Databus Issue: 2005 1 02/07/2005
Ten Factors to Consider when Evaluating Student Information System Software
Craig Tuschhoff Director of Sales and Marketing
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The responsibility to identify, implement and support comprehensive software solutions is a mission critical duty of many California K-12 technologists.
The declining California education budget has made this a “no margin for error” situation for school districts. An incorrect choice of software can result in an outlay of large non-recoverable funds, lost productivity and valuable time wasted. An inexperienced vendor or inferior product will be unable to provide expert implementation and support. This will overburden the district’s resources, a cost too high to pay in the current California school district climate.
Aeries™ student information system, developed by Eagle Software, is the choice of IT departments at more than 250 California school districts and county offices of education. Through our years of experience in the California K-12 educational market, we have developed a list of ten factors to consider when evaluating software solutions:
1. Current install base in California – As you evaluate software solutions, you want to consider the number of satisfied users of the solution in your general area. An established product will have a history in the market and a user base that can be beneficial to your district as a resource for sharing ideas. It is important to not just look at the number of districts; you want to make sure that the users are satisfied with the product and associated services. Be sure to check the vendor’s customer references.
2. Total cost of solution ownership including reoccurring ongoing costs – Many products have various tactics to appear inexpensive, yet have higher reoccurring or start up and configuration costs. What is included in the price and what is extra? (i.e. software licenses, training, software maintenance and support?) A five-year cost projection is often a good evaluation tool.
3. CSIS compliance and functionality – All California districts will soon be required to participate in CSIS (California Student Information System, www.csis.k12.ca.us). When evaluating student information systems, you want to ensure that the product is not only CSIS compliant, but has a user base that is satisfied with the CSIS functionality of the product. CSIS data requirements can be a daunting and complicated task to ensure all data elements are accurate, the solution you consider should have built in functionality to simplify this process. Is the CSIS functionality an add-on/extra potentially hidden cost or is the capability included in the price?
4. Feature set included in base product offering – With shrinking IT budgets, third-party solutions are not always practical from a cost perspective. As a result, your district will want to choose a solution that has as many functions built into the system as possible. You will want to establish that a product has these features included in its base functionality and the district is not saddled with additional hidden charges for required features.
5. California specific functionality – California is a unique state in that it requires many specific reports and assessments from its school districts. Items such as California specific tests require districts to provide pre-identification files and loading of test scores back into the system. You will want to evaluate the software’s ability to handle these processes and ensure that the functionality is available and at what cost. California also has many different types of attendance reporting requirements. You will need to be sure that the solution you choose can report on all different types, including continuation and summer school, so your district does not suffer loss of revenue due to improper or invalid reporting.
6. Ease of use and reporting – With the many data elements your district is required by the state to track, users need to have an easy and intuitive solution to maximize productivity and use of their time. Staff resources can be overburdened by a product that is cumbersome to use. Items to look out for include: number of screens for data entry, ease of navigation and quick access to reporting. Does the system store the same data in multiple fields and require duplication of data entry?
7. Customer support and experience of the support staff – Customer support and service is as important as the solution itself. During the evaluation of the solution, you need to assess the types of support available: e-mail, telephone, Web and the vendor’s commitment to quality of support. Also, the experience and background of the team supplying the support. An inexperienced support person can take up valuable time without lending much credible or helpful information. This will add to the frustration of a new solution. Does the vendor provide timely support with useful answers?
8. Comprehensive implementation – Regardless of how well an application is developed, a complete and comprehensive implementation will define the success or failure of the solution. A successful implementation includes an extensive discovery process with the district users, a detailed plan of installation and a training schedule designed to meet the needs of the district. The qualifications and experience of the vendor’s implementation staff should be taken into account as a critical factor to success.
9. Thorough training in the software system – It should be viewed as a warning flag if a vendor is willing to sell you software without training. In order to ensure that the implementation is successful, the end users need to be properly trained on the product. There should also be a component available for ongoing training.
10. Ongoing development – The most successful software solutions are those that actively listen and solicit feedback from their install base. This dynamic process of quickly turning user suggestions into features in the software should be a part of the chosen vendor’s operational culture.
With our experience, we have found that these 10 issues are crucial in establishing the long-term success of a software solution. We, at Eagle Software, have made it our mission to be an industry leader in student information systems, specifically focusing on these 10 issues. We are confident that we are unmatched in our ability to meet the needs of California districts in the ever-changing environment in which we operate.
Aeries™ features include: comprehensive student demographics, attendance and grade reporting (including an elementary standards based report card), student assessment and scheduling, special education, data mining and much more. Aeries™ is CSIS compliant and aligned with the California STAR testing, California High School Exit Exam, CELDT, SABE, district and school-defined testing, plus the California State required attendance guidelines and reporting criteria. Aeries™ also includes a Web-enhanced browser interface (ABI) which allows teachers from the classroom to take attendance, keep an online grade book, input grades and print progress reports. ABI also permits managed access to administrators, parents and students. Aeries is designed to function and support elementary, middle or secondary schools as well as continuation, community day plus other atypical schools.
Regardless of the solution you choose, we encourage your district to explore all possible options when evaluating a solution and remember to assess the vendor’s ability to meet the needs of these 10 critical success factors. They will directly affect the planning, organization, and management of school district operations. As a company focused on long-term success, Eagle Software cannot stress the importance of long-range planning enough. If a solution is researched thoroughly, implemented effectively and supported timely and consistently, your district will be satisfied with the solution you have chosen for years to come.
Craig V. Tuschhoff has been the Director of Sales and Marketing at Eagle Software for the last three years and has been directly involved in the California K-12 market for eight years. The company develops the Aeries™ Student Information System, which currently manages 24 percent of California state student enrollment. He can be reached at (888) 487-7555 or at craig@aeries.com.
