Transcription
Information Technology DivisionQuarterly Report as of September 30, 2015Information Technology DivisionAs of September 30, 2015
vInformation Technology DivisionQuarterly Report on IT Operations as of September 30, 2015Information Technology DivisionAs of September 30, 2015
vInformation Technology DivisionQuarterly Report on IT Operations as of September 30, 2015Information Technology DivisionDateDurationSystemDetails8/26/1545 minWelligentDisruption in application access due to unresponsivedatabase server9/25/1530 minMiSiSDegraded performance caused by database serverissueAs of September 30, 2015
vInformation Technology DivisionQuarterly Report on IT Operations as of September 30, 2015Information Technology DivisionAs of September 30, 2015
Information Technology DivisionvQuarterly Report on Key IT Projects as of September 30, 2015ProjectMiSiS1DescriptionIntegration of K‐12 student information systemsonto a unified platformSchool NetworkUpgrade Projects2Upgrade of school networksIT AssessmentSurveys2Survey conditions of school telephone, publicaddress, intercommunication systems, andnetworks, some of which are 13 to 15 years oldEnsures the District’s ability to recover after adisasterDisaster Recoveryand BusinessContinuity2ScopeScheduleBudgetUpdates 1,303 system updates have been deployed across 13 weeklyreleases since July 2015 10 feature sketches have been completed and 4 are in progress 132 of 155 school modernization projects identified in 2014‐2015Strategic Execution Plan have been tested and accepted 426 of 749 assessment surveys have been completed Modernization of Beaudry Primary Data Center is 85% complete Procured POD network equipment to allow communicationbetween Beaudry Primary Data Center and Van Nuys SecondaryData Center Site construction is scheduled to start in Oct 2015 90,820 email accounts have been migrated to Microsoft Office 365 All students now have single sign‐on/email accounts Performance monitoring and management implementation is 70%complete Identity Management System vendor will continue to completion;ITD is procuring quotes from a vendor to act in an oversight capacityand to validate the Identify Management System vendor’s workCore NetworkModernization2Modernizes equipment/software that facilitatesschool access to the internet and businessapplications.Radio SystemsModernization2Ensures District first responders can communicatein an emergency Final phase of negotiations with Sprint Design and architecture of the Radio system is 80% completeBASE (SAP)SAP – Fiscal year 2015 Closing Completed on schedule This was the second fiscal year closing in SAPSAP – Enhancements to the WorkersCompensation inbound interface from Sedgwick CompletedSAP – Salary Increase for UTLA and otherbargaining units as well as the “me too” clausefollowing the UTLA settlement Involved PC, HR, Payroll, BASE teams Last remaining item is the 2% increase in January 2016 On schedule to import changes in Production in DecemberOn Schedule12Delayed/Incomplete but corrective action was takenDelayed/Incomplete and needs immediate attentionNot Yet StartedPlease refer to attached MiSiS At‐a‐Glance Report for detailed updatesPlease refer to attached September 2015 BOC Presentation for detailed updatesInformation Technology DivisionAs of September 30, 2015
Information Technology DivisionvQuarterly Report on Key IT Projects as of September 30, 2015ProjectBASE (SAP)DescriptionSAP Annual SAP Support Pack Upgrade: Recurringannual activity to update the system with thelatest taxes and IRS form changes, latest softwarebugs fixes and changes to the systemSAP – Budget Transparency Report: BoardResolution to present the District’s budget in amanner that is understandable to the publicSAP – Logistic Management System Project:Implementation of barcoding functionality at thePico Warehouse to streamline many packing andshipping processesSAP – Oracle Database UpgradeSAP – HR eformsComprehensive ITStudyScopeScheduleBudgetUpdates On schedule to be completed on December 6, 2015 The scope and requirements for this report continues to increase This has been escalated to the Controller Just completed the blueprinting phase Funding is provided by Procurement Division Production BTS Portal and PI/XI environment scheduled to beupgraded on October 23‐25 Upgrade completed for lower environments Regular meetings with HR on automating forms Still in the requirements stage Will explore short and long term solutionsSAP – Payroll Process Reengineering Payroll is issuing a task order for consulting services to assist withanalyzing and streamlining their end‐to‐end payroll processes Funding to be provided by Payroll ServicesSAP – HANA BOBJ Project Developing total cost of project and on‐going maintenance forreview and evaluationCitrix Redesign Developed action plan Working with Citrix team to address Citrix vulnerability issueMulti‐year study to assess the District’stechnology needs and identify changes theDistrict must make in order to meet these needs Developing an RFI to collect details such as study approach,timeline, qualifications, and final deliverables from firms who haveconducted similar IT studies at organizations of comparable size andcomplexity ITD will request BOC and Board approval of funding for studyOn ScheduleInformation Technology DivisionDelayed/Incomplete but corrective action was takenDelayed/Incomplete and needs immediate attentionNot Yet StartedAs of September 30, 2015
Information Technology DivisionvQuarterly Report on 2015-2016 Goals as of September 30, 2015The 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 functionalstudent information system (MiSiS)-- See attached MiSiS At-a-Glance Report --Goal #2: Extend ITD’s service delivery model to provide excellent IT support to schools andoffices2015-2016Key ActivitiesJulActualCreate 6 IT liaison positions and assign one to each local districtPlannedSurvey local district leadership, principals, and other District employeesabout ITD’s customer service and what we can do to improveActualPlannedActualClear backlog of all tickets that were opened before July 1, 2015PlannedImplement new service management tool (BMC Remedy) to replace endof-life Peregrine softwareComplete monthly proactive IT maintenance visits at every schoolActualPlannedActualPlannedEstablish an ongoing customer satisfaction survey feedback loop tocollect input on the quality of our service and how we can improveActualCollect and analyze data to adequately staff IT customer support andprogressively establish better and better service levelsActualCompletedOn ScheduleBacklog of IT support incidents opened before July 1, 2015First Contact Resolution Rate (% of IT support questions that areresolved immediately when the user reports it via phone or chat)Average time to resolve IT support incidents opened since July 1,2015Average wait time for phone support% of abandoned callsAt least one proactive IT visit to every school each monthInformation Technology DivisionPlannedPlannedDelayed/Incomplete, corrective action was takenMeasures of SuccessAug Sep Oct Nov Dec Jan Feb Mar Apr May JunDelayed/Incomplete, needs immediate attentionOriginal PlanGoalJul 2015Aug 2015Sep 20150Month overMonth IncreaseMonth overMonth DecreaseMonth overMonth DecreaseMonth overMonth Decrease7844,9612,7092,17064.3%61.4%58.0%3.4 days5.1 days8.5 days2 min 43 sec2 min 38 sec0 min 56 sec15.5%15.5%6.7%63281103As of September 30, 2015
Information Technology DivisionvQuarterly Report on 2015-2016 Goals as of September 30, 2015Goal #2 (continued)Key Accomplishments ObstaclesIT Customer Support completed 430 technology readiness school visits and 100 MiSiS support school visits.6 IT Liaisons were hired and assigned to each Local Districtstarting August 1. The IT Liaisons completed 110 school visitsduring August and 50 school visits during September.Training for the new BMC Remedy tool is in progress. Thistool will allow employees to create online IT support ticketsthrough an updated interface that is user-friendly, organizedand more efficient. Backlog of IT Incidents and Time to Resolve IT Incidents:Due to a carryover of over 7,500 IT incidents opened beforeJuly 1, 2015, IT Customer Support was not able to keep upwith the volume of new incidents, resulting in month overmonth increases in incident resolution time. To address thisproblem, ITD has issued a contract to bring in additionaltechnicians who will focus solely on resolving and closingbacklog incidents; these additional technicians have beendelayed in starting due to the background check process.First Contact Resolution Rate: ITD is contracting with anexternal call center to answer all MiSiS help desk callswithin one minute. However, these agents are not welltrained in MiSiS and are only able to answer a smallpercentage of callers’ questions. For all others, they openan incident and the employee receives a callback from aMiSiS team member. To address this, the MiSiS team isanalyzing the most frequently asked questions in order toprovide training and knowledge articles to the external callcenter staff.Proactive IT Maintenance Visits: The initial technologyreadiness visits at schools are lengthy due to the scope ofthe visit (checking every computer, resolving as many opentickets as possible, etc.). ITD anticipates that subsequentvisits will take less time. In addition, these numbers shouldimprove after ITD reorganizes IT Customer Support andconsolidates the field technicians and microcomputersupport assistants into a single group.Goal #3: Actively collaborate with offices, schools, and stakeholders to align ITD’s work tothe District’s strategic initiativesKey Activities2015-2016Send a survey to school site staff to collect input about how ITD can bestsupport teaching and learningActualMeet with each Local District’s leadership team monthly to discusstechnology initiativesActualMeet with Instruction, Facilities, and Educational Services monthly todiscuss technology initiativesActualCollaborate with Los Angeles government entities to share best practicesand leverage resourcesActualRestructure the District’s Enterprise Governance model for betteridentification and prioritization of District initiativesActualJulCompletedOn ScheduleInformation Technology DivisionAug Sep Oct Nov Dec Jan Feb Mar Apr May mplete, corrective action was takenDelayed/Incomplete, needs immediate attentionOriginal PlanAs of September 30, 2015
Information Technology DivisionvQuarterly Report on 2015-2016 Goals as of September 30, 2015Goal #3 (continued)Key Activities2015-2016Work with Budget Services to integrate the identification of proposedtechnology-related strategic initiatives into each LAUSD office’s andLocal District’s annual budgeting processActualReview LAUSD offices’ and Local Districts’ proposed strategic initiativesto determine and discuss what support they will need from ITDActualHold monthly Technology Advisory Committee meetings to shareinformation and get input from labor partners, principals, teachers,students, and parentsActualCompletedOn SchedulePlannedPlannedPlannedDelayed/Incomplete, corrective action was takenMeasures of SuccessJul 2015Aug 2015Sep 201550%Not Yet StartedNot Yet StartedNot Yet Started100%Not Yet StartedNot Yet Started50%100%67%67%67%100%Not Yet StartedNot Yet StartedNot Yet Started100%Not Yet StartedNot Yet StartedNot Yet StartedKey AccomplishmentsObstacles Met with East, Northwest, and South LDs to discuss technology support and brief superintendents on proposedGradebook/LMS pilotMet weekly with Division of Instruction Met monthly with Facilities Services DivisionAttended Megan Reilly’s Principals’ Meeting to shareinformation about ITD’s workMet with Megan Reilly to discuss idea of integratingidentification of proposed initiatives into the annualbudgeting processScheduled meetings with LD leadership teams for Septemberand OctoberDeveloped an Enterprise Governance proposal to bepresented to the Superintendent in OctoberInformation Technology DivisionOriginal PlanGoalAt least 50% of schools complete the ITD surveyCompletion of monthly meetings between ITD and Local DistrictLeadershipCompletion of monthly meetings between ITD and Instruction,Facilities, and Educational ServicesCompletion of monthly District Technology Advisory CommitteemeetingsITD review of every Division’s proposed initiatives for 2016-2017 Delayed/Incomplete, needs immediate attentionMonthly meetings with Local District leadership: ITD isscheduled to meet with Central, Northeast, and West LDs inearly OctoberMonthly meetings with Educational Services: ITD has metwith Educational Services as needed based on specifictopics such as the Parent PASSport, but still needs toschedule standing monthly meetingsAs of September 30, 2015
Information Technology DivisionvQuarterly Report on 2015-2016 Goals as of September 30, 2015Goal #4: Strengthen ITD to support the District’s modern technology needsKey Activities2015-2016JulstRestructure ITD to better meet the District’s technology needs for 21century teaching and learning and focus on ITD’s core competenciesActualTransition Infrastructure Project Management team to Facilities ServicesDivisionActualConduct an RFP to hire an outside firm to complete a multi-yearComprehensive IT Study as recommended by the Bond OversightCommittee and approved by the Board of EducationActualPlannedPlannedPlannedWork with selected firm to start Phase 1 of the Comprehensive IT StudyActualPlannedReview the outcomes of ITD’s last strategic plan, developed in 2012, withthe SuperintendentActualDevelop and present a report on outcomes from ITD’s last strategic planthat was developed in 2012 to the Superintendent, Board of Education,Bond Oversight Committee, and the publicActualDevelop an updated strategic plan, long term organizational plan, andstrategic budget aligned to the District’s technology needs for the next 5years with input from internal staff, District stakeholders, and the firmhired to complete the Comprehensive IT StudyDevelop a 2015-2016 professional development plan for ITD rovide professional development and training to ITD employees toimprove their certifications and skillsetsActualWork with Personnel Commission to develop and implement a proactiverecruitment strategy to attract skilled IT professionalsActualWork with an outside firm to complete a salary and classification studyof ITD positionsActualPresent findings from salary and classification study to theSuperintendent, Board of Education, Human Resources, and PersonnelCommission with proposed changesActualWork with Personnel Commission to align ITD’s job classifications withclear paths for employee advancementActualCompletedOn ScheduleProgress on Strategic Plan developmentProgress on Comprehensive IT StudyAt least one targeted professional development training sessionprovided each month beginning November 2015Information Technology /Incomplete, corrective action was takenMeasures of SuccessAug Sep Oct Nov Dec Jan Feb Mar Apr May JunGoalComplete byJune 2016Firm Selectedby April 20161 per monthDelayed/Incomplete, needs immediate attentionOriginal PlanJul 2015Aug 2015Sep 2015Not Yet StartedNot Yet StartedNot Yet ingApproachNot Yet StartedNot Yet StartedNot Yet StartedAs of September 30, 2015
vInformation Technology DivisionQuarterly Report on 2015-2016 Goals as of September 30, 2015Goal #4 (continued)Key Accomplishments ObstaclesCompleted analysis of ITD’s current structure and organizational charts. Finalizing proposed reorganizationproposal to present to Superintendent Cortines in October.Met with Chief Facilities Executive to plan transition ofInfrastructure Project Management team to FacilitiesServices Division.Met with Personnel Commission to start developing ChiefTechnology Officer and Product Manager positions.Developed a draft timeline and approach for ComprehensiveIT Study.Met with Personnel Commission multiple times to developrecruitment strategy and plan an ITD job fair.Met with Labor Relations to plan a Supervisor Trainingsession for all ITD supervisors.Began interviewing potential firms for salary andclassification study.Information Technology DivisionNone at this timeAs of September 30, 2015
My Integrated Student Information SystemvMiSiS Program At-a-GlanceThe following information provides an overview of the progress of the MiSiS initiative for the 2015-16 school year.Goal #1: Stable Environmenta) Stabilize the overall MiSiS environment to prevent or minimize the occurrence of unexpected outagesMiSiS System Uptime - for three months ending 9/30/2015: 99.9%**MiSiS Uptime is defined as system availability from Monday – Friday from 7 AM to 5 PM.b) Resolve performance issues to provide better response times for existing usersKey updates are communicated in the Release Notes after every release. Release Notes are distributed bothvia email to targeted users groups (by role/functional area) and are also posted on the MiSiS website.Goal #2: Core Functionality - Facilitate and support school events and major milestones The start of the 2015-16 school year was a success, with very few system issues and minimal impact tofunctionality. The smooth start was a testament to what increased preparation by and coordination ofresources with local district offices, central office, and the MiSiS team can accomplish working together. Below is a summary of updates to MiSiS with software fixes/enhancements for the July through Septemberperiod (data on releases and key fixes/enhancements), as well as a summary of progress on sketch sessions:MiSiS Release SummaryJuly – Sept. 2015Number of Releases (weekly cycle)Number of fixes in ReleasesOff-Cycle ReleasesNumber of Items in Off-CycleReleasesFunctional AreaAttendanceAthletic EligibilityEnrollmentEnglish LearnerGraduationStandardsMaster SchedulingState ReportsStudent SupportTranscriptsITD - l131,3031421196127MiSiS Key Functional Enhancements Released July through Sept. 2015Key Enhancement/Feature‒ Updates to reports for attendance and unresolved absence histories‒ Enhanced screens allow user to see student’s prior year attendance data‒ Enhancements to Grade Summary Report‒ Updates to GPA eligibility for first time 9th graders‒ Auto-withdrawal enhancements‒ Improved regular withdrawal functionality‒ Enhanced No-Show student process/screen and No-Show report‒ Improved reclassification process‒ The Master Plan Roster displays active unexpired information for all students and thereclassification date for RFEP students‒ The EL Progress Profile report shows progress towards meeting reclassification criteria.‒ An effective date parameter was added to the Master Plan Roster‒ A CELDT Test Discrepancy report was created‒ The Graduation Eligibility Status for 2016 & Beyond Report is available and is listed in theReports menu‒ The IGP Report is now available for classes of 2016-2018 and is listed in the Reports menu‒ Updates to section enrollment for active students‒ Bug fixes/addition of new Scheduling reports (e.g., Repeating Courses report)‒ Bug fixes for Walk-In Scheduler and Sections Editor functionality‒ New reports for continuation schools are available‒ Updates/additions to screens (e.g., select suspension period)‒ Optimized screens allow more than one class at a time, up to 10 classes per specific year/term1As of September 30, 2015 (unless otherwise noted)
My Integrated Student Information SystemvMiSiS Program At-a-GlanceSketch Sessions (as of 10/8/15)Number of SessionsCompleted11DeliveredFeature Acceptance Reports (FARs)2In Progress2In FinalDraft3Paused2In EarlyDraft6Goal #3: Satisfied Users - Provide focused training and support for usersHelp Desk Calls – Average Wait TimeJuly52 secondsAugust44 secondsSeptember16 secondsHelp DeskMiSiS Help Desk MetricsQ3 201516,00012,0008,0004,0000JulyCall VolumeAugustSeptemberTickets Opened3-Month TotalTickets ClosedTrainingMiSiS Training Q3 20150300Number of Schools that CompletedTraining810101Number of Training Sessions OfferedITD - MiSiS2900653Number of People TrainedNumber of Training Sessions Offered - NextMonth60034As of September 30, 2015 (unless otherwise noted)
My Integrated Student Information SystemvMiSiS Program At-a-GlanceGoal #4: Address Technical Debt The MiSiS team has evaluated the quality of the code using an automated tool. Code improvements arebeing planned and implemented accordingly. A thorough technical design is in process to improve system security, user experience and personalization.Goal #5: Develop a Strategy for Key Initiativesa) Gradebook: An approach to integrate MiSiS with Schoology’s Learning Management System (LMS) has beendeveloped. ITD is in the process of signing a contract with the vendor. Integrating, piloting, staffing, and testingthe LMS will be a 2-year process. The estimated implementation timeline for the new Gradebook is the 20172018 school year.b) Charter Schools: A five day sketch was completed with charter school representatives to explore technicaldifferences between charter student information systems and MiSiS. During the Sketch, charter partnersattending represented 90 % of the student information systems used by charters. Microsoft is in process ofcompleting a gap analysis between the charter schools’ student information systems and MiSiS.The MiSiS team is developing a white paper that evaluates charter school options and use of the MiSiS system.The goal is to select an option that minimizes disruption to charter schools, while satisfying the requirements ofthe MCD. Pending cost estimates, the completion of the white paper is imminent.c) Data Quality: A software application that identifies student data errors in MiSiS is being evaluated. This toolcreates automatic scorecard alerts that are sent daily to users via email. Sixteen schools were invited toparticipate in a pilot in October to get feedback, monitor results, and determine if the District should proceedwith a District-wide rollout.d) Parent Portal: This one-stop online system securely connects parents to student information like attendance andgrades. A launch of the project began with about 10 schools in mid-September; about 800 parents haveregistered.e) Ad hoc Reporting: The scope is to provide powerful, flexible, and easy to use reporting tools to MiSiS users.Users would be able to extract data and produce reports without ITD’s assistance and on their own timeline.f)Sustainability: We are evaluating alternative approaches to ensure adequate support by LAUSD to sustain,evolve and maintain the program.Goal #6: Strong Program Managementa) Budget to ActualMiSiS Budget to Actual – For the 7/1 - 10/5/2015 PeriodExpended toMajor Budget CategoriesBudgeteddateLAUSD Personnel 14,300,000 1,975,076Microsoft Contract 41,000,000 3,891,427Contractors 8,900,000 467,240MiSiS Projects and Support 12,300,000 48,158Contingency 3,100,000-Encumbered* 12,972,046 37,097,205 6,084,074 160,388Total 79,600,000 6,381,901 56,313,712*Not all funds have been encumbered for the remainder of FY 2015-16.b) Accurate Status Reporting ITD - MiSiSSteering Committee: we have held seven monthly meetings with the steering committee since March. Thesteering committee receives progress reports, addresses escalated issues and policy/operational changes,3As of September 30, 2015 (unless otherwise noted)
My Integrated Student Information SystemvMiSiS Program At-a-Glanceand provides support for MiSiS’ goals as needed. The invitees are executives with decision-making authorityfrom each of the instructional and business areas directly impacted by MiSiS, such as OCISS, the CharterSchools Division, the Office of Educational Services, the Office of the Independent Monitor, and the Parent’sCouncil Representative. Advisory Committee: we have held six monthly meetings with the advisory committee since April. Theadvisory committee meets to discuss progress, challenges, and the organizational impact of MiSiS; thecommittee also formulates recommendations for executive decisions. The invitees are direct reports of thesteering committee members who are actively involved with MiSiS and able to provide subject matterexpertise. Third Party Oversight: we engaged Grant Thornton to provide independent validation and verification (IV&V)of the MiSiS initiative. The IV&V has daily interaction with the project team, has visibility of the MiSiS projectmanagement and system development processes, and access to current and historical documentation to beable to gauge and report on the health of MiSiS. The Viramontes Group: we continue to have Mr. Arnold Viramontes providing advice and support to theMiSiS leadership team. Risk & Issue Management: a periodic meeting with the project team and project leadership is held to: ITD - MiSiSoidentify and document new global risks/issues;odiscuss and document actions taken to mitigate and resolve existing risks/issues; andoescalate any risks/issues whose timeline will not be met, or whose mitigation plan may not be addressedin a timeline manner to senior leadership.Increased Resources: we are leveraging an increased number of staff in the project to allow us to meet thescope and timeline commitments of the MiSiS program.4As of September 30, 2015 (unless otherwise noted)
Training for the new BMC Remedy tool is in progress. This tool will allow employees to create online IT support tickets through an updated interface that is user-friendly, organized and more efficient. Backlog of IT Incidents and Time to Resolve IT Incidents: Due to a carryover of over 7,500 IT incidents opened before
