# Presentation: 496667

## Valid Data, without a recount...

- A management data quality process model

**W.D. Piotrowski &**
**Lee V. Legutko**
**Leon District Schools**
**Tallahassee, Florida**
**February 28, 2001**

## Serious Trouble:

**Data Warehousing & Data Marts**

## Serious Trouble:

- Data Warehousing & Data Marts
**Data-based Decision Making**

## Serious Trouble:

- Data warehousing & data marts
- Data-based decision making
**Validity & Generalizability**

## What prompted our situation:

- Citizen protest
-   School Board concern
-         **Superintendent                    **
**            ****response**

## Causes??	

- MIS’s job
- Data definition (training)
- Consistency of reporting
- Business rules:  roles & responsibilities
- Reporting & Accounting Process
- Culture

## Slide 7

## Slide 8

## Business Process & Rules

- Collaborative Working Partnership:
-  Originators
-   Program    Administration & Staff
-   Technical & Information Systems Staff
*Patience*

## Business Rules Foundation

**Understanding uses, mandates & requirements**

##   Example:   Free and Reduced Lunch

-  **    ****   ****I.      **_**Primary Uses**_** (Data & audit/management requirements):**
- 				                _*Purpose*_			        _*Key Dates*_
- Title I*			School eligibility/funding	        Feb.
- E-Rate			Telecommunications discounts      Dec.
- School Ratings			A+ Schools	        Feb.
- Annual Reports to Parents   	Parent/Community reports  	        Oct.
- Advisory Council Reports   	School Advisory reports    	        Oct.
- DOE			School economic indicators	        Oct. Feb
- Federal Program Audits*	Federal funding requirements	        Annually* *
**Formally Audited*

## Business Rules Foundation

- Understanding uses, mandates & requirements
**Specific responsibilities & support needs**

**School Level:**** **
-           Principal:   designates F/R lunch certification contact (annual), oversees site responsibilities, ensures timely transmissions, aigns-off on periodic & end-of-year status reports.
-           F/R lunch certification contact:
-               Originates & sends in F/R applications;
-               Attends training and update sessions;
-               Distributes, collects, & verifies applications;
-               Forwards applications to Food Services;
-               Serves as liason to Food Services regarding F/R lunch applications
**     **** ****Food Services:**
-                Gathers DOE/Federal guidelines & interpret;
-                Updates applications and procedures; Policy & procedure changes
-                Maintains & disseminate procedures/applications to schools
-                 Provides projected start-up lists of approved students
-         	Advertising
-                 Processing & approval of applications; files & maintain applications
-                 Record/Update F/R lunch status in official student record
-                 Verify LCS SIS F/R lunch data completeness and accuracy against MDB
-                 Parent notification letters
- c)      **Technology &Information Services:**
-                 Provides enrollment labels on request
-                 Process direct certifications for TANF
-                 PCS/POS SIS database cross-validation & Audit Reports
-                 Maintenance of official data repository; downloads & uploads
-                  Produce management reports for school site & district level staff

## Business Rules Foundation

- Understanding uses, mandates & requirements
- Specific responsibilities & support needs
**Process & timelines**

## Put flowchart here on F/R lunch

## Business Rules Foundation

- Understanding uses, mandates & requirements
- Specific responsibilities & support needs
- Process & timelines
**Ready access to audit/exception & management reports:   site, program, & senior management “views”**

## Focus on Actual Reports

- Examples
- Train in use
- Have readily available AND
- Distribute

## Business Rules Foundation

- Understanding uses, mandates & requirements
- Specific responsibilities & support needs
- Process & timelines
- Ready access to audit/exception & management reports:  site, program, & senior management views
**Formal Sign-offs & Accountability**

## Lessons learned:

- Change the Culture
- Can’t be done without stakeholders:  site, program, & IS/IT
- Codify & relate to audit standards
- Monitor, monitor, monitor...

## Microsoft Outlook...

## Data Quality is...

## Data Quality is...

**Something you design in, **
**not inspect out.**

## Thank you.

**Bill Piotrowski**
- Technology & Information Services
- Leon District Schools
- 520 South Appleyard Drive
- Tallahassee, Florida 32304
- _[piotrowskiw@leon.k12.fl.us](mailto:Piotrowskiw@leon.k12.fl.us)_
- (850) 487-7530