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Presentation to theAudit Business and Technology

Committee

May 13, 2004

Integrated Student Information System (ISIS) Status Report

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Agenda• Overview

– Information Infrastructure of the District– Difference Between Operational Systems and Data Warehouse– Building Complete ISIS Functionality– ISIS Users– DSS Examples

• SchoolMAX Implementation Status• Financials• EESIS Status• Welligent Status• Welligent Demo

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Glossary of Terms• Architecture/Infrastructure: Combination of hardware, software, networks, and the way these interact to support the needs of the

District

• CRF: Change Request Form (details the differences between the off-the-shelf SchoolMAX software and the District requirements)

• DSS: The Decision Support System, also known as the Data Warehouse, allows users to create and view reports on student enrollment, test scores, attendance, and other data by ethnicity, gender, English proficiency, program participation, school, grade level and other key factors with simple point and click actions on a web browser

• EESIS: The Early Education Student Information System is an application supported by ControlTec’s CenterTrack application.

• Fit/Gap Phase: The activities involved in documenting where the off-the-shelf version of SchoolMAX meets and does not meet LAUSD requirements.

• IEP: Individualized Education Plan used for students receiving special education services

• ISIS: Integrated Student Information System. A Program level initiative to replace existing LAUSD legacy systems with an integrated system.

• J2EE: Java Enterprise Edition - An industry standard web-based software language that has more flexibility and features than current programming languages and can handle a higher volume of users.

• Legacy System: Current applications developed by the District over the years to meet information needs (some legacy systems may be outdated, inefficient and unable to share data; may not allow for real time, interactive access to information and may require the same data to be entered multiple times.)

• MAXIMUS: Vendor LAUSD has contracted with to develop the core system of ISIS. Started in 1975, Maximus specializes in working with government organizations. They have over 5,300 employees and over 200 offices nationwide.

• SchoolMAX: An integrated student information system software application owned by MAXIMUS.

• SME: Subject Matter Experts (District employees reviewing ISIS to ensure it meets our requirements).

• Welligent: Web based IEP and Medi-Cal reimbursement application implemented to address the need for ISIS with particular emphasis on special education and cost recovery.

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Expect to consolidate 100 legacy software systems and databases into 3 Enterprise-wide systems

HumanResource

Financial SchoolManagement

Decision Support System / Data WarehouseDecision Support System / Data Warehouse

Information Infrastructure of the District

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Difference Between Operational Systems and Data Warehouse

Operational Systems

• Data collection

• Real time reporting

• Supports daily business transaction processing

• Detailed reports

• Subject area focus

Data Warehouse

• Reporting only

• Historical snapshots

• Supports strategic decisions/ trend analysis

• Summary and detailed data

• Integrated view

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DSSData

WarehouseSch

oolM

ax

Welligent

EESIS

Reporting

Environm

ent

ISIS

Usage Examples

• Class rosters• Daily attendance• IEPs• Report cards

• Number of proficient and advanced in English language arts on CA Standards Test for 3 years

• Data templates for Single Plan Report

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Building Complete ISIS Functionality

State Reporting

Special Education/Case Management, IEP Updates, Service Tracking and Billing

Transcripts

Student Scheduling

Mark Reporting

Electronic AttendanceReporting from

Every Classroom

Student Enrollment

Phase 2SchoolMAX (All Schools)

Phase 1SchoolMAX (Secondary)

Welligent

Early Education Fiscal Management and Student Information EESIS

Textbooks

Gradebook

Counseling and Health

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ISIS Users

Over 15,000 active student records (70,000 records archived)

Training is scheduled June through December, 2004

250+ Early Education administrators, office managers and central office staff

EESIS

Initial load with 5 years of day-to-day attendance, marks, grades, class schedules, enrollment, health, and other student data

Training to begin at the end of this year

45,000+Teachers, counselors, school-site administrators, office staff, coordinators, local district and central office users

SchoolMAX

Over 85,000 students with active or in process IEPs, 142,500+ total IEPs, and 2.2 million+ documents

8,500+9,300+ Administrators, teachers, nurses, psychologists, DIS providers, etc.

Welligent

5+ years of student and teacher data for key metrics already in system

2,500+5,000+ School-site administrators and coordinators, local district and central office users

DSS

Data Volume

Users Trained to Date

Estimated Number of UsersSystem

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SchoolMAX Implementation StatusSchoolMAX Implementation Status

• Requirements validation has been completed• Detailed specifications for Phase 1 have been completed• Software enhancement has started• Implementation, training, and help desk strategies have

been completed• Identifying opportunities to standardize procedures and

policies• Updated work plan reflects a simplified implementation

approach – New approach allows earlier use of the final software product

and eliminates duplicate software development and training

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6/0312/03 3/04 9/04 12/04 3/05 6/05 9/05 12/05 3/06 6/06 9/06 12/06 3/07 6/07 9/07 12/076/049/03

1/08

Phase 2 Testing SecondaryPhase 2 Pilot

SecondaryPhase 2

Implementation

Elementary Pilot Elementary Implementation

AdultPilot

ISIS IMPLEMENTATION SCHEDULE

AdultImplementation

SecondaryPhase 1Testing

SecondaryPhase 1 Pilot

SecondaryPhase 1

Implementation

Decision onSpecial Ed

Integrationwith ISIS

EESISPilot

EESISImplementation

Special Education

EESIS Development

Project Initiation

Fit/G

ap Analysis for All S

choolsand S

pecial Education Functions

Current

Development

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EESIS Overview• The District’s Early Childhood Education programs serve

approximately 15,000 children from 10,000 families • Services are generally for low income working families who qualify

for State subsidies• This project is sponsored by the Early Childhood Education Division

(ECED) • The goal of the system is to maintain accurate, efficient and up-to-

date records to ensure continued State funding of the District's Early Education programs

• EESIS will be used to manage information about families and children receiving subsidized Early Education Services and will provide financial reports mandated by the State

• The system will be used by administrative staff in the sites as well as fiscal staff in the ECED Central Office

• Manual data capture and manipulation will be eliminated• EESIS currently interfaces with Welligent and Elementary SIS and

will be integrated with SchoolMAX

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EESIS Status• New computers, printers and scanners have been installed in 135

Early Education sites• The ECED Central Office pilot is in the final phase• Central Office implementation is scheduled for June, 2004• Five Early Education pilot sites will start using the system in July,

2004• Rollout to the remaining145 Early Education sites is scheduled from

August 2004 through February 2005• As scheduled, full implementation is expected by February 25, 2005

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Welligent Phase 1A Huge Step Forward

Supporting Special Education and Medi-Cal Billing

• District-wide, web-based software system used for online IEPs, tracking of services and Medi-Cal billing

• Replaced the desktop application IEP Writer Supreme and the paper system for Medi-Cal billing

• Used by school administrators, teachers and health service providers to administer IEPs and to maintain health services for all students

• Welligent is integrated with the current LAUSD student information systems and will be integrated with SchoolMAX

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Welligent Phase 1Status/Accomplishments

• The District has taken ownership for Medi-Cal reimbursement billing for the last year, saving over $1M in vendor fees.

• IEP documents for 85,439 students now in the system.

• District trainers have trained over 8,500 users of the system for IEPs and service tracking.

• Information in the system is being used to support the District’s progress toward the goals of the Modified Consent Decree (MCD).

• This project is a collaboration between 5 major divisions of the District. Each division has contributed to the success of the project to date.

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Welligent Plans & Recommendations

• Originally initiated as a short-term improvement project

• We considered two options for fully supporting Special Education requirements:– Develop a Special-Education Module in SchoolMAX with

Maximus, and plan for its implementation

– Build on the success of the Phase 1 Implementation. Enhance and retain Welligent System with Phase 2 functionality and integrate with SchoolMAX

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Welligent Phase 2 Enhancements

• Caseload management for service providers

• Electronic billing for additional insurers and programs

• Managed care functionality for management of non-public schools/agencies

• Due process/complaint management features

• IFSP (Infant Family Service Plan)

• IEP forms available in multiple languages (Spanish)

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Recommendation: Enhance and Retain Welligent System

• Proposal solicited from Welligent

• Negotiations underway

• Contract documents underway

• Contract to be presented to Board for ratification in June, 2004

• The cost of the Phase 2 enhancements is already within the ISIS budget

Welligent IEP / Service Welligent IEP / Service Tracking SystemTracking System

OverviewOverview

1919

Welligent Message CenterWelligent Message Center

2020

IEP DocumentsIEP Documents

2121

IEP CaseloadIEP Caseload

Key Welligent FeaturesKey Welligent Features

• Message Center

• IEP Documents

• IEP Caseload

• Select / Assign School Based Participants

• Create / Monitor Assessments

• Schedule Meetings

• IEP Compliance Reports

• Data to support 9 MCD Outcomes

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Welligent Usage by Day Welligent Usage by Day For the last 30 daysFor the last 30 days

Date # of Users Logging InDate # of Users Logging InMay 04, 2004May 04, 2004 711711May 03, 2004May 03, 2004 2,2202,220May 02, 2004May 02, 2004 7373May 01, 2004May 01, 2004 106106April 30, 2004April 30, 2004 2,1442,144April 29, 2004April 29, 2004 2,3922,392April 28, 2004April 28, 2004 2,5842,584April 27, 2004April 27, 2004 2,5132,513April 26, 2004April 26, 2004 2,4672,467April 25, 2004April 25, 2004 8484April 24, 2004April 24, 2004 127127April 23, 2004April 23, 2004 2,3232,323April 22, 2004April 22, 2004 2,5072,507April 21, 2004April 21, 2004 2,5582,558April 20, 2004April 20, 2004 2,4952,495

DateDate # of Users Logging In# of Users Logging InApril 19, 2004April 19, 2004 2,447 2,447 April 18, 2004April 18, 2004 7676April 17, 2004April 17, 2004 115115April 16, 2004April 16, 2004 2,3442,344April 15, 2004April 15, 2004 2,3892,389April 14, 2004April 14, 2004 2,0912,091April 13, 2004April 13, 2004 1,5281,528April 12, 2004April 12, 2004 2,1152,115April 11, 2004April 11, 2004 5353April 10, 2004April 10, 2004 5252April 09, 2004April 09, 2004 712712April 08, 2004April 08, 2004 892892April 07, 2004April 07, 2004 902902April 06, 2004April 06, 2004 892892April 05, 2004April 05, 2004 854854April 04, 2004April 04, 2004 1616

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Welligent Daily Usage Report Welligent Daily Usage Report By RoleBy Role

33 Central Central ––Div of Spec EdDiv of Spec Ed11 Central Central –– OP/PT CoordinatorOP/PT Coordinator11 CentralCentral–– Psych, Director Psych, Director 11 Central Super UserCentral Super User14 14 Central Central –– IEP Train / SpecialistIEP Train / Specialist33 DIS DIS –– AT AT 6262 DIS DIS –– Adapted PEAdapted PE11 DIS DIS –– AudiologistAudiologist77 DIS DIS -- AudiometristAudiometrist44 DIS DIS –– Blind/Part Sighted Itin.Blind/Part Sighted Itin.2525 DIS DIS –– DHHDHH11 DISDIS–– Inclusion Facilitator Inclusion Facilitator 33 DIS DIS –– Itinerant RSPItinerant RSP134134 DIS DIS –– LASLAS1212 DIS DIS –– LRE CounselorLRE Counselor22 DIS DIS –– NPA (Speech)NPA (Speech)5959 DIS DIS –– OTOT22 DIS DIS –– Orientation MobilityOrientation Mobility1616 DIS DIS –– PKITPKIT1111 DIS DIS –– PTPT55 DIS DIS –– Pupil CounselingPupil Counseling3535 DIS DIS –– School Mental HealthSchool Mental Health11 DIS DIS –– School Psych, DirectorSchool Psych, Director66 DIS DIS –– Vision Serv. / TherapyVision Serv. / Therapy22 District District –– Other AccessOther Access

33 District District –– Psych Coord/Spec.Psych Coord/Spec.

55 District District –– Program SpecialistProgram Specialist44 District SpecialistDistrict Specialist88 IEP Data Entry IEP Data Entry –– CELTCELT88 IEP Data Entry IEP Data Entry –– MICROLINKMICROLINK22 IEP NurseIEP Nurse3 3 ITD ITD –– System AdministrationSystem Administration22 MBS Billing StaffMBS Billing Staff77 MBS Data Entry ClerkMBS Data Entry Clerk265265 School School –– AdministratorAdministrator118118 School School –– NurseNurse319319 School School –– Other IEP AccessOther IEP Access11 School School –– Dean/CounselorDean/Counselor166166 School School –– PsychologistPsychologist2626 School School –– Teacher / Gen EdTeacher / Gen Ed672672 School School –– Teacher / Special EdTeacher / Special Ed536536 School School –– Teacher / IEP ManagerTeacher / IEP Manager11 Welligent StaffWelligent Staff

TOTAL = 2556TOTAL = 2556

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Welligent Daily Usage Report Welligent Daily Usage Report By DistrictBy District

•• 7979 LAUSD Administration DistrictLAUSD Administration District•• 240240 Local District ALocal District A•• 297297 Local District BLocal District B•• 290290 Local District CLocal District C•• 222222 Local District DLocal District D•• 271271 Local District ELocal District E•• 162162 Local District FLocal District F•• 225 225 Local District GLocal District G•• 180180 Local District HLocal District H•• 137 137 Local District ILocal District I•• 162162 Local District JLocal District J•• 288 288 Local District KLocal District K•• 11 Local District Y Local District Y –– Adult School LocationsAdult School Locations•• 22 Local District Q Local District Q –– NonNon--Public Schools Public Schools

TOTAL = 2556TOTAL = 2556

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Welligent IEP StatisticsWelligent IEP Statistics

Total Students with Active & InTotal Students with Active & In--Process IEPsProcess IEPs

Total IEPs (including historical and Total IEPs (including historical and amendments)amendments)

Total IEP DocumentsTotal IEP Documents

85,43985,439

142,574142,574

2,209,5152,209,515

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