Statewide Student Management System SSMS

1
State of TennesseeDepartment of Education

• Statewide Student Management System (SSMS)
• Attendance Conference
• April 20, 2006

2
SSMS Agenda

• Introductions
• Important Notes
• SSMS Implementation
• Phase III Remaining Training
• Helpdesk/Support
• Regional User Groups
• Enhancements/Changes
• Current Issues
• Future Initiatives
• Summary

3
Important Notes

• Website reporting required until further notice
• Back-up for EIS
• EIS reporting required
• Effective July 1, 2005 EIS became the official
  reporting tool for ADM/ADA
• Option to appeal source for funding if
  discrepancy between EIS and website
• Must continue to work towards accuracy on EIS

4
SSMS Implementation

• Currently
• 72 districts ( York, TSB, WTSD, DCS)
• 2006-07 SY
• 99 districts ( State Special Schools)
• 27 new Phase III districts
• 2007-08 SY
• 118 districts ( State Special Schools)
• Currently 19 districts scheduled for Phase IV

5
SSMS Implementation

• Modifications for Phase III
• More focused Kick-off sessions
• Data Conversion
• Started process earlier
• Pre-implementation visits (Chancery, Oran)
• Developed district schemas earlier
• Data conversion in-sync with training
• Training
• Added pre-training DBA WebEx
• Changed delivery of Discipline Module

6
Phase III Remaining Training

• Currently April/May
• Discipline DBA Only WebEx
• Summer 06
• Attendance
• Discipline User WebEx
• Grade Book Portal
• Grade Reporting
• Fall
• Academic History
• Discipline User On-Site
• Medical WebEx (Phase II III)
• Spring 07
• Scheduling Refresher WebEx

7
Helpdesk/Support

• Helpdesk Structure
• Tier 1 -- SDE initial entry point for logging of
  issues and creation of tracking ticket.  First
  level of support for all issues where problem is
  attempted to be resolved.
• Tier 2 -- SDE elevated support.  Issues elevated
  to the second tier when problems are unable to be
  answered at Tier 1.
• Tier 3 -- Century/PCG. Final issue resolution.
  Issues that require higher level investigation
  (Oracle errors, data related issued) which cannot
  be answered by Tier 2.
• Remedy issue tracking system.
• Contact by phone or email at 800-495-4154 or
  ssms.support_at_state.tn.us.

8
Helpdesk/Support

• Support Issues
• Impact on Response Time
• Insufficient detail to define the problem
• Direct calls/email to support staff
• Call/email multiple people regarding same issue
• Support Staff Knowledge
• Tier 1 and Tier 2 staff - further trained during
  May July to enable their ability to answer more
  complex issues on first call

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Helpdesk/Support contd

• User Resources
• Checklists (start/end of year, scheduling, etc.)
• Developing a website for users only to reference
  for FAQs, How To Guides, Solutions to Common
  Issues, etc.
• Communication
• Email communications are sent to SSMS Contacts
  with notice to pass on to other users in their
  district
• Quarterly Newsletter

10
Regional User Groups (RUGs)

• Seven locally formed collaborative working groups
• Facilitates self-help in problem solving
• Troubleshoot problems as a group
• Promotes cooperation in solving errors that cross
  district lines
• Enables districts to build peer relationships
• Enables new districts to establish strong
  relationships with previously implemented
  districts for guidance

11
Regional User Groups (RUGs)

• RUG Lead District Contacts
• SOUTHWEST TN
• Lexington City Schools - Randy Powers
• NORTHWEST TN
• Crockett County Schools - Ashley Jordan
• MIDDLE TN
• Wayne County Schools - Ricky Inman
• SOUTHCENTRAL TN
• Coffee County Schools - Sharon Spears
• UPPER CUMBERLAND
• Overton County Schools - Mike Gilpatrick
• SOUTHEAST TN
• Grainger County Schools - James Atkins
• UPPER EAST
• Hawkins County Schools - Steve Starnes

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Enhancements/Changes

• Uniform Grading Policy
• Eligibility for the lottery (HOPE Scholarship)
• 4.0 scale, un-weighted
• Available in SSMS for 2006-07
• Same GPA Calc for all (9)
• Other GPA calc options remain
• New Feature
• GPA calculation and transcripts ability to save
  parameters
• Common Tables Schema
• Example State Course Codes

13
Current Issues

• EIS Extracts
• Corrections pending
• Star Student and EasyIEP Data Transfer
• Student demographics
• Star Student to EasyIEP fully automated on 24
  basis
• Options of service
• Current process to transfer EasyIEP to
  Star_Student is manual (nightly)
• Process to be automated by start of 2006-07
  school year to prevent lag time in data transfer

14
Future Initiatives

• Initiatives currently in process
• Host site capacity
• Import/Export functionality in Star Student
• Performance Monitoring

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Future Initiatives

• Host Site Capacity
• Star_Student
• Expanding server capacity before school year
  2006-07 to improve overall response time
• Expanding service capacity to improve reports
  processing time
• EasyIEP/EasyCENSUS
• Moving to the State Data Center before school
  year 2006-07
• Import/Export Functionality in Star Student
• Latest version (10G) enables this functionality
  in a web-based environment
• Implement by school year 2006-07
• Will enable districts to handle direct
  certification, student pictures, student lists
  for test score sheets, etc locally

16
Future Initiatives

• Performance Monitoring
• Implementing a real-time performance monitoring
  tool
• Pages that exceed acceptable response time
• Database query execution time
• Network wait time
• Database usage/errors
• Server usage/errors
• Network errors
• End User errors

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Summary

• We are not yet where we need to be but we are a
  lot further along than we have ever been in
  implementing a Statewide student management
  system and participation in EIS.
• ADM in EIS compared to ADM reported on Web-based
  Funding Site are showing many districts with less
  than a 2 difference.

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For Assistance

• For Helpdesk Toll-Free 1.800.495.4154 or
  ssms.support_at_state.tn.us
• For General Information E-Mail
  ssms.info_at_state.tn.us
• URL http//www.state.tn.us/education/ssms/