Aligns With District Pillar: #1 Student,
Parent and Community Engagement, #2 Education, #3 Financial Efficiency and Stability, and #4 School/District Leadership.
Purpose: This project will replace existing mainframe selected applications in finance and human resources with
applications that will interface with the District’s SAP modules and ensure accuracy, streamlined workflows, analyses, and cost savings. The project will:
Eliminate applications that are not integrated with any District applications. Free personnel resources to work on other applications.
Expand existing SAP modules and facilitate seamless integration and accuracy. Support efficient workflows.
Provide fast, reliable, and useful data for decision making.
Promote planning, analyses, and access to dynamic and static cost reports.
Applications include:
Data Warehouse Upgrade for Historical Archiving PARS (Payroll)
META (Multicultural Education Training and Advocacy) SDES (Staff Development System) TRVL (Travel) UWAY (United Way)
Asset Management System (Property Control) Food Service Accounting System Internal Funds Replacement Food Service Ordering System
Textbook Ordering System Replace Maintenance Work Order System Utility Management Application
Total Costs: $13,550,000
See Projects’ Details after the X2 project.
1st Year Costs: $13,550,000 Funding:
Labor: Maintenance Hardware: Labor: Maintenance Hardware: Start: August 2011 End:
Qualitative Benefits:
a. Ensures longevity and interoperability of applications.
b. Simplifies the users’ experiences with the applications and enhances its use. c. Capitalizes on skills, experience, and training from previous SAP modules.
Quantitative Benefits:
a. Preserves the investment made in software, hardware, and staff training for ERP/SAP. b. Preserves the value of its interoperability with other District financial and personnel products.
Critical Success Measures
All (100%) of the new applications will provide the same data and equivalent processes that the mainframe applications provided.
Other Related Strategic Actions: Foundation: NA
Page: C-19 Appendix C - M-DCPS ITS Strategic Plan
Major Activities:
a. Develop RFP process and/or contract with vendor and document timelines for project implementation. b. Develop application requirements and document.
c. Contract personnel/integrator/implementator.
d. Select M-DCPS staff to work in the project, train, and plan resources. e. Develop application, test, modify, implement, and finalize.
f. Document system and train users,
Page: C-20 Appendix C - M-DCPS ITS Strategic Plan
Referral System Replacement
Aligns With District Pillars: #1 Student, Parentand Community Engagement, #2 Education, and #4 School/District Leadership
Purpose: This project will create a single online system to enter, track, and process to completion District referrals
including Public Records Requests and the Superintendent’s Projects and Tasks. The system will have: Flexibility to allow departments to enter a referral, at any established level.
Capability to track online the referral process to completion. Multiple levels of delegation.
Built-in approval system.
Capacity to create administrative reports.
Total Costs: $29,280 1st Year Costs $29,280 Funding:
Labor: Software: Services: Labor: Software: Services: Start: 07/01/11 End: 10/31/11 Qualitative Benefits:
a. Ensures that the users’ needs will be addressed through its development and implementation process. b. Facilitates entering, tracking, and process documentation.
c. Ensures similar procedures and compatibility for the referral processes.
d. Facilitates the users’ experiences because the processes will be similar and the system will be the same.
Quantitative Benefits:
a. Saves the District the expense (staff and time ) of gathering data from disparate systems that function independently.
b. Reduces staff time in entering and reporting information.
Critical Success Measures
All (100%) of District referrals, Public Records Requests, and the Superintendent’s Projects and Tasks will be entered, tracked, and completed through the system.
Other Related Strategic Actions: Foundation:
Increase Wireless Access to District Information
Portfolio:
Individual School and Administrative Bandwidth
Major Activities:
a. Assess needs and current status of existing applications that process referrals. b. Determine resources and develop a timeline to implement.
c. Document requirements, develop, test, pilot, and implement.
Page: C-21 Appendix C - M-DCPS ITS Strategic Plan
School and Location Notification System
Aligns With District Pillars: #1Student, Parent and Community Engagement and #2 Education.
Purpose: This project will automate the process to obtain and disseminate information for a new M-DCPS school,
Charter school, or administrative work location through the District Portal.
Total Costs: $250,000 1st Year Costs: : $250,000 Funding: Labor Connectivity Hardware Software Labor Connectivity Hardware Software Start: 4th
Quarter 2010-2011 End: 3rd Quarter 2011-2012 Qualitative Benefits:
a. Enables faster access to the data and provides up-to-date information for all existing schools, Charter schools, and administrative work locations.
b. Provides templates to create easy-to-use and understandable forms to aid decision making.
c. Automates the process to update databases that provide current data for the M-DCPS’ Data Warehouse. d. Improve the reporting process for the DOE MSID file, DOE Annual Contact File, and the Annual Florida
Education Directory by FASA.
e. Maintains confidentiality and data security. f. Facilitates analyses and reporting processes. g. Improves accountability.
Quantitative Benefits:
a. Reduces staff and time resources for updating M-DCPS databases.
b. Reduces staff and time resources to collect, compile, and provide data for DOE reporting.
Critical Success Measures
1. All (100%) of the staff who need to be notified about new schools and locations will be notified.
2. All (100%) notifications will be sent in a timely and consistent way.
Other Related Strategic Actions: Foundation:
Increase Wireless Access to District Resource Information
Portfolio:
Capital Portal
Major Activities:
a. Assess the needs and system requirements, and document them as needed. b. Determine resources and develop a timeline to implement.
c. In collaboration with ITS staff, create user-friendly interfaces and report templates for assessment data. d. Test enhancements and new functionalities, and modify as needed.
Page: C-22 Appendix C - M-DCPS ITS Strategic Plan
Student/Employee Records Enhancement
Aligns With District Pillars: #1Student, Parent and Community Engagement, #2 Education, #3 Financial Efficiency and Stability, and #4 School/District Leadership.
Purpose: Purchase digital system to replace employee/student records on microfiche. This project:
Provides long-term solution for the maintenance of personnel file information and provides a solid method for records retention compliance (30 years after the employee terminates employment).
Provides back-up capabilities (current microfiche has no method of being backed up). Facilitates faster and immediate access to records and information.
Expedites the production of personnel files (e.g., subpoenas, public information requests, etc.).
Provides portability and occupies less space (The current Lektriver was purchased in 1994 and is NOT under maintenance contract.).
Estimated Total Costs: $446,650 1st Year Costs: $446,650 Funding: Labor
$146,650
Connectivity Hardware Software $300,000
Labor $146,650
Connectivity Hardware Software
$300,000 Start: End: Qualitative Benefits:
a. Enables faster access to the employees’/students’ records. b. Maintains confidentiality.
c. Improves parent and community relations. d. Meets Records Retention Law.
Quantitative Benefits: Reduces staff and time resources to provide student/employee records to stakeholders.
Critical Success Measures
1. Decreased response time for the production of personnel files
2. Streamlined production process
3. A system that is easily backed up for security and disaster recovery
Other Related Strategic Actions: Foundation: NA
Portfolio: NA
Major Activities:
a. Determine resources and develop a timeline to implement.
b. Test enhancements and new functionalities, and modify as needed. c. Implement enhancements, document, and train staff as needed.
Page: C-23 Appendix C - M-DCPS ITS Strategic Plan
X2 Aspen Elementary Student Scheduler
Aligns With District Pillars: #1Student, Parent and Community Engagement, #2 Education, #3 Financial Efficiency and Stability, and #4 School/District Leadership.
Purpose: Develop and implement a scheduling system for elementary schools. This project will:
Automate the scheduling process by eliminating manual entries and procedures, populating and updating class rosters, producing schedules and reports quickly, and facilitating backup and recovery processes. Provide flexible accessibility, anytime and anywhere with appropriate authorization and security controls. Provide standardization and centralization of data entering and monitoring, and thus save time, reduce
errors, and facilitate corrections.
Eliminate dependency on schools’ individual budgets.
Estimated Total Costs: $3,073,431 1st Year Costs: $1,123,218 Funding: Labor Connectivity Hardware Software Labor
$476,218 (including contractors) Connectivity Hardware $98,000 Software $549,000 Start: End: Qualitative Benefits:
a. Enhances the accuracy and value of scheduling information and facilitates secured access to it. b. Improves parent and community relations.
Quantitative Benefits: Reduces staff time, effort, and expenses.
Critical Success Measures
All elementary schools (100%) will have their schedules ready by the start of the school year.
Other Related Strategic Actions: Foundation:
a. Technology Training Program for all School-Based Technicians (SBTs)
b. Upgrade/Maintain Mainframe and Network Hardware/Software
Portfolio:
Individual School and Administrative Sites Bandwidth Upgrade
Major Activities:
a. Document the system’s requirements.
b. Write the Request for Proposal (RFP) and its timeline, and implement or monitor as needed. c. Manage and monitor the vendor’s implementation.
Page: C-24 Appendix C - M-DCPS ITS Strategic Plan
X2 Aspen Online Student Subject Selection
Aligns With District Pillars: #1Student, Parent and Community Engagement, #2 Education, #3 Financial Efficiency and Stability, and #4 School/District Leadership.
Purpose: Advise X2 Corporation in development and implementation of an online, subject-selection component
that allows for teacher recommendations, a separate secured student portal, and an improvement to their student scheduling system component for teacher certification verification. This project will:
Automate the scheduling process by eliminating manual entries and procedures, populating and updating class rosters, producing schedules and reports quickly, and facilitating backup and recovery processes. Return instructional time lost to the hard, copy-card process.
Provide flexible accessibility, anytime and anywhere with appropriate authorization and security controls. Provide standardization and centralization of data entering and monitoring, and thus save time, reduce
errors, and facilitate corrections.
Provides notification when classes are assigned to teachers without an appropriate certification.
Estimated Total Costs: $ 43,310.50 1st Year Costs: $ 19,310.50 Funding: Labor
$16,000
Connectivity Hardware Software $27,310.50 Labor $16,000 Connectivity Hardware Software $3,310.50 Start: End: Qualitative Benefits:
a. Enhances the accuracy and value of scheduling information and facilitates secured access to it. b. Improves awareness of out-of-field teachers and encourages appropriate placement of staff. c. Improves parent and community relations.
Quantitative Benefits:
Reduces staff time, effort, expenses, and most importantly reduces the instructional time lost through the current subject selection card process.
Critical Success Measures
1. There will be an additional pilot with 13 secondary schools, mid-school year 2010-11.
2. All secondary schools (100%) will be using the system by mid-school year 2011-12.
Other Related Strategic Actions: Foundation:
a. Technology Training Program for all Technology Support Technicians (TSTs)
b. Upgrade/Maintain Mainframe and Network Hardware/Software
Portfolio:
Individual School and Administrative Sites Bandwidth Upgrade
Major Activities:
a. Document the system’s requirements.
b. Manage and monitor the vendor’s implementation.
Page: C-25 Appendix C - M-DCPS ITS Strategic Plan