Integrated Student Information System (ISIS) Status Report Presentation to the Audit, Business and Technology Committee May 18, 2006

2 Agenda Project Status (Phase 1) Budget and Finance Status Phase 2 Plan of Record MAXIMUS Report Reference Slides –ISIS and BTS Office Computer Rollout –Phase 1 Lessons Learned –Phase 1 Implementation Challenges –Teacher Feedback Survey –Building Complete LAUSDMAX Functionality –How Phase 2 Will Be Rolled Out –Information Resources

3 Phase 1 Status Phase 1 rollout is now complete! –ISIS has been rolled out to 157 middle and high schools, with more than 20,000 users and 350,000 students in schools served by the system. User adoption of ISIS is high. –Users have accepted the new system. –Users have more information readily available to them. –Schools are making better use of technology and . –Users want to do more with the system, and continue to provide the District with valuable suggestions for improvement.

4 Budget and Finance Status By CategoryBudget Encumbered / AllocatedExpendedBalance Contract Software Development (MAXIMUS) $ 38,250,450$ 27,268,429$ 10,982,021$ 0 Staff Salaries & Benefits, Consulting, Web-Based IEP (Welligent) $ 54,209,952$ 28,540,338$ 24,894,614$ 775,000 Software License, Hardware Purchases (Data Center) $ 11,011,289$ 2,285,358$ 8,440,408$ 285,523 Ongoing Software / Hardware Maintenance, Miscellaneous $ 3,728,309$ 1,086,894$ 1,004,177$ 1,637,238 Subtotal$ 107,200,000$ 59,181,019$ 45,321,220$ 2,697,761 Computer Replacement for School Offices $ 12,000,000$ 1,419,738$ 1,615,589$ 8,964,673

5 Plan for Remaining Secondary Schools Phase 1 functionality is scheduled to be rolled out to Options programs, new schools and charter schools currently using Secondary SIS in September Production pilot: July 2006 –Continuation Schools (3): Leonis, Metropolitan, Highland Park (tentative) –Community Day School (CDS): Johnson –Opportunity School: Ramona September 2006 –Charter School: Pacific Palisades SH

6 Revised Phase 1 Timeline * First pilot school rolls out * Full rollout starts APR ‘05 OCT ‘05 * Continuation Schools rollout (P1 functionality) FEB ‘06 * 100 th school milestone SEP ‘06 MAR ‘06 * P1 rollout to middle & high schools complete * Continuation Schools pilot (does not include backfill process) JUL ‘06

7 Phase 2 Plan of Record: Timeline (Tentative) * Secondary pilot starts * New LAUSDMAX release with enhancements / fixes to defects * Middle school rollout OCT ‘06 * Elementary school pilot starts JAN ‘07 * ISIS becomes LAUSD’s System of Record FEB ‘07 * Phase 2 training starts AUG ‘06 * High school rollout NOV ‘06 * Elementary rollout starts JUL ‘07 MAY ‘06

MAXIMUS REPORT

REFERENCE SLIDES

10 ISIS and BTS Office Computer Rollout Type of School Number of Schools ComputersPrintersStatusTotal Cost NumberTotal CostNumberTotal Cost Secondary Schools (ISIS Phase 1) 1571,526$1,672,297151$286,867Spent$1,959,164 Secondary Schools (BTS) $344,103157$298,266Projected$642,369 Options Schools 60120$132,00060$117,000Projected$249,000 Elementary Schools 4762,066$3,512,200476$928,200Projected$4,440,400 Print-to-Mail Equipment for Report Cards at Secondary SchoolsProjected$1,000,000 Grand Total Projected for Office Computer and Printers$8,290,933

11 Phase 1 Rollout: Lessons Learned “Go-Live” success is based on several critical factors: –Pre-Implementation Planning –Onsite Support –School Ownership and Responsibility Schools have rolled out with few or no problems when they took ownership of the ISIS initiative and established: –Technical Back-Up Plan –Strong Leadership –Teamwork –Best Practices and Business Rules

12 Phase 1 Rollout: Implementation Challenges Excess Paperwork –Action Plan: MAXIMUS is fine-tuning reports to minimize the number of pages required to print. The District is also working on a proposal to the State, requesting that our system be certified for daily electronic verification. Out-of-Date District Publications –Action Plan: ISIS Team works with other LAUSD divisions in the updating / writing process. This requires the continued support of sponsors and leadership at all levels to ensure ISIS receives adequate attention and priority regarding policy- related matters.

13 Phase 1 Rollout: Implementation Challenges Gradebook –Action Plan: Concerns / Suggestions have been shared with MAXIMUS. ISIS Team will work with appropriate District office to revise roll book reference guide as needed. Mark Reporting Defect –During the midterm and progress mark reporting periods at single- and three-track schools, some staff members experienced sporadic difficulties entering grades and comments into the system. The major contributing factor to this issue was system load. –The District deployed additional servers and processors to mitigate the problems associated with volume. A new version of the software was also put into production; this application underwent rigorous testing and all anomalies appear to have been corrected.

14 LAUSDMAX Functionality Parent Access Special Education/Case Management, IEP Updates, Service Tracking and Billing (Welligent) Enrollment Walk-In Scheduling Textbook Census Phase 1 Phase 2 ISIS & current SIS work together (nightly interface) ISIS replaces current SIS entirely Reporting & Online Help Electronic Attendance Reporting Mark Reporting Electronic Grade Book Ongoing Programs Note: Two-phased rollout applies only to secondary schools. Elementary and adult schools will receive the complete ISIS package. Phase 2 + Counseling Testing / Assessment FeesDiscipline Grad Standards / Transcripts Special Ed (Summary Screens) Ad-Hoc Reporting Summer School / Intersession Health Year-End / New-Year Processing Alerts and Notifications Master SchedulingGATE

15 How Phase 2 Will Be Rolled Out Secondary Schools –Phase 2 software will be tested first by Subject Matter Experts at the District Office and then at schools in a test environment from May through August –Roll out Phase 2 of ISIS to all secondary schools currently using SSIS in two large waves in October and November This includes senior high, middle, span, community day, opportunity, charter schools and others. –The majority of ISIS functionality will be rolled out in Phase 2. –Phase 2 ISIS functionality will be rolled out to Continuation schools along with other secondary schools’ rollout. Elementary Schools –Roll out ISIS to all elementary schools in a phased deployment, starting with a production pilot in February 2007 and full rollout in July Adult Education Schools –Implementation methodology is yet to be determined.

16 Where Schools Can Find Information on ISIS ISIS Project Website ( –Post announcements, news, documents, resource materials, frequently asked questions (FAQs) ISIS Publications –Monthly newsletter, release notes, system status messages –Procedures handbooks, training workbooks ISIS General –Address general project questions ISIS Mailing List (by subscription) –An electronic mailing list to share important information from Central Office, facilitate discussion among schools and create a forum for communication on issues related to ISIS