HCPS FL Logo Information and Technology
Action Item
DATE: Tuesday, March 19, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve Statement of Work (SOW) A2HCPS-121-2013 for Geographic Information System (GIS) Application Enhancements (Information and Technology Division)
EXECUTIVE SUMMARY
On June 14, 2011, the Board approved contracting with Advanced Andean Solutions as the company with the lowest and best proposal for implementation of Geographic Information System (GIS) Application software.  On June 12, 2012, the Board approved funding for additional enhancements to the GIS application.  The product has proven very useful for both the Growth Management Department and Hillsborough Choice Options (HCO).  With this GIS application solution, authorized School District users have found the following benefits:

  • Quick access to relevant data that previously required a lengthy process to obtain or was simply not available
  • Data is directly available to authorized staff so data can be explored to answer a variety of questions
  • Alternative analysis based on boundary assignments and enrollments can be examined “on the fly”

Through use of the GIS Student Analyzer module, HCO continues to discover ways to utilize data that has led to new requests for enhancements.  Advanced Andean Solutions is very responsive to the District’s needs and ideas for new enhancements, and they are quick to propose options for those needs and ideas.  This request for enhancements to Smart School Synergy Suite V3 is for the benefit of HCO and is a result of that collaboration process between the District and Advanced Andean Solutions.  In addition to software and maintenance costs, this SOW includes 900 hours of on-demand contingency time.  This contingency time will allow HCO to request changes to the SOW, such as but not limited to adding extra reports, to further improve HCO’s ability to analyze Choice data.
STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals
FINANCIAL IMPACT (Budgeted:  Yes)
The total five-year cost of $197,864 includes software, On-demand contingency time, as well as support and maintenance.  Funding for the software and contingency time is from the following HCO Federal Grants:  Magnet Schools Assistance Program and Voluntary Public School Choice.  Funding for the ongoing annual cost of software support and maintenance is from the Information Technology Division budget.  
EVALUATION
Information Services Staff and Advanced Andean Solution Staff conduct regular project status meetings to review project progress and to discuss performance of both parties in meeting the Statement of Work.  Both the Administration and Facilities Divisions provide input for those meetings. 
SUBMITTED BY:  Daniel I. Schultz, Applications Manager, Information Services
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director for Empowering Effective Teachers Grant
(813) 272-4600		   Chief Business Officer
(813) 272-4270
    A 5.03
Hillsborough County Public Schools (Florida) * Mtg.#20130319_557 (Board Meeting) * Section A Item# 5.03