Agenda Item
b. Canvas Learning Management System Approval (Not to exceed $715,310) ~ Updated 6.10.2024
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information & 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 $715,310.
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: $715,310.
General Fund
100.1000.561200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information & Instructional Technology, 678.676.1274
Effective: June 2024
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:
$978,630.00 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 continue to
Satisfactory support the needs of DCSD and its daily operations.
Work performed in compliance with contract Unsatisfactory
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 is readily available when needed. They are
constantly providing resources to support the expansion
Satisfactory
for the use of Canvas.
Staff availability Unsatisfactory
N/A
Insufficient info. to rate
Canvas completes tasks in a timely manner, maintaining
organized workflows and due dates that is aligned to the
Satisfactory
district’s needs.
Timeliness of work Unsatisfactory
N/A
Insufficient info. to rate
The staff maintained a significant level of professionalism
throughout the support process.
Satisfactory
Staff professionalism Unsatisfactory
N/A
Insufficient info. to rate
Canvas provided excellent customer service. Their
willingness to collaborate with other districts and Canvas
Satisfactory end-users enabled DCSD to create a more robust learning
Unsatisfactory management system for our teachers and students.
Customer service N/A
Insufficient info. to rate
Canvas LMS has demonstrated the ability to serve as a
high-quality learning management system that provides a
Satisfactory
customized user-friendly and intuitive platform for
Unsatisfactory
leaders, teachers, students, and parents. It offers various
Quality of work N/A
features and tools to that promotes rich, engaging learning
Insufficient info. to rate
experiences through collaborative activities, facilitated
online interactive content and multimedia. 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
Communication and Accessibility Unsatisfactory
opportunities for expanding the use of the LMS beyond
N/A
the basics, maximize the use of the tool.
Insufficient info. to rate
The Canvas support team provides a forward-thinking
Satisfactory
approach which prepares DCSD for possible situations
Unsatisfactory
and conditions that may occur. Canvas has a dedicated
N/A support team that is available for our end-users. The
Insufficient info. to rate platform has a dedicated support team that is available to
troubleshoot and resolve any issues that may arise.
Prompt and effective correction of situations
Additionally, Canvas offers extensive documentation and
and conditions
resources for instructors and students to help them
navigate the platform and address any 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
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improve the platform's functionality and performance.
Overall, Canvas prioritizes customer 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: Terri Webb Terri Webb
(Print) (Signature)
Title: ______Manager III, Instructional Technology ______________________Date: 4/10/2024
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 4/10/2024
Signature Date
Chief Information Officer
Title
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