lessons learned in education: aligning florida’s k-20 data ... · •sas solution •fleid...

www.FLDOE.org

© 2015, Florida Department of Education. All Rights Reserved.

Lessons Learned in Education: Aligning Florida’s K-20 Data Collection Processes and Reporting

DR. ANDRE SMITH

April 3, 2017

http://www.fldoe.org/

www.FLDOE.org


• Organizational Overview

• Statewide Longitudinal Data System Grant

• SAS Solution

• FLEID Overview

• EDStats Overview

• DQ2 Overview

• Questions

Overview


www.FLDOE.org


Division of Technology

& Innovation

Data Center

Application Development

& Support

Education Technology

Data Systems

Organizational Overview


www.FLDOE.org


• The implementation of the FLEID is intended to facilitate consistent student and staff person-level reporting during submission periods, reduce the need for the submittal of certain repetitive types of information and enable linkages of data over time and across sectors.

• A key component of the new enterprise-wide platform is the Data Quality (DQ2) trial edits application that school districts can use to run their data through the various edits without using expensive mainframe CPU time.

• The user-friendly portal provides public access to dashboards, customizable reports and data download. This portal provides access to standard and interactive reports that provide overall and demographic information in a variety of formats including dashboards, graphs, tables, maps and custom reports based on the user’s educational data interest.

Statewide Longitudinal Data System Grant


www.FLDOE.org


SAS Solution

Enterprise BI Server

Master Data Management

Consultant Services

Advanced Client Support

Academic Professional

Training


www.FLDOE.org


Florida Education Identifier - A code issued by the Florida Department of Education used to uniquely identify a person in Florida’s educational data system.

Florida Statute 1008.386

1008.386 Florida student identification numbers.—

(1) When a student enrolls in a public school in this state, the district school board shall request that the student provide his or her social security number and shall indicate whether the student identification number assigned to the student is a social security number. A student satisfies this requirement by presenting his or her social security card or a copy of the card to a school enrollment official. However, a student is not required to provide his or her social security number as a condition for enrollment or graduation. The Commissioner of Education shall assist school districts with the assignment of student identification numbers to avoid duplication of any student identification number.

(2) The department shall establish a process for assigning a Florida student identification number to each student in the state, at which time a school district may not use social security numbers as student identification numbers in its management information systems.

(3) The State Board of Education may adopt rules to implement this section.

History.—s. 385, ch. 2002-387; s. 3, ch. 2014-41.

FLEID Introduction


www.FLDOE.org


• FLDOE acquired the Master Data Management (MDM) tool

• FLDOE worked with SAS Consultant Services to configure MDM matching algorithms, file transfer processes and custom user interface for resolving near match records

• FLDOE engaged a pilot stakeholder group to review match data elements, match algorithms and custom user interface

• Piloted FLEID system during 2015-16 school year

• Operationalize FLEID system during 2016-17 school year

FLEID Process Overview


www.FLDOE.org


File

Submission

FLEID

Generation

Validate

MatchMaster

File

Returned

Master

File

TIB

CO

SE

CU

RE

-F

TP

Secure FLEID Portal

Single Sign-On

Maintenance

Interface

SQL Server DB

High Level Process Flow (FLEID)


www.FLDOE.org



Master

File

Recap of Master File Requirements

Person Number | Student ID or Person Number

Alias Number

Local Number

SSN

First Name

Last Name

Date of Birth

• Middle Name

• Former/Maiden Name

• Appendage/Suffix

Primary Matching Columns/High Confidence Columns

District Number & School Number

Institution ID

Certificate Number

Gender

Race & Race Indicators

• Birthplace

• 1st Time Entered Florida

• 1st Time Entered US

• Prior School of Enrollment

Near Match Columns

Step 1: Master File Submission

FLEID

DOB Year

DOB Month

DOB Day

Record Type

Create Date

Source Indicator

Administrative/DOE Columns

Master File Includes

• Primary Match Columns

• Near Match Columns

• Administrative/DOE Columns


www.FLDOE.org


File

Submission

FLEID

Generation

Validate

MatchMaster

File

TIB

CO

SE

CU

RE

-F

TP

SQL Server DB


Prerequisite: Access to TIBCO Secure Area needs to be established before starting this step

The master files are blind transferred via the secure TIBCO Site using FTP

Once files are submitted, they immediately land in the DOE staging area for processing

The file format of the master file submitted is validated and reviewed to determine accuracy

The (valid) records submitted will be matched against the vault

The records found in the vault using high confidence match columns are assigned FLEID’s

Step 2: Secure FTP Transfer & MDM Processing

• Records are stored securely within the vault and are only accessible by FLEID Team


www.FLDOE.org


File

Submission

FLEID

Generation

Validate

MatchMaster

File

Returned

Master

File

TIB

CO

SE

CU

RE

-F

TP

SQL Server DB


If the record didn’t previously exist in the system within the vault and doesn’t near match to an existing record; a new FLEID is generated

Two files are then generated for the LEA’s retrieval:

Matched FLEID Master File with assigned FLEID’s for exact or high confidence matches or newly assigned FLEID’s for new records

Reject file, indicating the errors encountered with file formatting during file loading

Step 3: Returned Master File & Rejected Records

• Files outputted, are deleted after 7 days and can be regenerated on request


www.FLDOE.org



Secure FLEID Portal

Single Sign-On

Maintenance

Interface

SQL Server DB

Prerequisite: Access to SSO needs to be established before starting this step

After master file submission, you can now view the load information

LEA’s logon to the single sign on site to access the secure FLEID portal

The information loaded into the vault is made available via a user interface

User Interface to submit, search, and review near matched Individuals in the Vault

Users will have access to the near match records and can work on resolutions

Step 4: Access Load Statistics & Near Matches Information

Near matches can be:

• Linked to an existing FLEID

• Assigned a new FLEID.

Merges/Splits:

• Contact FLEID Team

Match Resolution

Options


www.FLDOE.org


Current Near Match Record Status

Survey SubmissionFLEID Management Application Home

0-10 Days 48

11-20 Days 37

21-30 Days 15

Near Match Directory

File Management

FTP PortalLookupNear Match Resolution

FLEID Management Application Home


www.FLDOE.org


NearMatchID Date/time Rec Status Owner FLEID First Middle Last Gender DoB Type

District

Num

School

Number

Person

Number

Alias

Number

728891 2/20/2014 10:03AM OPEN Changa James Han M 12/31/1988 STU 5 1234 769423105 951345689

728872 2/25/2014 9:00AM RESOLVED patcam FL103987463627 Mady J Tchoua-Angorg M 12/31/1988 STU 7 1653 943715805 815426753

728862 3/2/2014 9:13AM IN PROGRESS brsnyd Yves F Jean Louis M 12/31/1988 STU 11 1895 114246417 845214574

728841 3/3/2014 8:05AM OPEN John Quincy Smith M 1/1/1967 EMP 11 1542 789654323 956832145

728815 3/15/2014 7:33AM OPEN Jane Adams Smith F 1/1/1981 EMP 13 9536 123487595 785444875

728791 4/28/2014 9:45AM OPEN Jane Adams Smith F 1/1/1981 EMP 5 1542 123452487 956322652

728734 5/1/2014 8:02AM OPEN Emily Sue Roberts F 1/1/1986 STU 5 1542 536842174 512879132

Generate Resolved FilePage 1 of 5

Records 1-7

Show Assigned to me

Open

Resolved

Assigned to me

All


File Management


FLEID Near Match Resolutions


www.FLDOE.org


FLEID First Middle Last Suffix DOB Gender

District

Number

School

Number Unit ID Institution ID Local ID

Patrick

Campbell STU

First*

Unit ID**Last*

Local ID**

SSN** 123-45-6789

DOB*Middle 12/31/1988

M Person

Type*

Alias ID**

Gender*

Name

Suffix

* Required Fields

WilsonPlace of

Birth

Race C

** One of the above required


File Management


FLEID Lookup


www.FLDOE.org


First

Entity Type Entity Name Contact Name Phone Email

K12 District Baker County School District (02) Smith, James 850-555-5127 [email protected] .us

K12 District Bay County School District (03) Johnson, Kay 850-555-3279 [email protected] .us

K12 District Bradford County School District (04) Fisher, Carrie 850-555-7192 carrie.fi [email protected] .us

K12 District Brevard County School District (05) Hammil , Mark 850-555-9972 [email protected] .us

K12 District Broward County School District (06) Mi l ler, Maggie 850-555-6611 maggie.mi l [email protected] .us

Col lege Tal lahassee Community Col lege Gonzales , Carlos 850-555-4412 carlos [email protected]

Col lege Miami-Dade Community Col lege Johnson, Bi l ly 850-555-7917 bi l l [email protected]

Univers i ty Florida State Univers i ty Smith, Trevor 850-555-1928 [email protected]

Workforce Lively Technical Center Baines , Ursula 850-555-1192 ursula [email protected] .edu


File Management


FLEID Near Match Directory


www.FLDOE.org


Input Files

Sample_Input_X.txt 4/28/2014 10:03AM Received

Sample_Input_y.txt 4/28/2014 7:03AM Running

Sample_Input_z.txt 4/6/2014 11:12AM 4/6/2014 11:15AM 100 70 23 7 Complete

Sample_Input_w.txt 4/2/2014 09:06AM 4/2/2014 9:30AM 1000 650 200 150 Complete

View Last:30 Days


File Management


Generate Resolution

File

Input Files

Output Files

FLEID File Management


www.FLDOE.org


Output Files

Sample_Output.txt 4/06/2014 11:12PM 4/06/2014 11:15AM 5 Interactive 4/07/2014 8:00AM

Sample_Output.txt 4/06/2014 11:12PM 4/06/2014 11:15AM 93 Standard 4/07/2014 7:00AM

Sample_Output.txt 4/02/2014 9:06AM 4/02/2014 9:30AM 70 Near Match 4/08/2014 12:15PM

Sample_Output.txt 4/02/2014 9:06AM 4/02/2014 9:30AM 80 Near Match 4/06/2014 1:00PM

Sample_Output.txt 4/02/2014 9:06AM 4/02/2014 9:30AM 850 Standard 4/06/2014 11:30AM

Sample_Output.txt 3/29/2014 9:00AM 3/29/2014 9:15AM 150 Near Match 3/29/2014 9:55AM




View Last:30 Days


File Management


Generate Resolution

File

Input Files

Output Files

FLEID File Management


www.FLDOE.org


Over the past year:

K12 File Submissions (Uploads/Downloads & Matches) >>

• K12 Records submitted for 2015-16: 2,118,246 Records by 73 Districts

• K12 Records submitted for 2014-15: 1,511,783 Records by 36 Districts

• K12 Records submitted for 2013-14: 2,034 Records by 5 Districts

FLEID 2015-16 Activities at a Glance

Brian provides

assistance in this

area


www.FLDOE.org



www.FLDOE.org


What is it?

• A public gateway to information about Florida education that provides stakeholders with a tool for informing decisions regarding education in Florida.

• Launched March 2015.

• Development is ongoing.

What is the purpose?

• Increase the advancement of Florida students and educational institutions by improving and expanding access to data.

• Provides access through a single point of entry.

• Provides interactive reports for select subgroups.

EDStats Introduction


www.FLDOE.org


EDStatshttps://edstats.fldoe.org

System Requirements:1. How to add this site to your favorites "Bookmark this site".

2. This website is best viewed using Internet Explorer. You may need to add this website to your "trusted sites" to successfully download files.

3. The browser’s Back button is not supported. Please use the navigation links provided within the interactive reports.

4. Your session will time out after five minutes of inactivity.


https://edstats.fldoe.org/

https://edstats.fldoe.org/portal pages/Documents/Bookmark.pdf

https://edstats.fldoe.org/portal pages/Documents/AddingTrustedSitesInIE.pdf

www.FLDOE.org



www.FLDOE.org


State Level Views


www.FLDOE.org


District Level Views


www.FLDOE.org



www.FLDOE.org


What is Data Quality Edits (DQ2)?

• Created to provide a preflight capability to the survey collection process

• Reduces time and effort to process and resubmit files

• Reduces utilization of expensive mainframe resources

DQ2 Introduction


www.FLDOE.org


How does DQ2 work?


www.FLDOE.org


User Interface (UI) displaying Survey Submission List at initial sign on, no files processed


www.FLDOE.org


UI displaying Survey Submission List after files processed - selecting file and “Input Files” button


www.FLDOE.org


UI display showing “Reports” button


www.FLDOE.org


UI displaying a report and showing “Save to Excel” button


www.FLDOE.org


UI display after "D" File has completed


www.FLDOE.org


Questions

[email protected]

Phone # 850.245.0428


mailto:[email protected]