Transcript NYS EDP March Monthly Report (3-13)

Public Consulting Group
NY Education Data Portal (EDP)
RIC and Big 5 L1 Project Managers meeting: May 29, 2013
Agenda
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2.
3.
4.
Education Data Portal (EDP) update
DDS marketing ground rules
DDS roadshow update
Follow-up on your questions
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1. EDP Update
What does success look like?
to make student data available and useful,
connecting student learning to
instructional resources by building a sustainable open
technology that fosters innovation.
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EDP 1.0 Release Schedule
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EngageNY 1.6
EngageNY 1.7
06/07
07/05
L2 Load Complete
InBloom API
EDP R1 (Beta)
EDP R3
EDP 1.0 Code Merge
/ System Integration
To Staging
EDP 1.0 Code
Promotion Staging to
Production
07/21
08/15
09/15
Data Flow - Production Tenant
06/01
Data Flow
Development Tenant
10/01
Jun
Jul
Aug
Oct
Data Flow
• System SIT Integration
Tenant
• Training Tenant
07/01
EDP R2
05/03
Sep
07/15
2013
EDP 1.0
10/01
Systems Integration Testing - Cycle 1
06/01 - 08/01
07/21 - 08/15
Demo Walkthrough
07/21 - 08/15
Systems Integration Testing Cycle Number 2
Code Migrations
R1 (Beta) – Dev. to System Test
R2 – Dev. to System Test
R3 – Dev. to System Test 2
Code Merge – System Integration to Staging
Code Promotion – Staging to Production
User Acceptance Testing
08/15 - 09/07
Performance and Load Testing
08/15 - 09/01
09/01 - 09/15
09/15 - 10/01
Disaster and Availability Testing
Production Readiness
DDS demonstration and selection
08/01 - 10/01
10/01 - 11/15
Training
1. EDP update
NYSED EDP Statewide Organizational Model
11 Level 1 DWs
12 RIC Data Centers
37 BOCES
Big 5 LEAs
Big 4 LEAs
691 LEAs
NYC LEA
55 networks
32 districts
2,942 Schools
193 Schools
1,590 Schools
244 Charter
Schools
1. EDP update
EDP Communication
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EDP information webpage
FAQs and Key Messages
SED EDP field memos
Presentations - RIC directors, L1 PMs, others
Biweekly meetings with SED Communication, inBloom
Training videos (multi-purpose)
EDP as added functionality, features, apps within EngageNY
1. EDP update
EDP Documentation
NYSED Wiki will support EDP documentation
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End-user system documentation for educators, parents, and students
Technical and System services documentation for technical support staff
End-user training manual for all components of the EDP
1. EDP update
EDP Training
3 Components:
1. Train the Trainer sessions: to prepare participants to provide training
within their respective LEA or school
PCG to Network Teams, teachers centers, leadership/principal
academies, BOCES, RICs, and Big 5 large city school district
representatives.
2. LEA and school level: trainers to be supported by materials
developed by PCG in collaboration with NYSED and DDS vendors
3. Webinar and Videos: available to anyone wishing to be trained,
relearn a particular use case, or view on as-needed basis
1. EDP update
EDP Adoption Activities Schedule
July
Learning
Period
Webinar
and
Roadshow
August
Aug – Sep
Dashboard
Selection
Oct - Dec
EDP Launch
October
Training
1. EDP update
EDP/DDS Schedule
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DDS product learning period – from July 1st
DDS product demonstrations: roadshow & webinar – August
DDS product selection - August and September
EDP launch - October
EDP training - October through November
2. DDS marketing ground rules
1. Truth in Marketing: all product information must be accurate and verifiable
in terms of what functionality and features will be available when, what
assumptions have been made and how benefits have been calculated.
2. Product Differentiation: marketing materials must clearly distinguish
between state funded DDS products (yrs. 1, 2, 3) and additional products and
services that will result in additional costs to districts.
3. Guidance and Co-branding: all printed and digital marketing materials will
incorporate EDP co-branding, EDP contact info and these DDS Marketing
Ground Rules.
4. Protocols and Roles: Provided that vendors are truthful and respect the optout, DDS vendors may market their EDP offering prior to the demonstration
and selection process operated by PCG and authorized by NYSED.
2. DDS marketing ground rules
5.
Opt-out List: From July 1, 2013 NYSED will offer an "opt out" request
process to LEAs that prefer not to be contacted by DDS vendors re: their EDP
offering. This list will be made available online via EDP SharePoint site or a
NYSED public website. DDS vendors are required to discontinue any and all
EDP-related communications or marketing to LEAs listed on this site until
the designated demonstration and selection period.
6. Data Privacy: all materials and activities must avoid exposure of any
personally identifiable information and data.
7. Access to Materials: all digital and printed marketing materials must be made
available to NYSED and the EDP program community upon publication.
2. DDS marketing ground rules
DDS Presentations Prior to DDS Product Demonstrations
If LEAs approach DDS vendors for product demonstrations before the Webinar and
Roadshow events begin in August 2013:
• DDS Vendors may conduct general product discussions or presentations but may NOT
demonstrate EDP dashboard products and features prior to webinar and roadshow
product demonstrations.
• DDS Vendors may mention that their product will be one of the three dashboard
solutions that districts can select as part of the EDP statewide adoption process.
• DDS vendors may share a description of the solution proposed in their RFP response –
including wireframes, mock-ups, and/or screen shots
• DDS Vendors may discuss how their dashboard solution integrates with other
available products, including those currently in use by NY LEAs.
• DDS Vendors should explicitly state the importance of attending an in person
roadshow event session or online product demonstration (being conducted in August
and archived online for on demand viewing) in order to make an informed selection.
3. DDS roadshow update
draft agenda
Introduction
9:00-10:00 AM
PCG (Staffed 1-2)
Capacity limited by room
Breakout sessions: Each DDS Vendor Presents
10:00-11:00, 11:15-12:15, 1:30-2:30
DDS Vendors (staffed 1-2 each)
Capacity limited by facilities
Closing/DDS Selection
2:30-3:15 PM
PCG (Staffed 1-2)
Capacity limited by room
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3. DDS roadshow update
12 Locations
Existing RIC locations
Additional locations
Combined RIC locations
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3. DDS roadshow update
Blue: confirmed with RIC
Black: awaiting confirmation
Red: awaiting initial communication
Orange: Big 4 participation
WNYRIC
Buffalo
Monroe/
Edutech
RIC
Rochester
Statewide
Webinar
Mohawk
RIC
NERIC
Mid-Hudson
RIC
Central NY
RIC
Syracuse
Lower
Hudson
Greater
Southern
Tier/South
Central RIC
NYC
Yonkers
Nassau RIC
Statewide Webinar
FranklinEssexHamilton
BOCES
Suffolk RIC
3. DDS roadshow update
DDS Selection Process
• Concurrent with product demonstrations and one
month afterwards
• LEA District Superintendent or delegate will have
authority to make selection on behalf of LEA
• DDS selection will be conducted through secure online
tool with email based verification
• LEA District Superintendents will also be able to opt-out
of marketing on a per product basis through the secure
online tool
4. Follow-up on your questions
1. Will RICs be able to view all (3) dashboards to inform support?
Yes, following input from prior L1 PM meeting we are working to provide
help desk level access to RICs for all (3) DDS products.
2. Could LEAs try all 3 for a month before making a decision?
No, due to an agreed development approach and contractual and schedule
constraints this change will not possible.
3. Who is responsible for the quality, depth of roadshow demos?
NYSED is defining the structure and requirements of the demos and would
welcome review and feedback from RICs and Big 5 on the statewide webinar
prior to finalization and publication.
4. Will product trial accounts be available to inform selections?
No, providing additional trial account access will not be possible due to
contractual and schedule constraints.
4. Follow-up on your questions
5. Will L1 centers be informed about DDS products selections?
Yes, we are in the process of determining the most effective ways of
managing communication and your input is welcomed.
6. What is the role of the help desk? Link between help desk and
training? L1 PM representative input?
The EDP Help Desk is in the process of being set up including escalation and
triage processes and protocols. Help Desk activities will be closely linked to
Training activities and training materials and documentation. We like input
from an L1 PM representative to optimize the EDP Help Desk.
7. How should L1 PMs and RIC directors respond to, "which DDS
product do you recommend?"
L1 PMs are expected to remain neutral about product selection but may
want to become familiar with the Buyer's Guide (under development) and
help explain evaluation criteria or provide additional criteria/considerations
that could help inform a district's decision.
4. Follow-up on your questions
8. How will the EDP and DDS products integrate with existing contracted
applications and services?
DDS vendors are best placed to address any questions about impact on
existing services, contracts in place and integration between products.
9. Will the RICs and L1 PMs have access to DDS marketing material
shared with the LEAs?
We have asked DDS vendors to make their marketing materials available to
RICs and other key stakeholders.
10. What will be the business model and pricing (TCO, ROI) after RTTT
funding ends?
NYSED is continuing to work on the business model and indicative pricing in
an effort to share this information in advance of or during the selection
process to inform future planning.
EDP Organizational Chart
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148 State Street, Tenth Floor, Boston, Massachusetts 02109
(617) 426-2026, www.publicconsultinggroup.com
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