Valid Data, without a recount…A management data quality process

model

W.D. Piotrowski &Lee V. LegutkoLeon District SchoolsTallahassee, Florida

February 28, 2001

Serious Trouble:

• Data Warehousing & Data Marts

Serious Trouble:

• Data Warehousing & Data Marts

• Data-based Decision Making

Serious Trouble:

1. Data warehousing & data marts

2. Data-based decision making

3. Validity & Generalizability

What prompted our situation:

Citizen protest

School Board concern

Superintendent

response

Causes??

1. MIS’s job2. Data definition (training)3. Consistency of reporting4. Business rules: roles &

responsibilities5. Reporting & Accounting Process6. Culture

Critical Data Elements

AttendanceDisciplineDiploma Types/Graduates (*)Dropouts/Graduation RateDHSMV PenaltiesEnrollmnts/Withdrawals (*)ESEFTEGradesHealth & ImmunizationsLEP Status & TermLunch StatusPromotions/Retentions (*)Racial/Ethnic/GenderSocial Security NumbersTest Scores & Growth (T&L)Tech PrepTransportation/EdulogAdministrator RatiosStudent Transcripts

Priorities

Critical Data Elements

b. Determine Exception/Parameter

Criteria for Management Reports*

c. Audit/Verification Reports Provided

d. Debriefing Sessions & Processing

Recos Completed Scheduled

7 Attendance Feb-00 x xx6 Discipline Nov-99 x xx

10 Diploma Types/Graduates (*) Aug-99 x x9 Dropouts/Graduation Rate Mar-00 x x5 DHSMV Penalties Jan-00 x xx 8 Enrollmnts/Withdrawals (*) Aug-99 x x

11 ESE Apr-01 x1 FTE Sep-98 x xx

na Grades na x 14 Health & Immunizations Sep-98; Sep-99; May-01 x13 LEP Status & Term TBA6 Lunch Status Apr-99 & Dec-00 xx xx3 Promotions/Retentions (*) Aug-99 x x

na Racial/Ethnic/Gender na na4 Social Security Numbers Nov-99 x x

12 Test Scores & Growth (T&L) Sep-99 x x15 Tech Prep TBA2 Transportation/Edulog May-98 & May-99 x in progress

16 Administrator Ratios Jun-0117 Student Transcripts TBA18 Responsible Instructor Sep-00 x

Business Process & Rules

Collaborative Working Partnership: Originators Program

Administration & Staff Technical &

Information Systems Staff

Patience

Business Rules Foundation

a) Understanding uses, mandates & requirements

  Example: Free and Reduced Lunch

        I.      Primary Uses (Data & audit/management requirements):

Purpose Key Dates

a. Title I* School eligibility/funding Feb.b. E-Rate Telecommunications discounts Dec.c. School Ratings A+ Schools Feb.d. Annual Reports to Parents Parent/Community reports Oct.e. Advisory Council Reports School Advisory reports Oct.f. DOE School economic indicators Oct. Feb g. Federal Program Audits* Federal funding requirements Annually 

*Formally Audited

Business Rules Foundation

a) Understanding uses, mandates & requirements

b) Specific responsibilities & support needs

        II.      Specific Responsibilities School Level: Principal: designates F/R lunch certification contact (annual), oversees site responsibilities, ensures

timely transmissions, aigns-off on periodic & end-of-year status reports.      F/R lunch certification contact: Originates & sends in F/R applications; Attends training and update sessions; Distributes, collects, & verifies applications; Forwards applications to Food Services; Serves as liason to Food Services regarding F/R lunch applications 

Food Services:      Gathers DOE/Federal guidelines & interpret; Updates applications and procedures; Policy & procedure changes       Maintains & disseminate procedures/applications to schools      Provides projected start-up lists of approved students      Advertising      Processing & approval of applications; files & maintain applications      Record/Update F/R lunch status in official student record      Verify LCS SIS F/R lunch data completeness and accuracy against MDB      Parent notification letters

c)      Technology &Information Services:      Provides enrollment labels on request      Process direct certifications for TANF      PCS/POS SIS database cross-validation & Audit Reports      Maintenance of official data repository; downloads & uploads      Produce management reports for school site & district level staff

 

Business Rules Foundation

a) Understanding uses, mandates & requirements

b) Specific responsibilities & support needsc) Process & timelines

Put flowchart here on F/R lunch

Business Rules Foundation

a) Understanding uses, mandates & requirements

b) Specific responsibilities & support needsc) Process & timelinesd) Ready access to audit/exception &

management reports: site, program, & senior management “views”

Focus on Actual Focus on Actual ReportsReports

•Examples•Train in use•Have readily available AND•Distribute

Business Rules Foundation

a) Understanding uses, mandates & requirements

b) Specific responsibilities & support needsc) Process & timelinesd) Ready access to audit/exception &

management reports: site, program, & senior management views

e) Formal Sign-offs & Accountability

Lessons learned:

• Change the Culture • Can’t be done without

stakeholders: site, program, & IS/IT

• Codify & relate to audit standards

• Monitor, monitor, monitor…

Microsoft Outlook…

Data Quality is…

Data Quality is…

Something you design in,

not inspect out.

Thank you.Bill PiotrowskiTechnology & Information Services

Leon District Schools520 South Appleyard DriveTallahassee, Florida 32304

piotrowskiw@leon.k12.fl.us(850) 487-7530