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Practices with Promise Success Story

Submitted By: Connie Pekedis, West Contra Costa Adult Education

Data Collection Resource Guide

The Challenge

The Contra Costa County Adult Education Consortium faced four challenges in the ability to compare data across schools.
1. In the seven adult schools and County Office of Education, we were using different versions of the student information system. Some schools were on version 2 while others had purchased version 3. The two systems are quite different
2. Staffing was another challenge. Some staff were brand new while others were very experienced and some staff had many jobs while some were dedicated to WIOA, Title II and AB 86, as it was then called.
3. When we started talking we also found that we had different definitions for some of the classes, like the definition of completion for CTE.
4. Finally, in addition to the differences between the colleges and the adult schools, our consortium includes the County Office of Education that serves the jails.

The Solution

The data money that was given to each consortium helped with the solutions. First, we upgraded 4 adult ed sites to ASAP3. That means that we are all using the same system. The data staff from the adult schools and County Offfice of Education began a series of meetings. We shared how each site was entering data in ASAP and exporting it to TE. We took the best practices from each site and put them into a Data Collection Resource Guide. We checked with CAEP and CASAS when we had questions and/or differences of opinions. Getting together during regular work hours was sometimes difficult. so the data staff decided to meet on three Saturdays in addition to the other meeting times.


The data staff have become a very close knit group. When a new data person starts at one of the sites, we all help to train that person. We have created an email list so that when one of us has a question, all of us have the opportunity to respond and learn from each other. We share data on new regulations from the state. Our data, overall, is more accurate and it is much easier to compare data across the consortium.

And once we all understand any new regulations, we update the Resource Guide.

The Data

One proof that what we are doing is working is when we got the new request to report on Instructional Hours, we already knew how to create the report in ASAP. We were able to accurately report the hours before it was created in TE. We had set up all the courses into the same categories across the county and could very easily run the report. Now we can use the setup in ASAP to verify the hours in TE.

Our consortium hired a consulting group to do a gaps analysis report for us. They asked us for a lot of data and we were able to give them the information.

Finally, one of us was invited to present our document at the ASAP conference last year and two are presenting again this year.

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