School District

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School District 73

• District BCeSIS Advisory Committee

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Nov. 9th 2004 - Agenda

• Introduction Dr. Terry Sullivan
• History Overview Gregg Ferrie
• Role/Mandate of Committee Ross Spina
• BCeSIS Rationale Ron Hatch/Hoberly Hove
• BCeSIS Overview Tom Dinsdale
• Breakout Groups
• Closing Comments and Conclusion

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Introduction

• Dr. Terry Sullivan Superintendent of Schools -
  SD 73

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Overview History

• Gregg Ferrie Manager of Information Technology
  and BCeSIS Project Manager

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Why a Common SIS?

• Achievement
• Accountability
• Autonomy
• Flexibility/Choice
• Funding

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Timeline
Provincial project team is formed and
implementation planning begins.
Published a RFI to gather information from
potential vendors.

• Five school districts publish a RFP
• No contract is signed.

Published Request for Proposal for software.
June 2002
March 2003
Nov. 2003
Late 1990s
Nov. 2002
June 2003
Jan. 2004
Core group of seven districts is formed. Begin
planning to share services and operate a common
system.
Core group districts agree to share costs and
make a commitment to proceed.
Signed contract with AAL of Burlington, Ontario.
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Timeline

• Publish RFQ to identify qualified service
  providers. A short list of 5 vendors is created.

First meeting of Service Management Council
Service Provider established.
Roll-out continues.
May 2004
Fall 2004
Feb. 2005
April 2004
Aug. 2004
Jan. 2005
2005
39 School Districts Sign MoU
Six districts begin implementation training,
data-conversion, change management, etc.
First districts go live.
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Work Areas

• District Participation
• Governance
• Privacy
• Software Customization
• Standardization
• Training
• Data Conversion
• Lead Schools
• Implementation

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Participation
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60 School Boards
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Governance
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Service Management Council

• Primary governing body
• Sole representative of the School Districts and
  Schools
• Approves continuous improvement plans
• Reviews and recommends proposals for new
  solutions
• Service performance management
• Problem resolution and escalation
• Creation of standing and ad hoc committees
• Evaluating SMC and committee activities annually
• Governing relationship between Members and
  Ministry
• Defined by Service Management Agreement

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Protection of Privacy

• Freedom of Information and Protection of Privacy
  Act
• Privacy Impact Assessment, informing
• Training
• Standardization
• Security/Authorization

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Fair Information Practices

• Transparency
• Collect only what is necessary and relevant
• Require responsible keepers of personal
  information systems
• Control linkages, transfers and interconnections
  involving personal information
• Accuracy completeness in personal information
  systems
• Informed consent for the collection of personal
  information
• Protection against data trespass or wrongful
  disclosure
• Destroy all personal information when the
  information is no longer relevant

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Customization

• Added functionality and features, such as
• BC Graduation Requirements
• BC Courses
• PEN Number
• GPA Calculations
• Provincial Exams to Grade Book
• Historical Student Records (achievement, etc.)
• Enhanced security features

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Provincial Standards
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Framework for Change
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Training

• Train-the-Trainer
• 24 Modules
• Policies, Standards, Mechanics
• Classroom, Self-Study, Web-based Study

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Go Live Dates
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Data Conversion

• Ministry Team developed a process to import
  District SIS data
• SD 73 working on our data conversion strategy
  for SIRS and Turbo School

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Lead Schools

• Lead Schools chosen from several criteria
• Interest from principal staff
• School network and connectivity
• PLNet Connection
• School Technology and Infrastructure
• 2 Secondary Schools
• NorKam Secondary Barriere Secondary
• 4 Elementary Schools
• AE Perry, John Tod, McGowan Barriere Elem.

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Implementation Planning
How
What
Who
When
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Implementation Overview

• District BCeSIS Implementation Advisory Committee
• District BCeSIS Working Committee
• Creation of Implementation Plan
• Tied into District Technology Plan
• Data Conversion
• Working with Programmer and Lead Schools
• Training
• Ron Hatch and Hoberly Hove
• Communication, Collaboration and Meetings
• Provincial Executive Committee Service
  Management Council
• Provincial Working Teams and Sub-Committees

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Role/Mandate of Committee

• Ross Spina Director of Secondary Schools and
  Executive Sponsor

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Advisory Group Membership

• Broad-based representative group of end users
• Teachers Support Staff
• Elementary, Secondary District Secretaries
• Representatives from the Superintendents Office
• Elementary Secondary Principals and Vice
  Principals Representation
• Technology Support Staff

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Role of Advisory Committee

• The Role of the Advisory Committee is to
• Advise in the development of the District
  Implementation Plan
• Help Guide the Training Support Plan
• Assist in Communicating about BCeSIS
• Support in planning the implementation and change
  process
• Assist in identifying how BCeSIS will change
  existing District Education Business Practices
• Bring to the Advisory Committee any Issues
  Concerns

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Implementation

• Ron Hatch Hoberly Hove

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SD 73 - BCeSIS

• Advisory Committee and
• Planning Change

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• WHAT ARE WE DOING NOW?
• WHY DO WE HAVE TO CHANGE?
• WHAT ARE THE ADVANTAGES OF CHANGE?
• WHERE ARE WE IN THE IMPLEMENTATION PROCESS?
• WHAT DO WE HAVE TO DO NOW?

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A. WHAT ARE WE DOING NOW?

• Elementary Schools
• Redundant Elementary Processes
• Secondary Schools

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Elementary Schools

• 36 stand-alone school office stations plus
  principals stations no connectivity in schools
  or within district
• Turbo School for student demographics, special
  education categories attendance
• Teachers use their own grade books and/or
  observation records not connected to anything
  else
• CardSharp or Word templates to create report
  cards not connected to anything else
• Orbitor to enter PR Card data into Turbo
  electronic PR cards not connected to anything
  else

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Redundant Elementary Processes

• Registration and demographic information has to
  be re-entered in each school each time a student
  transfers within or from outside the district or
  province
• There is no direct link between the Turbo
  database and any other program or task done by
  teachers (grade book, marks, report cards, PR
  Cards, etc.) Turbo information is re-written or
  indirectly transferred to all other applications
• All requirements for school goals, district
  reporting, ministry reporting, etc. must be
  generated by combining multiple sources of data
  and re-writing or indirectly transferring it to
  other applications
• All electronic data gathered in the elementary
  school must be made into hard copy or indirectly
  transferred to the secondary school

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Secondary Schools

• SIRS is the current system which is being used in
  all secondary schools for the last two to four
  years
• Several different programs have been tried over
  the last ten years
• Most years secondary schools have been on
  different systems or in transition between
  systems
• Each of the previous systems have had their
  advantages and disadvantages but there has
  generally been dissatisfaction with the
  limitations of the systems used
• All of the systems have had major deficits in
  timetabling
• None of the previous systems allowed direct data
  transfer with each other
• The SIRS up-grade this year was very challenging
  for a few schools

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B. WHY DO WE HAVE TO CHANGE?
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• 1. The increasing demand for more information
• 2. The expectation for intelligent business
  practices
• 3. The professional responsibility to serve
  students better

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1. The increasing demand for more information

• Accurate, comprehensive and timely data is the
  key to decision-making and improvement planning
• The need for information will increase in the
  future
• data collection and reporting
• data analysis and strategy development
• information sharing
• informed decision-making and improvement planning
• Increased need for information to support
  budgetary spending and justify costs
• The Ministry of Education is supporting a unified
  system

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2. The need to enhance current business practices

• Current systems will not meet the needs of the
  future
• Cost will be significantly less than purchasing a
  new system independently
• Continuous software improvement will be shared
• Staff training and implementation issues will be
  shared
• Reduction in training requirements fewer
  programs, intuitive system, user-friendly
  interface, opportunity for user-level input
• Fewer support issues with standardization
• Reduced frustration from end users easier to
  use, more sharing and support, more training
  opportunities
• Elimination of other record keeping methods and
  programs
• One system to maintain all student records which
  is connected to all end users (administration,
  education and support staff) within each school,
  the district and the province
• One write system once the data has been entered
  it can be shared across the system - reduced
  workload
• Ministry reporting will be transparent

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3. Our responsibility to serve students better
by

• Delivering timely and accurate information to
  make informed educational decisions - best
  practice
• Providing immediate feedback to stakeholder
  groups especially parents and students
• Reducing clerical time and demands for data
  collection by teachers
• Improving student record keeping in all major
  areas - including achievement
• Improving access to student information within
  schools and at home
• Utilizing the Teacher Assistant module for grade
  book, marks manager, report card creator,
  curriculum manager, classroom bulletin board,
  etc.
• Improving program delivery and intervention
  strategies will depend on information
• Ensuring that mandatory changes to provincial
  standards will be tracked and verified
• Ensuring Ministry assessment results will be
  readily available at the school and district level

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C. WHAT ARE THE ADVANTAGES OF CHANGE?
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• BCeSIS provides a true multi-district system
  with up-to-the-minute student information that is
  accessible anytime, anywhere
• A one-write system with data readily accessible
  by those who need it
• All aspects of the current student record keeping
  will be improved
• An opportunity to review and improve business
  practices
• BCeSIS standardization will facilitate a common
  vocabulary and more meaningful comparisons of
  data
• Increased training opportunities on fewer
  programs with a greater concentration on BCeSIS
• Reduced demand on teachers time in clerical
  tasks and data collection
• Improved technical support
• BCeSIS provides the opportunity to involve
  parents and students more immediately

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D. WHERE ARE WE IN THE IMPLEMENTATION PROCESS?
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• District staff have been involved in provincial
  decision making
• The Provincial Learning Net is being up-graded
• Lead schools have been wired for a local area
  network
• Workstations for every teachers desk have been
  gathered for the lead schools
• Two part-time trainers have been appointed and
  are involved in provincial training
• A broadly based District Advisory Committee has
  been established
• A draft of working committees has been prepared
• Lessons learned from over a dozen other districts
  and states have been gathered as resource
  materials to help with our implementation

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E. WHAT DO WE HAVE TO DO NOW?
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• Establish a central role for the District
  Implementation Advisory Committee
• Develop a comprehensive Implementation Plan
• Establish broadly based working committees that
  involve all stakeholder groups
• Support Lead Schools
• Identify training and support needs for all staff
• Identify technical support for all end users
• Provide input to the budget process each year
• Move steadily towards the core implementation

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CONCLUSIONS

• Planning for change must be done thoroughly,
  strategically and in an inclusive manner
• a broadly-based advisory committee is central to
  a successful implementation
• input on the type of training, the timing of the
  training, and the variety of ongoing support
  needed before, during and after implementation is
  key to success

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BCeSIS Sample Screenshots

• Tom Dinsdale Vice Principal SouthKam
  Secondary School

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Top Ten Features

• A web based true district/ multi-district student
  information system with implementations in
  hundreds of K-12 school districts in the United
  States and Canada.
• An enterprise-wide administrative tool that
  tracks all aspects of a students K-12
  educational career, including, but not limited
  to demographics, schedules and grades,
  attendance, discipline, and special education.

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Top Ten Features

• Student Registration
• Track and record student registration data from
  the date of admission right through to
  graduation.

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Top Ten Features

• Student Demographics
• Records and can report on everything from
  preferred names and siblings to immunizations,
  emergency contacts and locker assignments.

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Top Ten Features

• Attendance
• Provides a variety of ways to record and track
  attendance. A powerful aid in helping schools
  keep on top of student attendance.

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Top Ten Features

• Master Timetable and Student Scheduling
• Provides a powerful, automatic schedule builder
  and a great deal of timetabling flexibility both
  within schools and between schools.

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Top Ten Features

• Grade Reporting
• Grade reporting does everything from entering
  grades and teachers comments to providing
  standard and ad hoc reporting features.

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Top Ten Features

• Student Courses
• Creates student schedules with a built-in
  schedule simulator and helps students select the
  right courses when planning their careers.

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Top Ten Features

• Diploma Management
• Tracks student marks and credit history. Has the
  ability to use historical data in course
  planning. Historical data moves when the student
  moves.

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Top Ten Features

• Incident Student Disciplinary Tracking
• Incident Student Disciplinary Tracking lets
  you track student discipline. Excellent detail
  and reporting functionality. Can track and report
  by student or incident type.

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Top Ten Features

• Student Transfers
• Important student information often falls
  through the cracks when students transfer from
  one school district to another. BCeSIS captures
  that data and makes the transition process a lot
  smoother.

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Top Ten Features

• School and District Set Up
• Provides common language and reporting
  functionality at the district level while
  allowing flexibility at the school level. Allows
  district level users to access and report on data
  district-wide.

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Student Timetable
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End of Presentation