3/3/10 1 Student Information System

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3/3/10 1 Student Information System

  1. 1. Student Information System Request for Proposal Vendor Conference February 14, 2003 10:30AM-11:30AM Board Room- 555 Franklin Street
  2. 2. Agenda 2 minutes Rane Johnson Wrap-up 20 minutes Rane Johnson, Lou Webb, Deborah McKnight, Diana Blackmon Q & A 5 minutes Rane Johnson Selection Process 5 minutes Rane Johnson Funding Strategy 15 minutes Rane Johnson RFP Details Overview 10 minutes Nasser Azimi, Deborah McKnight, Diana Blackmon Overview and Vision Duration Owner Subject
  3. 5. RFP Details Overview <ul><li>5.1 Respondent Information </li></ul><ul><li>organization name, mailing address, and primary contact person information. </li></ul><ul><li>5.2 Marketplace Status </li></ul><ul><ul><li>Provide the product name, version, vendor name, and contact information </li></ul></ul><ul><ul><li>If the product is operational, specify Pre K-12 sites where the system is in use, please list any California sites where the system is in use, please provide sites that are similar in size to SFUSD, and for all sites please list the sites contact information (contact person, email and phone number). </li></ul></ul><ul><ul><li>If the product can be viewed at an Internet address, provide the appropriate URL. </li></ul></ul><ul><ul><li>Please provide benchmarking and a comparison of the product being presented to the District with at least 5 other marketplace leaders. The comparison matrix must include features, capabilities, performance, and all areas detailed in the high-level requirements stated in section 4.0. </li></ul></ul>
  4. 6. RFP Details Overview <ul><li>5.3 Student Information System Functionality </li></ul><ul><ul><li>List each function the system provides and describe its key features. For each function, specify whether all processing tasks connected with the function occur on the centrally managed server's), or are distributed to the user workstation. </li></ul></ul><ul><ul><li>Specify whether these tasks can be performed in either batch or online or individual add or update mode. </li></ul></ul><ul><ul><li>Describe the customization and query features and the interface available to the end-user. </li></ul></ul><ul><ul><li>Describe the parent interface to the system, how parents access student records and how the security on student records and parent access is executed. </li></ul></ul><ul><ul><li>Discuss the reporting features of the system and ability of ad-hoc reporting and queries. </li></ul></ul><ul><ul><li>Also, describe the system’s capability to interface with: </li></ul></ul><ul><ul><ul><li>typical third-party software products such as but not limited to teacher grade books that run on the user’s desktop </li></ul></ul></ul><ul><ul><ul><li>various database programs such as but not limited to Access, FoxPro, Filemaker Pro or Excel </li></ul></ul></ul><ul><ul><ul><li>district office financial or human resource software systems available in the marketplace </li></ul></ul></ul><ul><ul><ul><li>dependent of District requirements described on page 4 please detail out possible customization and costs. </li></ul></ul></ul><ul><ul><li>You should detail in your RFP how your system meets, does not meet and how your organization defines these areas detailed in Section 4 and in the purpose </li></ul></ul>
  5. 7. Mandatory and Desirable Modules <ul><li>Mandatory integrated modules/functions: </li></ul><ul><li>Student demographics </li></ul><ul><li>Enrollment – admission, withdrawal, and transfers </li></ul><ul><li>Attendance </li></ul><ul><li>Scheduling and master scheduling </li></ul><ul><li>Grade marking and grade reporting </li></ul><ul><li>Course history maintenance </li></ul><ul><li>Special Education (assessment, IEP, etc.) </li></ul><ul><li>Security </li></ul><ul><li>Reporting (standard, custom, district wide, ad hoc and report distribution) </li></ul><ul><li>CSIS and No Child Left Behind Compliant </li></ul><ul><li>The following integrated modules are considered highly desirable: </li></ul><ul><li>Teacher module for attendance, grade book, and student information access </li></ul><ul><li>Graduation requirements & verification </li></ul><ul><li>Student discipline </li></ul><ul><li>Health and immunizations </li></ul><ul><li>Specialized reporting for transcripts, academic history, report cards, state and federal reports </li></ul><ul><li>Transportation Management </li></ul><ul><li>Nutrition/Free and Reduced Lunches </li></ul><ul><li>Tracking of Siblings </li></ul><ul><li>Test scores </li></ul><ul><li>Student fees </li></ul><ul><li>Athletics and sports eligibility </li></ul><ul><li>Electronic portfolio </li></ul><ul><li>Parent communication of SIS information (e.g. attendance, grades, homework assignments, etc.) </li></ul><ul><li>Historical data & archival processes </li></ul>
  6. 8. High Level Requirements <ul><li>High- Level Requirements </li></ul><ul><li>Management and oversight </li></ul><ul><li>Industry standards in system development and implementation methodology </li></ul><ul><li>Certified project management and oversight </li></ul><ul><li>Technical knowledge transfer to District staff </li></ul><ul><li>Requirements tracking </li></ul><ul><li>Issue resolution and escalation </li></ul><ul><li>Detailed System Documentation </li></ul><ul><li>Data Auditing </li></ul><ul><li>Usage Statistics </li></ul><ul><li>Centralized System Model </li></ul><ul><li>Student Demographics </li></ul><ul><li>Household Data </li></ul><ul><li>Emergency Contact and Daycare Information </li></ul><ul><li>Parent/Guardian Information </li></ul><ul><li>Student Profile </li></ul><ul><li>Enrollment </li></ul><ul><li>Transfers </li></ul><ul><li>Cross Enrollment </li></ul><ul><li>Summer School </li></ul><ul><li>Attendance </li></ul><ul><li>Course Catalog (i.e. district course catalog, school course file and school master schedule of classes) </li></ul><ul><li>Scheduling </li></ul><ul><li>Master Schedule Builder </li></ul><ul><li>Student Schedule Builder </li></ul><ul><li>Student Schedule Maintenance </li></ul><ul><li>Elementary School Scheduling </li></ul><ul><li>Grade Marking (marks definition, recoding marks, GPA calculations, maintenance of marks, reporting of marks, marks analysis, elementary performance reports) </li></ul><ul><li>Course History, Transcripts, Academic History </li></ul><ul><li>Graduation Requirements and Verification </li></ul><ul><li>Discipline </li></ul><ul><li>Health </li></ul><ul><li>Immunizations </li></ul><ul><li>Nutrition </li></ul><ul><li>Special Programs (Special Education, Multilingual, Child Development, etc.) </li></ul><ul><li>Test Scores </li></ul><ul><li>Student Fees and Debt </li></ul><ul><li>Athletics </li></ul><ul><li>Volunteer Tracking </li></ul><ul><li>Reporting (standard, custom, district wide, ad hoc and report distribution) </li></ul><ul><li>Data Export Capabilities </li></ul><ul><li>State Reporting and Enrollment Accounting </li></ul><ul><li>Security (System and Reporting) </li></ul><ul><li>Specialized Processes (Grade Increment, year end/begin, archival, batch updates and interfaces) </li></ul><ul><li>System Set-up (security, calendar, scanning, and parameter tables) </li></ul><ul><li>Interface Capabilities with Auto-dialer </li></ul><ul><li>Teacher Module </li></ul><ul><li>Parent Module </li></ul><ul><li>Electronic Portfolio </li></ul>
  7. 9. High Level Requirements <ul><li>High-Level Technical Requirements: </li></ul><ul><li>Enterprise application architecture (provide detailed description) </li></ul><ul><li>Database (SQL preferred, may consider ORACLE) </li></ul><ul><li>Web Browser Access </li></ul><ul><li>Network Usage (TCP/IP, T1) </li></ul><ul><li>Workstation Requirements (Minimum and recommended) </li></ul><ul><li>School Interoperability Framework (industry initiative to develop a specification for ensuring K-12 instructional and administrative software applications can share information seamlessly. Please refer to http://www.sifinfo.org for more details. Your ability to be compliant) </li></ul><ul><li>CSIS and No Child Left Behind Compliant ( see http://www.csis.k12.ca.us/mission.asp and http://www.nclb.gov/ ) </li></ul><ul><li>System Management Tools </li></ul><ul><li>Software Implementation Tools </li></ul><ul><li>Batch processing </li></ul><ul><li>Printing </li></ul><ul><li>Response Time and Performance </li></ul><ul><li>User Group and Enhancement Request Process </li></ul><ul><li>Back-up and Recovery </li></ul><ul><li>Technical Support </li></ul><ul><li>Technical Documentation </li></ul><ul><li>Upgrade Releases and Patches </li></ul>
  8. 10. RFP Details Overview <ul><li>5.4 Training and Support </li></ul><ul><ul><li>Describe the training necessary to implement and manage the system and the number of training days required of end users. </li></ul></ul><ul><ul><li>Recommend the support staffing level, which SFUSD should implement in order to maintain efficient support of users. </li></ul></ul><ul><ul><li>Please include a high level District training plan including end-user and technical staff responsible for maintenance. </li></ul></ul><ul><ul><li>Discuss system documentation and list all documentation offered for support staff, system users and system administrators. </li></ul></ul><ul><ul><li>Describe the transition management process including change management and organizational transformation. </li></ul></ul><ul><ul><li>Detail the companies help desk support and system support/maintenance offered. </li></ul></ul><ul><li>5.5 Architecture and Scalability </li></ul><ul><li>For the following district-wide student information solution, </li></ul><ul><li>150 school sites, 60,000 active students, 1, 000 concurrent users, </li></ul><ul><ul><li>Recommend the configuration of a Pre K-12 student information system hardware and software components that will be required at the central processing entity and on the individual end-user’s desktop, in order to efficiently access and perform all functions and their related tasks, including data entry, processing and downloading of records, files and reports. </li></ul></ul><ul><ul><li>For the recommended configuration, describe the normal transaction processing times anticipated for specific functions or tasks, and indicate how the system will accommodate peak load processing. </li></ul></ul><ul><ul><li>Specify how the above recommended configuration could be scaled incrementally to accommodate additional sites, students and concurrent users up to a maximum of 200 school sites, 100,000 students, and 3,000 concurrent users. </li></ul></ul><ul><ul><li>Also specify how the recommended hardware and software configuration meets the high-level technical requirements stated in Section 4. Please provide Visio diagrams. </li></ul></ul>
  9. 11. RFP Details Overview <ul><li>5.6 Network Connectivity </li></ul><ul><ul><li>Connectivity will be through the Internet using the TCP/IP protocol. </li></ul></ul><ul><ul><li>Specify the recommended bandwidth from each site and from the central processing entity necessary for the system to ensure adequate responsiveness to users. </li></ul></ul><ul><ul><li>Indicate the smallest bandwidth that could be implemented from the user site and from the central processing entity that would still provide acceptable access. </li></ul></ul><ul><ul><li>Recommend the security strategies and hardware and software components that will be required in order to safely transmit student records over the Internet and to protect the student records resident at the central processing entity. </li></ul></ul>
  10. 12. RFP Details Overview <ul><li>5.7 Projected Time Line </li></ul><ul><ul><li>Provide the projected time line to install the system (all phases of the project), requirements gathering, implementation, execute data conversion and purification and complete training of users in the 150 school sites and 120 district offices that are the primary focus of this effort. </li></ul></ul><ul><li>5.8 Preliminary Cost Projection </li></ul><ul><ul><li>Provide a projected cost to implement the student information system configuration described above. Separate the costs that must be incurred for the hardware and software components at the central processing entity, including a separate identification of costs to be incurred for the student information system from that necessary to make the system accessible and secure over the Internet. If other hardware or software components are necessary, please identify and provide the projected cost. </li></ul></ul><ul><ul><li>SFUSD also requests the respondent to provide a sample minimum requirement of a user desktop configuration and cost that will be necessary to access the system efficiently. If there are other hardware or software components necessary at the user desktop level, please identify and provide projected costs. </li></ul></ul><ul><ul><li>Specify the projected training costs necessary to train users on the student information system. Specify the projected support and maintenance costs necessary to support the student information system on an annual basis. Identify any other cost components not listed. Provide a budget narrative to explain all costs. </li></ul></ul><ul><ul><li>Additionally, this section will include your funding strategy to make this cost project cost neutral for the District. You may propose up to three different funding strategies your organization will attempt to win this project. Also, discuss funding alternatives for annual maintenance costs and customer support. </li></ul></ul>
  11. 13. RFP Details Overview <ul><li>5.9 Product & Funding Presentation </li></ul><ul><ul><li>Be prepared to give a 2 hour presentation. </li></ul></ul><ul><ul><ul><li>The first hour will cover the product demonstration, how you have determined this will be the product the District should implement </li></ul></ul></ul><ul><ul><ul><li>The second hour your funding strategies and Q & A. </li></ul></ul></ul><ul><ul><ul><li>List all available dates (Tuesdays through Thursdays) for the month of April, May & June for your presentation. Also, provide an evaluation/demo copy of the product for the District. </li></ul></ul></ul><ul><li>5.10 Product Evaluation Rubric </li></ul><ul><ul><li>Submit an evaluation rubric on how the District should evaluate different products, features and capabilities. </li></ul></ul>
  12. 14. Funding Strategy <ul><li>Cost neutral contract </li></ul><ul><li>Your Funding should cover the following: </li></ul><ul><ul><li>Cost of product </li></ul></ul><ul><ul><li>Costs for all phases </li></ul></ul><ul><ul><li>Costs of new hardware and software </li></ul></ul><ul><ul><li>Costs for implementation </li></ul></ul><ul><ul><li>Costs for your contracted staff </li></ul></ul><ul><li>Your funding can come from private or public funds </li></ul><ul><li>SFUSD will cover all internal costs (overhead, internal staffing, etc.) </li></ul>
  13. 15. Selection Process <ul><li>STAGE ONE: </li></ul><ul><li>Mandatory Requirements: </li></ul><ul><li>The system provides capabilities suitable for a medium to large school District including the mandatory and desirable functions listed on page 4. </li></ul><ul><li>The proposal includes the SIS software, project management and oversight and implementation services. </li></ul><ul><li>The SIS system is year 2000 compliant. </li></ul><ul><li>The SIS system runs on servers running Microsoft NT 4.0 or Windows 2000 Server (Windows 2000 preferred). </li></ul><ul><li>The SIS system uses a recent version of Microsoft SQL Server or Oracle database. </li></ul><ul><li>The vendor has previously completed two student information system implementations for K-12 school districts and at least one in the state of California. </li></ul><ul><li>At least one (1) medium to large (at least 45,000 current students) multi-campus school district is currently running in production a current or earlier version of the software vendor's student information system. </li></ul>
  14. 16. Selection Process <ul><li>Scoring of Proposals </li></ul><ul><li>The District may choose to ask clarification questions in writing and include the additional information gathered in the scoring process. </li></ul><ul><li>References of the top vendors will be checked to verify their selection. </li></ul><ul><li>Evaluation and scoring of the requirements will be based on: </li></ul><ul><li>Information provided by the vendor in their response </li></ul><ul><li>Information provided by the vendor in response to District clarification questions </li></ul><ul><li>Information from reference checks </li></ul><ul><li>RFP proposals will be scored and weighted as follows: </li></ul><ul><li>Application Functional Requirements 25% </li></ul><ul><li>Technology Requirements 15% </li></ul><ul><li>Vendor Qualifications 10% </li></ul><ul><li>Implementation Services and Project Plan 10% </li></ul><ul><li>On-site Product and Funding Presentation 10% </li></ul><ul><li>Cost and Funding Strategy 25% </li></ul><ul><li>Project Management Methodology and certification 5% </li></ul><ul><li>A short list of proposals will move into the second stage of the evaluation. </li></ul>
  15. 17. Selection Process <ul><li>STAGE TWO: </li></ul><ul><li>Stage two evaluations will be subject to the ability of the vendor to secure funding. Once funding is secured a plan must be presented and an on-site presentation on how the project will be executed, what the funding includes and what features the District will receive. References will be checked to address issues raised by the on-site presentation. Visits to sites using the proposed software may be conducted during the stage two evaluation. Vendors may be asked to help arrange these site visits, but will not attend the visit. </li></ul><ul><li>Evaluation and scoring during the stage two evaluation will be based on: </li></ul><ul><li>Secured funding </li></ul><ul><li>What is included and percentage of requirements met </li></ul><ul><li>On- site presentation </li></ul><ul><li>References conducted </li></ul><ul><li>Any extras vendor will be willing to provide </li></ul>
  16. 18. Q & A <ul><li>Deadlines: </li></ul><ul><ul><li>Deadline for questions February 19, 2003. </li></ul></ul><ul><ul><li>All proposals submitted by March 7,2003, no later than 5PM local time. </li></ul></ul><ul><ul><li>Selected vendors chosen by March 21, 2003. </li></ul></ul><ul><ul><li>Vendors securing funding by July 31, 2003. </li></ul></ul><ul><ul><li>Implementation begins by TBD in coordination with final selected vendor. </li></ul></ul><ul><li>Contact Info: </li></ul><ul><li>Submit ten hard copies and four CD soft copies to Rane Johnson and one hard copy to the Contract Compliance Department of the RFP response no later than close of business (5PM) </li></ul><ul><li>Friday, March 7, 2003 </li></ul><ul><li>San Francisco Unified School District San Francisco Unified School District </li></ul><ul><li>Information Technology Department Contract Compliance Department </li></ul><ul><li>Project Management Office </li></ul><ul><li>SIS RFP Response SIS RFP Response </li></ul><ul><li>Attn: Rane Johnson Attn: Rita Kriz </li></ul><ul><li>601 McAllister Street, Room 215 135 Van Ness Room 118 </li></ul><ul><li>San Francisco, CA 94102 San Francisco, CA 94102 </li></ul><ul><li>Questions should be addressed to Rane Johnson, Director of Project Management </li></ul><ul><li>Office and SIS Project Manager, (415) 828-7139 , or by email to [email_address] </li></ul>

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