selecting software for schools
DESCRIPTION
Selecting Software for Schools. tkt_consulting. Data Contol. & Research, Ltd. Direct Costs. Indirect Costs. Total Cost of Ownership. Technology. Case Study - Administrative. Administrative Software. A well-designed and implemented administrative solution will save you money. - PowerPoint PPT PresentationTRANSCRIPT
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
Oscar Corpuz
Data Control & Research
630 241-2202
Terry Tamblyn, Ed.D.
tkt_consulting
630 267-4217