Project Plan Online Enrollment

Project Plan –Online Enrollment

Department Owner Student Information Systems

Background/Goal Provide convenience to parents and flexibility to schools through the use of OEN (Online Enrollment Module). Parents can enroll new students or update information for current students. Schools can process these enrollment applications electronically. This new functionality along with online course requests delivers options to parents, students and District staff that could reduce the time spent in long registration lines.

Strategy Begin by piloting the program with a School of Choice (College and Career High School). Implementing this way, avoids frustrating parents who have students at different schools where one school might be participating and anther isn’t.

Scope Parent will register new students or update information on current students. Office staff will process the enrollments online and communicate acceptance to parents. Phase II would occur in January/February 2016 with a cluster of Schools entering enrollment information for the 16/17 school year. Atrisco Heritage Academy High School has expressed and interest. All schools (Elementary and Middle) in that cluster would need to participate.

Rollout Timeframe Pilot School of Choice go live 08/04/15 Cluster go live Jan 30, 2016

Budget

Resources/Project Management Project Manager - Christine Cervantes Integration Lead – Andy Gutierrez Integration Developer – Don Jarrett Admin College and Career- Liz Abeyta, Karen Krall

OAR/CMC/August 24, 2015 v1.0 1 Risks Software corrections not ready on time. Cost of enhancement prohibitive. (SQL script to move HLS UD fields) Entire cluster not willing to participate

Assumptions Module works as tested in version update 9.0.11.0a

Communications District/School Messenger to parents in December/January for Cluster Pilot School communication to parents of C&C HS students Contact with Edupoint’s development team regarding promised changes

Training Plan August 2015, training for SIS support staff to assist C&CHS December 2015, training for cluster school office staff in processing applications.

Tasks/Deliverables Task/Deliverable Description Who Delivery Date Meet with College & Career HS to determine if they Christine 07/15/2015 will be part of the Pilot Respond to questions from C&CHS and outline Christine 07/16/2015 timeline Provide parent instructions to C&CHS. Receive Christine 07/22/2015 changes to auto email messages for accepted applications. Load 9.0.10.0a patch in Synrelease Andy 07/22/2015 Test 9.0.10.0a patch Christine 7/23/2015 Run SQL Script to move HLS information Andy unknown Go Live at College & Career HS Christine 08/04/2015 Onsite support at C&CHS Christine 08/04-08/05/2015 Project Plan –Online Enrollment

Observations/Concerns Parents continue to “ADD” new students instead of “EDIT” when updating information for current students despite detailed instructions to use the EDIT button. This results in Duplicate ID’s being created.

Of the 44 registrations accepted, 20 duplicates were created and had to be deleted.

The following requests have been submitted to Edupoint so that we can safely use OEN.

 Modify the Student screen in OEN so it’s easier to understand.  Need the ability to hide the “Add” button thereby restricting use to students who are currently or formerly in the system.  Need the ability to choose who sees the PVue message that Online Enrollment is available.

OAR/CMC/August 24, 2015 v1.0 3