ROI Study Background

WHAT IS THE PURPOSE OF THE DATA INTEGRATION ROI STUDY/SURVEY?

The Data Integration Activity is currently undertaking a Return on Investment and Potential Cost Savings Study. Our belief is that the data hubs, when fully implemented, will save districts a significant amount of time and money in managing data. The purpose of the study is to gather data to help us to quantify how much time and money can potentially be saved. It will also serve as a basis for validating that information going forward.

WHY IS IT IMPORTANT FOR DISTRICTS TO COMPLETE THE SURVEY?

The work of the Data Integration Activity represents a significant culture shift in the way that data is managed for schools. Further, it isn’t the type of project that can just be checked off as completed at some point, but rather something that will need to continue, grow and evolve over time. Due to the amount of time it takes to effect such a change, as well as the need to continue the work into the future, we need to be able to quantify the potential savings from the effort in order to line up funding to sustain the work beyond the end of TRIG. Currently there is no charge to districts to use the data hubs. If we are able to demonstrate significant cost savings as well as improved district data usage to those who are able to provide ongoing funding, we can ensure that this resource is available at low or ideally no cost to districts well into the future. Especially during this time where development is ending and use is beginning to ramp up, the need for dedicated funding for the work is imperitive.

What are the two parts of the survey/study?

The first part is a web-based survey that can be found at https://www.surveymonkey.com/r/2NZQHKG. We are asking for all districts to complete this. The second part consists of an inventory of systems used by districts and the integration status between those systems. This portion is maintained in the data hub cockpit application. Please see this document with the steps needed to complete the ROI Study. We ask for districts to initially populate the information by March 18, 2016 and then to maintain it over time.

WHAT IS THE PURPOSE FOR EACH QUESTION ON THE WEB-BASED SURVEY?

 

  1. Contact Information – Allows us to know which districts have completed the information and who to follow-up with if there are any questions on the data.
  2. Percent of time spent for point-to-point integrations – This will allow us to determine approximately how much staff time could be saved due to data hub efficiencies. Ideally, the time saved can be reallocated to more important education related tasks and to relieve overburdened staff.
  3. Additional annual costs for integrations – This will allow us to track any expenditures for integration services, vendor fees for integration development, and any tools that are needed for data integration work.
  4. Percent of time spent for compliance reporting – This would be staff time devoted to mandatory reporting such as state and federal reporting. While this time would not be completely eliminated, improvements in efficiency could yield reductions in time spent. Ideally, the time saved can be reallocated to more important education related tasks and to relieve overburdened staff. 
  5. Additional annual costs for compliance reporting – If the district pays for any tools to complete the reporting work or contracts out any of the work, please include those costs here.
  6. What tool the district uses to maintain data quality – This will allow us to determine all tools being used for data quality. Knowing the reason for the use of each tool will assist us in designing a more streamlined process.
  7. What technology services are received from an ISD and/or RESA – This will allow us to determine what services are being provided statewide and how often they are used. It will also allow us to determine which services are not being provided. ISDs and RESAs should respond with areas where they use their own services or those from another ISD/RESA.
  8. What services a district would like to receive from an ISD and/or RESA – If the data hubs are able to save significant time and money as expected, then this list of services would indicate where saved time and money could be reallocated to. ISDs and RESAs should respond with areas where they would like to receive these services from their ISD and/or another ISD/RESA.

WHAT WILL BE DONE WITH THE SYSTEMS INVENTORY AND INTEGRATION STATUS?

The systems inventory data will serve a few purposes. First, it will help us to identify all of the systems in the state so that we can focus on the most commonly used systems. Second, it will serve as an ongoing inventory that will assist districts and the state in finding others who are skilled with each system.

The integration status data will be directly helpful for the study by allowing us to quantify the areas where integrations are needed. That will allow us to estimate the amount of time and money that could be saved by integrating each product and to prioritize which systems we will work with first. It will also demonstrate the tremendous complexity of data system usage in the state.

HOW CAN I TELL IF MY INFORMATION HAS BEEN RECEIVED?

You can check the status of your district's participation by visiting our ROI Study Survey Respondents document.  That information is hand-updated, so it can take a day or so for the most recent changes to be noted.  The criteria used will be:

  1. The SurveyMonkey form has been completed, with your district name/number properly noted
  2. Your Systems Inventory strength meter shows N out of N (For instance:  10 out of 10 or 12 out of 12)
  3. Your Integration Status strength meter shows N our or N (For instance: 100 out of 100 or 240 out of 240).