1. Educational Information System Replacement Plan
All Administrators and Supervisors
December 8, 2006
Fred Sherman
Kathy Kyne
December 8, 2006

2. We need your help to identify and build the best educational information system for our district
December 8, 2006

3. Background
Measure C provides the resources to replace our current SIS system
October Current systems assessment completed
Executive Leadership Team study
A decision to move ahead with the procurement of an Educational Information System (EIS)
December 8, 2006

4. Why Replace Current Systems?
Need a new architecture to:
improve services to students
enhance teaching and learning
Under the current system:
grades cannot be posted for students who have completed 23+ quarters
Legacy system is near end of life
December 8, 2006

5. Procurement / Implementation Schedule
Phase 1 CY 2007
Functionality and Gap Analysis Jan - Sept
Decision and Contracting Oct - Dec
Phase CY
Conversion and Training
Phase 3 CY
Stabilization
December 8, 2006

6. 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
December 8, 2006

7. EIS Steering Committee
Judy Miner Instruction
Rose Myers Student Dev/Instruction
Hector Quinonez Controller
Chien Shih Information Systems
ETAC Academic Rep
ETAC Classified Rep
Bob Barr IR & Planning
Kim Chief Elk Human Resources
Sue Gatlin Tech Instr / Workforce
Jeanine Hawk Finance & College Svc
Kathy Kyne Project Manager
December 8, 2006

8. Tentative Project Schedule Phase 1
January 22 Kickoff / Planning
February 5 Begin Requirements Gathering
(3 week process)
April 30 Release RFP
May 31 Begin RFP Reviews
June Conduct Vendor Demos
Sept 30 Release Final Report / Decision
Dec 31 Complete Contract Negotiations
December 8, 2006

9. Critical Early Assumptions
Design a student-centered system
Upgrade and streamline services to our students
Make the delivery of student services consistent across the district
Create a sustainable architecture
December 8, 2006

10. Criteria for Decision Making
Functional Requirements
Technical Requirements
Vendor Demonstrations
Site Visits
Reference Checks
December 8, 2006

11. Decision Director Tool
Sponsored through the Foundation for California Community Colleges
Web-based, easy to use, allows wide participation
Identifies and validates functional and technical requirements
Supports review of educational work processes and procedures
December 8, 2006

12. Decision Director Tool
Web based RFP - vendors respond online using this tool
Can include community source solutions
Provides comprehensive information to guide decision
Tool can be used to monitor implementation
December 8, 2006

13. Project Brainstorming
High-level definition and assessment of business processes
Develop baseline importance and satisfaction ratings
“What are our priorities?” “Where can we take huge leaps forward?”
Adds clarity to the process and establishes a benchmark for impact analysis
We can configure DecisionDirector to “go deep” in desired areas
December 8, 2006

14. Identifying Requirements
December 8, 2006

15. Online RFP Process
December 8, 2006

16. Decision Information
December 8, 2006

17. References Citrus College Gavilan Taft Cuesta University of Virginia
South Dakota Board of Regents
December 8, 2006

18. Questions?
December 8, 2006