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State Education Agencies acquire the SOCRATES DATA SYSTEM
and related technical and professional services by entering
into a Contract for Services with CRM. The Contract is tailored to
address the needs and priorities of the SEA as well as current
capacity and resources. CRM works closely with SEA personnel during
all phases of the project, outlined below:
Phase 1: Planning
- CRM staff meet with SEA personnel to define the questions to be
answered through the State Data System, the data elements needed,
and the reports to be produced. NCLB reporting requirements are
included.
- Working with SEA staff, CRM data specialists evaluate available
data sources, including the format of data files, specific data
elements, data accuracy, and completeness. In addition, CRM staff
advise on ways to acquire data from other sources, particularly
schools and districts. These methods might include adding to or
modifying existing data collection procedures and developing on-line
data forms.
- CRM develops a detailed State Data System Design and Plan based
on the above activities. The Plan describes a recommended approach
with options and related costs.
- Based on the plan, the SEA decides how to go forward and the
plan is finalized, including timelines and responsibilities for all
parties.
Phase 2: Database Development
- CRM sets up the Socrates database to accommodate all data
elements and file imports.
- CRM imports all available data and verifies the accuracy and
completeness of the data with SEA personnel.
- CRM produces a complete set of core reports showing
disaggregated data to address the questions identified in Phase 1.
- CRM reviews the core reports with SEA staff and provides
additional reports to analyze the date in greater depth based on
requests from SEA staff.
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CRM meets with SEA staff to determine how the SOCRATES
DATA WEB should be customized for the state--graphics,
content, etc. (This is an optional component.)
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CRM develops the state's SOCRATES DATA WEB and
posts reports for an initial review by SEA staff and designated
others. Modifications are made as needed and user accounts are
set up.
Phase 3: Ongoing Maintenance of the System
There are a number of options for maintaining and updating the
system beyond Phase 2:
- CRM can function as an "Application Service Provider" (ASP)
through a Contract for Services that includes updating the database
on a specific schedule, (imports, data verification); producing
reports; and posting reports and other material on the
SOCRATES DATA WEB.
- The SEA can purchase a license for the SOCRATES
database software and perform all of the above functions, with CRM
hosting the DATA WEB based on an annual cost.
- A "hybrid" of the two options above can be selected, where CRM
performs some or all functions but the SEA has the fully-populated
database application in order to perform ad hoc queries.
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