HCPS FL Logo Information and Technology
Action Item
DATE: Tuesday, March 24, 2015
TO: School Board Members
FROM: Jeff Eakins, Acting Superintendent
SUBJECT / RECOMMENDATIONS
Approve Statement of Work with Convergence Consulting Group (CCG) for the Development of a Position Unit Allocation Planning System (Information and Technology Division)
EXECUTIVE SUMMARY
This Statement of Work (SOW), governed by the Terms of the Master Services Agreement between the district and Convergence Consulting Group approved by the Board on April 5, 2011, outlines the design and development of a Position Unit Allocation Planning System. This project will be built on the same platform, “Cognos TM1,” as the headcount planning application approved by the School Board on June 10, 2014. This project will migrate the current process for allocating units to the "Cognos TM1" platform enabling what-if analysis, scenario modeling, and forecasting for better financial decision making. The current process is labor intensive, time consuming, and manual, which causes unnecessary risks. This phase of the project will introduce automation and reduce these risks. Like the headcount planning application, this platform is flexible and allows users autonomy in meeting the demands of schools and district leadership. Future phases include additional capabilities like real-time analysis of budget versus actuals and impact assessment of additional position unit allocation requests. Expected benefits include cost savings/avoidance, greater efficiencies, and better data-driven decision making.
STRATEGIC OBJECTIVES
• Recruit, develop, and retain a highly effective, diverse workforce • Align the performance management system with the districts priorities
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount not to exceed $202,500 are available from the TIF grant. CCG provides services on a time and materials basis with no additional travel or per diem expenses.
EVALUATION
The evaluation of this project will consist of feedback from end users to ease the usability of the system.  Internal CCG and district project managers will oversee the project, conducting weekly status meetings and review of project budget and deliverables.
SUBMITTED BY:  Daniel I. Schultz, General Manager, Information and Technology
Anna L. Brown, Ed.D.   Gretchen Saunders
Chief Information and Technology Officer
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 6.17
Hillsborough County Public Schools (Florida) * Mtg.#20150324_686 (Board Meeting) * Section A Item# 6.17