New States SIG - 2023-07-19

Participants

Materials

SEA Tactical Implementation Playbook PPT

Meeting Recording LINK

Agenda and Notes

• We are kicking off a new Special Interest Group (SIG) for states that are in the beginning stage of their Ed-Fi implementation. This SIG will focus on discussing the Ed-Fi SEA Playbook, best practices, and support, to help you with your implementation.
  • How to shorten the timeline for quick wins for agencies? Best practice is to be in production within 2 years.
    • E.g., GA completed mapping state implementation in just 3-4 months instead of 6 months
  • Status
    • KS already has roadmap defined, start pilot in new school year
    • UT formed team of 20+ people 
      • Finishing end point to receive data
      • Last week shared our API based off Ed-Fi chart of account
      • Working through a couple of issues vendor identified
      • 3 different vendors currently engaged
      • 4 other vendors to reach out to
    • VT awarded contract, joining Ed-Fi, need to develop roadmap
      • Working with SIS vendor for our 2nd year pilot
        • 4 or 5 SIS vendors
        • 1 statewide ODS
      • 51 districts in VT
      • Hosted by EA cloud platform
  • Planning phase overview (see PPT and recording for details)
    • Engage Ed-Fi Expertise
      • Hire a badged Ed-Fi MSP or Consultant, don’t DIY
    • Select Initial Reporting Targets
      • Identify initial use cases
        • E.g. 
          • AZ financial reporting for school funding
            • Snapshot of membership count
          • WI - charter school information and student roster information
    • Data Mapping
      • UT - finance and assessment
        • Finance - vendors who had done mapping for other SEA
      • KS - vendor has finished mapping document
      • CST can provide guidance in between
    • Reporting + Data Hub
      • ESA Data Hub - data services for district and state reporting
      • Define a business model - pilot phase, use cases, revenue stream for data hub
        • E.g. Texas has business model for regions
  • Pilot phase
    • Choose pilot vendors who will choose LEAs to opt in for pilot phase
    • 1 cohort or 2
      • E.g. Texas chose Ed-Fi national vendors
        • 20+ vendors separated into 2 cohorts with 35 LEAs
    • Apply lessons learned into parallel year
    • Ed-Fi getting vendors get certified
    • Updates to Data Architecture
  • Parallel Phase
    • Most important best practice for state implementation
    • E.g. Texas chose limited use case
      • End to end testing with just 4 use cases
    • Increase vendor and district base
      • 20 to 30% mark to include
  • Production phase
  • Best Practices
    • Technical Task Assignment
    • Vendor Communication
    • LEA Communication
• What are some of your pain points and how our CST can assist
• Other
  • Kansas - we meet weekly with vendors and stakeholders
  • Going to these and other Ed-Fi meetings, especially to Summit, were invaluable for making decision to go this route, choose the vendors
  • Sayee - beneficial to hear what others have done

Next meeting 16 Aug 2023