Communication Type Objective of Communication Medium Frequency Audience Owner Deliverable 1 Department Briefings Introduce the project team and the project Review project objectives and management approach Review the department members’ participation Face to Face Once for each DPI, DCF) Department contacts (many levels) Project Sponsors Project Team Carol Eichinger Agenda Powerpoint Presentation 2 Project Team Meetings Review status, deliverables and future plans of the project with the team Face to Face Monthly Project Team Carol Eichinger June Fox Agenda Other documents as appropriate 3 ECAC Meetings Report status Ask for advice/participation Face to Face (large conference setting) Quarterly ECAC Selected project team members ECAC Slides for presentation by appropriate team member per subject Deliver presentation Deliver various reports per subject 4 Data Roundtable Introduce the project team and the project Review project objectives and management approach Review the participants roles and the objectives for the day Present the 5 “big questions” and allow the guest facilitator to drive out the extensive list of underlying questions Tie in underlying questions with planning session for project team with stakeholders Face to Face (large conference setting – provide food/beverages, off-site, guest facilitators) Once: Day-Long session Department contacts (many levels) Project Sponsors Project Team Outside agencies Parents Teachers Other stakeholders Carol Eichinger Extensive list of question to be answered by our future EC LDS Planning Session Results Report of results of the day from our national expert facilitators 5 IT Discussions Introduce the project team and the project Review project objectives and management approach Once for each DPI, DCF) Department contacts (leaders only) June Fox Contact names: IT data experts
Confirm Current WI Landscape List of Programs, Funding Sources and Systems with IT leaders for each of the three departments Collect the names of IT data experts for each of the three departments, to drill deeper into the data (for number 6 below) 6 Gathering Source Data Elements To gather data elements per our 10 fundamental components To gather answers regarding data accessibility, quality, transferability To identify data gaps Face to Face Interview and Survey As Needed (plan is one or two contacts per person) Individual IT Data Experts in DPI, DHS, DCF June Fox Matrix of answered questions (survey questions) Completed Inventory Document of early childhood programs and services and the data currently collected by them (source data information) Summary report of all data elements across programs and systems 7 Weekly Review Meetings Project Status Project Planning News that may affect our project Idea sharing Tips and Advice Review of deliverable drafts Face to Face Weekly – each Monday Jill Haglund Carol Eichinger June Fox Kurt Kiefer Jill Haglund Carol Eichinger June Fox Kurt Kiefer Informal information sharing 8 County LDS Initiative Sharing and collaboration regarding our parallel efforts Face to Face or Periodic Participate with Brown County group June Fox Carol Eichinger Share learning with project team
Possible volunteer to pilot at state level Conference Call 9 Racine County LDS Initiative Sharing and collaboration regarding our parallel efforts Volunteered to pilot at state level Face to Face Periodic Participate with Racine County group June Fox Carol Eichinger Share learning with project team 10 Milwaukee Public Schools LDS Initiative Sharing and collaboration regarding our parallel efforts Possible volunteer to at state level Face to Face Periodic Participate with MPS group June Fox Carol Eichinger Share learning with project team 11 Chippewa Falls LDS Initiative Sharing and collaboration regarding our parallel efforts Possible volunteer to pilot at state level Face to Face or Conference Call Periodic Participate with Chippewa Falls group June Fox Carol Eichinger learning with project team 12 Washington DC Conference – 11/28 and 11/29 – Sponsored by Intelligence for Social Policy (ISP) Information on the integration of Education, Health and Human Services Data to Inform Public Policy – focus is HIPAA, FERPA, research ethics, data quality and integration strategies Networking Opportunity, especially with Milwaukee Public Schools LDS Initiative Face to Face Once attend and participate June Fox Bring back conference learning, contacts, information back notes to share regarding Milwaukee Public Schools LDS efforts 13 Washington DC Conference – 11/14, 11/15, 11/16 – Sponsored by SLDS State Support Team and SLDS EC Work Group Information on EC Self- Assessment Tool and other EC LDS learnings Networking Opportunity Participation on development of a tool to assist States in the development of an statewide LDS Opportunity to pilot the tool in WI Face to Face Once attend and participate Carol Eichinger Bring back conference learning, contacts, information Bring back info on tool and on WI becoming a pilot for tool 14 Website Overview of the project and the project team Overview of project objectives and management approach Monthly Status Reports Written content Continuous public access General public June Fox Carol Eichinger Project Team Completed web page(s)
Charter and other significant project documents Announcements 15 H:// drive project folder All required project documents, deliverables and supporting documents for access by immediate DPI project team Documents As needed and stored permanently for historical reference Immediate DPI project team June Fox Carol Eichinger Other immediate DPI team members All required project document and deliverables – stored permanently for historical reference 16 Doodle Poll for scheduling of meetings with people outside of DPI Outlook Calendar Poll via email As needed Project stakeholders outside of DPI Any team member with a need to use poll Poll delivered and responded to – for use in meeting scheduling 17 Monthly Project Status Report accomplishments, for next period, highlight any project issues email document (standard template) to Kurt Kiefer Monthly Kurt Kiefer General Public Carol Eichinger Status report document – stored in project folder (H:// drive), stored on project website and emailed to Kurt Kiefer 18 SLDS Bi-Monthly Calls (both FY09 and FY09 ARRA Updates) accomplishments, plans for next period, highlight any project issues Conference Call Every other month NCES (Washington DC) Kurt Kiefer June Fox Report into the Grant Reporting tool 19 SLDS Grant Review Meetings Project accomplishments Project plan project issues presentations of project deliverables to date discussions of relevant topics Face-to-face Annual meetings NCES (Washington DC) Kurt Kiefer June Fox Carol Eichinger Report into the Grant Reporting tool 20 LDS Steering Committee Meetings Present our project status and any relevant news Hear other LDS project leadership report on status Face-to-face Monthly LDS Steering Committee Kurt Kiefer Jill Haglund June Fox Carol Eichinger Project status Other news as relevant
Take action on opportunities for data and knowledge sharing Understand the relationships of various LDS project timelines relative to our project timeline Stay abreast of strategic thinking within the LDS 21 All-IT DPI Meetings Present our project status and any other relevant news Hear other IT project leadership report on status Take action on opportunities for data and knowledge sharing Understand the relationships of various IT project timelines relative to our project timeline Stay abreast of strategic thinking within IT Face-to-face Monthly DPI IT Department Kurt Kiefer June Fox Project status news as relevant 22 All-Staff Division Meetings Present our project status and any other relevant news Hear other Division project leadership report on status Take action on opportunities for data and knowledge sharing Understand the relationships of various Division project timelines relative to our project timeline Stay abreast of strategic thinking within the division Face-to-face Quarterly Division for Libraries, Technology, and Community Learning (DLTCL) Kurt Kiefer June Fox Project status Other news as relevant 23 Project Work Groups (Sub-Committees): Personnel will make up these workgroups as appropriate to the topics. These will include ECAC volunteers, Data Roundtable To drive out options on a topic and make a recommendation. Topics are: Capacity Unique IDs Stakeholders and Sustainability Governance System Architecture Face-to-face As needed to accomplish final draft of Decision Paper Ultimately, the ECAC - the Decision Papers will be attached to the final project plan presented to the ECAC June Fox Eichinger Decision Paper on the topic
volunteers, Project Team volunteers, agency program volunteers and agency IT volunteers Timeline For Adding Data To EC LDS 24 Final Project Plan Fulfills the scope of the Project Charter for this project. Report Due June 30, 2013 ECAC General Public June Fox Carol Eichinger Final Report to ECAC 25 State Support Team Early Childhood Listserv To communicate ideas between states currently working on an EC LDS Knowledge sharing in various forms originate from questions presented here Listserv As needed State Teams June Fox Carol Eichinger Information will be used from states farther ahead of WI – to inform our team and to add to decisions made regarding our own direction