Information Technology Division - LAUSD
Transcript of Information Technology Division - LAUSD
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Information Technology Division Quarterly Report on IT Operations as of March 31, 2016
Information Technology Division p. 1 As of March 31, 2016
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Information Technology Division Quarterly Report on IT Operations as of March 31, 2016
Information Technology Division p. 2 As of March 31, 2016
Date Duration System Details
2/10/16 2 hrs SAP Application was down for about 2 hours due to network disconnection between servers
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Information Technology Division Quarterly Report on IT Operations as of March 31, 2016
Information Technology Division p. 3 As of March 31, 2016
Note: The length of time to provide increased internet capacity to schools is dependent on processing time for wireless broadband orders depending on the contract vendor that is providing service to the school. ITD is working with our vendors to streamline ordering and decrease processing times.
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Information Technology Division Quarterly Report on Key IT Projects as of March 31, 2016
Information Technology Division p. 4 As of March 31, 2016
Project Description Scope Schedule Budget Updates
MiSiS1 Integration of K-12 student information systems onto a unified platform
316 system updates were deployed across six bi-weekly releases from January 2016 through March 2016
48 feature sketches were completed. 4 Build-Stabilize-Release cycles were completed and 9 are in process
School Network Upgrade Projects2
Upgrade of school networks
144 of 156 school modernization projects identified in ITD’s 2014-2015 Strategic Execution Plan have been tested and accepted
11 converged network projects are scheduled to complete test and acceptance by June 2016
IT Assessment Surveys2
Survey conditions of school telephone, public address, intercommunication systems, and networks, some of which are 13 to 15+ years old
All 749 assessment surveys have been completed
Disaster Recovery and Business Continuity2
Ensures the District’s ability to recover after a disaster
Modernization of Beaudry Primary Data Center is 90% complete
Completed modern tape subsystem to backup District business and instructional data
Van Nuys site construction is 45% complete
Core Network Modernization2
Modernizes equipment/software that facilitates school access to the internet and business applications.
Student Identity Management account provisioning is 98% complete
98% (710 of 721) of schools are being authenticated by Mobile Access Management system
Implemented Security Information and Event Management, Web Application Firewall, web filtering, and data discovery solutions to bolster security for the District
Deployment schedule for Shared School Network Components (WAN Core upgrades to provide additional network capacity to schools) has been revised, estimated completion is June 2017
Radio Systems Modernization2
Ensures District first responders can communicate in an emergency
Project is progressing on schedule
SAP – Salary Increases
Salary Increase for UTLA and other bargaining units as well as the “me too” clause following the UTLA settlement
Completed in December as scheduled
The last 2% of the “me too” clause was reflected in the January 2016 paycheck
On Schedule Delayed/Incomplete but corrective action was taken Delayed/Incomplete and needs immediate attention Not Yet Started
1 Please refer to attached MiSiS At-a-Glance Report for detailed updates 2 Please refer to attached January 2016 BOC Presentation for detailed updates
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Information Technology Division Quarterly Report on Key IT Projects as of March 31, 2016
Information Technology Division p. 5 As of March 31, 2016
Project Description Scope Schedule Budget Updates
SAP – Employee Self-Service Portal
Update the Employee Self-Service Portal to allow LAUSD employees to include two emergency contacts and a doctor’s contact information
Completed in February 2016
Communication campaign to follow
SAP – Semi-monthly conversion for Local 99
Convert hourly employees in Local 99 bargaining units to semi monthly payroll in July 201 in an effort to eliminate projected time and reduction in overpayments.
This is on schedule to be completed by June 30, 2016
ITD is currently conducting volume testing and Payroll will perform their user acceptance testing
SAP – Payroll Process Reengineering
Examine the end-to-end payroll process to seek opportunities to automate and streamline the payroll process
Project is progressing on schedule
SAP – Principle Self Service
To provide Principal Self Service pages to view teacher vacancies of their school, eligible candidates for those vacancies, and select a candidate to hire. Appropriate eligibility list should be generated based on the Predefined Hiring Level and updated in real time in order to provide accurate listings to Principals."
On schedule to go live in April 2016
SAP – Affordable Care Act Reporting
ACA reporting requirements mandate the District mail out employees’ 1095C form with post mark no later than March 31, 2016.
Project was completed on time
Employees received their 1095C form via mail
Avoided penalty of $250 per employee by mailing before March 31
SAP – Budget Transparency Report
Board Resolution to make budget data easily available to the public. Create new Budget Report with the following new functionality: (1) ability to map budget data to user defined groupings required for Budget Transparency Report 2) create extract file for web based report.
Completed on March 31, 2016
SAP – Food Services Cost Distribution of Compensated Time Off
This is a mandated reporting requirement for the Federal Food Nutrition program. Cost of compensated time off and differentials for Food Services funded employees must be distributed based on actual time worked and provide automated process to post resulting expenditure adjustment to General Ledger.
On schedule to be completed by April 30, 2016
Penalty of up to $100 million if reporting requirements are not met
On Schedule Delayed/Incomplete but corrective action was taken Delayed/Incomplete and needs immediate attention Not Yet Started
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Information Technology Division Quarterly Report on Key IT Projects as of March 31, 2016
Information Technology Division p. 6 As of March 31, 2016
Project Description Scope Schedule Budget Updates
SAP – R2 Administrator to Teacher Ratio Reporting
Create two new reports to determine ratio of administrators to teachers: (1) "Early Warning" report based on budgeted position data to determine whether number of budgeted administrative positions are within allowable ratio and (2) report based on actual HR position data to monitor whether actual administrative positions are in compliance with ratio.
On schedule to be completed by May 31, 2016
Replaces manual calculation of ratio
Penalty of up to $45 million if District is out of compliance
SAP – Oracle Database Upgrade
The current version 11g will be out of support by end of the year and an upgrade to the latest version 12c is needed to have continued support.
Project is progressing on schedule
SAP – Reporting Provide a robust reporting environment that allows schools and offices to use reports directly from SAP to support their operations, get immediate answers, and accelerate analysis of large volumes of data.
Evaluated Oracle technology offerings
Completed a Proof of Value (POV) of Oracle’s Business Intelligent applications s and in-memory technology solutions for providing improved performance
SAP – IFS and HRS Data Extraction
Extract data from IFS and HRS to an external database in preparation for decommissioning of the mainframe. IFS and HRS data is needed for historical reporting, audits, and research purposes. This project is also part of the SAP reporting program to develop reports based on business needs of legacy data.
Proof of concept completed for extracting IFS data
Project is progressing on schedule
SAP Data Archiving
Archive aged data in SAP to improve the overall system performance and reduce the size of the database. Archived data will be accessible via reports and transactions.
Project is progressing on schedule
Single Plan for Student Achievement
Build online Single Plan for Title 1 schools to plan for budget and align their school spending with Academic, Culture Climate, and Social/Emotional goals
Completing all Budget Planning phase SPSA system development
Completed Budget Planning phase SPSA system focus group review and feedbacks
Prepare for 21 pilot schools and local district compliance coordinators trainings
Preparing for Budget Planning phase SPSA production system rollout for pilot schools in May 2016
On Schedule Delayed/Incomplete but corrective action was taken Delayed/Incomplete and needs immediate attention Not Yet Started
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Information Technology Division Quarterly Report on Key IT Projects as of March 31, 2016
Information Technology Division p. 7 As of March 31, 2016
Project Description Scope Schedule Budget Updates
Safe School Plan Rebuild of Safe School Plan system to allow school administrators, staff, and first responders to input or access Coordinated Safe and Healthy School Assessment/Practices, Emergency Procedures, and Intervention and Recovery Procedures
Started development integration
Provision User Acceptance Test server environment
Risk of insufficient time to complete trainings and project communications
Foster Youth Achievement CRM system – Phase 1/2
Case management system to track student performance in academic, attendance, discipline, intervention, and counseling services provided to district foster youth and juvenile hall/camp returnee programs. The phase 2 project will incorporate another 12 different Student Health and Human Services programs into the new platform.
Completed Dynamics CRM system production deployment preparation for phase 1 Foster Youth Management System
Fine tuning system functionalities and reports
Need to resolve all remaining IODS data interface issues discovered during QA iterations
The new proposed production rollout is July 1, 2016 for Phase 1 of the Foster Youth Management System
Completed Phase 2 vendor selection and contract signing
Student Safety/ employee tracking CASE system
Consolidate separate employee incident tracking systems currently used by HR, OGC, PC, Transportation, Procurement, Facilities, and Food Services into one single online data entry and reporting system
Implemented Arrest/Court Module for managing criminal cases involving District Employees
Phase 2A being tested and planned for being in Production in February 2016
Continuing next phase deliverable development
Parent PASSport One-stop online portal that provides parents 24/7 access to real-time student information that will help them better support their child’s success
Testing the PASSport tool at 14 schools this Fall with the goal of achieving approximately 1,400 parent registrations
Functionality for parents to update their emergency contact information in PASSport will be available in April 2016
Completing Phase 2 enhancements including discipline, immunizations, Smarter Balanced Assessment results, and others
Classified Employee online evaluation System
Create online application for the annual classified employee evaluation
Created interfaces with SAP through IODS and Human Capital data warehouse for Classified Employee online evaluation system
Develop management of chiefs, supervisor and reviewer assignment screens
Develop classified employee evaluation screen
Conducted System prototype reviews and collected feedbacks for modifications
On Schedule Delayed/Incomplete but corrective action was taken Delayed/Incomplete and needs immediate attention Not Yet Started
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Information Technology Division Quarterly Report on Key IT Projects as of March 31, 2016
Information Technology Division p. 8 As of March 31, 2016
Project Description Scope Schedule Budget Updates
Comprehensive IT Study
Multi-year study to assess the District’s technology needs and identify changes the District must make in order to meet these needs
Received RFI responses in January from firms who have conducted similar IT studies at organizations of comparable size and complexity
Developing Request for Proposals
Teacher’s Portal and Principal’s Portal Integration
Create online teacher’s portal certifications for elementary PE minutes monthly certification and Williams textbook sufficiency annual certification for teachers to certify online for compliance. The new system will also integrate with Principal’s portal so principals/administrators will be able to review and certify teacher’s certifications online.
Started pilot of monthly PE certifications for 20 schools in January
Modified and developed functional enhancements based on PE certification pilot schools’ feedback
Prepare Williams textbook sufficiency certification development in teacher’s portal and principal’s portal for August 2016 rollout
Schedule for district-wide rollout of PE online certifications in Teacher’s portal and Principal’s portal in August 2016
SharePoint online implementation for district offices
Planning and implement SharePoint online for different division/department district-wide
Implemented SharePoint online solution for Office of CFO, Board Member District 6, Account Payable, Payroll Services, Division of Special Education, Early Childhood Education, Gear Up 4 LA, Facilities Division, ITI, ITD, Office of Data Accountability, Personnel Commission, Pupil Services
Prepared rollout of Project online for Facilities and ITD
Working to identify funding to adequately staff project after June 30
On Schedule Delayed/Incomplete but corrective action was taken Delayed/Incomplete and needs immediate attention Not Yet Started
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Information Technology Division p. 9 As of March 31, 2016
Information Technology Division Quarterly Report on 2015-2016 Goals as of March 31, 2016
The following pages provide an update on ITD’s progress towards achieving our 2015-2016 goals. Goal #1: Meet the student information needs of schools and offices by providing a functional student information system (MiSiS) -- See attached MiSiS Project Update -- Goal #2: Extend ITD’s service delivery model to provide excellent IT support to schools and offices Key Activities 2015-2016
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Create 6 IT liaison positions and assign one to each local district Actual
Planned
Survey local district leadership, principals, and other District employees about ITD’s customer service and what we can do to improve
Actual
Planned
Clear backlog of all tickets that were opened before July 1, 2015 Actual
Planned
Implement new service management tool (BMC Remedy) to replace end-of-life Peregrine software
Actual
Planned
Complete monthly proactive IT maintenance visits at every school Actual
Planned
Establish an ongoing customer satisfaction survey feedback loop to collect input on the quality of our service and how we can improve
Actual
Planned
Collect and analyze data to adequately staff IT customer support and progressively establish better and better service levels
Actual
Planned
Completed On Schedule Delayed/Incomplete, corrective action was taken Delayed/Incomplete, needs immediate attention Original Plan
Measures of Success Goal Jan 2016 Feb 2016 Mar 2016 Backlog of IT support incidents opened before July 1, 2015 0 263 118 59 First Contact Resolution Rate (% of IT support questions that are resolved immediately when the user reports it via phone or chat)
Month over Month Increase 68.3% 69.8% 70.6%
Average time to resolve IT support incidents opened since July 1, 2015
Month over Month Decrease 8.8 days 10.0 days 9.9 days
Average wait time for phone support Month over Month Decrease 1 min, 1 sec 1 min, 39 secs 1 min, 30 secs
% of abandoned calls Month over Month Decrease 5.48% 4.20% 2.57%
At least one proactive IT visit to every school each month 784 257 459 510
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Information Technology Division p. 10 As of March 31, 2016
Information Technology Division Quarterly Report on 2015-2016 Goals as of March 31, 2016
Goal #2 (continued) Key Accomplishments Obstacles • Proactive IT Maintenance Visits at Every School: ITD piloted
a new support model in LD’s East and South during the last quarter and was able to increase the number of proactive site visits each school receives. Starting in April, we are implementing this new model across the District and schools will now receive bi-weekly visits whether or not a service request is submitted. All of our technicians have been geographically assigned to schools to allow ITD to provide proactive support and service. This new structure establishes an escalation process between the different levels of technical support for improved response to service requests.
• New Service Management Tool (BMC Remedy): Completed the development, testing and implementation of 29 enhancements and 6 new Service Request forms. Provided 12 additional training sessions for 150+ IT Support staff.
• Backlog of IT Support Incidents: IT Customer Support has now resolved all but 59 of the IT support incidents opened before July 1, 2015. The majority of the 59 remaining backlog incidents require a forklift for repair. We have secured a forklift rental and expect to close out the backlog in the next quarter.
• Time to Resolve IT Incidents: ITD’s average time to resolve new IT support incidents is stabilizing but we are hoping to decrease the resolution time as we continue to implement service improvements (such as the new bi-weekly visits to every school).
Goal #3: Actively collaborate with offices, schools, and stakeholders to align ITD’s work to the District’s strategic initiatives Key Activities 2015-2016
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Send a survey to school site staff to collect input about how ITD can best support teaching and learning
Actual
Planned
Meet with each Local District’s leadership team monthly to discuss technology initiatives
Actual
Planned
Meet with Instruction, Facilities, and Educational Services monthly to discuss technology initiatives
Actual
Planned
Collaborate with Los Angeles government entities to share best practices and leverage resources
Actual
Planned
Restructure the District’s Enterprise Governance model for better identification and prioritization of District initiatives
Actual
Planned
Work with Budget Services to integrate the identification of proposed technology-related strategic initiatives into each LAUSD office’s and Local District’s annual budgeting process
Actual
Planned
Review LAUSD offices’ and Local Districts’ proposed strategic initiatives to determine and discuss what support they will need from ITD
Actual
Planned
Hold monthly Technology Advisory Committee meetings to share information and get input from labor partners, principals, teachers, students, and parents
Actual
Planned
Completed On Schedule Delayed/Incomplete, corrective action was taken Delayed/Incomplete, needs immediate attention Original Plan
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Information Technology Division p. 11 As of March 31, 2016
Information Technology Division Quarterly Report on 2015-2016 Goals as of March 31, 2016
Measures of Success Goal Jan 2016 Feb 2016 Mar 2016 At least 50% of schools complete the ITD survey 50% N/A N/A N/A Completion of monthly meetings between ITD and Local District Leadership 100% 100% 100% 100%
Completion of monthly meetings between ITD and Instruction, Facilities, and Educational Services 100% 100% 100% 100%
Completion of monthly District Technology Advisory Committee meetings 100% 0% 100% 100%
ITD review of every Division’s proposed initiatives for 2016-2017 100% Ongoing Ongoing Ongoing Key Accomplishments Obstacles • Monthly meetings with other Key Divisions: ITD met weekly
with the Division of Instruction and monthly with the Facilities Services Division, Human Resources, Personnel Commission, Office of Finance, Educational Services, and the Office of General Counsel to discuss their technology needs and major initiatives.
• Enterprise Governance: The Superintendent’s Senior Leadership team discussed the Enterprise Governance proposal in March. ITD is setting up a project management resources website with templates that will be available to all District divisions and is also setting up project management training that will be open to all District divisions.
None at this time
Goal #4: Strengthen ITD to support the District’s modern technology needs Key Activities 2015-2016
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Restructure ITD to better meet the District’s technology needs for 21st century teaching and learning and focus on ITD’s core competencies
Actual
Planned
Transition Infrastructure Project Management team to Facilities Services Division
Actual
Planned
Conduct an RFP to hire an outside firm to complete a multi-year Comprehensive IT Study as recommended by the Bond Oversight Committee and approved by the Board of Education
Actual
Planned
Work with selected firm to start Phase 1 of the Comprehensive IT Study Actual
Planned
Review the outcomes of ITD’s last strategic plan, developed in 2012, with the Superintendent
Actual
Planned
Develop and present a report on outcomes from ITD’s last strategic plan that was developed in 2012 to the Superintendent, Board of Education, Bond Oversight Committee, and the public
Actual
Planned
Develop an updated strategic plan, long term organizational plan, and strategic budget aligned to the District’s technology needs for the next 5 years with input from internal staff, District stakeholders, and the firm hired to complete the Comprehensive IT Study
Actual
Planned
Completed On Schedule Delayed/Incomplete, corrective action was taken Delayed/Incomplete, needs immediate attention Original Plan
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Information Technology Division p. 12 As of March 31, 2016
Information Technology Division Quarterly Report on 2015-2016 Goals as of March 31, 2016
Goal #4 (continued) Key Activities 2015-2016
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Develop a 2015-2016 professional development plan for ITD employees Actual
Planned
Provide professional development and training to ITD employees to improve their certifications and skillsets
Actual
Planned
Work with Personnel Commission to develop and implement a proactive recruitment strategy to attract skilled IT professionals
Actual
Planned
Work with an outside firm to complete a salary and classification study of ITD positions
Actual
Planned
Present findings from salary and classification study to the Superintendent, Board of Education, Human Resources, and Personnel Commission with proposed changes
Actual
Planned
Work with Personnel Commission to align ITD’s job classifications with clear paths for employee advancement
Actual
Planned
Completed On Schedule Delayed/Incomplete, corrective action was taken Delayed/Incomplete, needs immediate attention Original Plan
Measures of Success Goal Jan 2016 Feb 2016 Mar 2016 Progress on Strategic Plan development Complete by
June 2016 Developing Approach
Developing Approach
Finalized Approach
Progress on Comprehensive IT Study Firm Selected by April 2016
Received RFI Responses Developing RFP Developing RFP
At least one targeted professional development training session provided each month beginning November 2015 1 per month 2 4 3
Key Accomplishments Obstacles • ITD Reorganization: Working with the Personnel Commission
to create new Chief Technology Officer and Product Manager positions.
• Comprehensive IT Study: Collected responses to Request for Information for Comprehensive IT Study. Preparing Request for Proposals to be released in May.
• Strategic Planning: Conducted several internal review sessions with IT Infrastructure Project Managers to discuss proposed projects, developed scoring rubric to prioritize IT Infrastructure Projects, and convened IT scoring panels and scored IT Infrastructure Projects. Modified project tracking database to better track software projects. Met with District leadership to solicit input on needed projects.
• Salary and Classification Study: Put study on hold while developing the Comprehensive IT Study approach to avoid duplication of efforts
March 31, 2016
MiSiS Project Update
LOS ANGELES UNIFIED SCHOOL DISTRICT
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AGENDA
LOS ANGELES UNIFIED SCHOOL DISTRICT
I. MiSiS Highlights for 2015-16II. MiSiS AccomplishmentsIII. The Go Forward Plan for 2016-17IV. Next PhaseV. Supporting Data
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MiSiS Highlights for 2015-16
LOS ANGELES UNIFIED SCHOOL DISTRICT
We have accomplished a lot!
• The Start of the 2015-16 school year was substantially better than 2014-15, with students scheduled and in class
• The MiSiS application continues to run reliably with improved overall performance
• MiSiS has added critical functionality and enhancements, improved screens, helped users streamline processes, and provided new or enhanced reports
MiSiS Goals for 2015-16(As presented to the BOC in May 2015)
Goal Status
Met In Progress /Planned
ATTENDANCE: Provide tools necessary to meet attendance audit and compliance requirements.
ENROLLMENT:• Enhance/update the ability to identify students and access
complete enrollment history.• Improve validation, minimizing duplicates and overlapping
enrollments/schedules.• Identify and address reporting problems related to magnet
school/primary school.
• SCHEDULING: Refine screens and reports related to master and walk-in scheduling as identified.
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MiSiS Accomplishments
LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS Goals for 2015-16(As presented to the BOC in May 2015)
Goal Status
Met In Progress /Planned
GRADES: Enable access to grade entry and reporting on mobile devices for teachers.1
TRANSCRIPTS: Allow transcripts to adapt to changing graduation and college entry requirements.2
GRADUATION STANDARDS: Finalize individualized graduation progress reports.
STATE REPORTING: Implement interface between MiSiS Attendance and CALPADS reporting system.
REPORTS: Deliver a full range of reports and ad-hoc reporting (MiSiS Explorer) schools need.3
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MiSiS Accomplishments
LOS ANGELES UNIFIED SCHOOL DISTRICT
1 This functionality is provided using a web browser on a mobile device. 2 Transcript functionality is flexible and accommodates changes to graduation and college entry requirements.3 We have added a significant number of reports and enhanced existing reports. MiSiS Explorer is being replaced by the Oracle Ad Hoc Reporting tool.
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MiSiS Accomplishments: Help Desk
LOS ANGELES UNIFIED SCHOOL DISTRICT
Ticket Call Volume2014 – 2015 School Year vs. 2015 – 2016 School Year
Month 2014-2015 2015-2016AUGUST 9,251 7,495
SEPTEMBER 6,939 5,743OCTOBER 8,693 4,017
NOVEMBER 5,065 3,424DECEMBER 3,737 2,696JANUARY 4,118 2,300
FEBRUARY 4,764 2,415Grand Total 42,567 28,090
Over 30% call reduction from last year due to MiSiS being more stable and users being more familiar with the system
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS Accomplishments: Help Desk
Implemented New Help Desk Application
• Implemented a Help Desk Knowledge base
• Improved training, support and management for service desk personnel
• Improved ticket processing workflow
• Streamlined escalation process to open bugs
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS Accomplishments: Training
Spring 2016 Courses
MSN180: MiSiS Master Scheduling Basics MXL180: Introduction to Excel Basics Using MiSiS
MMS280: MiSiS Master Scheduling Updates MXL280: Intermediate Excel Concepts Using MiSiS
MMC280: Student Programming and Analysis in MiSiS
MNA180-E: School Front Office Procedures in MiSiS –Elementary
MSX999: MiSiS Scheduling – Open House for Secondary
MNA180-S: School Front Office Procedures in MiSiS –Secondary
MES999: MiSiS Scheduling – Open House for Elementary
MSSxx: Summer School Training
Fall 2015 Course Completion Number of Participants
MNA180-E: School Front Office Procedures in MiSiS – Elementary 551
MNA180-S: School Front Office Procedures in MiSiS – Secondary 409
MPS180: MiSiS Overview – Pupil Services 87
MRL999: MiSiS Open House – Term Rollover 190
MSP100: MiSiS Overview Webinar – Special Education Division 42
MTT180-C: Site-Based Data Entry Support in MiSiS 37
MXL180: Introduction to Excel Basics Using MiSiS 102
TOTAL 1,418
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MiSiS Accomplishments: Sketches
LOS ANGELES UNIFIED SCHOOL DISTRICT
• Since July 2015, MiSiS has conducted 46 sketch (requirements gathering) sessions with participants including teachers, counselors, administrators and office staff to identify functional needs and improvements:
Functional area and number of sessions• Attendance (1)• Charter Schools (1)• Enrollment (12)• Gradebook (3)• Graduation Standards (1)• Manage Groups (1)
• Programs (10) • Scheduling (4)• Student Support (6)• Student Testing (3)• Summer School (3)• Transcripts (1)
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MiSiS Accomplishments: Releases
LOS ANGELES UNIFIED SCHOOL DISTRICT
• More than 1,763 software updates were deployed across 27*releases from July 1, 2015 to February 29, 2016o Approximately 1,408 bug fixes and 355
enhancements
o An average of 54 updates per release
• The MiSiS release cycle changed from weekly to bi-weekly in January 2016
*Approximately 395 of the total updates were released into the MiSiS production environment in about 100 off-cycle releases
• More than 412 teachers have been trained at 16 school sites as of March 11, 2016
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MiSiS Accomplishments: Gradebook Pilot
LOS ANGELES UNIFIED SCHOOL DISTRICT
NorthwestGault ELIndependence HS
Northeast Telfair ELVerdugo Hills HSNorth Hollywood HS
SouthDiego Rivera Green DesignDiego Rivera Performing Arts
WestYES AcademyMelrose Ave ELCochran MSMiddle College HSCheviot Hills HS
CentralVirgil MSBerendo MS
EastGriffin EL Maywood ELRoosevelt HSOdyssey HS
Gradebook Pilot – Participating Schools by Local District
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS: The Go Forward Plan for 2016-17
MiSiS has a lot to do…and we still have challenges:• There has been an increase in the number of
requirements and desired functionality
• With more requirements, we had to re-balance the priorities for development and extend the timeline
• Smaller programs, such as GATE (Gifted and Talented Education) and Foster Youth, with separate systems, are in the process of being integrated into MiSiS
• MiSiS is moving to a more cost-effective, long-term sustainability plan (managed services)
• We are implementing major changes, such as California Standards and Blue Ribbon Panel recommendations
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS: The Go Forward Plan for 2016-17
• MiSiS Functional Scope:
• Complete additional high-priority enhancements not developed in 2015-16
• Gather additional requirements from users to implement needed improvements to facilitate business processes
• Ensure compliance with requirements for Section 508 of the Rehabilitation Act
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS: The Go Forward Plan for 2016-17
• MiSiS Technical Scope:
o Begin the clean up of “technical debt” created during the initial development when the project lacked adequate controls and software development standards
o Begin the transition of MiSiS from project mode to maintenance/update mode
• Charter Schools: Build the interface solution to integrate the District’s independent charter schools (a Modified Consent Decree requirement)
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS: The Go Forward Plan for 2016-17
• Gradebook/LMS: Expand the Online Gradebook pilot (a Modified Consent Decree requirement), start the pilot for the Learning Management System (LMS), and purchase the District-wide license
• Parent Portal: Continue to develop this online system that connects parents to student information, such as attendance and grades (a Modified Consent Decree requirement)
• Ad Hoc Reporting: Continue to develop this powerful reporting tool for accessing MiSiS data (a Modified Consent Decree requirement)
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LOS ANGELES UNIFIED SCHOOL DISTRICT
MiSiS: The Go Forward Plan - Overall Timeline2016-2017 2017-2018
Summer School Student SupportStaff Credentials
MiSiS Ad Hoc ReportingTranscriptsGATESpecial Ed
HealthAthleticsCALPADS
My Student Information System (MiSiS)
Gather additional requirements
Complete high priority
enhancements
Ensure Section 508 Compliance
Charter Schools
Complete the clean up of
technical debt
Ad Hoc Reporting -Data DesignSecurity Model
Phase 2: Special Programs
Attendance
Phase 1: Enrollment All Schools
TestingGrades
DisciplineGraduation
Gradebook/Learning Management System (LMS)
Phase 2: Add 30-40 pilot schools
Develop standards-based Gradebook
Pilot LMS Functionality
Gradebook Opt-in
Mandate Gradebook
Phase 2: Transportation(Bus Routes)
Immunization RecordsDiscipline
Smarter Balanced Test Scores
LMS IntegrationPhase 3: Special Ed
Mobile AppNCAA Eligibility
Parent Portal (PASSport)
Develop/Test Grades reporting
Quarterly Program Status Report
Prepared by the Information Technology Division for the Bond Oversight Committee
January through March 2016
Table of Contents Executive Summary
High-Level Project Status Dashboard
Project Budgets
Project Updates School Network Projects (Local Area Network Modernizations) CORE Network Modernization Radio Systems IT School Assessment Survey Disaster Recovery & Business Continuity (DR/BC) Instructional Technology Initiative
ITD Quarterly Program Status Report 2
ITD Quarterly Program Status Report 3
Executive SummarySchool Network Projects Schedule has changed from Green to Yellow: The remaining 12 school network
projects are one or more quarters behind schedule (p. 7 and p. 27)
CORE Network Email and Collaboration System Project schedule has improved from Yellow
to Green: Project is on track for revised estimated completion date reported last quarter (p. 8)
Identify Management System Project schedule has improved from Red to Green: Identity Management System Project vendor is being replaced (p. 9)
Infrastructure Monitoring & Management Project schedule and “other” have improved from Yellow to Green: Project is on track for revised estimated completion date reported last quarter (p. 10)
Shared School Network Components (WAN Core Upgrades) Project schedule has changed from Green to Yellow: Estimated completion has been revised from Q4 2016 to Q2 2017 (p. 12)
Cyber Security Project schedule has improved from Yellow to Green: Projectis on track for revised estimated completion date reported last quarter (p. 15)
ITD Quarterly Program Status Report 4
Executive SummaryCORE Network (continued) Out of Band Management “other” has improved from Yellow to Green: Project
is on track (p. 16)
Radio Systems Schedule has improved from Yellow to Green: Radio Systems Project is on
track for revised estimated completion date reported last quarter (p. 19)
Disaster Recovery & Business Implementation of Beaudry Primary Data Center Modernization Schedule has
changed from Green to Yellow: Estimated completion has been revised from Q2 2016 to Q4 2016 (p. 21)
Implementation of Van Nuys Secondary Data Center Schedule has improved from Red to Green: Project is on track for revised estimated completion date reported last quarter (p. 22)
Instructional Technology Initiative Status for this project will now be included in ITD’s Quarterly Program Status
Report (p. 25-26)
ITD Quarterly Program Status Report
High-Level Project Status DashboardProject Description Project Status
Budget Schedule Scope Other
School Network Projects Upgrade of school networks
CORE Network Modernizes equipment/software that facilitates school access to the internet and business applications.
Radio Systems Replaces or reprograms transportation radios and radio system to meet new FCC requirements
IT Assessment Survey Survey conditions of school telephone, public address, intercommunication, and networks
School phone and pa/intercom are13 to 15 years or older – cabling for these systems varies from 15 to 30 or more years
Disaster Recovery & Business Continuity (DR/BC)
Ensures the District’s ability to recover after a disaster
Instructional Technology Initiative (ITI) - Devices
Ensures all students have access to 21st Century classroom technology in support of the Common Core State Standards (CCSS)
My Student Integrated System (MiSiS)
Integration of K-12 student information systems onto a unified platform
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IT Project that will provide report updates separately
ITD Quarterly Program Status Report
Project Budgets
6
Project Use of Funds Current Expected Uses Commitments Expenditures
Local Area Network (LAN) Modernization 320,035,473 140,512,695 179,522,778LAN Mod - ITI Budget 5,941,700 5,941,700IT Assessment Survey 3,300,000 1,711,473 1,588,527
subtotal 329,277,173 142,224,168 187,053,005
Radio Systems 31,656,991 12,086,058 19,570,933
CORE Network Modernization 43,900,250 10,147,032 33,753,218
Email Collaboration - ITI Budget 1,200,000 254,541 945,459
Identity Management System - ITI Budget 1,000,000 61,871 938,129
Infrastructure Monitoring & Management Tools - ITI Budget 7,339,562 138,693 7,200,869
subtotal 53,439,812 10,602,137 42,837,675
Disaster Recovery and Business Continuity (Phases 1 & 2) 73,941,748 29,183,787 44,757,961
Virtual Learning Complex Planning 4,000,000 375,268 3,624,732
Instructional Technology Initiative (Phases 1, 1L, & 2) 162,377,723 18,220,468 144,157,255
TOTAL PROGRAM USES OF FUNDS 654,693,447 212,691,886 442,001,561
ITD Quarterly Program Status Report
School Network Projects
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
School Network Projects
School site network upgrades, including new wired equipment, updated wireless, and scalable fiber to increase bandwidth to meet instructional needs
Various Various
Budget
Schedule 12 schools one or more quarters behind schedule
Scope
Other
• The 2014 SEP identified 156 schools for upgrade• To date 144 of the 156 have been tested and accepted (92 percent)• There are 12 sites remaining to be upgraded – all 12 are behind schedule
Highlights & Recent Milestones
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ITD Quarterly Program Status Report
CORE Network
• On-Premise Public Folders were migrated to Office 365. • Changes in Domain Name Services (DNS) records and message rules were made in order to minimize the amount of spam/spoofed emails being accepted by our Office 365 tenancy.
Highlights & Recent Milestones
8
Project Description Estimated Completion
Estimated Completion (Revised)
Project Status
Email and Collaboration System
Upgrades the District’s email, productivity, and collaboration services to a cloud platform
Q3 2016 Q3 2016
Budget
Schedule
• Project is going through the transition from project to operational stage.
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Student Account provisioning 98% complete. Activity includes:• Optimized parent account creation process• Solidified off-boarding process for employees/non-employees for Azure Active Directory (AD)All Exchange servers were migrated to Exchange 2010 in preparation for full migration to a Windows 2012 domain level
Highlights & Recent Milestones
9
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Identity Management System
Single system provides a uniform process for District-wide user log-in authentication and authorization to access the District network and all District applications
Q4 2016 Q4 2016
Budget
Schedule
Scope
Other
• Made a decision to replace vendor who repeatedly missed milestones and deadlines. We are awaiting contract finalization to begin working with the new vendor.
ITD Quarterly Program Status Report
CORE Network
Highlights & Recent
Milestones
10
Project Description Estimated Completion
Estimated Completion (Revised)
Project Status
Infrastructure Monitoring & Management Integrated Data Center Tools
Data Center Monitoring & Management (BMC)
Provides the District with performance monitoring and management capacities through oversight of the network and Data Center equipment.
Implementation includes four (4) BMC Modules:ADDM – Daily scans District Data Center for new devicesBPPM – Monitors the District’s systems and infrastructure and generates alerts. Serves as hub for all other monitoring tools BNA/BSA – Enables automated management of data center network equipment and serversITSM – Replaces the District’s aging ticket system; Connects with other BMC components for automated capabilities
Q3 2016 Q3 2016
Budget
Schedule
Scope
Other
BNA/BSA/BPPM:• Post Bladelogic Server Automation (BSA) upgrade tasks that
included:-Upgrade of the BSA reporting environment to v8.7-Upgrade of 700 BSA agents to v8.7
• Installed 217 new BSA agents• Added 2500 newly discovered network devices to Bladelogic
Network Automation (BNA)• Deployed True Site Operations Manager (aka BPPM) 10.1
environment to support Synthetic Web Transactions.- Deployed Synthetic Web transaction monitoring for
MiSiS, Parent Portal, and other Web sites.- Configured alert notification of availability errors of
synthetic web transactions.
ITSM:• Completed the development, testing and implementation of 29
enhancement requests to the ITSM environment • Added 11 new Support Staff Groups for Incident and Work
Order processing. • Completed the development, testing and implementation of 6
new Service Request selections • Provided 12 additional training sessions for 150+ IT Support
staff, (Incident Mgmt, Change Mgmt, Reporting & Smart IT) and onboarding new users for the following groups (Payroll and SDES)
ITD Quarterly Program Status Report
CORE Network
• 98% (710 of 721) of schools are being authenticated by MAM system• School shared device profile - number of school requested – (6%) 46 of 721 completed• Developed implementation plan, project plan and instructions to the schools for Wireless Guest Access.• In progress of testing new types of devices, including Chromebooks, Amazon Kindle tablets, non-MDM managed iPads and Lenovo Yoga tablets, in MAM system.
Highlights & Recent Milestones
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Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Mobile Access Management (Network Access Control)
Controls information by channeling all mobile data through a secure, easily managed, and monitored server
Q1 2017 Q1 2017
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Phase 2B: Completed Multi-Protocol Label Switching (MPLS) Configuration applied and validated at 10 sites: Contreras HS, Bernstein HS, Roosevelt HS, Monroe HS, Valley Academy of Arts and Sciences HS, Palm MS, Virgil MS, Los Angeles ES, Balboa ES, and Nueva Vista ES.
• Phase 2C: Configure MPLS/Border Gateway Protocol (BGP) for LA & Gardena & School routers, Deploy, Test & Acceptance –77 of 880 (9%) sites completed.
Highlights & Recent Milestones
12
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Shared School Network Components (WAN Core upgrades)
Provides additional network capacity to schools to support educational demands
Q4 2016 Q2 2017
Budget
Schedule
• Phase 2B is now complete. Based on the results of Phase 2B, the schedule for Phase 2C for deployment, test, and acceptance at 880 District sites has been revised with an estimated completion of June 2017.
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Wireless Monitoring & Management:• 710 of 721 (91%) schools added to Airwave for Wireless network monitoring and management.• 145 of 145 (100%) school network switches added to the Airwave.
• Wired Monitoring & Management:• Completed 3 sessions of Q & A between Fluke Engineer, Network Operations, Operating Systems and Applications Team• Requested vendor for DR/BC appliance quote. Completed negotiation and awaiting for the vendor’s best and final offer.• Completed configuration and implementation for the application programming interface (API) to access database.• Infosim: Completed Measurements Clean-up and Top N Report Automation
Highlights & Recent Milestones
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Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Performance Monitoring & Management of the Wired and Wireless Infrastructure
Provides District-wide visibility of the entire wired and wireless data network to provide a better end-user experience to students and teachers
Project is comprised of 3 toolsets:
• Infosim for wired network performance management
• Fluke for wired network application monitoring
• Aruba Airwave for wireless network monitoring and management
Q1 2017 Q1 2017
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Project will not begin until decisions have been made about the District’s instructional technology strategy, such as the learning management system and how instructional content will be stored
Highlights & Recent Milestones
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Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Video Infrastructure
Implements a robust and scalable central internet protocol (IP) video portal for recording, archiving, storage of IP video and real-time multicast video streaming to support cross-platform end devices such as desktops, laptops, tablets, and smartphones
TBD TBD
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Implemented the Security Information and Event Management (SIEM) solution that provide visibility for threat detection, focusing on the actionable list of suspected incidents. The SIEM delivers detailed access and user activity delivering surveillance throughout the entire IT infrastructure. The SIEM analyzes the log data to identify malicious activity so it can be stopped quickly, preventing or minimizing damage to the organization.
• Implemented the Web Application Firewall (WAF) solution that provides protection against threats, application vulnerabilities, and zero-day attacks. The WAF protects the District’s web-based applications exposed to the Internet. The WAF solution will increase the level of security to protect application servers.
• Implemented the web filtering solution that provides filtering of inappropriate websites to meet the District's obligation under Children's Internet Protection Act (CIPA). The web filtering solution is a secure web gateway that protects every device, user, and organization from sophisticated Internet threats.
• Implementing a data discovery tool to identify all Personally Identifiable Information (PII) field on various application andplatforms. Installed the sensors onto 42 out 58 (72 %) production servers.
Highlights & Recent
Milestones
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Project Description Estimated Completion
Estimated Completion (Revised)
Project Status
Cyber Security
Improves the District’s data security and the safety of the overall computing environment by providing solutions to filter inappropriate websites; protect application servers from attacks originating via outside access; and reduce the risk of potential exposure of private/personal data
Q3 2016 Q3 2016
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• IFB for procurement of Mobile Access Router completed and submitted to the Procurement Services Division.• Procurement of 240 Power Distribution Units (PDU)• Received 240 Out of Band appliances (Uplogix)• Installed Out of Band appliances (Uplogix) at 20 out of 240 schoolsHighlights &
Recent Milestones
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Project Description Estimated Completion
Estimated Completion (Revised)
Project Status
Out of Band Management
Enables centralized oversight of school site network equipment for troubleshooting and remote issue resolution and provides a secondary connection to the District’s network enabling continuity of critical business functions in the event of a primary network outage.
Q4 2016 Q4 2016
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Created Required Accounts to install VitalQIP Agent on test Microsoft Domain Name Server (MS DNS)• Installed Required VitalQIP Agent/Application on Test DC • Completed Forward DNS integration with VitalQIP and test MS DNS • Completed Reverse DNS integration with VitalQIP and test MS DNS
Highlights & Recent Milestones
17
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
IP AddressPlanning
Implements solution to manage the large number of IP Addresses utilized by devices like laptops, tablets, mobile devices and to prepare the District for transition into the new IPv6 protocol
Q1 2019 Q1 2019
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
CORE Network
• Project will not begin until secondary back up center is complete.• Data Center High Level Design is complete and Low Level Design in progress.
Highlights & Recent Milestones
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Project Description Estimated Completion
Estimated Completion (Revised)
Project Status
Data Center Network Upgrades
Implement a 10 GB network component, enabling high speed server to server communication between the District’s primary Data Center, disaster recovery site, network nodes and schools
TBD TBD
Budget
Schedule
Scope
Other
ITD Quarterly Program Status Report
Radio Systems
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
800MHz Re-banding
The Federal Communications Commission (FCC) requires the District to move radio communications to the new 800 MHz radio frequencies. This project replaces or reprograms bus transportation radiosand reconfigures and adjustments radio receivers on leased towers.
Q4 2016 Q4 2016
Budget
Schedule
Scope
Other
Highlights & Recent Milestones
19
ITD Quarterly Program Status Report
IT School Assessment Survey
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
IT School Assessment
Survey
Survey conditions of school telephone, public address, intercommunication, and networks because these systems are 13 to 15 years or older and the cabling for these systems varies from 15 to 30 or more years old
Q2 2016 Q2 2016
Budget
Schedule
Scope
Other
• Surveys completedHighlights & Recent
Milestones
20
Disaster Recovery/Business Continuity (DR/BC)
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
1
Implementation of Beaudry Primary Data Center Modernization
Q2 2016 Q4 2016
Budget
Schedule
• Schedule slipped due to requested additional testing before migrating legacy Bus Transportation Operations applications from the mainframe.
Scope
Other
Highlights & Recent Milestones
ITD Quarterly Program Status Report 21
Disaster Recovery/Business Continuity (DR/BC)
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
2
Implementation of Van Nuys Secondary Data Center
Q4 2016 Q4 2016
Budget
Schedule
Scope
Other
• Back up site pad and pathways completed preparing to install pod and offices. • Transportation, Payroll, Student Testing, and Food Services Divisions completed drafts for Business Continuity. Highlights & Recent
Milestones
ITD Quarterly Program Status Report 22
Disaster Recovery/Business Continuity (DR/BC)
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
3Implementation of Out –of-State Tertiary Data Center TBD TBD
Budget • Since the project has not started, no money has been spent yet
Schedule
Scope
Other
• Project will not begin until secondary back up center is complete.Highlights &
Recent Milestones
ITD Quarterly Program Status Report 23
ITD Quarterly Program Status Report
Instructional Technology Initiative
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Phase 2B
Distribution of devices to 26 schools, including the identification and installation of safe rooms for long term storage of devices.
Q2 2016
Budget
Schedule
Scope
Other
• Completed Phase 2B distribution and provided ongoing trainer-of-trainer learning opportunities for 26 schoolsHighlights &
Recent Milestones
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ITD Quarterly Program Status Report
Instructional Technology Initiative
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
EducationalTechnology Grant
A matching grant program that expands schools’ access to instructional technology.
Q2 2017
Budget
Schedule
Scope
Other
• Received BOE approval on April 12, 2016• Grants totaling $6.0 million are being awarded to 242 school sites for purchase of educational technology
Highlights & Recent Milestones
25
ITD Quarterly Program Status Report
Instructional Technology Initiative
Project Description EstimatedCompletion
Estimated Completion (Revised)
Project Status
Distribution of Surplus Devices
Provide additional devices to Middle Schools for SBAC testing, Primary Schools for access to technology, and 1:1 ITI schools for Expanded Transitional Kindergarten (ETK) and Transitional Kindergarten (TK) programs.
Q2 2016
Budget
Schedule
Scope
Other
• Received BOE approval on March 8, 2016• Distributing 79 carts for 7,500 devices and protective cases for 126 schools
Highlights & Recent Milestones
26
Remaining School Network ProjectsAs of 3/31/16
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School Fiber Installation
Full Site Wireless
Installation
School Network Construction
Estimated Completion
1 109th St Elementary Complete Complete May
2 118th St Elementary Complete Complete May
3 Avalon Gardens Elementary Complete July
4 Dorris Place Elementary Complete Complete May
5 Garvanza Elementary Complete Complete May
6 Charles H Kim Elementary Complete Complete May
7 Raymond Avenue Elementary Complete June
8 Ritter Elementary Complete Complete June
9 San Gabriel Avenue Elementary Complete Complete May
10 Strathern Street Elementary Complete June
11 Wilshire Park Elementary Complete Complete May