executive sponsor planning toolkit last updated: september 23, 2011

Executive Sponsor Planning Toolkit

Last Updated: September 23, 2011

Texas Student Data System n 2©2011 Michael & Susan Dell Foundation. All Rights Reserved.

Overview

The objective of this toolkit is to provide the background and materials you will need to support implementation planning and training for the launch of the TSDS dashboards in your district. The toolkit includes this overview document and series of checklists and worksheets which you can access through the district connections support website.

The materials are divided in to three sections:

1. Getting started

2. Training support

3. Implementation

Once your district has identified a team to support the TSDS dashboard implementation, please contact Elaine Rulla at Region 10 and Sharon Reddehase at Double Partners to schedule a kick-off and planning meeting.


Link to Planning and Training Resources

All training and planning materials are available at:

Allen ISD

https://www.districtconnections.org/AllenISD

Lubbock ISD

https://www.districtconnections.org/LubbockISD

Pharr San Juan Alamo ISD

https://www.districtconnections.org/PSJAISD

https://www.districtconnections.org/AllenISD

https://www.districtconnections.org/LubbockISD

http://www.districtconnections.org/PSJAISD


Getting Started


Getting Started Material Outline

TSDS District TeamSample Project TimelineKick-Off Meeting AgendasDistrict Implementation PlanDistrict Training ScheduleEnd User Training ScheduleDistrict and Campus Goal Setting


TSDS District Team

Content• Overview of district

team roles and responsibilities

• Team contact template

To Be Completed ByExecutive Sponsor

DuePrior to or at the kick-off meeting

File NamePlanning Template-TSDS District Team

https://www.districtconnections.org/LubbockISD/Docs/



Sample Project Timeline

M J J A S O N D J F M A M J J A S O N D J F M A

Introduction and kick-off

Implementation and training planning

Mapping SIS to data model

Establish nightly loads

Pre-launch testing

Wave 1 implementation



Month

1 – 2 months

1 – 2 months

2-3 months

2 - 3 months

< 1 month

Training, roll-out, feedback

Plan and techkick-off

Meetings

Academic Year 1 Academic Year 2

All-handsannouncement

Data stewardand train the trainer

Feedbacksession

Train the trainer

Feedbacksession and

train the trainer

Feedbacksession



Key: TSDS Team, District, All


Kick-Off Meeting Agendas: Planning Session

Attendees Time

District TSDS team 1 ½ hours

Agenda Review general LPR timeline and objectives Discuss TSDS district team responsibilities and ensure someone is

assigned to each role Agree on implementation plan Identify dates for overview and training sessions

Pre-work Log-in to demo and explore dashboards Review implementation plan and training plan worksheets


Kick-off meeting Agendas: Technical Overview

AttendeesTime

District CIO/CTO, Technical and Data Leaders, and Data Steward 4 hours

Agenda Review overall systems and data structure

- Student Information System – recent changes, version used, what data is/is not in SIS- Staff data and other data sources

Walk through process of how data is managed in the district Walk through LPR hosting structure/set-up Walk through process of mapping district source systems to DCD Determine preference for direct access to district data (e.g., secure FTP connection) Determine preference for hosting / daily data loading with Region 10 User access (security/roles) – establishing and maintaining Next steps and expectations

Pre-work Prepare to review SIS database diagrams, related documentation, and key data tables Prepare for walk through of source system data: SIS, HR, grade book, benchmarks


District Implementation Plan

Content• Overview and tips to

guide implementation planning

• Implementation plan template

To Be Completed ByExecutive Sponsor

DueReview prior to kick-off mtg.Complete during kick-off mtg.

File NamePlanning Template-District Implementation Plan




District Training Schedule

Content• Overview and planning

guide for the district training events

• Provides information regarding the purpose, format and timing of the training

To Be Completed ByDistrict Professional Development Coordinator

DueReview prior to kick-off mtg.Complete during kick-off mtg.

File NamePlanning Template-District Training Schedule




End User Training Schedule

Content• Overview and planning

guide for scheduling end user training at each campus

• Templates to record training schedule and attendance

To Be Completed ByCampus Trainers

DueComplete prior to go-live date

File NamePlanning Template-End User Training Schedule




District and Campus Goal Setting

Metric Goals Districts have the ability to set specific goals for metrics on the dashboards The goals determine when a metric will ‘light-up’ as red or green The default goals currently in the system are informed from best practices research, actual district data

and state averages for assessments However, the default goals will not always reflect a reasonable aspiration for all districts, or all

campuses, across the state Districts should therefore consider historical performance and unique campus needs, in addition to

default goals, when defining goals for their district and campus

Goal Setting Process One month prior to release of dashboards, district will submit campus and district goals A district specific worksheet (example on next page) will be provided with each metric and the

corresponding default goal and current district value At the beginning of each school year, districts will work with campuses to review prior year data and

make any adjustments to the current year goals


Goal Setting Worksheet

System will provide actual campus 2010-2011 value, system default goal, and blank to enter District goal

User can either enter District goal for the campus, or leave blank if choosing default goal Recommend setting district goals first and then determining any campus-specific areas that

should be modified

Sample Worksheet

Pull down allows filtering by campus

Using the Goal Setting Worksheets:


Training Support


Training Support Material Outline

Pre-Training Setup Checklist

District Registration Form

District Attendance Form

Learning Outcomes

Trainer Tips

Quick Start Guide

TSDS Overview Presentation

End-User Training Presentation and Trainer Script

Teacher Dashboard Training Video

Workshop Participant Personal Action Plan

Workshop Participant Feedback Form

CPE Credits for Training Participation


Pre-Training Setup Checklist

Content• Training room checks• Technical detail checks

To Be Completed ByCampus Trainer with help from District Data Steward

DuePrior to district and campus training sessions

File NameTraining Template-Pre-Training Setup Checklist




District Registration Form

Content• Used to gather

information from participants who are registering for the training

• The district may choose to substitute a local registration system or software product (such as Eduphoria)

To Be Completed ByTraining participants will need to complete to register for this class

DuePrior to the training session

File NameTraining Template-Registration Form




District Attendance Form

Content• District training

attendance tracking form to be used at train the trainer sessions

• A district staff development attendance form from a professional development tracking software may be substituted for this form.

To Be Completed ByTrainer

DueAt the conclusion of the training

File NameTraining Templates – Attendance Form




Learning Outcomes

Participants will be able to access, log-in, and navigate the dashboards

Participants will be fully engaged in hands on activities to understand student data presented in dashboards

Participants will be able to identify trends in data that may need to be addressed to improve student achievement

Participants will be able to navigate the dashboards purposefully in search of answers to questions generated by the data or metrics

Participants will draw conclusions regarding the characteristics of their students or campus

Participants will participate in creating action plans for their students or their campus

Participants will know who to contact for customer support


Trainer Tips

Keep in mind, the most important factor in training —what the audience takes away from the training

Structure of learning cycle to maximize retention- Learning Activity Participant Response Application to Participant’s Job

Tips for successful training- Assess the audience—who are they, how familiar are they with the topic- Determine objectives and outcomes- Select training focus- Review demo and training materials prior to the training session- Monitor and adjust the pace to meet audience’s needs

Successful Presentation Characteristics- Interactive- Learner Centered- Two-Way Communication- Defined Outcomes- Application of Material


Training User Guide-Getting Started Teachers

https://www.districtconnections.org/LubbockISD/Docs/TrainingMaterials/Quick%20Start%20Guide%20for%20Classroom%20and%20Student.pdf


TSDS Overview Presentation

Content• Provides an overview of

the TSDS project• Can be used in

marketing sessions to inform end users about the project

To Be Completed ByN/A

DueUse at marketing session for end users

File NameTraining Presentation-TSDS Overview




End-User Training Presentation

Content• Content for the End

User training presentation

• Trainer of Trainers will use this for their campus presentation


DueUse at end user training sessions

File NameTraining Presentation-Dashboard Training Module




Train the Trainer Video

Content• Content for the End

User training presentation

• Trainers can use this as an aid in when delivering end user training


DueAll campus presentations

File NameTraining Demo Video


Teacher Dashboard Training Video

Content• This training video can

be used to assist end users with the content covered during the live training session

To Be Completed ByEnd users as needed

DueN/A

Document Link



Workshop Participant Personal Action Plan

Content• This document

contains questions for the participant to complete during the training

To Be Completed ByParticipants

DueAt the completion of each training session

File NameTraining Template-Participant Action Plan




Workshop Participant Feedback Survey

Content• This form is designed to

gather feedback from participants regarding the tool, it’s usefulness and other suggestions

To Be Completed ByParticipants

DueAt the conclusion of the training

Link to SurveyTraining Template-Participant Feedback

https://www.surveymonkey.com/s/LubbockQ2Users

https://www.surveymonkey.com/s/LubbockQ2Users


CPE Credits for Training

Certificate of completion for CPE Credit for Trainer Region 10 will provide Professional Development

Certificates for Train the Trainer sessions A district (local) certificate will be used for CPE

credit for sessions provided by the local trainers Local trainers should coordinate certificate

distribution with local Professional Development Director

Training planning template and attendance form will be needed to provide local credit


Implementation and Feedback


Implementation Materials Outline

Feedback Process

Customer Support Resources


Michael & SusanDell

Foundation

Double LinePartners

Feedback Process

The TSDS team will gather feedback from participants during each wave of implementation

Mechanisms for gathering user feedback will include:

- Dashboard Support button - Surveys (periodically staff will

receive a TSDS Survey from the District Executive Sponsor)

- Focus Group Sessions (will be hosted on-site and scheduled by the District Executive Sponsor or Professional Development Coordinator)


Customer Support Resources

Submit Support Requests on Teacher Dashboard

Can also Use District Websitehttps://www.districtconnections.org/LubbockISD

http://www.districtconnections.org/LubbockISD

Contacts: Region 10Elaine [email protected]

Double Line Partners:Sharon [email protected]

mailto:[email protected]

mailto:[email protected]

executive sponsor planning toolkit last updated: september 23, 2011

Documents

training resourcesall

training dates

training documents

training facilities

implementation planning

data model

michael susan dell foundation

implementation wave