selecting software for schools tkt_consulting case study - administrative direct costs indirect...

Selecting Software for Schools

tkt_consutkt_consultinglting

Technology in Schools

Administrative Teaching & LearningFinance

HR

Transportation

WorkOrders

Libraries

FoodService

InventoryControl

StudentInformation

System

Help Desk

TechDept

Tera Byte Ltd.3/15/04

SpecialEducation

GrantProjects

How do you get information now?How do you use it?

How do you manipulate it?Do people come to you for information?

What reports do you generate?Consider internal & external data...

What would your ideal "data world" look like?

GAPGAP

Case Study - Administrative

Direct Costs

Indirect Costs

Technology

TotalCost ofOwnership

Administrative Software

• A well-designed and implemented administrative solution will save you money.– Research – Evaluate – Plan –

Implement

– Plan – Plan – Plan

Plainfield SD 202Current Issues

• Amount of Paperwork• Number of People to Get the Job Done• Time, Money, & Morale• 6 Databases – Human Resource Dept.• 2 Databases – Student Services Dept.

No Interface• 1 Database – Business Dept.

Solution – Infrastructure and New Software

• Business Office – online requisition and/or purchase orders – No duplication of efforts– Less errors– Staff to get the job done

• Student Applications - Attendance from Classroom– No paper– Faster turnaround time

Potential Cost Savings Per Year

Business Office SavingsLaser Printing & In house Forms

Checks – 28%Greenbar/Duplex Paper – 76%Statements – 41%General Forms – 76%AP Checks – 45%

Potential Cost Savings Per Year

HR Department Savings

Without the efficiency of an integrated information management system, for every 300-400 new employees one(1) additional person in the HR Dept. will be needed.

Savings $40,000/Year

Potential Cost Savings Per Year

Student Applications SavingsAttendance from Classroom(Eliminates scanner maintenance and forms)

$20,973 Savings in Maintenance$23,826 Savings in Forms

Solution• Business Office & HR Department

Interface– 1 Database – Business Applications– 1 Database – Student Applications

Centralized Database– 1 Database – HR Applications

Experiences of an end user…

Browser BasedWeb Delivered

Anywhere…

Anytime

Interoperability

SIF

Schools Interoperability Framework

Areas of RFP• General System

Requirements• Student Information• Enrollment• Scheduling• Attendance

• Assessment• Special Education• Transportation• Miscellaneous

Sys ModItemNo. Rank

STUDENT FEATURESAvail Custom N/A

DocRef

DocumentReference

Info CommentsGENERAL

STU STU 1 H Accommodate digital student photographs for identification

STU STU 2 H Generate student ID badges that include photo and key student information

STU STU 4 H Allow student to be added to system without enrollment so student can receive some district services (ex: transportation) without being a "district student"; identify non-district students

STU STU 5 H System to "merge" student records for multiple student IDs (i.e. when student was enrolled under 2 different IDs, combine records under one ID)

STU STU 6 H Alert parents of required enrollment documents

DEMOGRAPHICSSTU DEM 7 H Student can be found by:

Last NameFirst NameStudent ID NumberAddressHome PhoneName of Parent

STU DEM 8 H Student ID (unique number up to 10 digits)

STU DEM 9 H First Name

STU DEM 10 H Last Name

STU DEM 11 H Middle Name

STU DEM 12 H Suffix

STU DEM 13 H Legal Name

STU DEM 14 H Alias (AKA) Name

STU DEM 15 H Birth Date

STU DEM 16 H Gender

STU DEM 17 H SSN

STU DEM 18 H Enrollment Status

STU DEM 19 H Automatically assigns Student ID number based on District parameters

STU DEM 20 H Automatically assigns Student ID number based on School parameters

STU DEM 21 H Allow assignment of students to user defined groups

REPORTINGSTU ASSESS 48 H Report aggregated student data (e.g., drop outs, retention,

assessment results, school rosters, demographic information)

STU ASSESS 49 H Report required assessment data to state

STU ASSESS 50 H Provide on-line access to, and querying of, test data

STU ASSESS 51 H Allow ad hoc and saved querying of GPA's and grades, selecting by student, teacher, subject, etc.

STU ASSESS 52 H Provide honor roll, class rank, grade exception, grade verification and other standard reports

STU ASSESS 53 H Identify students meeting district requirements for athletic and other co- and extra-curricular program participation

STU ASSESS 55 H Record and report parent requests for student placement in specific program(s)

STU ASSESS 56 H Ability to produce school report cards/progress reports including:

STU ASSESS 57 H - Grades

STU ASSESS 58 H - Narrative comments

STU ASSESS 59 H - Citizenship

STU ASSESS 60 H - Effort

STU ASSESS 61 H - Standards

STU ASSESS 62 H Honor roll based on user selected criteria including:

STU ASSESS 63 H - Weighted GPA

STU ASSESS 64 H - Non-weighted GPA

STU ASSESS 65 H - Variable honor roll criteria for different schools, schedules, activities and programs

STU ASSESS 66 H - minimum number of credits completed during term

STU ASSESS 67 H Athletic eligibility reports on demand based on:

STU ASSESS 68 H - Weekly grades

STU ASSESS 69 H - Attendance

STU ASSESS 70 H - Previous school year credit

STU ASSESS 71 H - Semester GPA

Budgeting

0%

20%

40%

60%

80%

100%

Degree of Fit

Not Available 0 1 11 33 0

Custom 26 18 7 0 29

Available 58 65 68 51 56

J School Lawson CIMS Skyward APECS

CashManagement

0%

20%

40%

60%

80%

100%

Degree of Fit

Not Available 33 0 5 31 0

Custom 0 9 4 0 9

Available 0 21 21 0 22

J School Lawson CIMS Skyward APECS

Attendance Script

Time Allotted: 30 minutes

Script Title: Miscellaneous Attendance Functions

Key Points to be Demonstrated:

Calculation of days possible

Cross Enrollment

Calculation of consecutive days

Withdrawing Students

Absence History

Attendance rules

Software Database• Do you know how many databases your

software has?– Human Resource– Payroll– Business– Student

Software Database• What does one Database mean?

– No duplicate entries– Communication– Less work– Fewer errors– EFFICIENCY

ImplementationIssues

• Project Management:– Schedule out dates for the implementation

process– Have one point of contact to gather all the

information

ImplementationIssues

• One month to One year:– Beginning of Fiscal or Calendar year is the best

time– Implementing both Student and Finance or only

one– Time depends on several issues:

• Vacation and Break schedules• Customization• Training and Assistance• Number of modules to be installed

ImplementationQuestions

• Documentation?– Does the software come with manuals?

• Source Code?– It is important to have the option to have

the source code.

Software Research & Development

• Technology– Windows

– Web Accessible

– Online Help

– Capabilities to communicate with other programs (i.e.: excel, access, etc.)

Software Research & Development

• Non-Technology– Handle GASB 34 requirements– Up to date on changes made to THIS, TRS, etc.– Current with all government and state mandated

changes– Willing to customize

Are we willing?• to spend the time and energy to get what

we really want…

• to seek help to understand the possibilities…

• to look at both short-term and long-term effects of our decision…

• to understand and communicate that the software will only be as good as our commitment to it…

Contact Information

Christine Haeggquist

Kirtley Technologies

630 512-0213 x203

Haeggquistc@kirtleytech.com

Oscar Corpuz

Data Control & Research

630 241-2202

Oscar@datactrl.com

Terry Tamblyn, Ed.D.

tkt_consulting

630 267-4217

tkt_consulting@ameritech.net