New States SIG - 2023-07-19

Participants

Materials

SEA Tactical Implementation Playbook

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 Aug 16, 2023