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Custom Computer Specialists, Inc. - Proprietary & Confidential Public Schools of Tarrytown Infinite Campus Implementation Planning.

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Presentation on theme: "Custom Computer Specialists, Inc. - Proprietary & Confidential Public Schools of Tarrytown Infinite Campus Implementation Planning."— Presentation transcript:

1 Custom Computer Specialists, Inc. - Proprietary & Confidential Public Schools of Tarrytown Infinite Campus Implementation Planning

2 Custom Computer Specialists, Inc. - Proprietary & Confidential Implementation Planning Agenda Introduction & Planning Overview Core Team Resource Review District Vision Timeline Milestone Review & Update Detailed Staff Development Plan Detailed Support Plan Infrastructure Plan Day 1

3 Custom Computer Specialists, Inc. - Proprietary & Confidential Implementation Planning Agenda Data Conversion Policy & Procedure Review Infinite Campus Customization Communication Plan Detailed Timeline Definition Day 2

4 Custom Computer Specialists, Inc. - Proprietary & Confidential Logistics Meeting Time Thursday: 8:30 – 2:30 Friday: 8:30 – 2:30 Breaks Lunch/Snacks/Drinks will be provided 30 minutes for lunch Cell phones off !!!

5 Custom Computer Specialists, Inc. - Proprietary & Confidential Implementation Team District Custom Computer Specialists Infinite Campus

6 Custom Computer Specialists, Inc. - Proprietary & Confidential Custom Computer Specialists Peter Yustat- Project Manager Rosanne Manfredi - Professional Developer Rich Spina- Education Specialist Herb Grubman- Director: Business Development Alan Lacher- Director: Application Services Larry Kurtzman- Senior Manager Peter Hazen - Account Manager www. customonline.com

7 Custom Computer Specialists, Inc. - Proprietary & Confidential About Custom Established in 1979 Experienced in Supporting Education Leading Long Island Technology Company #1 private VAR/Integrator #1Technical Consultant Project Management On-Time99% On-Budget98% Repeat Customers98% Your success is our success! www. customonline.com

8 Custom Computer Specialists, Inc. - Proprietary & Confidential Customs Role Orchestrate Project from Kickoff through Go-Live Facilitate Implementation Planning Facilitate Policy and Procedure Development Create and Drive the Project Plan Convert Data Site Setup and Configuration Provide Training Implementation Support Customizations and Data Services Power the Effort

9 Custom Computer Specialists, Inc. - Proprietary & Confidential Minnesota based company Established in the early Nineties Over 1 Million students in 35 states Thought Leaders in Education Process Management Innovative Software Single Database Solution Web Access User Friendly Interface Infinite Campus

10 Custom Computer Specialists, Inc. - Proprietary & Confidential Infinite Campus Role Product Development Server Hosting Services System Updates System Customizations

11 Custom Computer Specialists, Inc. - Proprietary & Confidential Core Team Introduction Name Building Role Expectations Complete Sign-in Sheet

12 Custom Computer Specialists, Inc. - Proprietary & Confidential Core Team Infinite Campus Implementation Core Team NameRole Dr. Howard SmithSuperintendent Pam SweetData Analyst Barbarann TantilloAssistant Superintendent John KrouskoffTechnology Director Carol ConklinPrincipal, High School Cheryl GreeneGuidance Director Alan AlterbaumAssistant Principal, High School Zbynek GoldPrincipal, Intermediate School Mike KellyGuidance Counselor Denise MartinRegistrar Al VanderVoortState Testing Coordinator Jean OBrienTeacher, Elementary School Cathy ChullaTeacher, Elementary

13 Custom Computer Specialists, Inc. - Proprietary & Confidential Core Team Core –The basic or most important part; the essence: a small core of dedicated supporters Team –A group organized to work together Teamwork is the ability to work together toward a common vision.

14 Custom Computer Specialists, Inc. - Proprietary & Confidential Core Teams Role Bring District Experience and Knowledge to the Team Contribute to the Implementation Plan Create Policy & Procedures Documentation Become Champions and Advocates Be Communication Conduits

15 Custom Computer Specialists, Inc. - Proprietary & Confidential Goals Create the Implementation Plan Define Roles Establish Ownership Set Expectations

16 Custom Computer Specialists, Inc. - Proprietary & Confidential Core Team – Expectation Setting This is a BIG project! A new enterprise level software implementation means that EVERY part of the District is affected This is tough under the best of circumstances Ownership and Leadership from the Core Team is CRITICAL! Communication is the key (e.g., change management) Follow our lead – You are the experts at knowing your District We are the experts at making your implementation a success

17 Custom Computer Specialists, Inc. - Proprietary & Confidential Vision What message do we want to convey publicly? How do we know if the project was a success? Answer the question: Why are we doing this project? Our vision is to implement an easy to use, reliable and universally accessible system that provides timely and accurate data in order to help make informed decisions. This system should also facilitate internal and external communication and be flexible to meet the growing needs of our community.

18 Custom Computer Specialists, Inc. - Proprietary & Confidential Project Kickoff Policy and Procedure Workshop Infrastructure Installed Locally Building Coaches Trained Data Conversion Complete (iterative) Go Live Readiness Meeting Go Live Key Events

19 Custom Computer Specialists, Inc. - Proprietary & Confidential Go Live Readiness Support Plan

20 Custom Computer Specialists, Inc. - Proprietary & Confidential Approximately one week prior to Go Live On site meeting with Sponsor, District Contacts, etc. Review detailed document that covers... –Data Conversion status –Training status –Custom Reports status –Ongoing support –Etc. Go Live Readiness Meeting

21 Custom Computer Specialists, Inc. - Proprietary & Confidential Go Live day is not an explosive event... –Teachers take attendance using Infinite Campus –Other functions are implemented as YOU see fit As the District becomes comfortable using IC... –Grading –Report Cards, Transcripts –Parent Portal –Etc. The key is not to bite off more than you can chew Go Live Expectations

22 Custom Computer Specialists, Inc. - Proprietary & Confidential Custom can provide supplemental services beyond the Implementation Contract –Training –Custom Reports –On site services Purchased as needed or through a Custom Managed Services Program Dependent on the Districts needs Note: This is NOT a sales pitch!! Post Go Live Services

23 Custom Computer Specialists, Inc. - Proprietary & Confidential Support Model for Infinite Campus Support Plan

24 Custom Computer Specialists, Inc. - Proprietary & Confidential What are the project phases? Support Plan Kickoff Implementation Go Live Go Live +30 transition Post Go Live

25 Custom Computer Specialists, Inc. - Proprietary & Confidential Who is providing support? Implementation Phase Custom provides support through Go Live Go Live (+30 day transition) Custom continues to provide support & guidance Transition from Implementation to Post Go Live Post Go Live Tarrytown / BOCES support contacts Support Plan

26 Custom Computer Specialists, Inc. - Proprietary & Confidential What support is provided? Implementation Phase Custom provides support –Product Implementation –Data Conversion Issues –Staff Development & Training –Customization of Reports Support Plan

27 Custom Computer Specialists, Inc. - Proprietary & Confidential What support is provided? Go Live (+30 day transition) Custom provides support –Post Go-Live Issues –Address Product Feature Questions –Resolve Product Support Issues –Facilitate Support District Support Contacts Support Plan

28 Custom Computer Specialists, Inc. - Proprietary & Confidential What support is provided? Post Go Live BOCES provides support –Product Feature Questions –Product Support Issues –Submits trouble ticket on Districts behalf –Provides E-board Website for additional information Support Plan

29 Custom Computer Specialists, Inc. - Proprietary & Confidential What support is provided? Post Go Live District Support Contacts Building Coaches –New Staff Training –One-on-One Support –Escalates issues to District Contact District Contacts –Setup and configuration issue resolution –Support District-wide issues and instruction –System administration –Escalates issues to BOCES Support Plan

30 Custom Computer Specialists, Inc. - Proprietary & Confidential Building Coaches provide 1 st Level Support What makes a good Coach? –Availability Capacity to arrange work load as issues arise –Computer Literacy Technically comfortable with the internet Spreadsheet familiarity and use Regular access to email –Interpersonal skills Works well in team environment –Embraces the opportunity Interested in learning IC and instructing others Support Plan

31 Custom Computer Specialists, Inc. - Proprietary & Confidential Support Plan Building Coach District Level Support Building Coach BOCESCustom Computer First Line of Support One-on-one Support New Staff Training Implementation Conversion Issues On-Site Support Training Custom Reports District Wide Support System Setup / Config Issue Resolution District Wide Instruction System Support Desk

32 Custom Computer Specialists, Inc. - Proprietary & Confidential Support Services

33 Custom Computer Specialists, Inc. - Proprietary & Confidential Authorized Contact Personnel –Two District contacts allowed –Can contact Campus for technical & product issues –Will receive advanced training Technical Support –Only the two Districts contacts can call Campus Support Services

34 Custom Computer Specialists, Inc. - Proprietary & Confidential Major versus Minor Alarms –Major Alarms – a complete or partial failure of the IC system that results in the inability by the District to use the system Cannot issue Report Cards Major data corruption –Minor Alarm – performance or access issues that affect the use of the system Page loading slowly Individual user, student, class issues Be sure to appropriately identify the level of urgency of any issue reported Support Services

35 Custom Computer Specialists, Inc. - Proprietary & Confidential Role Based Format –District level training will use sample database –Building level training will use your data Training Matrix Materials On-going Staff Development Staff Development

36 Custom Computer Specialists, Inc. - Proprietary & Confidential Responsibilities: –Custom Computer Analyze Districts needs and provide training plan Provide training sessions in the District –District Provide facilities – large monitor/projector, internet access, etc.) Logistics – inviting, notifying, and scheduling the appropriate staff members of the location, date, and time of each training session Staff Development

37 Custom Computer Specialists, Inc. - Proprietary & Confidential District may have a need for training beyond the days contracted for –Infinite Campus Product upgrades –Staff additions or re-assignments Additional training days can be purchased from Custom, either as needed or as part of a Managed Services Program Product Knowledge Certification Staff Development

38 Custom Computer Specialists, Inc. - Proprietary & Confidential Server(s) Server Setup –IP Addresses –DNS Names Network –Proxy Servers –Phone Lines (if implementing Messenger) –Report Server with Crystal Reports and.NET IIS –Local backups (optional) Desktops –Browser (Refresh Every Visit to the Page) –JAVA –Acrobat Reader Infrastructure Plan

39 Custom Computer Specialists, Inc. - Proprietary & Confidential Security –Usernames / Passwords –IP Ports User Access (Support) Infrastructure Plan

40 Custom Computer Specialists, Inc. - Proprietary & Confidential Application Hosting Services –IC makes best effort to keep server operating 24 x 7 –If IC planning to down server, will provide 72 hour notice –Of course, cant control equipment malfunctions, network issues, power failures, etc. Server Replacement –Replaced approximately every 48 months –If fails (through no fault of District), IC will repair or replace Infrastructure Plan

41 Custom Computer Specialists, Inc. - Proprietary & Confidential Backups –IC backups server nightly to Minnesota –If District server unavailable, can switch to a Minnesota server, usually within 2 – 3 hours Local Backups –Optional additional backup –District responsibility –Custom can assist with how to implement Infrastructure Plan

42 Custom Computer Specialists, Inc. - Proprietary & Confidential Resource Review Vision Milestones Detailed Staff Development Plan Support Hardware Summary

43 Custom Computer Specialists, Inc. - Proprietary & Confidential Goals Create the Implementation Plan Define Roles Establish Ownership Set Expectations

44 Custom Computer Specialists, Inc. - Proprietary & Confidential Public Schools of Tarrytown Infinite Campus Implementation Planning (Day 2)

45 Custom Computer Specialists, Inc. - Proprietary & Confidential Vision

46 Custom Computer Specialists, Inc. - Proprietary & Confidential Identify Sources –Legacy System –Assessments –Spreadsheets Schema Review Key Data Elements –Demographics –Enrollment –Student Schedules –Employee Data Conversion

47 Custom Computer Specialists, Inc. - Proprietary & Confidential Data Conversion LegacyGenericCampus

48 Custom Computer Specialists, Inc. - Proprietary & Confidential Data Conversion Convert Data Review (District) Clean Data Adjust Scripts

49 Custom Computer Specialists, Inc. - Proprietary & Confidential Data Prep First Conversion Data Review Second Conversion Data Review Go-Live Conversion Clean up missing information Data Conversion Timeline

50 Custom Computer Specialists, Inc. - Proprietary & Confidential Conversion vs. Clean up –Ensuring the clean conversion of your legacy data is Customs responsibility Example: Matching field names –Cleaning up data missing from legacy sources is the Districts responsibility Example: Students without ethnicity Example: Duplicate names (Tom, Thomas, Tommy) –We will assist with finding a solution to resolve data issues Data Conversion

51 Custom Computer Specialists, Inc. - Proprietary & Confidential All transactional data for active school year is converted –Grades, Attendance, Behavior, … Some historical data (as per contract) is converted –Census, Enrollments, Transcript, Immunizations, … Special Education data is NOT converted Gradebook transactional data is NOT converted Final Data date Data Conversion

52 Custom Computer Specialists, Inc. - Proprietary & Confidential Roles / Privileges Attendance Discipline Health Report Cards Transcripts Custom Reports Identify Other Key Areas Policy and Procedure

53 Custom Computer Specialists, Inc. - Proprietary & Confidential Customization –Custom Reports (Custom Computer) –User Defined (District) Identify Custom Requests (Gap Analysis) Additional Requests (Process) –District emails Custom with details –Custom creates specification document for District approval –Report developed Customization

54 Custom Computer Specialists, Inc. - Proprietary & Confidential Custom Reports –Third party software (Crystal) –Not guaranteed against future product changes –Specification document developed by Custom –District approves –Custom develops –District tests –Final signoff –Report Changes Customization

55 Custom Computer Specialists, Inc. - Proprietary & Confidential New York State Reporting –System provides NYS required reports –Extracts come directly out of Infinite Campus –District can then submit to state New York State Reporting

56 Custom Computer Specialists, Inc. - Proprietary & Confidential Define Audience Key Messages Delivery Vehicles Align Messages with Project Plan Communication Plan

57 Custom Computer Specialists, Inc. - Proprietary & Confidential Project Overview – baseline document that Core Team commits to Implementation Timeline – key milestones Roles and Responsibilities – defines key project team members responsibilities Communications Plan – who to communicate to and by what means Project Communication List – project team phone numbers and email addresses Status Reports – will be created by Custom and preferably by District as well Status meetings / conference calls – frequency to be determined Project Plan

58 Custom Computer Specialists, Inc. - Proprietary & Confidential Milestone Acceptance and Verification Process –Custom will notify District when a Milestone has been achieved and will request sign-off to indicate District acceptance –District will have ten (10) working days to report any significant issues Project Plan

59 Custom Computer Specialists, Inc. - Proprietary & Confidential Data Conversion Policy and Procedures Communication Staff Development Detailed Timeline

60 Custom Computer Specialists, Inc. - Proprietary & Confidential Summary Introduction & Planning Overview Core Team Resource Review District Vision Timeline Milestone Review & Update Detailed Staff Development Plan Detailed Support Plan Infrastructure Plan

61 Custom Computer Specialists, Inc. - Proprietary & Confidential Summary Data Conversion Policy & Procedure Review Infinite Campus Customization Communication Plan Project Plan Detailed Timeline Definition

62 Custom Computer Specialists, Inc. - Proprietary & Confidential Review Implementation Plan Present Campus to the District Policy and Procedure Meeting Data Conversion Data Review Staff Development Go Live Readiness Meeting Go Live Support Next Steps

63 Custom Computer Specialists, Inc. - Proprietary & Confidential Goals Implementation Plan Define Roles Ownership Expectations

64 Custom Computer Specialists, Inc. - Proprietary & Confidential Accountability The ancient Romans had a tradition: whenever one of their engineers constructed an arch, as the capstone was hoisted into place, the engineer assumed accountability for his work in the most profound way possible: he stood under the arch. - Michael Armstrong


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