Educational Information
System
Replacement Plan
All Administrators and Supervisors
December 8, 2006
Fred Sherman
Kathy Kyne
December 8, 2006
We need your help to identify and
build the best educational
information system for our district
December 8, 2006
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)
December 8, 2006
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
December 8, 2006
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
– Stabilization
December 8, 2006
CY 2011-12
Team Organization in Phase 1
Students
Faculty / Staff
Faculty / Staff
Functional
Manager
Functional
Manager
Project Support
Team
Project
Manager
Purchasing
All
Administrators /
Supervisors
EIS Steering
Committee
ETAC
Committee
Vice Chancellor
Technology
Chancellor’s
Advisory
Council
Foothill De Anza Senior
Staff
December 8, 2006
Chancellor’s
Staff
EIS Steering Committee
• Bob Barr
IR & Planning
• Kim Chief Elk
Human Resources
• Sue Gatlin
Tech Instr / Workforce
• Jeanine Hawk
Finance & College Svc
• Kathy Kyne
Project Manager
December 8, 2006
• Judy Miner
Instruction
• Rose Myers
Student Dev/Instruction
• Hector Quinonez
Controller
• Chien Shih
Information Systems
• ETAC Academic Rep
• ETAC Classified Rep
Tentative Project Schedule
Phase 1
• January 22 Kickoff / Planning
• February 5 Begin Requirements Gathering
(3 week process)
•
•
•
•
•
April 30
May 31
June
Sept 30
Dec 31
December 8, 2006
Release RFP
Begin RFP Reviews
Conduct Vendor Demos
Release Final Report / Decision
Complete Contract Negotiations
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
December 8, 2006
Criteria for Decision Making
•
•
•
•
•
Functional Requirements
Technical Requirements
Vendor Demonstrations
Site Visits
Reference Checks
December 8, 2006
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
December 8, 2006
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
December 8, 2006
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
December 8, 2006
Identifying Requirements
December 8, 2006
Online RFP Process
December 8, 2006
Decision Information
December 8, 2006
References
•
•
•
•
•
•
Citrus College
Gavilan
Taft
Cuesta
University of Virginia
South Dakota Board of Regents
December 8, 2006
Questions?
December 8, 2006