Agenda Item
e. Canvas Learning Management System Approval (not to exceed $978,630.00)
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 Canvas Learning Management System with Instructure, Incorporated at a cost not to exceed $978,630.00.
This is year 3 of a 5-year agreement.
Why: The purpose of the agenda item is to request to purchase an annual subscription to Canvas Instructure. This is year two of a five-year agreement.
Details: DeKalb County School District is committed to providing equitable access and instructional continuity through the implementation of Canvas as its learning management system.
This instructional tool will allow the district to:
support teaching and learning in a virtual environment;
support access to and utilization of the District's Board-approved curriculum.
deliver professional learning for all staff members.
facilitate and collect student assignments and assessments.
integrate seamlessly with legacy systems such as Infinite Campus, Microsoft Office products, Google Apps for Education, and many other tools utilized by the district.
analyze engagement data using many reports and analytics.
promote parental engagement through the parent portal feature.
The district's learning management system is a critical legacy system that requires a significant implementation period with ongoing compatibility and standardization with other systems and district processes. Canvas replaced the district's former learning management system (LMS) itsLearning, also referred to as VERGE, during the 2022-2023 school year.
Evaluation and Selection
Canvas was selected by qualified professional instructional staff and students based on sound pedagogical judgment and the district's best interest during the Spring Semester of the 2020 - 2021 school year. The Division of Information and Instructional Technology used the 2021-2022 school year to tend to the following tasks for transition and the preparation of district adoption of Canvas:
Phase I: Authentication The district worked with application development to develop the basic account structure and functions for users. This phase included determining roles, login procedures for students and teachers.
Phase II: Data Provisioning The provisioning process required the district to determine how to connect Canvas to Infinite Campus to add student information data to the Canvas account. This process also allowed for the setting up of the grade pass back feature between Canvas and Infinite Campus, our student information system.
Phase III: DCSD (DeKalb County School District) Branding The setup of Canvas required the district to personalize Canvas with branding, features, and applications. During this process, the district collaborated with Canvas, Microsoft, Apex, BrainPOP, and other applications to create a learning experience that works all within the DCSD ecosystem.
Phase IV: Onboarding and Launching The systemic adoption required the district to communicate the implementation plan to the district leaders, principals, and all local school instructional staff. Once this information was communicated, Instructional Technology developed courses and training resources to support school-based training for Digital Learning Teams, focusing, transitioning, and implementing Canvas with teachers. This also provided an opportunity to engage school-based stakeholders.
Pursuant to Board of Education Policy DJE, the purchase of Canvas does not require a competitive bid because it meets the policy definition of a single source. Canvas also meets the definition of "instructional software" as outlined in board policy.
Financial impact: $978,630.00
General Fund
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: $978,630.00
General Fund
100.1000.561200.00011.7600.9990.0308.070.0000
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: Canvas Instructure Contract Title and Number RFP
Contract Term: 1 yr Contract Period: From: July 1, 2023 To: June 30, 2024
Contract Value: Department:
$978,630 Information and Instructional Technology
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,
appear or were satisfactory. and recovery is not likely
in a timely manner. The
. contractor’s corrective
actions appear or were
ineffective.
PERFORMANCE RATING COMMENTS (Attach additional sheets if necessary)
Canvas by Instructure performed satisfactorily in
compliance with the contracted terms. They guided
Satisfactory DCSD throughout the entire design and implementation
Work performed in compliance with contract Unsatisfactory process.
terms N/A
Insufficient info. to rate
Canvas provided satisfactory materials, supplies, and
equipment as required. The Canvas support team
Satisfactory connected DCSD with other school districts to learn best
Materials, supplies and equipment provided as Unsatisfactory practices based on their user experience with the tool.
required? N/A
Insufficient info. to rate
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The staff were available and ready to assist as needed. In
addition, after-hours support and various help features are
Satisfactory
available to all users.
Staff availability Unsatisfactory
N/A
Insufficient info. to rate
The work that Canvas performed was completed by
established deadlines. Canvas provided DCSD with an
Satisfactory
Asana board to maintain order of the project while
Timeliness of work Unsatisfactory
meeting much intended deadlines.
N/A
Insufficient info. to rate
The staff maintained a prominent level of
professionalism throughout the set-up and implementation
Satisfactory
process.
Staff professionalism Unsatisfactory
N/A
Insufficient info. to rate
Canvas provided excellent customer service. Their
willingness to troubleshoot and resolve issues between
Satisfactory Canvas and other tools allowed DCSD to create a more
Unsatisfactory robust learning management system for our teachers and
Customer service N/A students.
Insufficient info. to rate
Canvas LMS has demonstrated the ability to serve as a
high-quality learning management system that provides a
Satisfactory
user-friendly and intuitive platform for instructors and
Unsatisfactory
students. It offers various features and tools to facilitate
Quality of work N/A
online learning, including customizable course templates,
Insufficient info. to rate
video conferencing, grading, and assignment
management. Overall, Canvas LMS appears to be a
reliable and effective solution for online teaching and
learning.
The Canvas team maintained an open line of
communication. They are available when needed. The
Satisfactory
Canvas representative provides our team with updates on
Communication and Accessibility Unsatisfactory
new features and upcoming events that will support the
N/A
implementation of Canvas.
Insufficient info. to rate
The Canvas support team generally responds promptly
Satisfactory
and effectively to correcting situations and conditions.
Unsatisfactory
The platform has a dedicated support team that is
N/A available to troubleshoot and resolve any issues that may
Insufficient info. to rate arise. Additionally, Canvas offers extensive
documentation and resources for instructors and students
Prompt and effective correction of situations
to help them navigate the platform and address any
and conditions
problems they may encounter. In cases with bugs or
technical glitches, Canvas has a process to quickly
identify and fix them to ensure users have a seamless
experience. The company also regularly releases updates
and new features to improve the platform's functionality
and performance. Overall, Canvas prioritizes customer
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satisfaction and proactively ensures users have a positive
experience using their platform.
All requested reports and documentation were provided in
Documentation records, receipts, invoices and a timely manner.
computer-generated reports received in a Satisfactory
timely manner and in compliance with Unsatisfactory
contract specifications N/A
Insufficient info. to rate
Yes, I would recommend Canvas again.
x Yes No
Would you recommend using this firm again?
(Explain)
OVERALL ASSESSMENT Unsatisfactory Satisfactory
Comments:
Name of Evaluator: Kyia Clark Kyia Clark
(Print) (Signature)
Title: ______Ex. Director ______________________ Date: 3/22/2023
FISCAL INFORMATION:
Original Contract Value $ __ _________________
Dollar amount of increase (decrease) $ _____________N/A____________
Percent of increase (decrease)________ %
Reason for increase (decrease) ________________________N/A__________________________________________________
Project Scope (FY 2023-2024) Timeline
We will follow the year 2 implementation plan for teachers
and students.
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CIO Review
Monika Davis 4/10/2023
Signature Date
Chief Information Officer
Title
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