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    FAQ: RDWP Grant 2011-13
     The Regional Data Warehouse Provider Grant Program was established in the 2007-2009 biennium through Policy Option Package 118 funded by the Oregon State Legislature. The purpose of the Regional Data Warehouse Provider Grant Program is to meet the goals and requirements of what was formerly known as the pre-Kindergarten through 16 Integrated Data System (KIDS) initiative. This initiative was later superseded by and is synonymous with the Statewide Longitudinal Data System (SLDS) initiative.
         Who should I contact if I have questions about the request for application?
    Direct inquiries regarding the application to:

    Katie Bechtel, Enterprise Communications Coordinator
    503-947-5632
    katie.bechtel@state.or.us eMail
         When are applications due?
    Applications are due February 10, 2012 by 5 p.m. PST.
         Where should completed applications be sent?
    Applications should be addressed to:

    Oregon Department of Education
    Regional Data Warehouse Provider Grant Program
    Attention: Katie Bechtel, Enterprise Communications Coordinator
    Office of Assessment and Information Services
    255 Capitol Street NE
    Salem, Oregon 97310-0203
         How much money is available?
    A total of $2 million is available under this grant program. $1,000,000 will be distributed for the purposes of meeting the first four program goals and an additional $1,000,000 will be distributed to meet program goal number five.
         Who is eligible to apply?
    • Education Service District - An ESD hosting a warehouse that pushes data nightly to the Central Operational Data Store (ODS) for multiple school districts is eligible to apply so long as the total ADM represented in the warehouse exceeds 30,000.
    • Individual School District - A school district hosting a warehouse for itself or hosting a dashboard connected to a warehouse that pushes data nightly to the ODS is eligible to apply so long as the total ADM represented in the warehouse exceeds 20,000.
    • Education Consortium - A group of school districts or education service districts working together is eligible to apply so long as the total ADM represented in each warehouse that pushes data nightly to the ODS exceeds 20,000.
         What are the program goals of the grant?
    1.Facilitate timely electronic student record exchanges (OSTX) between school districts and to institutions of higher education.
    2.Improve data quality in the Oregon Department of Education Central Operational Data Store and its source systems.
    3.Improve data completeness in the Oregon Department of Education Central Operational Data Store by including data from previously "unaffiliated" districts.
    4.Expand effective use of data in teaching and learning through the use of portals, dashboards, and similar tools that allow for early warnings, appropriate interventions, and differentiated instruction.
    5.Expand existing RDWP systems to include staff and schedule data, including delivery of data to the Oregon Department of Education Central Operational Data Store.
         Does my proposal have to address all of the program goals?
    Proposers must address one or more of the first four goals and must address Goal 5.
         How may grant funds be used?
    Use of funds may include, but is not limited to the following:
    • Personnel - Salary and staff expenses related to project activities
    • Fringe benefits - Expenses related to personnel such as payroll tax and health benefits
    • Travel - Reimbursement for transportation and per diem expenses (in accordance with state travel policy)
    • Equipment - Procurement of equipment necessary to accomplish project goals
    • Supplies - Materials and office supplies necessary to support project activities, including software and computer workstations
    • Contractual - Consultation services directly aligned to the project goals
    • Teacher substitutes - Substitute costs to cover release time during the school year for activities directly related to the grant
    • Training stipends - Support for professional development aligned to the project goals
         What is the schedule for grant activities?
    Completion Dates Activities
    January 9, 2012Request for Application (RFA) available
    February 10, 2012Applications due to ODE by 5:00 p.m. PST
    February 10, 2012-February 29, 2012Applications reviewed and scored; allocations determined, applicants contact for adjustments and clarifications
    March 1, 2012Grant awards announced
    March 12, 2012 Final budgets due; Grant Award Notification (GAN) issued upon approval
    May 1, 2012 Yearly plan due
    June 30, 2012 Quarterly progress reports due
    September 30, 2012 Quarterly progress reports due
    December 31, 2012 Quarterly progress reports due
    March 31, 2013 Quarterly progress reports due
    June 30, 2013 Last date to expend funds on grant activities
    July 30, 2013 Final report due
    August 14, 2013 Last date to draw funds
         Does Goal 5 call for creating new staff and course collections? If so, what fields will be required?
    Goal 5 does call for two new collections, for staff and course data. With this RFA our intent is to learn more about what information data warehouses already have, what they can share, and what they can expand. There are not required fields at this time.

    We made an intentional decision not to publish a file format because we did not want to limit data collection. In the near future, we will be working toward a formal collection for staff and course data. In general, our approach has been to collect information in the KIDS system that is comparable to what is collected in the transactional system, so the staff data elements collected there are informative.

    The following file formats should be used as a guideline only:
    When writing your proposal, we recommend looking at what data you already have but may not be sharing, and what you can improve and/or expand.
         In my application, who should be listed as stakeholders?
    Depending on the nature of your proposal and what you’re trying to achieve, the stakeholder groups will vary. In general, we would ask you to identify the appropriate level of stakeholder necessary to accomplish the goals of project proposal. For example, if you are proposing work involving a dashboard, it would be reasonable to expect your key stakeholders to include district and school administrators and teachers. Please list specific individuals and titles.

    Key Stakeholders may include superintendents, board members, technology leaders, key technical staff, chief information or technology officers, and school and district administrators, etc.
         What "support" should stakeholders provide?
    Any stakeholders identified in your proposal should be informed, engaged and committed to completing your project. The stakeholders must include those who can commit resources necessary for project success. For this section, please identify how your stakeholders are committed to your proposal.
         May applications be submitted digitally or must they be mailed or hand delivered?
    Applications must be mailed or hand delivered. ODE will not accept digital applications.
         If several RDWPs want to collaborate on the application and apply together, should they submit one application or separate applications with very similar language?
    Submitting a single application is acceptable, but ODE will only recognize one organization as the award recipient. This organization will be responsible for meeting the terms of the grant and will need to act as the fiscal agent for the other organizations. We cannot have multiple awards (or fiscal agents) for a single grant application.
         Will page limits be enforced on collaborative applications submitted on behalf of multiple RDWPs?
    Yes. Page limits will be enforced on all applications.
         Will ODE support a portion of the budget from multiple applications being used to centrally fund a project manager that works across subgrants and projects to help deliver on a goal common to all subgrants (i.e. Goal 5 - Staff Data)?
    Yes. ODE is supportive of this approach.
         What are the most important Staff Collection data elements to bring in to the system first?
    Focusing on the data elements that are readily available, easiest to integrate, and of highest quality makes the most sense. The elements would hopefully include that data elements in the USID core <https://district.ode.state.or.us/wma/apps/cc/consstaffusidfileformat.xls Excel Spreadsheet> as well as the "Position Code" from the Staff Position collection <https://district.ode.state.or.us/wma/apps/cc/staffpositionfileformat.xls Excel Spreadsheet>. Other high value data elements from Staff Position include: FTE, Base Salary, Hourly Rate, and Contract Length.
         Is indirect an allowable expense and, if so, at what percent?
    Indirect expenses are not allowable.
         If tables are included in our proposal, can the tables be single-spaced?
    Yes, tables may be single-spaced.
         The application guidelines request screenshots of existing dashboards and metrics if new metrics/dashboards are proposed as well as screenshots of proposed metrics/dashboards. Can these screenshots be included as additional appendices or are they to be included in the 18-page proposal limit?
    Yes, screenshots may be included as additional appendices.
         I am including the grant section header questions in our response. For example, "How do warehouse goal areas addressed in your application, etc...." May I single space those to save space since it is ODE's language?
    Yes.
         Regarding the additional questions for all applicants, do we need to complete the "Deliverables Matrix" in the excel document?
    The matrix in excel (Deliverables Matrix) is for you to review, not to complete at this time. We ask that you consider how you might complete this matrix in the future. We will discuss this at the March 3, 2012 DWGC meeting. This matrix, or a version of it will be used for the next phase of the grant process.
         Regarding the additional questions for all applicants, what is the purpose of the Data Warehouse Dashboard Essential Questions document?
    The Data Warehouse Dashboard Essential Questions document was meant to help you consider ways to evaluate your plan to provide on-going training and support for teacher portals. This document was developed for another purpose and was included here only to illustrate the issues that will arise with the implementation and use of a teacher portal. This relates to question number five in the document "General Questions for All Applicants." You do not need to complete this matrix but you may want to consider adding components of the matrix to your plan.