Mark Cohen, Crystal Hernandez, Alexander Jackl, Manos Stefanakos, Bridget, Craig Hayward, Dulce Delgado, Jenni Allen, Virginia Moran, Z Reisz, Denice Inciong, David Kendall, Dustin Tamashiro,
95 colleges live with Data Warehouse report server
Outreach continues to bring remaining colleges onboard
CCC Data 2.0.0
Provides direct (ODBC/JDBC) access to the Data Warehouse
Deployed to Pilot 10/2/20
6 Pilot Participants
Team/Enabling Services working w Phase 1 Pilot Colleges (2) to setup VPN site to site connection so that the pilot testing can commence
1 college configured with VPN
1 college expected to be configured this week.
Engagement starting w Phase 2 Pilot Colleges (4)
To be deployed to production in December
CCC Data 2.1.0
New data sources in DW segmented by MIS code & made available to CCC’s through DW Report Server (DWRS) and direct DW access, including:
Canvas (as opted-in to by individual colleges)
MyPath
COCI
C-ID
New data sources in DL & made available to CCCCO:
Nova
Launchboard
DWRS CVC-OEI enrollment report
Development work has begun
Pilot Q2
Production Q3
2
Update on status of vision for success and student equity measurements metrics
Manos Stefanakos
Student Equity and Achievement/Vision for Success Metrics
Addresses data change management issues and the connections to the metrics and that aspect of the data change management
Student Equity and Achievement
Background: Student Equity and Achievement (SEA)
SEA Reporting Requirements
Executive Summary (Includes goals identified, activities to achieve those goals)
Budget Information
SEA Sample Report from NOVA
Set of demographic groups
Four categories of metrics they can select from (Access, Readiness, Retention,
Can select what is the goal, what is the gap seeking to close
Report is in table format, comes out of NOVA where reporting is done
Accompanied by planning information that is free form text fields, to support report table
What are the SEA Metrics
Colleges have to select at least 5 different groups of traditionally underrepresented students and select a metric for each (from Student Success Metrics list) in the following categories: Access, Readiness, Retention, Completion
What are the SEA Metics - Examples
Percentage of students who enroll after applying (Access, SEA)
In parenthesis you can see SEA metrics
Analogous component that comes from the other two sets of metrics being evaluated
Data Lake/Data Warehouse Inclusion
The NOVA annual reporting includes both metrics as well as planning and activity information that is provided in the form of text
The metrics are generally student counts/ratios, often disaggregated by subgroups of students, e.g., by race, gender, LGBTQ, veteran, and economically disadvantaged status
The numbers behind these already exist in MIS data, as student counts and demographic flags on individual student records
The text fields could be brought in to provide additional insight
Suggestions for SEA Metrics
While, ideally, one would be able to recreate the NOVA report using MIS data, because of timing, and other reasons, it is suggested that the NOVA SEA report be brought in, as it might be impossible to recreate the numbers from existing MIS data.
Questions/Concerns
Manos Stefanakos: If it is based on completely on MIS data may not need to sort of re-import it as it comes out of Nova
Suggestion: similar view as to the reporting table be available maybe as part of the reporting or in a table saved either in Data Lake or Data Warehouse
This is something that will be added to the Data Source prioritization list
These data sources should be added to the list of potential data sources though nota high priority of this time. Next time we go over the privatization exercise we could, throw these into the mix and see where it ranks. But for now we should assume that it's not on the top.”
Vision for Success Metrics
Vision for Success Background
What are the Vision for Success Metrics?
Vision for Success Commitments
VFS Reporting
Recommendations VFS Metrics
Harmonization/improved definitions so that people know if the metric they are looking at represents what they think it does
Changes to Launchboard to show the appropriate target as part of reports/charts that track VfS metrics (have not seen latest builds that are coming out soon
Questions/Concerns
3
Change Management; to include both an update on change management efforts at the CO and discussion on how we can best support changes to metrics and data elements.
David Kendall
Address Change Management as process/artifact
Need for Change Management
Best Practices
How we’re going to handle change management
We want to known state of anything that is under change management
We want a clear documented impact analysis, impact to Stakeholder community
We want solid representation from known group of reviewers
Needs to be presented to the appropriate decision making body for deciding on what to do with that change
Ensures that we have the appropriate voice the appropriate identified and approved authority for making decisions around it
Currently creating this concept and presenting it to leadership for their consideration.
Questions/Concerns
4
Discussion on concept of enabling districts to share data
Intro: Mark Cohen
Discussion around a design perspective and specific data set.
Question of whether a college district could use certain data sets and enable sharing with select colleges or districts
Will table topic for right now. Will discuss further at a later time
Issues/Questions Resolved
Issue/Question
Resolution/Answer
Date Resolved/Answered
1
Virginia Moran: In the past SCA was pre populated with MIS data and then we would just respond. So, but in the future. You're saying enable us to change what was reported in state MIS?”
*Related to discussion topic #2
Elaine Kuo: We just input the data we receive the data file. We then and then we enter it into Nova. There was no additional manipulation, there will be some drop downs that would occur, but I don't remember us doing any manipulation, there was no manipulation and then depending on what boxes you collect check that would also create other drop downs was my recollection, but there was no additional sort of like analysis of the data or inputting of the data.
Craig Hayward: That I can think of that may go to this, which is, I think it was possible to add a group that was not included in the derived in the data that was sent to the colleges so that may be the piece that you know can't be replicated or picked up kind of automatically from MIS.
2
Dulce Delgadillo: Are we saying that this data set would only have desegregation for metrics that are associated with student equity? Versus all of the other initiatives so SSM and we look at adult ed because some of those are also presented in a desegregated method. So I'm just a little curious on you know if the overlap. And when we say looking at SEA metrics are we saying that we are going to produce that the database would be able to produce a report that would list all of the SEA metrics with the desegregation that is intended that the state has told us to look at, because that also shifts right?
*Related to discussion topic #2
Manos Stefanakos: You'll see a little bit in the next section, we're talking about the success metrics, it absolutely captures the point you're making that similar metrics are looked at in a variety of different ways for different reasons. So, most of the students success metrics are represented in the list of the SEA metrics, you're just looking at them in a slightly different cut.
3
Z Reisz: “I think I just have kind of a broad one. So when we're talking about change management. So if you were to take, for example, the student success metrics, we're kind of talking about how we document and make modifications to any of those elements?”
Related to discussion topic #3
David Kendall: The decisions have to be made about the level of granularity, for sure, but that absolutely would seem logical to me.
4
Valerie Lundy-Wagner: Isn't this a legal issue?
*Related to discussion topic #4
Bridget (she/her/hers) Herrin: Do you mean under FERPA? If it's being used for legitimate academic purposes it should be covered.
5
Elaine Kuo: How much coordination is there between the data warehouse work and the launchboard efforts? I recognize that is part of our continuing conversation. Should there be representation from the launchboard side on this task force (especially when these data elements are discussed)?
*Related to discussion topic #4
Valerie Lundy-Wagner: I think that sharing data should be done only when needed/necessary. The "legitimate" academic purposes has not been articulated to me just yet, but I understand it is possible.
Issues/Questions Needing Resolution
Issue/Question
Resolution/Answer
Date Resolved/Answered
Owner
1
What do analytics indicate about CO MIS usage with regard to the data mart?
Alex Jackl will work with Todd Hoig to get answer to this question, will share response w Mark and Advisory group.
Per Alex, CO has been running some page web page analytics against people accessing data mart and so we might have some data from that.
Alex will share responses with Mark so that he can share with Advisory group.
Alex Jackl
2
Should vision for success and student equity measurements metrics to be included
Manos Stefanakos will look into it and report back to the group on whether it's something that will be published again, or what the formula is in terms of how it is produced
Manos Stefanakos
3
Jake Kevari:
Discussion with possibility of sharing data from the data warehouse shared with other colleges or other districts
Would this be across aggregates or at local level?
Will add as a agenda item to an upcoming meeting.
Mark Cohen
Action Items/Next Steps
Item
Notes
Owner
In addition to documentation, look into creating a Webinar for the group
Mark Cohen
Manos Stefanakos will share out Student Equity and Achievement/Vision for Success Metrics presentation to the group
Attaches in these meeting notes.
Manos Stefanakos
Mark Cohen Prepare a deeper dive into the priorities for this year and how they intersect with the group