Transforming Preschool Data Collection with ServiceNow | CAPSDAC Update
"Learn about the transition to ServiceNow for California Preschool Data Collection, featuring key features and benefits, along with the timeline for implementation and development phases. Explore how ServiceNow enhances efficiency, transparency, consistency, and scalability in handling support requests for educational agencies."
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Presentation Transcript
California Preschool Data Collection Contractor Training Webinar Applied Data Research and Evaluation Office California Department of Education Date: March 6, 2025 Time: 10 11:30 a.m. CALIFORNIA DEPARTMENT OF EDUCATION Tony Thurmond, State Superintendent of Public Instruction
Agenda California Preschool Data Collection (CAPSDAC) Update: Introducing ServiceNow Transition from CAPSDAC Inbox to ServiceNow CAPSDAC Development Phases Preparation for the Second Iteration of CAPSDAC Information Input: Survey of Local Educational Agencies (LEAs) Data Systems Resources and Contact Information Upcoming Office Hours Questions and Answers 2
What is ServiceNow Cloud-based service management platform designed for handling and tracking support requests. Key Features: Centralized request management: All requests in one place. Automated routing & tracking: Faster resolutions. Self-service portal: Submit, track, and update requests anytime. Reporting & analytics: Identifies trends to improve support. 3
How ServiceNow Works How It Works: 1. User submits a request via the portal. 2. The request is automatically routed to the appropriate team. 3. User receives updates on request progress. 4. Issue is resolved and feedback can be provided. 4
Why ServiceNow Efficiency: Requests are automatically routed and tracked, reducing delays. Transparency: Users can track their requests and receive real-time updates. Consistency: Standardized processes ensure fairness in prioritization and response times. Scalability: Handles increasing volumes of requests more effectively than email. Better User Experience: Self-service options empower users to find answers and submit requests easily. 5
ServiceNow Timeline Stage 1 Testing & Feedback (Now March 2025) Internal testing and User Acceptance Testing (UAT) with volunteers. Stage 2 ServiceNow Launch (April 2, 2025) Official rollout for all CAPSDAC-related support requests. Stage 3 Post-Launch Support (April 2 Ongoing) Continued training, improvements, and monitoring based on user feedback. Stage 4 Retiring CAPSDAC Inbox (May 31, 2025) The CAPSDAC email inbox stop accepting new technical assistance requests. 6
CAPSDAC Development Phases (1) Phase 1 (Start of development through January 2025) First iteration of CAPSDAC launched with limited required data files (Class, Staff, Child). Data for all three files submitted and certified monthly by the LEA. Development team move to second iteration of CAPSDAC. Phase 2 (January 2025 through July 2025) Ongoing development of second iteration of CAPSDAC to include the rest of the data files required by Assembly Bill (AB) 22. Once data files and fields are finalized for the requirements, they will be shared with agencies and vendors. LEAs continue to submit and certify data for Class, Staff, and Child files monthly while the second iteration of CAPSDAC is developed. 7
CAPSDAC Development Phases (2) Phase 3 (July 2025 through December 2025) Beta Testing and ongoing development of the archetype second iteration of CAPSDAC. Training and Technical Assistance on second iteration of CAPSDAC. LEA continues to submit and certify data for Class, Staff, and Child files monthly while the second iteration of CAPSDAC is developed. Phase 4 (December 2025 and after) Roll out of the second iteration of CAPSDAC. Ongoing training and technical assistance. LEA moves to annual submission of most new file types, and monthly submission of only some required file types. 8
CAPSDAC Development Phases (3) Current Phase We are currently in Phase 2. Phase 2 is supposed to run from January 2025 through to July 2025. Within this time period, the California Department of Education (CDE) development team is planning to share the finalized set of files and data fields required for the second iteration of CAPSDAC. These new files and data fields will closely mimic what the California Longitudinal Pupil Achievement Data System (CALPADS) currently collects. 9
Preparation for CAPSDAC Second Iteration The second iteration of CAPSDAC will have around 13 files that closely mimic CALPADS. Some of these files, to give an example, will be: Classroom, staff, child, family, enrollment, suspension, attendance, education program, language, and more. In preparation, the CDE recommends that agencies consider utilizing a student information system (SIS), similar to how LEAs collect their transitional kindergarten through grade 12 (TK-12) student, staff, class data. Further, the CDE strongly recommends that the LEA collaborate with their TK-12 SIS data team in including data collection requirements for California State Preschool Program. The requirements from AB 22 mimic the requirements for TK-12 as closely as possible for preschool. 10
CAPSDAC: Resources & Contact Information Resources CAPSDAC Online Portal: https://www.capsdac.org/ CAPSAC Support Page: https://www.cde.ca.gov/sp/cd/ci/capsdacsupportlanding.asp Contact Information CAPSDAC Support Team: CAPSDAC@cde.ca.gov 11
Upcoming Office Hours and Webinars Office Hours: March 11, 2025, 10 to 11 a.m. Webinars: April 8, 2025, 10 to 11:30 a.m. Also found at https://www.cde.ca.gov/sp/cd/ci/capsdacwebinars.asp 12
Questions and Answers Photo Credit: Kidango Decoto Center 13
