New States SIG - 2024-03-20

Participants

Meeting Materials:

• Pilot Phase Activities

• Meeting recording LINK

Agenda and Notes

• Any updates you would like to report?

• Review what should be happening in the ‘Pilot Phase’

  • SEA Ed-Fi Overview and Implementation Playbook.pptx

  • See Kathleen’s word doc: Pilot Phase Activities

  • Ed-Fi Courses: 

    • Ed-Fi 271 Large Scale Ed-Fi ODS/API Deployments

    • Ed-Fi 272 Tech Providers Engagement

    • Ed-Fi 274 LEA Support model

• Any new Topics or Questions you would like to discuss for next month?

  • Open

    

• Pilot Phase Overview

  • Open

    

     

• SEA:

  • Continue or start modifying the SEAs downstream systems to pull data out of the ODS

    • Downstream systems: think about groups that will be impact because their data will be coming from a different source

    • Update data arch. Diagram and share with Ed-Fi team to help us see your plan, vision, and identify potential problems

  • Complete working on a LEA portal…

  • Dave (1:17 PM) - one of our big checks for level II stuff, is a percentage change over 10% in any category. it could be there is a change but it also flags a lot of errors that are the type you are talking about

  • Vydyanadham question at 1:18pm 

  • Ed-Fi Article on validation strategies will be released soon. Kathleen will let the team know when it’s released. 

  • Dave Q at 1:28pm

• Annie share living document 

  • LEAs (slide) > Kathleen’s document

    • This is one of the largest underestimated stages

      • If your LEA fails in pilot then your LEA fails. Without their participation, you have no data. The most important player to your pilot. 

    • Make sure every ESA has at least one LEA in the pilot. 

      • If you’re using an education agency in your state. 

    • If you can do XML, you can do API

    • Failures = API errors on the SIS system

    • We’re asking them to learn a new technology so patience is key

    • Think of the pilot as a learning opp to blow up and take to a statewide level. Take good notes and work on your own documentation

    • Strongly encourage weekly meetings with vendors and bi-weekly with SEA

    • How do I pick the LEA?

      • Good team members for good pilot and parallel

      • A PILOT FAILS IF A LEA FAILS

  • Vendors (slide definition > Kathleen’s document)

    • These are all things you should vendors to do during your pilot

    • If you have a new vendor who hasn’t done Ed-Fi then they have to build a new dashboard to view submissions, validate errors. Potentially large task ahead of them 

    • Pilots should last 3-6 months

      • Allow late vendors time to finish before parallel starts. 

    • The parallel process is this but x10s larger with every vendor and every district

  • Pilot - SEA Tasks (slide)

  • Updates to Data Architecture (slide)

  • Ed-Fi Academy courses that are focused on SEA work (slide)

    • Nearly 20 SEA academy courses

    • Kathleen shows process of how to locate these courses 

    • Implementation Capabilities Framework (ICFs) Overview document

      • Life Cycle: Planning, pilot, parallel, production (1:50pm)

  • Kathleen to Julie re: their pilot planning so these documents apply

  • Drew (1:53pm): Planning, pilot, parallel, production. What does parallel mean? The entire state participates in a larger version of your pilot. 

• Any new topics or questions you would like to discuss for next month

Next meeting 15 May 2024