Selecting and Implementing a Selecting and Implementing a Student Information SystemStudent Information System

Neil CharlesNeil Charlesncharles@mhrd.k12.nj.usncharles@mhrd.k12.nj.us

Morris Hills Regional DistrictMorris Hills Regional DistrictTechSpo 2008TechSpo 2008

Buyer BewareBuyer Beware: With so many Student Information : With so many Student Information System (SIS) products on the market claiming to do System (SIS) products on the market claiming to do

everything from raising test scores to automated everything from raising test scores to automated NJSMART reporting, many school districts are unsure NJSMART reporting, many school districts are unsure

which SIS to purchase. The new purchase will inevitably which SIS to purchase. The new purchase will inevitably reduce much work associated with running a district – or reduce much work associated with running a district – or

will it? Selecting and implementing the “right” SIS for will it? Selecting and implementing the “right” SIS for your district is an extremely challenging task. Although your district is an extremely challenging task. Although

every district has unique SIS needs, this session will focus every district has unique SIS needs, this session will focus on four key areas in order to avoid a SIS implementation on four key areas in order to avoid a SIS implementation failure in your district: 1. Software selection, 2. Estimated failure in your district: 1. Software selection, 2. Estimated

timelines, 3. Deployment, and 4. Training/Staff timelines, 3. Deployment, and 4. Training/Staff Development.Development.

AgendaAgenda IntroductionIntroduction Software SelectionSoftware Selection

– What do districts want in a SIS?What do districts want in a SIS?– Who are the major SIS vendors today?Who are the major SIS vendors today?– Who are other SIS vendors?Who are other SIS vendors?– Selection recommendationsSelection recommendations

Deployment:Deployment:– What are some lessons learned?What are some lessons learned?– What are some critical factors for successful implementation?What are some critical factors for successful implementation?– Estimated TimelinesEstimated Timelines

Training / Staff DevelopmentTraining / Staff Development– Associated CostsAssociated Costs– Ease of useEase of use

OtherOther– HardwareHardware– Maintenance / upgradesMaintenance / upgrades– BackupsBackups– Who is responsible?Who is responsible?– External interfacesExternal interfaces

What do districts want in a SIS?What do districts want in a SIS?

Source: IBM Business Consulting Services

Student Demographics

-Enrollment

Most school districts want…Most school districts want… Web-based, web-enabled, multi-platform or hosted solutionWeb-based, web-enabled, multi-platform or hosted solution State reportingState reporting Multi-tiered levels of access (admin, counselors, teachers, Multi-tiered levels of access (admin, counselors, teachers,

parents, students, etc.)parents, students, etc.) SecureSecure Special EducationSpecial Education Internal reportingInternal reporting HealthHealth Fees / Lockers / InventoryFees / Lockers / Inventory SchedulingScheduling Transcripts / Historical informationTranscripts / Historical information AttendanceAttendance Handheld devicesHandheld devices Teacher gradebookTeacher gradebook Import / export data from/to other systemsImport / export data from/to other systems EASY TO USE!EASY TO USE!

SIS VendorsSIS VendorsMajor SIS Vendors

Other SIS Vendors

SASI ( www.pearsondigital.com )Chancery SMS ( www.chancery.com )Sungard Pentamation ( www.petamation.com )STIOffice ( www.ssts.com )AERIES Eagle Software (www.aeries.com )PaC School Management Software Skyward ( www.skyward.com )PowerSchool (www.powerschool.com )eSIS Administrative Assistants Ltd. (www.aalsolutions.com )TSIS2 TIES / SchoolMAX MAXIMUS (www.schoolmax.net )Schoolmaster ( www.schoolmaster.com )

Ace Software ADM2000 (http://www.acesoft.com )CrossPointe (www.crosspointeschoolsonline.com )eSD (http://www.eschooldata.com )Genesis Student Information System (www.genesisedu.com )Management Information Group SIRS ( www.migsirs.com )Rediker Software (http://www.rediker.com )The Student Tracker (www.contourdata.com )

Selection RecommendationsSelection Recommendations

Average “shelf-life” in district 7-10 yearsAverage “shelf-life” in district 7-10 years Each district has unique and diverse needsEach district has unique and diverse needs Bigger doesn’t always equate to BETTERBigger doesn’t always equate to BETTER Define current practicesDefine current practices Define needs: Needs assessment Define needs: Needs assessment Availability and timeliness of support / upgrades / Availability and timeliness of support / upgrades /

customizationscustomizations Reputation of Vendor (partner)Reputation of Vendor (partner) Review current systems / interfacesReview current systems / interfaces Host meetings with constituents and key stakeholders Host meetings with constituents and key stakeholders

(supervisors, teachers, parents, students, IT, counselors, (supervisors, teachers, parents, students, IT, counselors, nurses, etc.)nurses, etc.)

Deployment – Lessons LearnedDeployment – Lessons Learned

Implement module by module Implement module by module don’t try don’t try to do too many at onceto do too many at once

In our old system…In our old system… It’s all about people, not technologyIt’s all about people, not technology Support from the top is criticalSupport from the top is critical The project leader makes a big differenceThe project leader makes a big difference CommunicationCommunication33 Roadmaps and timelines keep everyone Roadmaps and timelines keep everyone

focusedfocused It’s easier to give than to take away!It’s easier to give than to take away!

Deployment – Critical Factors for Deployment – Critical Factors for SuccessSuccess

Upper level district and school leadershipUpper level district and school leadership A core project teamA core project team Project leaderProject leader Data integrity checks: Garbage in = Garbage outData integrity checks: Garbage in = Garbage out Stable infrastructureStable infrastructure Cross-functional teamsCross-functional teams Realistic timelinesRealistic timelines Enthusiasm and sense of ownershipEnthusiasm and sense of ownership Communicate post implementation support and Communicate post implementation support and

trainingtraining Success Success Publicity and recognition for Publicity and recognition for

involvementinvolvement Technical support / JIT trainingTechnical support / JIT training

Estimated Timelines - Estimated Timelines - Most published articles indicate Most published articles indicate that school personnel should take their best timeline estimates and that school personnel should take their best timeline estimates and

DOUBLE them.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 TimelinesPowerSchoolMount DiabloMorris HillsSLEDTECH.orgOhio State University

Training / Staff Training / Staff DevelopmentDevelopment

Define when / how staff will be trainedDefine when / how staff will be trained Try to limit training to no more than two Try to limit training to no more than two

hours at a timehours at a time Plan training for specific user groupsPlan training for specific user groups Communicate to staff “who to call when…”Communicate to staff “who to call when…” Create experts or area specialistsCreate experts or area specialists External people aren’t necessarily better External people aren’t necessarily better

but they help validate what is being donebut they help validate what is being done Have vendor include some training in Have vendor include some training in

proposalproposal

OtherOther

HardwareHardware Database (dBase, FileMaker, Oracle, Database (dBase, FileMaker, Oracle,

RDM, SQL, Visual FoxPro, etc)RDM, SQL, Visual FoxPro, etc) Maintenance / upgradesMaintenance / upgrades BackupsBackups Who is responsible?Who is responsible? External interfacesExternal interfaces SIF ( www.sifinfo.org )SIF ( www.sifinfo.org )

ResourcesResources "The Evolution of Student Information Systems,""The Evolution of Student Information Systems," T.H.E. Journal, T.H.E. Journal,

10/1/2005, http://www.thejournal.com/articles/17446 10/1/2005, http://www.thejournal.com/articles/17446 http://www.techlearning.com/showArticle.php?articleID=19400338 http://www.techlearning.com/showArticle.php?articleID=19400338 http://www.crawleyinc.com/newsletters/March05/March05.pdf http://www.crawleyinc.com/newsletters/March05/March05.pdf http://www-03.ibm.com/industries/education/doc/content/http://www-03.ibm.com/industries/education/doc/content/

solution/390886110.html solution/390886110.html

Neil CharlesNeil Charlesncharles@mhrd.k12.nj.usncharles@mhrd.k12.nj.us

Morris Hills Regional DistrictMorris Hills Regional DistrictTechSpo 2008TechSpo 2008