Just Peachy: Georgia’s Team Approach to EDPass

00:00:01.52 >> You are listening to A Date with Data with your host, Amy Bitterman.

00:00:07.34 AMY BITTERMAN: Hey, it's Amy and I'm so excited to be hosting A Date with Data. I'll be chatting with state and district special education staff who just like you are dealing with IDEA data every day.

00:00:19.50 >> A Date with Data is brought to you by the IDEA Data Center.

00:00:24.60 AMY BITTERMAN: Hello. Welcome to A Date with Data. Now that states have used EDPass to submit all of their 618 data files, we want to hear how those submissions went—and in particular, highlight how the data manager and EDFacts coordinator in one state collaborated to successfully submit the files using the new system. On this episode, I am joined by Dominique Donaldson, Part B Data Manager, and Adam Churney, EDFacts Coordinator, both with the Georgia Department of Education. They’re going to share their experiences and strategies for partnering effectively in this process. Welcome Dominique and Adam. So glad to have you on.

00:01:05.27 DOMINIQUE DONALDSON: Hi Amy. Thank you so much for having us.

00:01:08.88 ADAM CHURNEY: Yes, thank you for having us here.

00:01:11.10 AMY BITTERMAN: So I want to start off—if you each can just briefly introduce yourself and your role at the Department of Education. Dominique, do you want to go first?

00:01:20.62 DOMINIQUE DONALDSON: Hi, my name is Dominique Donaldson and I am the Part B Data Manager for the Georgia Department of Education. I’ve been with the Georgia Department of Education for a little over one and a half years.

00:01:33.88 AMY BITTERMAN: Great, thank you. Adam?

00:01:36.80 ADAM CHURNEY: Hi, I'm Adam Churney. I am the Georgia Department of Education State Data Analysis and Reporting Manager, which includes being the EDFacts Coordinator. I also handle Power BI Reports and many other data-related stuff.

00:01:50.53 AMY BITTERMAN: When EDFacts Modernization first came up, why was it important to approach the changes as a team, and how did you create that team?

00:02:08.41 DOMINIQUE DONALDSON: For a long time we heard about EDFacts Modernization, but there were few tangible resources, which made us nervous. EDFacts coordinators and Part B Data Managers participated in webinars and working groups. There was also an entirely new platform for submitting files—EDPass—so collaboration was going to be the key to a successful transition.

00:03:09.92 DOMINIQUE DONALDSON: We identified the necessary people. EDFacts coordinators identified Part B Data Managers as integral partners. Data Managers were provisioned for access and collections in EDPass. EDPass coordinators helped with provisioning through ed.gov and EDPass and provided a walkthrough to orient us to the system—navigating, downloading files, and understanding options. Access and hands-on use helped Data Managers be a meaningful part of the submission process and supported timely, accurate submissions for students with disabilities.

00:04:39.63 AMY BITTERMAN: Adam, how do you share information back and forth?

00:04:50.52 ADAM CHURNEY: Sharing starts when we collect data from LEAs. We have several data collections and reports for first checks. Most data sent to EDFacts is aggregated from those collections. My team created a portal within our application so Data Managers can see aggregated reports and comparisons with previous years to do initial data quality checks.

00:05:36.00 ADAM CHURNEY: We also embedded a sign-off process so Data Managers review and sign off on data.

00:05:49.93 AMY BITTERMAN: How do you collaborate to ensure accurate, high-quality submissions?

00:06:15.78 ADAM CHURNEY: EDPass lets you check data quickly. We prioritize getting data into the system early for format checks and initial edits. A programmer and I review early errors to determine whether they’re code/aggregation issues or true data issues. In the first year, many errors were code-related (like missing zeros), so we cleaned those first before bringing remaining true data errors to IDEA program managers.

00:07:58.63 ADAM CHURNEY: EDPass also supports iterative re-uploads. We can make small changes, resubmit, and see whether edits clear or trigger others. That helps us ask better questions about interpretation, collection, and accuracy, and it supports stronger data quality conversations.

00:09:25.36 AMY BITTERMAN: Has EDPass helped with data quality?

00:09:30.99 ADAM CHURNEY: It has helped a lot. Under the old system, issues surfaced months later. Now we can work through them right away and get into nuanced conversations sooner. In year two, code-related errors are largely resolved, so we can focus on data specifics.

00:12:17.22 DOMINIQUE DONALDSON: The collaboration has made my life easier through consistent communication. Without it, we might not have identified issues in time—leading to inaccurate or late submissions. Working together helps us identify concerns early, submit on time, and improve data quality.

00:13:09.57 AMY BITTERMAN: What steps can other states take to build this kind of collaboration?

00:13:31.25 ADAM CHURNEY: Identify necessary people—especially the EDPass/EDFacts coordinator, who can translate business rules and error messages. In Georgia, my team builds and uploads files early, fixes code issues first, then brings true data errors to program managers so their time is used efficiently for validation and interpretation.

00:15:38.30 DOMINIQUE DONALDSON: After identifying people, set up meetings to clarify roles, access, and goals. IDC’s “EDFacts Modernization Planning Questions to Consider” is a useful resource. Use backwards planning with the EDFacts submission calendar. Ensure special education teams have access to special education EDFacts files and review data before submission. Establish processes for review, escalation, and regular meetings, and develop common language by reading file specs together.

00:18:20.67 ADAM CHURNEY: Attending office hours together helps—asking questions and learning from other states’ issues can surface questions you didn’t know to ask about your own data.

00:19:23.67 DOMINIQUE DONALDSON: Celebrate wins and recognize team members—gratitude reinforces collaboration and highlights the positive impact on data quality.

00:20:26.28 AMY BITTERMAN: What’s next for your work with EDPass/EDFacts modernization?

00:20:38.57 ADAM CHURNEY: With a year of EDPass behind us and code errors addressed, we’re moving toward turning data into information, knowledge, and wisdom. We’re using Power BI to highlight meaningful changes and outliers, saving time and helping program managers focus on the small percentage of cases where interesting issues occur—and resolve those final bits of data quality before the end of the window.

00:24:10.91 DOMINIQUE DONALDSON: Power BI visualizations will provide insights LEAs need to identify positive impacts and opportunities for growth, supporting student improvement.

00:24:50.47 >> To access podcast resources, submit questions related to today's episode, or share ideas for future topics, the links are in the episode content or connect via the podcast page on the IDC website at ideadata.org.