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Operations

In the previous section we focused on the high level Suite of Supports, as well as our processes. In this section, we focus on our approach to our work. It took a lot of testing, failing, learning and refining in order to improve our Suite of Supports so they are interdependent and high quality. We outline our design process, maintenance process and our major tools below. This step focuses on the How and not the What of the work.

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Improvement Process

For each Suite of Support bucket area we laid out specific design processes to ensure that while we are designing we do not forgo opportunities to leverage the most out of each bucket area. Below, we have included our design process, UX heuristics, and general strategies for the process. Our ultimate goal is to design for adoption. We want our Partners to use our tools, training sessions, and coaching sessions. We have found the best way to do this work is with our Partners’ voices incorporated as much as possible. Below, you can see ways in which we’ve involved their perspective throughout the way.

Tracking Change Ideas

The Data Collaborative had a Change Ideas parking lot that it used for change ideas that came up along the way. The purpose of this document was a way to capture insights that we discovered during implementation (either sourced by us or, more importantly, our partners) without derailing the work we sought to do because of a new idea. During our internal improvement cycles, the Data Collaborative Team would reference the Change Ideas parking lot to prompt us into defining the ideas. Here is a duplicate version of our Change Idea form. We kept this form linked to a weekly scheduled calendar meeting for the Data Collaborative Team. That way we all knew exactly where to access it in a convenient fashion. For the change ideas we generated and executed, please check out the Step 6: Insight section.

Training

Coaching

Tools

Technical Assistance

Maintenance Process

For each of our Suite of Supports, we created specific content that supports the execution of the specific actions that we are hoping to see from the organization. To make sure that the tools and resources are readily available for Partners and our Team, we continuously monitor and ensure quality for each of our tools. The maintenance process is focused on making sure that when change ideas are integrated into existing tools and resources that they still function the way they were intended to originally. We break this section into two different types of Maintenance. The first section is Partner Facing Tools and Resources, which are the tools and resources that the Data Collaborative Partners interact with to carry out the work. The second section of Maintenance is DC Facing Tools, which are the tools the Data Collaborative Team uses to facilitate the Data Collaborative community.

Partner Facing Tools & Resources

The first section is focused on the maintenance of Partner Facing Tools. Below, are resources that need to be maintained to ensure that existing Partners continue to have agency and access to the resources provided by the Data Collaborative. The Data Collaborative tools our community has access to:

DataFit — A data visualization tool displaying student and teacher outcomes.
DBPA Assessment — An internal assessment of an organization’s performance within the Implementation Drivers.
Homebase — A project management tool and backend storage for data platform.
Observation forms — A teacher practice data collection tool.
Partner Portal — A one-stop site that gives access to all knowledge, tools and resources within the Data Collaborative community.
Student Outcome Report — An end of program report that summarizes a program’s work and outcomes.

Review your organization's student and observational data.

The DBPA assessment is a yearly evaluation of the implementation drivers for each organization.

Update coaching agenda, track routines and actions, monitor progress to goal.

Enter observation data for read aloud observations

Update coaching agenda, track routines and actions, monitor progress to goal.

DC Facing Tools & Resource

The second section is focused on the maintenance of the Data Collaborative Team’s tools. Our Team uses the resources below to ensure we are delivering the most high quality training, coaching and support for the Data Collaborative community. The tools in this section include:

Internal Metrics — The decision support data system the Data Collaborative Team used to track the Key Results described in the Driver Diagram.
Pre-/post- surveys — Before and after surveys that measure understanding and mindsets on the pillars of the Data Collaborative community.
Google Drive Folder — The file management framework the Data Collaborative Team used to organize and manage all of the resources created and received for the Data Collaborative community. Here you will find all documents associated with the Data Collaborative except for Budget relevant documents.