Executive Sponsor Planning Toolkit
Last Updated: September 23, 2011
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.
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
Texas Student Data System n 2
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
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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Getting Started
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Getting Started Material Outline







TSDS District Team
Sample Project Timeline
Kick-Off Meeting Agendas
District Implementation Plan
District Training Schedule
End User Training Schedule
District and Campus Goal Setting
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TSDS District Team
Content
• Overview of district team
roles and responsibilities
• Team contact template
To Be Completed By
Executive Sponsor
Due
Prior to or at the kick-off
meeting
File Name
Planning Template-TSDS
District Team
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Sample Project Timeline
Key:
TSDS Team, District, All
Academic Year 1
Month
M J
J
Introduction and kick-off
A S O N D J
Academic Year 2
F
M A M J
J
A S O N D J
F M A
1 – 2 months
Implementation and training
planning
Mapping SIS to data model
1 – 2 months
2-3 months
2 - 3 months
Establish nightly loads
Pre-launch testing
< 1 month
Wave 1 implementation
Training, roll-out, feedback
Wave 2 implementation
Training, roll-out, feedback
Wave 3 implementation
Training, roll-out, feedback
Meetings
Plan and tech
kick-off
All-hands
Feedback
Data steward
announcement
session
and train
the trainer
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
Train
the trainer
Feedback Feedback
session and session
train the trainer
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Kick-Off Meeting Agendas:
Planning Session
Attendees
District TSDS team
Time
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
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Kick-off meeting Agendas:
Technical Overview
Attendees
District CIO/CTO, Technical and Data Leaders, and Data Steward
Time
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
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District Implementation Plan
Content
• Overview and tips to guide
implementation planning
• Implementation plan
template
To Be Completed By
Executive Sponsor
Due
Review prior to kick-off mtg.
Complete during kick-off mtg.
File Name
Planning Template-District
Implementation Plan
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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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 By
District Professional Development
Coordinator
Due
Review prior to kick-off mtg.
Complete during kick-off mtg.
File Name
Planning Template-District
Training Schedule
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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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 By
Campus Trainers
Due
Complete prior to go-live date
File Name
Planning Template-End User
Training Schedule
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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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
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Goal Setting Worksheet
Sample Worksheet
Pull down allows
filtering by campus
Using the Goal Setting Worksheets:
 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
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Training Support
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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
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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Pre-Training Setup Checklist
Content
• Training room checks
• Technical detail checks
To Be Completed By
Campus Trainer with help
from District Data Steward
Due
Prior to district and campus
training sessions
File Name
Training Template-PreTraining Setup Checklist
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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 By
Training participants will need to
complete to register for this class
Due
Prior to the training session
File Name
Training Template-Registration
Form
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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 By
Trainer
Due
At the conclusion of the training
File Name
Training Templates – Attendance
Form
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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
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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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
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Training User Guide-Getting Started Teachers
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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 By
N/A
Due
Use at marketing session for
end users
File Name
Training Presentation-TSDS
Overview
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End-User Training Presentation
Content
• Content for the End User
training presentation
• Trainer of Trainers will use
this for their campus
presentation
To Be Completed By
N/A
Due
Use at end user training
sessions
File Name
Training PresentationDashboard Training Module
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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
To Be Completed By
N/A
Due
All campus presentations
File Name
Training Demo Video
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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 By
End users as needed
Due
N/A
Document Link
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Texas Student Data System n 26
Workshop Participant Personal Action Plan
Content
• This document contains
questions for the
participant to complete
during the training
To Be Completed By
Participants
Due
At the completion of each
training session
File Name
Training Template-Participant
Action Plan
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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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 By
Participants
Due
At the conclusion of the training
Link to Survey
Training Template-Participant
Feedback
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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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
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Implementation and Feedback
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Implementation Materials Outline
 Feedback Process
 Customer Support Resources
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
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Feedback Process
 The TSDS team will gather feedback
from participants during each wave of
implementation
Michael & Susan
Dell Foundation
Double Line
Partners
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
 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)
Texas Student Data System n 32
Customer Support Resources
Submit Support Requests on
Teacher Dashboard
©2011 Michael & Susan Dell Foundation. All Rights Reserved.
Can also Use District Website
https://www.districtconnections.org/LubbockISD
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Contacts:
Region 10
Elaine Rulla
elaine.rulla@region10.org
Double Line Partners:
Sharon Reddehase
sharon@doublelinepartners.com