Download - Selecting Software for Schools
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Selecting Software for Schools
tkt_consutkt_consultinglting
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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
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Case Study - Administrative
Direct Costs
Indirect Costs
Technology
TotalCost ofOwnership
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Administrative Software
• A well-designed and implemented administrative solution will save you money.– Research – Evaluate – Plan –
Implement
– Plan – Plan – Plan
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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.
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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
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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%
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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
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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
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Solution• Business Office & HR Department
Interface– 1 Database – Business Applications– 1 Database – Student Applications
Centralized Database– 1 Database – HR Applications
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Experiences of an end user…
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Browser BasedWeb Delivered
Anywhere…
Anytime
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Interoperability
SIF
Schools Interoperability Framework
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Areas of RFP• General System
Requirements• Student Information• Enrollment• Scheduling• Attendance
• Assessment• Special Education• Transportation• Miscellaneous
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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
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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
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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
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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
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Software Database• Do you know how many databases your
software has?– Human Resource– Payroll– Business– Student
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Software Database• What does one Database mean?
– No duplicate entries– Communication– Less work– Fewer errors– EFFICIENCY
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ImplementationIssues
• Project Management:– Schedule out dates for the implementation
process– Have one point of contact to gather all the
information
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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
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ImplementationQuestions
• Documentation?– Does the software come with manuals?
• Source Code?– It is important to have the option to have
the source code.
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Software Research & Development
• Technology– Windows
– Web Accessible
– Online Help
– Capabilities to communicate with other programs (i.e.: excel, access, etc.)
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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
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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…
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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