SIF Data Collection for State Departments of Education

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1 CPSI, Ltd. SIF Data Collection for State Departments of Education This CPSI technical white paper describes the process of using SIF for data collection to State Departments of Education directly in real-time from school districts. Benefits of the process are also described. Michelle Elia, President, CPSI 4/24/2013

2 Table of Contents Introduction... 2 Background of Data Collection Problems... 3 Need for Standardized Solution... 5 Implementing a SIF Solution... 7 Benefits of SIF Solution...11 Real-World Examples of SIF State Data Collection...13 Costs from CPSI...13 Conclusions...14 This document is for informational purposes only and may contain typographical errors and technical inaccuracies. The content is provided as is, without express or implied warranties of any kind CPSI, Ltd. All rights reserved. CPSI, the CPSI logo, xdstudio, xdstore, xdvalidator, xdtools, xdcomposer, and xdmover are trademarks of CPSI, Ltd. Other trademarks and trade names may be used in this document to refer to either the entities claiming the marks and names or their products. CPSI disclaims proprietary interest in the marks and names of others. 1

3 Introduction A Statewide Longitudinal Data System (SLDS) serves a wide range of stakeholders, from teachers to administrators, parents to legislators, state users to district users. In support of these stakeholders, the SLDS needs to provide high quality and timely data, ease the burdens associate with big data, and leverage educational change. The ultimate goal of an effective SLDS is to improve student, teacher, and school performance at all grade levels and within each program. When building an SLDS, the state needs to consider the how best to achieve its goals. The SLDS needs to be flexible enough to service all of the state s districts, whether the district is small or large. It needs to be simple enough so that districts without extensive IT experience can still attach to the SLDS. The SLDS needs to follow a standard, and one that reduces the burden on the districts. The data that needs to be collected should be well defined so that data providing application companies are aware of the requirements. To achieve the goals of an SLDS, CPSI has developed a complete integrated toolset that collects the data, stores the data, validates the data, and reports on that data in real-time. It is high scalable, extensible, and can expand easily to a larger set of data pulling data from any external and internal data sources. Plus, the solution is widely tested, fully operational, and has a relatively quick deployment time frame. Once deployed, there are several support options available that range from your team fully supporting the software to the option of having CPSI become an integral part of your SLDS team. CPSI s solution provides many benefits by following known data standards. The standard that is most commonly used for data collection is SIF. When using the SIF data standard, your districts will be able to integrate quickly and in real-time by using SIF agents attached to their SIS applications. The SIF standard for data collection is used in ten states. CPSI s solution is installed in five of these states. The data integration is quick, efficient, and reliable. In CPSI systems, data quality is extremely high, and the system builds towards accuracy through the use of consistent and constant real-time data validation. The data validation builds on rules around data quality as well as business rules. Data standards can be mixed in the system environment as well. For instance, your data collection activities are completed using the SIF standard to a SIF-based Operational Data Store. Once collected and validated, the data can be sent to other data stores based on other standards. Send data to an Ed-Fi data store and use the CPSI connector to update an Ed-Fi data warehouse for reporting and dashboards. Send data to an inbloom data store and use the CPSI connector to update the inbloom data store. Send data to a CEDS data store for EdFacts reporting. CPSI s toolset employs a universal XML generator to allow your organization to use any pre-defined data standard for all of your reporting functions. The CPSI team incorporates technical expertise, education experience, and the ability to complete your data collection and integration project quickly, successfully, and affordably. CPSI delivers proven solutions! CPSI has deployed this solution in Oklahoma, Massachusetts, Minnesota, Hawaii, and Illinois. 2

4 Background of Data Collection Problems Without the right technologies, it is very difficult to collect data from multiple student information systems and hundreds of districts in real time. The problems include everything from insufficient centralized technology to a lack of knowledge at the district level. Oklahoma has a very mature data collection and data warehousing solution in place. They encountered many problems along the way, and have worked through all or most of these problems. Most states have the same problems, to some extent. Some of the common state-based data collection problems include: 1. Lack of district buy-in: a. Once districts understand that the automated system reduces their own burden on state reporting, the buy-in is much easier. In fact, there is 100% participation in Oklahoma. b. The state may want to provide incentives to districts when they complete their integration. Incentives can range from recognition to monetary. 2. Lack of technical expertise at the district level: a. For all state implementations, CPSI is there for each district. Our support personnel assist districts in the setup of their system for the real-time automated data collection process. b. CPSI maintains contact with all of a state s SIS vendors to ensure that they have a good understanding of what is required. 3. Student Unique ID s are not consistent and duplicates exist: a. CPSI implements the xduid for generating and maintaining unique IDs. b. The system is automated and the matching algorithm is complex, ensuring proper matching of student IDs. c. The UID is sent back, via SIF communication, to the district SIS in real-time. This means that districts can have the UID for a student as quick as three minutes from the time the student is entered into the SIS. 4. The old system was not real time and not automated: a. Oklahoma deployed the CPSI solution to ensure real-time data collection and to implement their SLDS. b. The software implemented at a state level includes: i. xdintegrator the real-time data collector for the Operational Data Store (ODS) ii. xdstore a dynamic real-time ODS and Transactional Data Store (TDS) iii. xdvalidator a real-time data validation engine that validates data for quality and business rules iv. xduid unique ID generator and management system v. xdcomposer data transformation and data mapping based on standards vi. xdata Marts uses the xdstore to create functional data marts xdadhoc ad hoc reporting system for error reporting and district reporting vii. xdtools cube building, business intelligence, and data analysis toolset viii. xdzis SIF Zone Integration Server 3

5 Many state systems, even those that use SIF as their data standard, configure web interfaces for batch file uploads. While CPSI has a system that can be configured this way, the optimum method to collect data from an LEA to an SEA is through true real-time communication. In the past, the technologies were not efficient and did not provide proper performance. Plus, real-time data validation was not possible. CPSI s solution provides for the performance factors states are looking for. It is horizontally scalable and runs on multiple threads. This means that increasing performance is as simple as adding more hardware should the need arise. The difference between the CPSI automated data collection and old-fashioned file uploads is as follows: Function CPSI Past Technologies Real Time Data CPSI collects and sends data in real time. In the past, uploads were scheduled at various times throughout the school year. CPSI s collection process is enabled at all In the past, systems only collected times. Thus, the State can receive all of the and sent data when the LEA chose to All the Data All the data, all of the time. This enables the LEA s deliver that data via a file upload Time to correct data in a timely fashion for reporting periods. No Human Intervention Universal XML Generator Use of Multiple Standards in One Implementation Schedule Collections when Necessary Collect Data from Multiple Sources Up-to-Date Data is Available at the SEA All Year Continuous Automatic Data Collections Upload Flat File CPSI s collection process does not require human intervention on the collection and publishing of data CPSI s solution works with any pre- defined Data Standard, including SIF, Ed- Fi, inbloom, CEDS and others. CPSI s solution works with any pre- defined Data Standard, including SIF, Ed- Fi, inbloom, CEDS and others. States can collect in SIF, and then create data marts in other standards such as CEDS and Ed-Fi for reporting purposes CPSI s solution is flexible enough to perform in real-time and as automated scheduled collections. CPSI s solution can automatically collect data from multiple sources, and can collect just differentials if configured to do so. Since CPSI s solution automatically collects the differential data or all the data, all the time, the state always has the most up-todate data available. CPSI s functions are on all the time and publishing. The LEA and the SEA do not have to have human intervention for the collections. CPSI s functions do NOT require the use of flat file uploads. The collection is automated and sent via SIF XML. File uploads can be configured when necessary, such as assessment files. Older technologies required a human to remember to login and initiate collections and submissions. Previously, all data had to be mapped individually to random standards. Most systems name one single standard and it is impossible or very difficult to mix and match standards within the same organization. Older technologies only allowed for the scheduled collections or humaninitiated collections. Many of the older systems could not just collect differential data. Older technologies only collected data at reporting times, so the data was not updated continuously. Older technologies did not allow for continuous automatic data collections. Older systems require the users to upload flat files without automation or enhanced security. 4

6 Need for Standardized Solution and Enhanced Data Quality As a company, CPSI decided to promote standards and best practices in its early days. Standards allow the educational organizations to more easily integrate, synchronize, and consolidate data from the various departments, exchange data with other departments or other organizations such as Higher Education, and to communicate effectively through shared report formats. CPSI firmly believes that all systems should be based on standards, whether it is a data standard, a technology standard, or a platform standard. In PK-12, data standards are expressed as standard data definitions, code and value sets, business rules, and technical specifications. There are currently a variety of national standards, including SIF, CEDS, Ed-Fi, inbloom, NEDM, PESC, and EDFacts. CPSI s toolsets enforce enterprise wide data standards, a common data vocabulary, and they maintain the use of standardized data in order to create and provide better reports. It is important for state organizations to adhere to established data standards to increase data interoperability, portability, and comparability across states, districts, and higher education. Many of the current applications and data sets at any organization do not currently meet any standards and will need to be standardized when integrating the data. CPSI has the toolsets to standardize the data as it is extracted from these applications and data sets throughout the organization, and when integrating with other agencies. Data standardization is very important, but data quality is just as critical. With typical file uploads, it is a very time consuming and intensive process. CPSI has the tools available to ensure that data standards are adhered to and that data quality checks (validations) are extensive and automated. The xdcomposer is the application that allows the mapping of the data within files or tables to the standard, whether that standard is SIF, CEDS, or another code set. The xdcomposer also tracks and manages all REF ID's and cross links. In the case of a SIF implementation, two data collection processes can occur. The district can deploy the SIF agent provided by the SIS vendor to connect to the xdzis at the state for real-time data collection. Or CPSI can implement the xdcomposer at a district to convert all data from the district to a SIF-based standard, which is then published to the xdzis. For assessment files and other data that does not come through a SIF agent, the xdcomposer will play the role of a centralized SIF agent for the data. All the data is then routed to the xdstore, where validation occurs. The xdstore builds standard data schemas based on the industry standard data sets. The state organization can choose the data standards that are preferred, and the data standards can be mixed and matched between the Operational Data Stores (ODS) and the Reporting Data Warehouse, the Data Marts, and the Data Dashboards. The data in the xdstore represents the data stored at the various databases and at the schools for all collected data. 5

7 As data flows into the xdstore ODS, the ODS acts a large container that takes in all data, whether it is good or bad. The xdvalidator is continually validating the data and flags the records that pass validation as good and marks bad records with errors or warnings. Records that fail validation are submitted to the error reporting process for action by the data owners. One of CPSI s core competencies is in the validation of data using the xdvalidator. All validation occurs at the state level. The CPSI Validation Rules Engine performs real time validations at a rate of over 30,000 validations per minute. Validation at the application level is not required or necessary. The xdvalidator Validation Rules Engine has an interface that allows the state to design and implement any validation on any tables and databases. The xdvalidator is fully extendable through an API (DLL) or by implementing scripted C# code, SQL language, stored procedures and regular expressions. The system is designed to be extended and maintained by the end user. All errors and warnings are written to tables that can be accessed by any reporting system. The maximum data/traffic volume has high performance efficiency. The ODS agent can receive and process and validate 1000 to 2000 XML objects per minute per service instance depending on the message size. The average state deployment will have 5 to 10 Agent services running simultaneously. This will average 400,000 to 800,000 records per hour. The system is fully scalable, is dependent on the capability of the backend SQL server and is hardware dependent. In the Oklahoma deployment, five services are running and about 400,000 records per hour are processed on all five services under full load. The Validation Rules Engine easily keeps up with the ODS process. Districts can view the condition of their data via central reports. Once district stakeholders are satisfied with the data, they can certify the state of the data via a sign off using a web page. The certified data will be moved to an historical data store or the state Data Warehouse. Because validation is occurring continuously, the quality of the data statewide will improve significantly. The districts and the state enjoy a simplified process by simply checking the data quality reports and making sure the districts are correcting their errors in a timely fashion prior to reporting time. There are no limits on the validation reports that can be created. The validation system is integrated with Ad Hoc reporting capabilities. Each district will only see their own data errors and the users can view errors sorted in several different ways. Authorized users can create a variety of Ad Hoc reports that they may need without writing any code. Data dashboards can be created to allow additional users to view allowable data. Reports can be scheduled, ed, and exported as well as many other features. The combination of the xdcomposer, xdvalidator, and xdstore as the application backbone, the robust configuration abilities, and a fully functional standardized data model provides the ideal platform to implement a data quality system and support longitudinal analysis and vertical reporting now and in the future. CPSI will work with your organization to gain a handle on the data sources, data mappings, data validations, and data standards. The CPSI SIF solution technologies play an important role in enabling robust data analysis and meeting the 21 st century data-driven challenges. 6

8 Implementing a SIF Solution from CPSI The CPSI solution is based on real-time/near-real-time data and/or on the request/response data model. This real-time/near-real-time data does require some adjustment in practice and policies, but does carry significant advantages. Our system is flexible in how it can be implemented and the benefits that are gained by a real-time/near-real-time data collection are substantial. Real-time means that only the data in the ODS is changing in real-time/near-realtime. The data in the data warehouse remains static and is updated as required by the State. On the following pages are several diagrams that explain the SIF solution as presented by CPSI for typical State Departments of Education (State DOE). Variations naturally occur between states, so the system can be configured to meet your state s needs. The first diagram describes how districts will provide data to the State DOE using either a native SIF Agent for their SIS, using the xdcomposer from CPSI, or by using a combination of the two. Data is sent to the xdzis at the state and then on to the xdstore, where the data is validated. 7

9 This next diagram describes how data from other departments at DPI are collected into the centralized xdstore ODS. Once validated, data marts can be created based on functional operations. 8

10 The next diagram describes the process of validating the Unique ID's and integrating that process with the SIF data collections. The districts will be able to receive the ID for students within three minutes of entering the student into their own SIS. 9

11 The next diagram describes the data validation and error correction process from the district to the data marts. Data is constantly correctly, ensuring greater data accuracy over time. 10

12 Benefits of a SIF Solution A Real-Time Solution Typically, school districts have been the repository for detailed data about students and schools and it has been their obligation to report aggregate data to their state education agency (SEA). The SEA then reports statistical summaries to the federal level. The No Child Left Behind Act (NCLB) has dramatically increased the amount of data needed to comply with federal mandates, and the need for more sophisticated data systems is upon us all. At the heart of the new systems is the need for state organizations to have access to record-level student demographic and assessment data to help drive decision making. In order to realize these benefits, states need to engage efficient and effective systems for schools and LEA s to use in reporting the required data, as well as an automated, streamlined process for reporting federally required data. The system that satisfies this need is an SLDS that is built on standards of interoperability. The SIF-based SLDS process assembles a separate database holding copies of data from a wide array of different sources. The data are extracted, cleansed, standardized and deposited into the data stores and data warehouse over time. This real-time system makes data available to the decision making process for analysis and reporting. It is important that questions can be posed to the decision making process in real time and the data warehouse deliver immediate results. Education Intelligence is something educators and administrators apply every day. A real-time SIF-based longitudinal data system from CPSI presents a powerful tool for extending that intelligence. Policymakers and educators need systems capable of providing timely, valid and relevant data. Access to these data gives teachers the information they need to tailor instruction to help each student improve, gives administrators the resources and information to effectively and efficiently manage programs, and enables policymakers to evaluate which policy initiatives show the best evidence of increasing student achievement. Enhanced Education: The longitudinal data in an SLDS allows teachers to follow their students through time and location. Real-time systems, such as a SIF-based integrated data store, show realtime details about what is going on. Thus, the system allows your teachers and administrators to be proactive with their students rather than reactive. Streamlined Operations: A SIF-based data system makes everyday operations more streamlined. It frees the staff to spend more time on students and less time on data entry. Consolidating data reduces redundancy and eases the burden of data entry and correction. Culture Change: Move your districts to a datacentric culture with a real-time data collection and longitudinal data system. This new culture will inspire new approaches to education and the learning process. 11

13 CPSI s solution for states (collectively called xdstudio) provides a standardized data model for data collection and reporting; full ETL functionality; complete information access; operational data staging area; longitudinal data store; extensive data validation; data mining; and reporting tools. The solution comes complete with real-time functionality and delivers many more benefits: Real-time consistent data collection All the Data All the Time Standardized data model for data collection and reporting Robust ETL functions Dynamic Real-time Operational Data Store (ODS) Extensive data validation Validation rules are reusable across all agencies and departments Metadata management is performed by the xdstore based on XSD schemas providing for an automated and dynamic metadata system Easily create multiple Data Marts Data mart for EdFacts reporting Assign back real time Student Unique ID s Track student enrollments state wide (or organization wide) on a daily basis Track student ownership and student ownership issues Track actual student mobility and dropout rates Truly start to identify students with problems for early intervention Allow districts to see their data errors (validation) and correct the data on a daily basis Allow districts to see a real time picture of the status of their students Track student attendance issues Workflow Management Advanced Ad Hoc reporting Business Intelligence functions xdstudio is flexible in how it can be implemented and the benefits that are gained by a realtime/near-real-time data collection are substantial. The ability to exchange data using All the Data- All the Time technology helps to provide staff with contemporary data for more meaningful analysis throughout the school year. The fact that source data can undergo a constant cycle of correction in the system allows for more accuracy in the data and minimizes the need for lagging periodic analysis at certain collection points. Analytical processing can take place virtually at any time and encourages early intervention in potential problematic areas to minimize the impact of the certification process. In this way, responsible parties and staff can effectively monitor indicators to support summary dashboards and other visualization tools to communicate findings in near real time to stakeholders and administrators throughout the system. Districts can view the condition of their data via central reports. Authorized users can observe the current state of the system on a regular basis and spread any data correction burden over a manageable interval rather than compact remedial action into a short cycle saving time and effort. Because validation is occurring continuously, the quality of the data statewide will improve significantly. The schools and the state enjoy a simplified process by simply checking the data quality reports and making sure that errors are being corrected in a timely fashion prior to reporting time. 12

14 Real-World Examples of SIF State Data Collection CPSI s xdstudio SIF-based solution has been deployed successfully in many states. Oklahoma State Department of Education: 700,000 students in over 540 districts Hawaii Department of Education: Consolidating over 40 separate data sources into one ODS, including data validation; collecting data from all of Hawaii s schools in realtime Minnesota: Current project involves automatically assigning Unique IDs to districts in real time to an extended set of districts IlliniCloud/ISLE ODS: Currently collecting data from all of the 37 RTTT districts for over 650,000 students; data validation and integration with inbloom, as well as a future project for ISBE reporting Maine Department of Education: SIF-based financial reporting system for all districts References can be provided upon request. Costs from CPSI There are several options for implementing this solution in State Departments of Education. Pricing depends on several factors, including which implementation option, the number of students in a state, the number of districts in a state, and the level of involvement for CPSI staff. There are essentially three options of implementation. The first option is for data collection, data consolidation, data validation, and error reporting. This option is the one being implemented in Minnesota and Hawaii. The second option adds Ad Hoc reporting and data mart building for multiple functions. This option is being implemented in Illinois. The third option is the full solution offered by CPSI, including business intelligence options. This is the option currently successfully implemented in Oklahoma. Estimated pricing can be provided upon request based on the three options described above: 1. Option 1: xdcomposer, xdmover, xdstore, xdvalidator, Error Reporting, xdzis 2. Option 2: Option 1 Plus xdadhoc and services for Data Mart building 3. Option 3: Option 2 Plus xdtools and Balanced Scorecard CPSI provides several support options. The support options are also variable depending on the option chosen by the state. Support costs can be provided upon requested. The three support options are: 1. Silver Level: Software support only (usually 18% of purchase cost) 2. Gold Level: Software support, dedicated help desk person at CPSI, plus limited services (specific number of hours) 3. Platinum Level: Unlimited software support, dedicated help desk person at CPSI, 4. plus unlimited services based on specified criteria at time of contract 13

15 Contact Information Please contact Michelle Elia at CPSI for any questions or concerns regarding this document. The phone number is Her address is 14