introduction to pims central intermediate unit #10 name and position lea what sis do you use?...

Fundamentals of PIMS

Pennsylvania Information Management System

April 1, 2014Kim Moyer, Data Consultant

[email protected]

mailto:[email protected]

Introductions

Introduction to PIMSCentral Intermediate Unit #10

Name and Position

LEA

What SIS do you use?

Experience w/PIMS

Concerns/Frustrations

What do you hope to gain from this class?

Objectives


• Increased knowledge

• Reduced concerns/frustrations

• Increased confidence when working with PIMS data

• Increased understanding of

• the collection process

• the importance of data collected in PIMS

• templates and field requirementsoFormatting

oKey fields vs. updateable fields

• validating and correcting data

• available resources

The Land of PIMS


Data collection is not going away. We need to plan, manage, and navigate.

Intro Class


Not specific to any particular collection or student information system.


What is PIMSPennsylvania Information

Management System

The Pennsylvania Information Management System (PIMS) is a collaborative effort of the Pennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) across the Commonwealth. PIMS is a statewide, longitudinal data system that will efficiently and accurately manage, analyze, disaggregate, and use individual student data for each student served by Pennsylvania’s Pre-K through Grade 12 public education system.


What is PIMSPennsylvania Information

Management System

The Pennsylvania Department of Education's statewide longitudinal data system is improving data capabilities by enhancing school districts' capacities to meet student-level data reporting requirements and provide robust decision support tools. PIMS is based on open internet standards that enable sharing among diverse, otherwise incompatible systems and includes safeguards for data quality and security.

Purpose of PIMS• Meet PDE and Federal reporting regulations

• Improve education decision-making through the use of high quality data

• Improve student achievement through more efficient and effective use of data

• Provide longitudinal tracking of education progress over time and across LEAs

• Report timely and accurate education data through standardized and ad hoc reporting capabilities

• Provide multi-year longitudinal data to help teachers and administrators address individual student needs

• Empower teachers with state-of-the-art data analysis tools to improve individual student achievementIntroduction to PIMS

Central Intermediate Unit #10

History of PIMS

Data Collection Period

Reporting Window Snapshot Date

October 2007 10/15/07 – 11/9/07 10/1/07

December 2007 11/26/07 – 12/14/07 11/26/07

March 2008 TBD TBD

August 2008 TBD TBD

“Special” Graduation Rate Data Request for 2006-07 “Cohort”

10/15/17 – 1/31/08 N/A

PIMS Collection Calendar 2007-084 “Collections” – 15 Templates


Evolution of PIMS – Fast Forward to 2013-

14 • 20+ “Collections” + 9 “voluntary” PVAAS

• 30 “Templates”

• From 4x per year “project” to a year-round, constantly evolving full-time job

• Multiple Collections Open at a Time

• Every Collection has a Different Purpose

• 2013-14 Collection Calendar

• PIMS Manual Vol. 1 & 2 (2007-08 Vol. 1, 160 pgs.; Vol. 2, 94 pgs.) – 254 pages

• 2013-14 PIMS Manual – Vol. 1 364 pgs.; Vol. 2 179 pgs. – 543 pages


What is a Longitudinal Data System or LDS

(Education)?An education LDS is a data system that:

• collects and maintains detailed, high-quality, student- and staff- level data;

• links these data across entities and over time, providing a complete academic and performance history for each student; and

• makes these data accessible through reporting and analysis tools.


Some Components of an Education LDS

• Unique identifier for every student (anonymous)

• School enrollment history, demographic characteristics, and program participation record of every student

• Entry/Withdrawal, transfers, drop out, graduate information

• A way to identify teachers and to match teachers to their students

• Course enrollment information

• Ability to share data from preschool through postsecondary education data systems


The Evolution of PA’s LDSData Collection Goes Beyond PA

& PDE!http://nces.ed.gov/programs/slds/state.asp?stateabbr=PA

http://www2.ed.gov/about/inits/ed/edfacts/index.html


http://nces.ed.gov/programs/slds/state.asp?stateabbr=PA







Benefits & ChallengesBenefits

Consistency Across Districts/States

Provides a Uniform Platform for Reporting

Validations & Business Rules Lead to Cleaner Data

Challenges

System Coordination

Keeping up with Changing Requirements

Resources (Time and Staff)

Training

Data Quality & ValidationIntroduction to PIMSCentral Intermediate Unit #10

Who Must Report Data to PIMS?•School Districts

• Intermediate Units

•Career and Technology Centers

•Charter Schools (including Cyber Charter)

•Private Residential Rehabilitation Institutions (PRRI)

•Approved Private Schools (APS)

•State Juvenile Correctional Institutes


What Data is Collected in PIMS?•Student Data

• Students to be Reported in PIMS (Vol. 1 – pg. 13)

• Student Template (Vol. 1 – pg. 260)

• Student Snapshot Template (Vol. 1 – pg. 292)

• Follow Collection Specific Rules for Which Students to Include

• Follow Definition Specifications and Business Rules Guidance

• Are the fields R, CR, or O?

• Are the fields a K, U, M, N/A, etc.?



• Student ID - PA Secure ID #• Location Code• Grade Level• Homeroom• Birthdate• Gender• Address• Guardian Relationship• Ethnicity Code• Free/Reduced Participation• Free/Reduced Eligibility• Special Ed. Information• Disability Type• ELL Information• Repeating Last Year• Gifted• Expected Graduation Year• Diploma Type • Economically Disadvantaged

Status• ADA Status

• Grade 9 Entry Date• District Entry Date• School Entry Date• State Entry Date• Date First Enrolled in US School• Student is a Single Parent• Home Language Code• Years in US Schools• District Code of Residence• Location Code of Residence• Funding District Code• Graduation Status Code• Expected Post Graduate Activity• Displaced Homemaker• Assessment Participation Code

What information is reported in the Student Template?

What Data is Collected in PIMS?• Staff Data

• Staff to be Reported in PIMS (Vol. 1 – pg. 17)

• Staff Template (Vol. 1 – pg. 215)

• Staff Snapshot Template (Vol. 1 – pg. 231)

• Staff Assignment Template (Vol. 1 – pg. 248)

• Staff Development Template (Vol. 1 – pg. 256)

• Follow Collection Specific Rules

• October Staff Collection rules may be different from January Course/HQT Collection rules for Staff

• Follow Collection Specific Rules for Which Staff to Include



• Are the fields a K, U, M, N/A, etc.?Introduction to PIMSCentral Intermediate Unit #10


• Staff ID - PPID #• Professional Staff Only• Location Code• Job Description Code• Full Time/Part Time Status• Gender• Race/Ethnicity Code• Address• Current Service Date (Hire Date)• Exit Date• Years Experience• Birthdate• Active/Inactive Indicator• Years Experience in District• Job Classification (PE, TPE, etc.)• Annual Salary• Termination Code (Reason for

exit)• Contract Information• Name

• Highest Degree Earned• Email Address• Employment Eligibility

Verification Code• Authorized to Carry a Weapon• Assignment Code• Assignment Date• Completion Date• Percent Time Assigned• Staff Development Info if School

Security Officer

What information is reported in the Staff Templates?

What Data is Collected in PIMS?• Course Data

• Courses to be Reported in PIMS (Vol. 1 – pg. 19)

• Course Template (Vol. 1 – pg. 56)

• Course Instructor Template (Vol. 1 – pg. 63)

• Staff/Student/Course Template (Vol. 1 – pg. 68)

• Core Courses Only Required (change from prior years)

• Course Codes (Vol. 2 – Appendix A)

• NCES Course Classification System

• http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007341

• PDE Portal>>PIMS>>PIMS Documents>>Course HQT Mapping 6.13.13

• Follow Collection Specific Rules for Courses to Include


• Is the field R, CR, or O?

• Is the field a K, U, M, N/A, etc.?Introduction to PIMSCentral Intermediate Unit #10

http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2007341


• Course Name• Honors Indicator• Course Length (Quarter,

Semester)• Local Course Code• Course Delivery Method• PA State Course Code• Required Course?• College Credit Indicator• AP Indicator• CTE Indicator• Gifted Indicator• IB Indicator• Primary Instructor ID• Section Code• Primary Language of Instruction• Student ID• Student District Code• Course District Code• Course Location Code

• Relationship Start Date• Instructional Responsibility

Weight• Instructional Relationship Weight

* New 2013-14 - Establishing a linkage for each student and teacher course enrollment.

What information is reported in the Course Templates?

Other Data Collected• School Calendar Information/Instructional Minutes

• Attendance/Child Accounting

• Enrollment (Enrolls/Withdraws)

• Grad/Dropout Info

• Economically Disadvantaged

• Special Education Data

• Immigrant Data

• ELL Data

• Truancy

• Safe Schools Infractions

• Discipline – Suspensions/Expulsions

• Special Programs

• Title Information

• Special Education

• Career and Tech. Ed. (CTE)

• Interscholastic Athletic Opportunities (Title IX)

• Technology Information (PATI)Introduction to PIMSCentral Intermediate Unit #10

Impact of Data Collections• Cohort Graduation Rate and Dropout Rate

• Pre-code Labels for PSSA, Keystone Exams, CDT Uploads

• Accountability Reporting – PSSA, Keystone Exams, CDT Uploads, PVAAS Uploads

• English Language Learners – ACCESS for ELLs (Title III)

• Title I Reporting

• Safe Schools Statistical Reporting

• Special Education Reporting – IDEA Funding

• Career and Technical Education (CTE) Subsidies

• October 1 Enrollment Data Reporting

• Child Accounting Subsidies

• Federal Highly Qualified Teacher Status

• School Performance ProfileIntroduction to PIMSCentral Intermediate Unit #10

Potential Impact of Bad Data

October 1 Enrollment Collection• Used for planning and policy development (State & Federal)

• “Official” Enrollment for School Year

• Low Income Determination

• Official Poverty Count - Field 88 (Poverty Code) in Student Template – Determined by LEA

• Official Free/Reduced Lunch Count

• Field 33 (Ec. Status) – Participation in F/R Lunch Program

• Field 131 (Food Prog. Elig.) – Eligible for F/R Lunch Program

• Title I (2013-14 PIMS – no eGrants)

• Teacher Loan Forgiveness Program (30.1% Poverty Level)

• Limited English Proficiency (LEP) (2013-14 PIMS – no LEP System)

• Title III Funds


Potential Impact of Bad Data Child Accounting (Including what other LEAs report for

you)• State Subsidies

• Basic Education Funding

• Special Education Funding (different from 12/1 Child Count for Feds)

• Tuition for Orphans Subsidy (1305/1306/Homeless)

• Secondary Career & Technical Education Subsidy (Approved Reimbursable Programs – CTE Collection)

• Membership Data Used to Calculate District Tuition Rate

• Weighted Average Daily Membership (WADM)

• Used in calculation of aid ratios for State subsidies

• Average Daily Attendance (ADA)

• No Child Left Behind (NCLB)

• Adequate Yearly Progress (AYP)

• School Report Card

• School Performance Profile

• Federal ADA Report


Potential Impact of Bad Data

Educator Effectiveness (Student/Teacher/Course Linkage)

• Roster Verification

• Teacher Evaluations – 15% based on student growth

School Performance Profile• Public Perception (Student Growth, Courses of Rigor, Grad/Dropout

Rates, Attendance, Promotion Rate, Post Grad. Activity)

• Data is Published

• Transparency

Educator Dashboard & Early Warning System (Proposed)• Use PIMS Data to Identify Students At Risk of Dropping Out

• Curricular, Instructional, and Program Decisions

• Use a Catalog of Effective Differentiated Instruction & Interventions


District Data Systems

PIMS

PDE Initiatives:School

Performance Profile

PDE Initiatives:Educator

Effectiveness: Roster

Verification

PDE Stakeholders:

FundingState

Performance Plan Indicators

State and Federal Reporting Requirements

Upload and Validation


Data Sources

• Student Information System (SIS)• Human Resources System • Special Education Software• Data Tracked Manually or in Side Spreadsheets

• Location Fact Templates• District Fact Templates

• Who enters the data?• Who checks the data?• Who is responsible for the data?

Food Servces

Transportation

School Messenger

Community Communication

Student Information

Teacher Information

Financial

Library

Staff benefits

Special Education

Health

How many different

Information Systems does your district use? Do they “talk,” or do you enter the

same data multiple times?


Data Sources

SIS

Spec. Ed.

Courses

HR (Staff)

Attendance

ELL/Title IIITitle I

Safe Schools

Home-bound Truancy

OODPlacements

Leaves, Vacancies, Subs

Discipline, Suspensions, Expulsions, LLE Involvement

Teacher of Record, Instructional Resp./Rel.

Title IXInterscholastic Athletic Opportunities

Special Programs

Food Service – Ec. Dis.

PIMS Collection Calendar

http://www.portal.state.pa.us/portal/server.pt/community/pims-pennsylvania_information_management_system/8959

http://www.ciu10.org/Page/1135

Calendar may change throughout the year – check PDE’s web site on the PIMS page for updates.








PIMS Collection CalendarEach collection may have:

•Collection Window – Time period in which the data has to be submitted

•Snapshot Date – A date uniquely identifying the data: True Snapshots vs. Identity Snapshots

•Correction Window – When uploaded data can be corrected

•ACS Due Date – Accuracy certification Statement Due Date


PIMS Collections

• Pre-Code for winter Keystones and Classroom Diagnostic Testing

• Voluntary PVAAS enrollment (new 13-14)

• District and School Enrollment

• Staff

• PATI

• PSSA Pre-Code/ACCESS for ELLs Pre-Code and updates for Winter Keystone and CDT uploads


• Course/Highly Qualified Teacher

• Pre-Code for Spring Keystone Exams and additional CDT Student uploads

• English Language Learners… ACCESS for ELL


• Child Accounting – SD & IU Preliminary Juveniles incarcerated in Adult Facilities

• Accountability Reporting: PSSA Student Upload

• Safe Schools

• Graduates, Drop outs and Cohort

• Accountability Reporting: Spring Keystone exams and CDT Student uploads

• Pre-Code Student upload for summer Keystone exams

• English Language Learners – End of Year (Count and /SES Provider)

• Child Accounting – End of Year

• Special Education Updates

• Career and Technical education

• Interscholastic Athletic Opportunities

• LEP Professional Activities Survey

• SES/School Choice

• Title 1 Staff and Student Participation Data

PIMS Collections


The Land of PIMS


The shoes are great…but watch out for those falling houses.

What makes up a Collection?

•1 or more templates with predefined data fields

•Must follow business rules

•Must follow a submission sequence

•Data must be formatted according to PIMS Manual

•Some data fields must be blank

•Student Template contains 202 data fields – how many students do you have?

•1000 students x 202 data fields = 202,000 potential points of error in just one templateIntroduction to PIMSCentral Intermediate Unit #10

• Course

• Course Instructor

• CTE Student Fact

• CTE Student Industry Credential

• District Fact

• District Snapshot

• Incident

• Incident Offender

• Incident Offender Disciplinary Action

• Incident Offender Infraction

• Incident Offender Parent Involvement

PIMS Templates


• Incident Victim

• Location Fact

• PATI LEA Tech Survey

• PATI School Tech Survey

• Person

• Program Fact

• School Calendar

• School Enrollment

• Special Education Snapshot

• Staff

• Staff Assignment

PIMS Templates (cont’d.)


• Staff Development

• Staff Snapshot Template

• Student

• Student Calendar Fact

• Staff Student Course Template (new 13-14)

• Student Snapshot

• Survey Participant Response Template

PIMS Templates (cont’d.)


PIMS Data Fields

• Fields have specific business rules, specific formats, value lists

• Fields in your data systems map to the PIMS fields

• Data validation and error correction should occur on entry to your data system prior to upload

• ALWAYS correct the source vs. correcting the template!!

• Many different departments in your district are responsible for entering data into your district data systems that flow into PIMS

• Human Resources

• Central/Building registration

• Child accounting

• Special EducationIntroduction to PIMSCentral Intermediate Unit #10

Submitting and Verifying

• Multiple collections may be “Open” at the same time.

• The collection windows are short and fixed in length

• If key field data is submitted incorrectly the data cannot be updated.

• Corrections take time and must go through PDE

• Validate and correct data all the time – checks and balances – do not wait for a submission

• The PIMS requirements change every year

• Templates change, new collections added, different collection windows, new fields and code values -- your PIMS Administrators and data staff are continually learning


Accuracy Certification Statement (ACS)

• The Superintendent must sign off on EVERY ACS!

• Every Collection has its own ACS

• How do you know each ACS is right?

• Who knows how to verify each section of the ACS?

• What checks and balances do you have in place to ensure the ACS is accurate?

• Year to Year comparisons

• Internal ACS

• Team Approach to Verification


PIMS Resources

• PIMS Manual – Vols. 1 & 2

• PIMS Collection Calendar

• PIMS Web Site• PIMS Documents

• EdNA

• PDE Webinars – www.pdewebinars.org

• Collection Experts at PDE (contact info handout)

• SIS Vendor ****

• Intermediate Unit

• Data Quality Curriculum (PDE & IUs)Introduction to PIMSCentral Intermediate Unit #10

http://www.pdewebinars.org/

PIMS Vocab 101

“Domains,

and Templates,

and Snapshots…..

Oh, my!”


Data Quality Engine (NEW 2013-14)

• New Data Flow Process – Up Front Edit Checks

• Additional Validation Layer Between File Manager & Batch Manager Verifications in PIMS Upload Process

• Compound Data Quality Checks

• Validations on a single row or within a single template

• Advanced Data Quality Checks

• Validations across templates, query the data warehouse, or query groupings in a single template. Validate across systems and across years.

• All templates for a collection must be “batched” together

• Data Exception Requests

• Always Correct the Source System


PIMS Vocabulary

PIMS Vocabulary

• Domains – How information is organized/categorized in PIMS.

• Templates – The “vehicle” used to “transport” data into a PIMS domain. Templates possess a standard layout and ensure a consistent pattern of data rules are followed.

• Snapshots – A subset of template data at a “point in time.” (“true” snapshots vs. snapshots)

• Collections – A set of templates submitted to PIMS throughout the school year, according to a pre-determined data collection calendar.


PIMS Vocabulary

• File Manager - Uploads data to the PIMS system and performs basic validation

• Batch Manager - Loads data that has passed validation rules into the PIMS warehouse

• Data Quality Engine (new this year) - Front end data validation against business rules that the data has to pass before it can be loaded in to PIMS

• Cognos – The PDE reporting system used to create data reports, data extracts and create the accuracy certification statements


Template Structure & Dependencies

• PIMS Manual Vol. 1 – pg. 28-31 (Handout)



• Are the fields a K, U, M, N/A, etc.?

• File Dependencies

• Student or Staff Template – Cumulative

• Student Snapshot or Staff Snapshot

• If a student/staff is in the Student or Staff Snapshot Template, he/she must also be in the Student or Staff Template BUT a student/staff can be in the Student or Staff Template without being included in the Student or Staff Snapshot Template



File Naming ConventionNaming convention is specified in the PIMS Manual at the beginning

of the description about each template.

Proper Format: District Code_TargetTable_YYYYMMDDHHMM.xxx

District Code = 9-digit Administrative Unit Number (AUN) Ex: 110000000Target Table = Name specified with template from PIMS Manual Ex: StudentTime Stamp = Date and time (ensures uniqueness of file – no template can be uploaded to PIMS if a template with the same name has been uploaded prior)xxx = File Extension, indicates type of data separator Ex: csv, tab, del

csv = comma separatedtab = tab separated del = other delimiter


Uploading a Template

• DQE Simulation – Located on PDE Site


Preparing for a Collection• Be Proactive!

• Listen to the PDE training for each collection if offered.• Review the PIMS Manual guidelines for each collection.• Review the PIMS Collection Calendar.• You should be able to answer the following questions.

o Who should be included? (Which students or staff?)o What is the purpose of this collection? Remember that

every collection is for a different purpose even if it uses the same template as another collection.

o What are the key fields for this collection?o When is the collection window?o What district events or calendar events may conflict with

this window?o Is there a correction window? If so, when?o Where is the data stored? Is it current?o Is there a Snapshot date required or is this a cumulative

collection?


Preparing for a Collection (cont’d.)

o If it’s a Snapshot, is it a “true snapshot” or is a “time stamp” to identify the collection?

o How do I extract the data from my SIS or other system?o Who enters the data? Is it complete and up to date?o Who owns (is responsible for) the data?o Who will verify the data and correct, if necessary?o When is the Accuracy Certification Statement (ACS) due?

• Look at your data before you upload. Take team approach to resolution of discrepancies.

• PIMS HelpDesk – 1-800-661-2423.

PDE’s Data Governance/ Quality Initiative

• Significant Issues with Data Quality in Previous Years

• PDE Tasked IUs to Provide Assistance to LEAs for:

• Timely and Accurate Data Collection

• Implementing and Sustaining Data Governance and Data Best Practices

• Facilitate Monthly Data Quality Network Meetings

• Assist LEAs With Data Quality Engine (DQE) Use (Goes “LIVE” October 1) – Front End Data Validations

• Conduct Training for PDE’s “Data Quality Curriculum Program” (Tentative Roll Out Spring/Summer 2014)


PDE’s Data Quality Curriculum

• Tracks:

• Entry Level PIMS Administrators

• PIMS Administrators

• LEA Administrators

• Data Entry

• Specialty Modules:

• Data Quality Engine

• PA Secure ID

• School Performance Profile

• Teacher-Student Data Linkage/Educator Effectiveness


• Child Accounting

• Career and Technology EducationIntroduction to PIMSCentral Intermediate Unit #10

Data Quality Curriculum

• Goals:

• Reduce data-related errors in federal and state reporting

• Reduce data-related errors and inaccurate reporting that can lead to reductions in funding

• Increase the quality of the data that will be used for evaluation purposes, such as the School Performance Profiles

• Increase understanding of critical issues such as FERPA, data relationships and best practices

• Create an effective and enterprise-wide culture of data quality

• Improve the quality, timeliness and understanding of the data used for educational reporting, decision-making and school/student improvement



Quality Data

Culture

Factors Affecting a

Quality Data Culture

Roles in a Quality

Data Culture

Components of a Quality

Data Culture

Importance of a Quality

Data Culture

Accuracy

Security

Utility

Timeliness

Policies and Regulations

Standards and

Guidelines Training and Professional Development

Timelines and Calendars

Technology

Hardware

Software

Network

Data Entry Environment

Data Steward

Superintendent

Board Member

Principal

Teacher

Office Staff

Technology Support

Staff

More Effective Decision-Making

Program Funding

Achieving AYP

Other

Quality Data Culture Concept Map (expanded)

Introduction to PIMSCentral Intermediate Unit #10December 12, 2013


“Data matters now in a way it has never mattered before in PA.”~~ Dr. Michele Sellitto, Special Assistant to the Secretary of Education,

PDEA/CAPA Conference – SPP Presentation, March 2014


“Quality is never an accident; it is always the result of high intention, sincere effort, intelligent direction and skillful execution; it represents the wise choice of many alternatives.”

~~William A. Foster

introduction to pims central intermediate unit #10 name and position lea what sis do you use?...

Documents

pims data

pims central intermediate

pims templates

data capabilities

data quality

importance of data

individual student data

longitudinal data system