BOCES Data Warehouse
101
March 27, 2013
Goals/Outcomes
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Gain an awareness and
understanding of the Data
Warehouse and SIRS and the NYS
reporting process in schools
Develop an awareness of the data
and templates needed for BOCES
data collection
Discuss roles and responsibilities of
the District Data Coordinator
What is a Data Warehouse and
What is Collected?
• A data warehouse is a storage
facility or repository that maintains
large quantities of data that would
typically reside in a number of
disparate locations.
Warehouses include a variety of
historical information, including:
• Demographic
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Enrollment
Program service
Assessment data
Course
Staff
Staff Eval. Rating
Grades
What are Benefits
• Faster and more accurate reporting
• Improved ability to disaggregate data
• Conduct longitudinal analysis of
students, teachers, and programs
• Compare different performance
indicators
New York State eScholar Data Warehouses
Regional Data Warehouses Level 1
District 1
NERIC
District 2
MHRIC
District 3
Yonkers
District 1
LHRIC
District 2
Nassau
District 3
Suffolk
SCT
Broome
MORIC
State-wide
Data
Warehouse
Level 2
State-wide
Reports Service
Monroe
WFL
Rochester
WNYRIC
Buffalo
Syracuse
NYC
CNYRIC
SED Data Repository
Level 3
NYS Unique ID System
(NYSSIS)
• Relies on a standard
• Three choices:
“student identification
– Match
data set”
– New ID
• Data is submitted through
– Near match
regional student data
• Human review for less
warehouses and ID is
than 1%
returned to the
• NYSED will not have
warehouse
access to any personally
• Matching engine uses
identifiable information
clues and rules to match
students to existing ID
District
SMS
Student ID
Data Set
Regional
Data
Warehouse
(Level 1)
NYSSIS
State ID
Near Match
Resolution
New Terminology
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Level 0/Toolkit
Level 1
Level 1C (container)
Level 2
Level 3
NYSSIS
Teach ID
TOR
TSDL
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nySTART
Location Codes (virtual)
Cognos Reports/Cubes
Templates: Currently 19
– Student Demographic
– Student Enrollment
– Program
Facts/Services
– Assessment Fact
Source Systems
Refresh Cycles/Data
Loading
Source Systems
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What kinds of data does your district/BOCES
collect?
What student management systems are used in
your school or district?
Where are the data stored?
Who has access to the data?
How will you get it in the proper format required
for the warehouse?
How will you get the data to the warehouse?
Do you store all the required data elements?
Location Codes
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What are they and why are they important?
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Building code that uniquely identifies the
building or program in which a student is
enrolled.
Typically assigned by the local school/BOCES
student management system
All students need to be identified with a location
code in the warehouse that is mapped to a
location code in your student management
system.
Virtual Location Codes
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Only used for BOCES Locations
They are not in SEDREF
E.g., 429000BOxxxx
When do you use the VLC?
VLC:
● Staff Student Course
● Staff Assignment
● Student Class Grade
Detail
● Course
● Location Marking
Period
VLC or Location Code:
● School Entry Exit
● Student
● Staff Snapshot
Overview of the Different Levels
of the Data Warehouse Project
SED Repository
(Level 3)
Statewide Data Warehouse (Level 2)
with Unique Student ID
Regional Data Warehouse (Level 1) with Unique Student ID
Level 0
Other Source Systems (Disability, F/R)
SIS
Level One Areas of Involvement
• Data Readiness
• Data Loading
• Data Exchange
• Data Analysis
BOCES eScholar Templates
For 2012-2013
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Student
School Entry/Exit
Course
Staff Snapshot
Staff Evaluation Rating
Staff Assignment
Location Marking Period
Staff – Student – Course
Student Class Grade Detail
Refresh Schedule
Level 0 Dimensions
Level 1
BARS
Cohort Tracker
Level 1 Cognos Reports
From Level 1 nightly
Thursday / Friday
Sundays @ 4 PM
Mondays @ 1 AM
Instant from Level 1
Refresh Schedule
Level 1 Cognos Cubes
As needed
Level 1 Container
Level 2 Production (L2PRD)
Level 2 Reporting (L2RPT)
Level 1 Reporting (L1RPT)
NYSTART
PD System
Friday Midnight
Monday @ 6 AM
Monday @ 6 AM
Monday @ 6 AM
Monday @ 6 AM
Monday @ 6 AM
Demographic File - Student Lite
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DISTRICT CODE
SCHOOL IDENTIFIER
SCHOOL YEAR
STUDENT ID
LAST NAME
FIRST NAME
MIDDLE INITIAL
CURRENT GRADE LEVEL
HOME ROOM
BIRTHDATE
GENDER
ETHNIC CODE
HOME LANGUAGE
DURATION OF LEP
• POST GRADUATE ACTIVITY
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STATUS
LAST STATUS DATE
DIPLOMA TYPE CODE
DATE OF ENTRY GRADE 9
POLIO INOCULATION DATE
ADDRESS
ADDRESS LINE 2
CITY
STATE
ZIP CODE
HOME PHONE
GUARDIAN NAME
GUARDIAN NAME 2
PLACE OF BIRTH
Student Entry-Exit (enrollment)
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BOCES report In code of 0055, Out of
0066
Student enrollment looks at student enter
and leave dates.
It also looks at how students are coded
when they enter and leave, such as,
entering from a public school in NYS, or
leaving to attend a non-public school.
What should the BOCES focus
on for 12-13?
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TSDL
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Course Mappings
Virtual Locations
TOR
Pin Letters,
Co-Teachers,
Minutes,
Linkages,
Principal/Program Director Linkages
L2 Reports - Verifications
BOCES Summer School
Requirement
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Student Class Grade Detail Template: Only
for Courses Taught During School Year
Technically, the LEA will report for courses
taught at a BOCES during the summer
Home District will need to report final grade
and the credit earned
What is a data administrator and
what should they be doing?
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The data administrator may be a district/BOCES level
Administrator or another district employee designated by the
superintendent.
Data administrators are responsible for implementing
accurate reporting of individual student data.
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Assemble a team of district personnel
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Technical expertise in the district’s management system(s) and
infrastructure
Working knowledge of the district’s management systems
In-depth knowledge of the district’s or BOCES registration materials
and processes
Data analysis experience
Instructional background
Data Admin role continued
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Define and document data collection standards
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Review management systems for alignment to standards
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When defining and documenting data collection standards, the following
must be considered:
Department configurations and staff responsibilities
Consistency across departments and functions
When reviewing the management systems, consider the following:
Flexibility of the system in terms of adding fields or screens
Capabilities for staff to update/change validation tables
Capabilities for staff to update/change validation tables
Documenting all processes and procedures for current and future staff
Communicate data standards across departments
“Old habits die hard”
• At this point, the data warehouse is as much, if not
more about culture change than it is about being a
data repository
• It is forcing districts/BOCES to look at their data, and
their processes and procedures for collecting data in
ways they never had in the past
• It is also forcing district /BOCES personnel to be very
accurate with coding, classifying, and enrolling
students
• It has led to countless enrollment and accountability
questions (I.e. homeschoolers, homebound, out of
district, GED, ungraded (testing), etc.)
How will I get data from the
warehouse?
• Each district will have users that will
have access to reporting tools for the
warehouse
• Cognos Level 1 and L2RPT
Level 0 Toolkit
Cognos Level 1 Reports
ReportNet
Individual Student Report
Important DW Reference
Materials
SED Data Dictionary of Reporting Elements http://www.p12.nysed.gov/irs/sirs/
● Course Catalog http://www.p12.nysed.gov/irs/courseCatalog/home.html
● Templates:
http://www.p12.nysed.gov/irs/vendors/templates.html
• CNYRIC DW Website:
http://www.cnyric.org/teacherpage.cfm?teacher=748
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Contact Information
Donald DeJohn, Ph.D.
Lori DeForest
Project Manager, Data Warehouse
Supervisor, Data Analysis Services
Ddejohn@cnyric.org
ldeforest@cnyric.org
(315) 433-2217
(315) 433-2247