My Family Room2015 Feature PackTrustee BriefingNovember 11, 2015

About MFR

Response to 2012 request from trustees for an emergency mass notification system

ITS responded with vision for a single, unified platform for interacting with parents

Why? Better consistency and control over ‘customer journey’

and therefore brand experience Engage parents by offering more convenient

transactions rather than simply pumping information out

Streamline internal processes for greater efficiency

Situation

Current State Emergency mass notification system deployed Automated unexplained absence callouts happening at

all schools* STEO sending bus cancellation notifications through

system Parent self-service for contact information changes Parent emails used to build board, school and

classroom email distribution lists for teachers and administrators

Parent view of students’ Office 365 calendar is deployed

Next few weeks Launching absence notification system, online

registration and school office “ToDo” list

All Students

Attendance as Safety Measure

Students who are absent

Students who are absent with no

explanation

The key to ensuring student safety is to a) minimize the set of absentees who have no explanation and b) as rapidly as possible secure reasons for those absentees

Attendance as Efficiency Business Case

Issue Current State Future StateTime from start of school until callouts for unexplained absences begin

Average 2 hours Target 30 mins max

Number of unexplained absence events per day

1100 Target reduction by 20%

Hours of time spent by teachers on attendance*

710 hrs /day Target reduction by 45%

Hours of time spent by students on attendance*

310 hrs/day Target reduction by 70%

Hours of time spent by office staff on attendance and callouts*

235 hrs/day Target reduction by 35%

Reduction of ~ 600 hours of staff effort per day represents approx. $1M per year

* Depends at least in part on deployment of Hall Monitor attendance app

Tactics

Reduce the number of unexplained absentees each day by making it easier for parents to send absence/late notes in advance by:

Providing a mobile app that makes it convenient to send notifications Eliminate requirement to figure out whom to call, waiting on hold etc Providing automated ‘matching’ of absence reasons provided by

parents and absences generated through the attendance process Increase the speed with which we secure reasons for unexplained

absences by: Using MIR3 to perform automated callouts to reduce human effort and

time Using mobile app/web interface so parents can quickly respond to

automated callouts Provide automated matching of reasons received to unexplained

absences so these absentees are removed from the manual callout list

Provide a prioritized callout list for office admins that is updated in real time as reasons roll in

Ultimately, providing a mobile app (Hall Monitor) so all teachers can take attendance electronically and therefore reduce manual effort to rekey and sort absence data.

Launch 3 new My Family Room services for parents and schools:

Student Attendance Management Mobile Application for Android and iOS New features in the My Family Room Interface Parents can submit an ‘absence note’ through the mobile app or

website and can respond to automated callouts via app or web Online Registrations

Current and Potential parents can register their children through the My Family Room web interface

Parents can track status of their children’s registration Launch with the Annual Kindergarten Registration Campaign

School Task Management One location for school office staff to manage student absences

and online registrations in a prioritized, dynamic task list Future features to manage eCommerce submissions for school

event items such as field trips, hot lunches and yearbooks

Objective

• Parents can schedule future absences and lates for any of their children. This is like ‘sending a note’

• There is no need for the parent to know whom to contact

• Parents can view all future scheduled absences and lates, as well as edit or delete if the situation changes

• When a student is absent and no explanation is received, the parent automatically is notified and prompted to provide a reason

• Parents see a running list of absences and the person that has provided an explanation for each one

• Parents now have a of their children’s Office 365 calendar right from the mobile app so they can see upcoming school, class and personal events

• Parents needing to contact the school are presented with only the schools they need to see and can dial the phone right from the app with one tap

• All attendance functionality is replicated in the web interface for parents who prefer to use a browser

• Parents registering online now have a dynamic form that is prepopulated with their info

• All form data is entered into PowerSchool automatically, eliminating thousands of minutes of rekeying

• The new school picker only allows parents to register students for the schools they are eligible to attend

• The Office ToDo list allows us to prioritize tasks for office admins and present them with the information they need at a glance. Updates in real time.

Rollout Plan

App sent to Google Play and Apple app stores for approval November 23, expect to appear by December 7

Pilot of absence functionality at between 7 and 10 schools beginning early in December

Launch online registration early January Complete rollout of absence functionality January –

March 2016

The Future

Complete revamp of attendance process by concluding development on ‘touch attendance’ app for teachers

Consider early dismissal functionality for mobile app, website

Complete mobile payments functionality in late 2016 through mobile app and web

Begin visioning on ‘electronic forms’ functionality in mid-2016