ARLINGTON INDEPENDENT SCHOOL DISTRICT WORK SESSION MEETING OF THE BOARD OF TRUSTEES Thursday, April 17, :00 p.m.

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1 ARLINGTON INDEPENDENT SCHOOL DISTRICT WORK SESSION MEETING OF THE BOARD OF TRUSTEES Thursday, April 17, :00 p.m. N O T I C E of Work Session Meeting of the Board of Trustees at the Administration Building, Board Room, 1203 West Pioneer Parkway, Arlington, Texas The Board intends to make one of its scheduled meetings each month a work session. This meeting is a work session. It is AISD's common practice not to include an Open Forum on work session agendas. No action or vote will be taken on any Discussion topics. If any action or vote is taken on these topics, they will appear on future agendas as Action or Discussion/Action topics and the agendas will include an Open Forum so that the public may address the Board. CALL TO ORDER: Board Work Session: 5:30 p.m., Conference Room B During this open meeting work session, Board Members may discuss and ask AISD staff questions concerning any of the subjects listed in the Notice/Agenda under any of the headings. CLOSED MEETING: 6:00 p.m., Board Conference Room Adjournment to closed meeting pursuant to Sections (consultation with attorney to seek and receive legal advice), (discuss the purchase, exchange, lease or value of real property), and (consider the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee, or to hear complaints or charges against a public officer or employee) of the Texas Government Code. RECONVENE INTO OPEN SESSION: 7:00 p.m., Board Room OPENING CEREMONY: DISCUSSION: A Financial Futures Committee Report to the Board of Trustees B Student Code of Conduct C. Data Warehouse CLOSED MEETING: Adjournment to closed meeting pursuant to Sections , , and of the Texas Government Code for the following purposes: A. Consultation with General Counsel to seek and receive legal advice pursuant to Section of the Texas Government Code. B. Consider appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear complaints or charges against a public officer or employee, pursuant to Texas Government Code Section C. Discuss the purchase, exchange, lease or value of real property 1

2 ADJOURNMENT If, during the course of the meeting covered by this Notice, the Board should determine that a closed meeting of the Board should be held or is required in relation to any item included in this notice, then such closed meeting is authorized by Texas Government Code Section , et. seq., for any of the following reasons: Section For the purpose of a private consultation with the Board's attorney on any or all subjects or matters authorized by law. Section For the purpose of discussing the purchase, exchange, lease or value of real property. Section For the purpose of negotiating contracts for prospective gifts or donations. Section For the purpose of considering the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear complaints or charges against a public officer or employee. Section To consider the deployment, or specific occasions for implementation, of security personnel and devices. Section For the purpose of deliberating in a case involving discipline of a public school child or children, or in a case in which a complaint or charge is brought against an employee of the school district by another employee and the complaint or charge directly results in a need for a hearing. Section For the purpose of deliberating in a matter regarding a public school student if personally identifiable information about the student will necessarily be revealed by the deliberation. Section For the purpose of considering the standards, guidelines, terms or conditions the Board will follow, or instruct its representatives to follow, in consultation with representatives of employee groups in connection with consultation agreements provided for by Section of the Texas Education Code. Section For the purpose of excluding a witness or witnesses from a hearing during examination of another witness. Should any final action, final decision or final vote be required in the opinion of the Board with regard to any matter considered in such closed meeting, then such final action, final decision or final vote shall be at either: A. the open meeting covered by this notice upon the reconvening of this public meeting, or B. at a subsequent public meeting of the Board upon notice thereof, as the Board shall determine. 2

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8 MEMORANDUM TO: FROM: Dr. Cavazos Chad Branum DATE: April 10, 2014 SUBJECT: RFP for Data Warehouse RFP 14-55, Data Warehouse and Data Dashboard, was issued to procure products and services related to the teacher effectiveness goal in the Achieve Today. Excel Tomorrow. strategic plan. Eight vendors responded to the RFP. A committee comprised of the Assistant Superintendent of Technology, Executive Director of Accountability, Planning and Testing, Director of Technical Services and Systems Integration, Director of Bilingual/ESL and Foreign Language, Director of Dropout Prevention, Director of Guidance and Counseling and APT/TEAMS Programmers was established to evaluate the proposals. Preliminary evaluations were held and the district identified five vendors to participate in an on-site review. This provided the opportunity to fully understand their proposal and ask detailed questions. Out of that process, the district selected two finalists to come back and perform a proof of concept task. The purpose was to observe the process and personnel required to complete certain tasks to get a feel for how difficult it will be for staff to navigate and manipulate the system. After reviewing and contacting districts that are using these products, the committee identified escholar as the most qualified to provide the products and services specified in the RFP. Additionally, a cross-section of campus principals and district staff participated in a review of the product chosen by the committee for final input. Below are factors that caused escholar to stand out amongst others: Proven product w/ large size districts and educational agencies (Texas Education Agency, Northside ISD, Santa Ana Unified School District, Cumberland County Schools, Des Moines Public Schools, etc.) Ease of use and user friendly interface Error Reporting and Tracking (Extraction, Transformation & Loading) 8

9 Supported across multiple platforms and mobile friendly Ability for product to scale across all project phases The Administration negotiated a year one cost of $846,761 for the implementation of a data warehouse, with optional services of $39,000 for additional professional services, support and training at a discounted rate for a three year period. The strategic plan budget adopted by the Board for the school year included a base sum of $850,000 for a data warehouse solution. All annual maintenance fees starting in year two will be allocated through the normal budget process. At this time, it is the formal recommendation of the committee that escholar be awarded the contract for the product and services identified in RFP at the negotiated cost of $846,761 for year one and all associated maintenance fees starting in year two. Please let me know if you have any questions regarding this engagement. 9

10 AISD District Hosted Year 1 Year 2 Year 3 Year 4 Year 5 Software escholar Complete Data Warehouse for PK-12 Software License and Support - up to 8 core (1 production and 1 additional environment) Software bug fixes and enhancements included Microsoft SQL Server 2008 or higher - up to 8 core (1 production and 1 additional environment) Software bug fixes and enhancements included $256,000 $64,000 $65,600 $67,240 $68,921 $0 $0 $0 $0 $0 Tableau Server License - up to 8 core (1 production and 1 additional environment) Software bug fixes and enhancements included $130,000 $27,000 $27,675 $28,367 $29,076 Tableau Desktop Developer - 10 named users $16,000 $3,000 $3,075 $3,152 $3,231 Services Hosting Services (Hardware included) Professional Services (e.g. Business Analysis, Installation & Configuration, Data Integration Services) $230,500 Project Management $62,500 Dashboard Module Configuration $32,000 Scorecard Module Configuration $32,000 Tableau On-Call - 16 hours $3,200 escholar Customer Education: Training and Professional Development $60,560 Travel $24,001 Total Software and Services $846,761 $94,000 $96,350 $98,759 $101,228 Optional Services Professional Services: Support for Data Extractions (post signoff) On-Call hours (billed in 15 minute increments and to be used within three years of project start) Additional support for Data Extractions (post signoff) at an hourly rate Support for Dashboards (post signoff) On-Call hours (billed in 15 minute increments and to be used within three years of project start) Additional support for Dashboards (post signoff) at an hourly rate $12,000 $17,000 escholar Customer Education: Power User Mentoring Training $2,000 Power User Advanced Training $8,000 Total for Optional Services $39,000 10

11 Category Criteria VersiFit Denovo Mach B escholar What is the company's experience in the K-12 education market? How simple is it to create reports and dashboards for developers? How simple is it to create reports and dashboards as an end user? Do the data samples present the information in an easy-to-understand format? (ex. Dashboard and Data Presentation Reports shown) How effective is the ETL error reporting when importing data into the warehouse? Licensing Timeline Future Costs Data Warehouse Scoring Rubric - Round 1 Presentations What is the level of product support for mobile devices and web browsers? Is mobile and web development accomplished in the same process or is it separate? What are the proposed licensing costs for expanding access in Phase 2 ( users), Phase 3 ( ) and Phase 4 (64,000)? Is the timeline for implementation of Phase 1 reasonable for district expectations? Has the company presented a thorough vision of all potential future costs for the district in their presentation? Total Score

12 Data Warehouse Scoring Rubric - Finalist Presentations Category Criteria MachB escholar Was the company's presentation clear and understandable? Presentation Did the visualizations the company created clearly communicate the data they were provided? Which system do you believe would be easier for the end users to understand? Which system is going to provide the best solution for developing additional dashboards in the future Which solution would be the most cost effective for the district? Which product best meets the long term goals and objectives of the district? Total