLAP Reports, QEM
DW
ProductionProductionDatabaseDatabase
KPMG
Database Database for for
EducationEducation
School School ProcessesProcesses
StaffingStaffingStudentStudentDemographicsDemographics
Student Student ResultsResults
FundingFunding
InfrastructureInfrastructure
Better DecisionsOur Approach - Database for Education
KPMG
Better DecisionsTaking Action - Web-based Data Collection/Tracking
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D B I U p lo a d
D a ta b a s e
D a t a O w n e r s
D a t a b a s e
U p lo a d e r
D B I In t e r im
D a ta b a s e
W e b S u r v e y
D a t a b a s e
N o n S M F D a ta
C le a n s e d
C le a n s e d
V a lid a t e d
V a lid a t e d
C le a n s e d
N o t D B I
C le a n s in g P r o c e s s
1 a
23
4
6
7
8
5
9
SM
Fab
leD
ata
1b
Better DecisionsTaking Action - Web-based Data Collection/Tracking
KPMG
District
District
District
CSP
CSP
Internet ODEWeb
ValidationWebReport
SMF
SMF
District
District
District
CSP
CSP
Internet ODEWeb
ValidationWebReport
SMF
SMF
Financial Data
Better DecisionsTaking Action – Financial Data Processes
KPMG
Non-Financial Data
District
District
District
CSP
CSP
Internet ODE Web
Report
SMF
SMF
Web Surveys
Element Owners
District
District
District
CSP
CSP
Internet ODE Web
Report
SMF
SMF
Web Surveys
Owners
Better DecisionsTaking Action – Non-Financial Processes
KPMG
AgendaAgenda
Introduction
Oregon’s Commitment
Better Decisions
Project Results- Benefits- Opportunities- Lessons Learned- Next Steps
KPMG
Streamlining Collection
CollectionYear
Num. ofReports
1999 39
2000 30
2001 26
2002 (Projected) 22
Project ResultsProject ResultsBenefits – StreamliningBenefits – Streamlining
KPMG
Streamlining school district data collectionStreamlining school district data collection
Improving data accuracy and timelinessImproving data accuracy and timeliness
Disseminating information via Public InternetDisseminating information via Public Internet
Supporting K-12 policy and budget formulationSupporting K-12 policy and budget formulation
Harvest-ready data to satisfy Federal reporting Harvest-ready data to satisfy Federal reporting
Project ResultsProject ResultsBenefits - SummaryBenefits - Summary
Benefits Realized
KPMG
Project ResultsOpportunities Identified
Opportunities Identified
• Consolidated work efforts with Report Card
• Consolidated staff = School Finance and DBI
• Centralized data collection for departments
KPMG
e
State DoE-levelState DoE-level
District-levelDistrict-level
SMF
Upload Manager
US DoE-levelUS DoE-level
DataRepository
Web Reports/Queries
Upload Manager
SMFData
Repository
Project ResultsProject ResultsOpportunities - Facilitates Federal Reporting RequirementsOpportunities - Facilitates Federal Reporting Requirements
Web Reports/Queries
KPMG
Project ResultsLessons 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 ResultsNext 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
KPMG
Internet Demo/Q & A
Project Results
AgendaAgenda
Introduction
Oregon’s Commitment
Better Decisions
KPMG
Internet DemoOregon Database Initiative Web Site
KPMG
Questions & AnswersQuestions & AnswersTo visit our web site...To visit our web site...
http://www.ode.state.or.ushttp://www.ode.state.or.us
oror
http://dbi.ode.state.or.us/http://dbi.ode.state.or.us/
KPMG
Thank You !Thank You !
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