Educational Information System Replacement Plan All Administrators and Supervisors December 8, 2006 Fred Sherman Kathy Kyne December 8, 2006

We need your help to identify and build the best educational information system for our district December 8, 2006

Background • Measure C provides the resources to replace our current SIS system • October 2006 - Current systems assessment completed – Executive Leadership Team study – A decision to move ahead with the procurement of an Educational Information System (EIS) December 8, 2006

Why Replace Current Systems?

• Need a new architecture to: – improve services to students – enhance teaching and learning • Under the current system: – grades cannot be posted for students who have completed 23+ quarters • Legacy system is near end of life December 8, 2006

Procurement / Implementation Schedule • Phase 1 CY 2007 – Functionality and Gap Analysis Jan - Sept – Decision and Contracting Oct - Dec • Phase 2 CY 2008 -10 – Conversion and Training • Phase 3 – Stabilization CY 2011-12 December 8, 2006

Team Organization in Phase 1 Students Faculty / Staff Faculty / Staff December 8, 2006 Project Support Team All Administrators / Supervisors Foothill De Anza Senior Staff Functional Manager Project Manager EIS Steering Committee Vice Chancellor Technology Functional Manager Purchasing ETAC Committee Chancellor’s Advisory Council Chancellor’s Staff

EIS Steering Committee • Bob Barr IR & Planning • Kim Chief Elk Human Resources • Sue Gatlin Tech Instr / Workforce • Jeanine Hawk Finance & College Svc • Kathy Kyne Project Manager December 8, 2006 • Judy Miner Instruction • Rose Myers Student Dev/Instruction • Hector Quinonez Controller • Chien Shih Information Systems • ETAC Academic Rep • ETAC Classified Rep

Tentative Project Schedule Phase 1 • January 22 Kickoff / Planning • February 5 Begin Requirements Gathering (3 week process) • April 30 • May 31 • June Release RFP Begin RFP Reviews Conduct Vendor Demos • Sept 30 • Dec 31 Release Final Report / Decision Complete Contract Negotiations December 8, 2006

Critical Early Assumptions • Design a student-centered system • Upgrade and streamline services to our students • Make the delivery of student services consistent across the district • Create a sustainable architecture December 8, 2006

Criteria for Decision Making • Functional Requirements • Technical Requirements • Vendor Demonstrations • Site Visits • Reference Checks December 8, 2006

Decision Director Tool • Sponsored through the Foundation for California Community Colleges • Web-based, easy to use, allows wide participation • Identifies and validates functional and technical requirements • Supports review of educational work processes and procedures December 8, 2006

Decision Director Tool • Web based RFP - vendors respond online using this tool • Can include community source solutions • Provides comprehensive information to guide decision • Tool can be used to monitor implementation December 8, 2006

Project Brainstorming  High-level definition and assessment of business processes  Develop baseline importance and satisfaction ratings 

“What are our priorities?” “Where can we take huge leaps forward?”

 Adds clarity to the process and establishes a benchmark for impact analysis  We can configure DecisionDirector to “go deep” in desired areas December 8, 2006

Identifying Requirements December 8, 2006

Online RFP Process December 8, 2006

December 8, 2006 Decision Information

References • Citrus College • Gavilan • Taft • Cuesta • University of Virginia • South Dakota Board of Regents December 8, 2006

December 8, 2006 Questions?