Data Quality
The engine that drives the data warehouse
Bill Flaherty
Hanover County Public Schools
Director of Technology Services
Bill@hcps.us – 804-365-4600
http://hcps.us/presentations/DataQuality
NCLB has changed the
educational landscape.
Student assessment is now the
name of the game.
http://hcps.us/presentations/DataQuality
When two or more people own a
data element…
no one owns the data!
http://hcps.us/presentations/DataQuality
Key elements to useful data
Accuracy
 Security
 Utility
 Timeliness
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http://hcps.us/presentations/DataQuality
What do these things have in
common?
Develop and instructional plan
 Run a school
 Plan a budget
 Place a student in a class
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http://hcps.us/presentations/DataQuality
How does data get entered into
your system?
http://hcps.us/presentations/DataQuality
http://hcps.us/presentations/DataQuality
National Forum on Educational
Statistics
Sponsored by:
National Center for Educational
Statistics ( http://nces.ed.gov )
http://hcps.us/presentations/DataQuality
What Is a Culture of Quality Data?
A belief that good data are an integral
part of teaching and learning
 A belief that everyone in a school is
responsible for quality data
 A belief that we can create orderly
information from disorderly settings
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National Forum on
Education Statistics
http://hcps.us/presentations/DataQuality
The “Components” of Quality Data
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Policies and Regulations
Standards and Guidelines
Training and Professional Development
Timelines and Calendars
Technology (Hardware + Software +
Network)
Data Entry Environment
National Forum on
Education Statistics
http://hcps.us/presentations/DataQuality
Quality Data: Policies and Regulations

Accurate data are necessary to meet the
requirements of federal, state and district
policies and regulations
 Policies developed collaboratively with those
responsible for data entry and collection at
school will foster a Culture of Quality Data
National Forum on
Education Statistics
Quality Data: Standards and Guidelines
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When we talk about building a Culture of
Quality Data, clear standards and guidelines
for working with data are necessary
 Provide opportunities for those who enter
data to give feedback about the work that
they do and to be involved in establishing the
guidelines for data entry
National Forum on
Education Statistics
Quality Data: Training and Professional Development
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Professional development is more than a
recitation of the keystrokes needed to
complete a rote task
 It is critical that staff responsible for
training and professional development
emphasize their respect for the people
responsible for data entry
National Forum on
Education Statistics
Quality Data: Timelines and Calendars
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A calendar indicating when data entry must
be complete and the dates that reports are
due will assist schools in meeting deadlines
 It will help schools to meet deadlines if the
district data calendar is distributed to all
staff
National Forum on
Education Statistics
Technology (Hardware + Software + Network)
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Technology exists to serve the needs of the
district and school
 Involve the technology staff in planning for
data collection and reporting
 System security is important when working
with data.
National Forum on
Education Statistics
Data Entry Environment
Data entry can be more efficient and accurate
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if there is a regular time set aside for data
entry work
 the place for data entry is away from high
traffic areas
National Forum on
Education Statistics
What are some of the roadblocks
to obtaining quality data?
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School setting
– Office
– Classroom
No process in place
 Lack of training
 Lack of understanding about the
value of the work
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http://hcps.us/presentations/DataQuality
You Can’t Be Sure It Is Correct
If You Don’t Check It!
http://hcps.us/presentations/DataQuality
http://hcps.us/presentations/DataQuality
http://hcps.us/presentations/DataQuality
http://hcps.us/presentations/DataQuality
Have you defined your roles?
http://hcps.us/presentations/DataQuality
Assist Principals
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LEP Leads
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* Contact - According to Mr. Flaherty, emergency information is changed under contacts.
** Override Authority to Principals with approval of level director.
http://hcps.us/presentations/DataQuality
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Guidance & Attendance 12
Months and same person at
some middle schools.
Ref: RPT.013
HANOVER COUNTY PUBLIC SCHOOLS
Date: 2/22/06
XXXXXX HIGH SCHOOL
Time: 14:26:08
Statistics Summary as of 2006-02-22 14.25.57
-------------------------------------------------------------------------------Advanced Placement: ..................................................
CTE: Career Technical Education ......................................
Diploma Type: AD = ADVANCED DIPLOMA
Diploma Type: GI = GED WITH ISAEP
Diploma Type: IB = IB DIPLOMA
Diploma Type: MO = MODIFIED DIPLOMA
Diploma Type: RG = STANDARD DIPLOMA
Diploma Type: SP = SPECIAL DIPLOMA
Diploma Type: 10 = NO AWRD IEP>12GD
Diploma Type: 11 = NO AWD- FRGN-XCG
Dual Enrollment: .....................................................
Cafeteria Services: Summary ..........................................
Cafeteria Services: F = FREE LUNCH
Cafeteria Services: P = PRINCIPAL OPTION
Cafeteria Services: R = REDUCE LUNCH
Cafeteria Services: S = FOOD STAMPS
Cafeteria Services: T = TANF
Medicaid..............................................................
Page 1
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314
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1089
31
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Ethnic Group: Summary ................................................
Ethnic Group: 00 = UNSPECIFIED
Ethnic Group: 01 = AMERICAN INDIAN
Ethnic Group: 02 = ASIAN
Ethnic Group: 03 = AFRICAN AMERICAN
Ethnic Group: 04 = HISPANIC
Ethnic Group: 05 = WHITE
Ethnic Group: 06 = NATIVE HAWAIIAN
Foster Child: ........................................................
Foster Child: YI = IN-COUNTY
Foster Child: YO = OUT OF COUNTY
Foster Child: YS = OUT OF STATE
GED Students: (GD GI 09) .............................................
Gifted: ..............................................................
Homeless: ............................................................
IEP: Summary .........................................................
IEP: Primary = AUT (7805) AUTISM
IEP: Primary = ED (7863) EMOTIONAL DISTURBANCE
IEP: Primary = MD (7810) MULTIPLE DISABILITIES
IEP: Primary = MR (7822) MENTAL RETARDATION
IEP: Primary = OHI (7815) OTHER HEALTH IMPAIRMENT
IEP: Primary = SD (7880) SEVERE DISABILITY
IEP: Primary = SLD (7865) SPECIFIC LEARNING DISABILITY
IEP: Primary = SLI (7875) SPEECH OR LANGUAGE IMPAIRMENT
IEP: Primary = TBI (7874) TRAUMATIC BRAIN INJURY
IEP: Primary = VI (7850) VISUAL IMPAIRMENT
1606
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Immigrant: ...........................................................
Limited Prof English: ................................................
LEP: Status = SN = Screened, Not LEP
LEP: Status = 1 = LEP and Receiving Services
LEP: Status = 4 = Identified as LEP, but not receiving services
LEP: Status = 5 = First Year Post_Monitor Status (FLEP1)
Migratory Child: .....................................................
Outside Placement: ...................................................
Refugee: .............................................................
NO Social Security Number and NO waiver: .............................
Suspension: Bus ......................................................
Suspension: In-School ................................................
Suspension: Out of School ............................................
Title I: .............................................................
Truancy Conference Scheduled: ........................................
W8: Summary ..........................................................
Drop Reason Code: 10 = ACHIEVEMENT
Drop Reason Code: 20 = BEHAVIORAL
Drop Reason Code: 60 = EMPLOYMENT
Drop Reason Code: 70 = MOVED
W9: Summary ..........................................................
Principals Signature: ________________________________________________
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Key Players
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The Building Principal
The Teacher
The Data Entry Clerk
The District’s Data Steward
Technology Support Personnel
The Superintendent
National Forum on
Education Statistics
The Building Principal
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Check reports for accuracy
Stay current on district requirements
Make recommendation to district personnel
Work with school staff to develop standard
procedures
Encourage the use of data in making
instructional decisions
Provide an environment conducive to
National Forum on
accurate data entry.
Education Statistics
The Teacher
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Attend training
Don’t be afraid to ask questions about your
responsibilities
Respect the privacy of student data
Follow district policies and procedures
Enter data accurately and in a timely
manner.
Ask for help, if you need it.
National Forum on
Education Statistics
The Data Entry Clerk
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Enter data accurately and in a timely
manner.
Ask for instructions and documentation
Don’t be afraid to ask questions
Identify barriers to effective data entry
Run edit reports
Know reporting deadlines
National Forum on
Education Statistics
The District’s Data Steward
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Develop a process
Establish a calendar
Coordinate the data collection process
Provide professional develop for staff
Resolve discrepancies
National Forum on
Education Statistics
Technology Support Personnel
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Ensure effective security measures
Develop an efficient editing and verification
system
Provide technical assistance
Provide a help desk
Develop an electronic audit trail
National Forum on
Education Statistics
The Superintendent
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Set educational benchmarks that use data
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Support the development of a Culture of
Quality Data
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Encourage principals to make data-driven
decisions
 Support your information technology
director
 Fund schools with adequate resources to
enter data
National Forum on
Education Statistics