Databus Issue: 2004 4 10/01/2004
Sustaining Change
Bernadette McGinnis DirectorMaking the Paradigm Shift
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Change is hard for everybody, particularly when it involves changing the way we do things day in and day out. This can be especially true for IT departments as they implement new technologies across multiple agency sites in their effort to better educational performance and administrative accountability.
Increasingly, IT projects require not only a technical implementation, but also an indepth analysis of current business processes to determine if changes are needed to ensure the overall implementation is sustainable.
The first step is to identify the changes that should occur. For example, a district implementing a centralized student system to replace its distributed model sounds like a single, albeit significant change. In fact, it is several changes. The processes for shifting to a centralized model will necessitate many business process changes, including data collection forms, input and data management procedures, training and support. Clearly, some analysis of existing business processes and what, if any, modifications should be implemented, is needed to maximize the investment and ensure its sustainability.
The California School Information Services Program (CSIS) has been working with more than 200 local education agencies (LEAs) over the past several years to assist their implementation of both data and electronic format standards to streamline data reporting and information transfer. One discovery made that is developing a sustainable process requires that deliberate steps be taken to modify local business practices. The goal is to maximize the benefits of the new approach and minimize administrative burden.
One of the common characteristics of successful districts is good local planning and coordination with all key staff members. CSIS recommends including site staff, such as registrars, secretaries and guidance counselors, since much of the information is collected and input at the site level. Not only will the district gain a better understanding of existing site processes and adjustments that need to be made, but it will also be securing buy-in for those staff that may be impacted.
Many LEAs have successfully made the paradigm shift necessary to sustain CSIS. They have reviewed and modified the processes tools by which they collect data, such as parent and staff forms. These LEAs have also institutionalized the use of common data definitions across local programs, and have leveraged system enhancements to maintain more accurate and auditable data for local use.
However, for some local agencies, this type of operational analysis and business process re-engineering is beyond local expertise. For that reason, CSIS has developed a team and an approach to work with LEAs individually to guide their efforts to sustain CSIS-related activities. Implementation specialists work directly with the local agency to map local needs for information gathering to comply with new state and federal requirements. The focus of these work sessions is to identify where efficiencies may be leveraged or created, including new tasks that must be incorporated into the regular operations to maintain system data. This service is provided to CSIS LEAs at no charge.
Sustainability Guidelines and Recommendations is a management tool developed by CSIS to assist local agencies in their analysis and re-engineering of data processes. The document, located on the CSIS Web site, highlights areas such as local planning and coordination, selection of appropriate staff and local operational practices. Checklists are included to help guide each LEA toward data and process standardization. Task lists and milestone schedules aid management in assigning the appropriate staff at the right time.
By utilizing CSIS staff and document resources, an LEA may develop a tailored, sustainable solution for more efficient electronic data management and reporting. Likewise, the strategies used to promote successful change for CSIS implementation may also be used to address other IT projects unrelated to CSIS, emphasizing the tie between technology and business procedures.
Access to CSIS resources
The CSIS Web site at http://www.csis.k12.ca.us/ (the Library/Program Documents dropdown tab) provides a link to the Sustainability Guidelines and Recommendations for CSIS Production LEAs and a number of other program level documents.
