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 (SOW) A2HCPS-1006T-2015 for Synergy Operations Support to School Locator and Geocoding Process (Information and Technology Division)
EXECUTIVE SUMMARY
Approval of this agenda item will provide the necessary extensions to the Geographic Information System (GIS) School Locator to handle the phased multi-year boundary and student enrollment changes approved by the School Board on January 20, 2015.

The School Locator tool provides parents, school staff, and the community general information about schools and school boundaries that help them make decisions about what schools children will attend.  In addition to the School Locator enhancement, this SOW will fund a change in the geocoding process from using street layers to the more accurate process of geocoding the actual property parcel layer available from the Hillsborough County Property Appraiser’s office.  This change is significant because geocoding to the parcel is very specific and will not change where street layer geocoding is relational.  Finally, through this SOW we will establish a placement and enrollment quality control process that will help ensure student placement and enrollment data is properly reflected for geocoding.  This process will improve the accuracy of data used for school capacity and student migration analysis.  Advanced Andean Solutions has been a partner with the district since the Board approved a contract with them on June 14, 2011, as the lowest and best proposal for implementation of a GIS application software. 

The Synergy product and partnership has proven very useful for both the Growth Management Department and Hillsborough Choice Options, as well as for keeping parents and the community informed.  The SOW is governed by the terms of the Master Service Agreement between Advance Andean Solutions LLC and the District as approved by the School Board on June 10, 2014.

STRATEGIC OBJECTIVES
• Align financial resources to support the districts strategic goals
FINANCIAL IMPACT (Budgeted:  Yes)
The SOW total of $129,690 for these enhancements includes software and documentation.  Funding for the cost of the SOW is split between the Facilities Division and the Information Technology Division.  Funding for the ongoing annual cost of software support and maintenance is from the Information and Technology Division budget.  
EVALUATION
Information Services and Advanced Andean Solution 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, General Manager, Information and Technology Department
Anna L. Brown, Ed. D.   Gretchen Saunders
Chief Information and Technology Officer
(813) 272-4020
  Chief Business Officer
(813) 272-4270
    A 6.16
Hillsborough County Public Schools (Florida) * Mtg.#20150324_686 (Board Meeting) * Section A Item# 6.16