Integrated Student Information System (ISIS) Rollout for Elementary Schools Local District 4 October 14, 2009

Agenda  Dropout Prevention/Attendance Policy, 1:30-1:50 – Debra Duardo, Director of Pupil Services  Elementary Attendance & Grades Rollout, 3:00-4:00 – Shiva Goudarzi, ISIS Communications  Questions & Answers, 4:00-4:30 1

Things you should know…  Detailed instructions and resource CD in Rollout Guide  Page numbers at the top of each slide  Highlighters and post-its are available on loan for note-taking  Please hold questions at the end 2

What is ISIS? (Page 1 of rollout guide) 3 PastFuture (ISIS) Note: ISIS is the project name. LAUSDMAX is the software application name.

GATE Textbook Electronic Gradebook Electronic Gradebook Grades (Mark Reporting) Electronic Attendance Reporting Reporting & Online Help Counseling Walk-In and Master Scheduling Programs Student (Enrollment) Student (Enrollment) Census Special Ed (Summary Screens) Special Ed (Summary Screens) Fees Grad Standards/ Transcripts Grad Standards/ Transcripts Testing/ Assessment Testing/ Assessment State Reporting Alerts and Notifications Summer School/ Intersession Year-End/New-Year Processing Ad-Hoc Reporting Family Access Health Discipline Student Transportation Systems, Student Testing and MAPS Student Transportation Systems, Student Testing and MAPS Adult Education (KnowledgeCore) Adult Education (KnowledgeCore) Special Education/Case Management, IEP Updates, Service Tracking and Billing (Welligent) Special Education/Case Management, IEP Updates, Service Tracking and Billing (Welligent) Student Data Warehouse/MyData Early Education (CenterTrack) Early Education (CenterTrack) LAUSDMAX Features (pp. 2 – 3) 4 Go Live Date: December 7, 2009 Current LAUSDMAX Modules Future LAUSDMAX Modules Partner Applications Districtwide Reporting

Taking Attendance in LAUSDMAX 5 Teacher clicks on course section

Taking Attendance in LAUSDMAX Marks students Absent or Tardy and clicks Submit

Taking Attendance in LAUSDMAX 7 and certifies attendance was correct

What does ISIS provide for LAUSD? 8 Compliance Increased Efficiency Financial Benefits Improved Data

Support to Schools (School Responsibilities and Accountability, p.3) 9 Go-Live School Principals Provide leadership and organize school resources to complete rollout preparation tasks on time Local District Administrators Provide support, and guidance to school principals ISIS Project Team Provides tools and processes to ease rollout preparation, and monitors preparation progress

Rollout Preparation (ISIS Rollout Preparation at a Glance p. 4) 10 Technology Staff Data Communication

COMMUNICATION 11 T-8T-6T-7T-4T-5T-2T-3T-1T-0 On-going (starting T-8 weeks) Dec. 7, 2009

Communication (Step 1: Choose Your School-Based Support pp. 7 – 8) Choose your School-Based Support (SBS) – 2 to 4 school staff that provides onsite assistance, training, and ISIS preparation to other staff at the school – SBS is your school’s first line of support SBS characteristics… – comfortable with technology – familiar with school procedures – Can organize school staff and resources – Consist of principals, APs, SAAs, coordinators, office technicians, computer coordinators 12

ISIS Champion (Leader of the SBS team) – Has a “Can-Do” attitude – Pays attention to details and follows through – Is a good communicator to keep people informed – Can solve problems and knows when to escalate to principals Who’s your ISIS Champion? 13 Communication (Step 1: Choose Your School-Based Support pp. 7 – 8)

What we need from you ISIS School-Based Support Form (Appendix B) Why? So we can invite them to the 7- hour ISIS SBS Training Session 14 Communication (Step 1: Choose Your School-Based Support pp. 7 – 8)

TECHNOLOGY 15 T-8T-6T-7T-4T-5T-2T-3T-1T-0 4 weeks (Starts T-6, Ends T-3) Dec. 7, 2009

Technology (Step 2: Prepare Your Technology pp. 9 – 17) Walk around the campus and ensure every classroom has one working computer to be used for ISIS What if a classroom doesn’t have a computer? – Develop a plan (e.g., repair, swap, purchase, update) What does an ISIS Computer look like? – Connected to the Internet – Contains all the minimum software (Appendix D) (available free on the Web for immediate download & installation) 16

Technology (Step 2: Prepare Your Technology pp. 9 – 17) See the rollout guide for instructions on how to check your computer’s minimum software requirements automatically, or for older computers, manually A.Check your computers’ software programs B.Compare software info to ISIS requirements C.Report technical progress every week D. software info to ISIS team E.Develop Long-Term Technology Plan What if I need help? We are here to help you. You will be contacted next week by your ISIS representative about preparing your technology. 17

ISIS Readiness Report 18 (3)The JAVA version meets ISIS requirements listed in Appendix D (1)Computer Description field displays the unique name (2)List Software versions Export button

STAFF - TRAINING 19 T-8T-6T-7T-4T-5T-2T-3T-1T-0 Starts at T-5 weeks Dec. 7, 2009

Staff – Training for ISIS (Step 5: Train your Staff pp. 23 – 24) School-Based Support (SBS) – ISIS web-based learning (WBL) videos – 7-hour instructor-led training (ILT) session Teachers and non-SBS staff – “Teacher Tools” and “Elementary Office Attendance” web- based learning videos – School-Based Support staff (who completed ISIS training) – ISIS Practice Sandbox that uses fictitious data – Basic Computer Skills WBL videos (as needed) User Guides and Workbooks (go to > Elementary Schools > Training) – Quick Guides, Procedure Handbooks, and LAUSDMAX Online Help 20

STAFF – USER ACCESS 21 T-8T-6T-7T-4T-5T-2T-3T-1T-0 Starts at T-4 weeks Dec. 7, 2009

Staff – District Accounts (Step 4: Activate LAUSD Staff Accounts pp. 21 – 22) Keep Staff Single Sign-On (SSO) Account Active – Review Last Accessed Report (ELAR) through DSS ( – Assist staff on password resetting or account activation using SSO – Encourage staff and teachers to continue using District applications such as Online Progress Report (OPR), , or Welligent 22

Staff – Access to LAUSDMAX (Step 6: Apply for Access to LAUSDMAX pp. 25 – 26)  Determine LAUSDMAX User Roles for Staff – Review “Guide to LAUSDMAX User Roles” – Inform staff of their user role(s)  Apply and Confirm LAUSDMAX Access – Ask staff to apply for access online using EZ Access – School administrator must approve access – SBS confirm access one week before Go-Live date 23

Go to Click on ISIS LAUSDMAX logo

25 Type in SSO username Type in SSO password

26 A list of approvers will be displayed based on the location assigned in HR Teacher John Doe

27 Teacher selects a user role, accepts Confidentiality Agreement, then submits the request

28 An will be sent to the approver asking him/her to log in to approve all pending requests. Another will be sent to the initial requester upon approval. Your ISIS application has been processed. Your applicaton numbered 104 has been Approved. If you have any questions, please call (213) Use touch-tone menu option 5, then 1 for ISIS; or option 4 for any password issues. Visit for the full menu. Please do not reply to this .

DATA 29 T-8T-6T-7T-4T-5T-2T-3T-1T-0 2 weeks (Starts T-2 weeks; Ends T-1 week) Dec. 7, 2009

Data – Cleansing (Step 7: Clean ESIS Data pp. 27 – 28)  Nightly Interface to sync data between ESIS and LAUSDMAX – ESIS = enrollment and classroom information – LAUSDMAX = attendance and grades information (no more OPR)  Examples of Clean Data: – A District ID is needed for a student to appear in LAUSDMAX – Student must have grade level, track, room, and E date entered in ESIS in order to appear on a teacher’s roster in LAUSDMAX – Teachers will be able to access LAUSDMAX if an assignment code for the school exists in HR, valid employee number is entered in ESIS, and assigned to a room in ESIS – Attendance Phone under Parent/Guardian1 column on screen31 in ESIS will be used by Connect-ED to make automated unexcused tardy and absence calls to parents/guardians for that day only 30

Data – Connect-ED (Step 7: Clean ESIS Data pp. 27 – 28) 31 These fields cannot be edited. Parent/Guardian 1 Home Work Cell Primary Parent/Guardian 2 Home (Alt.) Cell (Alt.) Additional Screen 31 Parent Notification Contact Information Student Contacts Page (ID ST0003) Contact Types Notification Parent/Guardian 1 General Notification Attendance Notification Emergency Notification Notification Parent/Guardian 2 General Notification Emergency Notification Notification Parent/Guardian 1 General Notification Attendance Notification Emergency Notification Notification Parent/Guardian 2 General Notification Emergency Notification Parent/Guardian 1 General Phone Attendance Phone Emergency Phone P/G 1 Address Parent/Guardian 2 General Phone (Attendance Phone) Emergency Phone P/G 2 Address Legend Interface to LAUSDMAX, occurring only when changes are made in ESIS. Daily interface to Connect-ED occurs at 10 a.m. and 4 p.m. All contact info is created, edited, and deleted in ESIS.

Communication (Step 3: Communicate to Your Staff pp. 19 – 20) Frequently Communicate to Your Staff 1. Present ISIS to your staff using PowerPoint slides provided by the ISIS team 2. ISIS news and updates to your staff 3. Make sure staff knows the responsibility that comes with access to student records (refer to appropriate bulletins in Appendix I) 4. Discuss new procedures and roles and responsibilities with SBS team 5. Develop contingency plan for attendance to be taken on paper and entered by office 32

Communication (Step 8: Set up for Day One of ISIS pp. 29 – 30)  Preparing for Day One 1. Set up a command post 2. Have a problem reporting protocol in place 3. Print paper rosters, in case of emergency 4. Create LAUSDMAX shortcut on the Desktop of every ISIS computer 5. Inform parents regarding automated absence and tardy Connect-ED calls 6. Prepare teacher’s folder as appropriate 33

ISIS Rollout Preparation Go Live! 34 Team Work School Principals Local District ISIS Project Team Technology Staff Training/ Access DataCommunication Support to Schools Go Live

Help Resources (Help Resources p. 31 and Appendix I: ISIS Guides and Forms) 1. ISIS website – > Elementary Schools 2. School-Based Support (SBS) 3. Your ISIS Team Representative (direct phone #) 1. ISIS website – > Elementary Schools 2. School-Based Support (SBS) 3. Your ISIS Team Representative (direct phone #) 4. LAUSDMAX Online Help 5. ITD Service Desk: (213) Customer Self- Service Online Help Request 4. LAUSDMAX Online Help 5. ITD Service Desk: (213) Customer Self- Service Online Help Request 35

ISIS Rollout Time Table – LD 4 (School Tasks & Due Dates pp. 5 – 6) 36 My School’s Go-Live Date (T) = December 07, 2009 T-8= October 12, 2009 T-7= October 19, 2009 T-6= October 26, 2009 T-5= November 2, 2009 T-4= November 9, 2009 T-3= November 16, 2009 T-2= November 23, 2009 T-1= November 30, 2009 Post the rollout time table with dates somewhere visible and accessible when you go back to the school

Questions & Answers Please… 1. Keep the rollout guide (2 copies per school) 2. Return supplies (highlighters, post-its, pencils, pens) to the box next to the sign-in sheet on your way out 37