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Top‐performing urban school district in Florida

1. Case for Student Information System2. District Impact3. Project Stakeholders4. Phase 1 Scope5. Deliverables & Critical Milestones6. Project Risk Monitoring7. What’s Next?8. Discussion

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AGENDA

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CASE FOR SIS - CURRENT STATE (TERMS)

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CASE FOR SIS – FUTURE (PORTAL)

CASE FOR SIS - SIS DATA FEEDSParentLinkRobo‐Calls

Research & Eval

ParchmentFLDOE

eForms Certification / Out‐of‐FieldSubLocator Medicaid

MyHRW

Edline

SuccessNet

PearsonExamView

Other Academic 

Apps

Algebra Nation

iStationThink Central

Performance Matters

iReady Clever Courion PMRN Read OnSmart Choice

Math Nation

Algebra Nation

Kahn Academy

School Cash Online

Destiny

Discovery Ed

TransIntranetSchool Food 

Service

EducationalTechnology

Health Care District

PeopleSoft ERP

/ Sublocator

FASTER

Security Profiles

FISHGeographic Info System

State Assessments

Elem Literacy  Assessments

Running Reading Record

EDW

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In partnership with the FLDOE

Currently used by 34 Florida School

Districts [Duval, Collier, Pinellas] and

Fort Worth, TX

Strong state reporting and error

detection

Modern user interface

SDPBC-hosted User Group with over 20

Districts represented

Strong security model

Easy ad hoc reporting functions

Compliance and audit tracking

CASE FOR SIS - WHY FOCUS?

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School Based Teams

Athletics

After School

Programs

Homeless

Academic History

Graduation

Pre-K

FosterNeglected

Teen Parent

Title 1Migrant

Adult EducationESOL

Immigrant

Discipline

Assessment Test History

Home Education

FASTERTranscripts

Alt Ed. DOP

Hospital Homebound

CTE Choice

Attendance

Teacher AttendanceGradebook

‘Owner’s of District processes and responsible for SIS process training

DISTRICT IMPACT

Transportation

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PROJECT STAKEHOLDERS

District LeadershipProject

Sponsors

Project Team

Sub-Teams Departments

Steering Committee

ProcessOwners

Schools

School SupportBo

ard A

dviso

ry C

omm

ittee

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Top‐performing urban school district in Florida

August 2017

SY2018Core SIS modules

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PHASE 1 ROLL OUT SCOPE

• Scheduling• Survey• Attendance• Transcripts

• Discipline• Reports• Demographics• Gradebook

• District Process Modules

PHASE 1 SCOPE – ROADMAP

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July – Sept 2016

Begin technical change management proceduresFully functioning SIS Production environment

Master Scheduling trainingProcess Owner training completePilot – Survey 2 report parallel extracts

January - March 2017FY18 Master Scheduling Go-LivePilot – New student FY18 enrollmentPilot - Survey 3 report parallel extractsTraining: District Tech Conference

April – June 2017

Training:• Core SIS training

for administrators and Data Processors

• Teacher gradebook and attendance

• Process Owner provided training

July – August 2017

FY17-18Go-Live with all core SIS functions TERMS is read-only

PHASE 1 SCOPE - SIS TRAININGProcess Audience

# of Participants

School Based Team SBT Leaders 200

Athletics Athletic Directors 100

Afterschool Programs SACC Directors 150

Teacher Attendance/ Grades/Gradebook

Teachers / School Administrators 12,000

Academic History/ Graduation/GPA/Class

Rank/Grade VerificationSchool Counselors 500

Pre-Kindergarten Internal / Data Processors 150

Adult Education Adult Education DPs / Adult Education APs 120

Foster/Neglected/Teen Parent Internal 10

Title I/Migrant Internal 10

Transportation Charter School Staff 50

Homeless Internal 10

Process Audience # of Participants

ESOL/Immigrant ESOL Coordinators 250

Discipline Assistant Principals 500

Assessment/Test History

Testing Coordinators / Internal 250

FASTER Internal / Records Clerk 100

ESE / 504 ESE Coordinators / 504 Designee 500

CTE / Choice Choice Coordinator 100

Attendance (Truancy) Attendance Designee 250

Alternative Education/ Drop Out Prevention

Alt Education DPs / Internal 20

Hospital Homebound Internal 10

Virtual School Internal 10

Home Education Internal 5

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COMPLETED - DELIVERABLES / CRITICAL MILESTONESKey Work Plan Milestone*, Deliverable or Activity Date Completed

District Visits, Interviews and Requirements Gathering January – October 2014 √

Board Workshop, Board Approval January 2015 √

Stakeholder Presentations January 2014 – March 2015 √

Project Planning and Committees Established February – June 2015 √

Gap Analysis and Requirements May – July 2015 √

Development July 2015 – February 2016 √

Testing (Functional, User Acceptance) July 2015 – February 2016 √

Infrastructure Setup (Hardware and Software) March 2015 – August 2016 √

‘No-Go’ Option executed * October 2015 √

Data Migration Process August 2016 √

Security August 2016 √

Technical Change Management August 2016 √

Fully Functional System * September 2016 √

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Key Work Plan Milestone *, Deliverable or Activity Date Completed

SIS Survey 2 Extracts * October 2016 √

Performance Testing November 2016

Survey 3 – Sent from Focus * February 2017

SIS Training at Tech Conference March 2017

Critical Milestone Checkpoint * March 2017

New Student Registration April 2017

Master Scheduling * April 2017

Data Feeds Completed May 2017

Test Printing of Transcripts May 2017

Test Printing of Report Cards May 2017

End-User Training September 2016 - August 2017

Teacher Training April - August 2017

SIS Go-Live for School Staff and Administration * August 2017

UPCOMING - DELIVERABLES / CRITICAL MILESTONES

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PROJECT RISK MONITORING

• Document and communicate benefits of the project to District leaders

• Throughout the project, continually communicate to champion the project and its benefits

Executive leadership support

• Project adheres to project management methodology, best practices and assigned certified project manager assigned

Effective project management discipline

• Develop a Communications Plan approved by the Steering Committee and the Project Team

• Identify a Communications Lead and corresponding committee to execute the Communications Plan

Internal communication

• Document and communicate the pros and cons of various project options and approaches

• Select approaches that align with resource availability

Scope and rollout approach

• Limit staff effort on competing projects• Staff working extended hours• Leverage vendor support

Staffing

• Reduction in roll-out scope • Ensure Strong Communication Plan• Obtain Leadership commitment

Organizational Change

• Leverage varieties of training methods• Provide Process Owner training

support including mandatory Training Plans

• Utilize Technology Conference, Adobe Connect presentations, SIS Resource Center, eLM and eCampus

Volume of Training Audience

MITI

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MITI

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WHAT’S NEXT?

• Process Trainings• School StaffTRAINING

• Secondary Schools• Elementary Schools

MASTER SCHEDULING

• Continue TAC and Leadership UpdatesCOMMUNICATION

• Support for Master Scheduling• On-going Process Owner SupportUSER SUPPORT

• FTE Survey 2 and 3• Student Registration / EnrollmentCHECKPOINTS

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Top‐performing urban school district in Florida

DISCUSSION

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