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Georgia Kedrowski Project Manager.  Select and implement a replacement student information system beginning August 2010.

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Presentation on theme: "Georgia Kedrowski Project Manager.  Select and implement a replacement student information system beginning August 2010."— Presentation transcript:

1 Georgia Kedrowski Project Manager

2  Select and implement a replacement student information system beginning August 2010.

3 July 2008 – Spring 2011 Process Steps  Identify Need  Selection Criteria  Involve Stakeholders  Develop Communications Model  System Selection

4  Identify why we need a change (Vision) 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

5  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

6 Project Team - What are all of the options in the marketplace? Pearson, SASIEdupoint GenesisSkyward PaC Pearson, PowerSchool TIES, TSISSunguard, eSchoolPlus AAL, eSISCentury, StarBaseOlympia, SchoolMaster Pearson, ChanceryOnCourse, OnCourse SIS Synthesis, SchoolWorks Excelsior, Pinnacle Plus AgileWebEIM RenWebMaestroLumination

7  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

8 SASIxp School Sites SIF Integration PCS Revenue Child Nutrition Follett Library System T.I.E.S Census Finance HR State 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

9  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 , 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

10  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

11  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 Director Johnna 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

12  Information Gathering  Initial Review with Project Team and State User Group Members ◦ Two Day System Demonstrations ◦ Scripted Demo ◦ Refinement of Initial Criteria

13  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

14 ◦ 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

15 ◦ 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

16 ◦ 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

17 ◦ 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

18 ◦ Systems Integration and Reporting  Chair, Mary James, Educational Data Coordinator  Planning Meeting Date: September 17,  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

19  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 ◦ spreadsheet to Georgia ASAP to forward to vendors ◦ Distribute vendor review dates and schedule with members

20  1,432 Criteria Identified Topic Areas: EnrollmentDemographicsState ReportingSPED/ELL/503 ContactsFeesCensusAttendance CalendarDisciplineCommunity Service Secondary Grading Grade BookTranscriptActivitiesFines and Fees CounselingTeacher Classroom Tests and Assessments Administration FitnessGroupsSupplemental Programs Transportation HealthStaffReportingScheduling New Year Processes Summer SchoolSIFSecurity Child NutritionGeneral FeaturesTechnical SpecsSupport

21  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 minutes at the end of the session for a debrief ◦ Identify follow-up questions ◦ Record debrief notes and follow-up questions on the spreadsheet

22  By Expertise Subgroup

23

24  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

25  Use the information gathered in the process to write and evaluate the RFP  Identify Evaluation Procedure BEFORE 60% Cost 40% 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

26

27 Total Proposal $$ Pts (60) Functional/ Technical Score Pts (40) Total Pts (100) 2,789, *2673 1,911, ,789, *2282 2,706, ,926, *Will not operate in current A-H technical environment

28  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

29 VendorTotal Proposal $$ Pts (60) Functional/ Technical Score Pts (40) Total Pts (100) eSIS2,789, *2673 Genesis1,911, PowerSchoo l 1,789, *2282 PaC2,706, TSIS1,926, *Will not operate in current A-H technical environment


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