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
QUOTATION
Quote Number: 673
Quote Date: Feb 28, 2023
Page: 1
Quoted To:
Customer ID Good Thru
Dekalb County Schools
1701 Mountain Industrial Blvd K12 Dekalb 7/1/23
Stone Mountain, GA 30083
Quantity/FTE Item Description Unit Price Amount
Coverage Period 7/1/23-6/30/24
Custom Tech Software/Custom Computer Specialists
1.00 Data Warehouse Support: Infinite Campus provided 10,000.00 10,000.00
Tableau Server (annual fee)
93,293.00 CustomTech DataViz License 1.00 93,293.00
22.00 Tableau Creator Licenses 630.00 13,860.00
4,240.00 Tableau Viewer Licenses 27.50 116,600.00
40.00 Training Days (Optional) 200.00 8,000.00
Based on October 2022 FTE
Subtotal 241,753.00
Sales Tax
TOTAL 241,753.00