Data Integration Services. Automatically update data in your Student Information System and Renaissance Place Software.

Transcription

1 Data Integration Services Automatically update data in your Student Information System and Renaissance Place Software.

2 Implementation Time Frame The implementation time frame from the district providing their SIS data to completion is, on average, two weeks. This time frame is dependent on the district s participation and communication. Development time frames increase between the months of July and September, as this is our busiest time of year, with many implementations for the new school year in process. Rules and responsibilities We have found that the most successful implementations involve a one-on-one relationship between the lead technical contact at the district and our Systems Consultant and Technical Services Support Staff. If this setup does not work for your district, we can discuss alternate plans and ideas, as well as a more detailed breakdown of the Setup and Maintenance roles for all parties involved. Customer responsibilities RDI Order Customer provides data from their Student Information System Customer reviews data and provides feedback to Renaissance Learning Customer provides access to system for RDI installation If needed, customer provides historical data to Renaissance Learning for matching RDI handoff to customer Establish customer contact Renaissance Learning builds RDI Renaissance Learning provides a review site when RDI is complete Renaissance Learning updates RDI based on customer feedback Renaissance Learning installs RDI Customer and Renaissance Learning work through historical data matching Renaissance Learning responsibilities

3 Renaissance Place Data Integration Services Wouldn t it be great if you could update the data in your Student Information System (SIS), and those same changes would update automatically in your Renaissance Place Software? With Renaissance Learning s Data Integration Services, you ll no longer have to duplicate efforts by managing the same information in two separate databases. Types of Data Integration Order our Data Integration Services and work with one of our experienced Systems Consultants to help determine the best form of data integration for your district. Choose from the Renaissance Data Integrator (RDI), which allows unmatched data flexibility for ease of program use and synchronizes nightly through file exchanges; or Schools Interoperability Framework (SIF), while limited in flexibility, will synchronize in real time versus nightly. How does it work? Feel free to demo the automation process at: RDI: SIF: These systems are capable of processing the following items: User Information Items RDI SIF School Information Student Information Staff Information Usernames \ Passwords Ethnicities Student Characteristics User Information Items RDI SIF Student School Enrollment Student Class Enrollment Terms Courses Classes Default Homerooms

4 Benefits for implementing an automated data integration 1 Analysis, Design, and Setup Implementation PROJECT PLANNING (Analysis, design, and setup implementation) Data Conversion Includes matching and updating any existing users in Renaissance Place based on the provided SIS data. Our custom-built matching program maximizes user reconciliation by comparing beyond student IDs or exact first and last name. We have an average of over 90% match rate, which significantly limits the amount of manual editing required, and prevents user duplication. We then go over the list of unmatched users to help resolve any issues prior to the integration going live, freeing district resources from additional data clean up. Renaissance Place Data Merges If your schools are not currently utilizing one central Renaissance Place site, we ll work through the process of merging all data to one district-level site. Matching and Importing Historical Desktop Data Similar to the data conversion matching, all historical data is matched against the SIS extracted data to ensure student IDs match. Any unmatched users are discussed with the district for further clarification. To date, we ve been able to match over 90% on average. The matched data is then imported into your Renaissance Place site, thus becoming available for reporting through Renaissance Place. SIS Extractions and Relationships with SIS Vendors We have worked with a number of SIS vendors in order to extract data and have working relationships with most of them. If we haven t worked with your particular SIS vendor, we ll work with you to develop an extraction or will contact the vendor directly for assistance. Please call your sales representative at (800) to get a more detailed example of the required roles and resources.

5 Maintenance 2 LONG-TERM RELATIONSHIP (Maintenance) You are assigned a Dedicated Systems Consultant to work directly with your district in regard to the Data Integration process. The Systems Consultants specialize in data migration to help explain, build, and monitor your data integration. You ll be able to contact them directly to discuss future events, current recommendations, best practices, and how to handle any unique or complex situation that could arise. A Review Site is created shortly after the initial SIS data is provided. Your Systems Consultant will review the site with you, and any key staff member you designate, to explain how the data will look on your live site. Any changes should be brought up in this review session. Discussion and Acceptance of Usernames and Passwords Usernames and passwords for your students and teachers can be customized to meet your needs. We can create templates based on ID, first name, last name, middle name, birth date, or grade. We can also update usernames and passwords based on other information that is provided to us in a flat file. Handling of any SIS Vendor Changes (moving from one SIS vendor to another) or Upgrades We will work with you to schedule and create a rollout plan to seamlessly update your data integration. Switching from one form of Data Integration to Another (RDI to SIF or vice versa).

6 2 LONG-TERM AUTOMATE MANUAL RELATIONSHIP DATA PROCESSES (Maintenance) AND INCREASE DATA INTEGRITY Student and teacher information is automatically uploaded and updated on your Renaissance Place site. This also includes your class roster and staff enrollment. This can greatly minimize your initial start-up time each year. A newly added student in your SIS will become available in Renaissance Place once the data integration has been processed. Not only will that student be enrolled into the appropriate school but also into any assigned classes. Maintenance to 3Day With less data duplication, the data mirrors what is in your SIS. This can aid with duplication that can occur when data is manually entered. Students moving to and from schools within the district easily retain their previous data. Not only is the student un-enrolled from the previous school but the student is also enrolled into the new school and assigned to classes. The student s new teacher will readily have access to the student s previous data. Student capacity seats are regained once students leave the school or district. Since our data-integration services automate these processes, capacity seats are freed without any manual intervention from district- or school-level staff. You also receive dedicated support in areas such as class enrollment, student population, student characteristics, and teacher assignment. New School Year Rollover Setting up your new school-year tasks is simplified. Manual tasks of switching school year, removing non-returning students and teachers, adding new students and teachers, creating new or copying existing classes, and enrolling students and teachers into classes are all done for you, saving time in your schedule and money in your budget. Maximize staff time and save money! You no longer have to duplicate effort, entering the same information in two different places. End of School Year Your data integration shut-off for the year is coordinated and completed by your consulting team. The shutdown process is typically a hands-off process for the district. Summer school Best Practices will be discussed with you to determine the best processes to meet your needs. We will work with you directly if you require use of your Data Integration at this time. Any SIS changes or upgrades taking place during this time will be handled one-on-one by you and your Systems Consultant.

7 4 PROACTIVE MONITORING AND SUPPORT Daily Proactive LONG-TERM Support Monitoring Our RELATIONSHIP Technical (Maintenance) Services Support Staff will ensure your Data Integration is running as scheduled and will notify you of any problems. We will work with you to resolve any potential issue so that your Data Integration runs seamlessly. This is our Support Staff s top priority. ID Customer Name Type Status Reason Notes North District RDI Successful -None- -None South District RDI Failed Missing Students Called Customer West District RDI No Run Missing All Data Called Customer East District SIF No Connectivity ZIS Server Down ed Customer Dedicated Phone and Queue You will be given direct contact to our Technical Services Support Staff. They are there to handle any on-going questions and to provide support in addition to your Systems Consultant. Phone: (800) RDI rdisupport@renaissance.com SIF sifsupport@renaissance.com 5 SECURE DATA-TRANSFER PROTOCOLS RDI Data Transfer We create customer specific SFTP sites or install a proprietary service called DIA (Data Integration Agent by Renaissance Learning) to transfer data over a secure channel. SIF Data Transfer All communication must be sent over an external IP address that can handle HTTPS communication, as well as sharing certificates. 6 EXPERIENCE, RELIABILITY, AND VENDOR INFILTRATION We have more than 10 years of Data Integration Experience Our first Data Integration was in August of Our System Consultants average over 10 years of experience in Renaissance Place Software Programs. Our team will put forth every effort in order to work with you and your specific SIS vendor.

8 Cost Pricing for Data Integration is based on the highest number of subscriptions purchased for a given Renaissance Place application across a district/site. There is an initial connection fee for the first year and then a maintenance fee for each subsequent year. These are specialized services that allow our customers flexibility in retaining the lowest possible price for our software. Renewal costs are typically half of year-one costs as end users become more familiar with the integration plan and support calls become limited. Renewal costs also cover any upgrades, vendor changes, integration changes, main contact changes, or district realignments. New school-year setup, current-year proactive support, and future planning are all incorporated with this low renewal cost, as well. Save on Data Entry Costs with our Data Integration Services Below is one example to help illustrate how much you could save: Susan is a librarian, earning $40,000 a year, and covering a 36-week school year. Hourly wage = $27.78 ($40, weeks 40 hours per week) At the beginning of each school year, on average she spends, 4 hours per school setting up students, courses, and classes in Renaissance Place Real Time (RPRT). New Year Rollover = $ ($27.78/hour 4 hours) On average, she spends 15 minutes per school, per week, making roster changes, adding new students, and removing students. Maintenance = $ (9 hours $27.78 based on 15 min. each week 36 weeks) Combined costs for the staff s time spent on Maintenance and Setup: $ per school, per year ($ ) This breaks down to $0.90 per student for manual data entry. TOTAL MANUAL COST = $ the number of schools in the district (Based on an average of 400 students per school) Estimated Students Estimated Schools Estimated Manual Cost RDI Annual Cost Cost Savings Manual Cost per Student Automated Cost per Student $1, $1, $ $0.90 $ $3, $1, $1, $0.90 $ $7, $2, $4, $0.90 $ , $18, $3, $14, $0.90 $ , $36, $4, $31, $0.90 $0.11 Cost savings are determined based on the school size and number of students being managed. These are only estimates, and your actual savings will vary. The above numbers are billed on typical yearly renewal fees. Setup fees are not included in the pricing. To learn how Renaissance Place can help you, contact your Renaissance Learning representative, or call (800) Renaissance Learning, Inc. All logos, designs, and brand names for Renaissance Learning s products and services, including but not limited to 2Know!, Accelerated Math, Accelerated Reader, AccelTest, AR, ATOS, Core Progress, DEEP, English in a Flash, Learnalytics, MathFacts in a Flash, Renaissance Home Connect, Renaissance Learning, Renaissance Place, Renaissance Training Center, Renaissance-U, STAR, STAR Early Literacy, STAR Enterprise, STAR Math, STAR Reading, STAR Reading Spanish, Successful Reader, and Subtext are trademarks of Renaissance Learning, Inc., and its subsidiaries, registered, common law, or pending registration in the United States and other countries. All other product and company names should be considered the property of their respective companies and organizations. Renaissance Learning PO Box 8036 Wisconsin Rapids, WI (800) R