State Records Exchange Strategic Plan



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U.S. Department of Education

Contracts and Purchasing Operation, Group A

400 Maryland Avenue, SW

Washington, DC 20202

Records Exchange Advice, Communication, and Technical Support (REACTS)

State Records Exchange

Strategic Plan

Version 1.0

|November 23,2011 |Prepared by: |

|Prepared for: |Novel Management Group LLC. |

|US Department of Education |241 Peachtree Street NE |

|400 Maryland Ave, SW |Suite 400 |

|Washington, DC 20202 |Atlanta, GA 30303 |

Document History

|Description |Author |Version |Date |

|Initial Draft |Keith L. Scott |V0.1.0 |September 30, 2011 |

|Edits to draft |Andrea Carter |V.1.2 |October 4, 2011 |

|Edits to draft |Teresa Maldonado |V.1.3 |October 5, 2011 |

|Edits to draft |Andrea Carter |V.1.4 |October 6, 2011 |

|Edits to draft |Andrea Carter |V.1.5 |October 18, 2011 |

|Edits to draft |Teresa Maldonado |V.1.6 |October 19, 2011 |

|Edits to draft |Andrea Carter |V.1.7 |October 19, 2011 |

|Edits to draft |Keith L. Scott |V.1.8 |October 24, 2011 |

|Edits to draft |Andrea Carter |V.1.9 |November 1, 2011 |

|Edits to draft |Keith L. Scott |V.1.10 |November 12, 2011 |

|Edits to draft |Jennifer K. Dozier |V.1.11 |November 17, 2011 |

|Edits to draft |Andrea Carter |V.1.12 |November 17, 2011 |

|Edits to draft |Andrea Carter |V.1.13 |November 23, 2011 |

|Edits to draft |Keith L. Scott |V.1.14 |December 3, 2011 |

|Edits to draft |Teresa Maldonado |V.1.15 |December 12, 2011 |

This plan, referred to in this document as the State Records Exchange Strategic Plan, is a plan produced under U.S. Department of Education Contract No. ED-ESE-10-C-0034, Records Exchange Advice, Communications, and Technical Support (REACTS), with the Novel Management Group. Patricia Meyertholen served as the contracting officer’s representative. No official endorsement by the U.S. Department of Education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred. This plan may contains Web site addresses for information created and maintained by private organizations. This information is provided for the reader’s convenience. The U.S. Department of Education is not responsible for controlling or guaranteeing the accuracy, relevance, timeliness or completeness of this outside information. Further, the inclusion of information or Web site addresses does not reflect the importance of the organization, nor is it intended to endorse any views expressed, or products or services.

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Table of Contents

1 Introduction 5

1.1 Organizational Overview 5

1.2 Goals and Objectives 5

2 Outreach Program 6

2.1 Training 6

2.1.1 Training Requirements 6

2.1.2 Roles and Responsibilities 6

2.1.3 Techniques and Tools 7

2.1.4 Training Prerequisites 7

2.1.5 Training Schedule 7

2.1.6 Training Curriculum 8

2.2 Surveys 8

2.3 Focus Groups 8

2.4 Publicity and Awareness 9

3 Staffing Plan 11

4 Program Budget 12

5 Project Plan and Objectives 13

5.1 Project A: Short-Term Projects 13

5.2 Project B: Mid-Term Projects 13

5.3 Project C: Long-Term Projects 14

6 Performance Measurement Evaluation 15

7 Glossary and Acronyms 16

Table of Figures

Figure 1 - Organizational Chart 6

Table of Tables

Table 1 - Training Summary Plan Matrix 6

Table 2 - List of Possible Trainers 7

Table 3 - Training Schedule 7

Table 4 - Course Curriculum 8

Table 5 - Survey Overview 8

Table 6 - Focus Group Overview 9

Table 7 - Publicity and Awareness Plan Outline 9

Table 8 - State Migrant Staffing Plan 10

Introduction

1 Organizational Overview

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Figure 1 - Organizational Chart

2 Goals and Objectives

Outreach Program

Provide a narrative describing the state’s outreach objectives and outreach plan.

1 Training

|What Training is Needed? |What is the benefit of the|Who should |What is the Priority |When should this |What are our estimated |

| |training to the MEP? |attend the |of this Training? |training occur? |costs for the training? |

| | |training? | | | |

|Student Identification |Shortens the time needed for |Recruiter |

| |identification for recruiters. | |

|Worklist Resolution |Mary Smith |Data Specialist |

|Identification |John Doe |ID&R Coordinator |

| | | |

| | | |

Table 2 - List of Possible Trainers

1 Techniques and Tools

2 Training Prerequisites

3 Training Schedule

|Date |Topic |Recommended |Location / Venue |Instructor Role |

| | |Audience | | |

|Monday, July 12, 2012 |Understanding Worklist Resolution |Data Specialist |Classroom A |State Data |

| | | | |Coordinator |

|Month |Topic |Recommended Audience |Location / Venue |Instructor Role |

|June, 2012 |How to Identify Students in MSIX |Recruiters |Webinar |Regional Recruiter |

|Time of Year |Topic |Recommended Audience |Location / Venue |Instructor Role |

|Fall, 2012 |MSIX for Advanced Users |All |State Conference |ID&R Coordinator |

Table 3 - Training Schedule – Specific, General, and Basic

4 Training Curriculum

|MSIX Classes |Description |Recommended |

| | |Audience |

|MSIX Basics |This course provides an overview of the MSIX application and how it |All |

| |can be used to facilitate intra- and interstate student records | |

| |exchange. | |

|Understanding Worklist Resolutions |This course provides a background on how MSIX generates worklist |Data Specialists |

| |items and how to resolve them. | |

|What is MSIX? |This course is tailored towards providing awareness to parents and |Parents, Students |

| |students to promote self-advocacy. | |

|MSIX for Advanced Users |This course provides extensive detail and best practices on how to |All |

| |leverage the full functionality of MSIX. | |

|Identifying Students in MSIX |This course provides best practices on how MSIX can be used to |Recruiters |

| |identify migrant students through its search functionality. | |

Table 4 - Course Curriculum

2 Surveys

|Survey Group |Objective |Dist. |Expected |Dist. Type |

| | |Count |Respondent | |

| | | |Count | |

|Region 1 |Discuss how to collaborate |State University Hall |ID&R Coordinator |12/15/2011 |

|Region 2 |with neighboring states with| | | |

| |whom we share students. | | | |

|State Conference |Discuss how to increase |State MEP Conference |Parent Coordinators |2/14/2012 |

|Participants |parent awareness and | | | |

| |knowledge of records | | | |

| |exchange and MSIX. | | | |

| | | | | |

| | | | | |

Table 6 - Focus Group Overview

3 Publicity and Awareness

|Project |Target |Action |Date of Completion |Results |Project |

|Description |Audience |Steps | | |Cost |

|Newsletter |All MEP Staff | Design newsletter layout |Spring 2012 |100 MEP staff members and |$750 |

| |Parents |Determine release schedule | |150 parents will receive | |

| | |Translate to Spanish | |newsletter | |

Table 7 – Publicity and Awareness Plan Outline

Staffing Plan

|Title / Position |Job Description |Salary |Funding |

| | | |Source |

|District data clerk |Responsible for resolving MSIX worklist items for 3districts, holding |$20,000 |.75 MEP |

| |district MSIX functionality trainings, and providing MDE clarification| | |

| |to MEP staff as needed. | | |

|MSIX Trainer |Responsible for designing course curriculum, logistics, and training |$50/hr |.75 MEP |

| |facilitation. This is a part-time resource. | | |

| | | | |

Table 8 - State Migrant Staffing Plan

Program Budget

| |Year 1 |Year 2 |Year 3 |

|MEP Funding Awards | | | |

|Federal Funding | | | |

|Total Federal Funds |$ 0.00 |$ 0.00 |$ 0.00 |

|Grants | | | |

|Federal Grants | $20,000.00 |$ 0.00 |$ 0.00 |

|State Grants |$ 0.00 |$ 0.00 |$ 0.00 |

|Local Grants |$ 0.00 |$ 0.00 |$ 0.00 |

| Total Grants |$ 0.00 |$ 0.00 |$ 0.00 |

| Total Award Amount |$ 20,000.00 |$ 0.00 |$ 0.00 |

|Expenses | | | |

|Staff (list from Staffing Plan above) | | | |

|Employee 1 |$ 0.00 |$ 0.00 |$ 0.00 |

|Employee 2 |$ 0.00 |$ 0.00 |$ 0.00 |

|Trainer (5 x 8hr = 40 * $50/hr) | $ 2,000.00 |$ 0.00 |$ 0.00 |

|Total Staff |$ 0.00 |$ 0.00 |$ 0.00 |

|Travel |$ 1,000.00 |$ 0.00 |$ 0.00 |

|Computer and Technology |$ 5,000.00 |$ 0.00 |$ 0.00 |

|Contract Labor |$ 0.00 |$ 0.00 |$ 0.00 |

|Supplies | $ 1,000.00 |$ 0.00 |$ 0.00 |

|Training (from training plan in section 2.1) |$ 0.00 |$ 0.00 |$ 0.00 |

|Total Expenses | $ 9,000.00 |$ 0.00 |$ 0.00 |

|Remaining Balance | $11,000.00 |$ 0.00 |$ 0.00 |

Project Plan and Objectives

1 Project A: Short-Term Projects

|Task #1 Objective: Increase the number of MSIX users |

|Strategies |Start Date / End Date |Owner |Resources needed |

|Administer 5 training sessions per year |10/01/11 – 9/30/12 |State Migrant Data |MSIX Trainer – Part-time |

| | |Coordinator |Computer Lab |

| | | |Laptops |

| | | |Projector |

| | | |Course materials |

| | | | |

|Task #2 Objective: Create state-wide comprehensive policies and procedures for MSIX |

|Strategies |Start Date / End Date |Owner |Resources Needed |

|Use the REACTS Policy and Procedure (P&P) |10/01/11 – 2/15/12 |State Migrant Data |P&P Template |

|Template to create a state-wide plan | |Coordinator |Site Visit Report |

| | | |Conference calls for core group planning and |

| | | |follow up meetings |

2 Project B: Mid-Term Projects

|Task #3 Objective: Increase non- MEP staff accounts; specifically counselors, registrars and school placement staff |

|Strategies |Start Date / End Date|Owner |Resources Needed |

|Make presentations about MSIX at statewide|5/1/12 – 5/1/14 |State Migrant Director |MSIX Presentation |

|School Counselors Conference | |(lead); MSIX Core Group |MSIX brochures |

| | | |MSIX applications |

| | | |Computer and LCD projector |

|District level MEP staff present at |8/15/12 – 5/1/14 |District Level Core Group |MSIX Presentation |

|school-level Professional Development | |Member |MSIX brochures |

|activities to all staff | | |MSIX applications |

| | | |Computer and LCD projector |

|Task #4 Objective: |

|Strategies |Start Date / End Date |Owner |Resources needed |

| | | | |

3 Project C: Long-Term Projects

|Task #5 Objective: |

|Strategies |Start Date / End |Owner |Resources needed |

| |Date | | |

| | | | |

| | | | |

| | | | |

|Task #6 Objective: |

|Strategies |Start Date / End |Owner |Resources needed |

| |Date | | |

| | | | |

| | | | |

Performance Measurement Evaluation

|  |Short-Term |Mid-Term |Long-Term |

| |( ................
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