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Leadership In the Selection Process

Leadership In the Selection Process. Georgia Kedrowski Project Manager. Project Definition. Select and implement a replacement student information system beginning August 2010. Process. July 2008 – Spring 2011 Process Steps Identify Need Selection Criteria Involve Stakeholders

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Leadership In the Selection Process

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  1. LeadershipIn the Selection Process Georgia Kedrowski Project Manager

  2. Project Definition • Select and implement a replacement student information system beginning August 2010.

  3. Process July 2008 – Spring 2011 Process Steps • Identify Need • Selection Criteria • Involve Stakeholders • Develop Communications Model • System Selection Start Early Vision, Buy In, Action

  4. Needs Analysis • Identify why we need a change (Vision)

  5. Identification of Project Team • Project Team • Georgia Kedrowski, Assistant Director, Technology and Information Services • Cheri Bondy, Information Systems Coordinator • Mary James, Educational Data Coordinator • Summer 2008, first review of market options

  6. Identify Solutions Project Team - What are all of the options in the marketplace?

  7. Establish Project Timelines • July 2008 – Spring 2011 Process Steps • Identify student system needs • Develop selection criteria • Identify and involve stakeholders • Develop communications model • Total Cost of Ownership Costing Proposals • System selection • System testing and gap analysis • Identify District and School process changes • Implementation planning • System Setup • Custom development • Conversion • Training

  8. SASIxp District Integration SASIxp School Sites T.I.E.S Census Finance HR State Reporting School Center Web Presence EEPR & DPRS Web Apps EduLog Transportation PCS Revenue Child Nutrition Viewpoint Data Warehouse SIF Integration Follett Library System Parlant Parent Link Student Information – Mission Critical Hub A-Hconnect Parent Portal • Parent Communication • Transportation • Child Nutrition • Media Services • Special Education • Parent Reporting • State Aid • Data to inform instruction • Instructional Management (attendance, discipline, etc) • Community Census

  9. Stakeholder Communications • Stakeholder groups • Associate Superintendents • August 5, 2008 • Business Services • August 11, 2008 • Communications and Public Relations • Parents and Community • Elementary Principals • September 11, 2008 • Elementary Admin Technology Committee • September 15, 2008 • High School Principals • August 18, 2008 • Information Services Advisory • September 5, 2008 • October 23, 2008 • Middle School Principals • August 18, 2008 • School Board • August 25, 2008 • SIS Secretary User Groups • August 8 - 12, 2008 • Technology Steering Committee • August 20, 2008 • October 23, 2008 • Secondary Technology Committee • September 30, 2008 • Technology Teachers • August 19, 2008 • All Staff News • October 3,2008 • October 24, 2008 • Technology, Curriculum, Finance, Benefits Directors • October 21, 2008

  10. Information Systems Advisory Committee • Dr. Michelle Langenfeld, Associate Superintendent • Joe Bartsh, Assistant Principal, STEP • Sean Beggin, AP Andover HS • Cheri Bondy, Info Services Supervisor • Jill Bourman, Network Services Supv • Jeff Clusiau, Principal, Ramsey Elementary • Melissa Doolittle, Educational Data Coor • Randy Edinger, Elem Technology Facilitator • Carol Gessert, MS Data Mgt Secretary • Cynthia Hiltz, Nurse Lead • Chuck Holden, Dir Admin Services • Laurie Jacklitch, Principal, Northdale MS • Mary James, Educational Data Coor • Georgia Kedrowski, Asst Director, Technology • Steve Kerr, Dir Community Education • Sarah Kriewall, Dir Employee Services • Sharon Mateer, Coordinator RET • Jeff McGonigal, Principal CRHS • Diana Menster-Sullivan, Community Ed • Lynn Montgomery, Asst Dir, Student Services • Esther Motyka, Asst Dir, Child Nutrition • Mary Olson, Dir Communication & PR • Cherie Peterson, Asst Dir Special Education • Patrick Plant, CIO • William Powell, Tech Teacher • Laurie Resch, Dir Elem Curr & Instr • Linda Rodgers, Coor Parent Involvement • Johnna Rohmer-Hirt, Dir RET • Nancy Schultz, Counselor, CPHS • Sandy Skaar, AHEM • Tom Skoglund, Technology Facilitator • Randy Smasal, Dir, Secondary C, I & Assess • Vicki Tjaden, Project Consultant • Dale Zellmer, Dir Supplemental Services

  11. Technology Steering Committee • Patrick Plant, Chief Information and Technology Officer • Jill Bourman, Network Service Supv • David Buck, Director Business Services • Jeff Clusiau, Principal, Ramsey Elem • Bruce DeWitt, Technology Facilitator • Randy Edinger, Technology Facilitator • Linda Fenwick, Director Labor Relations and Benefits • Chuck Holden, Director Operations • Georgia Kedrowski, Asst Director, Technology and Information Services • Neil Klund-Schubert, Principal Johnsville Elem • John Koehler, Finance Director • Hattie Leary, Technology Communications Supv • Mary Olson, Director Communications and PR • Linda Perske, Technology Facilitator • Cherie Peterson, Asst Director, Special Education • Laurie Resch, Elementary Curriculum DirectorJohnna Rohmer-Hirt, Director Research, Evaluation and Testing • Tom Skoglund, Technology Facilitator • Randy Smasal, Interim Director, Secondary Curriculum • Tom Sullivan, Principal Jackson Middle School • Barbara Theirl, Media Teaching and Learning Specialist • David Treichel, Technology Facilitator • Bill Underwood, Special Education, Teacher on Special Assignment

  12. Initial Review • Information Gathering • Initial Review with Project Team and State User Group Members • Two Day System Demonstrations • Scripted Demo • Refinement of Initial Criteria

  13. Request for Information (RFI) • Identified Sub-Committees and committee membership • Classroom Functionality • Scheduling • General Functionality • Technical • Integration and Reporting • Sub-Committees identified evaluation criteria • Half-day demonstrations of four systems

  14. Identify Expertise Subgroups • Classroom Functionality • Chair, Laurie Jacklitch, Middle School Principal • Planning Meeting Date: September 22, 2008 • Membership • Tim McLean, HS Science, CRHS • Andrew Silmser, MS English SMS • Doug Bakkum, Music ANDHS • Tom Skoglund, HS Tech Facilitator • Will Powell, Tech Teacher RMS • Tim Sheie, Tech Teacher AHS • Jackie Oakes, Technology Teacher CRHS • Jill Blake, Data Management Secretary AHS • Amy Storrick, MS Counselor JMS • Lisa Sorenson, AHEM President • Linda Perske, Elementary Technology Facilitator • Judy Schlutze, Information Services Secretary • Feature Set • Classroom Functionality • Attendance and seating charts • Student Information • Secondary Gradebook functionality • Secondary Grading • Secondary Grading Setup, GPA, Rank, Transcripts

  15. Identify Expertise Subgroups • Scheduling • Chair, Jeff McGonigal, High School Principal, CRHS • Planning Meeting Date: September 16, 2008 • Membership • Todd Zapzalka, MS Assistant Principal FMMS • Carol Gessert, MS Data Management Secretary JMS • Jayne Skiba, HS Data Management Secretary CRHS • Nancy Schultz, HS Counselor CPHS • Linda Larsen, Information Services • Feature Set • Walk in Scheduling • Mass Assign Scheduling • Master Schedule Builder • Master Schedule Loader

  16. Identify Expertise Subgroups • General Functionality • Chair, Vicki Tjaden, Project Consultant • Planning Meeting Date: September 17, 2008 • Membership • Kim Borovansky, Information Services • Anne Zouski, Information Services • Phyllis Olsen, HS Data Management Secretary • Jessica Sydness, MS Data Management Secretary • Jeff Clusiau, Chair, Elementary Admin Tech Committee • Tom Sullivan, Chair, Secondary Admin Tech Committee • Jackie Turnquist, Elementary Principal’s Secretary • Annette Grabowska, Elementary Principal’s Secretary • Cindy Hiltz, Nurse Lead • Feature Set • Overall Ease of Use • Demographics • Administrative Attendance Management • Enrollment • Census and Family Management • Discipline • Health and Immunization • Activities and Eligibility • Fines and Fees

  17. Identify Expertise Subgroups • Technical • Chair, Jill Bourman, Network and Desktop Services Supv • Membership • Network and Desktop Services staff • David Treichel, Technology Facilitator • Feature Set • Hardware specification • Workstation requirements • Database, application/reporting, and web server requirements • Hardware costing • Identify technical support requirements • Security analysis • Implementation design

  18. Identify Expertise Subgroups • Systems Integration and Reporting • Chair, Mary James, Educational Data Coordinator • Planning Meeting Date: September 17, 8 - 12 • Membership • Cheri Bondy, Information Services Supervisor • Melissa Doolittle, Educational Data Coordinator • Hattie Leary, Communications Technology Supervisor • Debbie Hoenie, MS Data Management Secretary FMMS • Robyn Mahlberg, Elementary Principal’s Secretary • Claire Gazelka, Information Services • Leslie Downing, HS Data Management Secretary, CPHS • Tricia Bozell, Elementary Principal’s Secretary • Sharon Mateer, Research, Evaluation, Testing, Coordinator • Diane Kilmer, Labor Relations and Benefits • Bonnie Taylor, Data Management Secretary, STEP • Feature Set • Set up and customizability • State Reporting • SIF • Import/Export • Mass Change • Query • Security • Finance, HR, data warehouse integration

  19. SubCommittee Planning Guidelines • Planning Meeting • Identify stakeholders and invite members to a half day planning meeting in September. • Send Georgia the meeting date, times and location • Make a copy of the starter spreadsheet for each member to use during the planning meeting • Identify essential functions for the sub-committee’s topic. Use the starter spreadsheet and add/delete functions as determined • Arrive at a composite list of essential functions • Email spreadsheet to Georgia ASAP to forward to vendors • Distribute vendor review dates and schedule with members

  20. Establish Criteria • 1,432 Criteria Identified

  21. Vendor Product Review • Product reviews with vendors • Have a copy of the spreadsheet for member • Each member scores essential functions on the spreadsheet: • Meets essential functions • Does not meet essential functions • Comments • Allow for 20-30 minutes at the end of the session for a debrief • Identify follow-up questions • Record debrief notes and follow-up questions on the spreadsheet

  22. Evaluation By Expertise Subgroup

  23. Expertise Sub-Group Demos

  24. Debrief Vendor Review • Debrief Meeting • Invite members to a half day debrief meeting • Discuss findings • Organize findings and prepare report, include all relevant comments • Give one score per vendor: • Meets essential functions • Meets with conditions • Does not meet essential functions and why

  25. Request for Proposal • Use the information gathered in the process to write and evaluate the RFP • Identify Evaluation Procedure BEFORE 60% Cost 40% Feature Set 10% Ease of Use 15% State Reporting Mandates 15% District Customizability 10% Meets Reporting Needs 10% System Integration 15% Feature Sets 15% Meets District Technology Standards 10% Vendor relationship and qualifications

  26. Evaluation

  27. Cost Comparison *Will not operate in current A-H technical environment

  28. In-Basket • Teachers group ranked System 1 as best fit • School office/admin ranked System 2 as best fit • District Office staff ranked System 3 as best fit What do you do?

  29. Vendor Comparison *Will not operate in current A-H technical environment

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