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January 8, 2009

Schools switching to new database system

Change will impact report cards, transcripts

KIMBERLY BELLAMY

Edgecombe County schools are switching to a new database program that will impact the look of report cards, transcripts and the accessibility of student data by teachers.

The switch is reflective of a change that school districts across the state are making or have already made.

The state gave districts the option of using a state approved accounting software system or use their recommendation, NC WISE, which Edgecombe County schools have opted to use.

"They left it up to the districts what they're going to use but NC WISE is what the state is using," said SIMS Coordinator Patricia Benbow.

The districts that chose to use NC WISE were split into three groups that would implement the conversion at separate times over the course of two years. Edgecombe is in the last group for the conversions.

The current database program Student Information Management System (SIMS) is a command-based program that has been in use since 1984. Benbow said that the system needed to be updated.

NC WISE, which stands for North Carolina Window of Information on Student Education, is an Internet-based program, which uses a point and click method rather than command.

The new system will give the schools more storage for data, accessibility anywhere the Internet is available, consistency in student ID numbers in transfers from one district to another, and more access of data for teachers.

"Teachers will have access to the database at conferences to review student data with parents," Benbow said.

Teachers will now have the ability to enter student attendance and grades into the system, which was formerly done by the SIMS Data Manager at each school.

Impacts that NC WISE will have on students, and parents will be a new layout in report cards.

Director of Accountability Janet Morris presented a proposed layout of report cards at the Dec. 8 board meeting.

After board members expressed the need for the report cards to be easy for parents to understand, Morris said that she would present a new layout to them with more detailed information.

NC WISE system provides the option of making the report cards very detailed or not with short and full subject names, 250 comments for parent and/or teachers, and a legend for abbreviations.

"Eventually, we will have electronic transcripts," Benbow said.

No specific date has been set for that change, and it won't eliminate the use of print transcripts.

In addition to the management of attendance, grades, report cards, and transcripts, SIMS kept track of a number of other things that NC WISE will be handling; dropout reports, reporting of certified teacher data, Hope Scholarship Analysis reporting, retention, promotion, and graduation data, career technical education reporting, principal's month report for average daily membership, teacher allotments and funding.

Each one of these reports are submitted to the state on a separate schedule during the year.

The changes will take place on Jan. 15 when the SIMS system will be frozen to make the switch.

"The data in SIMS will be turned over to DPI (Department of Public Instruction) to be converted to NC WISE," Benbow said.

"The scope of the project keeps us busy preparing for the big day when we turn the data in SIMS over to the state deployment team to convert into the NC WISE system," Morris said.

The projected date the district expects to begin using NC WISE is Feb. 2. The information not given to the state in between that time will have to be added once the NC WISE system goes live.

"We will continue to use SIMS ... we won't get rid of it totally this school year," Benbow said.

To prepare for the change, announcements have been made at the Board of Education meetings, discussions with the principals, and training of teachers and staff.

Pattillo SIMS Data Manager Angelene Robinson has been working with the SIMS program since 1990.

Robinson said she won't place judgement on whether NC WISE will be easier than SIMS but is enjoying the training.

"I'm learning, and I'm enjoying the learning," Robinson said.

In addition to the Benbow, and Morris there are additional people that are helping guide the way to the switch.

"The NC WISE conversion, and implementation project is a massive technology project that affects and improves the way we are used to doing business," Morris said.

"We have a wonderful team from the Department of Public Instruction guiding the way with enhanced utility tools to assist in data clean up prior to conversion, an experienced team of trainers, and of course the knowledge of those who have tread the pathways before us."

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