Onboarding a New District to the Oregon Data Suite: Components and Estimated Timeline

District Onboarding Process Overview

The District Onboarding Process is a structured sequence of steps to integrate a new school district into the Oregon Data Suite (ODS) once all necessary contracts and data sharing agreements have been signed. This involves several key components, including gathering district information, configuring data pipelines, setting up data extraction processes, and validating data to ensure accuracy. Below is a detailed breakdown of each stage and the estimated timelines involved.

District Outreach

Objective: Gather essential district information to facilitate onboarding.

Willamette ESD customer service will reach out the School District and request that they fill out the New District Information Template. This document contains all the necessary information that WESD software developers require to onboard a new district such as the Student Information System (SIS) used by the District, where the SIS is hosted, when the District first began using that SIS, and more.

Estimated Timeline: 1-5 Business Days

After the District Information Template has been filled out, it is saved to G:\Shared drives\Cascade-Tech-Alliance\Oregon Data Suite (ODS)\ETL\ODS New District Information

Data Pipeline

Objective: Establish a connection between the district's SIS and the ODS Data Warehouse.

WESD software developers will analyze the New District Information Template and determine the best method for extracting data from the source SIS to WESD’s staging tables in the ODS Data Warehouse. Oftentimes, a district can be added to an existing partnership or pipeline (e.g., Synergy Districts hosted at Edupoint or CTA) but this is not always the case. If a district is hosted by an unfamiliar vendor, uses an unsupported SIS, or presents other unique circumstances, a new data pipeline may need to be developed.

Estimated Timeline: 5-10 Business Days (Existing Partnership or Pipeline)

Estimated Timeline: 1-3 Months (New Partnership or Pipeline)

WESD ETL (Extract, Transform, Load)

Objective: Load source data into ODS staging tables and integrate it into the Production Data Warehouse.

Once a connection to the District’s source data has been established, WESD software developers will need to complete the work necessary to load the source data into ODS staging tables. Following this, additional work is done to integrate the new staging data into the Production Data Warehouse. Once the data integration is complete, the district will see their data reflected in the ODS Web Application.

Estimated Timeline: 5-10 Business Days

Data Validation

Objective: Ensure data accuracy and completeness while incorporating historical data.

After the builds are running for the new District, WESD software Developers will monitor them for any issues. While this is happening, WESD software developers will also work to build historical data into ODS. If the Onboarding in question is a Conversion to a new SIS for an existing ODS customer, historical data will already be present from the previous SIS. When this is complete, WESD software developers will notify ODS Customer Service who will then conduct additional Data Validation and Training with the District.

Estimated Timeline: 3-5 Business Days (Developers)

Estimated Timeline: 5-10 Business Days (Customer Service)

Integration with Third-Party Test Vendors

Objective: Integrate ODS with third-party assessment vendors to provide seamless data access.

Once data validation is complete, ODS software developers can begin the integration process with third-party test vendors, such as Renaissance (STAR) and Aperture (DESSA). This integration allows assessment data from these vendors to be incorporated into the ODS system, providing districts with a comprehensive view of student performance and well-being. The integration involves configuring secure data exchanges and ensuring the compatibility of data formats between ODS and the vendor systems.

Estimated Timeline: 2-4 Weeks

Total Onboarding Timeline

The total timeline for onboarding a new district can vary significantly depending on the specific circumstances and complexity of the district's setup. Below is an approximate range for the entire onboarding process:

Total Estimated Timeline: 3-5 Weeks (Existing Partnerships or Pipelines)

Total Estimated Timeline: 2-6 Months (New Partnerships or Pipelines)

Please note that these timelines are estimates and can be affected by several factors, including the complexity of the district's needs and situation, the need for new data pipelines, vendor responsiveness, and any unique requirements of the district. The onboarding process may take longer if unexpected challenges arise, such as technical difficulties or delays in obtaining necessary information.

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