Teacher Workforce Information System (TWINS) JTC 2012 Presentation


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Presentation at the May 2012 Jurisdiction Technology Contact Event on the Teacher Workforce Information System (TWINS)

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Teacher Workforce Information System (TWINS) JTC 2012 Presentation

  1. 1. Teacher Workforce Information System (TWINS) School Authority Employment Submissions: Impacts to HR and Payroll SystemsPresented to: Presented by: JTC Conference Edmonton Evan Jones May 3, 2012 John Climenhaga
  2. 2. Today’s Presentation • Teacher Workforce Information System (TWINS) Background • Impact on School Authorities • Impact on Technology Leaders • Overview of Changes • Timelines • Next Steps • Questions?5/3/2012 2
  3. 3. Background • The current Teacher Registry System (TRS) is the primary vehicle for the collection of data on the certificated teaching workforce. • TRS is outdated and unable to meet emerging school authority and ministry needs regarding teacher workforce planning and analysis.5/3/2012 3
  4. 4. What is TWINS? • The Teacher Workforce Information System (TWINS) is a system supporting the Registrar’s responsibilities for maintaining a registry of teacher information, and for the collection of the data needed for workforce planning and analysis. • TWINS will go live in November 2013, replacing TRS.5/3/2012 4
  5. 5. Benefits of TWINS… • Better access to ministry information and certification services for school authorities. • Effectively supports timely and efficient teacher certification processes.5/3/2012 5
  6. 6. …Benefits of TWINS • New and improved data that can be fed into the Student Population Projection and Teacher Forecasting Model. • Increased ability to describe, analyze, and predict trends in the education sector workforce at both the provincial and jurisdiction-specific level.5/3/2012 6
  7. 7. Impacts on School Authorities • New data elements will be collected. • School authority HR/Payroll systems and processes need to be revised and aligned to the new submission requirements. • TRS submission process still applies until TWINS goes live.5/3/2012 7
  8. 8. Impacts on Technology Leaders • Changes to HR systems to collect additional information. • Changes to HR systems to create new Employment Submission files for fall and spring. • IT leaders may need to contact their vendors to change school authority HR/Payroll software.5/3/2012 8
  9. 9. Overview of Changes…Submission File: What stays the same?• Same Batch Process used by TRS  Access is the same.  File Upload process is still the same (you securely submit your file extract on a specified web page and later get status feedback). Only authenticated, authorized school authority personnel allowed.  Same industry standard security for protecting transmissions (SSL/HTTPS).  Same industry standard security for protecting stored data (Education Active Directory Security).5/3/2012 9
  10. 10. …Overview of ChangesSubmission File: What stays the same?• Still two submissions yearly:  October  May• Same privacy due diligence  Personal teacher information used only for specified purposes by authorized personnel.  Data collected will be aggregated and anonymized to support teacher workforce planning and analysis.5/3/2012 10
  11. 11. Submission File: What changes? • CSV or XML (new) file format • New file layout for Employment Submission files • Additional fields on Submission  Both new optional and mandatory fields.  Spring submission includes year-to-date totals.5/3/2012 11
  12. 12. Submission File: What changes? • Changes/new data  Actual grades taught – not grade grouping  Position Start Date  Employment Start/End Dates  Departure reason  Contract type  FTE data – still collecting the same FTE data, now accepting days instead of just %  Content (instructional) Area (up to 5) • Changes/new data – Spring Submission Only  Days Absent - YTD totals (3)  Days on Leave – YTD totals (5)  Salary Grid data5/3/2012 12
  13. 13. Timing of Submissions • TRS Submissions - same as today  May 2012; Oct 2012; May 2013; Oct 2013 • TWINS Submission certification  Test Fall and Spring submission files to certify that the file format and content is correct.  June – Sept 2013 • TWINS Submission  Beginning May 20145/3/2012 13
  14. 14. Timelines5/3/2012 14
  15. 15. TWINS - Next Steps• Communications with school authorities (Superintendents, Secretary Treasurers and HR)• TWINS Communications Extranet Website (under construction) • Similar to PASI • Employment Submission file specifications • User manual • FAQ • Facilitate questions • Ongoing activity• Privacy Impact Assessment 15
  16. 16. Questions? TWINS@gov.ab.caJohn ClimenhagaRegistry Manager, Professional Standards Branch • 780-422-6956 • john.climenhaga@gov.ab.caEvan JonesSenior Manager, Strategic Planning • 780-643-6422 • evan.jones@gov.ab.ca 16