Business, Finance, Audit & Technology Committee Technology Projects Status Report September 20, 2001 James Konantz Assistant Superintendent

Transcription

1 Business, Finance, Audit & Technology Committee Technology Projects Status Report September 20, 2001 James Konantz Assistant Superintendent

2 Status of Technology Systems Development Funded Instructional Projects Elementary Attendance (Jeanie Ray) Textbook Inventory System (Centralized) Phase III (James Konantz) Chanda Smith IEP (Jeanie Ray) Chanda Smith MIS (ISIS) (Jeanie Ray) Adult Management Info. System (Jeanie Ray) Decision Support System, Phase I (Gordon Wohlers) Elementary Report Cards, New (Jeanie Ray) Networking Hardware/ Software Infrastructure - Adult Schools (Vickie Frederick) Networking Hardware/ Software Infrastructure - Children Centers (Vickie Frederick) Special Education Transportation System (SPEDTS) (Linda Chen) Responsible Division Planning & Assessment ITD Y Y Planning & Assessment ITD/Planning & Assessment Planning & Assessment Planning & Assessment Planning & Assessment Funded (Y/N) N Aug-1999 Nov-1999 Jan-2000 Feb-2000 Y Mar Being Developed Y Jun-2000 Jun-2001 Design Code Test Document Sep-2000 Not Funded Sep-2000 Nov-2000 Dec-2000 Jul-2001 Jul-2002 Sep-2000 Nov-2000 Jan-2001 Y Jun-2000 Aug-2000 Oct-2000 Dec-2000 Feb-2001 Apr-2001 Apr-2001 Y Y Define Req. Oct-2000 Nov-2000 Jul-2000 Not Funded Fit Analysis Jan-01Feb-01 Mar-01Apr-01 May-2001 Development Being Developed Feb-01Apr-01 Jun-2001 Jul-2001 Nov-00Dec-00 Mar-01May-01 Jul-01Aug-01 Sept-2001 Pilot Implem. Feb-00 Mar-01 May-01Jun-01 Aug-01 Oct-2001 Oct-2001 Jul-2001 Jul-2002 Jan-01 Jun-01 Oct-2001 Jan-2002 Oct-2000 Nov-2000 Dec-2000 Jan-2001 Jan-2001 Mar-2001 Jul-2001 ITD Y Apr-2001 Jul-2001 wide Implem Will Be Developed At End of Fit Analysis Feb-2002 ITD Y Apr-2001 TBD Jun-2002 ITD Y Jul-1999 Dec-1999 Apr-2000 Jun-2001 Jul-2001 Jul-2001 Jan-2002 Technology Projects Responsible Funded Project Completion Define Specifications Project Start Date Division (Y/N) Date Digital High School Program (Todd Ullah) ITD Y 1997 Ongoing Technology Literacy Challenge Round III (Todd Ullah) ITD Y Aug-2001 Jun-2002 E-Rate Installation - Year 3 Jun-2001 Jul-2001 Facilities Y Dec-1999 July-2000 (Paul Holmes) Sept-2001 High School Classroom Technology Initiative AB 2882 (Todd Ullah) ITD Y Feb-2001 Mar-2001 Apr-2001 Mar-2002 Waterford Program (Todd Ullah) ITD Y Feb-2001 Actual target dates beyond are dependent on Board approval and funding for the remaining phases. On Schedule Caution Danger Completed 2

3 Status of Technology Systems Development IFS GUI/Online Receivers (Olonzo Woodfin) Position Control (Lorenzo Tyner) Budget System Replacement, Phase I BRASS (Lorenzo Tyner) IFS GASB.34 Fixed Assets Subsystem (Yoshiko Fong) IFS Standardized Account Code Structure 'SACS' (Yoshiko Fong) - Reports CTRL -D (Julio Rodriguez) E-Procurement (Anne Fischer) Business Applications Responsible Division Design Code Test Document Controller Y Oct-1999 Nov-1999 Dec-1999 Apr-2000 Jun-2000 Jun-2000 Jul-2000 Jul-2002 Budget Y Dec-1999 Mar-2000 Apr-2001 Aug-2001 Budget Y Mar-2000 Jun-2000 General Accounting General Accounting Funded (Y/N) Define Req. Nov-2000 Dec-2000 Feb-01Mar-01 Jul-2001 Oct-01 Aug-01 Mar-01Apr-01 Aug-01 Oct-01 Aug-01 Mar-01Apr-01 Aug-01 Y May-2001 May-2001 Jul-2001 Oct-2001 Oct-2001 Y Feb-2000 Mar-2000 Jan-2002 May-2002 Nov-2001 Jul-2002 Feb-2002 Sep-2002 Mar-2002 Oct 2001 Mar-2001 Jun-2001 Oct-02 Oct-01 Mar-2002 Jun-2001 Nov-2001 ITD Y Jun-2000 Jul-2000 Aug-2000 Sep-2000 Nov-2000 Jan-2001 Feb-2001 TBD BSD Y Aug-2001 Fit Analysis Actual target dates beyond are dependent on Board approval and funding for the remaining phases. Development To Be Determined Pilot Impl. wide Impl. Sep-2002 On Schedule Caution Danger Completed 3

4 IT Project Status Funded Instructional Projects Elementary Attendance Textbook Inventory System, Phase III (Centralized) Chanda Smith Individual Education Plan (IEP) Remarks A pilot system is ready to be tested and a draft manual for SIS attendance has been written. Staff is needed to implement pilot program and then to implement program districtwide, e.g. user training and ongoing support. This project is not yet funded. Phase III will provide districtwide reporting capabilities from a centralized database. The information will use data from the "stand alone" system. Funding for the project will come from the $30m textbook budget for , and will be calculated at $0.75 per student. IEP software and User Guide being sent to all schools and offices; year-round schools will receive materials in July and single track and LEARN schools in September. Training on IEP software will be on-going during the school year. 2,078 individuals have received training on the software since January. Next roll out of computers will be to one-fourth of Secondary schools selected by local Superintendent. Training for secondary school administrators on the IEP software will take place in July, August and September. Eight candidates from the eligible list were interviewed for the Data Reporting System Trainer positions. Computer Technician positions have been put on hold per Division Superintendent. A memo was sent to Executive Administrator, Business Issues in January 2001 requesting the identification of two sites for Special Education Technology Training rooms as required by CSCD Implementation Plan No. 6 before full implementation can start. Chanda Smith MIS (Integrated Student Information System) Adult Management Information System Decision Support System, Phase I The evaluation committee met with each of the three finalists in four-hour sessions. Each finalist presented a demonstration of their solutions, addressed the committee's questions and also responded in writing. The committee met again to review all three proposals and determine the additional information needed to make a final recommendation. A recommendation has been submitted to the IT Steering Committee for the next steps. The duration of Phase I is 6 months after the contract is signed. The fit analysis, timeline and concrete costs for Phase II will be determined at that time. All equipment (Hardware/Software) requisitions were signed and approved by the Adult Division. The IBM Server H0 has been delivered to G100. ITD staff will set up the server on the floor. The IBM Servers Farm for CITRIX will be delivered the week of 9/10/01. We have contracted with GTC Systems Inc. to install CITRIX, This installation should start the week of 9/24/01. The Software Design Document has been review by Schoolhouse and Adult-SIS staff. This document will be reviewed and approved by DACE. Gap programming has begun. An incremental delivery approach has been implemented to reduce risk. Group 1 reports are scheduled to be delivered Oct. 12th. Group 2 reports will follow on Dec. 7th. Group 1 Build and System test is underway. Group 2 load and data validation are in progress. Elementary Report Cards, New Begin to identify new technologies to enter grades into SIS. Development and design of total computerization of report cards to be completed July Networking Hardware/Software Infrastructure (Adult & Children's Centers) Special Education Transportation System (SPEDTS) Technology Projects Digital High School Program is to connect Children's Centers and Adult Centers. These locations are not E-rate eligible but their connection is necessary to complete wide connectivity. The pilot implementation at Salvin was completed in July. Fixing of bugs and network connection to the Transportation Area Bus Supervisors' sites continue. The workstations have been delivered. The rollout of workstations to ABS sites will start as soon as they are network connected. Selection of a local district for phase II implementation is in progress. Remarks All LAUSD applications have been approved by the state, with the exception of two Special Education sites due to their error in reporting grade levels. Implementation of the network installation and professional development continues. Selected sites will be audited by the state during the school year. Year one and two TSST awards established, CDE sending awards, budgets in place by October 1. Year four schools have budgets in place. Technology Literacy Challenge Round III 209 schools will participate in hardware and software distribution. All schools will receive professional development to support the integration of technology into the curriculum. Coupled with this grant program is the alignment of our current technology plan with required state components which will quality our district for additional federal funds. E-rate Project Matching funds for the approved projects will come from Certificates of Participation (COPs). High School Classroom Technology Initiative (AB 288) Waterford Program This state grant provides funds for 17,800 computers for high schools. The process for distribution and installation will be the same one-stop process as that for the Elementary Classroom Technology Initiative. encumbered on June 30, Schools have completed surveys and rollouts to all high schools are underway. On track and under budget. With funds allocated for this fiscal year, additional rollouts will take place. This program provides hardware and software for K-1 combinations. Professional development included. Project rollout in two phases. Phase one complete. Phase two underway. 4

5 IT Project Status Business Applications IFS GUI/ Online Receivers Position Control Remarks wide implementation of IFS GUI/EZ-DOC began in and is expected to be completed by July Training for 6,000-7,000 staff began in August The HRS system was upgraded to HR Advantage during the August 31, 2001 weekend. However, performance problems were found in the production environment. Therefore, the HRS system was rolled back and problems are being resolved. HR Advantage is a prerequisite for the Position Control System. Budget System Replacement (BRASS) IFS GASB.34 Fixed Assets Subsystem IFS Standardized Account Code Structure 'SACS' CTRL-D E-Procurement The project is on schedule for implementation in. The first phase of the new Budget System includes deployment to Budget Services, Central Offices and Local Headquarters by. Software development is in progress and staff resources have been assigned to coordinate the development of policies and procedures, as well as prepare for acceptance testing. The target start date of the BRASS data conversion is dependent on the adoption of the Final Budget, with conversion to begin in. A conversion approach has been developed and was approved by the BRASS Steering Committee in June. A communications plan to coordinate the implementation of BRASS and Position Control will be developed in July. Implementation analysis for the Fixed Assets Subsystem has been completed. The has decided to implement an integrated Fixed Assets Subsystem of IFS. A statement of work for consulting services to implement the Fixed Assets Subsystem has been submitted for ITD approval. Once approved, a detailed work plan will be developed for the project. As required by the State, the is on schedule to be SACS compliant for the 2001/02 fiscal year. The testing of changes to IFS has been completed and these changes were migrated into the production environment in April. The tables are currently being populated with SACS related codes in preparation for the development of the 2001/02 budget. The next phase will be programming and testing of changes to existing reports as well as the design of any new reports. Provides a secured environment for accessing district information and supports access to reports, regardless of location. Industry workshops and information gathering completed in April A draft of the Request for Proposal (RFP) was developed. Requirements are being finalized, pending review and approval by the Chief Information Officer. 5

6 Multi - Year Technology Project Overview Proposed Implementation Timeline Funded Instruct. Proj Elementary Attendance Textbook Inventory System Chanda Smith IEP Chanda Smith MIS (ISIS) Adult Management Info System Decision Support System Elementary Report Cards, New Networking Hardw/Softw Infra. -Adult Schools -Children Centers Pilot Program (not funded) State Approval wide Phase II Sept Dec 2000 Phase III, Centralized Staff Purchase Software/Train Define Req. Fit Analysis Development Selection/Development Adult Schools 1st Beta Test wide Site Nov 01 Implementation Development Pilot wide Phase I Phase IA Phase II Phase III Being Developed Being Developed Special Education Trans. Sys. (SPEDTS) Define Req Development Implementation Technology Projects Digital High School Program Tech. Lit. Chall. Rd III E-rate Project HS Classroom Tech Initiative Waterford Program Year 3 Schools Year 4 Schools Professional Development Continues Ends June 30, 2002 Year 3 Installation Feb Mar 2002 Phase I Phase II 6

7 Multi - Year Technology Project Overview Proposed Implementation Timeline Business Applications IFS GUI/Online Receivers Define Requirements 20 Pilot Schools wide Implementation Position Control Budget System Replace. (BRASS) IFS GASB.34 Fixed Assets Subsyst. IFS Standard. Acct. Code Structure - Reports CTRL-D E-Procurement Development Implement wide Development Implement wide Being Developed Development Implement Implementation TBD Define Requirements 7

8 Multi-Year IT Project s Funded Instructional Projects Prior Years Total (In Millions) Elementary Attendance $0.00 $0.25 $0.47 $0.47 $1.19 Textbook Inventory System (Centralized), Phase III NA NA $0.50 $0.30 $0.35 $0.35 $1.50 Chanda Smith IEP $0.21 $0.83 $2.00 $2.00 $1.00 $1.00 $7.04 Chanda Smith MIS (ISIS) * * $0.00 $ $2.80 $8.00 (Phase III - ongoing) $12.07-$24.07 $ $24.14 $ $25.64 $ $84.65 Adult Management Information System $0.00 $0.40 $1.15 $1.15 $2.70 Decision Support System, Phase I NA $8.00 $4.40 $2.00 $2.00 $2.00 $18.40 Decision Support System, Phase II $4.25 $8.45 $8.20 $7.20 $28.10 Elementary Report Cards, New $0.00 $1.84 $0.61 $0.61 $0.00 $0.00 $3.06 Networking Hardware/Software Infrastructure (Adult & Children's Centers) $1.00 $1.00 $1.00 $3.00 Special Education Transportation System (SPEDTS) $0.97 $0.71 $0.80 $0.80 $0.80 $0.80 $4.88 Subtotal - Funded Projects $2.18 $11.97-$13.74 $15.31 Subtotal - Projects Not Funded $0.00 $2.09 Total - Funded Instructional Projects $2.18 $14.06-$15.83 $23.18 $27.85-$39.85 $ $ $ $ *s are "best guess" estimates and could change depending on project scope. They include hardware & software, staff, contractors and networking estimated expenses. ** Ongoing projects funded with the $9 million technology budget proposed for Funded P roposed in budget, not funded Undetermined Changes in costs reflect new policy of funding based on the annual project cost instead of entire project cost. 8

9 Multi-Year IT Project s Technology Projects (cost in millions) Digital High School Program** Technology Literacy Challenge Round III E-rate Project:Fed E-rate Project: Other Expenditures High School Classroom Technology Initiative (AB 2882) Waterford Program Subtotal - Funded Projects Subtotal -Projects Not Funded Prior Years $16.66 $16.66 $10.31 $10.31 $24.00 $24.00 $7.00 $7.00 $7.00 $7.00 $7.00 $7.00 $6.90 $50.70 $20.90 $ $ $ $6.06 TBD $6.00 TBD $6.00 TBD $6.00 $5.83 $2.00 $0.00 $4.00 $0.00 $4.00 $0.00 $4.00 $26.75 $0.00 $0.00 $0.00 $40.00 $4.90 $67.36 $37.56 $ $ $0.00 $0.00 $0.00 $ Total - Technology Projects $67.36 $37.56 $ $ $ $32.06 $7.00 $17.00 $7.00 $17.00 $7.00 $17.00 *s are "best guess" estimates, based on grant applications. ** matching funds provided through local area network costs and individual school purchases of specific items relating to technology. Funded Proposed in budget, not funded Undetermined Changes in costs reflect new policy of funding based on the annual project cost instead of entire project cost. 9

10 Multi-Year IT Project s Business Applications Prior Years Total (In Millions) (In Millions)* IFS GUI/Online Receivers * * $0.55 $0.30 $2.04 $1.10 $1.16 $1.22 $6.37 Position Control * * $0.65 $0.86 $1.65 $1.09 $1.15 $1.21 $6.61 Budget System Replacement (BRASS) * * $0.75 $3.03 $1.30 $0.67 $0.70 $0.73 $7.18 IFS GASB.34 Fixed Assets Subsystem $0.00 $1.00 $0.35 $0.35 $1.70 IFS Standardized Account Code Structure 'SACS' $0.73 $0.80 $0.80 $0.47 $2.80 CRTL - D $0.50 $0.50 $0.50 $0.50 $2.00 E-Procurement Subtotal - Funded Projects Subtotal -Projects Not Funded Total - Business Applications $2.68 $5.99 $0.00 $0.00 TBD TBD TBD TBD TBD $2.68 $5.99 $6.64 $4.18 $3.51 $3.66 $26.66 *s are "best guess" estimates and could change depending on project scope. They include hardware & software, staff, contractors and networking estimated expenses. ** Ongoing projects funded with the $9 million technology budget proposed for Changes in costs reflect new policy of funding based on the annual project cost instead of entire project cost. Funded P ro po sed in budget, not funded Undetermined 10

11 Multi-Year IT Project s New Unfunded Projects New Unfunded Projects Total Payroll Time Reporting System Replacement $4.00 $2.00 $0.50 $0.50 $7.00 Payroll System Replacement $9.00 $9.00 $4.00 $4.00 $26.00 Enhanced Security of wide Network $0.65 $1.05 $1.30 $1.55 $4.55 WAN/LAN Support + Expansion $1.80 $3.35 $4.10 $4.50 $13.75 Migration of Unisys to IBM Mainframe $2.00 $2.00 $2.00 $1.00 $7.00 Assess/Evaluation $0.50 $1.00 $2.00 $2.00 $5.50 Microfilm Unit Upgrade $0.25 $0.25 $0.25 $0.25 $1.00 Progress Testing $0.30 TBD TBD TBD TBD Internal wide Communications Systems $0.50 $0.50 $0.50 $0.50 $2.00 Information Systems Branch Staff Workstation Upgrade & Procurement $0.80 $0.80 $0.80 $0.80 $3.20 Total $19.80 $19.95 $15.45 $15.10 $70.00 *s are "best guess" estimates and could change depending on project scope. They include hardware & software, staff, contractors and networking estimated expenses. Additional project details will be determined upon receipt of funding. Funded P roposed in budget, not funded Undetermined 11