Integrated School/Student Information System Program

Integrated School/Student Information System Program

ISIS Program May 2003

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AGENDAAGENDA

! Background! Current State! Future State! Package Selection! Timeline! Staffing and Costs! Benefits! Discussion

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Background

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! Substantial problems with maintaining, protecting and delivering the educational regards of all students, not just those with disabilities

! No central records repository! Student records can take months to be delivered to

school sites! Safeguards for student records are inadequate! Unable to retrieve in a timely manner information about

students needing special education services! District is out of compliance with regard to the ability to

track students

CHANDA SMITH FINDINGS (PLAN 11)

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Centralized Computerization of Student Records1. Store all educational records of every student in the District including

all biographical data, all enrollment forms, the student's cumulative record, all grades, all disciplinary records, all referrals to any Student Study Team or its equivalent, and all referrals for special education assessment;

2. Collect, display and analyze all demographic and other statistical data concerning the District's student population;

3. Track referrals of students to special education by ethnicity, gender, age, geography, school and classroom;

4. Track referrals to special education by individual administrators, teachers and other certificated personnel; and

5. Make available at every school site appropriate equipment to permit student records to be updated by and accessible to the appropriate District personnel.

CHANDA SMITH CONSENT DECREE(Final Draft approved by Board on March 14, 1996)

CHANDA SMITH CONSENT DECREE(Final Draft approved by Board on March 14, 1996)

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Special Education Management Information System1. Store all education records of every special educational student in the District

including referrals for assessment, assessment data, IEPs, and all other information necessary to enable the District to electronically track every such student;

2. Track compliance timelines for each special education student; 3. Permit special education student records to be updated by and accessible to the

appropriate District personnel at every school site; 4. Permit the tracking and monitoring of compliance with special education timelines

and other laws and regulations by student, classroom, school site, cluster and the District as a whole;

5. Permit special education administrators and compliance officers to create and generate statistical and management reports as may be required to monitor and ensure compliance with special education laws and regulations; and

6. To the extent not already specified above, accomplish each of the tasks and meet the data requirements in a manner consistent with the findings and recommendations on this subject contained in the Consultants' Report.

CHANDA SMITH CONSENT DECREE(additional requirements)

CHANDA SMITH CONSENT DECREE(additional requirements)

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! Implemented a web-based IEP and MediCalbilling system

! Currently over 400 trained users of this system! Provided additional reports for special education

through DSS and trained all administrative staff in Division of Special Education

! Incorporated all special education students into the centralized systems by providing elementary and secondary SIS at special education centers

! Enhanced SIS systems to provide additional special education functionality

SHORT-TERM IMPROVEMENT PLAN(STIP)

SHORT-TERM IMPROVEMENT PLAN(STIP)

On April 2, 2002 Board approved the Short-term Improvement Plan to provide relief to impacted systems and schools as quickly as possible

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Current State

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The District is managing too many disparate systems

“Where is the gold source of data?”

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Elementary SIS, Secondary SIS, Special Education systems, and Adult SIS are on different platforms and data do not flow easily from one system to another.

LEGACY SYSTEMS ARE ISOLATED

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MANAGEMENT WITHOUT ADEQUATE DATAMANAGEMENT WITHOUT ADEQUATE DATA

Data about student identification, referral and assessment for special education services will be used by management to monitor service delivery.

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THE PAPER CHASETHE PAPER CHASE

Too many business processes are manual and paper based and do not reflect best practices

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Future State

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Critical data about each and every student will be available immediately to LAUSD staff when and where needed so as to ensure that every LAUSD student receives the highest quality educational opportunities and services possible.

VISION STATEMENTVISION STATEMENT

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! Minimize redundant data entry! Provide access to users based on job roles! Make more student data available to school users

(eg. special education information)! Substitute electronic forms and documentation for

paper where possible! Provide schools easy access to reports normally

generated by central offices and vice-versa! Web-enabled access points to realize anytime,

anywhere transaction! Change business processes to reflect best

practices in public education

FUTURE STATEFUTURE STATE

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! Work with vendor to ensure future releases of product will continue to meet LAUSD requirements

! Develop complete special education reporting functionality in web-based IEP system and if needed in centralized ISIS

! Develop infrastructure to support general/special education reporting from transactional system

! Phase ISIS program to reduce risks and manage implementation to meet LAUSD needs

! Re-engineer LAUSD business processes to match best practices and minimize customization

HIGH LEVEL STRATEGYHIGH LEVEL STRATEGY

COTS-Customized Off-the-Shelf Software

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INCORPORATE ALL MAJOR BUSINESS PROCESSES: A STUDENT/SCHOOL ERP SYSTEMINCORPORATE ALL MAJOR BUSINESS PROCESSES: A STUDENT/SCHOOL ERP SYSTEM

SpecialNeeds?

StudentInformation

CourseRegistration/ Classroom

AssignmentAttendance

MarkReporting Transcripts

Extra-curricular

ReportingStudentEnrollment Counseling

Testing

Interventions

Discipline

Master Scheduling

TeacherInformation School InformationMatriculation

TextbooksSpecialEducation

Special Needs

LibraryFood Services Equipment GIS/

TransportationInterfaces Case

Managementx

Reimburse-ment/ BillingEligibilityx

ExceptionReporting /Monitoring

NotificationScanning

Common / Shared Business Service Functions

Special Year End/ Opening

17 62

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18,20,25- 34 7

x

8

21

14 35

37

X

16

X 22

38 X9 X522

3 11

13

1

4

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SUPPORT ALL TYPES OF USERSSUPPORT ALL TYPES OF USERS

! School– Teachers– Counselors– Principals– APs– Clerical staff– Service providers

! Community– Parents– Community organizations– Public service

organizations

! District– Coordinators– Directors– Specialists– Local District

Superintendents

! Central Office– Coordinators– Directors– Specialists– Researchers– Auditors

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Package Selection

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!Over 60 District employees!School-site, local district, and central

office staff with knowledge of the business process

!Both technical and subject matter experts

!Elementary, Secondary, Special Ed., Adult, and Business Systems

!Culminated in intensive, three-day Accelerated Solutions Environment

REQUIREMENTS GATHERING AND VALIDATION

REQUIREMENTS GATHERING AND VALIDATION

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! Approximately 30 people representative of ISIS stakeholders

! School-site, local district, and central office staff with knowledge of the business process, current systems, and technical infrastructure

! Both technical and subject matter experts! Elementary, secondary, and special

education represented! Site visits and technical discussions

conducted

EVALUATION COMMITTEEEVALUATION COMMITTEE

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! Centralized, not school based design! 74% of existing LAUSD systems can be integrated out-of-the-box! Can be implemented as is without custom development work! Requirements gap can be filled through planned enhancements

every six months! Web-enabled with commitment to a major J2EE release upgrade in

30 months! Already CSIS compliant! Already being used by 33 districts in California, including Santa Ana,

Simi Valley, Glendale, Oxnard! Implementations in New York, Texas, Illinois, Georgia and other key

states! Demonstrated commitment to K-12 marketplace and strong financial

footing

PACKAGE SELECTION CONSIDERATIONSPACKAGE SELECTION CONSIDERATIONS

School Max Solution

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! Student Management and Census Management! Scheduling! Enrollment! Period and Daily Attendance! Mark reporting and Electronic Gradebook! Student assessments! Counseling/intervention services! Special Education and IEP Development and Management! Health! Fees and Collection! Textbook Inventory! Security and Administration! Discipline! Reports! Ad Hoc Reporting! Graduation Standards and Testing! Parental Interface! Alerts and Notifications

SCHOOLMAX MODULESSCHOOLMAX MODULES

Support Student/School Management Business Processesfor all types of LAUSD schools

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Timeline

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July 2005System of Record Conversion

July 2007Final documentation, specificationsProject Close-out

March 2006Training, data conversion, readiness review, go live in 10% increments

Adult Education Implementation

June 2003Training, data conversion, readiness review, go live in 10% increments

Special Education System Development and Implementation

November 2005Training, data conversion, readiness review, go live in 10% increments

Elementary School Deployment (includes early childhood)

October 2003Training, data conversion, readiness review, go live in 10% increments

Secondary School Deployment

July 2003Requirements validation, product plan, technical specifications

Fit/Gap Analysis

June 2003Work plan, Project Charter, Orientation documents, Beta test

Project Initiation

StartKey DeliverablesPhase

MAJOR PROJECT PHASES“Total project duration = 50 months”

MAJOR PROJECT PHASES“Total project duration = 50 months”

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! Current secondary system is decentralized with separate servers being maintained at each secondary location. Often, manual updates are required to synchronize with central server.

! Elementary schools and subsequent schools will be implemented with the enhanced version which is currently under development and scheduled for release in 30 months.

! Concurrent to the secondary and subsequent phases, the current web-based IEP System and the Decision Support System (DSS) will continue to be enhanced to include data collection and reporting for special education requirements.

IMPLEMENTATION PHASES:Secondary Schools First

IMPLEMENTATION PHASES:Secondary Schools First

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Staffing and Costs

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ISIS Organization Chart

ISIS Stakeholders Steering Committee

Rowena Lagrosa, Chair

Sponsors Working CommitteeRowena Lagrosa, Donnalyn Antón,

Esther Wong, Megan Klee

Project DirectorShahryar Khazei

Subject Manager Expert ManagerArnie Abitabilo/TBD

Senior Technical Project ManagerTBD

OCM/Communications/Training Manager

Douglas Trelfa

Project ManagementTBD

Technical Group

Administrative SupportFacilities/Logistics/Procurement/

Scheduling (4)

Elementary/ECE (7)Secondary/Continuation/Middle

(5)Adult (4)

Special Education (4)Testing and Assessment (4)

Project AdvisorBob Neary

OCM/Communications/Training Group

Subject Matter ExpertGroup

LAUSD Legal AdvisorRichard Deeb

Applications Support (8)Enterprise Applications

Integration (8)Infrastructure (8)

Organizational Change/Readiness (1)Staff Relations/Human

Resources (ad hoc)Project Communications (2)

Training (6)

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! Maximus Consulting! Implementation Services 33.51m! Development Change Orders 3.35m! Option for additional new schools 1.39m

! SchoolMax! SchoolMax Licenses 5.60m! Maintenance for SchoolMax (4 yrs) 4.48m

! LAUSD Project Staff 21.94m

! Non-Maximus Consulting 23.20m

! 3rd Party Applications (Oracle, Welligent, Compuware, etc.)! Software Licenses 4.26m! Software Maintenance (4 yrs) 2.11m

! Hardware Procurement 4.60m! Hardware Maintenance (4 yrs) .80m

! Other Project Costs 2.00m

! ISIS PROGRAM TOTAL $107.20m

SUMMARY OF ISIS PROGRAM COSTSSUMMARY OF ISIS PROGRAM COSTS

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! Continued incorporation of all special education requirements both short-term and long-term– Perpetual software license for Welligent Health Manager module

extensions.– Provision for all special education functionality in SchoolMax– DSS special education extensions and reports

! Perpetual software license to SchoolMax including all future upgrades

! Maintenance fees for entire deployment phase of project! Hardware and associated software purchases! All project staffing! All project consulting services! Option for up to 85 new schools! Lease and build-out of training facilities

WHAT IS INCLUDED IN COSTWHAT IS INCLUDED IN COST

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WHAT IS NOT INCLUDED IN COSTWHAT IS NOT INCLUDED IN COST

WHERE FUNDEDITEM

Multiple sourcesRecommended budget allocation to enter all existing IEPs into Welligent (estimated at $1.5m+)

ITDOngoing maintenance for software beyond deployment (after 2007)

General CounselLegal expenses to negotiate changes in job duties

LAUSD will take over training

Ongoing training after initial deployment for new teachers and employees and any required training

Schools/Grants/Other Programs

Computers for teachers, administrators, and clerks

E-rateNetwork connections to classrooms

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Benefits

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! Divide program into phases with clearly defined deliverables to minimize risk to LAUSD and facilitate project management

! Staff project adequately to support implementation schedule

! Reengineer LAUSD business processes around best practices in order to minimize custom development

! Manage the organizational change not react to it! Work with vendor to enhance software releases to

provide ongoing benefits to LAUSD

SUMMARY OF APPROACH TO MAXIMIZE BENEFITS AND REDUCE RISK

SUMMARY OF APPROACH TO MAXIMIZE BENEFITS AND REDUCE RISK

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! LAUSD will receive royalties of 10% on all sales to school districts with at least 45,000 students.

! Schools will have quicker access to student records reducing sneaker network efforts and paper delivery

! Reduced administrative costs at central offices since only one system is replacing multiple systems.

! Increased responsiveness to parents! Greater ability to make decisions based on data

KEY BENEFITSKEY BENEFITS

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DISCUSSION