Hillsborough County Public Schools Information and Technology
Action Item

DATE: Tuesday, May 20, 2008
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Approve Consulting Agreement with Convergence Consulting Group for Development of the Data Management System Required to Support the District's Federal Teacher Incentive Fund (TIF) Grant (Information and Technology Division)

EXECUTIVE SUMMARY

At the December 11, 2007, School Board meeting, Convergence Consulting Group (CCG) was approved as the software consultant team to develop the Teacher incentive Fund (TIF) data management system. The system is also an essential part of the Merit Award program (MAP). CCG consultants continue to work hand-in-hand with our Information Services, Human Resources, and Assessment and Accountability departments to develop the TIF/MAP system to ensure we are completing this year's calculations in a transparent, efficient, and accurate manner. On April 15, 2008, the School Board authorized staff to negotiate this contract with CCG to provide support and further development of the TIF data management system for year two of the TIF grant which starts July 1, 2008. This contract stipulates that CCG will continue to provide resources dedicated to responding to the District's technical, business process, or functional support needs concerning the TIF/MAP solution through one month after the checks are written. Due to the short time-line of receiving all required data, completing the calculations, validating the calculations and distributing checks, it is critical that the District and CCG can respond quickly and accurately to any issues, inquiries or appeals. The funding for this contract was identified and approved as part of the TIF federal grant. The attached Consulting Agreement and Scope of Work (SOW) documents have been reviewed by the School Board attorney.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

This recommendation meets Division Key Objective Areas of Data Accuracy and Financial Performance in support of the District Plan of Work.

FINANCIAL IMPACT (Budgeted: Yes)

Funding for this project is provided by the federal TIF grant award. Hillsborough County Public Schools (HCPS)is the Grant's fiscal agent and project funds reside with the District. This Agreement represents $249,840 for consulting services included in year two of the grant. CCG services are provided on a time and materials basis and since CCG is a local firm, registered with our Office of Supplier Diversity, there are no additional travel or per diem expenses.

EVALUATION

The Consulting Agreement with Convergence Consulting Group will be evaluated on the accuracy and timeliness of deliverables as outlined in the agreement.  These deliverables include producing reports that provide teachers the opportunity to validate student data accuracy, other key activities, and milestones that will enable the District to meet the TIF grant requirements.   The Convergence Consulting Group performance is monitored daily by staff and reported weekly during the project status meetings with Human Resources, Information Services, and Assessment and Accountability personnel.

SUBMITTED BY: Richard Laneau, Information Services Manager, Tanly Cabrera, TIF Project Manager

Jack E. Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business officer
(813) 272-4270
A 5.06R
Hillsborough County Public Schools (Florida) * Mtg.#20080520_293 * Section A Item# 5.06R