Statewide Student Management System
SIS Updates
September 19, 2014
Deborah Gilliam
Product Manager, SIS
[email protected]
615-253-1637 Office
2014-15 Statewide Student Management System
 101 state hosted districts
Edupoint (26)
Follett (9)
Pearson (9)
Skyward (31)
STI (26)
Participating Addendum Reminders
You are not committed to the SSMS for life of contract
You are not committed to a vendor for life of contract
Change vendors – new PA required
Change from local/vendor hosted to DOE hosted – PA
 Document vendor selection process
– Maintain documentation on file locally
– Include rationale for selection (Ex: memo explaining
rationale, minutes from Board meeting, etc.)
– Required for audit purposes
Annual Cost Billing Process
 Annual cost based on funded ADM counts (K-12 only)
 District responsible for paying district share of annual
– Vendors direct billing for district share of annual cost could
begin on/after Aug 1
– Vendors required to provide DOE copy of district annual costs
invoices for verification and audit purposes
 Vendors billing DOE directly for state share of annual
cost ($2.55/ADM) for SSMS districts
Outlook for 2015-16
 The new fiscal year budget cycle will
dictate if or how many additional districts
we can accommodate in 2015-16
 Current annual cost subsidy level is
 Could potentially adjust the annual cost
subsidy level (downward) to accommodate
additional districts
SSMS General
 Routine maintenance downtime windows as
– Wednesday evenings (5PM – midnight)
– Saturdays (6AM Sat – 6AM Sun)
– Application releases/updates, etc. applied
during these times (unless emergency)
 Any other downtimes – will be notified
 New SSMS Listservs established for general
DOE communications to SSMS districts
– Per vendor and combined
SSMS General
 Extracts generated routinely by vendor
– Automated process
– 3 days/week
– Data entered/changed by 5:00 PM
SIS Vendors Create Extracts
By 10.00 PM
EIS Processes Extracts
(Close of Business)
Data Available in EIS
(Start of Business)
SSMS General
 Extracts staggered during implementation
– Group 1: district and school calendars (5 extracts)
– Group 2: class schedule, student enrollment, staff
current assignment (6 extracts)
– Group 3: all remaining extracts – student, completion,
grades, busing, etc. (17 extracts)
 All new SIS vendors, except Follett, are now
sending all required extracts
– Follett all but 4 extracts in group 3
 SIS application releases, updates, patches, etc. applied by vendor for all districts at same time
Resources, Support and Protocol
– Data mapping document (maps state required data
elements to data fields in SIS application)
– Vendors responsible for application support
• Support staff should have knowledge of TN requirements
– EIS Help Desk – assists with data reporting errors
– Issues with application/Azure environment access
• All vendors have admin access to boxes in state hosted Azure
• All vendors should be monitoring environment
• DOE has monitoring tools in place and looking at additional
monitoring tools/options (alerts)
• Will be doing routine “cleansing” of Azure environment
Resources, Support and Protocol
– Issues with your SIS should first be reported to your vendor
• If vendor cannot resolve issue – vendor notifies DOE
Customer Support
– Overall DOE Product Support will be restructured to provide
a more integrated and streamlined process
• One stop shop for all DOE outward facing applications
• New ticketing system
• More communications and details to come as the
processes and procedures are ironed out
 November 1, 2014 - All historical data must be
pulled for data conversion
 Mid – Late November 2014 – cut-off for “live”
access to Star_Student to complete state Report
Card reporting process
 November 30, 2014 – all district user access to
Star_Student will be terminated
 November 15, 2014 – deadline to submit
Participating Addendums for 2015-16
Most Common SIS Vendor Implementation Issues
 Missed deadlines during “go-live” implementation and
EIS testing of extracts and reports
– All five vendors required to test/validate generation of EIS
extracts and reports
 Poor/no QA during EIS testing
 Poor validation on required data fields and state
defined codes
– Suggests issues with mapping data during conversion and
properly mapping required data elements to correct fields in
their application
– State defined code tables should be locked down
Most Common SIS Vendor Implementation Issues
 Insufficient/lack of prior planning/preparation to
address TN specifics in application
 Assumed their vendor hosted model fit the SSMS
model (business as usual)
 Insufficient resources to handle the TN implementation
– Having the right people involved
– Underestimated the amount of work, time and effort needed
for the TN implementation
– Same resources working on multiple components
• TN specifics + EIS testing + training + application updates
• TN application development + DLP/Ed-Fi development
Things To Do…
 RUGs – continue involvement & consider
 Provide SIS vendors direct access to:
– Course Master in EIS
– Lists of valid state defined codes
 Create enhanced enrollment process
– Automated call to EIS for student state IDs
 Implement Single Sign On

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