AI in Action: WSIPC’s Success with Microsoft 365 Copilot 

Everett

WASHINGTON

1967

 ESTABLISHED IN

SERVING
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Executive Summary

  • Result: 10-15% overall time savings and better work products 

Washington School Information Processing Cooperative (WSIPC) is the largest publicly owned K12 data processing cooperative in the United States. Serving 311 educational institutions, WSIPC provides crucial data management tools to public, private, charter, and tribal compact schools across the state of Washington. CEO Dr. Dana Anderson summarized the cooperative’s mission: “Our primary purpose is to ensure our clients are successful in their use of data to achieve their goals, which focus on ensuring that students are successful in the K12 community.” From human resource management to fiscal management to student information management, WSIPC’s software and data services ensure equitable outcomes for Washington’s students. 

Introduction

In 2024, WSIPC embarked on a journey to integrate Microsoft 365 Copilot into operations. With the support of eGroup Enabling Technologies, WSIPC aimed to harness the power of generative AI to enhance efficiency, improve data management, and better serve their K12 education community. Prior to WSIPC, Dr. Anderson had worked his way up to Superintendent during 20 years at an Educational Service District. He shared insights into the challenges, strategies, and remarkable outcomes of the co-op’s launch of Microsoft 365 Copilot. 

Dr. Anderson, in an admitted understatement, said “It seemed to me, this AI thing was going to be a big deal. We’re trying to not only ensure our clients are successful, but that our staff is equipped to meet their needs in a timely fashion.” 

The Co-Op's Dual Vision for AI:
1. "What AI can do for us, like help buy back time."
2. "What AI can be for us, to come alongside to refine our writing, and help us grow and learn."

Challenges

Before integrating Microsoft 365 Copilot, WSIPC faced several challenges: 

  • Time Consumption: Staff spent considerable time on repetitive tasks, reducing their ability to focus on customer value. 
  • Data Privacy: Ensuring data security and maintaining efficiency in data processing was a constant concern. 
  • Change Management: Adopting new technologies required significant effort to train and support staff. 

Dr. Anderson described the initial apprehensions, stating, “Originally, our concerns and our first policy addressed the security of student and staff information.” The initial policy addressed the use of AI, and in particular, the risks of putting confidential information into an open-source environment. 

The Solution

They realized the potential of a managed system. “That’s one of the beauties of Microsoft 365 Copilot,” stated Dr. Anderson. “Now we’re able to create this closed environment where based on our agreements and Microsoft licensing, we’re assured that we’re in a safe, secure space– so staff utilizing Copilot to accelerate data analysis is done now in a confidential space where we feel safe.

eGroup
Enabling Technologies provided comprehensive support for Copilot. From the initial data cleanup to ongoing training, eGroup played a pivotal role in addressing both technical and human factors. 
 

“eGroup Enabling Technologies directly addressed almost every aspect of this project along the way, coming alongside us both as a planning partner and a thought partner."

Technical Implementation

eGroup Enabling Technologies worked closely with WSIPC’s Chief Information Officer and Technical Services team to assess and ensure data security. Using Purview and other Microsoft security tools, the risk of overexposure of data was addressed and managed.eGroup formally worked with us in our initial data scan, assessing the risks that were present within our data systems, giving us specific guidance on how to clean up each employee’s OneDrive or create a secure configuration within SharePoint.” 

Training & Adoption

To facilitate smooth adoption, WSIPC employed a structured training program known as “Tool Time,” dedicating an hour each month to focus on technology. Dr. Anderson shared, “Anyone who wishes to, can come and learn about a specific tool that we’re providing. Interestingly, about 80 or 90% of the organization participates in our Copilot sessions. 

“We have a saying that 'professional development without follow up is malpractice'."

A unique aspect of WSIPC’s approach is to take that general training into breakout groups. Part of our mindset is that you can’t just be a passive recipient and expect to learn. With a one and done, it’s very unlikely to produce change or produce growth and skills– so in the breakout sessions, we’ll pose a question, like ‘Based on what you just saw in the use of Copilot, how could you see that showing up in your role? Or ‘In the last month, how have you utilized these features, and what benefits are you seeing?’ We’ll do role-alike breakouts and the team will do some brainstorming and discussions about ‘What challenges are you still seeing that you’d like to receive some additional support?’” This approach encourages active participation and allows for tailored discussions that are directly relevant to each participant’s daily tasks. 

Leaders By Example

With the CEO being so involved in the journey, it didn’t take long for other leaders to embrace change. “We’re seeing more and more of our executive leaders being sponsors of the change towards AI,” asserts Dr. Anderson. “Our leaders themselves are demonstrating the use of Copilot. We see them as the champions of change within. That has helped sponsor engagement from other members of our organization.” 

“We're seeing curious school leaders learning about how AI can personalize learning, support teachers and lesson planning, and accelerate problem-solving principles."

In their role as a shared service provider to the K12 schools in Washington, WSIPC is also advising their K12 constituents on policy and adoption practices. “We’re hearing two pathways,” cited Dr. Anderson, “individuals who are embracing AI and thinking about how to utilize it in their classrooms, and others that are afraid of it. We do really have a lot of cultural change to wrestle with.” 

Benefits

The integration of Microsoft 365 Copilot brought numerous benefits to WSIPC, significantly enhancing their operations: 

“We're seeing a 10-15% overall time savings, since we're encouraging the staff to use AI in everything they do."

  • Time Buyback:
    Dr. Anderson noted, “We are hearing people with similar stories that work projects that may have taken them a few hours are now taking them 15 or 20 minutes.” 
     
  • Enhanced Productivity:
    It assists in crafting emails, summarizing brainstorming sessions, and creating initial drafts of presentations. “Copilot helps buy back time, but it also helps refine our outputs so that we’re producing high-quality products,” said Dr. Anderson.
     
  • Thought Partnership:
    Copilot acts as a thought partner, helping staff refine their writing, papers, emails, and presentations. It not only buys back time but also accelerates learning and improves output quality.
     

Ensuring Success

WSIPC’s success in adopting Copilot can be attributed to several key techniques: 

  • Dr. Anderson emphasized the importance of leadership in driving change: “The executive sponsor, the champion of change, is the most predictive indicator of success for any new initiative.” 
  • “Tool Time” a structured training program, ensures ongoing learning and adaptation, preventing stagnation and encouraging staff engagement. 
  • Regular employee pulse checks and feedback mechanisms helped WSIPC track progress and address any challenges promptly. 

Future Considerations

As WSIPC looks to the future, the potential for AI to transform data analysis and improve educational outcomes is immense. Dr. Anderson shared the co-op’s vision, saying “AI is going to touch much more in our future. We need to develop solutions for predictive data analysis to predict student outcomes based on current behavior and then suggest interventions. We can envision AI bots that expedite customer support by providing instant assistance, reducing dependence on phone calls or ticket escalation. We will focus on scalable AI systems that serve the entire community, not just bespoke solutions. 

Conclusion

The collaboration between WSIPC and eGroup Enabling Technologies has set a benchmark for integrating AI in the data processing field. Dr. Anderson reflected on the journey: “eGroup has been a great partner at every level. They came alongside us and helped us dramatically in assessing the data risks and ensuring we were ready for configuration there. eGroup also came alongside us and did the risk assessment on the people adoption of the change and helped assess where we were and gave us great guidance on how to refine some of our practices to ensure we’re successful on the people side of change. 

The successful implementation of Microsoft 365 Copilot not only enhanced WSIPC’s operational efficiency but also empowered their staff to better serve their K12 community. This case study exemplifies how innovative solutions and strategic partnerships can drive significant advancements, paving the way for a more efficient and impactful future. 

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