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Educational Information System Replacement Plan

Educational Information System Replacement Plan. All Administrators and Supervisors December 8, 2006 Fred Sherman Kathy Kyne. We need your help to identify and build the best educational information system for our district. Background.

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Educational Information System Replacement Plan

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

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

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

  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

  5. Procurement / Implementation Schedule • Phase 1 CY 2007 • Functionality and Gap Analysis Jan - Sept • Decision and Contracting Oct - Dec • Phase 2 CY 2008 -10 • Conversion and Training • Phase 3 CY 2011-12 • Stabilization

  6. Faculty / Staff Faculty / Staff Functional Manager Functional Manager Students Project Support Team Project Manager Purchasing All Administrators / Supervisors EIS Steering Committee ETAC Committee Foothill - De Anza Senior Staff Vice Chancellor Technology Chancellor’s Advisory Council Chancellor’s Staff Team Organization in Phase 1

  7. Bob BarrIR & Planning Kim Chief ElkHuman Resources Sue GatlinTech Instr / Workforce Jeanine HawkFinance & College Svc Kathy KyneProject Manager Judy MinerInstruction Rose MyersStudent Dev/Instruction Hector QuinonezController Chien ShihInformation Systems ETAC Academic Rep ETAC Classified Rep EIS Steering Committee

  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

  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

  10. Criteria for Decision Making • Functional Requirements • Technical Requirements • Vendor Demonstrations • Site Visits • Reference Checks

  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

  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

  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

  14. Identifying Requirements

  15. Online RFP Process

  16. Decision Information

  17. References • Citrus College • Gavilan • Taft • Cuesta • University of Virginia • South Dakota Board of Regents

  18. Questions?

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