WHEN WE TALK ABOUT. C

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1 WHEN WE TALK ABOUT BEST PRACTICES C A practice which is most appropriate under the circumstances, esp. as considered acceptable or regulated in business; a technique or methodology that, through experience and research, has reliably led to a desired or optimum result. Best Practices for Error Correction

2 BEST PRACTICES FOR ERROR CORRECTION PEOPLE, PROCESS, PROGRAM It is important to consider all three P s Ps when correcting errors in the various data collections. They each influence the error correction process and can greatly impact the quality of data and the signoff process. Invest in each component do the work upfront or work harder later.

3 BEST PRACTICES FOR ERROR CORRECTION PEOPLE, PROCESS, PROGRAM Let s consider each component starting with Process Plan ahead and develop a strategy for correcting errors: How often will you upload and review the error report? What is the process for communicating errors to schools? How do you gain compliance with error correction? Do your schools have access to the error reports? Are there deadlines for error correction?

4 BEST PRACTICES FOR ERROR CORRECTION PEOPLE, PROCESS, PROGRAM Let s consider each component starting with Process Plan ahead and develop a strategy for correcting errors: Are there consequences for noncompliance with error correction? Do the schools have access to data verification reports created locally? ll Do you have sufficient knowledge to correct the errors and to provide guidance to the schools?

5 BEST PRACTICES FOR ERROR CORRECTION Tips for Correcting Errors Step 1 Step 2 Step 3 Read the message carefully and look at the error detail. Look at the data for the record(s) with the error to verify error message detail. Correct data at the source, verify extract, and re- upload.

6 BEST PRACTICES FOR ERROR CORRECTION PEOPLE, PROCESS, PROGRAM Next Phase continuing with People Identify stakeholders, manage expectations, communicate: Who is involved in the error correction process? Do they understand their role and responsibilities? Are they trained to correct the errors? Who is accountable for resolving errors at the school? How would you describe the district effort to resolve errors? How can you make error resolution fun?

7 BEST PRACTICES FOR ERROR CORRECTION PEOPLE, PROCESS, PROGRAM Next Phase continuing with People Identify stakeholders, manage expectations, communicate: How do you communicate the status of error correction to your stakeholders? Do you recognize staff for meeting error correction goals?

8 BEST PRACTICES FOR ERROR CORRECTION People Matter People Program Process

9 BEST PRACTICES FOR ERROR CORRECTION PEOPLE, PROCESS, PROGRAM Finally consider the Program What tools are available to assist you in correcting errors? Are certain errors linked together? Does the application have timely and accurate error messages?

10 Best Practices for Error Resolution NE W New This Year!! Upload Early Upload Process Available Early this Year for Data Cleansing SEP OCT NOV DEC JAN February Start Uploads using New FY2013 Layouts and Edits 2013 FEB MAR APR MAY JUN

11 Best Practices for Error Resolution NEW Upload Planning An Opportunity to Get a Head Start! SEP OCT NOV DEC JAN Start Error Continue Continue Review reports Reports to Schools and Program Report Reviews at School Level Corrections in Local SIS System Corrections in local SIS system BEFORE FY2013 New SR Version Managers Cleansing Data Find data FTE - Cycle 1 Other cycles problems early CPI - Cycle 1 before FTE

12 Error Correction Process Data Uploaded Data Validated Continual cycle until data are clean Errors Corrected

13 Sample Error Report

14 PROCESSING STATUSES No Data Transmitted Either no data has been submitted for the system or all previously submitted data has been deleted. Validation Required Requirement to validate data following online changes Data Being Process Data is actually going through h the validation process. This message will occur following uploads as well as online validations Data Have Errors Data has completed the validation process and errors are ready for review and correction.

15 PROCESSING STATUSES Errors Requiring Comments All non-relievable errors have been corrected. The only errors remaining are those which require a comment. Warnings Requiring Comments All errors have been resolved; however, there are warnings that require an explanation. Ready to Sign Off All errors have been resolved. All warnings that require comments have been resolved. The data is awaiting the Superintendent s signoff. Signed Off The Student Record process is complete. The Superintendent has signed off on the accuracy of the district s student record data.

16 QUESTIONS & ANSWERS

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