1 Commitment to Continuous Improvement IT Update January 2007 Rod Moriyama Assistant Superintendent Office of Information Technology Services Copyright © 2007 Hawaii Department of Education

2 Mission of Public Education/ Department of Education To prepare: A literate citizenry for a democratic society A literate citizenry for a democratic society A skilled workforce for tomorrow A skilled workforce for tomorrow

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4 Our Goals and Student Priorities 1.Improve student achievement through standards-based education 2. Sustain comprehensive support for all students 3.Continuously improve performance and quality 1.Improve student achievement through standards-based education 2. Sustain comprehensive support for all students 3.Continuously improve performance and quality Achievement / Literacy Civic Responsibility Safety and well-being

5 The value of information follows the natural learning cycle: Admin Systems Student Support Systems IntegrationCollaboration “Fragmented Operational Systems” Early Integration between HR, Finance, Student Info Facilities Value Of Information Continuous Improvement Business Intelligence Predictive Systems Planning Community Collaboration Time Student Reg Demographics Grades Scheduling SPED Transfers Compliance Service Integration Renewal Copyright © 2007 Hawaii Department of Education

6 Information Technology Support SchoolsSystemOCISSOHROBS OFS OFS eSIS – Electronic Student Information System eCSSS- Comprehensive Student Support System Human Resources Sys Time and Attendance Time and Attendance Streamlining Streamlining Financial Information Systems CIP Repair and Maintenance IMPACTING INVOLVING

7 Key projects focus eSIS - Student Information System rollout eSIS - Student Information System rollout eCSSS-Student Support Information Systems eCSSS-Student Support Information Systems Human Resources Systems Human Resources Systems Time and Attendance System Time and Attendance System Professional Learning Infrastructure Professional Learning Infrastructure Act 51 Support Act 51 Support Web-based portal Academic /Financial Planning Enterprise Data Warehouse Enterprise Data Warehouse Financial Management Systems Financial Management Systems Standard Practices Standard Practices Infrastructure Enhancements Infrastructure Enhancements Medicaid Reimbursement Medicaid Reimbursement

8 Key performance indicators predict outcomes What is the correlation between some key indicators and the outcome measure of proficiency. What is the correlation between some key indicators and the outcome measure of proficiency. K K Student Student Student Student Student Student Student Student Weekly Progress tracking Rubric Principles Of Sound Assessment Curriculum Map Curriculum Map Content Factors Methods Sequence Materials Etc… Copyright © 2007 Hawaii Department of Education

9 Ultimately, information systems must support the goals of student achievement, safety & well being, and civic responsibility in our students! Student Information System Student Information System Human Resources Information System Human Resources Information System Employee Demographics Professional Development Etc… Financial Information System Financial Information System Enterprise Data Warehouse Predictive Monitoring Of Student Achievement Predictive Monitoring Of Student Achievement Facilities Information System Facilities Information System Copyright © 2007 Hawaii Department of Education

10 Lanakila Elementary School SPED = Special Ed ESL = English as a Second Language FARM = Free And Reduced Meals Copyright © 2007 Hawaii Department of Education

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13 Implementing and managing new centralized Student Information System 82 Schools Up in SY 05-06

14 eSIS Functionality Timeline Demographics Grades Attendance Registration Scheduling Transfers Elem Report Cards Traditional Report Cards eCSSS Remote Access Standardized testing Health records Diploma reqmts Multi- track Career Pathways Parental access Interfaces Reports/ Letters Student Data Mart eGradebook Other functions Copyright © 2007 Hawaii Department of Education

15 eSIS is not just another application implementation… it is coordinated effort of a number of projects. Standards Based Report Cards New Curriculum ACCN New Curriculum ACCN Teachers Technology Enhancement Program Teachers Technology Enhancement Program Network Upgrade & Support Network Upgrade & Support Student Services ISPED CSSS SSIS Student Services ISPED CSSS SSIS Security & Privacy Infrastructure Security & Privacy Infrastructure eSIS Phased Implementation eSIS Phased Implementation

16 Classroom Teacher Computer Initiative To implement better productivity tools, all teachers must be proficient! COST = $500/ teacher/ year What is this program? As eSIS is deployed in every school, every classroom teacher will be trained and provided with a computer. Standard platform and software all pre- installed. Technology is renewed every 3 years! What is this program? As eSIS is deployed in every school, every classroom teacher will be trained and provided with a computer. Standard platform and software all pre- installed. Technology is renewed every 3 years! Copyright © 2007 Hawaii Department of Education

17 Classroom Teachers Computer Initiative (CTCI) is a major deployment effort

18 “The eSIS Challenge” Fast assimilation of new technology and new cultural shift. SY eSIS Operational Support Operational Support Technology & Inservice Technology & Inservice Network Readiness Standards Based Report Cards Act 51-SLH 2004 Standards Based Report Cards Act 51-SLH 2004

19 Comments on eSIS Implementation from Principals and Tech Coordinators Our attendance data is much more accurate than in years past Our attendance data is much more accurate than in years past Teachers no longer have to bring paper progress reports to a central location and help stuff envelopes with multiple reports per student Teachers no longer have to bring paper progress reports to a central location and help stuff envelopes with multiple reports per student Mark entry is less work for everyone compared to entering marks on floppy disks and uploading data Mark entry is less work for everyone compared to entering marks on floppy disks and uploading data Teachers are able to print out their own class lists, attendance summaries and grade summaries Teachers are able to print out their own class lists, attendance summaries and grade summaries Help desk support is the best…anywhere!! Help desk support is the best…anywhere!! Training materials were excellent! Training materials were excellent!

20 Comprehensive Student Support System SPED ESLL SSIS PSAP Gifted & Talented Other CSAP SPED – Special Education SSIS – Safe Schools Inf Sys CSAP – Comprehensive School Alienation Program PSAP – Primary School Adjustment Project ESLL – English for Second Language Learners

21 Development Phases Phased Delivery Phased Delivery Phase 1 – replacement of the existing ISPED and CSSS systems with current functionality Phase 1 – replacement of the existing ISPED and CSSS systems with current functionality Phase 2 – enhancement of ISPED and CSSS Phase 2 – enhancement of ISPED and CSSS Phase 3 – replacement of SSIS and further enhancements Phase 3 – replacement of SSIS and further enhancements Basic timing Basic timing Phase 1 – through early 2007 Phase 1 – through early 2007 Phase 2 – through mid 2007 Phase 2 – through mid 2007 Phase 3 – through early 2008 Phase 3 – through early 2008

22 Streamlining in Human Resources Structure 6000 Civil Service employees delinked from DHRD 6000 Civil Service employees delinked from DHRD Restructuring of OHR personnel management from employee categories to functions Restructuring of OHR personnel management from employee categories to functions Professional development and Training consolidated under OHR Professional development and Training consolidated under OHRProcess 6.5 million historical records are now available electronically…this is only 40% completed….extremely manually intensive…Target: million historical records are now available electronically…this is only 40% completed….extremely manually intensive…Target: 2010 New online application and tracking system customized for unique workflow of DOE Classified/Support Services Personnel New online application and tracking system customized for unique workflow of DOE Classified/Support Services Personnel Year-round open recruitment for Classified/Support Services Personnel Year-round open recruitment for Classified/Support Services Personnel Understanding barriers to productivity

23 Achievements continued Improved transactions system for Position and Employee Data Improved transactions system for Position and Employee Data -Employee information reduced from 12 screens to 2 -Position information reduced from 9 screens to 2 -Single versus double entry results in 50% reduction in error rate -Enhanced reporting capabilities due to customization of database Classified Transactions Impact Automated Grievance tracking

24 Moving to NeoGov provided a fast transition to supporting Classified Recruiting and hiring Customized to streamline processing specifically for the DOE Customized to streamline processing specifically for the DOE All levels of users have access to the system…including schools All levels of users have access to the system…including schools Eligibility lists and applications can be viewed by principals Eligibility lists and applications can be viewed by principals Interview scheduling all done online Interview scheduling all done online Training is done online Training is done online

25 Operational for Leave Accounting at State level offices Leave Accounting Temporary Assignments Phase II: Full Payroll with Worker’s Comp Timeline Focus on Salaried Personnel SY mo only – state level SY all salaried employees Kauai and Windward districts All the schools Single School Calendar

26 Remaining T&A Rollout Schedule Leave Accounting Leave Accounting With Overtime & Temporary Assignment Forms For all “salaried employees” For all “salaried employees” (10-mo. & 12-mo.) (10-mo. & 12-mo.) All Windward District Schools All Windward District Schools  All Kauai District Schools  Hilo High and Kalanianaole Inter & Elem In Progress Jan. 01, 2007 same as above same as above All Honolulu District Schools All Honolulu District Schools  All Maui District Schools Apr. 01, 2007 July 01, 2007 same as above same as above All Central District Schools All Central District Schools  All Leeward District Schools  All Hawaii District Schools Oct. 01, 2007 Jan. 01, 2008 Training Live

27 Implementation Plan for Human Resources Systems SY 05-06SY 06-07SY 07-08SY Process Mapping of key processes Initial Design /Requirements Definition NeoGov – Recruiting/ Hiring Leave Accounting Common Recruiting Subsystem School Lists Implementation Professional Learning Infrastructure Automated forms for Time & Attendance Training and Support Position Management Employee transactions Leave Accounting in all Schools Continuous Improvement Practices Productivity impact analysis Integration w/ Financial Mgmt system

28 Accountability and Transparency Academic Plan Financial Plan Academic/Financial Plan Approval Complex Areas Resource Allocation and Monitoring State Level Financial Systems development Transparency Monthly reporting Variance Analysis and Resolution Effective Use of Resources SCC* Student Data Student Data Schools *School Community Councils

29 School Documents Online Website Purpose The ONE-STOP PORTAL for posting/viewing school- generated, Act 51 documents: The ONE-STOP PORTAL for posting/viewing school- generated, Act 51 documents: Academic Financial Plan Academic Financial Plan Quarterly Progress Reports Quarterly Progress Reports School Community Council Meeting Agenda and Minutes School Community Council Meeting Agenda and Minutes Provides for … Provides for … Act 51 compliance Act 51 compliance Schools/Principals to easily access and post these documents Schools/Principals to easily access and post these documents CAS, Superintendent to monitor school progress CAS, Superintendent to monitor school progress Public to view, access school progress status Public to view, access school progress status

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32 Planning for Financial Management Systems SY 06-07SY 07-08SY 08-09SY Business Case development Current systems assessment Process Mapping of key processes Utilize Data Warehouse for producing more useful reports Budget vs Actual Initial Requirements Definition RFP process Development Training/ Support Development Phase I Implementation Continuous Improvement Practices Productivity impact analysis

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34 A Centralized Help Desk is the starting point for consistent service Knowledge Data Base

35 Network is the Key to Supporting the DOE IT Infrastructure Student s Public Teachers Support Staff Support Staff Administrator s Learning & Teaching: Instructional Programs Instruction Administration Staff Training Learning & Teaching: Instructional Programs Instruction Administration Staff Training Administrative Systems: Human Resources Student Information Management Financial Systems Fixed Asset/Property Management Systems Administrative Systems: Human Resources Student Information Management Financial Systems Fixed Asset/Property Management Systems INFRASTRUCTUREINFRASTRUCTURE I N F R A S T R U C T U R E Communications Parents

36 Cable Bridge Ethernet on CATV Network FR Switch FRAD State’ I-Net DWDM Network Internet and Internet2 10Mbps T-1/FT Mbps/ Gig Mbps/FC OC-3 Inter-island Sun Sun Servers AlphaALPHA Switch DOE Central Computing and Communications Center Internet Servers 2 T-3 FR PC ROUTER R Mac PC School/Office PC ROUTER MacPC School/Office PC Ascom Timeplex Layer 3 Switch MacPC School/Office Switch Switch Switch IBM Host IBM HOST Connection Switch Switch FR Switch Public Frame Relay /DWDMDWDM Layer 3 Switches Router School LAN ADMIN & Instructional Servers Servers HIDOE Wide Area Network (Hawaii K-12 Network) ROUTER School LAN

37 HIDOE K-12 Wide Area Network Kauai Niihau Oahu Molokai Lanai Maui Hawaii

38 Technology Infrastructure in Hawaii Dramatic Progress has been made with limited resources.

39 Internet Backbone Access Speed Increase

40 All schools connected with at least 10 Mbit speed… need is still growing.

41 Challenges Increasing demand for network capacity Increasing demand for network capacity Increasing demand for reliability, network uptime Increasing demand for reliability, network uptime Use of the network for mission critical applications Use of the network for mission critical applications Use of network for growing number of multimedia applications Use of network for growing number of multimedia applications New applications are all network based New applications are all network based Security – complex, costly to prevent breaches Security – complex, costly to prevent breaches Converged network applications Converged network applications Limited availability of high capacity broadband service from the telecom service providers Limited availability of high capacity broadband service from the telecom service providers Availability of funds for network upgrade Availability of funds for network upgrade Network is a utility, not visible as applications Network is a utility, not visible as applications

42 Budget Request for Biennium FY EDNEDNShort Description BOE FY08 Total Request BOE FY09 Total Request Exec Budgt 150 Funding to develop, manage, and sustain support for the new integrated Student Services data management system eCSSS (include ISPED, CSSS, Medicaid and SSIS)$1,566,220$769, Funds for DOE Wide Area Network Upgrade and Positions for Centralized Help Desk (CHD) staff$1,005,772$1,012, Funds for conversion of data to eSIS, further customization of eSIS, and one DPSA IV position$999,964$1,000, Design and develop new Financial Management System$650,000$1,250, F Facilities Asset Management System $1,000,000 $ 125,0000 Total submitted with BOE$5,221,956$4,157,4140

43 The Leadership challenge Skills needed for change: Skills needed for change: Inter-personal skills Inter-personal skills Leadership skills Leadership skills Change management Change management Cultural adaptation skills Cultural adaptation skills Project management skills Project management skills Interviewing/ surveying skills Interviewing/ surveying skills Financial/ Accounting skills Financial/ Accounting skills

44 The primary aim of education is not to enable students to do well in schools or colleges, but to help them do well in the lives they lead outside of the schools and colleges. Ray McNulty

45 Questions? notes.k12.hi.us

46 Appendix Additional Detailed Information

47 Thanks to your support…

48 What is I-Net State network created as a result of cable TV franchise agreement. State network created as a result of cable TV franchise agreement. Shared by State, UH and DOE Shared by State, UH and DOE Share same physical fiber – Need WDM (wave division multiplexing) to create multiple wave channels for network. Share same physical fiber – Need WDM (wave division multiplexing) to create multiple wave channels for network. Expanding and being upgraded. Expanding and being upgraded. Covers Inter-island connection. Covers Inter-island connection. Implemented in Oahu (two rings), Hawaii, Maui and Kauai. Implemented in Oahu (two rings), Hawaii, Maui and Kauai.

49 Importance of I-Net  New administrative support systems such as the New Student Information System, Special Ed System, etc. being implemented requires network connection from every classroom.  Large high schools (some with over 200 classrooms) and many large schools will require high capacity network connectivity for the admin support systems.  I-Net provides current and future network requirements for the admin support systems.  Increasing adoption of network based instructional programs.  Increasing adoption of instruction/curriculum management systems.

50 Importance of I-Net (continued)  Multimedia applications for staff training and remote instruction is increasingly important due to stringent staff qualification requirements for all teaching staff at all schools.  Expert teaching staff is limited, especially at the remote, rural schools.  Plan to implement video conferencing capability for all schools.  Distributed conference bridging capability for Oahu, Hawaii, Maui and Kauai using I-Net.

51 Equitable Network Connectivity  Many schools are located at remote or under-served areas and the high capacity network connectivity is needed the most for these schools for instructional, training and admin applications.  But high capacity network from service provider is not available to many of the schools in the remote areas.  I-Net provides high speed/capacity network connectivity to Waianae, Kahuku, Waialua.  Future expansion of I-Net will include many remote neighbor island schools.  Only I-Net can provide high capacity, adaptable, expandable network capacity to many of the remote schools.

52 Current Status  Oahu – 21 sites, most high school on Gigabit Ethernet or 100 Mbps Ethernet.  I-Net connection for data storage replication, redundancy and disaster recovery using two 2 Gigabit fibre channel connections between the two data centers.  Hawaii – Kealakehe High, Waimea El/Middle, Waiakea High, Hawaii district office,  Maui – Maui High, Lahainaluna, Maui district office  Kauai – Kauai High, Kapaa High, Kapaa Middle, Kamakahelei, Waimea High, Wilcox, Kauai Do

I-Net Expansion Plan  Oahu – Roosevelt High, Mililani High, Radford High, Waipahu High, Kalaheo High.  Hawaii – Hilo High, Hilo Interm, Keaau High, Honokaa High, Kealakehe Interm, Hilo DO.  Maui – Baldwin High, Kekaulike High, Kalama, Maui Lani, Lokelani, Kihei El, Lahaina Interm.  Kauai – Waimea Canyon