Educational Information System Replacement Plan Overview Education Information Technology Department January 5, 2007

What is EIS? Educational Information System will provide automation for much of our student and administrative services Replaced legacy systems will include: SunGuard’s IA Plus (HRS, FRS, SIS) Other independent systems such as: Resource Management System Work Flow System Library System Student Tracking System Counseling System (Early Alert) Identity Management System Other Legacy manual processes January 5, 2007

Background October 2006 - Current systems assessment concluded that we should: replace our old legacy systems and begin procurement of an Educational Information System (EIS) Measure C provides resources to replace our legacy systems January 5, 2007

Why Replace? A new EIS architecture will: improve services to students enhance teaching and learning Legacy systems are limited in their: capacity to store certain records ability to add new functionality Legacy systems are near end of life January 5, 2007

Critical Early Goals Design / procure a student-centered system Upgrade / streamline services to our students Deliver student services consistently across the district Create a sustainable architecture January 5, 2007

Key Features of Project Web-based tool to collect broad based input regarding the requirements of a new system. Six year cycle to choose, procure, install, convert, configure, and train. Four years away from going live on the new system. Changing systems is a difficult process involving all District departments January 5, 2007

Project Overview Phase 1 CY 2007 Phase 2 CY 2008 -10 Functionality and Gap Analysis Jan - Sept Decision and Contracting Oct - Dec Phase 2 CY 2008 -10 Conversion and Training Phase 3 CY 2011-12 Stabilization January 5, 2007

Choosing a System Criteria Ability to meet functional requirements Ability to meet technical requirements Evaluation of vendor demonstrations Evaluation during site visits Reference Checks Vendor-developed and open-source, collaborative solutions considered January 5, 2007

Project Leadership Department managers Kathy Kyne Chien Shih At Foothill / De Anza Colleges, Central Services Responsible for requirements identification and validation in Phase 1 Kathy Kyne Consultant Phase 1 project leader / facilitator Chien Shih Director of Information Systems & Operations Overall responsibility for the project (all phases) January 5, 2007

Team Organization in Phase 1 Project Manager Faculty / Staff Functional Manager Purchasing Project Support Team EIS Steering Committee Vice Chancellor Technology Chancellor’s Staff Chancellor’s Advisory Council Foothill - De Anza Senior Staff Students ETAC Committee All Administrators / Supervisors January 5, 2007

Phase 1 Project Schedule March 13 Project Kickoff April 16 Process Reviews May 7 Requirements Gathering July 2 Release RFP Aug 31 Begin RFP Reviews Oct 1 Conduct Vendor Demos Nov 15 Release Final Report / Decision Dec 31 Complete Contract Negotiations January 5, 2007

Decision Director Tool Is sponsored through the Foundation for California Community Colleges Is Web-based, easy to use, and allows wide participation Supports identification and validation of functional / technical requirements January 5, 2007

Decision Director Tool Supports analysis of educational work processes / procedures Allows vendors / collaboratives to submit proposal information directly into Web database Provides decision support information to guide decision January 5, 2007

Decision Information Sample January 5, 2007

References University of Virginia South Dakota Board of Regents Citrus College Gavilan Taft Cuesta January 5, 2007

Terms Educational Information System (EIS) FHDA specific term for this project Enterprise Resource Management (ERP) system A comprehensive information system that automates organizational processes Migration The task of moving from one system to another Conversion The task of cleaning and reformatting data in one system and moving it to another system January 5, 2007

Questions? January 5, 2007