managing vendor relationships
DESCRIPTION
Managing Vendor Relationships. Monday, October 29, 2012 Facilitator: Jim Campbell (SST) Panelists: John Brandt, Utah State Office of Education Brian Rawson, Texas Education Agency Christina McDougall, Washington State Education Research & Data Center. Washington. - PowerPoint PPT PresentationTRANSCRIPT
2012 SLDS P-20W Best Practice Conference 1
MANAGING VENDOR RELATIONSHIPS
Monday, October 29, 2012Facilitator: Jim Campbell (SST) Panelists: John Brandt, Utah State Office of EducationBrian Rawson, Texas Education AgencyChristina McDougall, Washington State Education Research & Data Center
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WASHINGTON
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Education Systemo Decentralized education systemo Each sector has own reporting structure
• Governor, Elected Officials, Boardso Education Research and Data Center (ERDC) is the P20W organization
• Established 2007 • Within the Office of Financial Management – Governor’s budget and policy organization• Organization exists in statute• Charged with collecting data from all of the sectors and providing P20W information
P20W Work in Washington State To Dateo Has been producing cross-sector, identity matched and linked P20W data and research for 5 years
without a data warehouseo Forged relationships with education and workforce partners
Unique EnvironmentThe ERDC Is NOT an education or workforce agency; truly a P20W organization Does not require a transactional data warehouse to support operations Is experienced in creating matched and linked P20W data and information products Has the ability to focus on a purely longitudinal, research based system
WASHINGTON STATE OVERVIEW
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1)K12 SLDS (2008)2)P20W SLDS (2009 ARRA)3)Early Childhood Race To The Top (2011)4)WDQI (2012)
GRANTS IN WASHINGTON STATE
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1) P20W Program Management
2) P20W Data Warehouse Project• Project Manager
Moved to Technical Project Manager Role and added Administrative Project Manager role
• Feasibility/Implementation Study Vendor (role completed)• Technical Project Manager• Administrative Project Manager
Vendor terminated for convenience Replaced with state resource
• Software and Implementation Vendor Vendor terminated for convenience Now building in-house with purchased Software Tools and Support
• Software Installation and Technical Support (ETL, Data Quality, Identity Matching expertise) Recently completed negotiations for software tools and Time and Materials
based support
WASHINGTON STATE P-20W PROGRAM VENDORS
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Pre-ContractConducted a Feasibility/Implementation Study over the right approach
to creating the P20W data warehouseIdentified Risks Incorporated Risk Mitigation into the SOW and NegotiationsContracting ActivitiesIdentified a Plan B
During the ContractInitial Positive ActivitiesWhat signs indicated we were headed down the wrong path for WA State?What steps did we take at that point?
Post – ContractWhat course did we take to end the contract and relationship?
VENDOR MANAGEMENT IN WASHINGTON
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TEXAS
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Population 25.7M people – second largest in the country 1,500 cities – Dallas/Ft Worth Metroplex population exceeds the
population of 31 states 254 counties – Brewster County could fit Connecticut, Delaware,
and Rhode Island within its bordersEducation
4.8M public school children 8,435 school campuses 1,237 school districts and charter schools 659,821 K-12 employees, including 333,007 teachers 980,000 public higher education students 98 institutions of higher education 145,000 higher education employees
TEXAS OVERVIEW
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GRANTS IN TEXAS
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VENDOR MANAGEMENT IN TEXAS
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UTAH
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OVERVIEW – VENDORS IN UTAH
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• Utah has used three primary vendors for SLDS related work
• These vendors have worked primarily for the Utah State Office of Education (K12).
• Some of the work is being done for the K12 SLDS which is named UTREx for Utah eTranscripts and Record Exchange
• Some of work is being done for the P-20W SLDS which is named UDA for Utah Data Alliance.
• Of the three vendors only one has worked on both UTREx and UDA.
• The common vendor has provided data warehousing databases and software.
• In all cases internal IT development and program staffs have worked with the vendors.
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GRANTS IN UTAH
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• A 2007 grant automated infrastructure for the collection, management and use of detailed student data from all Utah LEAs
• This grant allowed for the replaced of an aging, batch oriented central data clearinghouse and ODS warehouse of student data.
• This grant implemented the infrastructure to send electronic transcripts from any Utah high school to any National Transcript Center participating post-secondary institution. ==============================================
• A 2010 SLDS/ARRA grant is being used for the development of a P-20W warehouse that integrates the data from four state agencies.
• This grant creates necessary data structures and data flows as well as researcher and report writer access tools.
• This grant establishes extensive data governance policies including those related to data security, access, quality and use.
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• Shared vision and development of contract(s) that are clear about deliverables and schedules including realistic milestones
• Definitions of the roles of both vendor and client personnel including shared project management responsibilities
• Ongoing management of deliverables – is the client getting what they asked for and need?
• Requirements for clear and accurate documentation
• Development of correctly targeted training• Understanding all sustainability costs• Delineation of any post-contract maintenance and
support needs and agreements• Verifying that the vendor is adhering to standards
VENDOR MANAGEMENT IN UTAH
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2012 SLDS P-20W Best Practice Conference
Contact information:Christina McDougall, [email protected] Brian Rawson, [email protected] John Brandt, [email protected] Jim Campbell, [email protected]
CONTACTS & ADDITIONAL RESOURCES
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