1. December 8, 2006 Educational Information System Replacement Plan All Administrators and Supervisors December 8, 2006 Fred Sherman Kathy Kyne

2. December 8, 2006 We need your help to identify and build the best educational information system for our district

3. December 8, 2006 Background Measure C provides the resources to replace our current SIS system October 2006 - Current systems assessment completed –Executive Leadership Team study –A decision to move ahead with the procurement of an Educational Information System (EIS)

4. December 8, 2006 Why Replace Current Systems? Need a new architecture to: –improve services to students –enhance teaching and learning Under the current system: –grades cannot be posted for students who have completed 23+ quarters Legacy system is near end of life

5. December 8, 2006 Procurement / Implementation Schedule Phase 1CY 2007 –Functionality and Gap Analysis Jan - Sept –Decision and Contracting Oct - Dec Phase 2 CY 2008 -10 –Conversion and Training Phase 3CY 2011-12 –Stabilization

6. December 8, 2006 Team Organization in Phase 1 Project Manager Faculty / Staff Functional Manager PurchasingProject Support Team EIS Steering Committee Vice Chancellor Technology Chancellors Staff Chancellors Advisory Council Foothill - De Anza Senior Staff Students ETAC Committee All Administrators / Supervisors

7. December 8, 2006 EIS Steering Committee Bob Barr IR & Planning Kim Chief Elk Human Resources Sue Gatlin Tech Instr / Workforce Jeanine Hawk Finance & College Svc Kathy Kyne Project Manager Judy Miner Instruction Rose Myers Student Dev/Instruction Hector Quinonez Controller Chien Shih Information Systems ETAC Academic Rep ETAC Classified Rep

8. December 8, 2006 Tentative Project Schedule Phase 1 January 22Kickoff / Planning February 5Begin Requirements Gathering (3 week process) April 30 Release RFP May 31Begin RFP Reviews JuneConduct Vendor Demos Sept 30Release Final Report / Decision Dec 31Complete Contract Negotiations

9. December 8, 2006 Critical Early Assumptions Design a student-centered system Upgrade and streamline services to our students Make the delivery of student services consistent across the district Create a sustainable architecture

10. December 8, 2006 Criteria for Decision Making Functional Requirements Technical Requirements Vendor Demonstrations Site Visits Reference Checks

11. December 8, 2006 Decision Director Tool Sponsored through the Foundation for California Community Colleges Web-based, easy to use, allows wide participation Identifies and validates functional and technical requirements Supports review of educational work processes and procedures

12. December 8, 2006 Decision Director Tool Web based RFP - vendors respond online using this tool Can include community source solutions Provides comprehensive information to guide decision Tool can be used to monitor implementation

13. December 8, 2006 Project Brainstorming High-level definition and assessment of business processes Develop baseline importance and satisfaction ratings What are our priorities? Where can we take huge leaps forward? Adds clarity to the process and establishes a benchmark for impact analysis We can configure DecisionDirector to go deep in desired areas

14. December 8, 2006 Identifying Requirements

15. December 8, 2006 Online RFP Process

16. December 8, 2006 Decision Information

17. December 8, 2006 References Citrus College Gavilan Taft Cuesta University of Virginia South Dakota Board of Regents

18. December 8, 2006 Questions?