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Early Learning Leadership, Governance, and Stakeholder Engagement

November 15, 2011

John Pruette (NC)Stacie Demchak (CO)

Jaci Holmes (ME)

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North Carolina

Phase I

Data Management Group (DMG)• Established in 2009

• Designed to ensure agency compliance with state statutes, NC State Board of Education Policy and best practice standards for data management (collection, storage and sharing)

• Focused upon meeting responsibility to provide accurate and timely data to key stakeholders

Elements of Success• Established comprehensive enterprise data management guidelines and policies

regarding data collection, management and use• Established Collaboration and Buy-in between Source System Owners (22+)

• Operationalized Unique Student and Staff Identifiers (UID)

• Recognized Authoritative Sources for Data

• Established Uniform Guidelines for Internal/External Data Sharing

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North Carolina

Phase II

ECAC Data Management• Proposed in RTT-ELC Grant• Cross Agency Representation• Emulate Successful Strategies and Structures of DMG

o Collaboration and Buy-ino UIDo Authoritative Sourceo Uniform Guidelines for Data Sharing

• Establish Effective Linkage to existing DMG at NC Department of Public Instruction

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North Carolina

Value Added

• Streamlined Data Collection for Source Systems

• Enabled by UID and File Transfer

• Consistency across Data Collections

• Individual Agency Data Needs

• External Stakeholders

• Strengthened Reliability of State Longitudinal Data System (CEDARS)

• Adherence to Policy

• Demonstrated Capacity for Expansion

• PK-12 >> P-20 >> P-20W

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Colorado

Colorado SLDS Governance Overview – Three Levels of Governance

• While management consists of actual decisions made, governance offers a structure for making those decisions. With a program like SLDS, it is critical that a governance structure is put into place so the program’s executive sponsors may steer the program as necessary, and the more tactical business and technical personnel can continue with the day to day development of effective results.

• The role of Governance in SLDS is to offer a decision-making mechanism that consists of

committees, review boards and policy-makers. Members of the high level executive steering governance committee focus on strategy, investment and architecture. They also have responsibility to assign the decision-making authority and accountability.

• Membership must be chosen carefully, so that each stakeholder with a vested interest is able to voice his/her opinion.

• The SLDS Program Team integrates each tier of governance and provides the conduit between the tiers. The SLDS Program Team addresses any and all issues that may arise between the independent groups at each level. The team strives for consensus decision making and utilizes the Executive Steering Committee only when necessary to resolve issues.

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Colorado

Feedback to stakeholders for decision-making-Interactive Web Portals-Collaboration Tools-Others -Continuous Improvement

Technology Foundation -Integration cross agencies-Foundational Unique Identifier-Comms and interfaces in/out of Link phase-Others-Continuous Improvement

Collect Student Data (cross Districts)-Technical Imp Strategy-SIS-ADE Replacement-Others-Continuous Improvement

Stakeholder feedback, decisions, improvements

District student and educator information, reported data, business criteria

Data/access tools available to stakeholders

Master Data ManagementStrategy

Program Management

SLDS Governance –CO Students/Citizens/StakeholdersProgram-level Acceptance Criteria

Focus/User Groups –districts,

reporting teams, SIS user

groups/state user feedback

Focus/User Groups – state cross-agency

stakeholders/state level business input

Project Governance-Project-level Acceptance

Criteria

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Leadership, Governance & Stakeholder Engagement

Leadership• Top down implementation strategy is critical

• Need to include representation from both business and technical areas

• Coordination between all groups involved (Department of Education, Governor's Office, Human Services)

• Focus on the most important questions to be answered

• Keep sustainability in mind when planning and implementing

Governance• All lay stakeholders contribute to governance• Emphasis on leadership for priority settings on the data to be accessed• Important to implement a layered approach that includes diverse stakeholders

Colorado

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Colorado

Leadership, Governance & Stakeholder Engagement

Stakeholder Involvement• Identify & involve stakeholders groups early and keep them engaged

• On-going communication strategy

• Formalize their involvement through the governance structure

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Maine

Data Management Team• Established in 2006 by the Commissioner of Education

• Need identified to manage data collections and centralize data systems in order to reduce burden on LEAs, improve efficiency of data requests and control costs

• Membership includes representatives of DOE leadership, program areas, data management, school finance, State Office of Information Technology, LEAs, public pre-k, early intervention/early childhood special education, and Head Start

• Serves as steering committee for SLDS grants and projects

• Meets monthly in Augusta – web conferencing for remote access

Responsibilities• Maintains data standards and data use policies

• Manages security and user access to education data

• Ensures adherence to Federal and State policies including FERPA

• Approves data collections and surveys – “Only collect data elements once”

• Maintains file of all data related MOUs and MOAs, including Interagency Agreements

Projects/Accomplishments• Sponsored Education Data Sources Inventory

• Established and maintains Education Data Dictionary

• Hired Education Data Manager – now chairs Data Management Team

• Assisted with SLDS and other grant applications

• Established Data Standards documentation

• Reduced number of LEA data collections

• Eliminated redundant data repositories

• Developing single student identifier for early childhood across departments

Challenges

• Regular participation – Obtain leadership support, provide remote access

• Maintaining relevance – Provide value, not just control and compliance. Be seen as the core resource for education data

• Policy limitations – Escalate policy issues/recommendations to DOE leadership

• Data sharing/policies with other State agencies – Cross team membership

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Maine

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Focused Early Childhood Governance – Aligning and Coordinating Early Childhood Across the State

MACECDMaine Children’s Growth Council

Department of Health and Human Services

Department of Education

Governor LePage

SAIEL Team of Participating State Agencies

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Contact Info and Resources:John Pruette, john.pruette@ncpublicschools.gov

Stacie Demchak, demchak_s@cde.state.co.us

Jaci Holmes, jaci.holmes@maine.gov

To Request SST Support: Fill out a TA Request

Form on GRADS

Early Learning Leadership, Governance and Stakeholder Engagement