{"text_format":"1","workbook":"xlsx","n_sheets":6,"sheets":["Part A - Assess Your System","Part B - Report Mockups","Part C - Use Cases","Part D - System Functions","Part E - Inputs & Data Shares","Part F - Data Dictionary"],"not_rendered":{"charts":0,"images":0,"macros":1,"external_links":0,"defined_names":0,"comments":0,"pivot_tables":0},"unopened":[],"bounds":{"document_bytes":16777216,"sheet_cells":100000,"rows_first":2000,"rows_last":500,"rows_between":2000,"halvings":0,"cell_chars":16384,"cell_head_chars":4096},"cells_cut":0,"cells_raw":0,"read":"whole","date_system":"1900"}

{"sheet":"Part A - Assess Your System","index":0,"n_rows":27,"n_cols":8,"rows_kept":27,"cut":false,"hidden":false,"merged":[[0,1,0,7],[26,2,26,4],[23,2,23,4],[22,2,22,4],[17,2,17,4],[25,1,25,7],[20,2,20,4],[21,2,21,4],[24,2,24,4],[19,1,19,7],[18,2,18,4],[2,1,2,7],[3,1,3,7],[5,1,5,5],[6,1,6,7],[10,1,10,7],[16,2,16,4],[15,1,15,7],[7,2,7,4],[8,2,8,4],[9,2,9,4],[11,2,11,4],[12,2,12,4],[13,2,13,4],[14,2,14,4]]}
[null,"Specification Workbook"]
[]
[null,"Part A - What Works Well?  What Should Change?  Assess Your Current System's Strengths"]
[null,"During the Discovery Process, you have an opportunity to think about the strengths (and weaknessess) of your current data system and identify the specific needs that the new one will address.  What features are critical, which could you do without?  Are any missing?  Does the system function reliably, even when lots of people are using it?  Is it capable of sharing data with other agency systems? \n\nFinding answers to these questions may require effort, but the process will help assure that your new system has all needed features and that it functions well.  You may want to talk with current users, partners in other agencies about how your system will interact with theirs, and whether you definition of certain common data fields are consistent with theirs.  You should also discuss aspects of the system with your agency's IT staff.\n\nWith input from others, address the questions below.  Your answers will help you identify gaps in your current system, and considerations for developing a new one."]
[]
[null,"Requirements",null,null,null,null,"Rating\nCompletely, Partially, or Not Enough","What Is Needed to address in NEW system?\nWhat to Add, Remove, Fix"]
[null,"Completeness"]
[null,null,"Does your system offer all required functions and features?",null,null,null,"Partially","Need decision-support tools\nAssessment Status Report"]
[null,null,"Does your system generate all required NRS/WIOA tables?",null,null,null,"Not Enough","Update NRS Tables for WIOA"]
[null,null,"Features to Provide  Usability, Data Quality or Impactful Data Use",null,null,null,"Partially","Need better participant lookup function"]
[null,"Reliability"]
[null,null,"Does system operate consistently and reliably, even under load?",null,null,null,"Partially","Sometimes get errors when running custom reports, formatting gets messed up."]
[null,null,"Does system provide sufficiently fast response time, even under load?",null,null,null,"Completely"]
[null,null,"Does system appropriately enforce agency's business rules?",null,null,null,"Partially","Must change rules to accommodate WIOA periods of performace."]
[null,null,"Does system provide sufficient data validation checks and alerts?",null,null,null,"Partially","Could use some alerts to remind instructors to update attendance."]
[null,"Compatbility"]
[null,null,"Will system function within agency's prescribed operating environment? Operating systems? Databases?",null,null,null,"Completely"]
[null,null,"Does system meet agency's security/privacy requirements?",null,null,null,"Partially","Need to comply with new password change requirements."]
[null,null,"Is system capable of receiving and sharing interagency data, as needed for data matching and other needs?",null,null,null,"Partially","Currently requires a data transfer and matching.  Should be able to access employment records at labor - on demand."]
[null,"Vendor Considerations"]
[null,null,"Is agency ownership of data assured?  Can data be easily exported for use in another system?",null,null,null,"Completely"]
[null,null,"Is continuity of service assured, should vendor cease operations?",null,null,null,"Completely"]
[null,null,"Does vendor take appropriate steps to secure state and participant data?",null,null,null,"Completely","Per signed agreement, and data management plan submitted by vendor"]
[null,null,"Can changes in the system be made to address changes in state policies/procedures, if necessary?"]
[null,null,"Is  vendor/developer responsive and helpful?"]
[null,"Cost"]
[null,null,"Is cost/budget sufficient to meet maintenance and support needs",null,null,null,"Partially","Need to increase funding by 5%"]

{"sheet":"Part B - Report Mockups","index":1,"n_rows":19,"n_cols":19,"rows_kept":19,"cut":false,"hidden":false,"merged":[[2,1,2,19],[3,1,3,19],[16,2,16,9],[6,2,6,18],[0,1,0,19]]}
[null,"Specification Workbook"]
[]
[null,"Part B - Report Mockups"]
[null,"Report mockups provide a visual prototype upon which developers can base your systems outputs. Creating them helps you think through the kinds of reports that will be useful, and enables you to test ideas about how best to present information. \n\nCreate a mockup below that illustrates the content and format of a report you would like to see in your new data system. In mocking-up the report consider its purpose and the information required.  What kind of layout will help your key audience get needed information quickly and effectively?\n\nThe mockup below specifies the design for a report to be used by program administrators and teachers to manage and schedule assessments."]
[]
[]
[null,null,"Student Assessment Needs"]
[null,null,"Decatur Shores Adult Education Program"]
[null,null,"January 31 2017"]
[]
[null,null,"Id",null,"Student Name",null,null,null,null,"Entry Date",null,"Last Assessed",null,"EFL",null,"Instructor",null,null,"Notes"]
[null,null,"000-00-0000",null,"Rufus T. Crane",null,null,null,null,"2016-10-22",null,"2016-10-25",null,"ABE Basic",null,"Glenn Basic"]
[null,null,"000-01-0001",null,"Carolyn Ruud",null,null,null,null,"2016-05-01",null,"2016-09-25",null,"ABE Intermediate",null,"Abe Grabel",null,null,"30 days overdue"]
[null,null,"000-02-0002",null,"Glavine Rausch",null,null,null,null,"2017-01-20",null,"never",null,"unknown",null,"Prarie Sutherland",null,null,"Needs Pretest"]
[null,null,"000-03-0003",null,"Patti Campbell",null,null,null,null,"2016-11-11",null,"2016-11-11",null,"ASE High",null,"Lucious Grey",null,null,"Approaching Test Date"]
[]
[null,null,"Assessment Needs Summary"]
[null,null,"Needed Immediately",null,null,null,null,null,null,3]
[null,null,"Next 30 Days",null,null,null,null,null,null,1]

{"sheet":"Part C - Use Cases","index":2,"n_rows":14,"n_cols":6,"rows_kept":14,"cut":false,"hidden":false,"merged":[[10,1,13,1],[10,2,13,2],[0,1,0,5],[3,1,3,5],[2,1,2,5],[6,2,9,2],[6,1,9,1]]}
[null,"Specification Workbook"]
[]
[null,"Part C - Use Cases"]
[null,"Use Cases describe tasks that individuals will be able to complete using the data system.  In the far left column, enter a user role (intake specialist, program administrator, instructor, state staff member, etc).  In the next column, list a use with which the data system will assist.  In the third column, enter the steps a user in that role will go through to complete the task -- with the help of the system.  You will often have multiple rows for each user role, each describing a different task.  We will fill-in the last two columns when describing the actual functions that the system will provide to complete these tasks.\n\nIn the spaces below, create a few cases for a particular user role."]
[]
[null,"Role","Uses (Tasks)","Steps User Will Complete \nUsing System","System Functions Required","Function Grouping"]
[null,"Intake Specialist","Manage entry of student intake information. Including:\n\n1) Entry of intake information\n2) Update of intake information\n3) Removal of intake information with approval from \n     Program Admin.","Find Existing Participant ","Find Existing Participant ","Participant Intake Entry Page"]
[null,null,null,"Enter Participant Information","Enter Participant Information","Participant Intake Entry Page"]
[null,null,null,"Save Participant Information","Save Participant Information","Participant Intake Entry Page"]
[null,null,null,"Delete Participant Informaton","Delete Participant Informaton","Participant Intake Entry Page"]
[null,"Program Admin","Assure the accuracy and integrity of student intake information.  \n\n1) Approve removal and changes in core student \n      intake information - like id number, name.\n2) Monitor timely entry of information by Intake \n     Specialists and Instructors.\n3) Track consistency and accuracy by running \n     exception reports.","Approve change in participant name or student id","Approve change in participant name or student id","Participant Intake Entry Page"]
[null,null,null,"Approve removal of intake information, if entered erroneously","Approve removal of intake information, if entered erroneously","Participant Intake Entry Page"]
[null,null,null,"Run activity report","Run activity report","Reports"]
[null,null,null,"Run data entry consistency report","Run data entry consistency report","Reports"]

{"sheet":"Part D - System Functions","index":3,"n_rows":15,"n_cols":6,"rows_kept":15,"cut":false,"hidden":false,"merged":[[2,1,2,5],[3,1,3,5],[0,1,0,5]]}
[null,"Specification Workbook"]
[]
[null,"Part D - System Functions"]
[null,"Functions built-in to a system provide a means for users to complete tasks described in their use cases.  These functions may stand alone, or be used in combination with others on data-entry or other pages to provide a complete set of tools for system users.  Consider the which tools are needed to support records management for student intake, enrollment, assessment and other activities.  Think about which ones would logically be grouped together on a particular data entry page.  It is helpful to be specific.  Enter information about function groups (e.g. entry pages) and specific functions they provide in the spaces below.  Base your function descriptions on tasks specified in the use cases you created on the Part C Tab.  When done, enter the functions that apply to each use case in the last two columns on the Part C Tab."]
[]
[null,"System Page/Screen","Description","Functions","Considerations  ","Roles"]
[null,"Where would a user find this function?","Describe task these functions address","List and describe each function","Format, Validation, etc.","Who uses the function?"]
[null,"Participant Entry Page","Provides fields for entering student contact, demographic and basic educational background information, as shown in prototype.","Find Existing Participant              \n Lookup record for student by id number or name.",null,"Intake Specialist"]
[null,null,null,"Enter Participant Information    \nEnter Information for student in format definied by data dictionary.\n",null,"Intake Specialist"]
[null,null,null,"Save Participant Information      \nValidate information and save in database.\n",null,"Intake Specialist"]
[null,null,null,"Delete Participant Informaton\nRemove information for student from database\n\n",null,"Intake Specialist"]
[null,null,null,"Approve Change\nin participant name or student id",null,"Program Admin"]
[null,null,null,"Approve Removal \nApprove removal of intake information, if entered erroneously",null,"Program Admin"]
[null,"Reports","Provides collection of reports, accessible for individuals in particular roles.  Items are selectable from a menu.","Program Intake - Status Report\nRun activity report to track intake counts and missing information",null,"Program Admin"]
[null,null,null,"Data Entry - Alerts\nRun data entry consistency report - comparing number of entries and key metrics year over year",null,"Program Admin"]

{"sheet":"Part E - Inputs & Data Shares","index":4,"n_rows":12,"n_cols":3,"rows_kept":12,"cut":false,"hidden":false,"merged":[[2,1,2,2],[3,1,3,2],[0,1,0,2]]}
[null,"Specification Workbook"]
[]
[null,"Part E - Inputs and Data Shares"]
[null,"Data needed to generate NRS, program and state reports may come from a variety or sources, and there may be a lot of it.  To specify the kinds of data needed, start by identifying specific entities (nouns) about which data will be acquired and managed.  Program participants may be one entity, programs, classes, assessments and outcomes are others.  From these entities, you can begin to build a data dictionary to describe the characteristics of all data items that the system will need to manage.\n\nIn the spaces below, list and describe the entities for which your system will need to manage information."]
[]
[null,"Entity","Description"]
[null,"Individuals","Personal Identifiers, Contact Information, Demographics for students and prospective students"]
[null,"Period of Performance","Period of Performance Dates and identifier for individuals"]
[null,"Hours","Record of Individuals' contact records for a specified period"]
[null,"Outcomes","Record of Individual employment or educational outcome"]
[null,"Assessment","Record of individual pre/post test scores"]
[null,"Assessment Type","Information about Assessment, name, scoring, and so on"]

{"sheet":"Part F - Data Dictionary","index":5,"n_rows":47,"n_cols":8,"rows_kept":47,"cut":false,"hidden":false,"merged":[[0,1,0,7],[42,1,46,1],[25,6,30,6],[31,1,35,1],[7,1,30,1],[7,2,13,2],[7,5,13,5],[7,6,13,6],[25,2,30,2],[25,5,30,5],[7,3,13,3],[19,2,24,2],[19,5,24,5],[19,7,24,7],[25,7,30,7],[36,1,41,1],[3,1,3,7],[2,1,2,7],[7,7,13,7],[15,2,18,2],[15,5,18,5],[15,6,18,6],[15,7,18,7]]}
[null,"Specification Workbook"]
[]
[null,"Part F - Data Dictionary"]
[null,"The data dictionary provides detailed information about system entities you identified on the Inputs & Data Shares tab and the elements that characterize them.  Its contents will help your system developer or vendor understand the characteristics of each element, how it should be stored, how to check it for accuracy, and information about how it may be used.  If you are sharing or receiving data from another agency, you can use the data dictionary to verify that your data definitions match.\n\nIn the spaces below, list and describe elements associated with each entity identified in the Inputs & Data Shares tab, and provide details about its format, validation collection, use and sharing."]
[]
[null,"Entity","Data Item","Format","Validation & Business Rules","How Acquired","How Used","Sharing"]
[null,"Entity to which element applies",null,"Format used to store element","Applicable Data Checks","How data get into database","How element is used","Whether/how element is shared"]
[null,"Student","ssn","Numeric 999-99-9999","validate format, digits only","Hand entered at intake","Linkage with external data systems","Linkage"]
[null,null,null,null,"must be unique"]
[]
[]
[]
[]
[]
[null,null,"student_id","Numeric 999999999","digits only, unique","Automatically generated","Linkage within Adult Education Data System Tables","Linkage"]
[null,null,"name","Character 30","validate alphanum, length","Hand entered at intake","Information","none"]
[null,null,null,"validate alphanum, length"]
[]
[]
[null,null,"DOB","Date MM/DD/YYYY","validate ranges, format","Hand entered at intake","Age verification","none"]
[null,null,null,null,"validate Age > 16 years",null,"Reporting"]
[]
[]
[]
[]
[null,null,"ethnicity","Coded 1-6","Validate range","Hand entered at intake","Reporting","none"]
[null,null,null,"(1 white, 2 black,3… etc)"]
[]
[]
[]
[]
[null,"Attendance","student_id","Numeric 999999999","digits only, unique","linkage","linkage"]
[null,null,"class_id","Numeric 9999","digits only","linkage","linkage"]
[null,null,"from_date","Date MM/DD/YYYY","date, must be post-enrollment, pre-separation. No overlap with other attendance date entries.","Hand entered","reporting, assessment date tracking"]
[null,null,"to_date","Date MM/DD/YYYY","date, must be post-enrollment, pre-separation, post from_date.  No overlap with other attendance date entries.","Hand entered","reporting, assessment date tracking"]
[null,null,"contact_hours","Numeric 999","range (0-160 hours), cannot exceed number of class contact hours","Hand entered, default to total class contact hours.","reporting"]
[null,"Assessment","student_id","Numeric 999999999","digits only, unique","linkage","linkage"]
[null,null,"assessment_date","Date MM/DD/YYYY","date, must be post-enrollment, pre-separation, post most recent assessment date.","Hand entered","reporting, assessment date tracking"]
[null,null,"instrument_code","Numeric 99999","must be valid code for existing instrument","Automatic lookup","linkage"]
[null,null,"raw_score","Numeric 9999","range (min-max) for particular instrument.","Hand entered","reporting, assessment date tracking"]
[null,null,"efl","Numeric 999","must be valid efl code, matching record in the efl table","Automatic lookup","linkage"]
[null,null,"notes","text","open text","Hand entered by assessor or instructor","case management","program staff only"]
[null,"Achievement","student_id","Numeric 999999999","digits only, unique","linkage","linkage"]
[null,null,"achievement_date","Date MM/DD/YYYY","date, must be post-enrollment, pre-separation, post most recent assessment date.","Hand entered","reporting, assessment date tracking"]
[null,null,"achievement_type","enum\nACADEMIC_PROGRESS\nEMPLOYMENT_GAIN\nEMPLOYMENT_RETENTION\nACADEMIC_CREDENTIAL","must be valid achievement type","User selected","reporting, analysis"]
[null,null,"achievement_id","Alphanumeric",null,null,"linkage to external data source"]
[null,null,"notes","text","open text","Hand entered by assessor or instructor","case management","program staff only"]