Agenda Item
d. Student Information System Annual Renewal (not to exceed $1,274,733.19
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education approve the purchase of the annual renewal agreement for the Infinite Campus Student Information System with K-12 Solutions Group at a cost not to exceed $1,274,733.19.
Why: To extend our current Student Information System (Infinite Campus).
Details: DCSD transitioned to Infinite Campus as our student information system during the 2014-15 school year. The transition has successfully enabled DCSD to efficiently register, enroll, and schedule students; effectively support end users in various departments and program areas (e.g., CTAE, Counseling, EL/ESOL, Homeless, Hospital/Homebound, RTI, Social Worker, 504, and SPED); successfully complete state reporting tasks to acquire and maximize funding for the school district; and better communicate with parents via the Campus Parent Portal as well as the Infinite Campus mobile application. For the 2022-2023 school year, there were 70,886 active Parent Portal accounts (a 2.3% increase over 21-22 year) with a 5.5% increase in average weekly parent logins during 22-23 compared to the prior school year.
Improvements Over the Last Year:
Implemented updates and enhancements to the following Infinite Campus components to better address user needs, improve data collection/reporting efficiency and effectiveness, and enhance overall functionality: Ad Hoc Reporting, Academic Planning, Attendance, Calendar, Campus Instruction, Census, Combine Person Tool, Contact Logs, Custom Tabs, Data Change Tracker, Data Utilities, Digital Repository, Enrollments, ETCH, Fees, Forms, Grading & Standards, Grading Setup, Health, Learner Planning, Messenger, Navigation, OneRoster, Online Registration, Parent and Student Portals, Security, Scheduling, Schedule Wizard, Survey Tool, Tableau/VizIT, Transcripts, and User Accounts.
Implemented the new 504 module for more effective management of 504 eligible students regarding referrals, meetings, staff and parent forms, email notifications, 504 plan creation, and student accommodations (testing and classroom).
Facilitated better use of the ETCH (Error Tracking, Checking & Handling) module by schools and program areas to further streamline and improve Georgia State Reporting and provide more accurate reporting of FTE, Student Record, Student Class, and CCRPI data.
Created new and updated existing Tableau data visualizations to improve and enhance data sharing, monitoring, and reporting at the school and district levels.
Further promoted the value and creation of Campus Parent Portal Accounts for monitoring student schedules, assignments, attendance, and grades as well as notification of school and district announcements.
Promoted and supported the use of the Annual Verification feature within Campus Parent Portal to allow parents/guardians to electronically verify and update their student and household information, thereby eliminating the need for paper-based verifications.
Single Source. The required goods or services can only be obtained from one source among others in a competitive marketplace for a substantial reason such as compatibility or standardization provided a reasonably diligent search has been made for other vendors or other appropriate information has been obtained to determine a vendor’s single source status. Written documentation of such determination, in a manner prescribed by the Superintendent or the Superintendent’s authorized designee, shall be maintained in the project and/or contract files. For capital improvement projects, specified equipment and materials of a proprietary nature will be identified and submitted to the State DOE Receiving State Capital Outlay Funds 160-5-4-.16(a)(8).
Pursuant to Board of Education Policy DJE, the purchase of Infinite Campus does not require a competitive bid because it meets the policy definition of a single source. Infinite Campus was competitively selected as the district’s student information system and K12 Solutions the vendor through RFP 14-11. RFP 14-11 was approved by the Board of Education on July 7, 2014. The district’s Student Information System, much like the district’s Enterprise Resource Planning (ERP) System, is a critical legacy system that requires massive implementation period (spanning multiple years) with ongoing compatibility and standardization with other systems and district processes.
Financial impact: $1,274,733.19 - General Budget
100.1000.561200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: June 2023
Status: Approved by General Counsel
DEKALB COUNTY SCHOOL DISTRICT
VENDOR / CONTRACTOR PERFORMANCE EVALUATION
Instructions: This form must be completed for all contract renewals, Be factual and do not include unsubstantiated opinions.
Contractor Name: Contract Title and Number:
K-12 Solutions Group / Infinite Campus
Contract Term: Contract Period: From: To:
Annual July 1, 2022 – June 30, 2023
Contract Value: $1,274,733.19 Department:
Division of Information & Instructional Technology/SIS Department
DEFINITIONS OF PERFORMANCE RATINGS
SATISFACTORY UNSATISFACTORY N/A INSUFFICIENT
INFORMATION TO
Meets contractual requirements. Does not meet RATE
The actions taken by the contractor contractual requirements, Not Applicable
appear or were satisfactory. and recovery is not likely There is not sufficient
in a timely manner. The information to rate
. contractor’s corrective performance.
actions appear or were
ineffective.
PERFORMANCE RATING COMMENTS (Attach additional sheets if necessary)
Satisfactory
Unsatisfactory
Work performed in compliance with contract
N/A
terms
Insufficient info. to rate
Satisfactory
Materials, supplies and equipment provided as Unsatisfactory
required N/A
Insufficient info. to rate
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Satisfactory
Unsatisfactory
Staff availability N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
Timeliness of work N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
Staff professionalism N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
N/A
Customer service
Insufficient info. to rate
Satisfactory
Quality of work Unsatisfactory
N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
Communication and Accessibility N/A
Insufficient info. to rate
Satisfactory
Unsatisfactory
Prompt and effective correction of situations N/A
and conditions Insufficient info. to rate
Documentation records, receipts, invoices and Satisfactory
computer-generated reports received in a Unsatisfactory
timely manner and in compliance with N/A
contract specifications Insufficient info. to rate
X Yes No
Would you recommend using this firm again?
(Explain)
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OVERALL ASSESSMENT Unsatisfactory Satisfactory
Comments:
K-12 Solutions Group continues to partner with DCSD to provide commendable support and customer service to DeKalb County schools,
programs, and district offices for the Infinite Campus student information system and related customizations. (Note: While there were some
issues with user connectivity and database accessibility early in the 22-23 school year, i.e., 2 instances in August 2022, one in September
2022, and one in October 2022, those issues have been resolved by the vendor with no recent outages.)
Name of Evaluator Troy Palmer Troy Palmer
(Print) (Signature)
Title: Manager III, Student Information
Systems
Date: 03/07/2023
FISCAL INFORMATION:
Original Contract Value $_________________________
Dollar amount of increase (decrease) $___________
Percent of increase (decrease) ____________ %
Reason for increase (decrease) ________________________________________________________________________
_________________________________________________________________________________________________
Project Scope (FY 2023 – 2024) Timeline
CIO Review Date April 12, 2023
Name (Print)___Monika Davis_________________________________
Signature:_Monika Davis
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