California School Information Services
Training and Support Plan
for
Anomaly Detection and Resolution
Version 0.01
January 10, 2008
Table of Contents
1 Strategy & Implementation 3
1.1 Timeline 3
1.2 Support Staff 3
1.3 Phases of ADAR Rollout 3
1.3.1 SRRTS Vs. EC LEAs 4
1.3.2 Pilot Group Approach 4
2 Support 4
2.1 Staff Specialties 4
3 Communication 5
3.1 Initial Contact 5
3.2 Follow-up Contacts 5
3.3 Training Announcements 5
4 Training 5
4.1 ADAR Training Descriptions 5
4.1.1 ERD Anomaly Detection and Resolution 5
4.1.2 MID Anomaly Detection and Resolution 6
4.1.3 CCE Anomaly Detection and Resolution 6
4.1.4 Extended Client (ERD) 6
4.1.5 Extended Client (MID) 7
4.1.6 Extended Client (CCE) 7
4.2 Schedule for ADAR 8
4.3 Minimum Training Policy 8
4.4 New Delivery Methods 8
4.4.1 Unpublished Training 8
4.4.2 Question & Answer (Q&A) 9
4.4.3 Self-paced Training 9
4.5 Cancellation Policy 9
4.6 Tracking 10
5 Documentation 10
5.1 Quick Reference 10
5.2 FAQ 10
5.3 Users Guides 10
5.4 Training Powerpoint 11
5.5 Job Aids 11
5.5.1 Flowcharts 11
6 Appendix A: Training Announcement Notification 12
7 Appendix B: Training Reminder E-mail 14
8 Appendix C: Session Reminder E-mail (phone only) 16
9 Appendix D: Training Cancellation Notification 17
1 Strategy & Implementation
1.1 Timeline
The 2007 submission cycle for the Annual SSID Maintenance and Fall State Reporting will start October 3 and end December 10. CSIS will encourage all LEAs to get started as soon as possible and finish well before the deadline when possible. The training/support team will target their training and support efforts on groups of LEAs as defined in the next sub-section.
1.2 Support Staff
Services Architect / Client Support Technicians / Data Analysts· Angela Ratty / · Marshall Isbell
· Rick Logan / · Maria Agliano
· Linda Angel
Field Support Specialist / Field Support Technicians
· Slymon Ahmed
· Garry Gerwer / · Huong Ho
· Patti Sampson
· Robert Chen
1.3 Phases of ADAR Rollout
The number of LEAs required to participate in the fall data submission exceeds 1,260 entities. CSIS has limited resources to support this volume of LEAs in this short window and has developed a strategy to engaged LEAs in a phased approach to balance the workload across 2 months by placing LEAs into distinct groups known as Waves. There will be four waves that will be a focus for support in ascending order by the number of the wave. The “At Risk” will be addressed in parallel with the other waves. The goal is to have LEAs either complete their submission within their assigned timeframe or become engaged and establish a plan to complete their submission on time. LEAs who fail to engage in their wave will be flagged as “At Risk” and will be triaged in a separate group. The timeframes for each wave are:
Wave / Start / Target Completion Date / Length (business days)1 / 9/4 / 10/26 / 34 days
2 / 10/29 / 11/16 / 15 days
3 / 11/19 / 11/30 / 10 days
At Risk / 12/11/07 / 2/15/08 / 35 days
During the timeframe of a particular wave, the field support staff will proactively follow up with the LEAs that are part of that wave. Other LEAs who want to start early will still be given support and training, but the focus of the field support staff is to make sure that the LEAs in the current wave complete their Annual SSID Maintenance by the target completion date for their wave. State Reporting LEAs will be handled separately. See section 1.2 for details.
1.3.1 SRRTS Vs. EC LEAs
The field support staff have identified LEAs that belong to groups that require similar resources to support. These groups have been divided into waves as follows:
Wave I: Late Starters, Charters, and Needy
Wave II: LEAs >25k enrollment, Small, COEs, Extended Client, and BP cohort
Wave III: Self starters and remaining
After the initial assignment, the three waves will be rebalanced manually to make them more accurate based upon our latest knowledge regarding their readiness.
The spreadsheet which identifies wave assignments is located in SharePoint at:
http://csis-sp.csis.k12.ca.us/CSIS%20Document%20Library/Training/External/Other/Training-Plan/0708/
FY0708-Wave-Assignments.xls
1.3.2 Pilot Group Approach
Initially, LEAs that fall within a field support staff’s specialty will be assigned to that field support staff member. Afterwards, some LEAs may be reassigned to other field support staff so that the number of LEAs is distributed equally among field support staff. The following section lists specialties by field support staff members.
Field support staff will be responsible for tracking the LEAs on their list to make sure that they attend training and complete the Annual SSID Maintenance process. It will be up to each individual field support staff to decide their approach in contacting LEAs although field support staff will follow the general model described in the communication section.
2 Support
2.1 Staff Specialties
Keri / Patti / Robert / Garry / Sly / Linda / MariaSSID Only
Aeries / X
Charters / X
Custom / X / X
EC / X
CYA
Other SIS
SASI / X
Enrollment >25K / X / X
Fall SR
General / X / X / X / X
3 Communication
Effective communication is a key aspect of successful support and training. The Client Services staff will communicate with the LEAs in all phases of the Fall submission. LEAs will be contacted in 3 main phases as described below.
3.1 Initial Contact
The support staff will initially contact the group of LEAs individually via e-mail or phone calls as appropriate. The purpose of the initial contact would be to inform the LEAs of their responsibilities for this year and remind them to sign up for training. An e-mail template will be developed and used for this communication. This personal communication from the support staff will compliment the scheduled listserv messages and will not replace those communications.
3.2 Follow-up Contacts
On a regular basis, the field support staff will follow-up with the LEAs they have been assigned. These reminders will be used to ensure that LEAs have attended or signed up for training and are aware of the upcoming deadline. An e-mail template will be developed for this communication and included as an appendix for reference.
3.3 Training Announcements
The LEAs must always be informed of important upcoming training offerings. To ensure all LEAs are aware of these training sessions, a training announcement notification will be posted to the appropriate CSIS listserv. This action will be carried out in ongoing bases to ensure all LEAs are aware of CSIS training offerings. An e-mail template will be used for this communication as can be seen in Appendix A.
4 Training
4.1 ADAR Training Descriptions
4.1.1 ERD Anomaly Detection and Resolution
This is the first course for individuals that obtain and maintain Statewide Student IDs (SSIDs).
It explains the process of obtaining SSIDs.
The course covers client setup, obtaining a digital certificate, using the State Reporting Records Transfer System (SRRTS) and obtaining SSIDs.
Target Audience: For LEAs with an automated Student Information System (SIS) that need to learn how to obtain Statewide Student IDs for their agency.
4.1.2 MID Anomaly Detection and Resolution
This is the second course for individuals that obtain and maintain Statewide Student IDs (SSIDs). During the Fall, it is offered instead of the Periodic Enrollment Update training.
It will address both types of enrollment update submissions (Periodic and Annual SSID Maintenance), but will focus on the Annual SSID Maintenance process. Additionally, it will explain the process of maintaining individual student records directly in DataGate using Online SSID Maintenance (OM).
The course will cover an overview of SSID Maintenance, the purpose of the two types of enrollment update submissions, the advantages of processing enrollment updates, the list of required fields, and a live demonstration of an enrollment update submission. The course will also cover the purpose of OM, the advantage of using OM, and a live demonstration of OM.
Target Audience: For LEAs with an automated Student Information System (SIS) that need to learn how to keep their Statewide Student ID records updated.
4.1.3 CCE Anomaly Detection and Resolution
This is an advanced version of the second course in obtaining and maintaining Statewide Student IDs (SSIDs).
This course will only explain the changes in the Annual SSID Maintenance (AM) submission process from last year.
The course will cover changes in how the CDE will be using the data collected through the AM submission, the required fields, the new codes, the report and interface changes, and the reporting window for the AM submission. The course will also include simulated demonstration of the updated SRRTS system.
Target Audience: For LEAs with an automated Student Information System (SIS) that have a good understanding of the enrollment update process and only need details of how the process has changed for the current reporting year. LEAs not experienced in the AM process should attend the non-advanced version of this course.
4.1.4 Extended Client (ERD)
This is a supplemental session to the Annual SSID Maintenance training.
It will address the process of submitting and processing AM transactions.
This session will allow LEAs will to ask questions about the AM submission process and listen to questions that other LEAs have.
Target Audience: Staff that have already attended the Annual SSID Maintenance training and are in the process of submitting their AM transactions.
4.1.5 Extended Client (MID)
This is a supplemental session to the Annual SSID Maintenance training.
It will address the process of analyzing the AM Reports.
This session will provide a brief introduction to the AM reports. Then LEAs will be allowed to ask questions about each report and listen to questions that other LEAs have.
Target Audience: Staff that have already attended the Annual SSID Maintenance training and need additional assistance in understanding how to resolve discrepancies in their AM reports.
4.1.6 Extended Client (CCE)
This is the first course for individuals that obtain and maintain Statewide Student IDs (SSIDs) at an LEA that uses the Extended Client (EC) system.
It explains usage of the EC system and the process to obtain SSIDs.
This course will cover digital certificates, introduction to EC functionality, and obtaining Student Identifiers.
Target Audience: Staff who must use Extended Client and need to know how to obtain Student Identifiers for their LEA. The LEA should meet the following criteria:
· Enrollment of 1,000 students or less
· Do not have a student information system (SIS) or have a custom/homegrown/non-automated SIS
4.2 Schedule for ADAR
The field support staff has established the schedule frequency below to define the number of sessions that will be held for each type of training in addition to the minimum training policy mentioned below. This schedule is only a baseline and may be subject to change. The schedule will be posted to the web site on a monthly basis so as to maximize registration for that period.
Aug / Sep / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / Jun / TotalsSSID Request (IR) / 3 / 3 / 3 / 2 / 11
SSID Enrollment Update (EU) / 2 / 4 / 6
Annual SSID Maintenance (AM) / 1 / 12 / 14 / 14 / 4 / 48
Advanced AM Training / 4 / 5 / 5 / 10
Direct Certification / 2 / 3 / 4 / 17
EC SSID Request and EU / 2 / 3 / 9
EC AM Training / 2 / 3 / 4 / 4 / 4 / 18
Annual SSID Maintenance Q & A / 2 / 9 / 9 / 7 / 27
AM Reports Q & A / 8 / 8 / 4 / 4 / 20
Regional Training - AM / 1 / 1
Regional Training - EC AM / 1 / 1
Totals / 13 / 31 / 46 / 42 / 19 / 151
4.3 Minimum Training Policy
In addition to the main training schedule, the training team has established 3 standing trainings so that there is at least 1 of each of the basic SSID trainings per month. These trainings will always be held the same weekday and week every month as follows:
· SSID Request – 1st Thursday
· Enrollment Update – 2nd Wednesday
· EC SSID Request and EU – 3rd Tuesday
There may be exceptions to this schedule if the days noted above fall on holidays or have other scheduling conflicts.
4.4 New Delivery Methods
The field support staff will introduce new methods of for training delivery in an effort to better meet the needs of LEAs and provide options for LEAs in different circumstances. We recognize that one training method may not meet the needs of all LEAs and that some LEAs may be more receptive to certain methods.
4.4.1 Unpublished Training
At their discretion, the field support staff may deem it necessary to schedule special trainings to accommodate groups of LEAs that have not yet been trained. In these situations field support staff may contact the associated LEAs directly instead of having them attend a regularly scheduled training. These trainings will be scheduled in Outlook and our internal training schedule but will not usually be publicly advertised due to the short time frame. Another reason that these trainings will not be advertised is that they may be used to target specific groups such as LEAs using the same SIS.