Selecting and Implementing a Student Information System Neil Charles Morris Hills Regional District TechSpo 2008 Buyer Beware: With so many Student Information System (SIS) products on the market claiming to do everything from raising test scores to automated NJSMART reporting, many school districts are unsure which SIS to purchase. The new purchase will inevitably reduce much work associated with running a district – or will it? Selecting and implementing the “right” SIS for your district is an extremely challenging task. Although every district has unique SIS needs, this session will focus on four key areas in order to avoid a SIS implementation failure in your district: 1. Software selection, 2. Estimated timelines, 3. Deployment, and 4. Training/Staff Development.

Agenda Introduction Introduction Software Selection Software Selection –What do districts want in a SIS? –Who are the major SIS vendors today? –Who are other SIS vendors? –Selection recommendations Deployment: Deployment: –What are some lessons learned? –What are some critical factors for successful implementation? –Estimated Timelines Training / Staff Development Training / Staff Development –Associated Costs –Ease of use Other Other –Hardware –Maintenance / upgrades –Backups –Who is responsible? –External interfaces

What do districts want in a SIS? Source: IBM Business Consulting Services

Most school districts want… Web-based, web-enabled, multi-platform or hosted solution Web-based, web-enabled, multi-platform or hosted solution State reporting State reporting Multi-tiered levels of access (admin, counselors, teachers, parents, students, etc.) Multi-tiered levels of access (admin, counselors, teachers, parents, students, etc.) Secure Secure Special Education Special Education Internal reporting Internal reporting Health Health Fees / Lockers / Inventory Fees / Lockers / Inventory Scheduling Scheduling Transcripts / Historical information Transcripts / Historical information Attendance Attendance Handheld devices Handheld devices Teacher gradebook Teacher gradebook Import / export data from/to other systems Import / export data from/to other systems EASY TO USE! EASY TO USE!

SIS Vendors Major SIS Vendors Other SIS Vendors SASI ( ) Chancery SMS ( ) Sungard Pentamation ( ) STIOffice ( ) AERIES Eagle Software ( ) PaC School Management Software Skyward ( ) PowerSchool ( ) eSIS Administrative Assistants Ltd. ( ) TSIS2 TIES / SchoolMAX MAXIMUS ( ) Schoolmaster ( ) Ace Software ADM2000 ( ) CrossPointe ( ) eSD ( ) Genesis Student Information System ( ) Management Information Group SIRS ( ) Rediker Software ( ) The Student Tracker ( )

Selection Recommendations Average “shelf-life” in district 7-10 years Average “shelf-life” in district 7-10 years Each district has unique and diverse needs Each district has unique and diverse needs Bigger doesn’t always equate to BETTER Bigger doesn’t always equate to BETTER Define current practices Define current practices Define needs: Needs assessment Define needs: Needs assessment Availability and timeliness of support / upgrades / customizations Availability and timeliness of support / upgrades / customizations Reputation of Vendor (partner) Reputation of Vendor (partner) Review current systems / interfaces Review current systems / interfaces Host meetings with constituents and key stakeholders (supervisors, teachers, parents, students, IT, counselors, nurses, etc.) Host meetings with constituents and key stakeholders (supervisors, teachers, parents, students, IT, counselors, nurses, etc.)

Deployment – Lessons Learned Implement module by module  don’t try to do too many at once Implement module by module  don’t try to do too many at once In our old system… In our old system… It’s all about people, not technology It’s all about people, not technology Support from the top is critical Support from the top is critical The project leader makes a big difference The project leader makes a big difference Communication 3 Communication 3 Roadmaps and timelines keep everyone focused Roadmaps and timelines keep everyone focused It’s easier to give than to take away! It’s easier to give than to take away!

Deployment – Critical Factors for Success Upper level district and school leadership Upper level district and school leadership A core project team A core project team Project leader Project leader Data integrity checks: Garbage in = Garbage out Data integrity checks: Garbage in = Garbage out Stable infrastructure Stable infrastructure Cross-functional teams Cross-functional teams Realistic timelines Realistic timelines Enthusiasm and sense of ownership Enthusiasm and sense of ownership Communicate post implementation support and training Communicate post implementation support and training Success  Publicity and recognition for involvement Success  Publicity and recognition for involvement Technical support / JIT training Technical support / JIT training

Estimated Timelines - Most published articles indicate that school personnel should take their best timeline estimates and DOUBLE them. Break up the timeline into phases or waves (eRate) Be cautious of vendor timelines: if it sounds too good … Don’t make promises Don’t forget the conversion timeline! Speak to other districts that went through a similar SIS transition Sample Timelines PowerSchool Mount Diablo Morris Hills SLEDTECH.org Ohio State University

Training / Staff Development Define when / how staff will be trained Define when / how staff will be trained Try to limit training to no more than two hours at a time Try to limit training to no more than two hours at a time Plan training for specific user groups Plan training for specific user groups Communicate to staff “who to call when…” Communicate to staff “who to call when…” Create experts or area specialists Create experts or area specialists External people aren’t necessarily better but they help validate what is being done External people aren’t necessarily better but they help validate what is being done Have vendor include some training in proposal Have vendor include some training in proposal

Other Hardware Hardware Database (dBase, FileMaker, Oracle, RDM, SQL, Visual FoxPro, etc) Database (dBase, FileMaker, Oracle, RDM, SQL, Visual FoxPro, etc) Maintenance / upgrades Maintenance / upgrades Backups Backups Who is responsible? Who is responsible? External interfaces External interfaces SIF ( ) SIF ( )

Resources "The Evolution of Student Information Systems," T.H.E. Journal, 10/1/2005, "The Evolution of Student Information Systems," T.H.E. Journal, 10/1/2005, ibm.com/industries/education/doc/content/solution/ html 03.ibm.com/industries/education/doc/content/solution/ html 03.ibm.com/industries/education/doc/content/solution/ html 03.ibm.com/industries/education/doc/content/solution/ html Neil Charles Morris Hills Regional District TechSpo 2008