georgia kedrowski project manager. select and implement a replacement student information system...
TRANSCRIPT
Select and implement a replacement student information system beginning August 2010.
Project Definition
July 2008 – Spring 2011 Process Steps Identify Need Selection Criteria Involve Stakeholders Develop Communications Model System Selection
Process
Vision, Buy In, Action
Start Early
Identify why we need a change (Vision)
Needs Analysis
•Limited life for existing system• Implement a system that meets existing needs and is designed to grow with future student information needs
•Web-based SIS• Increase accessibility
• Improve teacher grade book functionality – SAVE TEACHER TIME• Improve integration with SIS for rosters and grade reporting• Improve parent communications and reporting through the portal•One log in
•Centralized database• Improve efficiency and decrease dual maintenance
•Single source system for student enterprise data management•Reduce multiple maintenance of data and improve accuracy of data sources
•Single system for community census tracking, State reporting and school site data management needs• Improve integration between HR, Finance and Student Information
• Improve user identity management•Create single sign on and identify management integration
Replace Student
Information System(s)
*Limited Life for current*Meet Future Needs
Project Team◦ Georgia Kedrowski, Assistant Director, Technology
and Information Services◦ Cheri Bondy, Information Systems Coordinator◦ Mary James, Educational Data Coordinator
Summer 2008, first review of market options
Identification of Project Team
Project Team - What are all of the options in the
marketplace?
Identify Solutions
Pearson, SASI Edupoint Genesis Skyward PaC
Pearson, PowerSchool
TIES, TSIS Sunguard, eSchoolPlus
AAL, eSIS Century, StarBase Olympia, SchoolMaster
Pearson, Chancery OnCourse, OnCourse SIS
Synthesis, SchoolWorks
Excelsior, Pinnacle Plus
Agile WebEIM
RenWeb Maestro Lumination
July 2008 – Spring 2011 Process Steps◦ Identify student system needs◦ Develop selection criteria◦ Identify and involve stakeholders◦ Develop communications model◦ Total Cost of Ownership Costing Proposals◦ System selection ◦ System testing and gap analysis◦ Identify District and School process changes◦ Implementation planning◦ System Setup◦ Custom development◦ Conversion◦ Training
Establish Project Timelines
Student Information – Mission Critical Hub
SASIxp School Sites
SIF Integration
PCS Revenue Child Nutrition
Follett Library System
T.I.E.SCensusFinance
HRState Reporting
School Center Web Presence
Viewpoint Data Warehouse
EEPR & DPRS Web Apps
EduLog Transportation
SASIxp District
Integration
Parlant Parent Link
A-Hconnect Parent Portal
•Parent Communication•Transportation•Child Nutrition•Media Services•Special Education•Parent Reporting•State Aid•Data to inform instruction•Instructional Management (attendance, discipline, etc)•Community Census
Stakeholder groups◦ Associate Superintendents
August 5, 2008 ◦ Business Services
August 11, 2008 ◦ Communications and Public Relations
Parents and Community◦ Elementary Principals
September 11, 2008◦ Elementary Admin Technology Committee
September 15, 2008◦ High School Principals
August 18, 2008◦ Information Services Advisory
September 5, 2008 October 23, 2008
◦ Middle School Principals August 18, 2008
◦ School Board August 25, 2008
◦ SIS Secretary User Groups August 8 - 12, 2008
◦ Technology Steering Committee August 20, 2008 October 23, 2008
◦ Secondary Technology Committee September 30, 2008
◦ Technology Teachers August 19, 2008
◦ All Staff News October 3,2008 October 24, 2008
◦ Technology, Curriculum, Finance, Benefits Directors October 21, 2008
Stakeholder Communications
Dr. Michelle Langenfeld, Associate Superintendent
Joe Bartsh, Assistant Principal, STEP Sean Beggin, AP Andover HS Cheri Bondy, Info Services Supervisor Jill Bourman, Network Services Supv Jeff Clusiau, Principal, Ramsey Elementary Melissa Doolittle, Educational Data Coor Randy Edinger, Elem Technology Facilitator Carol Gessert, MS Data Mgt Secretary Cynthia Hiltz, Nurse Lead Chuck Holden, Dir Admin Services Laurie Jacklitch, Principal, Northdale MS Mary James, Educational Data Coor Georgia Kedrowski, Asst Director, Technology Steve Kerr, Dir Community Education Sarah Kriewall, Dir Employee Services Sharon Mateer, Coordinator RET Jeff McGonigal, Principal CRHS
Diana Menster-Sullivan, Community Ed Lynn Montgomery, Asst Dir, Student Services
Esther Motyka, Asst Dir, Child Nutrition Mary Olson, Dir Communication & PR Cherie Peterson, Asst Dir Special Education Patrick Plant, CIO William Powell, Tech Teacher Laurie Resch, Dir Elem Curr & Instr Linda Rodgers, Coor Parent Involvement Johnna Rohmer-Hirt, Dir RET Nancy Schultz, Counselor, CPHS Sandy Skaar, AHEM Tom Skoglund, Technology Facilitator Randy Smasal, Dir, Secondary C, I & Assess Vicki Tjaden, Project Consultant Dale Zellmer, Dir Supplemental Services
Information Systems Advisory Committee
Patrick Plant, Chief Information and Technology Officer
Jill Bourman, Network Service Supv David Buck, Director Business Services Jeff Clusiau, Principal, Ramsey Elem Bruce DeWitt, Technology Facilitator Randy Edinger, Technology Facilitator Linda Fenwick, Director Labor Relations
and Benefits Chuck Holden, Director Operations Georgia Kedrowski, Asst Director,
Technology and Information Services Neil Klund-Schubert, Principal Johnsville
Elem John Koehler, Finance Director Hattie Leary, Technology
Communications Supv Mary Olson, Director Communications
and PR
Linda Perske, Technology Facilitator Cherie Peterson, Asst Director, Special
Education Laurie Resch, Elementary Curriculum
DirectorJohnna Rohmer-Hirt, Director Research, Evaluation and Testing
Tom Skoglund, Technology Facilitator Randy Smasal, Interim Director,
Secondary Curriculum Tom Sullivan, Principal Jackson Middle
School Barbara Theirl, Media Teaching and
Learning Specialist David Treichel, Technology Facilitator Bill Underwood, Special Education,
Teacher on Special Assignment
Technology Steering Committee
Information Gathering Initial Review with Project Team and State
User Group Members◦ Two Day System Demonstrations◦ Scripted Demo◦ Refinement of Initial Criteria
Initial Review
Request for Information (RFI) Identified Sub-Committees and committee
membership◦ Classroom Functionality◦ Scheduling◦ General Functionality◦ Technical◦ Integration and Reporting
Sub-Committees identified evaluation criteria
Half-day demonstrations of four systems
◦Classroom Functionality Chair, Laurie Jacklitch, Middle School Principal
Planning Meeting Date: September 22, 2008 Membership
Tim McLean, HS Science, CRHS Andrew Silmser, MS English SMS Doug Bakkum, Music ANDHS Tom Skoglund, HS Tech Facilitator Will Powell, Tech Teacher RMS Tim Sheie, Tech Teacher AHS Jackie Oakes, Technology Teacher CRHS Jill Blake, Data Management Secretary AHS Amy Storrick, MS Counselor JMS Lisa Sorenson, AHEM President Linda Perske, Elementary Technology Facilitator Judy Schlutze, Information Services Secretary
Feature Set Classroom Functionality Attendance and seating charts Student Information Secondary Gradebook functionality Secondary Grading Secondary Grading Setup, GPA, Rank, Transcripts
Identify Expertise Subgroups
◦Scheduling Chair, Jeff McGonigal, High School Principal, CRHS
Planning Meeting Date: September 16, 2008 Membership
Todd Zapzalka, MS Assistant Principal FMMS Carol Gessert, MS Data Management Secretary JMS Jayne Skiba, HS Data Management Secretary CRHS Nancy Schultz, HS Counselor CPHS Linda Larsen, Information Services
Feature Set Walk in Scheduling Mass Assign Scheduling Master Schedule Builder Master Schedule Loader
Identify Expertise Subgroups
◦General Functionality Chair, Vicki Tjaden, Project Consultant
Planning Meeting Date: September 17, 2008 Membership
Kim Borovansky, Information Services Anne Zouski, Information Services Phyllis Olsen, HS Data Management Secretary Jessica Sydness, MS Data Management Secretary Jeff Clusiau, Chair, Elementary Admin Tech Committee Tom Sullivan, Chair, Secondary Admin Tech Committee Jackie Turnquist, Elementary Principal’s Secretary Annette Grabowska, Elementary Principal’s Secretary Cindy Hiltz, Nurse Lead
Feature Set Overall Ease of Use Demographics Administrative Attendance Management Enrollment Census and Family Management Discipline Health and Immunization Activities and Eligibility Fines and Fees
Identify Expertise Subgroups
◦Technical Chair, Jill Bourman, Network and Desktop Services Supv Membership
Network and Desktop Services staff David Treichel, Technology Facilitator
Feature Set Hardware specification
Workstation requirements Database, application/reporting, and web server requirements
Hardware costing Identify technical support requirements Security analysis Implementation design
Identify Expertise Subgroups
◦Systems Integration and Reporting Chair, Mary James, Educational Data Coordinator
Planning Meeting Date: September 17, 8 - 12 Membership
Cheri Bondy, Information Services Supervisor Melissa Doolittle, Educational Data Coordinator Hattie Leary, Communications Technology Supervisor Debbie Hoenie, MS Data Management Secretary FMMS Robyn Mahlberg, Elementary Principal’s Secretary Claire Gazelka, Information Services Leslie Downing, HS Data Management Secretary, CPHS Tricia Bozell, Elementary Principal’s Secretary Sharon Mateer, Research, Evaluation, Testing, Coordinator Diane Kilmer, Labor Relations and Benefits Bonnie Taylor, Data Management Secretary, STEP
Feature Set Set up and customizability State Reporting SIF Import/Export Mass Change Query Security Finance, HR, data warehouse integration
Identify Expertise Subgroups
Planning Meeting◦ Identify stakeholders and invite members to a half day planning
meeting in September.◦ Send Georgia the meeting date, times and location◦ Make a copy of the starter spreadsheet for each member to use
during the planning meeting◦ Identify essential functions for the sub-committee’s topic. Use
the starter spreadsheet and add/delete functions as determined◦ Arrive at a composite list of essential functions◦ Email spreadsheet to Georgia ASAP to forward to vendors◦ Distribute vendor review dates and schedule with members
SubCommittee Planning Guidelines
1,432 Criteria Identified
Establish Criteria
Topic Areas:
Enrollment Demographics State Reporting SPED/ELL/503
Contacts Fees Census Attendance
Calendar Discipline Community Service
Secondary Grading
Grade Book Transcript Activities Fines and Fees
Counseling Teacher Classroom
Tests and Assessments
Administration
Fitness Groups Supplemental Programs
Transportation
Health Staff Reporting Scheduling
New Year Processes
Summer School SIF Security
Child Nutrition General Features Technical Specs Support
Product reviews with vendors ◦ Have a copy of the spreadsheet for member◦ Each member scores essential functions on the spreadsheet:
Meets essential functions Does not meet essential functions Comments
◦ Allow for 20-30 minutes at the end of the session for a debrief◦ Identify follow-up questions◦ Record debrief notes and follow-up questions on the spreadsheet
Vendor Product Review
Debrief Meeting ◦ Invite members to a half day debrief meeting◦ Discuss findings◦ Organize findings and prepare report, include all
relevant comments◦ Give one score per vendor:
Meets essential functions Meets with conditions Does not meet essential functions and why
Debrief Vendor Review
Use the information gathered in the process to write and evaluate the RFP
Identify Evaluation Procedure BEFORE
60% Cost40% Feature Set
10% Ease of Use
15% State Reporting Mandates
15% District Customizability
10% Meets Reporting Needs
10% System Integration
15% Feature Sets
15% Meets District Technology Standards
10% Vendor relationship and qualifications
Request for Proposal
Cost Comparison
Total Proposal
$$
Pts (60)
Functional/ Technical
Score
Pts (40)
Total Pts
(100)
2,789,200 47 2.04* 26 73
1,911,539 56 3.15 40 96
1,789,200 60 1.73* 22 82
2,706,648 40 2.46 31 71
1,926,635 56 1.84 23 79
*Will not operate in current A-H technical environment
Teachers group ranked System 1 as best fit School office/admin ranked System 2 as best
fit District Office staff ranked System 3 as best
fit
In-Basket
What do you do?
Vendor Comparison
Vendor Total Proposal
$$
Pts (60)
Functional/ Technical
Score
Pts (40)
Total Pts
(100)
eSIS 2,789,200 47 2.04* 26 73
Genesis 1,911,539 56 3.15 40 96
PowerSchool
1,789,200 60 1.73* 22 82
PaC 2,706,648 40 2.46 31 71
TSIS 1,926,635 56 1.84 23 79*Will not operate in current A-H technical environment