Establishing and Maintaining Partnership with Stakeholders for a Sustainable Data System

ESTABLISHINGAND MAINTAINING PARTNERSHIPSWITH STAKEHOLDERS THE KEYTOA SUSTAINABLEAND WELL-USED DATA SYSTEM March 10 11, 2015 Corey Chatis, SLDS State Support Team Joyce Popp, SLDS State Support Team Robin Taylor, SLDS State Support Team Melissa Ford, SLDS Grant Program 2015 SLDS Best Practices Conference 1

GOALSFOR THIS SESSION 1. To determine effective practices when transitioning from the initial engagement with stakeholders to a sustainable, ongoing relationship with stakeholders 2. To identify strategies for engaging with intended users to ensure that users have the information they need, when and how they need it to inform their work 2015 SLDS Best Practices Conference 2

INTRODUCTIONS 2015 SLDS Best Practices Conference 3

REVIEWOF MATERIALS 2015 SLDS Best Practices Conference 4

TRANSITIONINGFROM ESTABLISHING PARTNERSHIPS TO MAINTAINING PARTNERSHIPS WITH STAKEHOLDERS 2015 SLDS Best Practices Conference 5

STAKEHOLDER LAND 2015 SLDS Best Practices Conference 6

FRAMING STAKEHOLDER ENGAGEMENT: 6 ESSENTIAL STEPS 1. State Desired Outcome(s) 2. Determine Purpose 3. Build a Plan Seek Leadership Buy-in 2015 SLDS Best Practices Conference 7

NO SHORTCUTS! 2015 SLDS Best Practices Conference 8

FRAMING STAKEHOLDER ENGAGEMENT: 6 ESSENTIAL STEPS 4. Implement the Plan 5. Monitor and Adjust the Plan 6. Reach Desired Outcome(s) Time to Consider a Transition 2015 SLDS Best Practices Conference 9

STAKEHOLDER ENGAGEMENT TRANSITIONS If you have a new Focus Purpose Desired Outcome then it s time for a New or different stakeholder group (may consist of many of the same groups as before) 2015 SLDS Best Practices Conference 10

STAKEHOLDER ENGAGEMENT TRANSITIONS Considerations Type and frequency of contact to establish ongoing relationships Who should be involved, and what value they add How to garner ongoing feedback How to solicit additional needs and desires How to prioritize needs How stakeholders can be leveraged to support the data system during changes in leadership 2015 SLDS Best Practices Conference 11

ACTIVITY 2015 SLDS Best Practices Conference 12

TRANSITIONS DISCUSSION ACTIVITY The room will be divided into two groups. Select a recorder for your table. As you discuss the questions for your group, the recorder will write your responses on chart paper. When you are finished, post your chart paper on the wall. 2015 SLDS Best Practices Conference 13

TRANSITIONS DISCUSSION ACTIVITY Group 1 Discussion Topics Share your highest-priority stakeholder groups and how they are currently engaged. Identify examples of who has moved from the initial engagement to an ongoing relationship, and what changed as a result of that transition. How has the content changed over time? 2015 SLDS Best Practices Conference 14

TRANSITIONS DISCUSSION ACTIVITY Group 2 Discussion Topics Share your highest-priority stakeholder groups and how they are currently engaged. Identify examples of who has moved from the initial engagement to an ongoing relationship, and what changed as a result of that transition. How has the way that you interact with stakeholders changed over time? 2015 SLDS Best Practices Conference 15

TRANSITIONS ACTIVITY REPORT OUT Gallery Walk Walk around and read the information from other tables. Use Post-Its to add a comment or question, ask for clarification, or add your state s experience. 2015 SLDS Best Practices Conference 16

WORKINGWITH STAKEHOLDERSTO IDENTIFY, DEVELOP, AND VET INFORMATION PRODUCTS 2015 SLDS Best Practices Conference 17

DATA USE FRAMEWORK Identification of Uses Stakeholder Engagement Identification & Prioritization of Users Products/Resources PLAN CREATE Mission & Goals Delivery large images SUPPORT Evolution & Sustainability User Support 2015 SLDS Best Practices Conference 18

IDENTIFYING INFORMATION PRODUCTS Content What are the key policies and/or programs that the data system supports or will support? Translate into top priority stakeholders information needs, such as current and future processes and decisions that could be informed by data. Create a system greater than the sum of its parts: The power of an aligned set of products anchored to a core set of critical questions. 2015 SLDS Best Practices Conference 19

IDENTIFYING INFORMATION PRODUCTS Form Select tools that are appropriate for users o User population size o Technology skill level Determine the degree of user-driven inquiry and interaction Leverage technology with which stakeholders are already familiar Ensure that privacy protections are in place 2015 SLDS Best Practices Conference 20

DEVELOPING INFORMATIONPRODUCTS Establish purposeful approaches for interactions with stakeholders Set priorities and manage expectations Communicate clearly about the overall timeline and what stakeholders can expect next Individual versus group feedback Leverage existing gatherings to make scheduling easier Show how stakeholder input has been used to improve the draft products Acknowledge what feedback you did not act upon, and why 2015 SLDS Best Practices Conference 21

DEVELOPING INFORMATIONPRODUCTS Develop feedback processes that make the most of stakeholders time Start with something concrete they can react to Be clear about what you want to know o Balance of open-ended and targeted questions o Templates for making feedback provision easier 2015 SLDS Best Practices Conference 22

REVIEWING INFORMATION PRODUCTSWITH STAKEHOLDERS Vetting Data quality assurance Accessibility of format Revisions based on feedback before pilot release Previews Preview with all relevant leadership before full rollout to ensure that no one is blindsided 2015 SLDS Best Practices Conference 23

REVIEWING INFORMATION PRODUCTSWITH STAKEHOLDERS Pilot releases Pilot with an expanded or different stakeholder group than those who helped develop the resources Ensure full and balanced representation of stakeholder population (e.g., by geography, organization size, sub-roles) Conduct pressure tests on technology, communication and delivery mechanisms, user support capacity, and resources (e.g., documentation, necessary context, and metadata for products) Debrief and adjustment based on what is learned before full release o 2015 SLDS Best Practices Conference 24

DELIVERING INFORMATION PRODUCTSTO STAKEHOLDERS Understand users current work context Ensure well-planned rollouts o Communication plan o Timing based on users calendars Identify hooks that prompt ongoing usage after the initial rollout Use ongoing feedback mechanisms to plan next set of products 2015 SLDS Best Practices Conference 25

ACTIVITY 2015 SLDS Best Practices Conference 26

STRATEGIES TABLE ACTIVITY 1. Pick a recorder and a reporter. The recorder will use flip chart paper to record your responses. 2. At your table, share your current processes for engaging stakeholders in the information product identification, development, and vetting/pilot process. Discuss what worked and challenges encountered. 3. Pick one common challenge per table and identify a strategy or strategies to mitigate the challenge. a. Be prepared to explain why the strategy worked. 2015 SLDS Best Practices Conference 27

STRATEGIES TABLE ACTIVITY REPORT OUT Reporters: Share your table s challenge and effective strategy. 2015 SLDS Best Practices Conference 28

RESOURCES 2015 SLDS Best Practices Conference 29

RESOURCES Communities GRADS360 https://slds.grads360.org/#program o Data Use o Stakeholder Engagement and Communications Public Domain Clearinghouse (PDC) https://slds.grads360.org/#p=19 Guidebook 2015 SLDS Best Practices Conference 30

CONTACTS Contact information: Corey Chatis, corey.chatis@sst-slds.org Joyce Popp, joyce.popp@sst-slds.org Robin Taylor, robin.taylor@sst-slds.org Melissa Ford, Melissa.ford@ed.gov 2015 SLDS Best Practices Conference 31