Student Information System Implementations: Debunking the Conventional Wisdom about SIS Deployments

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Student Information System Implementations
Debunking the Conventional Wisdom about SIS
Deployments Lou Chappuie, VP, LAUSD Project
Manager
Helping Educators Deliver Excellence Through
Innovation
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Introduction

• The Harvard Economist, John Kenneth Galbraith,
  coined the term Conventional Wisdom in his 1958
  book The Affluent Society to describe ideas that
  are assumed to be fact based on common and
  repeated usage.
• --- It wasnt a compliment ---

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SIS Conventional Wisdom
SIS conventional wisdom says Myth 1 - Staff
must be trained in person Myth 2 - Staff cannot
be up-trained quickly Myth 3 - Every school
needs extensive on-site support Myth 4 - Users
need to speak to help desk personnel Myth 5 - We
cant change the way we do business Myth 6 -
Deployments can only occur 2 times per year Myth
7 - Data conversion is a one-time shot Myth 8 -
Documentation must cover every screen Myth 9 -
Every school district is unique
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The LAUSD Challenge

• 43,000 teachers, 10,0000 administrators, 1031
  schools
• Large geographic area 710 square miles
• Numerous competing infrastructure and system
  projects
• 43 unique systems
• Diverse population of stakeholders
• Inconsistent technology at schools
• Several PI4/PI5 schools
• Training in central location not always feasible
  (7 training centers)
• Training outside of normal business hours
  discouraged
• Staff development/school calendars not consistent
• Extensive staff and student mobility

When SIS rules of
dont
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Rethinking our Business

• Training
• Multi-tiered
• Accessible/reusable
• Self-paced
• Turnover
• Adult learning styles
• Consistent
• Interactive reference materials
• Implementation
• Flexibility
• Targeted support
• Limited resources
• Go-live site readiness

• Data Conversion and Integration
• Systematically defined
• Auditable
• Easily integrate systems
• Enable phased deployments
• Documentation
• End-user focus
• Answer question, what do I need to know

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Multi-Level Training

• Online Help
• Context sensitive
• Interactive guided how-to

• Web-Based Learning
• Re-usable
• Consistent
• Supplement to ILT

• Distance Learning
• Dynamic interaction
• Archived, refresher courses
• Many trainees
• Just-in-time

• Instructor Led Training
• Local site-based support
• Complex, hands-on
• Tailored audience

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Myths 1 2 - Debunked

• Concentrated on self-service learning and local
  school expertise
• Created multiple levels of learning
• Targeted instruction What the user needs to do
  on a day-to-day basis versus Here is everything
  the software does
• Provided supplemental materials for more advanced
  use
• Reinforced training

Myth 1 - Staff must be trained in person
Myth 2 - Staff cannot be up-trained quickly
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Implementation

• (1) Extensive Planning
• Phased or Big-Bang
• Right level of support
• Procedural

• (2) Right Team
• Knowledge of critical processes
• Feedback mechanisms
• Rigorous schedule

• (3) School Readiness
• Site-based support trained
• T-6 month plan
• Configuration checklists
• Hardware/software
• Application configuration
• Data readiness/validation
• FAQs posted on website
• OCM communication/policy

• (4) Go-Live
• Final green light
• Site support prepared
• Scripted processes
• Data readiness
• Targeted support

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Myths 3, 4, 5 - Disintegrated

• Focused on local site-based expertise
• Delivered training on-time
• Conducted extensive user awareness sessions
• Thoroughly communicated preparatory activities
• Audited school readiness
• Confirmed go-live
• Provided initial day site support
• Re-visited problem schools
• Provided supplemental training

Myth 3 - Every school needs extensive on-site
support
Myth 4 - Users need to speak to help desk
personnel
Myth 5 - We cant change the way we do business
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Data Conversion Integration

• Data Management
• Delivered PL/SQL scripts
• Defined conversion templates
• Provided configuration templates
• Innovation - ConnectMAX
• Created enterprise service bus
• Developed connectors for OpenEAI system
  integration and web services

• Data Definition
• Source system objects
• Target system tables/fields
• Documentation and retention
• Conversion
• Re-usable artifacts
• Schedule processing
• Anytime
• Near-real time
• Interfaces
• Database changes insulated
• Application business logic invoked
• Real-time data transmission

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Myths 6 7 - Demolished

• Developed capacity to convert data hourly/daily
• Provided re-usable artifacts for future
  implementations
• Created an infrastructure that shields
  application and database changes from interfaces
• Delivered consistent results
• Created the capability to perform synchronous
  communication among systems

Myth 6 - Deployments can only occur 2 times per
year
Myth 7 - Data conversion is a one-time shot
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Documentation

• Quick Reference Guides
• Standardized
• How-to
• Brief
• Release Notes
• Reference to all changes
• Screen shots for extensive enhancement
• Installation Guides
• Step-by-step installation instructions
• Audited by QA

• User Manuals
• Style guide - consistent format
• Detailed
• Focus on system usage
• Cross-walk Documentation
• Current system application to future system
  activities

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Myths 8 9 - Dismembered

• Utilized defined style guide
• Focused on common district processes
• Created extensive documentation portfolio
• Provided detailed user manuals
• Translated current system usage to future system
  activities

Myth 8 - Documentation must cover every screen
Myth 9 - Every school district is unique
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Takeaways

• Required creative thinking to address
  real-challenges and associated conventional
  deployment wisdom
• Built on a collaborative and true partnership
  with the Los Angeles Unified School District
• Necessitated by the challenges associated with
  working with a large-urban school district
• Focused on reusable and extensible implementation
  accelerators
• Targeted consistent and high-quality service
• Produced innovative products

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Questions and Answers
Questions and Answers
Additional information about the LAUSD ISIS
implementation http//isis.lausd.net