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Statewide Student Management System
SIS Updates
September 19, 2014
2014-15 Statewide Student Management System
101 state hosted districts– Edupoint (26)– Follett (9)– Pearson (9)– Skyward (31)– STI (26)
Participating Addendum Reminders
You are not committed to the SSMS for life of contract
You are not committed to a vendor for life of contract
Change vendors – new PA required Change from local/vendor hosted to DOE hosted –
PA required Document vendor selection process
– Maintain documentation on file locally– Include rationale for selection (Ex: memo
explaining rationale, minutes from Board meeting, etc.)
– Required for audit purposes
Annual Cost Billing Process
Annual cost based on funded ADM counts (K-12 only)
District responsible for paying district share of annual costs– Vendors direct billing for district share of annual cost
could begin on/after Aug 1– Vendors required to provide DOE copy of district
annual costs invoices for verification and audit purposes
Vendors billing DOE directly for state share of annual cost ($2.55/ADM) for SSMS districts
Outlook for 2015-16
The new fiscal year budget cycle will dictate if or how many additional districts we can accommodate in 2015-16
Current annual cost subsidy level is $2.55/ADM
Could potentially adjust the annual cost subsidy level (downward) to accommodate additional districts
SSMS General
Routine maintenance downtime windows as needed– Wednesday evenings (5PM – midnight)– Saturdays (6AM Sat – 6AM Sun)– Application releases/updates, etc.
applied during these times (unless emergency)
Any other downtimes – will be notified New SSMS Listservs established for general
DOE communications to SSMS districts– Per vendor and combined
SSMS General
Extracts generated routinely by vendor– Automated process– 3 days/week– Data entered/changed by 5:00 PM
SIS Vendors Create ExtractsBy 10.00 PM
EIS Processes Extracts(Close of Business)
Data Available in EIS(Start of Business)
Monday Tuesday Wednesday
Wednesday Thursday Friday
Friday Monday Tuesday
SSMS General
Extracts staggered during implementation– Group 1: district and school calendars (5 extracts)– Group 2: class schedule, student enrollment, staff
current assignment (6 extracts)– Group 3: all remaining extracts – student, completion,
grades, busing, etc. (17 extracts)
All new SIS vendors, except Follett, are now sending all required extracts – Follett all but 4 extracts in group 3
SIS application releases, updates, patches, etc. - applied by vendor for all districts at same time
Resources, Support and Protocol
– Data mapping document (maps state required data elements to data fields in SIS application)
– Vendors responsible for application support• Support staff should have knowledge of TN requirements
– EIS Help Desk – assists with data reporting errors
– Issues with application/Azure environment access• All vendors have admin access to boxes in state hosted
Azure environment• All vendors should be monitoring environment• DOE has monitoring tools in place and looking at additional
monitoring tools/options (alerts)• Will be doing routine “cleansing” of Azure environment
Resources, Support and Protocol
– Issues with your SIS should first be reported to your vendor• If vendor cannot resolve issue – vendor notifies DOE
– Overall DOE Product Support will be restructured to provide a more integrated and streamlined process• One stop shop for all DOE outward facing applications• New ticketing system• More communications and details to come as the
processes and procedures are ironed out
Vendor
Customer Support
Edupoint 1.877.899.9111 Follett 1.888.244.1366
Pearson 1.866.434.6276 Skyward 1.800.236.0001
STI 1.800.844.0884
IMPORTANT DATES
November 1, 2014 - All historical data must be pulled for data conversion
Mid – Late November 2014 – cut-off for “live” access to Star_Student to complete state Report Card reporting process
November 30, 2014 – all district user access to Star_Student will be terminated
November 15, 2014 – deadline to submit Participating Addendums for 2015-16 implementation
Most Common SIS Vendor Implementation Issues
Missed deadlines during “go-live” implementation and EIS testing of extracts and reports– All five vendors required to test/validate generation of
EIS extracts and reports Poor/no QA during EIS testing Poor validation on required data fields and state
defined codes– Suggests issues with mapping data during conversion
and properly mapping required data elements to correct fields in their application
– State defined code tables should be locked down
Most Common SIS Vendor Implementation Issues
Insufficient/lack of prior planning/preparation to address TN specifics in application
Assumed their vendor hosted model fit the SSMS model (business as usual)
Insufficient resources to handle the TN implementation– Having the right people involved – Underestimated the amount of work, time and effort
needed for the TN implementation– Same resources working on multiple components
• TN specifics + EIS testing + training + application updates• TN application development + DLP/Ed-Fi development
Things To Do…
RUGs – continue involvement & consider restructure
Provide SIS vendors direct access to:– Course Master in EIS– Lists of valid state defined codes
Create enhanced enrollment process– Automated call to EIS for student state
IDs Implement Single Sign On
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