Slides from an informal presentation to trustees outlining the next phases in My Family Room development, including the ability for parents to send absence notes and see their childrens' Office 365 calendars via mobile app.

1. My Family Room
2015 Feature Pack
Trustee Briefing
November 11, 2015

2. About MFR
 Response to 2012 request from trustees for an emergency mass
notification system
 ITS responded with vision for a single, unified platform for
interacting with parents
 Why?
 Better consistency and control over ‘customer journey’ and
therefore brand experience
 Engage parents by offering more convenient transactions rather
than simply pumping information out
 Streamline internal processes for greater efficiency

3. Situation
 Current State
 Emergency mass notification system deployed
 Automated unexplained absence callouts happening at all schools*
 STEO sending bus cancellation notifications through system
 Parent self-service for contact information changes
 Parent emails used to build board, school and classroom email
distribution lists for teachers and administrators
 Parent view of students’ Office 365 calendar is deployed
 Next few weeks
 Launching absence notification system, online registration and
school office “ToDo” list

4. All Students
Attendance as
Safety
Measure
Students who are absent
Students who are absent
with no explanation
The key to ensuring student safety is to a) minimize the set of absentees
who have no explanation and b) as rapidly as possible secure reasons for
those absentees

5. Attendance as
Efficiency
BusinessCase
Issue Current State Future State
Time from start of
school until callouts for
unexplained absences
begin
Average 2 hours Target 30 mins max
Number of unexplained
absence events per day
1100 Target reduction by
20%
Hours of time spent by
teachers on
attendance*
710 hrs /day Target reduction by
45%
Hours of time spent by
students on
attendance*
310 hrs/day Target reduction by
70%
Hours of time spent by
office staff on
attendance and
callouts*
235 hrs/day Target reduction by
35%
Reduction of ~ 600 hours of staff effort per day represents approx. $1M per year
* Depends at least in part on deployment of Hall Monitor attendance app

6. Tactics
 Reduce the number of unexplained absentees each day by making it
easier for parents to send absence/late notes in advance by:
 Providing a mobile app that makes it convenient to send notifications
 Eliminate requirement to figure out whom to call, waiting on hold etc
 Providing automated ‘matching’ of absence reasons provided by parents
and absences generated through the attendance process
 Increase the speed with which we secure reasons for unexplained
absences by:
 Using MIR3 to perform automated callouts to reduce human effort and
time
 Using mobile app/web interface so parents can quickly respond to
automated callouts
 Provide automated matching of reasons received to unexplained
absences so these absentees are removed from the manual callout list
 Provide a prioritized callout list for office admins that is updated in real
time as reasons roll in
 Ultimately, providing a mobile app (Hall Monitor) so all teachers can
take attendance electronically and therefore reduce manual effort to
rekey and sort absence data.

7.  Launch 3 new My Family Room services for parents and
schools:
 Student Attendance Management
 Mobile Application for Android and iOS
 New features in the My Family Room Interface
 Parents can submit an ‘absence note’ through the mobile app or
website and can respond to automated callouts via app or web
 Online Registrations
 Current and Potential parents can register their children through
the My Family Room web interface
 Parents can track status of their children’s registration
 Launch with the Annual Kindergarten Registration Campaign
 School Task Management
 One location for school office staff to manage student absences
and online registrations in a prioritized, dynamic task list
 Future features to manage eCommerce submissions for school
event items such as field trips, hot lunches and yearbooks
Objective

9. • Parents can schedule future
absences and lates for any of
their children.This is like
‘sending a note’
• There is no need for the parent
to know whom to contact

10. • Parents can view all future
scheduled absences and lates,
as well as edit or delete if the
situation changes

11. • When a student is absent and
no explanation is received, the
parent automatically is notified
and prompted to provide a
reason
• Parents see a running list of
absences and the person that
has provided an explanation
for each one

12. • Parents now have a of their
children’s Office 365 calendar
right from the mobile app so
they can see upcoming school,
class and personal events

13. • Parents needing to contact the
school are presented with only
the schools they need to see
and can dial the phone right
from the app with one tap

14. • All attendance functionality is
replicated in the web interface
for parents who prefer to use a
browser

15. • Parents registering online
now have a dynamic form
that is prepopulated with
their info
• All form data is entered into
PowerSchool automatically,
eliminating thousands of
minutes of rekeying

16. • The new school picker only
allows parents to register
students for the schools they
are eligible to attend

17. • The OfficeToDo list allows us
to prioritize tasks for office
admins and present them with
the information they need at a
glance. Updates in real time.

18. Rollout Plan
 App sent to Google Play andApple app stores for approval
November 23, expect to appear by December 7
 Pilot of absence functionality at between 7 and 10 schools
beginning early in December
 Launch online registration early January
 Complete rollout of absence functionality January – March 2016

19. The Future
 Complete revamp of attendance process by concluding
development on ‘touch attendance’ app for teachers
 Consider early dismissal functionality for mobile app, website
 Complete mobile payments functionality in late 2016 through
mobile app and web
 Begin visioning on ‘electronic forms’ functionality in mid-2016