Information and Instructional Systems Strategic Plan

Summary

The Information and Instructional Systems department manages the district’s student information system – TEAMS – which is also used by the Human Resources and Finance departments to run district operations. The department supports PEIMS (state reporting) and transfers, identity management and single sign on (RapidID), data warehouse, online registration, and document management system (Scribbles). The department also includes Records Management, which stores and manages student and employee records, and Image Processing, the district print shop.

ERP/HRIS/SIS

Goal

Provide comprehensive ERP/SIS training and support to all campus and department faculty and staff.

Improve data quality and record keeping at campus level for enrollment and cumulative folders.

Outcome:

Reduction in repeat users in training courses.
Reduction in help tickets for instruction and training.
Decrease in clerk turnover at the campus.

Improve record keeping and tracking of enrollment, withdrawal and cumulative folder movement. 

Outcome:

Reduction in TREX requests out of compliance with TEA.
Reduction in misplaced cumulative folders. 
Reduction in clerk turnover at the campus.
Reduction in PEIMS errors and fatals.

Create and curate streamlined and Effective trainings for all AISD staff for ERP/SIS.

Outcome:

Decrease in clerk turnover at campuses.
Reduction in repeat users in training courses and improved continuous feedback.

Provide efficient Support & Resolution of campus/department ERP/SIS issues.

Outcome:

Reduction in the number of tickets for trained issues/subjects.
Reduction in clerk turnover at campus.

Programming

Goal

To improve data efficiency, integrity, and collection of data for AISD in the ERP & SIS systems.

Establish a set of processes and procedures to structure and manage the data workflow.

Outcomes:

Verify the accuracy of data and ensure that reports are readily available. Automate processes wherever feasible.
Email of Information sharing with Program contacts.
Reduced Fatals and Warnings on PEIMS submissions.

Enhance communication across various AISD departments.

Outcomes:

Send out email communication regarding system updates.
Decrease the response time for help tickets.

Maintain and improve code quality across projects.

Outcomes:

Monitor the frequency and depth of code review.
Regularly review and update documentation during development cycles.

PEIMS

Goal

Introduce procedural and systemic improvements to ensure quality data is submitted timely to TEA to ensure student data is communicated district wide, funding is maximized, and accountability is based on accurate data.

Provide Quality Data to Stakeholders and TEA.

Outcomes:

Sign in Google Sheets – JIT Monthly meeting.
Emails from PEIMS office to affected individuals.
Email of Information sharing with Program contacts.
Reduced Fatals and Warnings on PEIMS submissions.

Comply with deadlines established by the ESC.

Outcomes:

Email of Information sharing with Program contacts.
Actual Submission date.

Communicate effectively to district staff on PEIMS requirements and expectations.

Outcomes:

Training certificates.
Email with attached reports.

Involve District staff on impact of data coding implications and impact of Ed Fi in future.

Outcomes:

Actual submission dates earlier than prior years = more real time data.

Integrations

Goal 1

Ensure identity and access management portal is both secure and convenient for end users. All goals remain the same, need manpower to successfully implement them.

Set up the use of rostering platform within identity and access management portal.

Outcome:

All vendors will be set up with data successfully being shared and no errors/issues are being reported.

Re-implement App approval process to focus attention on apps that are most beneficial for our students.

Outcome:

Only district purchased/approved applications that prove to be beneficial and highly used based off of analytic reports will be available in the SSO portal (no clutter/no overwhelming amounts of apps to choose from/no apps that are barely ever used will be present).

Collaborate with Cybersecurity to create regular reports that provide details about successful logins/password resets/authentications/etc. in order to effectively assess functionality and security of all aspects of the portal.

Outcome:

Identity management portal remains secure, has no breaches, reports consistently show no issues with data being tracked.

Goal 2

Increase customer satisfaction.

Improve response time to tickets.

Outcome:

Tickets are being resolved in a more timely manner and my queue has fewer tickets.

Understand the needs of the district.

Outcome:

All district users feel more productive and at ease.

Provide context and information regarding products/software/etc. to help with clarity and minimizing confusion.

Outcome:

Users have fewer questions, less frustration, and more knowledge of district products available for use.

Instructional Materials

Goal

Increase efficiency and accounting in order to provide necessary materials to staff and students in a timely manner with less staff and space.

Expand services by collaborating with other departments.

Outcome:

Verify with Library Services that we are accommodating their requests in a timely manner.

Learning how to maintain efficiency with smaller spaces and less staff members.

Outcome:

We will still be able to efficiently deliver needed instructional materials in a timely manner with less staff and space as these materials are time sensitive.

Continue updating audit processes for textbook orders in order to decrease mistakes

Outcome:

All employees to be on the same page of the processes and expectation of the department.

Records Management

Goal 1

Develop practices to increase collaboration, record request responsiveness and streamlined workflow processes.

Minimize record request response time by utilizing workgroup processes and queues that offer report and metric analytics.

Outcomes:

Monthly reports and statistic analysis demonstrate unduplicated record fulfillment and knowledge base downloads increased.
Standardized FAQ responses will ensure clear expectations and quality customer service completions.

Ensuring Scribbles transcript uploads occur by year end of prior graduation year.

Outcome:

Prior year graduate transcripts, immunization and test scores retrievable to satisfy all record requests.

Modernize Records management warehousing.

Outcome:

Centralized warehouse, with records securely stored, and space that allows less redundant interaction with physical files.

Reducing costs of maintaining physical warehouse by implementing an E-cum, [Electronic student cumulative folder].

Outcome:

Arlington ISD student records are standardized, appropriately maintained and easily accessible to all approved and applicable staff.
Additionally, record requests shall be fulfilled in a timely manner and in a universally standard format.

Goal 2

Ensure Arlington ISD compliance with all Texas State Library and Archive Commission (TSLAC) requirements, retention limits and data silo integrity and retrieval measures.

Ensure Arlington ISD has all 9th through 12th grade student high school credit, immunizations and test scores for permanent retention per TSLAC.

Outcome:

Any 9 – 12thgrader’s required documents are in the archive and retrievable without requiring the source system to be maintained indefinitely by Arlington ISD.

Ensure Arlington ISD is in compliance with TSLAC to have the ability to produce requested records, regardless of the origin system / format.

Outcome:

Arlington ISD legacy data silos to be moved to provisioned servers, that ensure data integrity and safety, regardless of original format or database structure. Improved quality of images for posterity.

Print Shop

Goal

Create a culture to show the impact of our work with students and staff, influencing increased production and knowledge of the Print Shop with AISD staff.

Increase Print Shop Usage.

Outcome:

View monthly job quantity against average job quantity per month with an increase of 5% overall.

Training.

Outcome:

Reduced phone calls improving production time for both print shop and customer.