CIO Leadership ForumCIO Leadership Forum

Debbie KarcherCIO, Miami-Dade County Public Schools

Debbie KarcherCIO, Miami-Dade County Public Schools

04/20/23 2

Background on Miami Dade County School Board

District Challenges Overview of Solution & Performance

Management Vision Deployment Product Snapshots Results and Benefits Key Learnings Experience with Cognos Next Steps

Background on Miami Dade County School Board

District Challenges Overview of Solution & Performance

Management Vision Deployment Product Snapshots Results and Benefits Key Learnings Experience with Cognos Next Steps

Outline for Customer PresentationOutline for Customer Presentation

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BackgroundBackground

Fourth-largest U.S. school district 376 public schools; 85 Charter schools Serving 2,400 square miles 345,000 students 53,000 employees More than 180 Home Languages Mobility rate of 40% $6.1 billion budget

Fourth-largest U.S. school district 376 public schools; 85 Charter schools Serving 2,400 square miles 345,000 students 53,000 employees More than 180 Home Languages Mobility rate of 40% $6.1 billion budget

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District Challenges District Challenges

Requirement to facilitate data driven decision making aligned to District goals

Tremendous pressure on the District because of data requirements of No Child Left Behind (NCLB)

District-wide performance management based upon key performance indicators

Necessity to tie strategic initiatives to outcomes for both budget and performance management

Requirement to facilitate data driven decision making aligned to District goals

Tremendous pressure on the District because of data requirements of No Child Left Behind (NCLB)

District-wide performance management based upon key performance indicators

Necessity to tie strategic initiatives to outcomes for both budget and performance management

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District Challenges District Challenges

District move to zero-based budgeting paradigm

Many disparate systems and legacy mainframe systems not integrated

Need for agile response to rapidly changing District information needs

Diminishing budget and staff resources

District move to zero-based budgeting paradigm

Many disparate systems and legacy mainframe systems not integrated

Need for agile response to rapidly changing District information needs

Diminishing budget and staff resources

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Overview of Solution & Performance Management Vision

Overview of Solution & Performance Management Vision

Implement a three pronged approach for agile information delivery utilizing data warehouse, portal and business intelligence (BI) technologies Increase Student achievement Improve operations Extend the life and enhance functionality of

legacy systems Provide data to all of our users

Implement a three pronged approach for agile information delivery utilizing data warehouse, portal and business intelligence (BI) technologies Increase Student achievement Improve operations Extend the life and enhance functionality of

legacy systems Provide data to all of our users

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Overview of Solution & Performance Management Vision

Overview of Solution & Performance Management Vision

Obtain an enterprise planning system that accommodates the zero-based budget model and interfaces to the District Strategic Planning System

Expansion of historical data in the student performance data warehouse that will facilitate targeted instruction, prescriptive teaching and predictive analysis capability on an individual student basis

Obtain an enterprise planning system that accommodates the zero-based budget model and interfaces to the District Strategic Planning System

Expansion of historical data in the student performance data warehouse that will facilitate targeted instruction, prescriptive teaching and predictive analysis capability on an individual student basis

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Overview of Solution & Performance

Management Vision Overview of Solution & Performance

Management Vision

Extend the use of business intelligence tools that permits educators and administration to monitor key performance indicators, create individual queries, perform ad-hoc reporting and perform real-time analysis, all in an easy to use, graphical web interface

Extend the use of business intelligence tools that permits educators and administration to monitor key performance indicators, create individual queries, perform ad-hoc reporting and perform real-time analysis, all in an easy to use, graphical web interface

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DeploymentDeployment

August 2005 Deployment begins Deployed Cognos 7 Business Intelligence in

January 2006 Initially to 150 “Power Users” in

departments such as School Operations, Curriculum and Instruction, Budgeting, Personnel, Performance Improvement, Data Analysis, Transportation, Capital Construction and Maintenance

Enterprise license now in place with over 50,000 authorized users to Cognos BI

Currently running 8.2, in process of upgrading to 8.3

August 2005 Deployment begins Deployed Cognos 7 Business Intelligence in

January 2006 Initially to 150 “Power Users” in

departments such as School Operations, Curriculum and Instruction, Budgeting, Personnel, Performance Improvement, Data Analysis, Transportation, Capital Construction and Maintenance

Enterprise license now in place with over 50,000 authorized users to Cognos BI

Currently running 8.2, in process of upgrading to 8.3

04/20/23 10

DeploymentDeployment

June 2006 Cognos Connection was integrated to the District Portal

Lite including single sign-on capability

September 2006 Target for improvement (COMSTAT ) reports were

developed

February 2007 Implemented Cognos Budget Planning System integrated

to the District Strategic Planning system

August 2007 Cognos Metrics Studio was integrated into the District

SharePoint Portal (Microsoft Office Sharepoint Server 2007)

June 2006 Cognos Connection was integrated to the District Portal

Lite including single sign-on capability

September 2006 Target for improvement (COMSTAT ) reports were

developed

February 2007 Implemented Cognos Budget Planning System integrated

to the District Strategic Planning system

August 2007 Cognos Metrics Studio was integrated into the District

SharePoint Portal (Microsoft Office Sharepoint Server 2007)

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DeploymentDeployment

December 2007 Cognos Enterprise Training package including

combination of computer based training, curriculum development with District trainers and coupons for Cognos training

January 2008 HR and Position Control Data Mart deployed

April 2008 School Based Budget added to Cognos Budget

Planning System and all school site users (800+) trained

December 2007 Cognos Enterprise Training package including

combination of computer based training, curriculum development with District trainers and coupons for Cognos training

January 2008 HR and Position Control Data Mart deployed

April 2008 School Based Budget added to Cognos Budget

Planning System and all school site users (800+) trained

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Data Flow DiagramData Flow Diagram

Mainframe

- Student, Class & Academic

- Testing

- Finance

- Human Resources

- Payroll

- Supply & Distribution

- Work Order

- Food Services

- Textbook

Server & External

- Edusoft Assessment

- Magellan Facilities

- Site Deficiences

- Student.Net Apps

- Business.Net Apps

- Transportation

- Budget

ETL

- Informatica Pkgs

- Mainframe Extracts

- TransformationProcesses

- FTP

- DTS Pkgs

- Cleansing Processes

Data Warehouse

- Staging Tables

- Operational Data Stores (ODS)

- Data Marts (Fact & Dimension)

- Cubes ( Aggregation/Summary)

AIDSNightly Active Directory Update via MIIS and EXAAM for Employee and Student Account Management (400,000+)

GradebookNightly update to gradebook student, teacher, course, etc. information

Reporting Services

Cognos (Portal)

Cognos instance for Portal running V3 Single Sign-on (SSO), web parts and intelligent linking.

Cognos (Main)

Primary Cognos production and developmentenvironments

SharePoint Portal

Content driven from data warehouses. Transaction updates to application tables and mainframe systems.

Nightly Refresh, Delta Only

Data Transport Only Transaction Process

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Cognos Budget PlanningCognos Budget Planning

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Cognos Budget PlanningCognos Budget Planning

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Cognos Budget PlanningCognos Budget Planning

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Cognos Budget PlanningCognos Budget Planning

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Cognos Budget PlanningCognos Budget Planning

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Cognos Metric StudioCognos Metric Studio

Main Metrics Studio List

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Cognos Metric StudioCognos Metric Studio

Main Metrics

Studio List

Drill in to a Specific Metric

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Cognos Metric StudioCognos Metric Studio

Main Metrics

Studio List

Drill in to a Specific Metric

Drill from Report into Student List

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Cognos Metric StudioCognos Metric Studio

Main Metrics

Studio List

Drill in to a Specific Metric

Drill from Report into Student List

Drill to Student Profile: 3 years of Grades,

Attendance, FCAT, Content,

ESE …

04/20/23 22

COMSTATCOMSTAT COMSTAT Report permits the Superintendent and Region staff to

measure school performance on 24 parameters in both a discrete and cumulative fashion

COMSTAT Report permits the Superintendent and Region staff to measure school performance on 24 parameters in both a discrete and cumulative fashion

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Experience with Budget Planning Implementation

Experience with Budget Planning Implementation

Important because not only was the product right for M-DCPS but it was implemented in record time

Implementation was turn-keyProject management Requirements gatheringImplementationTestingTraining Knowledge transfer

Important because not only was the product right for M-DCPS but it was implemented in record time

Implementation was turn-keyProject management Requirements gatheringImplementationTestingTraining Knowledge transfer

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Experience with Budget Planning ImplementationExperience with Budget

Planning Implementation Benefits

Pre-populated information reducing time and increasing data integrity

Provide users the ability to change budgets and create “what ifs”

Provide management rapid feedback and answers

Will continue to be the Budget Planning tool through and after SAP financial implementation

BenefitsPre-populated information reducing

time and increasing data integrityProvide users the ability to change

budgets and create “what ifs”Provide management rapid feedback

and answers Will continue to be the Budget

Planning tool through and after SAP financial implementation

04/20/23 25

Key LearningsKey Learnings

The Watershed Once staff who never had access to information become

empowered, the requests for new reports, models, cubes, etc. escalate rapidly. Ensure you have sufficient data warehouse and Cognos resources to manage

Official vs. User Created Reports Once data models are provided to users for query and

reports building, they may produce reports with different results than the “Official” reports. Establish clear business rules and embed, to the greatest extent possible, these rules in the data layer. Also, sign “Official” reports to differentiate them from those created by end users

Leverage Cognos CBI Training It can be impossible to train all users hands-on. Cognos

CBI courses make an excellent alternative

The Watershed Once staff who never had access to information become

empowered, the requests for new reports, models, cubes, etc. escalate rapidly. Ensure you have sufficient data warehouse and Cognos resources to manage

Official vs. User Created Reports Once data models are provided to users for query and

reports building, they may produce reports with different results than the “Official” reports. Establish clear business rules and embed, to the greatest extent possible, these rules in the data layer. Also, sign “Official” reports to differentiate them from those created by end users

Leverage Cognos CBI Training It can be impossible to train all users hands-on. Cognos

CBI courses make an excellent alternative

04/20/23 26

Experience with CognosExperience with Cognos

Extended a number of opportunities to M-DCPS making it financially possible to extend our licenses to the enterprise

Rapid implementation of both Budget Planning and School Based Budget

Have also been a willing partner Have assisted us in our strategic planning Understand budget constraints

Extended a number of opportunities to M-DCPS making it financially possible to extend our licenses to the enterprise

Rapid implementation of both Budget Planning and School Based Budget

Have also been a willing partner Have assisted us in our strategic planning Understand budget constraints

04/20/23 27

Results and BenefitsResults and Benefits

Improved student achievement through targeted instruction

Improved student performance through better school staffing

Reduced district costs through improved operational efficiency and reduced district costs through improved budgeting

Increased credibility in overall systems and products

Improved student achievement through targeted instruction

Improved student performance through better school staffing

Reduced district costs through improved operational efficiency and reduced district costs through improved budgeting

Increased credibility in overall systems and products

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Results and BenefitsResults and Benefits

Information delivered to all employees including principals, teachers, and administrative employees

Made Information Technology Services a flexible and agile organization able to quickly respond to information requests

Information delivered to all employees including principals, teachers, and administrative employees

Made Information Technology Services a flexible and agile organization able to quickly respond to information requests

04/20/23 29

Next StepsNext Steps

Continue to expand the use of Cognos and provide professional development for more power users

Extend the use of Key Performance Indicators to all employees and display with Metrics Manager

Use Cognos to help trigger action based on student performance and apply and track intervention activities

Continue to expand the use of Cognos and provide professional development for more power users

Extend the use of Key Performance Indicators to all employees and display with Metrics Manager

Use Cognos to help trigger action based on student performance and apply and track intervention activities