Custom Computer Specialists, Inc. - Proprietary & Confidential Public Schools of Tarrytown Infinite Campus Implementation Planning

Custom Computer Specialists, Inc. - Proprietary & Confidential

Public Schools of Tarrytown

Infinite Campus

Implementation Planning


Implementation Planning Agenda

• Introduction & Planning Overview• Core Team Resource Review• District Vision• Timeline Milestone Review & Update• Detailed Staff Development Plan• Detailed Support Plan• Infrastructure Plan

Day 1


Implementation Planning Agenda

• Data Conversion• Policy & Procedure Review• Infinite Campus Customization• Communication Plan• Detailed Timeline Definition

Day 2


Logistics

• Meeting Time• Thursday: 8:30 – 2:30• Friday: 8:30 – 2:30

• Breaks• Lunch/Snacks/Drinks will be provided

• 30 minutes for lunch

Cell phones off !!!


Implementation Team

• District• Custom Computer Specialists• Infinite Campus


Custom Computer Specialists

• Peter Yustat - Project Manager• Rosanne Manfredi - Professional Developer• Rich Spina - Education Specialist• Herb Grubman - Director: Business Development• Alan Lacher - Director: Application Services• Larry Kurtzman - Senior Manager• Peter Hazen - Account Manager

www.customonline.com


About Custom

• Established in 1979• Experienced in Supporting Education• Leading Long Island Technology Company

•#1 private VAR/Integrator •#1Technical Consultant

• Project Management• On-Time 99%• On-Budget 98%• Repeat Customers 98%

• Your success is our success!

www.customonline.com


Custom’s Role

• Orchestrate Project from Kickoff through Go-Live

• Facilitate Implementation Planning

• Facilitate Policy and Procedure Development

• Create and Drive the Project Plan

• Convert Data

• Site Setup and Configuration

• Provide Training

• Implementation Support

• Customizations and Data Services

• Power the Effort


• Minnesota based company

• Established in the early Nineties

• Over 1 Million students in 35 states

• Thought Leaders in Education Process Management

• Innovative Software

• Single Database Solution

• Web Access

• User Friendly Interface

Infinite Campus


Infinite Campus’ Role

• Product Development• Server Hosting Services• System Updates• System Customizations


Core Team Introduction

• Name• Building• Role• Expectations

• Complete Sign-in Sheet


Core Team

Infinite Campus Implementation Core Team

Name Role

Dr. Howard Smith Superintendent

Pam Sweet Data Analyst

Barbarann Tantillo Assistant Superintendent

John Krouskoff Technology Director

Carol Conklin Principal, High School

Cheryl Greene Guidance Director

Alan Alterbaum Assistant Principal, High School

Zbynek Gold Principal, Intermediate School

Mike Kelly Guidance Counselor

Denise Martin Registrar

Al VanderVoort State Testing Coordinator

Jean O’Brien Teacher, Elementary School

Cathy Chulla Teacher, Elementary


Core Team

Core– The basic or most important part; the

essence: a small core of dedicated supporters

Team– A group organized to work together

Teamwork is the ability to work together toward a common vision.


Core Team’s Role

• Bring District Experience and Knowledge to the Team

• Contribute to the Implementation Plan• Create Policy & Procedures Documentation• Become Champions and Advocates • Be Communication Conduits


Goals

• Create the Implementation Plan• Define Roles• Establish Ownership• Set Expectations


Core Team – Expectation Setting

• This is a BIG project!

• A new enterprise level software implementation means that EVERY part of the District is affected

• This is tough under the best of circumstances

• Ownership and Leadership from the Core Team is CRITICAL!

• Communication is the key (e.g., change management)

• Follow our lead – • You are the experts at knowing your District

• We are the experts at making your implementation a success


Vision

• What message do we want to convey publicly?• How do we know if the project was a success?• Answer the question: “Why are we doing this project?”

Our vision is to implement an easy to use, reliable and universally accessible system that provides timely and accurate data in order to help make informed decisions. This system should also facilitate internal and external communication and be flexible to meet the growing needs of our community.


• Project Kickoff• Policy and Procedure Workshop• Infrastructure Installed Locally• Building Coaches Trained• Data Conversion Complete (iterative)• Go Live Readiness Meeting• Go Live

Key Events


Go Live Readiness

Support Plan


• Approximately one week prior to “Go Live”

• On site meeting with Sponsor, District Contacts, etc.

• Review detailed document that covers . . .– Data Conversion status

– Training status

– Custom Reports status

– Ongoing support

– Etc.

Go Live Readiness Meeting


• “Go Live” day is not an explosive event . . .– Teachers take attendance using Infinite Campus

– Other functions are implemented as YOU see fit

• As the District becomes comfortable using IC . . .– Grading

– Report Cards, Transcripts

– Parent Portal

– Etc.

• The key is “not to bite off more than you can chew”

Go Live Expectations


• Custom can provide supplemental services beyond the “Implementation Contract”– Training

– Custom Reports

– On site services

• Purchased as needed or through a Custom Managed Services Program

• Dependent on the District’s needs• Note: This is NOT a sales pitch!!

Post Go Live Services


Support Model for Infinite Campus

Support Plan


What are the project phases?

Support Plan

•Kickoff•Implementation•Go Live•Go Live +30 transition•Post Go Live


Who is providing support?

Implementation Phase• Custom provides support through Go Live

Go Live (+30 day transition)• Custom continues to provide support &

guidance• Transition from Implementation to Post Go

Live

Post Go Live• Tarrytown / BOCES support contacts

Support Plan


What support is provided?

Implementation Phase

• Custom provides support – Product Implementation

– Data Conversion Issues

– Staff Development & Training

– Customization of Reports

Support Plan



Go Live (+30 day transition)

• Custom provides support – Post Go-Live Issues

– Address Product Feature Questions

– Resolve Product Support Issues

– Facilitate Support District Support Contacts

Support Plan



Post Go Live

• BOCES provides support– Product Feature Questions

– Product Support Issues

– Submits trouble ticket on District’s behalf

– Provides E-board Website for additional information

Support Plan



Post Go Live District Support Contacts

• Building Coaches

– New Staff Training

– One-on-One Support

– Escalates issues to District Contact

• District Contacts

– Setup and configuration issue resolution

– Support District-wide issues and instruction

– System administration

– Escalates issues to BOCES

Support Plan


Building Coaches provide 1st Level Support

What makes a good Coach?

– Availability• Capacity to arrange work load as issues arise

– Computer Literacy • Technically comfortable with the internet • Spreadsheet familiarity and use• Regular access to email

– Interpersonal skills • Works well in team environment

– Embraces the opportunity• Interested in learning IC and instructing others

Support Plan


Support Plan

Building Coach

District Level Support

Building Coach

Building Coach

BOCES Custom Computer

• First Line of Support• One-on-one Support• New Staff Training

• Implementation • Conversion Issues• On-Site Support• Training• Custom Reports

• District Wide Support• System Setup / Config Issue Resolution• District Wide Instruction

• System Support Desk


Support Services

Support Services


• Authorized Contact Personnel– Two District contacts allowed– Can contact Campus for technical & product

issues– Will receive advanced training

• Technical Support– Only the two Districts contacts can call

Campus

Support Services


• Major versus Minor Alarms– Major Alarms – a complete or partial failure of

the IC system that results in the inability by the District to use the system

• Cannot issue Report Cards• Major data corruption

– Minor Alarm – performance or access issues that affect the use of the system

• Page loading slowly• Individual user, student, class issues

• Be sure to appropriately identify the level of urgency of any issue reported

Support Services


• Role Based• Format

– District level training will use sample database

– Building level training will use your data

• Training Matrix• Materials• On-going Staff Development

Staff Development


• Responsibilities:

– Custom Computer• Analyze District’s needs and provide training plan

• Provide training sessions in the District

– District• Provide facilities – large monitor/projector, internet

access, etc.)

• Logistics – inviting, notifying, and scheduling the appropriate staff members of the location, date, and time of each training session

Staff Development


• District may have a need for training beyond the days contracted for– Infinite Campus Product upgrades

– Staff additions or re-assignments

• Additional training days can be purchased from Custom, either as needed or as part of a Managed Services Program

• Product Knowledge Certification

Staff Development


• Server(s)• Server Setup

– IP Addresses– DNS Names

• Network– Proxy Servers– Phone Lines (if implementing Messenger)– Report Server with Crystal Reports and .NET IIS– Local backups (optional)

• Desktops– Browser (Refresh Every Visit to the Page)– JAVA– Acrobat Reader

Infrastructure Plan


• Security – Usernames / Passwords

– IP Ports

• User Access (Support)

Infrastructure Plan


• Application Hosting Services– IC makes best effort to keep server operating 24 x 7

– If IC planning to “down” server, will provide 72 hour notice

– Of course, can’t control equipment malfunctions, network issues, power failures, etc.

• Server Replacement– Replaced approximately every 48 months

– If fails (through no fault of District), IC will repair or replace

Infrastructure Plan


• Backups– IC backups server nightly to Minnesota

– If District server unavailable, can switch to a Minnesota server, usually within 2 – 3 hours

• Local Backups– Optional additional backup

– District responsibility

– Custom can assist with how to implement

Infrastructure Plan


• Resource Review• Vision• Milestones• Detailed Staff Development Plan• Support• Hardware

Summary


Goals

• Create the Implementation Plan• Define Roles• Establish Ownership• Set Expectations


Public Schools of Tarrytown

Infinite Campus

Implementation Planning

(Day 2)


Vision


• Identify Sources– Legacy System

– Assessments

– Spreadsheets

• Schema Review• Key Data Elements

– Demographics

– Enrollment

– Student Schedules

– Employee

Data Conversion


Data Conversion

Legacy Generic Campus


Data Conversion

Clean DataAdjust Scripts

ConvertData

Review(District)


• Data Prep• First Conversion• Data Review• Second Conversion• Data Review• Go-Live Conversion• Clean up “missing” information

Data Conversion Timeline


• Conversion vs. Clean up– Ensuring the clean conversion of your legacy

data is Custom’s responsibility• Example: Matching field names

– Cleaning up data missing from legacy sources is the District’s responsibility

• Example: Students without ethnicity

• Example: Duplicate names (Tom, Thomas, Tommy)

– We will assist with finding a solution to resolve data issues

Data Conversion


• All transactional data for active school year is converted– Grades, Attendance, Behavior, …

• Some historical data (as per contract) is converted– Census, Enrollments, Transcript, Immunizations, …

• Special Education data is NOT converted• Gradebook transactional data is NOT

converted• Final Data date

Data Conversion


• Roles / Privileges• Attendance• Discipline• Health• Report Cards• Transcripts• Custom Reports• Identify Other Key Areas

Policy and Procedure


• Customization– Custom Reports (Custom Computer)

– User Defined (District)

• Identify Custom Requests (Gap Analysis) • Additional Requests (Process)

– District emails Custom with details

– Custom creates specification document for District approval

– Report developed

Customization


• Custom Reports– Third party software (Crystal)

– Not guaranteed against future product changes

– Specification document developed by Custom

– District approves

– Custom develops

– District tests

– Final signoff

– Report Changes

Customization


• New York State Reporting– System provides NYS required reports

– Extracts come directly out of Infinite Campus

– District can then submit to state

New York State Reporting


• Define Audience• Key Messages• Delivery Vehicles• Align Messages with Project Plan

Communication Plan


• Project Overview – baseline document that Core Team commits to

• Implementation Timeline – key milestones

• Roles and Responsibilities – defines key project team member’s responsibilities

• Communications Plan – who to communicate to and by what means

• Project Communication List – project team phone numbers and email addresses

• Status Reports – will be created by Custom and preferably by District as well

• Status meetings / conference calls – frequency to be determined

Project Plan


• Milestone Acceptance and Verification Process– Custom will notify District when a Milestone has been

achieved and will request sign-off to indicate District acceptance

– District will have ten (10) working days to report any significant issues

Project Plan


• Data Conversion• Policy and Procedures• Communication• Staff Development

Detailed Timeline


Summary

• Introduction & Planning Overview• Core Team Resource Review• District Vision• Timeline Milestone Review & Update• Detailed Staff Development Plan• Detailed Support Plan• Infrastructure Plan


Summary

• Data Conversion• Policy & Procedure Review• Infinite Campus Customization• Communication Plan• Project Plan• Detailed Timeline Definition


• Review Implementation Plan • Present Campus to the District• Policy and Procedure Meeting• Data Conversion• Data Review• Staff Development • Go Live Readiness Meeting• Go Live• Support

Next Steps


Goals

• Implementation Plan• Define Roles• Ownership• Expectations


Accountability

“The ancient Romans had a tradition: whenever one of their engineers constructed an arch, as the capstone was hoisted into place, the engineer assumed accountability for his work in the most profound way possible: he stood under the arch.”

- Michael Armstrong

Documents

Custom Computer Specialists, Inc. - Proprietary & Confidential Public Schools of Tarrytown Infinite Campus Implementation Planning