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Appendix C - Newport News Public Schools

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Appendix C - Newport News Public Schools Powered By Docstoc
					                                        RFP 032-0-2010 Student Information System Attachment A
                            Appendix A                                               High-Level Technical Environment
                      Functional Requirement                                                Answer Submitted
        HIGH-LEVEL TECHNICAL ENVIRONMENT REQUIREMENTS
  9
NNPS desires that the selected system will provide a scalable, secure and easily maintainable environment to meet both the current and long-term
technical requirements of the district. To this end, the system technical environment must provide:




        One comprehensive browser or web enabled system for all
 9.1
        schools/grade levels within NNPS.




        Centralized System Management:
        – Centralized application management,
 9.2    – Centralized software platform and distribution,
        – Centralized relational data base platform.




                                                                                 1
                                      RFP 032-0-2010 Student Information System Attachment A
                          Appendix A                                               High-Level Technical Environment
                    Functional Requirement                                                Answer Submitted




      District Level: Tier-1 server platform environment with industry
      standard operating system and products:
9.3




      Option 1
      » Mirrored central servers (each with mirrored operating systems)
      Totally redundant systems,
9.4   Totally redundant disk drives,
      Back plane connected.




                                                                          2
                                      RFP 032-0-2010 Student Information System Attachment A
                          Appendix A                                               High-Level Technical Environment
                    Functional Requirement                                                Answer Submitted
      Option 2
      » Centralized server configuration including mirrored application
      servers and disk farm
      » Separate server system for outside query activity that is updated
      periodically (hourly, if possible)
      » Raid-5 disk drives for application data
      » Bi-directional information exchange with the Virginia Department
      of Education, transportation software system, library software
9.5
      system, MUNIS (financials/payroll/accounting/human resources),
      and cafeteria point-of-sale
      » Microsoft SQL 7.0 or higher, Oracle 9i or higher, or IBM DB2
      database platform
      » Prefer disk-to-disk functionality or tape library system for central
      database backup on daily basis (optional backup service provider
      would be considered)




      School Level – Industry standard thin client or PC computer
      workstations connected to district wide area network (WAN). Use
9.6   any existing PC inventory (PC compatible and Apple) if such
      inventory meets industry standard requirements.




                                                                               3
                                     RFP 032-0-2010 Student Information System Attachment A
                         Appendix A                                               High-Level Technical Environment
                   Functional Requirement                                                Answer Submitted




      Workstation Level
      – Microsoft or compatible operating system (Windows 95 or
9.7   higher).
      – Web browser capable workstations district-wide.




                                                                      4
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix B                                                  Application Constraints
                      Functional Requirement                                               Answer Submitted
 10      APPLICATION CONSTRAINTS
 10.1    General




         The vendor should perform the on-site initial installation of the
         most current production version of the purchased software
10.1.1
         solution. This version should be the same as the version used to
         answer all requirements in the vendor’s proposal.




         Development tools employed by the vendor must conform to
         industry standards. The vendor should make known the
         development standards and tools utilized in the creation and
10.1.2
         maintenance of the software solution. The vendor should also
         describe how they have adhered to accepted business and
         technical standards for software development.




                                                                             5
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix B                                                  Application Constraints
                      Functional Requirement                                               Answer Submitted




         The software solution must employ industry standard graphical
10.1.3
         interface capability.




10.1.4   The software solution must be ODBC compliant.




                                                                         6
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix B                                                  Application Constraints
                      Functional Requirement                                               Answer Submitted




         NNPS currently utilizes only Windows desktop/laptop computers
10.1.5
         throughout the district.




 10.2    Version Control




         NNPS will receive periodic version updates that easily integrate
         with existing customized code and third party system integration.
10.2.1   The vendor should describe how these updates are distributed and
         how the vendor recommends that NNPS integrate these changes
         with any customizations or modifications.




                                                                             7
                                        RFP 032-0-2010KG Student Information System Attachment A
                              Appendix B                                                  Application Constraints
                        Functional Requirement                                               Answer Submitted




         If there are client-side executables, the vendor must describe how
10.2.2   such executables are deployed to the desktop and how version
         continuity is maintained.




         It is highly preferable that one software version be in use district-
         wide. If this is not possible, the vendor will explain its rationale to
10.2.3
         the satisfaction of NNPS for the use of varied software version
         levels within the district.




 10.3    Thin-Client




                                                                                   8
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix B                                                  Application Constraints
                       Functional Requirement                                               Answer Submitted




         NNPS strongly prefers a web-based application solution which
         employs Microsoft Internet Explorer version 6.0 or higher or Firefox
10.3.1   version 3.5 or higher. The vendor should list the browser versions
         supported by the software, including the operating
         systems/release.




         The software solution must easily integrate with office automation
10.3.2   and support tools such as word processing, spreadsheet, e-mail,
         fax, etc.




 10.4    School Level Operational Independence




                                                                                9
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix B                                                  Application Constraints
                       Functional Requirement                                               Answer Submitted




         Uninterrupted access and update capability is important in the
         busy school environment. The vendor will describe the system
10.4.1   functionality employed to allow independent school operation to
         continue in the event of network or district server failure, if such
         capability is applicable in the proposed solution.




 10.5    Data Architecture




         The vendor must utilize an industry standard relational database
         platform that allows for interface access between database
10.5.1
         systems and different front-end tools. The vendor should list the
         database platforms supported (vendor/version).




                                                                                10
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix B                                                  Application Constraints
                      Functional Requirement                                               Answer Submitted




         If the vendor submits that the proposed software solution performs
         better on any one particular database platform, the vendor must
10.5.2
         identify the database platform and give sufficient explanation to
         support their position.




         The proposing vendor should identify and explain any existing
10.5.3   partner relationship(s) between said vendor and database platform
         product vendor(s).




                                                                              11
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix B                                                  Application Constraints
                      Functional Requirement                                               Answer Submitted




         The vendor should describe what third party tools are supported by
10.5.4   the proposed solution for data management, backup, archiving,
         and hierarchical storage management.




                                                                              12
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix C                                                Implementation Requirements
                       Functional Requirement                                               Answer Submitted
         IMPLEMENTATION REQUIREMENTS
 11
Newport News Public will require a high level of planning and participation from the vendor during the implementation of the SIS. We have classified our
implementation requirements into three categories: Cultural Changes, Implementation Planning, and Data Conversion.


 11.1    Cultural Changes




         NNPS will undertake comprehensive process reengineering effort
         in conjunction with SIS selection and implementation. These
         efforts will begin prior to actual vendor selection in order to
         complete the activities in a timely manner in conjunction with the
11.1.1   actual system rollout. NNPS will adopt the concept of “Packaged-
         Based Reengineering (PBR)” when defining and implementing the
         improved processes, conforming new practices where possible to
         the structures and features of the selected student information
         system.




         NNPS will commit to the development of “As-Is” process maps by
         contract award. We believe this will facilitate effective planning for
11.1.2
         the implementation of the system and the reengineering of
         processes to provide improvements in NNPS operations.




                                                                                  13
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted




         The vendor will be expected to participate extensively in PBR
         efforts. The vendor’s participation will be focused primarily on
11.1.3   providing expertise, recommendations, and “Best Practices” of the
         use of the student information system and restructuring of
         processes to best leverage the system’s capabilities.




         NNPS will coordinate with the vendor to develop a comprehensive
         implementation plan. The vendor will be responsible for planning
         the technical implementation of the student information system
11.1.4   (see Appendix) and providing planning for training/staff
         development efforts. NNPS will plan the implementation of new
         processes and management of cultural change within the district
         that is related to the rollout of the student information system.




                                                                             14
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted




         NNPS believes developing positive attitudes about the new
         student information system throughout our district is critical to a
         successful rollout. To facilitate the development of these attitudes,
         the vendor will be required to provide recommendations for internal
11.1.5   marketing “best practices” and demonstrations of effectiveness of
         these practices displayed through previous implementations of the
         system. NNPS will use these suggested internal marketing
         practices as direction and guidelines for change management
         plans




         NNPS believes it is important to measure our ongoing success
         throughout the implementation process and adjust our approach
         during the process rather than realizing we were unsuccessful only
         at the conclusion of the rollout. NNPS will require the vendor to
         assist in the development and administration of “benchmark
11.1.6   assessments” to be conducted throughout the implementation to
         assess level of understanding, usage, and success in the student
         information system adoption. If, at any assessment, the district is
         determined to be lacking in understanding or acceptance,
         implementation plan will be adjusted to compensate and correct
         this situation.




 11.2    Implementation Planning




                                                                                 15
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted




         Newport News Public Schools believes the vendor will provide the
         best expertise and resources to plan a successful implementation
         of the new student information system. Because of this, the
11.2.1
         vendor will be required to provide a complete plan for the
         implementation of the system. We envision the plan divided into
         phases with the vision of:




         Planning and designing a responsive Student Information
11.2.2
         Management system (SIS)




                                                                            16
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted




11.2.3   Validating the SIS design in a Pilot implementation




         Developing and implementing the SIS system district-wide using
11.2.4
         general-to-specific requirements and deliverables.




                                                                          17
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted




         NNPS desires its SIS application implementation have the ability to
         meet current business requirements in response to:
         » Improving internal or external customer service;
11.2.5   » Supporting collaboration among staff, teachers, parents and
         students; and,
         » Identifying process redesign opportunities.




                                                                               18
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted

         Purpose of Phased Project Approach
         Used thoughtfully in partnership with the vendor, the phased
         project approach will lead to improved product quality, reduced up-
         front development costs or re-work time, and more focused
         development efforts on SIS basic and customized deliverables.

         NNPS anticipates that using a phased approach to implementing
         the new SIS will:
         – Reduce the risk of premature designs based on district/end-user
         requirements that come prior to having a true “vision” of what the
         SIS is capable of doing for them.
         – Reduce the risk of delivering functionality that the district/end-
         user doesn’t want, avoiding time-consuming re-work.
11.2.6
         – Provide highly visible signs of progress to the district/end-user
         and a high degree of flexibility in responding to feedback (with
         balanced control).
         – Provide highly visible signs of progress for new process
         modeling based upon the selected software package.
         – Support more frequent updating or functionality enhancements.
         – Reduce the risk of integration problems by developing integration
         early and testing throughout the project.
         – Improve morale because the project is seen as a success from
         the first time the system is rolled out.

         With the above in mind, the proposal should include:




                                                                                19
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix C                                                Implementation Requirements
                      Functional Requirement                                               Answer Submitted




         A “best practices” project approach, including proof-of-concept or
11.2.7
         pilot phase.




11.2.8   Major deliverables for each phase.




                                                                              20
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix C                                                Implementation Requirements
                       Functional Requirement                                               Answer Submitted




11.2.9    High-level timeline for each phase, with milestones and activities.




          Vendors or other professional services necessary for each phase
11.2.10
          (by resource type and number of hours).




                                                                                21
                                        RFP 032-0-2010KG Student Information System Attachment A
                              Appendix C                                                Implementation Requirements
                        Functional Requirement                                               Answer Submitted




          NNPS services required for each phase (by resource type and
11.2.11
          estimated number of hours).




          Specific software and hardware that requires integration /
          interfacing by the selected vendor may also be provided by the
          vendor and potentially by NNPS (e.g., current transportation
11.2.12
          application). NNPS should consider the methods and ease of
          systems integration and the level of interoperability that can be
          provided with the SIS.




                                                                              22
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix C                                                Implementation Requirements
                       Functional Requirement                                               Answer Submitted




          NNPS expects to manage the project in phases as described in
11.2.13
          the following general terms:




          Phase 1: Current Process Review & Gap Analysis
          Vendor will conduct a review of the current environment at NNPS
          for the current student information system (“eSIS”) and the
11.2.14   associated business processes in use, to provide a high-level gap
          assessment and recommendations for changes during the SIS
          implementation. The outcome of this phase should be a final gap
          analysis and revised implementation plan for the next phase.




                                                                              23
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix C                                                Implementation Requirements
                       Functional Requirement                                               Answer Submitted



          Phase 2: Pilot
          Design and implement a pilot for the SIS demonstrating key
          features and system functionality in an NNPS specific model.
          NNPS desires the vendor proposal include the recommended
          approach for this pilot, with the final outcome to be a working
          NNPS specific model of the SIS.

11.2.15   Vendor should propose a pilot approach that, in the vendor’s
          experience, has best successfully demonstrated the vendors
          products in a customer’s environment.

          Vendors must include a list of all pilot system components, fully
          describing all hardware, software and processes (the same as
          required for the full implementation).




          Phase 3: Implementation / Phased Roll-out
          Vendors must include a detailed plan for phasing the pilot system
          into the full implementation. Emphasis must be placed on utilizing
          existing pilot hardware, software, and applications while minimizing
          throwaway costs and development efforts. Additional work for
          application integration or legacy data conversions should be
11.2.16   clearly identified, as well as any additional development costs not
          included in the Pilot system phase.

          Vendor should propose an implementation approach / roll-out
          strategy that, in the vendor’s experience, has best demonstrated
          successful implementation of the vendor’s products.




 11.3     Data Conversion




                                                                                 24
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix C                                                Implementation Requirements
                       Functional Requirement                                               Answer Submitted

         Newport News Public Schools anticipates that a high degree of
         data conversion from our existing eSIS system into the new
         student information system will be required. We believe this
         conversion will fall into two primary categories.

         Rollout Conversion – with a phased implementation strategy, we
         understand that every school in our district will not begin the use of
         the new student information system at the same point. Therefore,
         some schools will continue to use eSIS while other schools that
         have received the new system will enter information there. As the
         later schools are rolled into the new system, the information they
         have entered into the eSIS during the rollout period must be
         carried over to the new student information system to maintain
         continuity of the information throughout the school year.
11.3.1
         Historical Conversion – we anticipate some level of historical data
         stored in eSIS will be required in the new student information
         system. We do not intend to convert our entire store of historical
         data, but the most frequently used information and the records
         from the 4 preceding years must be accessed by the schools in
         our district. If this information is stored only in eSIS, when a
         school is rolled into the new system, access to this information
         would be lost. Therefore, we believe some level of historical
         conversion will be involved in this project.

         The vendor will provide best estimates of data conversion
         requirements, resources, expenses, and rates. Any resources the
         vendor anticipates being provided by Newport News Public
         Schools should be indicated.




                                                                                  25
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix D                                                   Training Requirements
                      Functional Requirement                                               Answer Submitted
 12      TRAINING REQUIREMENTS
 12.1    End-user and Technical Training

The successful implementation of the SIS will require an extensive and high-quality training program. NNPS staff consists of approximately 4000
teachers and 2000 non-classroom support personnel including principals and other administrators, secretaries, IT staff, etc. The student information
system will affect virtually all departments and functions in the school district; therefore all staff members will require some level of training.




         The vendor must work closely with the NNPS to develop a training
         plan designed to bring comprehensive SIS instruction to NNPS
         staff, pilot users, full implementation users, technical support,
12.1.1
         system administrators, and the training team. The vendor must
         have experience in training people with varying levels of computer
         proficiency.




                                                                                  26
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix D                                                   Training Requirements
                       Functional Requirement                                               Answer Submitted




         The vendor is expected to provide training materials for full
         implementation. The district will be given the right to reproduce all
         training materials as needed. Materials shall include practice
         exercises, “cookbook-type” fast reference guides, and training
12.1.2
         manuals. These materials should be created in a widely used
         format, such as Microsoft Word, Visio, Power Point, or PDF.
         NNPS technical staff will also require training. Vendor must specify
         what core knowledge/skills will be required for the technical staff.




         It is expected that all training be conducted at NNPS facilities. The
         vendor must provide training options that are available for the
         proposed system including recommendations for “best practices”
12.1.3
         approach. The vendor shall also specify what training a third-party
         supplier may provide. Vendor must indicate what training is viable
         for a train the trainer approach.




                                                                                 27
                                         RFP 032-0-2010KG Student Information System Attachment A
                               Appendix E                                                   Support Requirements
                         Functional Requirement                                               Answer Submitted
   13      SUPPORT REQUIREMENTS
   13.1    Vendor Support
The vendor must ensure that the proper NNPS technical/support staff should acquire sufficient knowledge and skills (knowledge transfer) to provide the
on-going support, maintenance, and future development needs of NNPS after solution implementation is completed. The end-user interface will offer
complete, online help features which detail the usage of all primary options / selections available through the interface. System users should also be
capable of conducting a search for various topics of interest for which online help is sought or required. Technical support for any issues or difficulties with
SIS systems should be available on a 24-hour per day, seven day per week basis. Complete contact information outlining who to call for difficulties for
specific SIS modules should be provided. The process of escalating technical support requests should be outlined in its entirety. In addition to live,
telephone-based support, the SIS provider should also offer web conferencing capabilities with which to “see” difficulties as they take place and to assist
in their resolution. Information regarding online help, user groups, and any web-based resources with which to troubleshoot difficulties or software bugs
will also be provided.




           The vendor should perform on-site training and consulting services
           for NNPS technical/support staff during the implementation and
           transition to the new SIS software system. The vendor must
           include in their proposal a plan for how this knowledge transfer will
 13.1.1
           occur, and identify the roles that NNPS will assume once the
           knowledge transfer is complete. If any of these roles requires
           advance knowledge or certification before the knowledge transfer
           can occur, this must be noted in the proposal.




                                                                                       28
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix E                                                   Support Requirements
                      Functional Requirement                                               Answer Submitted




         The vendor should provide on-going support services to NNPS
13.1.2
         management, users, and technical/support staff as follows:




         On-site support should be provided for an agreed upon period of
13.1.3
         time after product implementation is completed.




                                                                           29
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix E                                                   Support Requirements
                       Functional Requirement                                               Answer Submitted

         The vendor will provide comprehensive and timely help desk
         support to NNPS management, users, and/or technical/support
         staff as set forth in the contract agreement.
         » Describe how support calls are initiated, including who may
         place calls from NNPS and the vendor support lines that are
         available.
         » Describe how the vendor handles calls once they are initiated,
13.1.4
         including problem resolution management procedures, escalation
         procedures, etc.
         » Describe how problem calls are prioritized by the vendor for
         resolution, i.e. functional problem, user down, system down, etc.
         » Describe what other support is available for problems via the
         vendor’s Web site, IVR, Fax-back systems, etc.




         Prompt notification and explanation will be given to NNPS
         technical/support staff of discovered software failures or functional
13.1.5
         defects; and immediate release of documented software correction
         will be made upon problem resolution.




                                                                                 30
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix E                                                   Support Requirements
                      Functional Requirement                                               Answer Submitted




         The vendor should guarantee the timely response to reports from
         NNPS of software failures or functional defects discovered during
         normal use of the product. The vendor should present its plan to
13.1.6
         address and correct the reported problem including needed
         resources, time, and cost (if not covered in contracted
         maintenance agreement).




                                                                             31
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted
         PROFESSIONAL SERVICES AND IMPLEMENTATION SUPPORT
 14
This section describes the services and support to be provided by the vendor, including project management; analysis; application development;
installation and training. Vendor may include additional subcategories that may be used during the implementation of a SIS system.


 14.1    Professional Services




         Vendor must describe the structure and capabilities of their
14.1.1   professional services organization including services offered,
         geographical coverage, and staffing levels and capabilities.




         Vendors must provide a fixed price (including time, materials,
         travel costs, etc.) to conduct the following project activities.
14.1.2   Vendors must include the estimated time and rate details used to
         determine this fixed price, as well as identify any additional costs
         included in this fixed price.




                                                                                 32
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted

 14.2    Project Management and Development Services

In order to enhance the implementation of a document management system, NNPS is interested in complementing and balancing the vendor’s technical
capabilities with other vital knowledge, skills and abilities. NNPS intends that district staff and vendor staff work together as a team to accomplish the
goals and objectives of this project.




         The vendor must describe the project engagement structure and
         capabilities of their project management and systems development
14.2.1   services offered. Please specify staffing levels and include
         resumes of staff who would be working on-site at NNPS in
         Newport News, Virginia over the duration of the project.




         Knowledge transfer will be expected as part of this engagement so
         that NNPS staff may acquire the necessary knowledge and skills
         to provide ongoing support and maintenance for the proposed
14.2.2
         solution, including future application development. Describe your
         approach to ensuring knowledge transfer occurs during all project
         phases.




                                                                                   33
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted




         In the event the vendor staff bid is not available at the time of the
14.2.3   start of the project or as vendor staff changes occur NNPS has the
         right to review and reject vendor staff.




         The vendor must describe its project management methodology,
14.2.4   guiding principles and core values. Provide recommendation on
         how vendor’s staff will work with the NNPS SIS team.




                                                                                 34
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix F                                    Professional Services and Implementation Support
                      Functional Requirement                                               Answer Submitted




         Project changes must be managed and communicated. Any
         changes to the approved project plan, scope, activities,
14.2.5
         deliverables, or milestones must be approved in advance by
         NNPS. Describe your approach to managing project changes.




         The vendor must describe its methodology/approach to Change
         Management and Transition Planning to assist NNPS in
         transitioning to a new student information system. The vendor
14.2.6
         must describe how it would contribute and add value to NNPS’
         change management efforts. At a minimum, address such
         activities as:




                                                                         35
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix F                                    Professional Services and Implementation Support
                      Functional Requirement                                               Answer Submitted




14.2.7   Preparing for change.




         Coaching NNPS staff during implementing and transitioning to the
14.2.8
         new system.




                                                                            36
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix F                                    Professional Services and Implementation Support
                      Functional Requirement                                               Answer Submitted




          Post-implementation coaching and consulting for management,
14.2.9
          users and technical/support staff.




          Follow-up efforts to ensure maximum understanding and
14.2.10
          efficiencies are gained from the new system.




                                                                        37
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted




        Provide hourly rates, travel, per diem and lodging cost for Change
        Management and Transition Planning activities described above;
14.2.11 provide up to three references of organizations to which you have
        provided similar services, along with point of contact, address and
        telephone number for each.




          Vendors are asked to provide information describing their
14.2.12
          experience and methodology for business process reengineering.




                                                                              38
                                        RFP 032-0-2010KG Student Information System Attachment A
                              Appendix F                                    Professional Services and Implementation Support
                        Functional Requirement                                               Answer Submitted




14.2.13 Project Plans




        Vendors are asked to provide a high-level project plan outlining the
        major tasks for the gap analysis phase. The plan should describe
14.2.14
        tasks, duration, and who must be involved. Include details about
        the participation required of NNPS staff.




                                                                               39
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted




        Vendors are asked to provide a high-level project plan outlining the
        major tasks that would be done to conduct a pilot that adequately
        tests the Student Information System software. The plan should
14.2.15 describe tasks, duration, and who must be involved. Include details
        about the participation required of NNPS staff. (Reference Project
        Approach Section for information on NNPS’s desired phased
        approach.)




        Vendors are asked to provide a high-level project plan outlining the
        major tasks for the post-pilot phases. The plan should describe
        tasks, duration, and who must be involved. Include details about
        the participation required of NNPS staff.
        Vendors must include a detailed plan for phasing the pilot system
        into the full implementation. Emphasis must be placed on utilizing
        existing pilot hardware, software, and applications while minimizing
        throwaway costs and development efforts. Additional work for
14.2.16
        application integration or legacy data conversions should be
        clearly identified, as well as any additional development costs not
        included in the Pilot system phase.

         Vendor should propose an implementation approach / roll-out
         strategy that, in the vendor’s experience, has best demonstrated
         successful implementation of the vendor’s products.




                                                                               40
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted


        Vendor should submit a detailed project plan after contract
        approval. The vendor should also have the responsibility for
        updating the project plan. The detailed project plan should
        describe the following (at a minimum):
        (1) Gap Analysis
        (2) Application Development
14.2.17
        (3) Application Installation
        (4) Application Testing
        (5) Application Training
        (6) Application Maintenance/Support




         Newport News Public Schools anticipates that a high degree of
         data conversion from our existing eSIS system into the new
         student information system will be required. We believe this
         conversion will fall into two primary categories.

        Rollout Conversion – with a phased implementation strategy, we
        understand that every school in our district will not begin the use of
        the new student information system at the same point. Therefore,
14.2.18 some schools will continue to use eSIS while other schools that
        have received the new system will enter information there. As the
        later schools are rolled into the new system, the information they
        have entered into the eSIS during the rollout period must be
        carried over to the new student information system to maintain
        continuity of the information throughout the school year.

         Historical Conversion – we anticipate some level of historical data
         stored in eSIS will be required in the new student information
 14.3    Gap Analysis

The analysis described below should be presented to NNPS in an easy to understand detailed report format. The vendor should provide NNPS with both
a paper and electronic (MS Word) copy of the report.




                                                                                 41
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted




         Deployment Analysis
         Vendor should perform an analysis to assist NNPS in determining
         the most effective means to deploy the SIS system.
14.3.1
         Considerations should include but not be limited to use of web
         client vs. full client, distributed vs. centralized storage, etc.




         Database Analysis
         Vendor should provide an analysis that will assist in determining
         the best method(s) to use for the conversion or management of
         data, files, or application objects across the NNPS environment.
14.3.2
         This analysis should be conducted prior to the installation of the
         pilot system and detailed as part of the pilot. Vendor should be
         required to work closely with NNPS staff during this process.




                                                                              42
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted
         Storage Analysis
         The vendor should perform a storage requirements analysis for
         data that will be included in the installation. Analysis should
         include but not be limited to:
         1. Determine the total annual storage requirements, as well as on-
         line, near-line, and long-term (off-line) requirements.
         2. Evaluate the volume and characteristics of active storage
         requirements per day. Recommend appropriate storage devices
         depending upon application characteristics or requirements.
         3. Analyze and recommend the storage method or methods to be
14.3.3
         used by NNPS. This should include the appropriate use of a
         distributed or centralized storage of files based upon their volume
         and characteristics and include the need for bulk transfer of data to
         other storage locations or archiving/retreival.
         4. Identify permanent storage requirements, including those for
         regulated or mandatory storage.
         5. Recommend method(s) and media for an appropriate backup of
         files and data.




         Network & Communications Analysis
         The vendor should perform a communications requirements
         analysis to determine if the current network infrastructure will
         support the transmission of data for the complete SIS system prior
         to installation.

         This should include but not be limited to:
14.3.4
         1. Audit of the current network to determine the current
         performance and utilization, or, review provided network audit
         materials.
         2. Calculating the impact of increased traffic due to the SIS
         implementation.
         3. Making recommendations for any changes needed.




                                                                                 43
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted
 14.4    Application Development
The vendor should be required to provide an application development plan for the project with all associated costs before starting the project. The plan
should address coordination with the installation plan, the agenda for integration/application development/software modification and the deliverables to
be provided during application development.



         Software Upgrades
         All software updates should be provided online for immediate
         download at all times. Complete documentation as to the scope
         and impact of the update, modules affected, and impact on system
         performance and security should also be provided. The SIS
         provider should outline the quality assurance process used to
         ensure that software updates function properly and do not
         negatively impact any other part of the system.
         The vendor should provide a detailed explanation of how software
         upgrades are handled when the product has been customized to
         provide mandatory requirements and integrated with third party
         products. The vendor should address this according to at least the
         following two scenarios:
14.4.1   1. The base SIS system is integrated with a third party product to
         provide additional capabilities.
         2. Customization by the vendor to the base SIS system is needed
         to provide one of the mandatory functions listed in the RFP.

         The SIS provider should also outline the operating plan to ensure
         compatibility with future revisions of the Oracle RDBMS as well as
         the applications server operating system and web interface. The
         testing and certification process for this purpose should be
         discussed, outlining not only how such compatibility testing is
         carried out but the timeframe following major server operating
         system or Oracle RDBMS upgrades generally required for testing
         and certification.




                                                                                   44
                                        RFP 032-0-2010KG Student Information System Attachment A
                              Appendix F                                    Professional Services and Implementation Support
                        Functional Requirement                                               Answer Submitted
 14.5    Installation


         he vendor must submit a high-level installation plan that includes
         the pilot and the district-wide implementation. The vendor should
         submit a detailed installation plan after contract approval that must
         be accepted by NNPS prior to installation. The creation and
         upkeep of the plan is the responsibility of the vendor.

         The high-level installation plan must include:
14.5.1
         1. The time frames for implementing the application.
         2. The level of involvement of both vendor and NNPS staff in each
         stage of the project.
         3. The project deliverables.
         4. The NNPS staff training that should be provided at each stage
         of the project.




         The vendor must work closely with NNPS staff during the
         installation process. NNPS will identify the major steps within the
14.5.2   process where a debriefing meeting will be held to analyze and
         redirect the installation. The vendor must provide the appropriate
         representation for each of these meetings.




                                                                                 45
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix F                                    Professional Services and Implementation Support
                      Functional Requirement                                               Answer Submitted




         Vendor must submit a bi-weekly progress report during the
14.5.3   installation. Vendor must work with NNPS staff to determine the
         contents of the report.




14.6     System Testing




         The vendor must describe their approach and process for testing
         the SIS. A system test plan must be provided to NNPS. System
         testing to ensure that SIS is functioning and processing the data
14.6.1   correctly must be performed and documented by the vendor.
         Usability testing must be conducted with specific groups of users
         for each application that is developed. This must be performed and
         documented by the vendor.




                                                                              46
                                        RFP 032-0-2010KG Student Information System Attachment A
                              Appendix F                                    Professional Services and Implementation Support
                        Functional Requirement                                               Answer Submitted

14.7      Training

 NNPS staff consists of approximately 2000 persons of which many have some basic computer skills. NNPS expects the Student Information System to
 affect virtually all departments and functions in the district, and therefore assumes that all staff will require some level of training. NNPS expects a large
 training effort will be required for the implementation. NNPS training needs are expected to include:
 1. Workshops (hands-on training in NNPS’s facility)
 2. “Train the Trainer” classes
 3. “Just in Time” classes
 4. “One on One” (limited need)




          Vendor must work closely with NNPS to devise a training schedule
14.7.1
          for users and the administrator.




                                                                                       47
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted




         NNPS will own all training materials. Training materials should be
         created in a widely used format, such as Microsoft Word, Visio,
14.7.2
         PowerPoint, or PDF. Describe how training materials will be
         created or customized for NNPS.




         NNPS’s technical staff will also require training. Vendor must
14.7.3   specify what core “knowledge/skills” will be required for the
         technical staff.




                                                                              48
                                      RFP 032-0-2010KG Student Information System Attachment A
                            Appendix F                                    Professional Services and Implementation Support
                      Functional Requirement                                               Answer Submitted




         Vendor must describe how training is delivered, including
14.7.4
         classroom, Computer Based Training (CBT), video, or other.




         Vendor must list the training options that are available for the
         proposed system including a recommendation for “Best Practices”
         approach. This must include at a minimum:
         1. Basic and "Power" User Training
14.7.5   2. System Administrator Training
         3. Application Developer Training
         4. Software and Hardware Support Training
         5. Interface Development Training




                                                                            49
                                       RFP 032-0-2010KG Student Information System Attachment A
                             Appendix F                                    Professional Services and Implementation Support
                       Functional Requirement                                               Answer Submitted




         Vendor must list whether training is provided offsite or onsite, the
         duration of the training, and the level of the training. Vendor should
14.7.6   also specify what training a third-party supplier may provide.
         Vendor must indicate what training is viable for a “train the trainer
         approach” and list the courses that are provided for a trainer.




                                                                                  50
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                              Required    Answer      Module(s)/Sub-
 Area    No.                  Functional Requirement                                                                          Comments
                                                                                (Y/N)    Submitted   module(s) Required
General Requirements


  GR       1    User-friendly (i.e. Graphical User Interface)                    C



  GR       2    Enrollment Codes Report                                          C



                Provide online system user manuals that can be
  GR       3                                                                     C
                customized


                During data entry, the system is able to ensure that all
  GR       4    mandatory data items are captured and prevents                   C
                acceptance of inconsistent or invalid data


                During data entry, users are able to refer to drop down
  GR       5                                                                     C
                menus or user defined selection lists



  GR       6    During data entry, users are able to default values              C



                During data entry, users are able to utilize recurring data
  GR       7    entry tools including templates, copy and paste                  C
                functionality




Newport News Public Schools                                                    51                                 Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                Ability to scan hard copy documents (birth certificate,
                vaccination forms, cumulative records, enrollment forms
  GR       8    etc.) and link them to corresponding student record             H
                (Document Imaging). Scanning should be processed
                locally

                Maintain user defined years of data online. (i.e. users are
  GR       9                                                                    C
                able to access and modify previous years' data)



  GR      10    Ability to query on any field in the SIS database               C


General Reporting

                Select and group reporting data by any field with sub totals
  GR      11                                                                    C
                and sort orders



                Calculate & display school free/reduced lunch totals by
  GR      12                                                                    C
                school



  GR      13    Report by groups (ESL, TAG, etc)                                C


Student Demographics

                Track district student number (SS# and/or System
  SD       1                                                                    C
                assigned)




Newport News Public Schools                                                    52                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                Track full student name (first, middle and last name). Must
  SD       2    except special characters, such as hypens, apostrophe,         C
                etc.



  SD       3    Track Social Security Number (must not be required)            C



  SD       4    Track Local & State School                                     C



  SD       5    Track Gender, Ethnicity, Date of Birth, Race                   C



  SD       6    Track the new federal race/ethnicity requirements              C



  SD       7    Track Home Language                                            C



  SD       8    Track Student State ID #                                       C



  SD       9    Track & display number of days enrolled at current school      C




Newport News Public Schools                                                   53                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Track & display number of cumulative days enrolled in
  SD      10                                                                     C
                NNPS



                Track Title 1 instruction being administered, title 1 support
  SD      11                                                                     C
                services being offered



  SD      12    Track Preferred language of communication                        C



  SD      13    Track student's living with information                          C



                Ability to add multiple addresses for student, parents,
  SD      14                                                                     C
                or/and guardians'



  SD      15    Track Parent/guardian/contact relationship code                  C



  SD      16    Track Parent/Guardian/Contact Title                              C



  SD      17    Track address type (I.e., residential and mailing)               C




Newport News Public Schools                                                     54                      Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                Track separate home, work, fax, pager, cell and
  SD      18    emergency telephone number for each contact and the         C
                contact's preferred method of communication


                Track student's emergency contact, family doctors, joint
  SD      19                                                                C
                custody and homelessness



  SD      20    Track email of each contact                                 C



  SD      21    Track effective date of address                             C



                Ability to flag parent/guardian not having rights to see
  SD      22                                                                C
                student (restraining order)



  SD      23    Ability to change addresses by family                       C



                Ability for system to check school zoning for students
  SD      24                                                                C
                when the address is changed



                Track student's sibling information by address, phone,
  SD      25                                                                C
                parents and other fields




Newport News Public Schools                                                55                           Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Track whether a student's parents have invoked their right
  SD      26                                                                  C
                to keep student info private (Privacy Status)



  SD      27    Track student's childcare information                         C


                Track information (type of services to be received) for
  SD      28    students with 504 plan. Start date, end date and              C
                accomodation fields



  SD      29    Track student's school hours (full time, part time etc.)      C



  SD      30    Track number of contact person(s) for a student               H



  SD      31    Ability to link student sibling records with each other       C


                Track similar addresses for group mailings, (i.e. two
  SD      32    students in the same household) to mail to only unique        C
                address



  SD      33    Track custody information                                     C




Newport News Public Schools                                                  56                         Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Ability to check student records when duplicate records
  SD      34                                                                   C
                under more than one student IDs exist



                Generate reports to multiple parents with different mailing
  SD      35                                                                   C
                addresses



                Maintain lunch status and transfer on entry/withdrawal to
  SD      36                                                                   C
                new school



  SD      37    Track lunch date approval and end date                         C



  SD      38    Track Home School students                                     D



  SD      39    Track Private School students                                  D



  SD      40    Track Homeroom                                                 C



  SD      41    Track Homebound students                                       C




Newport News Public Schools                                                   57                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Track number of students by school level, grade level,
  SD      42                                                              C
                programs, etc



  SD      43    Track parking eligibility and decal number                C



  SD      44    Track off-campus lunch eligibility                        D



  SD      45    Parental consent for student Internet access              C



                Provide flags for special student circumstances (e.g.,
  SD      46                                                              C
                medical alert, guardian alerts)



  SD      47    Facilitate tracking student's pre-enrollment.             C



                Support multi-language (i.e. English, Spanish,
  SD      48                                                              O
                Vietnamese, Native American etc.)



                Track Impact Aid information - Record parent/guardian
  SD      49                                                              C
                rank, brach of service, work on government facility




Newport News Public Schools                                              58                             Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Track students cross-enrolled to a school not the home
  SD      50                                                                    C
                school



                Track students bus eligibility. Track students by bus route,
  SD      51                                                                    C
                including students that decline to ride the bus



                Identify student's current school, zone school & serving
  SD      52                                                                    C
                school

Student Demographics Reporting


                Report showing Student Demographic Information (show
  SD      53                                                                    C
                all Parent & Emergency Contact)



                Generate student reports to multible parents with different
  SD      54                                                                    C
                mailing addresses



  SD      55    Report of students by last name                                 C



  SD      56    Report of students by gender                                    C



  SD      57    Report of students by student id                                C




Newport News Public Schools                                                    59                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  SD      58    Report of students by town/country code                        C



  SD      59    Report of students by parent/guardian                          C



  SD      60    Report of students by phone number                             C



                Report of students enrolled in SPED in district and in
  SD      61                                                                   C
                schools (total)



                Report of Students enrolled in ESL in district and in
  SD      62                                                                   C
                schools



                Report of students enrolled in 504 plans in district and in
  SD      63                                                                   C
                schools



                Report of students enrolled in FARMS in district and in
  SD      64                                                                   C
                schools



                Report of students enrolled in any program (such as TAG)
  SD      65                                                                   C
                in district and in schools




Newport News Public Schools                                                   60                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  SD      66    Student ethnicity/race report (by new federal guidelines0    C



  SD      67    Ethnicity/Race tallies by grade                              C



  SD      68    Alpha list all students sorted by grade level                C



  SD      69    Alpha list by guidance counselor                             C



  SD      70    Birthday List by specified month/day                         C



  SD      71    Mailing Labels                                               C



  SD      72    Homeroom Labels                                              C



  SD      73    Generic Labels using a variety of fields                     C




Newport News Public Schools                                                 61                          Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  SD      74    Students dropped from enrollment report                         C


Zoning


                Provide a flag to indicate that the student is not zoned for
   Z       1                                                                    C
                that school



   Z       2    Ability to allow zoning by groups of addresses                  C



   Z       3    Ability to allow zoning by school & grade level                 C



   Z       4    Ability to accept numbers to begin street names                 C



                Provide user a suggested street name spelling when
   Z       5                                                                    C
                entering addresses



                Ability to accept numbers, letters and fractions to
   Z       6                                                                    C
                designate a house number




Newport News Public Schools                                                    62                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

   Z       7     Ability to show zoned school when address is entered           H



   Z       8     Provide warning when invalid address is entered                C



                 Capture and modify school boundaries using
   Z       9                                                                    D
                 computerized mapping tools (geo-coding)



   Z      10     Ability to select street from drop down list                   C


Zoning Reports


                 Ability to produce a list of all streets that include zoned
   Z      11                                                                    C
                 school



   Z      12     Address list sorted by street                                  C



   Z      13     Invalid Address Report                                         C


Enrollment/Transfer/Withdrawal




Newport News Public Schools                                                    63                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Ability to produce pre-registration forms (e.g. student
 ETW       1                                                                  D
                demographic data entry sheets)


                Support online pre-registration process (i.e. students and
 ETW       2    parents enter student demographic information online prior    H
                to registration)


                Track student's school assignment, grade, reason for
 ETW       3                                                                  C
                entry, assignment date, homeroom etc.



                Maintain status codes for students (i.e. admitted,
 ETW       4                                                                  C
                registered)


                Ability to enroll students to more than one school (i.e.
 ETW       5    additional enrollment for special services, not duplicate     C
                enrollment)


                Ability to warn or lock out enrollment of a student with
 ETW       6                                                                  C
                active suspension or expulsion



                Ability to produce enrollment package (e.g. demographic
 ETW       7                                                                  H
                information, class schedule)



                Track student withdrawal information (e.g. withdrawal
 ETW       8                                                                  C
                reasons, withdrawal dates, comments etc.)




Newport News Public Schools                                                  64                         Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Ability to modify/cancel withdrawal within user-defined
 ETW       9                                                                  C
                period.



                Do not allow system assigned ID numbers to be re-
 ETW      10                                                                  C
                assigned



 ETW      11    Ability to report on the different tracks by school           H


                Ability to produce withdrawal form with all student
 ETW      12    information (i.e. Grades, attendance, resource                C
                requirements, discipline, etc)


                Ability to 'read' certain critical information (from other
 ETW      13                                                                  C
                schools) required for enrollment


                Ability to check student information to ensure the student
 ETW      14                                                                  C
                is not already enrolled (name, SSN, address, etc.)



                Ability to merge student records where student has two
 ETW      15                                                                  C
                student IDs



 ETW      16    Ability to retain/display registration/withdrawal history     C


Enrollment/Withdrawal Reports




Newport News Public Schools                                                  65                         Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

ETWR      17    New Student Enrollment Report by date range                  C



ETWR      18    Student dropped from Enrollment Report by date range         C



ETWR      19    Student Re-entered Report                                    C



ETWR      20    Report of inactive students showing their withdrawal         C



ETWR      21    Enrollment Codes Report                                      C



ETWR      22    Report of active students for a user specified time range    C



                Report of students withdrawn during a user specified time
ETWR      23                                                                 C
                range by withdrawal codes.



ETWR      24    Report of enrollment counts by enrollment codes              C




Newport News Public Schools                                                 66                          Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

ETWR      25    Report of currently active students by school                   C



ETWR      26    Re-entry Codes Report                                           C



ETWR      27    Withdrawal Codes Report                                         C



ETWR      28    Report of Age in Grade Level                                    C



ETWR      29    Report of students out of district                              C



                Print reports that will help validate accuracy of enrollment
 ETW      30                                                                    C
                status of a student (e.g. report showing No Show students)



 ETW      31    Report on active students for a user specified time range.      C



                Report on students withdrawn during a user specified time
 ETW      32                                                                    C
                range.




Newport News Public Schools                                                    67                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost


 ETW      33    Report on enrollment counts                             C




 ETW      34    Report on ethnic distribution                           C




 ETW      35    Report on currently active students by school           C




 ETW      36    Report on primary school and additional school          C




ETWR      37    Report of inactive students showing their withdrawal    C



 ETW      38    Report of Out of District addresses                     C



 ETW      39    Report of invalid addresses                             C




Newport News Public Schools                                            68                               Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Report on inactive students showing their withdrawal
 ETW      40                                                                    C
                information

Mobile/Wireless Access

                Ability to enter and access student information from most
  MA       1    wireless handheld devices, such as cell phone, palms,           C
                blackberies (ie grades, attendance, discipline)

Parental Access System

                Support single-sign on for families with children attending
  PA       1                                                                    C
                multiple schools (family account)



                Ability for account managers to be able to fully control the
  PA       2                                                                    C
                assignment of user IDs and passwords to parents



                Ability for schools to reset passwords for parents who have
  PA       3                                                                    C
                forgotten them



                Ability for parents to request a password reset via a secure
  PA       4                                                                    H
                process


                Include an opt-out option for parents who want to continue
  PA       5    to receive printed information (newsletters, etc.) versus       D
                only receiving them on-line




Newport News Public Schools                                                    69                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Support posting school newsletters, calendars, events,
  PA       6                                                                    C
                and closings



                Support posting school messages with and without
  PA       7                                                                    C
                attachments



                Support the ability to post district-wide messages with and
  PA       8                                                                    C
                without attachments



                Support the ability to send district emails to parents (both
  PA       9                                                                    C
                district-wide and school specific)


                Support sending email messages to a single
  PA      10    parent/student or groups of parents/students (a class, a        C
                grade level, several classes, or the entire school)


                Provide parents with the ability to email teachers and
  PA      11                                                                    C
                administrators



                Support auto-generation of email messages to parents
  PA      12                                                                    H
                when students are marked absent



                Ability for teachers to include resources with homework
  PA      13                                                                    C
                assignments (web links, etc.)




Newport News Public Schools                                                    70                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Ability for parents to submit address and phone number
  PA      14                                                                C
                change requests via the Parental Access System



                Ability for students to submit course requests via the
  PA      15                                                                C
                Parental Access System



  PA      16    Support simple surveys                                      H



                Ability for parents to view outstanding student fees and
  PA      17                                                                C
                fines through the Parental Access System

Parent Access Reports


  PA      18    Report on total logins by parents                           C



  PA      19    Report of all usernames & passwords                         C



  PA      20    Report of average length of parent visit (minutes)          H


Staff Maintenance




Newport News Public Schools                                                71                           Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Abillity to match certification, endorsement, and availability
  SM       1                                                                      C
                of instructors with criteria for required positions



  SM       2    Provide alerts when qualification are not satisfactory            H



  SM       3    Track personnel training                                          D



  SM       4    Track staff ID, email (NNPS required for library interface)       C



                Track personnel demographic information (such as
  SM       5                                                                      C
                address, phone, email)



  SM       6    Track teacher license numbers                                     C


Staff Maintenance Reports


  SM       7    Report of all staff                                               C



  SM       8    Report of staff with grades taught                                C




Newport News Public Schools                                                      72                     Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
Text Book Management

                Provide an interactive system to track textbook inventories
 TBM       1    and textbook assignment to students, teachers and              C
                courses

                Track the author, publisher, edition, copyright, library of
 TBM       2    congress number ISBN Code, Catalog number and                  C
                replacement cost for each textbook



 TBM       3    Track the purchase date for each textbook                      D



 TBM       4    Track the school departments that utilize each textbook        H



 TBM       5    Track the courses that utilize each textbook                   C



                Support scanning or manual entry of textbooks by barcode
 TBM       6                                                                   H
                range, copy number range or individually



                Support scanning or manual entry of textbook bar codes
 TBM       7                                                                   H
                for checking out textbooks and for clearing



                Track the teacher, course, section, room or student to
 TBM       8                                                                   C
                which it is assigned for each textbook copy




Newport News Public Schools                                                   73                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

 TBM       9    Track the condition of each textbook                            O



 TBM      10    Track the status of each textbook                               O



                Support assignment of textbooks to staff or students by
 TBM      11                                                                    H
                scanning bar codes



 TBM      12    Track lost and damaged textbooks for creation of fines          H



 TBM      13    Track fines for all books where appropriate                     H



 TBM      14    Track fines against students and staff                          C



 TBM      15    Track full and partial payment of fines                         C



                Provide for inquiries of all textbooks assigned to a student
 TBM      16                                                                    H
                and all students assigned a textbook




Newport News Public Schools                                                    74                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

 TBM       17    Ability to perform all transactions on line & print or save    H


Fee Administration

                 Provide a fees management system to track fees owed by
  FA       1                                                                    C
                 a student to the district and the collection of such fees


                 Support the definition of an unlimited number of student
  FA       2     fee types (to include mass assignment and individual           C
                 students)



  FA       3     Support specific fees by grade level                           D



                 Support the definition of optional fees such as damage to
  FA       4                                                                    D
                 property, year books, etc


                 Provide for the definition of Course Fees so that the
  FA       5     student is automatically charged a fee for a course when       C
                 the course is taken by that student



  FA       6     Ability to define the fee amount for each course               C



                 Ability to refund fees if a course is dropped before a user
  FA       7                                                                    C
                 defined number of days into a course




Newport News Public Schools                                                    75                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  FA       9    Ability to print student fee statements                        C



  FA      10    Ability to interactively enter fee payments from students      C



                Ability to track the date and a reference number for each
  FA      11                                                                   C
                payment



  FA      12    Ability to track refunds                                       D



  FA      13    Allow for partial payments                                     C



                Ability to inquire on the overall fee statement/status of a
  FA      14                                                                   C
                student



                Maintain a complete history of all transactions for a
  FA      15                                                                   C
                student account for an unlimited number of years



                Maintain a record of the user entering fees and fee
  FA      16                                                                   C
                payments for an unlimited number of years




Newport News Public Schools                                                   76                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                  Support the generation of all forms that are distributed, by
  FA      17                                                                      C
                  printing, by emailing or in PDF format

Lockers
                  Ability to enter Master Locker inventory of all lockers and
                  combinations. To include locker number, location in
  LK       1                                                                      C
                  building associated room, capacity, gender, multi-
                  combination lock cylces

                  Ability to Mass Assign Lockers to students. To include
  LK       2      assignment by homeroom, select lock cycle, gender and           C
                  capacity


                  Ability to assisgn locers and combinations to individual
  LK       3                                                                      C
                  students



                  Ability to view students without lockers and lockers w/o
  LK       4                                                                      C
                  students


Lockers Reports


  LK       5      Report of all locker combinations and location in school        C



                  Report of student locker list, which shows students locker
  LK       6                                                                      C
                  assignments

Awards




Newport News Public Schools                                                      77                     Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

   A       1     Ability to track honor roll based on date                       C



                 Ability to assign honor roll automatically based on students
   A       2                                                                     C
                 grades



   A       3     Ability to assign Perfect Attendance based date range           H



                 Ability to track and create special certifications (such as
   A       4                                                                     C
                 CTE)



                 Ability to automatically assign perfect attendance based on
   A       5                                                                     C
                 date range



                 Ability to track create dates & user entry and modifying of
   A       6                                                                     H
                 Awards



   A       7     Ability to set up division wide and school specific awards      C


Awards Reports


   A       8     Honor Roll Report                                               C




Newport News Public Schools                                                     78                      Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

   A       9    Report for the local newspaper                              C


Summer School

                Ability to assign student to a summer school while still
  SS       1                                                                C
                attending their current school



  SS       2    Ability to track grades in summer school                    C



  SS       3    Ability to take attendance in summer school.                C



  SS       4    Ability to create schedules                                 C



  SS       5    Ability to view SS bus stops                                C



  SS       6    Maintain the link between Home School and SS site           C



  SS       7    Ability to track SS enrollment                              C




Newport News Public Schools                                                79                           Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  SS       8    Ability to track multiple types of SS with different calendars    C



  SS       9    Ability to track SS hours of instruction                          C


Pre-School Experience


  PS       1    Ability to track if student attended pre-school                   C



                Ability to track amount of time spent in pre-school (# hours
  PS       2                                                                      C
                per week)



  PS       3    Ability to track age during pre-school                            C



  PS       4    Ability to track type of Pre-School experience                    C


Programs

                Ability to track beginning & ending dates in programs
  PR       1                                                                      C
                (such as Magnet, ESL, TAG)




Newport News Public Schools                                                      80                     Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                Ability to use programs to determine Next Year's school
  PR       2                                                                    C
                assignment



                Ability to track create dates & user entry and modifying of
  PR       3                                                                    H
                Programs



  PR       4    Ability for the district and schools to create Program types    C



  PR       5    Ability to assign transportation according to Program type      C



  PR       6    Track programs that are assigned to students                    C



  PR       7    Ability to enter exit and entry date and reason of program.     C



                Identify if program automatically ends at withdrawal or
  PR       8                                                                    C
                school end



  PR       9    Track state code for programs                                   C




Newport News Public Schools                                                    81                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  PR      10    Ability to restrict who can enter a certain program    C



  PR      11    Following fields must be tracked in programs:




  PR      12     School Year of the program                            C



  PR      13     Reference Number                                      C



  PR      14     State ID                                              C



  PR      15     Parental Permission                                   C



  PR      16     Assessment Date                                       C



  PR      17     Assessment Code                                       C




Newport News Public Schools                                           82                                Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  PR      18      Assessment Result Code                          C



  PR      19      Total contact Days                              C



  PR      20      Prescribed Days                                 C



  PR      21      Service Provider                                C



  PR      22      Participation Status                            C



  PR      23      Scheduled Contact Minutes                       C



  PR      24      Contact Frequency                               C



  PR      25      Flag if TAG is being served                     C


Program Reports



Newport News Public Schools                                     83                                      Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  PR        26     Report of students in programs                                  C



  PR        27     Report of students in a variety of programs                     C


Extra-Curricular Activities


                   Ability to track all student extra-curricular activities
  EC         1                                                                     C
                   (academic, sports, etc)



                   Ability for teachers that lead a team to see the students on
  EC         2                                                                     C
                   the team



  EC         3     Ability to track beginning & ending dates                       C



  EC         4     Ability to mass assign members to teams                         C



                   Track the following information for extra-curricular
  EC         5
                   activities:



  EC         6       Name of Coach/Team Sponsor                                    C




Newport News Public Schools                                                       84                    Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  EC       7     Name of more than one faculty member assigned    C



  EC       8     State ID                                         C



  EC       9     Default attendance reason                        C



  EC      10     Track if Physical Exam is required               C



  EC      11     Gender requirement                               C



  EC      12     Age requirement                                  C



  EC      13     Insurance type required                          C



  EC      14     Fee required                                     C




Newport News Public Schools                                      85                                     Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  EC       15       Show Semester GPA                                             C



  EC       16       Show Cum GPA                                                  C



                  Ability to keep history of students participation on teams &
  EC       17                                                                     C
                  groups



  EC       18     Ability to copy teams/groups to next year                       C


Extra-Curriculuar Activities Reports


  EC       19     Report of members on teams                                      C



  EC       20     Report of members with GPAs                                     C


Teacher Module

                  Ability for teachers to see demographic information about
  TM        1                                                                     C
                  all their students (to include Va State Testing number)




Newport News Public Schools                                                      86                     Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  TM        2     Ability for teachers to take attendance on students           C



                  Ability for teachers to track assignments & grades
  TM        3                                                                   C
                  (gradebook should be incorporated in student system)



  TM        4     Ability to share gradebook with other teachers                C


Teacher Reports


  TM        5     Mailing Labels by student, class, all classes                 C



  TM        6     Student progress report                                       C


Pre-Transition


                  Ability to mass assign students to their next year schools
  PT        1                                                                   C
                  while they are in current school



                  Ability to 'work' with students in next year (such as
  PT        2                                                                   C
                  scheduling)




Newport News Public Schools                                                    87                       Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

                 Ability to assign students based on zoning, programs,
  PT       3                                                                      C
                 retentions, etc.



  PT       4     Ability to view and track conflicts with students                H


                 Support automatic grade promotion process (i.e. from 4th
                 grade to 5th grade) unless specifically marked in system to
  PT       5                                                                      C
                 hold student back or student failed to fulfill requirements
                 for next grade level


  PT       6     Ability to override system with district special requirements    C



                 Ability to define path for transition(such as auto move
  PT       7                                                                      C
                 students to next year's school based on programs



                 Ability to transition based on zone unless otherwise
  PT       8                                                                      C
                 indicated in transition program

Year End Transition


                 Ability to transition all students from one school into the
  YT       1                                                                      C
                 next



                 Ability to withdraw all students from the previous school
  YT       2                                                                      C
                 year and readmit them to the new year




Newport News Public Schools                                                      88                     Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                 Ability to capture and save all information about a student
  YT       3     (attendance, programs, courses, credits, etc) from the            C
                 previous year



  YT       4     Ability to transition SS students into next school year           C



                 Ability to access previous years attendance, enrollment,
  YT       5                                                                       C
                 etc

Previous School History


                 Ability to store and retrieve an individual student's data for
  PS       1                                                                       C
                 each year enrolled in NNPS



                 Ability to rollover the current year's grades into the
  PS       2                                                                       C
                 cumulative system



  PS       3     Track Standards of Accreditation verified credits                 C



                 Ability to maintain detailed attendance information by day
  PS       4                                                                       C
                 (school, marking period, grade level, type of absences



                 Maintain a record of all grades the student earned
  PS       5
                 including:




Newport News Public Schools                                                       89                    Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

  PS       6      year                                                         C



  PS       7      school attended                                              C



  PS       8      each marking period                                          C



  PS       9      grade point average                                          C



  PS       10     credits earned                                               C



  PS       11     verified credits earned                                      C



                 Ability to track courses and grades from previous
  PS       12                                                                  C
                 years/schools



                 Ability to track dropped courses (including grades earned)
  PS       13                                                                  C
                 & programs

School Details



Newport News Public Schools                                                   90                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

 SCH       1    Ability to track the following details about schools:




 SCH       2      State Number                                           C



 SCH       3      Local Number                                           C



 SCH       4      Name                                                   C



 SCH       5      Address                                                C



 SCH       6      Grade Level                                            C



 SCH       7      Principal Name                                         C



 SCH       8      Assistant Principals                                   C




Newport News Public Schools                                             91                              Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost

 SCH       9      Attendance Type                                              C



 SCH      10      Days of the week in session                                  C



 SCH      11      Accreditations                                               C



 SCH      12      College Board ID #                                           C



 SCH      13      Non School Days                                              C


Miscellaneous


  MS       1    Must have a records tracking module                            C



  MS       2    Ability to track ad Hoc fields with user defined fields        C



                Ability to track special schools (Enterprise, Point Option,
  MS       3                                                                   C
                SPED schools)




Newport News Public Schools                                                   92                        Student Information System RFI
Appendix G

                                      RFP 032-0-2010KG Student Information System Attachment A
   Functional Category: General Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                Ability to identify students that are attending our schools
  MS       4    but should not be considered NNPS students for state           C
                reporting



  MS       5    Ability to track tuition                                       C



                Ability to track numerous fields for students who are
  MS       6                                                                   C
                homeless, homebound, SES & Foster Care



                Ability to have mass assign capability for student data
  MS       7                                                                   C
                (such as internet access, diploma dates)



                Must have a general alert 'button' that shows various
  MS       8                                                                   C
                assignments to students (such as programs, sped, etc)



  MS       9    Must be able to add additional teachers to homerooms           C



  MS      10    Must be able to track FARMS information                        C




Newport News Public Schools                                                   93                        Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required
General Technology
 Please provide information for the general requirements for technology. Please respond with short answers and reference any additional documentation
 to explain your answers.


                      Application is web-enabled and supports current
    T          1      versions of: Browsers (IE, Firefox), JAVA, Acrobat,       C
                      Microsoft Office Suite


                      System supports current versions of Oracle or SQL
    T          2                                                                C
                      server



    T          3      System supports current versions of Windows, Unix         C



                      System provides data cleansing tools (ie ability to
    T          4                                                                D
                      clean data in the legacy system prior to conversion) .



                      Vendor provides assistance with data conversion
    T          5                                                                C
                      including conversion tools



                      Describe system implementation methodology
    T          6                                                                C
                      including plan for dual system operations




Newport News Public Schools                                                    243                                      Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


    T          7     System provides ability to schedule batch jobs             C


                     System based on a centralized data repository
    T          8     (single data model). Describe the data model and           C
                     attach a data model diagram if available.

                     System have published open Application
    T          9     Programming Interfaces (API) List and briefly              C
                     describe the purpose/function of each.

                     System facilitates recovery from system failure (ie
    T         10     central server faults and needs to be restored or          C
                     recovered). Provide brief description.

                     System facilitates recovery from a disaster (ie entire
    T         11     facility is lost due to natural disaster) Provide brief    C
                     description.


                     System compatible with a mirrored Data Center with
    T         12                                                                D
                     hourly updates? Describe briefly.



                     System facilitates data archiving and data
    T         13                                                                C
                     warehousing . Provide brief description.




Newport News Public Schools                                                    244                         Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                         Vendor has contractual service level agreement for
     T           14      system response time, system up time, guarantees         C
                         and warranties. Provide brief description.


                         Briefly describe impacts of software modifications on
     T           15                                                               C
                         warranties or guarantee.



                         What are the ownership rights of any enhancements
     T           16                                                               C
                         made by or on behalf of NNPS (Vendor or NNPS)?



                         What are the ownership rights to the software
     T           17                                                               C
                         (Vendor or NNPS)?



     T           18      What is the duration of the license if granted.          C


                         Vendor or a 3rd party provider offers hosted
     T           19      application services (ASP) for your solution. If yes,    O
                         briefly describe offerings and pricing model


                         System can be managed and distributed from a
     T           20                                                               C
                         central location? Describe briefly.

Scalability and Flexibility




Newport News Public Schools                                                      245                       Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required
 NNPS is a large school with approximately 140 locations. The system must be scalable and flexible to accommodate NNPS’ size and continuously
 changing needs for compliance, tracking and analysis. In this section please provide information on the system scalability and flexibility.




   TSF         1     System facilitates customization                      C



   TSF         2     System can maintain at minimum 140 sites              C



   TSF         3     System can support 5000 users                         C



   TSF         4     System can support at least 2500 concurrent users     C



                     System can support at minimal 50,000 active
   TSF         5                                                           C
                     student records



                     System can support at minimal 200,000 inactive
   TSF         6                                                           C
                     student records with growth doubling every 5 years




Newport News Public Schools                                               246                                         Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                      System can support at least 10,000 new student
   TSF         7                                                             C
                      enrollments annually



                      System successfully implemented in school districts
   TSF         8                                                             C
                      of similar size, scope and complexity.

Architecture

 Please provide information about the high-level architecture required by your proposed solution. Please include the hardware, application software,
 custom software, middle-ware and databases deemed necessary to support the requirement. If you are quoting multiple vendors, please repeat tables.


                      Describe the recommended hardware configuration
                      for your solution including:
   TA          1      manufacturer,model,cpu(s), memory size, storage        C
                      capacity,extra servers(purpose),
                      communications/connectivity, hardware expansion




Newport News Public Schools                                                 247                                        Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                       Provide a simple graphic of the hardware
   TA           2      architecture (including at minimum database and        C
                       application servers, workstations).

Application Software
 Please provide information about key software components.

                       Describe the recommended modules necessary to
                       meet the system requirements. List any optional
   TAS          1                                                             C
                       modules recommended and identify them as
                       'optional'.

                       Identify custom components including custom
   TAS          2                                                             C
                       modules and integration software.



                       Describe the modules that will be used to customize
   TAS          3                                                             C
                       features for NNPS.



                       Describe the language(s) used to develop custom
   TAS          4                                                             C
                       components.



   TAS          5      Identify any 3rd party components.                     C



   TAS          6      System is compliant with HIPAA Regulations             C




Newport News Public Schools                                                  248                           Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   TAS         7     System is compliant with FERPA regulations             C



                     System has fully integrated
   TAS         8                                                            C
                     suites/modules/applications.



   TAS         9     System has one common relational database.             C



                     System security can interface with network security
   TAS        10                                                            H
                     on Active Directory.



   TAS        11     System tool sets can be used for the following:




   TAS        12      Security administration - Application                 C



   TAS        13      End-user interface design                             C




Newport News Public Schools                                                249                             Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   TAS        14       Application upgrade support and tools                      C



   TAS        15       API Maintenance                                            O



   TAS        16       OLAP Maintenance                                           O



   TAS        17       Archiving/purging of data                                  C



   TAS        18       Application performance and utilization monitoring         O



   TAS        19       Application statistics and audit reporting                 H



                     Application install tools or software for installs across
   TAS        20                                                                  C
                     all landscapes (e.g., sandbox, test, production)




Newport News Public Schools                                                      250                       Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   TAS        21     Workflow design                                            D



                     System runs on the following desktop Operating
   TAS        22                                                                C
                     System configurations: XP, Windows 7



                     Software is easily deployed to desktops through
   TAS        23                                                                H
                     push technology to the desktop if client requires.


                     System provides ability to effective date table
   TAS        24     entries, either individual updates or file/batch           C
                     updates.


                     User-defined fields are included in migration paths
   TAS        25                                                                H
                     during software upgrades.



                     Data model documentation for accommodating user-
   TAS        26                                                                C
                     defined fields is included as part of upgrade strategy.


                     System provides method to access archived data
   TAS        27     when system architecture changes as a result of            C
                     software upgrade.




Newport News Public Schools                                                    251                         Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     System has ability to purge records upon request for
   TAS        28                                                              C
                     records within a user-defined time and criteria.



   TAS        29     System provides the following purge functionality:       C



                     Validates integrity of database before and after
   TAS        30                                                              C
                     purge



                     Identifies orphaned records (e.g. records that do not
   TAS        31                                                              C
                     have parent values)



                     Provide capability to view detail and/or summary
   TAS        32                                                              C
                     information for records that are purged.


Development and Customization
                     System allows for separate, complete duplication of
   TC          1     the software across the production system and            C
                     multiple development and test landscapes.


                     System supports the following additions to the
   TC          2                                                              C
                     database: new tables, views, triggers, procedures




Newport News Public Schools                                                  252                           Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     New customer tables and customer fields and other
   TC          3     customizations can be migrated with system                 C
                     upgrades.


                     System allows for identification/reporting of new user-
   TC          4                                                                C
                     defined tables and fields.



                     System has ability to hide and/or delete screen fields
   TC          5                                                                C
                     with appropriate security.



                     System has ability to load new forms via menus or
   TC          6                                                                H
                     buttons.


Data Entry

                     System allows validation and editing of data at the
   TDE         1                                                                H
                     point of entry (on-line or batch)



                     System provides simple keystrokes for rapid data
   TDE         2                                                                H
                     entry.



   TDE         3     System allows both online and batch entry of data.         C




Newport News Public Schools                                                    253                         Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     End-user screens contain triggers to additional data
   TDE          4                                                            C
                     screens based on a specific data input.



                     System allows mass changes or deletes by table-
   TDE          5                                                            C
                     driven data through proper security.



   TDE          6    System validates mass data entered in batch form.       D

                     System provides a consistent user interface across
                     all components, including: Consistent function keys,
   TDE          7    Screen naming functions, Navigation patterns,           C
                     Menus (as defined by security profile.)


                     Data entry options available are based on security
   TDE          8                                                            C
                     definitions by: Role, User


Input Devices

                     System supports gathering information from the
   TID          1
                     following input devices such as:



   TID          2     Digital Imaging Devices                                H




Newport News Public Schools                                                 254                            Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   TID         3       Scanner                                              D



   TID         4       Bar code font reader                                 D



   TID         5       Form Template                                        D



   TID         6       MICR                                                 O



   TID         7       Mobile Devices                                       C


Job Scheduling and Processing

                     System has ability to control priority of the batch
   TJS         1                                                            C
                     process based on multiple user defined criteria.



   TJS         2     System has ability to control job start time.          C




Newport News Public Schools                                                255                             Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   TJS         3      System has ability to control job by transaction type.    C



                      System has ability to sequence multiple jobs based
   TJS         4                                                                C
                      on user defined rules.


                      System provides system-wide calendar which can be
   TJS         5      updated on-line by the user to schedule processing        C
                      or control processing parameters.

                      System provides various program checks for
                      controlling data files, verifying correct processing,
   TJS         6                                                                D
                      and ensuring data integrity, such as: Record counts,
                      Totals

                      System provides automatic reconciliation of all
   TJS         7                                                                H
                      exported/imported data.


Error Methodologies
                      Error messages appear in a consistent format
                      across all system modules, for both batch and on-
   TEM         1                                                                C
                      line processing. Specifically, error messages have
                      like codes, text and screen locations.

                      Error messages are integrated with on-line help
   TEM         2                                                                C
                      function.




Newport News Public Schools                                                    256                         Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                       System provides the capability of producing error
   TEM          3                                                                O
                       statistics by source.


Security Controls and Audit Capabilities

                       System has ability to provide effective dates to
   TSA          1                                                                H
                       security changes.



                       The following data types can mask data after entry:
   TSA          2                                                                C
                       Social Security numbers/ID, Passwords



                       All suites/modules/applications can be accessed
   TSA          3                                                                C
                       with one universal sign-in or log-in.



   TSA          4      Security is integrated with Microsoft Active Directory    H



                       Sensitive data is encrypted when accessed over the
   TSA          5                                                                C
                       Web.



                       Default security settings are set to the most
   TSA          6                                                                H
                       restrictive level.




Newport News Public Schools                                                     257                        Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     System provides the following password
   TSA         7
                     management functionality:



                      Password length is a user-defined number of
   TSA         8                                                          C
                      positions



                      Password aging has a user-defined maximum
   TSA         9                                                          C
                      number of days



                      Password reuse minimum tracking through a user-
   TSA        10                                                          C
                      defined number of times



                      Password lock-out after user-defined number of
   TSA        11                                                          C
                      failed attempts


                      Unsuccessful logon attempts are recorded by
   TSA        12      system and retained for a user defined period of    C
                      time.

                      Issues an alert to the end-user and notifies the
   TSA        13      System Administrator after a specified number of    C
                      unauthorized log on attempts.




Newport News Public Schools                                              258                               Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                      Passwords can be reset/deleted by security and
   TSA        14                                                              C
                      system administrators



                      Passwords can be changed by users if access
   TSA        15                                                              C
                      password is correct.


                      Passwords can be alphanumeric, numeric and/or
   TSA        16      alphanumeric characters as required by security         C
                      administrator



   TSA        17      Passwords can be case sensitive if required             C



   TSA        18      Provides for non-display passwords.                     C



                      System ensures transmittal of passwords using
   TSA        19                                                              C
                      secure protocols/algorithms.


                     System has ability to define User Access Groups
   TSA        20     based on job responsibilities to ensure separation of    C
                     duties.




Newport News Public Schools                                                  259                           Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     System has ability to disconnect or lockout
   TSA        21                                                                  C
                     workstations during designated periods of inactivity.



                     Audit trails that provide a trace of user actions with
   TSA        22                                                                  C
                     Automated tools to review audit trails.



                     Log files contain the following minimum information:
   TSA        23                                                                  C
                     Date / time stamp, User id, Transaction


                     System has ability to support industry acceptable
   TSA        24     web browser transaction security (list supported             C
                     security in comments column).

                     System has ability to support industry acceptable
   TSA        25     Wireless Security protocols (list security protocols in      C
                     comments column)

                     System has ability to support industry acceptable e-
                     Commerce security protocols for processing
   TSA        26     financial transactions online (list security protocols in
                                                                                  H
                     comments column)


   TSA        27     System has ability to prohibit concurrent logon IDs.         C




Newport News Public Schools                                                      260                       Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     System has ability to provide security levels for multi
   TSA        28                                                                C
                     levels with the district.


                     System has ability to set security profile to define
   TSA        29     user authorized to: log on, view, approve, add,            C
                     change, delete data

                     System has ability to generate warning message to
   TSA        30     notify administrator if multiple security profiles         H
                     applied to a single user are conflicting.



   TSA        31     Security can be defined for:                               C



   TSA        32     New customer defined tables                                C




Newport News Public Schools                                                    261                         Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   TSA         33      New customer defined fields                             C


Additional Technical

                       Automatic vendor alerts are sent about high priority
   AT           1                                                              C
                       bugs/issues



                       System allows Electronic submittal by end users of
   AT           2                                                              H
                       issues/enhancements



                       Vendor provides electronic delivery of
   AT           3                                                              H
                       patches/upgrades



                       Describe Number of required upgrades and patches
   AT           4                                                              C
                       per year



                       Describe down time requirements for upgrades and
   AT           5                                                              C
                       patches



   AT           6      Describe version de-support strategy                    C




Newport News Public Schools                                                   262                          Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     Bug/Enhancement/DBA release
   AT          7     notes/documentation provided with patch/upgrade         C
                     releases

                     Describe version control configuration management
   AT          8     in regard to base line code verses and customized       C
                     code


                     Describe help desk support to include response
   AT          9                                                             C
                     time, hours of operation (service level agreement)


Performance


                     System has ability to query all students in one
   TP          1                                                             C
                     second



                     System can run what-if master schedule build for a
   TP          2                                                             C
                     site within a 5 minute period



                     System can run master schedule build for at least 60
   TP          3                                                             C
                     sites within a 60 minute period



                     System can assign schedules to all students (2,000
   TP          4                                                             C
                     students) at a site within a 30 minute period




Newport News Public Schools                                                 263                            Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required

                     System can produce report cards for largest school
   TP          5                                                           C
                     within a 5 minute period



                     System can run year end processing within a 5 hour
   TP          6                                                           C
                     period



                     System can generate transcripts for largest school
   TP          7                                                           C
                     within an hour period



                     System can generate GPAs for largest school within
   TP          8                                                           C
                     a 10 minute period

Reporting

                     System provides ability to view or obtain security
   RPT         1
                     reports showing:



   RPT         2      Authorized system use                                D



   RPT         3      Unauthorized system use                              D




Newport News Public Schools                                               264                              Student Information System RFI
Appendix H

                                      RFP 032-0-2010KG Student Information System Attachment A
Functional Category: Technical Functional Requirements
F = Fully functional with no modification to base system      F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer           Module(s)/Sub-
  Area       No.               Technical Requirements          Response                                                   Comments
                                                                           Submitted        module(s) Required


   RPT         4      Security profiles by user                     D



   RPT         5      Security breaches or attempts                 D



                     Vendor provides electronic access to vendor
   RPT         6                                                    H
                     bug/issue/enhancement reports




Newport News Public Schools                                        265                                     Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                          Answer          Module(s)/Sub-
  Area        No.               Reporting Requirements                  Response                                                            Comments
                                                                                         Submitted       module(s) Required

Standard Reporting Requirements
 NNPS requires specific reporting requirements for the SIS. For each of the reports listed below, indicate if the report can be produced and if so, whether
 the report is provided as part of the base system or requires additional efforts to produce. If additional effort is required estimate the time to produce the
 report.


                       Provides multimedia reports in the following
    R           1
                       formats:



    R           2       PDF                                                   C



    R           3       ASCII                                                 C



    R           4       Microsoft Word                                        C



    R           5       Microsoft Excel                                       C



    R           6       XML                                                   C




Newport News Public Schools                                                   289                                              Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                     Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                     Response                                          Comments
                                                                                    Submitted   module(s) Required

                    Provides for read-only access to data via ODBC
    R         7                                                             C
                    (through appropriate security).



                    Ability to drill down to see detail behind the
    R         8                                                             H
                    numbers in a report.



                    Ability to drill around across business
    R         9                                                             H
                    functions/modules.


                    Provides Administrator-defined limits on the time
    R         10    a report or query takes to execute and the              C
                    number of records to be retrieved.


                    Provides reports on user production statistics by
    R         11                                                            D
                    user ID.



                    Ability to create reports that can suppress or
    R         12                                                            C
                    print information based on user's security



                    Reports on any field or combination of fields held
    R         13                                                            C
                    in the database.




Newport News Public Schools                                                 290                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                     Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                     Response                                          Comments
                                                                                    Submitted   module(s) Required

                    Perform search and sort on any and all data
    R         14    fields (ex. name, student ID, grade, bilingual          C
                    students, etc.)


                    Provides industry standard printing and print
    R         15                                                            C
                    previewing capabilities.



    R         16    Ability to schedule reports to run unattended           C



                    Produce recurring reports that can be rerun
    R         17                                                            H
                    unlimited times.



                    Ability to report on any user-defined date or date
    R         18                                                            C
                    range.



    R         19    Allows users to define a sort order for reports.        C



                    Provides ability for the end-user to view print
    R         20                                                            D
                    progress of any report.




Newport News Public Schools                                                 291                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                    Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                    Response                                          Comments
                                                                                   Submitted   module(s) Required

                    Provides end-users the ability to create &
    R         21                                                           C
                    generate ad-hoc reports.



                    Allows ad-hoc report/query definitions to be
    R         22                                                           H
                    stored in private folders.



                    Allows ad-hoc report/query definitions to be
    R         23                                                           C
                    stored in public libraries.



                    Allows the end-user to define formulas in
    R         24                                                           D
                    reports.



                    Allows the formatting of dates in reports by end-
    R         25                                                           D
                    user.



                    Allows for merged word processor reports to be
    R         26                                                           H
                    edited and saved directly.



                    Provides flexibility to users to indicate rounded
    R         27                                                           D
                    numbers (or not) in report.




Newport News Public Schools                                                292                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                 Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                 Response                                          Comments
                                                                                Submitted   module(s) Required

                    Ability to create and print reports on special
    R         28                                                        C
                    forms.



                    Third Party report generators can be used to
    R         29                                                        C
                    access the application files.



                    Allows end-users to modify report queries on-
    R         30                                                        C
                    line.



                    Reporting end-user Interface Approaches are
    R         31
                    provided:



    R         32      Menu driven                                       C



    R         33      Process driven                                    C



                    Routing or distribution lists be defined for
    R         34                                                        H
                    reports.




Newport News Public Schools                                             293                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                  Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                  Response                                          Comments
                                                                                 Submitted   module(s) Required

                    Dashboard functionality including speedometers,
    R         35                                                         C
                    graphs, and charts



                    Provide industry starndard data warehousing
    R         36                                                         C
                    capabilitiy



                    Provide report meta-data, e.g. key words,
    R         37                                                         C
                    descriptions



                    Provide report categorization/organization
    R         38                                                         C
                    features



    R         39    Provide report versioning support                    C



                    Documents can be sent electronically according
    R         40                                                         H
                    to defined routing lists.



    R         41    Graphics packages                                    O




Newport News Public Schools                                              294                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                     Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                     Response                                          Comments
                                                                                    Submitted   module(s) Required

                    The following arithmetic and statistical functions
    R         42
                    are supported in report writing:



    R         43      Sum, product, difference, quotient                    C



    R         44      Average                                               C



    R         45      Minimum                                               C



    R         46      Maximum                                               C



    R         47      Quartiles                                             C



    R         48      Count                                                 C




Newport News Public Schools                                                 295                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                    Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                    Response                                          Comments
                                                                                   Submitted   module(s) Required

                    Graphing – Are the following graphing or charting
    R         49
                    capabilities built in:



    R         50      Line graphs                                          O



    R         51      Bar charts                                           O



    R         52      Pie charts                                           O



    R         53      Scatter charts                                       O



    R         54      Stacked bar                                          O



    R         55      Min/max line graph                                   O




Newport News Public Schools                                                296                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                       Answer         Module(s)/Sub-
  Area        No.              Reporting Requirements                      Response                                                   Comments
                                                                                      Submitted      module(s) Required

                      District-wide and individual school reports, e.g.,
    R         56      attendance, suspensions, etc., broken out by            C
                      NCLB and other groups


                      School-based reports, e.g., report cards,
    R         57                                                              C
                      scheduling, labels, etc.

                      Provide report job queue management (i.e.
    R         58                                                              D
                      cancel, delete) capabilities for end users
Ad-Hoc Query Requirements

                      Reports include user-defined control breaks and
  AHR             1                                                           C
                      number of print lines per page limits.



                      Reports can include end-user defined headings
  AHR             2                                                           C
                      and borders.



  AHR             3   End-user can set the fonts in rows and columns.         C

                      End-user can define the character style in rows
  AHR             4                                                           C
                      and columns (bold, italics, etc.).
State Reporting
 NNPS requires specific reporting requirements for the SIS to produce reporting files to meet Virginia Department of Education requirements for the
 following reports:




Newport News Public Schools                                                   297                                         Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                                   Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements                   Response                                          Comments
                                                                                  Submitted   module(s) Required


   SR         1     Student Record Data Collection - Fall                 C



   SR         2     Student Record Data Collection - Spring               C



                    Student Record Data Collection - End of Year
   SR         3                                                           C
                    (EOY)



   SR         4      Student Record Data Collection -Summer               C



   SR         5     Annual Report for Discipline, Crime and Violence      C



   SR         6     Annual Report - Programs for the Gifted               C



   SR         7     Course Enrollment Data Collection                     C




Newport News Public Schools                                               298                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                             Answer      Module(s)/Sub-
  Area       No.              Reporting Requirements             Response                                          Comments
                                                                            Submitted   module(s) Required


   SR         8     Remedial Summer School Enrollment               C



                    Secondary Enrollment Demographic Form
   SR         9                                                     C
                    Spring Report (QF.040)



   SR         10    Special Education Child Count                   C



   SR         11    Title I                                         C



   SR         12    Virginia High School League                     C



   SR         13    Student data uploads for state SOL testing      C



   SR         14    Summer School ADA                               C




Newport News Public Schools                                         299                                 Student Information System RFI
Appendix I

                                      RFP 032-0-2010KG Student Information System Attachment A
      Functional Category: Reporting Requirements
F = Fully functional with no modification to base system F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                              NA = Not Available
additional cost
                                                                         Answer       Module(s)/Sub-
  Area       No.              Reporting Requirements        Response                                              Comments
                                                                        Submitted    module(s) Required


   SR         15    Summer School Budget                       C



   SR         16    Secondary Math and Science Enrollment      C



   SR         17    Federal Impact Aid Survey                  C



   SR         18    Civil Rights Data Collection               C




Newport News Public Schools                                    300                                     Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                     Required    Answer      Module(s)/Sub-
 Area     No.                    Functional Requirement                                                                          Comments
                                                                                       (Y/N)    Submitted   module(s) Required

Master Scheduling Pre-registration and Tallying
                 Create teacher notifications that indicate both the old and the
                 new course and section assignments when changing a course
                 on a student schedule (changes report/email sent to teacher).
  MS       1                                                                            C
                 This will be used to notify both affected teachers to help
                 ensure that that the student goes to the new class for which
                 he has been scheduled.


  MS       2     Maintain credit weight by course in the District Course Catalog        C



                 Maintain whether a course can be taken pass/no pass in the
  MS       3                                                                            C
                 District Course Catalog.



  MS       4     Add and inactivate courses from District Course Catalog.               C



  MS       5     Maintain Local Course Catalog by school                                C



                 Add and remove courses from Local Course Catalog by
  MS       6                                                                            C
                 selecting and deselecting from District Course Catalog



                 Maintain courses from other institutions (virtual classroom,
  MS       7                                                                            C
                 New Horizon Technical).



                 Specify whether a course is offered in fall, spring, summer or a
  MS       8                                                                            C
                 combination of the three.


                 Allow each individual school to flag those courses in their
                 Local Course Catalog which are available to all students
  MS       9                                                                            C
                 district-wide (rather than available only to students within that
                 school).




Newport News Public Schools                                                                        313                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                  Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                        Comments
                                                                                    (Y/N)    Submitted   module(s) Required

                Produce personalized list of suggested course election for a
                student based on the course offerings, student’s graduation
                requirements, student’s special needs (e.g. Individual
                Education Plan, English as a Second Language, etc.), credits
  MS      10    earned on the student’s transcript, and student’s current            D
                schedule. The suggested course election should list only those
                courses available to the individual student. For areas where
                the student can choose between multiple courses, each
                course should be listed.

                Provide for global course change/add/delete/replace on the
                suggested course elections based on global searches. The
  MS      11    system should allow the user to select a group of students and       C
                make changes to the suggested course elections for all
                students within the selected group.


                Define how each course is allocated based on diploma
  MS      12                                                                         C
                category definitions.



  MS      13    Allow for multiple credit weights to be entered by course.           H



                Provide on-screen ability to review all, active, or inactive
  MS      14                                                                         C
                courses in District Course Catalog.



                Ability to enforce data standards for courses maintained at the
  MS      15                                                                         C
                school and student level.



                Provide ability to override standards when entering historical
  MS      16                                                                         C
                credit information.



                Local school files should provide ability to customize courses
  MS      17                                                                         C
                without compromising District standards.




Newport News Public Schools                                                                     314                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                     Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                           Comments
                                                                                       (Y/N)    Submitted   module(s) Required


                Allow course to be associated with specific End of Year (EOY)
  MS      18                                                                            C
                tests to facilitate ability to determine verified credits.



                Provide multiple data entry tools for course pre-registration
  MS      19                                                                            C
                (i.e. online, bubble sheets, spreadsheets, templates etc.)


                Specify student preferences for alternative electives (i.e.
                during scheduling, the system will attempt to schedule student
  MS      20                                                                            C
                with his or her first choice elective, but if not possible attempt
                to schedule for his or her second choice etc)

                Produce warning message when the user attempts to elect a
                course for a student that the student has already passed, even
  MS      21    if the student passed only one semester of a two semester               C
                course. Produce warning message when the user attempts to
                elect a course for a student that the student is currently taking.

                Produce warning message when the user attempts to elect a
  MS      22    course for a student that the student is ineligible to take or is       C
                missing prerequisite(s).

                Identify whether a course request on a student’s course
                election requires special Ed service. The system will use this
  MS      23                                                                            H
                data to determine how many special Ed sections are required
                and to schedule the student into a special Ed section.

                Identify for each course request on a student’s course election
                whether the student requires ESL/alternative instruction. The
  MS      24    system will use this data to determine how many                         H
                ESL/alternative instruction sections are required and to
                schedule the student into the appropriate section.

                Provide online tally report to show the total number of course
                requests for each course updated real-time. Provide drill-down
  MS      25                                                                            C
                capability from the tally into the course elections that make up
                the tally.




Newport News Public Schools                                                                        315                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                     Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                           Comments
                                                                                       (Y/N)    Submitted   module(s) Required


                Automatically determine # of courses and sections required,
  MS      26                                                                            C
                based on course election.


                System should provide module that can be used to prepare
  MS      27    next year's schedule without impacting the current school               C
                year.

                Allow input of constraint criteria at the course level, or down to
                the individual section level. If there is only one teacher who
  MS      28    teaches a particular course, that teacher should not have to be         C
                selected for each needed section. Otherwise allow individual
                constraints to be entered.

                System should be able to place sections based on best fit to
                maximize enrollment with regard also to best fit for the
  MS      29    teacher's schedule and/or anticipated schedule using any                C
                conflict matrix information to maximize ability to schedule other
                classes also.




Newport News Public Schools                                                                        316                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                   Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                         Comments
                                                                                     (Y/N)    Submitted   module(s) Required

                Identify potential conflicts by identifying a group of students
                requesting two or more the same courses (i.e. if many
  MS      30    students request both Orchestra and Honors Math, the system           C
                should warn the user that there is a potential conflict with
                these two courses)
Master Scheduling Build


                Maintain a list of schools and related data (e.g. school ID,
 MSB       1                                                                          C
                address etc.)



 MSB       2    Maintain multiple school calendars for a single school.               O



                Support different kinds of school calendars (including: 9
 MSB       3                                                                          C
                weeks, quarters, trimesters, semesters, year-round).

                Support different numbers of periods per day and week (i.e. 4
                periods/day, 8 periods/day, rotating schedules etc.) The
 MSB       4                                                                          C
                system should allow the user to define start and end times for
                periods by school calendars


 MSB       5    Set a maximum size parameter for each section of a course.            C


                Class capping requirements should be able to be enforced at
 MSB       6    school level. Ability to allow capping overrides should be an         C
                option for schools, if desired.

                Capping at the student level should be limited to specific
 MSB       7    classes and should not be done for every student/class while          C
                override is active.

                Provide on-line evaluation of students who have too many
 MSB       8    courses or too few courses during pre-scheduling process.             C
                Reports should also be available for printing lists of students.




Newport News Public Schools                                                                      317                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                  Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                        Comments
                                                                                    (Y/N)    Submitted   module(s) Required


                Maintain a list of rooms by school related room information
 MSB       9                                                                         C
                (type of room)


                Set a maximum size parameter for each room. The system
 MSB      10    should not exceed the lesser of either the room maximum or           C
                the section maximum.


                Specify ESL/Alternative language sections and the language
 MSB      11                                                                         C
                of instruction for K-12



 MSB      12    Specify special Ed sections (i.e. types of special Ed service).      C


                Set maximum number of subjects each teacher can teach.
                Each teacher can teach a predetermined number of classes.
 MSB      13                                                                         C
                The system should allow the user to define on a teacher-by-
                teacher basis how many classes each teacher can teach.


                Assign teachers to specific courses based on
 MSB      14                                                                         C
                endorsements/certifications.



                Assign teachers to specific sections based on
 MSB      15                                                                         C
                endorsements/certifications. (e.g. ESL sections)


                Assign multiple teachers to one section (i.e. team teaching).
                For example, an English I section may have an English
 MSB      16    teacher and a Special Ed teacher. The system should show             C
                both teachers on the master schedule and on the student
                programs.


 MSB      17    Specify course loading preference when simulating students.          C




Newport News Public Schools                                                                     318                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                  Required    Answer      Module(s)/Sub-
 Area     No.                  Functional Requirement                                                                         Comments
                                                                                    (Y/N)    Submitted   module(s) Required


                Assign certain course/section on the master schedule prior to
                running the master schedule build. The system should allow
                the user to build some of the sections or courses into the
 MSB      18    master schedule prior to building the rest of the master             C
                schedule. (i.e. in some cases, user may know up front that a
                certain section of a course must be taught at a certain time of
                the day such as special Ed sections)


                Specify valid periods by courses or by section if applicable.
                Some periods defined in the system are only valid with certain
                courses. System must allow user to note what periods are
 MSB      19                                                                         C
                valid with each course or section. If no values are assigned,
                the system should assume that the course could be taught
                during any period. This includes assigning valid lunch periods.


                Roll-over master schedule from previous year and make
 MSB      20                                                                         C
                modifications if appropriate .




                Specify non-instructional teacher periods (preparation,
 MSB      21                                                                         C
                counseling, duties) by teacher by school.




                Allow for combined sections within a single classroom and with
                a single teacher. For example, where French III and French IV
                meet in the same classroom with a single teacher, the system
                should understand that these are two separate courses.
 MSB      22                                                                         C
                However, the system should generate a combined class roster
                for all students in that classroom. Further, the system should
                allow a combined section maximum in addition to the normal
                section maximum.




Newport News Public Schools                                                                     319                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                  Required    Answer      Module(s)/Sub-
 Area     No.                  Functional Requirement                                                                         Comments
                                                                                    (Y/N)    Submitted   module(s) Required


                Facilitate block (multiple-period class meetings) scheduling .
                (i.e.. an English class might meet for two consecutive periods
                on Monday and Wednesday and Math class for two
                consecutive periods on Tuesday and Thursday rather than for
                a single period each day. For Fridays the blocked classes may
 MSB      23                                                                         C
                meet one period each or meet alternating weeks for two
                periods each week) The system should support multiple period
                classes up to at least four consecutive periods as well as non-
                consecutive periods. The system should allow the user to
                specify which days in the cycle that the sections will meet.


                Facilitate block scheduling (e.g. combining multiple number of
                x weeks sub-courses to make a semester or a year-long
                course where students in each sub-courses will rotate around -
 MSB      24                                                                         C
                two semester courses such as Government and Health are
                blocked together to make a year-long course for scheduling
                purpose).


                Facilitate scheduling for teams or family style teaching
                (students from the same team receives teaching from the
 MSB      25                                                                         C
                same group of teachers for core classes. For electives,
                students are able to receive teaching from non-team teachers)



                Assign teachers to teams for family style teaching. If teachers
                are assigned to a team, the system is able to recognize the
 MSB      26                                                                         C
                team and is able to give the teachers in that team a common
                prep period for planning purposes.


                Compare the number of course requests to seats provided on
 MSB      27    the master schedule (as determined by the total sections             C
                multiplied by the maximum number of seats per section).


                Allow user to perform “what-if” analysis by running the master
                schedule builder multiple times, changing parameters each
 MSB      28                                                                         C
                time. The system should save each master schedule and
                allow the user to choose which one to use as the master.




Newport News Public Schools                                                                     320                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                    Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                          Comments
                                                                                      (Y/N)    Submitted   module(s) Required


                Provide ability to define sub category information for main
 MSB      29                                                                           C
                diploma categories.



                Maintain multiple period schedules for a single school, ability
 MSB      30                                                                           C
                to input actual bell schedule when it differs by grade level.



 MSB      31    Ability to set max enrollment by gender or special education.          C


                Provide override capabilities in scheduling to permit multiple
 MSB      32    courses to be scheduled during the same period when they               C
                are not conventional classes (such as a virtual class).

                Sort master schedule according to any of the fields on the
                master schedule. Users should be able to print the master
 MSB      33                                                                           C
                schedule according to how they have sorted it (i.e. type of
                credit, teacher, or students).


 MSB      34    Display district and school master course summaries                    C

Master Scheduling Student Assignment

                Allow alternative schools to be able to indicate half-day
MSSA       1    scheduling (i.e. morning/afternoon) that is used in continuation       O
                schools.

                Assign students to specific starting period (i.e., 2nd period) or
                starting timeframe (i.e., 1st or 2nd period), OR support
MSSA       2                                                                           C
                dismissal codes that specify starting and ending periods for
                students.

                Prioritize students for scheduling based upon a random
MSSA       3    algorithm. System should not prioritize students according to          C
                name or ID.




Newport News Public Schools                                                                       321                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                 Required    Answer      Module(s)/Sub-
 Area     No.                  Functional Requirement                                                                        Comments
                                                                                   (Y/N)    Submitted   module(s) Required

                System will allow scheduling priorities to be set based upon
                user defined criteria, including: grade level, graduation
MSSA       4                                                                        C
                requirements, special course requirements, predecessor
                course requirements.


MSSA       5    Assign students to particular sections.                             C



                Freeze certain sections or courses during the master schedule
MSSA       6                                                                        C
                build process



                Manually close a section so that no students can be scheduled
MSSA       7                                                                        C
                into that section.



                Provide mechanism to increase the likelihood that a section
MSSA       8                                                                        C
                will fill (increase its priority).



                Support section leveling equity based on number of students,
MSSA       9                                                                        C
                gender, ethnicity, special Ed, etc.



MSSA      10    Treat students with “open” periods as irresolvable conflicts        C


                Allow the option of exceeding section maximums when this is
                the only way to avoid an irresolvable conflict. The system
                should allow the user to specify by how many or by
                percentage the system can exceed the section maximum. The
                system should issue an online warning that can be overridden
MSSA      11                                                                        C
                when this occurs. In contrast with the requirement that
                prevents section maximums from being exceeded during the
                proof and final runs, this requirement exists to ensure that a
                schedule can be produced for a student under any
                circumstances once school starts.




Newport News Public Schools                                                                    322                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                     Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                           Comments
                                                                                       (Y/N)    Submitted   module(s) Required


                Provide an on-screen report indicating section size maximum,
MSSA      12                                                                            C
                seats filled, and seats remaining by section.


                Produce an on-screen conflict matrix without printing a report.
                The system should also allow the user to drill down into the
MSSA      13                                                                            C
                count to see the names of each student requesting the
                conflicting courses.

                Provide conflict matrix of each student with irresolvable
                conflicts, indicating all courses elected and corresponding
MSSA      14                                                                            C
                master schedule class possibilities, and flag master schedule
                classes that are filled.


                Tally and report number of alternates substituted according to
MSSA      15                                                                            D
                the primary course and the alternate course.


                See open classrooms information for each period online (i.e.
MSSA      16    classrooms unoccupied, number of seats open in each period,             C
                etc.)

                See on-screen and (print report) by room number of all
MSSA      17    sections scheduled into each room on the master schedule.               C
                For combined sections, both sections should be printed.



MSSA      18    Assign book to courses (I.e., title of text adopted for course)         C

Master Scheduling Finalize Schedule

                When mass simulating class schedules, the system should
                schedule as a priority classes with the highest conflict potential
 MSFS      1    to provide the most efficient master schedule to support the            C
                student requests to yield the greatest completion percentage
                for students with multiple classes that would be determined to
                have conflicts.




Newport News Public Schools                                                                        323                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                     Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                           Comments
                                                                                       (Y/N)    Submitted   module(s) Required


                Provide ability to list students by course requested that have
 MSFS      2                                                                            C
                not scheduled successfully.



                Provide ability to transfer only selected students from a class
 MSFS      3                                                                            C
                into another.


                Provide ability to manually enter list of students to place them
 MSFS      4    into a class in a utility, without having to go to each student's       C
                individual schedule.

                Capability to purge all versions of the master schedule except
                for the one used for final run (i.e. keeping "what if" queries and
 MSFS      5                                                                            C
                have the revert to a prior version if newer scenario does not
                produce better success percentage)

                Custom design layout of the student schedules, detailing the
 MSFS      6    courses and sections each student will be taking for each               C
                period per cycle day.

                Custom design layout of the teacher schedules, detailing the
 MSFS      7    courses and sections each teacher will be teaching for each             C
                period per cycle day.

                Provide for global course change/add/delete/replace on
                student schedules based on global searches. The system
 MSFS      8    should allow the user to select a group of students and make            C
                changes to the student schedules for all students within the
                selected group.

                Maintain an audit trail/change log that specifies the timestamp,
                user, and program when changes are made to an individual
 MSFS      9                                                                            C
                student schedule. The system should also track reason for the
                change.


                Automatically remove the student from all of his/her scheduled
 MSFS     10    classes and reduce the class sizes, as well as create teacher           C
                notifications when student is withdrawn from a school.




Newport News Public Schools                                                                        324                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                  Required    Answer      Module(s)/Sub-
 Area     No.                  Functional Requirement                                                                         Comments
                                                                                    (Y/N)    Submitted   module(s) Required


                Create teacher notifications that indicate both the old and the
                new course and section assignments when changing a course
                on a student schedule (changes report/email sent to teacher).
 MSFS     11                                                                         C
                This will be used to notify both affected teachers to help
                ensure that the student goes to the new class for which he has
                been scheduled.


                Recall the last valid schedule for a student if a student who
                transferred out of a school or was marked as No Show comes
 MSFS     12    back to the school during the same school year. The system           C
                should allow the user to reschedule the student into those
                courses on the last valid schedule, if class size allows.

                Make available the schedule for the transfer student in the
 MSFS     13    former school online for the new school to refer to when             C
                preparing the student's schedule in the new school.


                Student schedule changes should be automatically reflected in
 MSFS     14                                                                         C
                teachers electronic grade book



 MSFS     15    Schedule "walk-in" or transfer students manually                     C



                Provide ability to transfer students from one course code to
 MSFS     16                                                                         C
                another including marks and attendance.




Newport News Public Schools                                                                     325                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                     Required    Answer      Module(s)/Sub-
 Area     No.                      Functional Requirement                                                                        Comments
                                                                                       (Y/N)    Submitted   module(s) Required

                   Weight Special Ed students when counting students in class
 MSFS     17       size limit (i.e. SE student equals 1.5, 2.0, other user defined      D
                   criteria)

Other Scheduling

                   System should support multiple grading options for similar
MSOT       1       reporting formats. The weighting of marking periods should be        C
                   able to be managed down to the teacher level.

                   Provide ability to monitor logs for schedule changes and
MSOT       2       modifications, for both master scheduling and student                C
                   scheduling.

                   Facilitate ability to track career development paths, and
MSOT       3       evaluate student progress based on the credit history, current       C
                   schedule, and projected courses.

                   Schedule rotation should be easily modified from a point in the
MSOT       4       school year to the end of the year based on cycle modification       C
                   due to unscheduled school closure.


                   Evaluation reporting of course requests both scheduled or
MSOT       5                                                                            C
                   unscheduled to determine incomplete or missing schedules.


                   Provide ability to locate the class, teacher, and room that a
MSOT       6       student is in at any point in the school day. Current location       C
                   should also be reflected on schedule.

                   Notification of class overloading should be available via email
MSOT       7       or in-system messaging to master schedulers to monitor               C
                   increases and manage seats.

                   Authorized personnel can modify credit details for students
MSOT       8       who were previously enrolled at their school, even if they are       C
                   not the most recent school of attendance.




Newport News Public Schools                                                                        326                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                    Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                          Comments
                                                                                      (Y/N)    Submitted   module(s) Required

                Identify performance grade level of courses to be able to
MSOT       9    identify students who are enrolled in above, on, or below level        C
                courses.

                Provide ability to produce ad hoc letters to parents for user-
                defined set of students. Content should be free-text form,
MSOT      10                                                                           C
                address should be optional to be from the student mailing
                address, or the parent address.

                Career and Technical Education tracking should allow
MSOT      11    complex setup of course combinations that may combine to               C
                determine status of career path course completion.

                Career and Technology Education (CTE) setup should be
MSOT      12    managed by school year to allow for state level changes that           C
                may occur each year.


                CTE setup should be versatile enough to continue to use
MSOT      13                                                                           C
                career paths that have not changed.

                CTE status should be able to be determined by the system
                based on the setup for any eligible student. Student record
MSOT      14                                                                           C
                should not have to explicitly state that a student is following a
                given path.

                System should allow parameters to be set to determine status
MSOT      15    of completion of a CTE program based on user defined                   C
                criteria.

                System should allow students to be identified for multiple
MSOT      16    career paths if they have the courses necessary to meet the            C
                specified course criteria.


                Diploma setup should allow categories to have sub-categories
MSOT      17                                                                           C
                that can be used to determine completion of category.



                Capability to show student took a course and dropped it.
MSOT      18                                                                           C
                Shows the grade issued before the change.




Newport News Public Schools                                                                       327                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                                  Required    Answer      Module(s)/Sub-
 Area       No.                  Functional Requirement                                                                       Comments
                                                                                    (Y/N)    Submitted   module(s) Required

Reporting


                  Capability to generate customizable reports on any fields
 RPT         1                                                                       C
                  captured by the SIS concerning Schduling.



                  Be able to aggregate all customized reports in PDF and
 RPT         2                                                                       C
                  Excel.


                  Provide online, real-time access to all queries and reports
                  related to master scheduling at each school (i.e. individual
 RPT         3                                                                       C
                  schools should be able to run master schedule build and print
                  schedule master at own sites).

                  Provide enrollment reports to include section, teacher,
                  semester, term, day, period, max seat count, used seats,
 RPT         4    demographic breakdown of enrolled students and the number          C
                  of students, by course, that have not been scheduled
                  successfully.


                  Produce class rosters based on subject, course, teacher, or
 RPT         5                                                                       C
                  student language category



                  Report on those students who are enrolled at a school without
 RPT         6                                                                       C
                  valid schedules.



 RPT         7    Be able to customize to create the following reports:              C




 RPT         8    Class Master Report                                                C




 RPT         9    Course Conflict Matrix                                             C




Newport News Public Schools                                                                     328                                      Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                    Required     Answer        Module(s)/Sub-
 Area     No.                  Functional Requirement                                                                    Comments
                                                                      (Y/N)     Submitted     module(s) Required


 RPT      10    Room Usage Report                                       C




 RPT      11    Low Enrollment Report                                   C




 RPT      12    Master Timetable Summary & Detail Reports               C




 RPT      13    Option Sheets (Course selection)                        C




 RPT      14    Student course requests                                 C




 RPT      15    Students with 4 or less course selections               C




 RPT      16    Pre Requisite report                                    C




 RPT      17    Teacher Assignment by Department                        C




 RPT      18    Teacher Assignment by Teacher name                      C




 RPT      19    Timetable Detail Report                                 C




Newport News Public Schools                                                         329                                                Student Information System RFI
Appendix J


                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Scheduling Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no         NA = Not Available
additional cost

                                                                        Required    Answer      Module(s)/Sub-
 Area     No.                  Functional Requirement                                                                    Comments
                                                                          (Y/N)    Submitted   module(s) Required


 RPT      20    Timetable Summary (by school and by teacher)               C




 RPT      21    Teacher Master Schedule                                    C




 RPT      22    Course Enrollment Summary                                  C




 RPT      23    Course Request Tally for next year                         C




 RPT      24    Courses not scheduled                                      C




 RPT      25    Courses without Teachers or Rooms                          C




 RPT      26    Enrollment by period, by period & section, by teacher      C




Newport News Public Schools                                                           330                                              Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required
Attendance
 NNPS seeks to ensure that the attendance module of the SIS provide extensive business rules to manage the unique requriements of each school using
 the system. Ensuring a consistent means for staff to take and update student attendance for a variety of school calendars is critical.


                 Supports the ability to record absences and tardies by class
 ATT         1                                                                         C
                 as well as by individual student.



 ATT         2   Enter absences by teacher online                                      C



 ATT         3   Include student pictures in attendance.                               C



 ATT         4   Provides class roster with seating chart.                             C



                 Supports a "floating" homeroom based on a student's
 ATT         5                                                                         C
                 schedule (1st period/alternate date/block scheduling).



                 Provides an easy to use interface which allows the teacher to
 ATT         6                                                                         C
                 record absences and tardies from a classroom workstation.




Newport News Public Schools                                                      350                                  Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Provides missing teacher attendance information on a daily
 ATT       7    and period by period basis to include an office staff alert when         C
                the attendance has not been taken.


                Allows office staff to enter attendance for students
 ATT       8                                                                             C
                interactively.


                Allows teacher and/or office staff to enter the time that tardy
 ATT       9    students arrive in a class or the time that students leave a             C
                class early.

                Office entered attendance is interactively displayed on
 ATT      10    teacher attendance screens indicating the reason, person and             C
                time that the attendance was entered.



 ATT      11    Office staff may override teacher attendance.                            C



                Provides a flexible method of recording or updating
 ATT      12                                                                             C
                attendance en masse for user-defined groups of students.


                Allows mass entry of attendance for a teacher, for a
 ATT      13    homeroom or grade, for a specific date, a date range, a                  C
                period or a period range.




Newport News Public Schools                                                        351                      Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Allows attendance to be entered in advance for a group,
 ATT      14    grade, homeroom, student, or teacher for any date in the              C
                school year.


                Interfaces student attendance data to an automatic telephone
 ATT      15                                                                          C
                dialing system.

                Provides for an online, real-time, printable call list of all
                students that are absent or tardy on a user-specified day.
 ATT      16                                                                          C
                This list must provide contact names and phone numbers and
                facilitate the calling and/or e-mailing process.

                Provides the capability to optionally include cumulative
 ATT      17    absences and tardies to be printed on the Daily Attendance            C
                Report.


                Allows users to define multiple calendars for each school and
 ATT      18                                                                          D
                assign calendars by either grade, student, or track.


                Supports different types of school calendars (i.e. quarters,
 ATT      19    trimesters, semesters, full-year, summer) and define an               C
                unlimited number of user-defined day types.

                Allows the designation of school or district-wide attendance
 ATT      21    exception days (snow days for example) with a single                  C
                calendar entry.




Newport News Public Schools                                                     352                         Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required


 ATT      22    Automatically integrates attendance with discipline updates.           C


                Allows for the seamless and automatic integration with the
 ATT      22    discipline module and automatically marks students                     C
                suspended in the attendance module.

                Integrates attendance and grade reporting so that real-time
 ATT      23    attendance information is available to grade reporting                 C
                functions, including transcripts.

                Provides unique support for daily and period attendance
 ATT      24    requirements. Unique screens designed specifically for each            C
                attendance type must be supported.



 ATT      25    Period and Daily Attendance must communicate.                          C


                Supports different numbers of periods per day and week (i.e.
                4 periods/day, 8 periods/day, rotating schedules etc.) The
 ATT      26                                                                           C
                system should allow the user to define start and end times for
                periods by school calendars.

                Identifies a student's first period of the day, not just the
 ATT      27                                                                           C
                school's first day.




Newport News Public Schools                                                      353                        Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Provides ability to take attendance by period-by-period, by
 ATT      28                                                                            C
                half day (AM/PM) and by day.


                Ability to collect negative attendance (student is assumed
 ATT      29                                                                            C
                present).

                Maintains attendance for students who enter and withdraw
                multiple times within the same school year. Attendance must
                be integrated with enrollment such that absences occur only
 ATT      30    on days in which the student is enrolled. The system must               C
                retroactively remove absences/tardies/early dismissals when
                a student is withdrawn and the absence day falls outside the
                enrollment period.

                Allows a student to simultaneously attend multiple schools
 ATT      31    and track the attendance at each school and for the district as         C
                a whole.


                Provides an on-line display of student attendance based on
 ATT      32                                                                            C
                day, period, and specified date range.


                Provides an on-line display of each class, listing student’s
 ATT      33    attendance based on day and period over a specified date                C
                range.


                Allows online attendance history inquiries to report detailed
 ATT      34                                                                            C
                attendance.




Newport News Public Schools                                                       354                       Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Supports both summary and detailed attendance reports
 ATT      35    based on date ranges, number of absences, excused and                  C
                unexcused absences, reason codes, etc.


                Ability to track student absence history for which there is no
 ATT      36                                                                           C
                user entered reason code.



                Allows teachers to take attendance in a variety of ways,
 ATT      37                                                                           C
                including by name and by seating chart that includes pictures.


                Supports school-based business rules that allow the school to
 ATT      38    permit or prevent teachers from entering student absence and           C
                tardy reason codes.

                Supports school-based business rules that permit or prevent
 ATT      39    teachers from updating past attendance entry. Past
                attendance rules must support, at a minimum:


                 Teacher limited access to past attendance dates based a
 ATT      40                                                                           C
                 user defined number of days.



                 Ability for teacher to view past attendance, but make no
 ATT      41                                                                           C
                 changes.




Newport News Public Schools                                                      355                        Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required


 ATT      42     View only access by teachers to past attendance.                      C


                Allows absence reporting by day, term, year, class and
                course. If a student transfers between multiple sections of
 ATT      43    the same course, the student absences must be reported for             C
                each section and for all sections of a single course
                concurrently.
                Calculates student daily absence in a period attendance
                school, the system must provide a variety of business rules to
 ATT      44
                calculate total “days” absent. These methods should include
                at a minimum:

                 Number of period absences in a day that equal a day
 ATT      45                                                                           C
                 absent.



                 Number of period absences in a day that equal a half day
 ATT      46                                                                           C
                 absent.



 ATT      47     Percentage of periods absent that equal a day absent.                 C



 ATT      48     Percentage of periods absent that equal a half day absent.            C




Newport News Public Schools                                                      356                        Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Updates attendance immediately. The system should allow
 ATT      49                                                                          C
                reporting on attendance by the following period.



                Reports to the teacher each student that has a pre-recorded
 ATT      50                                                                          C
                absence and the reason for that absence.



                Teachers must be interactively notified during absence entry
 ATT      51                                                                          C
                when students are dropped or enrolled in their classes.


                Allows the teacher to review student attendance history for
 ATT      52    the specific class for which roll is being taken. The history         C
                must include the reason codes for the absences.

                Allows the teacher to review their student attendance history
 ATT      53    for the entire marking period, semester, or school year while         C
                attendance is being taken.


                Indicates to a teacher that a student has been marked absent
 ATT      54                                                                          C
                in a previous class.



                Provides user managed tardy/early dismissal reason codes to
 ATT      55                                                                          C
                record the reason that students are tardy.




Newport News Public Schools                                                     357                         Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Notifies other schools when sibling information has been
 ATT      56                                                                           D
                changed



                Generates Absence Letters based on a user-defined number
 ATT      57                                                                           C
                of absence. (e.g. 5 unexcused school days)


                Provides interactive processes for contacting parents by
 ATT      58    phone when students are absent. These processes should                 C
                display contact information and all past unresolved absences.


                Provides the ability for an unlimited number of notification
 ATT      59                                                                           C
                letters to be generated for each notification area defined.



                Tracks each time that a notification letter is generated and
 ATT      60                                                                           C
                provide for online inquiry into this information.



                Allows for the deletion of a letter that was generated due to
 ATT      61                                                                           C
                inaccurate data entry.



                Ability to display attendance information real-time to parents
 ATT      62                                                                           C
                and/or contacts when a student is marked absent.




Newport News Public Schools                                                      358                        Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Provides user managed reason codes to record the reason
 ATT      63                                                                          C
                that students are absent.


                Ability for each reason code to indicate if the
 ATT      64    absence/tardy/early dismissal is excused or unexcused for             C
                attendance reporting purposes and document time in.



 ATT      65    Tracks early dismissal including reason and time dismissed.           C



                Pre-excuses attendance (e.g. a student is away for
 ATT      66                                                                          C
                extracurricular activity).


                Maintains students' absence history. The system should allow
 ATT      67    the users to specify how much historical data needs to be             C
                Maintained (i.e. at least two years etc.)


                Provides for tracking and reporting of total days absent for
 ATT      68                                                                          C
                each student during the present school year.



                Provides for tracking and reporting of total days present for
 ATT      69                                                                          C
                each student during the present school year.




Newport News Public Schools                                                     359                         Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Provides for tracking and reporting of consecutive absences
 ATT      70                                                                           C
                for each student.



                Provides for tracking and reporting of total number of tardies
 ATT      71                                                                           C
                for each student within a given date range.



                Computes Average Daily Attendance Rate. Based on VA
 ATT      72                                                                           C
                state requirements.



                Computes Average Daily Membership - Based on VA state
 ATT      73                                                                           C
                requirements.



                Queries students with more than user specified consecutive
 ATT      74                                                                           C
                unexcused school days or periods



                Flags students with different levels of attendance problems
 ATT      75                                                                           C
                (I.e., parental call, letter, or intervention)



                Tracks attendance records and history of students with
 ATT      76                                                                           C
                different levels of attendance problems.




Newport News Public Schools                                                      360                        Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Maintains parental contact (calling) codes so that each
 ATT      77    parental contact, and the reason for that contact, may be             C
                tracked.



 ATT      78    Maintains attendance totals historically by student                   C



 ATT      79    Tracks homebound students.                                            C



                Provides multiple methods for calculating perfect attendance.
 ATT      80
                These methods should include, at a minimum:



 ATT      81     No absences and no tardies.                                          C



 ATT      82     Absent less than one day and no tardies.                             C



                Supports multiple school calendars and be able to define an
 ATT      83                                                                          C
                unlimited number of user-defined day types.




Newport News Public Schools                                                     361                         Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Provides an audit trail of all changes that have been made to
 ATT      84    a student’s absence history. This audit trail must include, at a
                minimum:



 ATT      85     The data before and after the change was made.                          C



 ATT      86     The course, section and period that was changed.                        C



 ATT      87     The time and date of the change.                                        C



 ATT      88     The name and id number of the staff making the change.                  C



                Reports for the attendance module should include at a
 ATT      89
                minimum:



 ATT      90     Attendance Call List                                                    C




Newport News Public Schools                                                        362                      Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required


 ATT      91     Parent Notification Letters                            C



 ATT      92     Daily Absence Listing                                  C



 ATT      93     Comprehensive Attendance List                          C



 ATT      94     Attendance Frequency and Distribution                  D



 ATT      95     Teacher Daily Report                                   C



 ATT      96     Attendance Statistics Report                           D



 ATT      97     Students suspended                                     C




Newport News Public Schools                                       363                                       Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required


 ATT      98     Alerts teachers if attendance has not been completed               D



                 Ability to show a student is in ISS (In School suspension)
 ATT      99                                                                        H
                 but is also tardy to school


Attendance Reports

                Monthly attendance totals broken down by grade, gender,
  AR       1                                                                        C
                ethnicity, or any other group



  AR       2    Absentees by Homeroom Report                                        C



  AR       3    Absentee Codes                                                      D



  AR       4    Manual Attendance Roster                                            C



  AR       5    Attendance: Perfect Attendance Reports                              C




Newport News Public Schools                                                   364                           Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required


  AR       6    Attendance: Excessive Absences Report                                       C



  AR       7    Attendance: End of Marking Period Report                                    D



  AR       8    Daily Attendance Report                                                     C



  AR       9    Perfect Attendance Whole Year                                               C


                Allows online attendance history inquiries that report
                attendance for the entire district, for a particular school, or for
  AR      10                                                                                C
                a specific class. This inquiry capability must support multiple
                school years interactively.
                Provides ability to display and/or print attendance summary
                and attendance detail reports by student, group of students,
  AR      11                                                                                C
                class, grade, school, group of schools, and district-wide for
                any date range.

                Provides ability to email parents, contacts or selected school
  AR      12                                                                                H
                staff when a student is absent.




Newport News Public Schools                                                           365                   Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Generates a report showing first period absentees, first period
  AR      13    teacher name and class, parent names and home and parent                C
                work numbers



  AR      14    Count of students present                                               C



  AR      15    Report based on certain # of absences during the year                   C



  AR      16    Report on absence statistics by student and by school                   C



                Report student attendance by teacher, student demographics,
  AR      17                                                                            C
                semester, language category, etc.



                When a student transfers schools or courses, attendance
  AR      18                                                                            C
                information is still available.



                Capability to report on certain groups of students (such as
  AR      19                                                                            C
                Homebound




Newport News Public Schools                                                       366                       Student Information System RFI
Appendix K

                                      RFP 032-0-2010KG Student Information System Attachment A
        Functional Category: Attendance Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                       Comments
                                                                   (Y/N)      Submitted module(s) Required

                Capability to report on the number of Child Development
  AR      20    Team Meetings (students who have 5 or more unexcused            C
                absences)




Newport News Public Schools                                               367                               Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required
Grades Management Tables and Business Rules


                System is designed primarily to use management tables and
  GT       1    business rules to control the grade reporting processes and           C
                procedures of each school and school district.


                System supports user-defined grade types. Grade types are
                all grades that may be included on a report card or progress
  GT       2                                                                          C
                report. They include term grades, conduct grades,
                competency-based grades, and other types.

                For each grade type, the user may define whether the grade
                type is to be included or excluded in GPA calculations. For
  GT       3    example, some grades, such as conduct grades or                       C
                standardized test grades are printed on report cards but not
                included in GPA calculations
                System allows users to define all grades that may be used
                and whether the grade should be printed on report cards
  GT       4                                                                          C
                and/or transcripts. Grades may be up to three characters in
                length.

                System supports numeric grades, alpha grades and/or
  GT       5    competency based grades. Grades can also be displayed as              C
                a graphic image, such as a smiley face.

                For each grade defined, the user may define the value of that
  GT       6    grade for calculation purposes. For example, a 100=100,               C
                99=99, A=4.0, etc.




Newport News Public Schools                                                     386                          Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Term grades may be defined with a primary and a secondary
  GT       7    value. For example, grading scales may be calculated for              C
                both 100 and 4 point scales.


                For each grade defined, the failing/passing status of that
  GT       8                                                                          C
                grade is defined.




                For each grade defined, the inclusion of that grade in GPA
  GT       9                                                                          C
                calculations must also be defined.




                System allows an unlimited number of grade groupings to be
                defined. Grade groupings are used for classroom term and
  GT      10    final grades. For example, one grouping may be numeric                C
                grades (0-100), one for alpha grades (A,B,C,D,F), one for
                alpha grades with “+” and “-“, and one for pass/fail grades.

                Grade groupings may be assigned to a specific school or for
                use in specific classes. For example, one grouping may be
  GT      11                                                                          C
                used for traditional classes while another is used for driver
                education.

                System allows different grade groups to be used in different
  GT      12                                                                          C
                school years.




Newport News Public Schools                                                     387                          Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System allows for the definition of standardized and free-form
  GT      13                                                                           C
                comments that may be used by teachers during grade entry.


                System supports the grouping of comments into comment
  GT      14    sets for use by specific teachers, classes, schools or                 C
                departments.


                Comment codes may be defined and used with term grade
  GT      15                                                                           C
                entry.


                System supports multiple grade reporting periods within a
  GT      16    school term, including the ability to define progress report           C
                periods.


                System provides the ability to truncate GPA to 2 decimal
  GT      17                                                                           C
                places (NNPS business rule)


                System allows the definition of up to ten user defined GPAs
  GT      18    for each school district. For each user defined GPA, the
                following options should be supported:


                 Users are allowed to name each GPA. For example,
  GT      19                                                                           C
                 cumulative GPA, term GPA, core classes GPA, etc.




Newport News Public Schools                                                      388                         Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


  GT      20     GPAs may exclude or include failed courses.                         C



                 GPAs may include specific university approved courses
  GT      21                                                                         O
                 only.


                 GPAs may allow or disallow user updated credit
  GT      22     adjustments on students. For example, students awarded              O
                 partial credit in a class.



  GT      23     GPAs may include or exclude honor points.                           C



                 Each GPA may be marked to be included or excluded on
  GT      24                                                                         C
                 student transcripts.



                 Each GPA may be marked to be included or excluded on
  GT      25                                                                         C
                 student report cards and progress reports.



                 GPAs may be for a specific school or include all schools in
  GT      26                                                                         O
                 the school district.




Newport News Public Schools                                                    389                           Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                 GPAs may be dynamically modified, via business rules,
                 based on the number of honors level courses taken by the
  GT      27                                                                           O
                 student. For example, students taking a higher number of
                 honors classes may be given an added advantage.

                 Specific courses may be marked as included or excluded
                 from each defined GPA. In other words, each GPA may
  GT      28     include a different combination of courses. This allows               C
                 support for GPAs for core classes only, weighted classes
                 only, university approved classes


  GT      29     Courses may be weighted for GPA calculation.                          C



  GT      30     Course weights may vary by GPA type.                                  H


                 Course weights may be based on traditional weights,
  GT      31     additive weights, multiplied weights or a combination of              C
                 these weight types.

                 Where a student takes a non-repeatable course, only the
  GT      32     highest mark will be included in GPA calculations; the                C
                 student will earn credit for only one instance of the course.

                System allows each school to define a range of dates for
  GT      33    each school reporting period during which teachers are                 C
                allowed to enter grades.




Newport News Public Schools                                                      390                         Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Credits for classes may be categorized by type, such as
  GT      34                                                                            C
                traditional, adult, vocational education, etc.



                System provides the capability to store final GPAs per student
  GT      35                                                                            C
                for an unlimited number of years.



                System supports multiple calculated final grades for a class.
  GT      36    For example, provide support for a first semester final grade           C
                in a full year class.

                System can calculate multiple final grades in multiple
                categories. An example is a final traditional grade and a final
  GT      37                                                                            O
                conduct grade. Both final grades would be calculated from
                multiple term grades.

                System can calculate and manage multiple final grades for a
  GT      38    class. For example, final grades with and without semester              C
                test scores.


                System can define the potential credit for each individual
  GT      39                                                                            C
                course.



  GT      40    System supports an option for overriding credits awarded.               C




Newport News Public Schools                                                       391                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Final grades may be user-entered or calculated by the
  GT      41                                                                         C
                system.



                Final grade calculation formulas may vary by school and by
  GT      42                                                                         C
                course within a school.

                System provides the ability to configure curriculum based on
  GT      43    performance/efforts results (required for NNPS elementary            C
                grade reporting)
Grades


                Users can specify grades per class (i.e. numeric and alpha,
  G        1                                                                         C
                Incomplete, Passing, No Grade, Withdrawn, etc.)



                Users can specify qualitative grades for Elementary students
  G        2                                                                         C
                (i.e. observations).



  G        3    Users can specify Honors if applicable                               C



  G        4    Users can identify Repeated Courses                                  C




Newport News Public Schools                                                    392                           Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


  G        5    Users can identify courses taken during Summer Sessions               C



                Users can specify and maintain transfer credit (i.e. credits
  G        6                                                                          C
                earned from non-NNPS schools).



                Users can provide multiple data entry tools for grade marking
  G        7                                                                          C
                (e.g. online, bubble sheets, spreadsheets etc.)



                Approved personnel can modify grades (the student's home
  G        8                                                                          C
                school is the keeper for the student record)


                Users can specify calculation of semester GPA (i.e. semester
                GPA calculation is based on A=4, B=3, C=2, D=1 F=0 for
  G        9                                                                          C
                regular classes and additional 0.5 honors differentials is
                added for each passed honor classes.


                System can calculate semester class ranking based on
  G       10                                                                          C
                semester GPA.



                System can calculate cumulative class ranking based on
  G       11                                                                          C
                cumulative GPA.




Newport News Public Schools                                                     393                          Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Users can query students who are below and above a user-
  G       12    specified GPA or grade by single or multiple criteria (i.e.          C
                grade level, teacher, subject, alphabetically, etc) .


                Users can generate Progress Reports on-demand for one
  G       13                                                                         C
                student or entire class of students, OR SCHOOL.



                Users can generate Deficiency Reports on-demand for one
  G       14                                                                         C
                student or entire class of students or school.


                Users can generate Grade Reports for user-specified grade
  G       15    reporting period (e.g. a grade report may include 9 week             C
                progress, final exam grade and final course grade )



  G       16    Users can produce Transcripts based on VDOE regulations .            C



                Users can generate reports for failing students in order to
  G       17                                                                         C
                properly notify and verify with student's parents/guardians.



  G       18    System can produce narrative report cards .                          C




Newport News Public Schools                                                    394                           Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


  G       19    System can produce honor roll.                                          C



                Users can customize elementary report cards based on grade
  G       20                                                                            C
                level



                System provides the ability to average different levels of the
  G       21                                                                            D
                same course at year end (e.g. English I and English I Honors)



                System can produce letters to the parent giving notification of
  G       22                                                                            C
                courses the student is in danger of failing



  G       23    Simple instructions are provided for set-up and operation               C



                System allows teachers to input letter or numeric grades from
  G       24                                                                            C
                the classroom



                System allows teachers to compute grade by points or
  G       25                                                                            C
                percentages




Newport News Public Schools                                                       395                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System allows teachers to determine the weight of individual
  G       26                                                                         C
                assignments and/or categories



                System compiles teacher grade analysis for individual
  G       27                                                                         C
                assignments



                Users can create grade reports by student and class for
  G       28                                                                         C
                individual assignments



                Users can sort classes by name, gender, ethnicity, and
  G       29                                                                         C
                student number



                System allows teachers the ability to work from school or
  G       30                                                                         C
                home



  G       31    System allows teacher to name each assignment individually           C



  G       32    System allows for extra credit                                       C




Newport News Public Schools                                                    396                           Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System provides ability to import and export data to and from
  G       33                                                                          C
                district sources



                System allows flexibility to change grades, averages and drop
  G       34                                                                          C
                grades



  G       35    System can flag notification of missing or incomplete grades          C



                System can auto-fill grades, i.e. assign same grade to an
  G       36                                                                          C
                entire class of students



                System has the ability to transmit e-transcripts to non-NNPS
  G       37                                                                          C
                entities



                System has the ability to schedule jobs to generate
  G       38                                                                          H
                transcripts

General Grade Management


  GM       1    Grades may be entered by office staff or by teachers.                 C




Newport News Public Schools                                                     397                          Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Teacher-entered grades may be overridden by administrative
  GM       2                                                                             C
                staff.


                Multiple screens are provided for office staff grade entry, each
  GM       3    screen providing a different approach for entering a grade.              C
                For example, by student, by course, etc.


                System provides for printing grade reports and progress
  GM       5                                                                             C
                reports at a school or at a central facility.



                System reports attendance on the report cards and allows
  GM       6                                                                             C
                based on reporting period date ranges.



                System allows for user definition of grades to be included on
  GM       7                                                                             C
                a report card.



  GM       8    System can track and report competency based grading.                    C


                System allows for the online definition of content for report
  GM       9    cards and the printing of that information, to include general           C
                comments and grading scales.




Newport News Public Schools                                                        398                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Users can define multiple report card formats and allow the
  GM      10                                                                             C
                selection of the desired format at the time of printing.



                System allows comments to be printed on the report card or
  GM      11                                                                             C
                progress report.


                Users can define the grades types to be included on each
  GM      12    report card. For example, term grades, final grades, test                C
                grades, etc

                System allows the option to include daily or course
  GM      13    attendance to be printed on the report card with totals for              C
                each grading period as well as a year-to-date total.

                For period attendance schools, the report card may be printed
  GM      14    with summary attendance only or a combination of summary                 C
                attendance and course attendance details.

                System supports multiple options for printing report cards,
  GM      15    such as by grade, homeroom, teacher, school, counselor, and              C
                zip code.


                System provides the ability to print report cards for the family
  GM      16                                                                             O
                in which the student is a member.




Newport News Public Schools                                                        399                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System provides the ability to print report cards for specifically
  GM      17                                                                               C
                designated contacts such as relatives and case workers.


                Report cards should have the option of including the student
  GM      18    counselor, homeroom teacher, homeroom number, grade                        C
                level, principal and school name on the form.


                Report cards should print grades for a user specified
  GM      19                                                                               C
                reporting period range.



                Report cards should support the ordering of courses by
  GM      20                                                                               C
                course name, period, or course number.



                Report cards have addressing options, including to the
  GM      21                                                                               C
                student, to the parents, or to the “parents of” the student.



                System supports multiple honor rolls that are calculated on all
  GM      22                                                                               C
                possible grade point averages.



                Honor rolls may be defined based on the attainment of a
                specific GPA or the level of improvement of a student. For
  GM      23    example, an “Improved” honor roll may include all students                 D
                improving their GPA by a user entered value (for example 1.0)
                between terms.




Newport News Public Schools                                                          400                     Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Honor roll participation may be qualified based on no grades
  GM      24    being below a user specified grade, in addition to attainment          C
                of minimum GPAs.




  GM      25    Honor rolls may be based on term or cumulative Grades.                 C


                System maintains a complete history of all changes that have
                been made to the student’s grades. The history records must
  GM      26                                                                           C
                support, at a minimum: the date of the grade change and the
                user who made the grade change.

                System supports online, interactive access to all changes that
  GM      27
                have been made to the student’s grade records including:



                 A record of the grade before and after the change was
  GM      28                                                                           C
                 made.



  GM      29     The date and time that the change was made.                           C



  GM      30     The user making the grade change.                                     C




Newport News Public Schools                                                      401                         Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


  GM      31      GPA Average by Course                                             O



  GM      32      Honor Roll Report                                                 C



  GM      33      Incomplete/Failures Listing                                       C



  GM      34      Class Ranking Report                                              C



  GM      35      Missing Grades Report                                             C



  GM      36      Athletic Eligibility                                              C



                System allows the user to create user-defined reports based
  GM      37                                                                        C
                on any grade reporting data element.

Graduation Planning




Newport News Public Schools                                                   402                            Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System tracks if an alternative school student has received
  GP       1                                                                         C
                his/her GED




                System provides management of student graduation
  GP       2                                                                         C
                requirements and standards.




                Graduation standards may be defined as a combination of
                student earned credits by departmental area, graduation or
  GP       3                                                                         C
                other standard test results and mastery of core competencies
                or standards.



                System supports the definition of an unlimited number of
                graduation standard groups. Graduation standard groups
                may be associated with graduation years (2006 standards
  GP       4                                                                         C
                vary from 2005) or by graduation track (college prep
                standards vary from standard degree standards) or by user
                defined groups (requirements for a specific university).


                System supports the definition of required credits for
  GP       5                                                                         C
                graduation by department area for each graduation group.



                System supports the assignment of specific courses to
  GP       6                                                                         C
                graduation group.




Newport News Public Schools                                                    403                           Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System supports the assignment of specific courses to a
  GP       7                                                                           C
                specific departmental area.



                System supports the association of standards/competencies
  GP       8                                                                           O
                to courses.



                System supports the definition of standardized tests that must
  GP       9                                                                           C
                be passed to graduate.




                System supports the definition of competencies or standards
  GP      10                                                                           O
                that must be mastered to graduate.



                System provides an overall and online analysis of the status
                of credit attainment, test results and standards/competencies
  GP      11    attainment to review each student’s graduation requirements.           C
                The system should have the capability of printing this
                analysis.

                System must maintain a standard graduation group for each
  GP      12    student, but also supports interactive reviews of the student          C
                graduation status using alternative graduation groups.




Newport News Public Schools                                                      404                         Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                 For students that have not yet graduated, conditional
  GP       13                                                                           C
                 transcripts may be generated.



                 System tracks high school credits earned by middle school
  GP       14                                                                           C
                 students

                 System provides ability to mass assign diploma/graduation
  GP       15                                                                           C
                 dates
Student Transcripts

                 Transcripts can be produced with courses grouped by year
  ST       1                                                                            C
                 and term or by department.


                 System allows the user to maintain all graduated student
  ST       2     data, including selected demographics and transcript data, for         C
                 an unlimited period of time.

                 System supports user maintenance of a record of each
  ST       3     request and each generation and mailing of transcripts to              H
                 colleges, universities and other entities.


                 Transcripts may be generated for a single student, or for user
  ST       4                                                                            C
                 defined groupings of students.

Electronic Grade Book System




Newport News Public Schools                                                       405                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required
                System supports a fully integrated web-based electronic
                grade book application for teacher use. The electronic grade
  GB       1    book must be real-time based and use a shared database                   C
                with the grading system so that teachers do not have to
                maintain class lists

                If a student is dropped or added to a class, that student status
  GB       2    must be immediately reflected in the electronic grade book               C
                application.


                If a student is withdrawn, that student status must be
  GB       3                                                                             C
                immediately reflected in the electronic grade book application.



                System has ability to post grades from gradebook to report
  GB       4                                                                             C
                card


                Teacher can change a student’s final grade after submission,
                either by resubmission from the grade book or by manual
  GB       5    entry, as long as the change is within the cutoff date                   C
                established by the school. Administrative staff can make
                grade changes outside of the established cutoff date.


  GB       6    Grade book provides entry from industry standard browsers.               C


                Grade book supports access from any location with access to
                the school network or the Internet, including but not limited to
  GB       7                                                                             C
                the classroom and from home. All updates must be in real
                time with no data transfer between data repositories.



Newport News Public Schools                                                        406                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System allows for a teacher to define an unlimited number of
  GB       8    grading categories for class assignments, including sub-                 C
                categories.


                System allows for the weighting of grading categories to
  GB       9                                                                             C
                determine the calculation of a final grade for a class.



                System allows for the ability to mark specific categories as
  GB      10                                                                             C
                active or inactive.



                System allows for a teacher to define an unlimited number of
  GB      11    assignments to a class and to assign each assignment to a                C
                grading category, for example test, quiz, homework, etc.

                For each class assignment, system provides for the definition
  GB      12    of points for that assignment for the calculation of final grade         C
                weights within that category.


                System supports numeric, alpha, and graphic image (such as
  GB      13                                                                             C
                a smiley face) grades.


                System supports the use of alpha, numeric, and graphic
  GB      14    image (such as a smiley face) grades in the same class                   C
                concurrently.




Newport News Public Schools                                                        407                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System provides the ability to enter descriptions of all class
  GB      15                                                                             C
                assignments.




                System provides the ability to track assignment dates and due
  GB      16                                                                             C
                dates for each assignment.



                System provides for the ability to display all class
                assignments on the Parental Access System so that parents
  GB      17    and students can see class assignments via Internet access.              C
                Assignments can be configured for immediate display or
                scheduled for display at a later date.


                Provide the ability to change any information on a class
  GB      18                                                                             C
                assignment after it has been entered.


                System provides for the ability to copy all class assignments
  GB      19    from one class to another class. This feature is used when a             C
                teacher teaches multiple sections of the same course.


                System provides the ability for a teacher to interactively enter
  GB      20                                                                             C
                grades from any authorized location.


                System provides the ability to enter a single grade to be
  GB      21    applied to all students for an assignment that can then be               C
                overridden for selected students.



Newport News Public Schools                                                        408                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System allows for selected students to be exempted from
  GB      22    specific assignments. Do not consider the assignment in the              C
                calculation of those student’s final grades.


                System displays both the student name and student id during
  GB      23                                                                             C
                grade entry.



                System allows at least 500 characters of text comments to be
  GB      24                                                                             C
                entered along with each student’s grade for each assignment.



                System provides the ability to display all individual grades
  GB      25                                                                             C
                entered as well as comments to parents via Internet access.


                System provides the ability to display all grades for all
  GB      26    students for all assignments in a grid format for mass                   C
                maintenance.


                System provides for tracking missing or inactive grades for
  GB      27                                                                             C
                students.


                System provides the ability to list all grades for all students,
  GB      28    along with the calculated final grade, in a online and printed           C
                format.




Newport News Public Schools                                                        409                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System provides the ability to print class progress reports for
  GB      29                                                                            C
                all students or a single student in an interactive manner.



                System provides the ability for teachers to provide students
  GB      30                                                                            H
                with URLs, assignment aides or reference materials.


                System provides the ability to print a blank student roster for
  GB      31    the offline preparation of student grades or manual                     C
                attendance.

                System provides teachers with access to broader student
  GB      32    information as a part of the electronic grade book. Teachers
                should have access to:



  GB      33     Student demographic information.                                       C



  GB      34     Student alerts.                                                        C



  GB      35     Student contact information.                                           C




Newport News Public Schools                                                       410                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


  GB      36     Student attendance data.                                               C


                Teachers should have access to appropriate standardized
  GB      37    reports in the system unless those reports are not available            C
                due to security settings.


                Teachers should have access to interactive report and query
  GB      38                                                                            C
                writing for specific teacher based purposes.



                Teachers should be able to export selected student data in a
  GB      39                                                                            C
                variety of formats, including text and spreadsheets.


                System provides ability for receiving teacher to view grades of
  GB      40    students who have transferred into the class from another               C
                teacher.


                System provides ability to define default settings for grade
  GB      41                                                                            C
                books by school or by course.



                System provides ability to define special scores, such as
  GB      42                                                                            C
                excused and incomplete.




Newport News Public Schools                                                       411                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System provides ability to drop the lowest score for each
  GB      43    student, to include dropping the lowest score within each               O
                category.



  GB      44    System provides ability to curve scores.                                O



  GB      45    System provides ability to undo/restore scores.                         C



                System provides ability to define grading periods, to include a
  GB      46                                                                            C
                progress report and report card periods.



                System provides a report of any grading period grades that
  GB      47                                                                            C
                are missing from the final grade calculation.



                System provides ability to transfer a gradebook from one
  GB      48                                                                            C
                teacher to another




Newport News Public Schools                                                       412                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required
                 System provides ability for more than one teacher to have
  GB       49                                                                            C
                 access to a gradebook
Additional Grade Reporting


                 System provides ability to auto-transfer grades for a student
  AG       1                                                                             C
                 from an inactive class to the active class.



                 System provides ability to define default settings for a course
  AG       2                                                                             C
                 and to be able to copy those setting to all applicable courses.



                 System provides an alert and report any teacher who has not
  AG       3                                                                             C
                 submitted his grades.



                 System provides the ability to indicate student retention on
  AG       4                                                                             C
                 the report card (NNPS business rule)



                 System provides the ability to indicate student promotion to
  AG       5                                                                             C
                 the next grade on the report card (NNPS business rule)




Newport News Public Schools                                                        413                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System provides the ability to schedule jobs to calculate
  AG       6                                                                               H
                GPAs

Graduation Requirement


                Users can specify overall credit requirements by subject by
  GR       1                                                                               C
                grade for graduation.



  GR       2    Users can specify credit requirements by subject by grade.                 C



                Users can maintain multiple versions of graduation
  GR       3                                                                               C
                requirements by school or by year.



                Users can specify a version of graduation requirements by
  GR       4                                                                               C
                diploma type.


                Users can specify calculation of total earned credits. (i.e. total
  GR       5    earn credits calculation is based on the sum of the credit                 C
                weighting for all applicable courses).


                Users can automatically notify appropriate recipients when a
  GR       6                                                                               O
                student does not meet requirement for the grade level.




Newport News Public Schools                                                          414                     Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                System can track student progress towards graduation (i.e.
  GR       7    credit analysis - credit required, credit obtained and credit           C
                remaining).



  GR       8    System allows for individual course waivers                             C



                System can verify that credits are achieved in order to fulfill
  GR       9                                                                            C
                graduation or promotion requirement



                System provides ability to track students by completion of
  GR      10                                                                            C
                diploma and date issued (NNPS business rule)

General Requirements - Counselor


                Students may be assigned in mass to counselors using a
  GC       1                                                                            C
                variety of criteria.



                System tracks the number of students that may be assigned
  GC       2                                                                            C
                to each counselor.



                System provides counselors with interactive access to all
  GC       3                                                                            C
                students assigned to them for counselor services.




Newport News Public Schools                                                       415                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                Counselors' access to student information is controlled via a
  GC       4                                                                            C
                user-defined role.



  GC       5    Staff members may enter referrals to counselors for action.             D



                Referrals are tracked by student, by date and by the individual
  GC       6                                                                            D
                entering the referral.



  GC       7    System allows extensive notes to be attached to referrals.              D


                System supports a user maintained referral reason table.
                Each referral is associated with a specific referral reason.
  GC       8                                                                            D
                Examples of referral reasons include discipline, attendance,
                etc.

                System allows counselors to track all contacts with parents
  GC       9                                                                            D
                and third parties associated with a student.


                Contact records maintain a contact type and purpose, the
  GC      10    person contacted, the actual contact time and date, and if              D
                follow-up is required.




Newport News Public Schools                                                       416                        Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required

                  Counselors may enter extensive notes on students and
  GC      11                                                                        D
                  student meetings.



                  System provides a detailed student counselor summary
  GC      12                                                                        D
                  showing all counselor activity performed for a student.



  GC      13      System supports online course requests.                           C



  GC      14      System supports online student career pathway planning.           C



  GC      15      System supports online student intervention plans.                D



                  System supports electronic student portfolios that can be
  GC      16                                                                        D
                  accessed by school personnel and parents.

Grade Reporting
 The system must provide for detailed reporting. At a minimum, reports must include:


 RPT       1      High School Missing Marks                                         C




Newport News Public Schools                                                   417                            Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


 RPT       2    Middle School Missing Marks                              C



 RPT       3    Grade Distribution                                       C



 RPT       4    High School No Comments for D's and F's                  C



 RPT       5    School Failure List - Elementary, Middle, High           C



 RPT       6    Invalid Grade Entries                                    C



 RPT       7    Middle and High School Interim Report Data               C



 RPT       8    Advanced Placement/Honors Enrollment Data                C




Newport News Public Schools                                        418                                       Student Information System RFI
Appendix L

                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Grading Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Answer          Module(s)/Sub-
 Area     No.                Technical Requirements               Response                                                Comments
                                                                               Submitted module(s) Required


 RPT       9    High School Quarterly Report Data (grades)                       C



 RPT      10    Middle School Quarterly Report Data (grades)                     C



 RPT      11    Elementary School Quarterly Report Data (grades)                 C



 RPT      12    Lack of Credits                                                  C



 RPT      13    Tally of Credits                                                 C



                Middle School D's and F's with attendance and discipline
 RPT      14                                                                     C
                incident data




Newport News Public Schools                                                419                               Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                  Required  Answer    Module(s)/Sub-
 Area        No.                    Functional Requirement                                                                                Comments
                                                                                    (Y/N)  Submitted module(s) Required
Discipline

  NNPS seeks to ensure that the discipline module of the SIS provide detailed tracking and historical reporting of all incidents and actions for students and
  staff.

                     The system must be incident-based and include the tracking
   D          1      of discipline offenses, participants (students and non-         C
                     students), actions (responses), and detailed comments.



   D          2      Generate incident tracking number.                              C



   D          3      The system should track specific court information.             D



   D          4      Track expulsions.                                               C



   D          5      Track disciplinary offenses and actions by student.             C



   D          6      Track discipline referrals by teachers                          C



   D          7      Track discipline referrals by department                        C



   D          8      Track discipline referrals by date                              C




Newport News Public Schools                                                               457                                                            Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                   Required  Answer    Module(s)/Sub-
 Area      No.                   Functional Requirement                                                                    Comments
                                                                                     (Y/N)  Submitted module(s) Required


   D         9    Track discipline referrals by time                                  C



   D        10    Track discipline referrals by location                              C




   D        11    Maintain student's disciplinary history and produce report.         C


                  Control access to student's disciplinary records (i.e. only
                  approved personnel from the school the student is currently
   D        12                                                                        C
                  attending should be able to see student's disciplinary history
                  records)

                  The system must support an unlimited number of students
   D        13                                                                        C
                  participating in each discipline event.



                  For each participant in an event, the system should track the
   D        14
                  following information:



                    The role of the participant such as witness, offender or
   D        15                                                                        C
                    victim.



   D        16      The date that the participant information was last updated.       H



                    The calculated age of the participant at the time of the
   D        17                                                                        H
                    event.




Newport News Public Schools                                                               458                                            Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                     Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                     Comments
                                                                                       (Y/N)  Submitted module(s) Required


   D        18      The ethnicity and gender of the participant.                        C



                  The system must support an unlimited (might not unlimitied)
   D        19    number of offenses for each student participating in each             C
                  event.


                  The system allows a user to look up discipline events
                  associated with a student including but not limited to the
   D        20                                                                          C
                  incident number, date, time, staff member and all responses
                  to the event.


                  The system must support user defined discipline offense
                  tables defining each type of discipline offense that is tracked.
   D        21                                                                          C
                  All discipline event types are provided to users as pull-down
                  tables during data entry.

                  The system must maintain a cross-reference table between
                  district-defined offense codes and state reporting codes. The
   D        22    cross-reference table should allow multiple district defined          C
                  codes to be reported as a single state discipline code. The
                  cross reference table must define which offense codes must

                  The system must support user defined discipline action tables
                  defining each type of discipline action that is tracked. All
   D        23                                                                          C
                  discipline action types are provided to users as pull-down
                  tables during data entry.


                  The system must maintain a cross-reference table between
                  district-defined action codes and state action codes. The
   D        24    cross-reference table should allow multiple district defined          C
                  codes to be reported as a single state action code. The cross
                  reference table must define which action codes must be




Newport News Public Schools                                                                 459                                          Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                  Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                  Comments
                                                                                    (Y/N)  Submitted module(s) Required

                  Validate student by grade vrs. action code to determine if
   D        25                                                                       C
                  action is allowed for age.



   D        26    Ability to print incident report immediately.                      C



   D        27    A pop up to idenify a student as spec education                    C



   D        28    A field to identify if the incident is cause or not (Spec Ed)      D


                  Various other discipline related tables should be maintained
   D        29    to consolidate reporting and to provide end user with pull-
                  down options during data entry including:

                    Incident Location Table, to include all district schools,
   D        30      other state schools, bus, and other non-school locations on      C
                    an as needed basis.

                    Incident Location Type Table, to include school-provided
   D        31      transportation, school-sponsored event, district school,         C
                    other Virginia public school, private school, other, etc.




   D        32      Severity of Offense                                              C


                    Track type and length of student
                    consequence(s)/disciplinary intervention(s) (e.g. in-school
   D        33      suspension, community service, short term suspension,            C
                    long term suspension, expulsion etc.) by student and the
                    return date.



Newport News Public Schools                                                              460                                             Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                    Required  Answer    Module(s)/Sub-
 Area      No.                   Functional Requirement                                                                     Comments
                                                                                      (Y/N)  Submitted module(s) Required

                  If a student is suspended or expelled, also track the following
   D        34
                  information:


                    The date range of the suspension or expulsion. The
   D        35      ending date should be automatically calculated based on            C
                    the number of days suspended and the school calendar.


                    The number of shortened days and the reason for the
   D        36                                                                         C
                    change if the suspension is changed.



   D        37      Flag - The current status of the suspension.                       H



                    An indication of whether the student is eligible to return to
   D        38                                                                         O
                    school and the date of that eligibility.



   D        39    Query students suspended by type of suspension and date.             H


                  The user should be notified at the time of entry of special
   D        40    concerns of the participant, such as special education               C
                  disability.

                  The system must support exception handling for discipline
   D        41    events incurred by students with special education                   C
                  disabilities.

                  Various other data items should be maintained for
   D        42    compliance with state reporting requirements. These should
                  include:




Newport News Public Schools                                                                461                                           Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                      Required  Answer    Module(s)/Sub-
 Area      No.                     Functional Requirement                                                                Comments
                                                                        (Y/N)  Submitted module(s) Required


   D        43      # of Victims                                          C



   D        44      Final Discipline                                      C



   D        45      Final Number of Days Suspended                        C



   D        46      Firearms Confiscated                                  C



   D        47      Non-firearms Confiscated                              C



   D        48      Comments                                              C



   D        49      Date of Hearing                                       C



   D        50      Hearing Recommendations                               C



   D        51      Time Element, to include off-hours incidents          C




Newport News Public Schools                                                    462                                                       Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                     Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                     Comments
                                                                                       (Y/N)  Submitted module(s) Required


   D        52      Administrator                                                       C



   D        53      Incident Location                                                   C


                  Any property damage related to the event including the type
   D        54    of damage, costs to victim and school and if restitution is           C
                  mandated.


                  Any injuries associated with the event including the type,
   D        55                                                                          C
                  injured body part and costs.



   D        56    If a police report was filed and the police report number.            H


                  Build a conduct/incident history tracking file for juvenile
   D        57    offenders, I.e. probation officer information, DJJ involvement        D
                  and contact information)


                  Ability to automatically notify parents of discipline events:
   D        58                                                                          C
                  printed letter, email, integration to IVR system, etc.



                  Ability to generate a end of year summary discipline report for
   D        59                                                                          C
                  the State.



                  Ability to insert comments into student's discipline incident or
   D        60                                                                          C
                  history report.




Newport News Public Schools                                                                 463                                          Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                  Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                  Comments
                                                                                    (Y/N)  Submitted module(s) Required

                  Note must be maintained for each event and for each
   D        61
                  participant in each event. Notes must support, at a minimum:



   D        62      An unlimited number of notes may be maintained.                  C



   D        63      Notes may be categorized.                                        C



                    Notes may be located by date entered, user entering the
   D        64                                                                       C
                    note or by key words designated by the entering user.



                  The system maintains student assignments to external
   D        65                                                                       C
                  activities such as probation camps, alternative schools, etc.


                  The system has the ability to print reports of all discipline
   D        66    events for each student during the current and previous            C
                  school year.


                  The system provides the capability to create user-defined ad-
   D        67                                                                       C
                  hoc reports using selected or all discipline data.


                  The system provides the capability to include multiple
   D        68    category totals for selected incidents and actions taken when      C
                  printing reports.


                  The system will report the number of incidents by incident
   D        69                                                                       C
                  location and location type.




Newport News Public Schools                                                              464                                             Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                     Required  Answer    Module(s)/Sub-
 Area      No.                   Functional Requirement                                                                      Comments
                                                                                       (Y/N)  Submitted module(s) Required

                  The system will report the total number of students involved
   D        70    for each type of discipline offense category by school, grade         C
                  level, gender, and ethnicity.

                  The system allows the user to report selected or all discipline
   D        71    records associated with a student record for a given date             C
                  range.

                  The system allows the user to report discipline incident and/or
   D        72    action taken totals based on specific categories or selected          C
                  criteria.




                  The system allows the user to report selected or all discipline
   D        73                                                                          C
                  summary data for a given date range.



                  The system must provide for the ability to view interactively a
                  student's complete discipline history for a single school,
   D        74    across all schools for a single school year, for a single school      C
                  for multiple years or across all schools for multiple years. All
                  discipline history should be maintained for an unlimited
                  The system must comply with Virginia Discipline, Crime and
   D        75                                                                          C
                  Violence reporting requirements.


                  The system must integrate discipline actions such as in-
   D        76    school and out-of-school suspensions with attendance                  C
                  tracking.


                  The system must support recording the same offense for the
   D        77                                                                          C
                  same student on the same day (different incidents).




Newport News Public Schools                                                                 465                                          Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                      Required  Answer    Module(s)/Sub-
 Area       No.                       Functional Requirement                                                                  Comments
                                                                                        (Y/N)  Submitted module(s) Required


   D         78        The system must support partial-day discipline actions.           C



   D         79        Drop-down List of staff names.                                    H



   D         80        Report to Law Enforcement Y/N                                     C



   D         81        Alternative Placement Y/N                                         C


   D         82        Permanent Expulsion Y/N                                           C
Discipline Reporting


  DR          1        Suspensions must feed attendance                                  C



                       Ability to track In School Suspension and Out of School
  DR          2                                                                          O
                       suspensions in half-day increments


                       Report on suspensions by student groups, including
  DR          3        comparative data (special education students vs. non-special      C
                       education students, in district and in schools)



  DR          4        Track disciplinary offenses and actions by student                C




Newport News Public Schools                                                                  466                                         Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                        Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                        Comments
                                                                                          (Y/N)  Submitted module(s) Required

                  Allow user to complete and print Discipline Referral form
  DR         5                                                                             D
                  online


                  Completed Discipline Referral Forms are forwarded to
  DR         6    predetermined person(s) for approval and additional                      D
                  information is added


                  Completed Discipline Referral Forms completes the student
  DR         7                                                                             H
                  behavior incident fields



                  Allow district to specify the maximum number of offenses and
  DR         8                                                                             O
                  actions per incident record



  DR         9    Allow disciplinary action duration to cross school years                 C



  DR        10    Categorize type of offenses (state codes)                                C


                  Ability to add disciplinary reasons by district, in addition to the
  DR        11    state approved reasons, and convert to a valid state reason              C
                  code

                  Track type and length of student disciplinary intervention(s)
                  (e.g., in- or out-school suspension, community service, short
  DR        12                                                                             C
                  term suspension, long term suspension, expulsion etc.) by
                  student

                  Allow length to be captured in half-day increments (e.g., .5,
  DR        13                                                                             O
                  1.0, 1.5, 2.0, etc.)




Newport News Public Schools                                                                    467                                         Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                   Required  Answer    Module(s)/Sub-
 Area      No.                   Functional Requirement                                                                    Comments
                                                                                     (Y/N)  Submitted module(s) Required


  DR        14    Move disciplinary data upon transfer within district                C



                  Do not allow more than 10 days total of suspension for
  DR        15                                                                        O
                  special education students per school year



                  Define types of consequences/disciplinary interventions for
  DR        16                                                                        C
                  district



                  Track discipline referrals by teachers, department, date,
  DR        17                                                                        C
                  location, etc.



                  Apply disciplinary actions to attendance automatically (mark
  DR        18                                                                        C
                  suspended students as absent excused)



                  Maintain student's disciplinary history and produce report
  DR        19                                                                        C
                  (Student Behavior Profile Report)


                  Control access to student's disciplinary records (e.g., only
                  approved personnel from the school the student is currently
  DR        20                                                                        C
                  attending should be able to see student's disciplinary history
                  records)

                  Query students suspended, expelled, or remanded by type of
  DR        21                                                                        C
                  offense and/or date


                  Allow alternative schools to be able to indicate half-day
  DR        22    scheduling (e.g. morning/afternoon) that is used in                 O
                  continuation schools




Newport News Public Schools                                                               468                                            Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                     Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                     Comments
                                                                                       (Y/N)  Submitted module(s) Required


  DR        23    Track expulsions                                                      C



  DR        24    Build a conduct/incident history tracking file                        C



  DR        25    Ability to change begin/end dates for offenses and actions            C



  DR        26    Auto-Generate incident tracking number                                C



  DR        27    Track Safe School compliance                                          C



                  Ability to insert comments into student's discipline incident or
  DR        28                                                                          C
                  history report



  DR        29    Note primary and secondary offenses                                   C



                  Generate warnings for Special Education Students
  DR        30                                                                          C
                  Disciplinary Actions


                  Generate notifications to student's original school
  DR        31    (administrator) regarding the student's progress at alternative       O
                  schools (grades, attendance etc.)




Newport News Public Schools                                                                 469                                          Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                       Required  Answer    Module(s)/Sub-
 Area      No.                    Functional Requirement                                                                       Comments
                                                                                         (Y/N)  Submitted module(s) Required


  DR        32    Ability to print incident report immediately in office                  C




                  Ability to automatically notify parents of discipline events:
  DR        33    printed letter, email, integration to Interactive Voice Response        C
                  (IVR) system, etc.


                  Provide ability for any authorized site or district user to view
                  all students’ discipline history for a single school, across all
  DR        34    schools for a single school year, for a single school for               C
                  multiple years or across all schools for multiple years. All
                  discipline history should be maintained for an unlimited
                  number of years
                  Allows users to maintain information related to the
                  suspension and expulsion of students who are assigned to an
  DR        35                                                                            D
                  alternative educational setting with an indicator of these
                  students


                  Identifies the number of days during the current school year
  DR        36    that a student has been suspended prior to the pending                  D
                  suspension


                  Enables users to maintain and track suspensions by each
                  infraction as to time of day, location, action(s) taken, referring
  DR        37    person, assigned disciplinarian, administering disciplinarian,          C
                  school name, follow-up, disposition comments, and narrative
                  information, and the person who actually entered the
                  Allows selection and automatic generation of a variety of
  DR        38    detail and summary suspension reports for an individual                 D
                  student




Newport News Public Schools                                                                   470                                         Student Information System RFI
Appendix M


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Discipline Requirements
F = Fully functional with no modification to base system          F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost     F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                  NA = Not Available
additional cost
                                                                                Required  Answer    Module(s)/Sub-
 Area      No.                   Functional Requirement                                                                  Comments
                                                                                  (Y/N)  Submitted module(s) Required


  DR        39    Individual Student Discipline Profile                            C



  DR        40    Notice of Disciplinary Action                                    C



                  Total Number of Suspensions and Expulsions for Current
  DR        41    Year by race/ethnicity and other groups, in district and         C
                  schools


                  Discipline Counts by Code for Out of School Suspensions by
                  race/ethnicity and other groups, in district and schools,
  DR        42                                                                     C
                  including comparison data (e.g., special education students
                  vs. non-special education students)

                  Discipline Counts by Code for In School Suspensions by
                  race/ethnicity and other groups, in district and schools, ,
  DR        43                                                                     C
                  including comparison data (e.g., special education students
                  vs. non-special education students)


  DR        44    Discipline Report Lists Number of Occurrences per Day            D




Newport News Public Schools                                                            471                                               Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                             Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                            Required                                       Comments
                                                                                            Submitted   module(s) Required
Testing/Assessment

                The system must allow for the definition and management of
  TA       1    an unlimited number of standardized and state/district-defined         C
                tests that are administered to students.

                The system must allow for the definition and management of
  TA       2    an unlimited number of sub-tests for each standard test.               C
                Examples of sub-tests include math, science, reading, etc.


                Maintain test and assessment history for an unlimitied number
  TA       3                                                                           C
                of years



                Track in-house local assessments such as PALs, DORA,
  TA       4                                                                           H
                DRA and other assessments



                Track in-house developed tests (i.e. Benchmark
  TA       5                                                                           C
                Assessments).




Newport News Public Schools                                                      491                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                           Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                          Required                                       Comments
                                                                                          Submitted   module(s) Required
                Import test results for tests including, but not limited to,
                Advanced Placement, SAT, PSAT, SOL, WIDA Access for
  TA       6                                                                         C
                ELLs, V- Tests, Stanford 10, NNAT, IB and PSAT, ACT
                assessments

                The system tracks detailed information on each test
  TA       7
                administered. The information tracked includes:



  TA       8     The test type, e.g. SOL, SAT, AP                                    C



  TA       9     The test number, as needed                                          C



  TA      10     The test name                                                       C



  TA      11     The test level and edition                                          C



  TA      12     The test description                                                C




Newport News Public Schools                                                    492                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                        Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                       Required                                       Comments
                                                                                       Submitted   module(s) Required


  TA      13     The grade level of the test.                                     C



  TA      14     The test publication date                                        C



  TA      15     The test form number                                             C



  TA      16     The language of the test                                         C



                For each test administered and scored, the following data
  TA      17
                elements should be recorded:



  TA      18     Test accommodations                                              C



  TA      19     Test delivery method                                             C




Newport News Public Schools                                                 493                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                  Answer        Module(s)/Sub-
 Area    No.                    Functional Requirement              Required                                              Comments
                                                                                 Submitted     module(s) Required


  TA      20     Reason a student did not take a test                    C



  TA      21     Why the test was incomplete                             C



  TA      22     Date the test was administered                          C



  TA      23     The school the test was administered                    C




  TA      24    For each test level:




  TA      25     Score (Scaled and Raw)                                  C



  TA      26     Unlimited number of Proficiency Levels                  C




Newport News Public Schools                                        494                                        Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                  Answer        Module(s)/Sub-
 Area    No.                   Functional Requirement               Required                                              Comments
                                                                                 Submitted     module(s) Required


  TA      27     Total # of items                                        C



  TA      28     # of items correctly answered                           C



  TA      29     # of items left blank                                   C



  TA      30    Test scores may be defined as:




  TA      31     Percentage Scores                                       C



  TA      32     Grade Leveling Scores                                   C



  TA      33     Proficiency Level Scores                                C




Newport News Public Schools                                        495                                        Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                         Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                       Required                                       Comments
                                                                                        Submitted   module(s) Required


  TA      34     Scale Scores                                                      C



  TA      35     Raw Scores                                                        C



  TA      36     Pass/Fail Scores                                                  C



  TA      37     Other user defined test scores.                                   C


                The system allows an unlimited number of test scores and
  TA      38    test score types to be available online and tracked at the
                student level:



  TA      39     Test Level                                                        C



  TA      40     Sub-Test Level                                                    C




Newport News Public Schools                                                  496                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                              Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                             Required                                       Comments
                                                                                             Submitted   module(s) Required


  TA      41     Sub-Test Component Level                                               H




  TA      42     Item Level                                                             C


                The system allows for the definition and management of an
                unlimited number of test components for each sub-test. For
  TA      43                                                                            H
                example, vocabulary, spelling and reading are components of
                the language arts sub-test.




                Report on student test information at any level. (e.g. multiple
  TA      44                                                                            C
                test by student, grade, school, language category, etc.)




                Analyze and report improvement/progression for students and
                programs. The system should facilitate analysis by comparing
                test and test parameters for a single student, grade, school,
  TA      45    cluster, program, or English proficiency category. The system           C
                should facilitate analysis by comparing different tests.
                (Classify or group test info by parameters (i.e. a content
                standard in math) and produce a report by that standard)




Newport News Public Schools                                                       497                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                             Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                            Required                                       Comments
                                                                                            Submitted   module(s) Required

                Change as assessment requirements change (i.e. a new test
  TA      46                                                                           H
                is developed and results need to be tracked)



  TA      47    Create test results by class to send to teachers                       H



                Collect and record various types of test scores (e.g. Stanine,
  TA      48                                                                           H
                raw, % scaled, standard deviation) and item analysis.


                The system allows for the definition and management of an
  TA      49    unlimited number of test items for each test component.                C
                (Batch uploading is required)

                Test strands may be used to define detailed questions on the
  TA      50    test or groups of questions on the test. (Batch uploading is           C
                required)



  TA      51    Users may define an unlimited number of test score types.              C


                Each test score type tracks the passing score as well as the
                range of scores that are supported for that score type. This
  TA      52                                                                           C
                will include cut score range as it pertains to performance
                levels.




Newport News Public Schools                                                      498                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                                 Answer      Module(s)/Sub-
 Area     No.                        Functional Requirement                          Required                                       Comments
                                                                                                Submitted   module(s) Required

                    The system tracks other levels of student score results such
  TA       53       as proficient, advanced, basic, etc. for each score on each            C
                    test section.
Testing Reporting
                    The system should allow a specified end users to pull the
  TR       1        following report/data elements in order to preslug scan sheets
                    for assessments:
                      School Name
                      School Number
                      Student STI
  TR       2                                                                               C
                      NNPS Local ID
                      Student Last Name
                    The system should allow end users to pull the following
  TR       3        report/data elements to generate a Student Data Upload
                    (SDU) File: (See attached requirements)
                      Administration
                     Student Last Name
                     Student First Name
                     Student Middle Initial
                     LoginID
                     Division Code
                     School Code
                     Test Code
                     Group Name
                     Group Code
                     Date of Birth
                     Grade
                     Gender



Newport News Public Schools                                                          499                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                       Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                      Required                                       Comments
                                                                                      Submitted   module(s) Required
                 State Testing Identified (STI)
                 Ethnicity: Hispanic (Y/N)
                 Race
                 Student Number
                 Title I/Targeted Assistance Services (TAS)
                 Student Category-Migrant
                 Student Category-Homeless
                 Student Category-Neglected or Delinquent
                 N-Code/Economically Disadvantaged
                 Limited English Proficient (LEP) State Code
                 Receiving ESL Services
                 Disability Status-Section 1
                 Disability Status-Section 2
                 X-Code-A
                 X-Code-B
  TR       3     X-Code-C                                                        C
                 SOA Adjustment-LEP
                 SOA Adjustment-Transfer
                 AYP Adjustment-A
                 AYP Adjustment-B
                 AYP Adjustment-C
                 AYP Adjustment-D
                 Career and Technical Education (CTE) Course & Tech Prep
                 program
                 Career Technical Education-Single Parent
                 Career Technical Education-Displaced Homemaker


Newport News Public Schools                                                500                                Student Information System RFI
Appendix N
  TR     3                                                                          C

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                          Answer      Module(s)/Sub-
 Area    No.                  Functional Requirement                          Required                                       Comments
                                                                                         Submitted   module(s) Required
                 Career Technical Education-Nontraditional Career
                 Special Code-A
                 Special Code-B
                 Special Code-C
                 RP-Code
                 Local Use Data
                 Online Testing
                 Recovery
                 Retest
                 D-Code
                 Term Grad
                 VGLA
                 VAAP
                 VSEP
                 Y-Code-A
                 Y-Code-B
                 Y-Code-C
                 End of Record

                SOL score report function scores by a variety of parameters
                including, by school, by current grade, by grade at time of
  TR       4    test; by test date, and able to include multiple student            C
                demographic fields. Format of output must include Excel and
                .pdf.




Newport News Public Schools                                                   501                                Student Information System RFI
Appendix N

                                      RFP 032-0-2010KG Student Information System Attachment A
           Functional Category: Testing Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                                 Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                               Required                                       Comments
                                                                                                Submitted   module(s) Required

                A transfer report providing a list of students transferring into a
                school or the division after a specified date. Report must
  TR       5    include date of transfer, type of transfer, previous school,               C
                division, and state, and multiple student demographic fields.
                Format of output must include Excel and .pdf.




Newport News Public Schools                                                          502                                Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required
Medical


                The system must have the ability to track detailed health
  MD       1                                                                      C
                information on all students in the system.

                Maintain students health information including Medicaid,
                insurance, diagnoses, medication, health progress, vision,
  MD       2                                                                      C
                scoliosis, and hearing assessments, height and weight and
                blood pressure.


  MD       3    Limit health information only to identified staff                 C


                The system also supports the ability to track detailed health
                information on children not enrolled in the school district. As
  MD       4                                                                      D
                an example, pre schools students will not enroll until the
                Spring semester.
                The health module is fully integrated with all other student
                modules so that student demographic information is available
  MD       5                                                                      C
                to the health system and health data is available to other
                secured users.

                The system must allow for historic reporting of all medical
  MD       6    codes, e.g. medical alerts, medications, clinic visits, even if   C
                the code is no longer used.

                The system will allow for school nurses to open multiple
  MD       7    schools at the same time, e.g. schools operating two              H
                programs.


                The system will allow for all academically cross-enrolled
  MD       8                                                                      D
                students'medical records to be displayed at both schools.




Newport News Public Schools                                                           515                                  Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required
                System administrators have the ability to provide access to
  MD       9    select components of the medical module, such as read-only    C
                rights to immunization data.


                The medical module populates student health information to
  MD      10                                                                  C
                specifically designated reports only.


                The system must track special health concerns on each
  MD      11    student and display the alert in other student modules.
                Special health concerns include, at a minimum:



  MD      12      Diabetes                                                    C



  MD      13      Asthma                                                      C



  MD      14      Seizure Disorder                                            C



  MD      15      Cardiac Disorder                                            C



  MD      16      Cystic Fibrosis                                             C



  MD      17      Kidney Disorder                                             C




Newport News Public Schools                                                       516                                      Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      18      Cancer                                               C



  MD      19      Tube Feeding                                         C



  MD      20      Impaired Mobility                                    C



  MD      21      Auditory Impairment                                  C



  MD      22      Tracheostomy                                         C



  MD      23      ADD/ADHD                                             C



  MD      24      Food Allergy                                         C



  MD      25      Severe Hearing Loss (60 decibels or › either ear)    C



  MD      26      All Allergies with EPI                               C




Newport News Public Schools                                                517                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      27      Respiratory Disorders                                        C



  MD      28      Glaucoma                                                     C



  MD      29      Legally Blind (20/200 in one or both eyes with correction)   C



  MD      30      Crohn’s Disease                                              C



  MD      31      Mental Health Disorders                                      C



  MD      32      Skin Disorders                                               C



  MD      33      All Other Allergies                                          C



  MD      34      Brain Tumor                                                  C



  MD      35      All Paralysis                                                C




Newport News Public Schools                                                        518                                     Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      36      Blood Disorders                                             C



  MD      37      Multiple Sclerosis and other Demyelinating Diseases         C



  MD      38      Transplants                                                 C



  MD      39      Other Cancers                                               C



  MD      40      Other                                                       C



                The system must allow for future expansion of medical alert
  MD      41                                                                  C
                categories.


                System allows for school nurses to view and enter medical
  MD      42    data required in student's Individual Education Plan          H
                (automatically managed by the special education module.


                System allows for school nurses to view and enter medical
  MD      43                                                                  H
                data required in student's 504 Plan.



                System allows for the development and customization of
  MD      44                                                                  D
                student's Individual Health Plan.




Newport News Public Schools                                                       519                                      Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

                System allows for the import of data from current third party
  MD      45                                                                     H
                Individual Health Plan software.


                The system must provide a method to track medications that
  MD      46    are being administered to the student as well at the times and   C
                days for administering that medication.

                The system must import the current SIS medication list used
  MD      47    in NNPS and allow for the unlimited expansion of                 C
                medications.


                The system must track historical student medications with the
  MD      48                                                                     C
                most recent medications appearing first in the list.


                The system must track daily and "as-needed" medications in
  MD      49    the same manner, e.g. all medications will be displayed on       C
                the nursing notes.


                The system must track an unlimited number of allergies for
  MD      50                                                                     H
                each student.


                The system must track an unlimited number of health
  MD      51    concerns on each student and allow for a user maintained         C
                table of health concerned codes and types.


                The system must track a variety of reasons for visiting the
  MD      52
                school clinic including:



  MD      53      Accident                                                       C




Newport News Public Schools                                                          520                                   Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      54      Aches                                                C



  MD      55      Bathroom                                             C



  MD      56      Bathroom Accident                                    C



  MD      57      Behavior                                             C



  MD      58      Blood Pressure                                       C



  MD      59      Blood Sugar                                          C



  MD      60      Breathing Difficulty                                 C



  MD      61      Catheterization                                      C



  MD      62      Chest Pain                                           C




Newport News Public Schools                                                521                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      63      Clothing                                             C



  MD      64      Conference                                           C



  MD      65      Cough                                                C



  MD      66      Cramps                                               C



  MD      67      Diarrhea                                             C



  MD      68      Dizzy                                                C



  MD      69      Ear                                                  C



  MD      70      Eye                                                  C



  MD      71      Fainting                                             C




Newport News Public Schools                                                522                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      72      Fall                                                 C



  MD      73      First Aid                                            C



  MD      74      Glucose Monitoring                                   C



  MD      75      Head                                                 C



  MD      76      Head Lice                                            C



  MD      77      Headache                                             C



  MD      78      Hives                                                C



  MD      79      Human bite                                           C



  MD      80      Hungry                                               C




Newport News Public Schools                                                523                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      81      Hygiene                                              C



  MD      82      IEP                                                  C



  MD      83      Ill                                                  C



  MD      84      Insect Bite                                          C



  MD      85      Itching                                              C



  MD      86      Medication                                           C



  MD      87      Mental Status                                        C



  MD      88      Mouth                                                C



  MD      89      Nausea                                               C




Newport News Public Schools                                                524                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      90      Nose                                                 C



  MD      91      Nosebleed                                            C



  MD      92      Oxygen                                               C



  MD      93      Pain                                                 C



  MD      94      Parent Contact                                       C



  MD      95      Personal                                             C



  MD      96      Rash                                                 C



  MD      97      Screenings                                           C



  MD      98      Seizures                                             C




Newport News Public Schools                                                525                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      99      Skin                                                 C



  MD      100     Stomachache                                          C



  MD      101     Suctioning                                           C



  MD      102     Teeth                                                C



  MD      103     Throat                                               C



  MD      104     Tired                                                C



  MD      105     Tube Feeding                                         C



  MD      106     Vomiting                                             C



  MD      107     Wheezing                                             C




Newport News Public Schools                                                526                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      108     Miscellaneous                                                 C



                The system must allow for the continued expansion of
  MD      109                                                                   C
                reasons for visiting the school clinic.



                ICD9 and Medicaid health codes and required reports may be
  MD      110                                                                   H
                automatically loaded to avoid manual data entry.



                The system must maintain a disposition status on each health
  MD      111                                                                   C
                concern for each student.



                The system must automatically enter the time-in and time-out
  MD      112                                                                   C
                of clinic visits.



                The system must allow for nurses to override the automatic
  MD      113                                                                   C
                time-in and time-out of clinic visits.


                The system must allow for the display of time-in and time-out
  MD      114   of clinic visits on the same screen in close proximite to one   C
                another.


                The system must maintain a history of all past health
  MD      115                                                                   C
                concerns that are no longer active.


                The system must be able to maintain extensive nurse notes
  MD      116   on each student with the ability to access the nurse notes by   C
                date, by key word or by the staff entering the note.




Newport News Public Schools                                                         527                                    Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

                The system must be able to track an unlimited number of
  MD      117                                                                  C
                immunization types for students.



                The system must allow for "open categories" under
  MD      118                                                                  C
                immunization types, e.g. physical exams.


                The system must allow a student to be marked as exempt
  MD      119   from an immunization, and whether the exemption is a           C
                religious or medical exemption.


                The system must allow for the inclusion of unlimited
  MD      120                                                                  C
                exemption categories.


                The system must be able to note that a student has had a
  MD      121   specific disease so that they are dynamically exempted from    C
                further immunizations.

                The system must track multiple shots for each immunization
  MD      122   types and report each date that an immunization was            C
                administered.

                The system must comply with CDC rules for each
  MD      123   immunization type and automatically determine if a student     C
                has complied with immunization requirements.



  MD      124   The system must track immunization requirements by days.       C


                The system must be able to track an unlimited number of
  MD      125   student screenings. Student screening types must include, at
                a minimum:




Newport News Public Schools                                                        528                                     Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

  MD      126     Vision Screenings                                    C



  MD      127     Hearing Screenings                                   C



  MD      128     Early Childhood Screenings                           C



  MD      129     Physicals                                            C



  MD      130     Dental Screenings                                    C



  MD      131     Height/Weight Charts                                 C



  MD      132     Scoliosis Screenings                                 D




  MD      133     Blood Pressure Screenings                            C




Newport News Public Schools                                                529                                             Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required
                The system must keep an individual log of each health visit
                for each student. The health log will maintain the date the
  MD      134   student visited the health office, health actions taken, the     C
                result of the actions, medications administered and the time
                the student left the health office.


                The system must be able to track the outcome of each action
  MD      135                                                                    C
                taken by the nurse for each student health visit.



                The system must provide access to the student health log for
  MD      136                                                                    C
                an unlimited number of years.


                The system must be able to track medications administered
  MD      137   by the nurse during student visits. An unlimited number of       C
                medications must be supported for each health visit.


                The system must maintain an interactive nurses health log as
  MD      138                                                                    C
                well as a health log for each individual student.



                The nurse and student health logs must be populated from
  MD      139                                                                    C
                entry by the nurse for each student health visit.



                The system must be able to import lists of nurse actions to be
  MD      140                                                                    C
                used across all schools.



                The system must be able to track an unlimited number of
  MD      141                                                                    C
                nurse actions for each health visit.




Newport News Public Schools                                                          530                                   Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required
                The system must be able to track the reason for the student
  MD      142   visit, the action taken by the nurse and the disposition of the   C
                health visit.


                The system must maintain comments specific to each student
  MD      143                                                                     C
                visit to the nurse.




                Track immunization dates, conditionals, exceptions and
  MD      144                                                                     C
                immunity



                Track students' immunization process and alerts nurses when
                actions needs to be taken (i.e. certain immunization needs to
  MD      145   be taken in specified sequence and time frames. The system        C
                should help nurses ensure the immunization is taken in a
                timely manner)

                The system must be able to establish the requirement, age,
  MD      146   and grade for each immunization type and report those             C
                students with missing immunizations.


                The system must be able to track the time intervals between
  MD      147                                                                     C
                doses for each immunization type.



  MD      148   Track multiple immunization status (DPT, OPV, MMR, etc.)          C



                Alert nurses when a student's immunization data is
  MD      149                                                                     C
                incomplete




Newport News Public Schools                                                           531                                  Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required
                Change as immunization requirements change (i.e. a new
  MD      150                                                                    C
                kind of immunization is mandated by the state)
Medical Reporting
 The system must provide for detailed reporting. At a minimum, reports must include:

                A health concern report that may be generated by school,
 MDR       1                                                                     C
                date, class, grade level or by student.



                A daily health log report which may be generated for a single
 MDR       2                                                                     C
                day or date range for a grade, student or time.



 MDR       3    An individual health status report for a specific student.       C



                A label that has a picture of the student to adhere to a
 MDR       4                                                                     H
                medication bottle for absolute identification.



                All reports can be run on students currently registered in the
 MDR       5                                                                     C
                system regardless of enrollment status.



                Track students' health concerns. Print list of students with
 MDR       6                                                                     C
                special health needs.



 MDR       7    Print an Exclusion Sheet                                         H



 MDR       8    Print out Exclusion Letters                                      H




Newport News Public Schools                                                          532                                   Student Information System RFI
Appendix O


                                      RFP 032-0-2010KG Student Information System Attachment A
          Functional Category: Medical Requirements
F = Fully functional with no modification to base system        F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost   F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                NA = Not Available
additional cost
                                                                 Required       Answer          Module(s)/Sub-
 Area     No.                Functional Requirement                                                                      Comments
                                                                   (Y/N)      Submitted module(s) Required

 MDR       9    Waivers based on health                                        H



 MDR      10    Health-related comments/instructions                           C



                Track Accidents & Injuries (include: Date, time, type,cause,
 MDR      11                                                                   C
                witnesses, people contacted, where taken)




Newport News Public Schools                                                        533                                     Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer          Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                                     Comments
                                                                                   (Y/N)    Submitted       module(s) Required
General - Special Education
 The SIS system will be required to track and report specific information from the Special Education system as part of the overall system functionality.
 NNPS currently has approximately 4,000 students with IEPs, and must both track and report these students.

                 The special education module is fully integrated with the
 GSE       1     student information system and shares student data with all           C
                 other modules.

                 The system also supports the ability to track special
                 education information for children not enrolled in the school
 GSE       2                                                                           C
                 district. As an example, this would include pre-school age
                 children.

                 System security permits the display of special education data
 GSE       3                                                                           C
                 only to those with authorized access.



                 The special education component provides seamless
 GSE       4                                                                           C
                 integration with the staff data.


                 A notice of evaluation must be able to be constructed
                 interactively and all appropriate staff members and team
 GSE       5     members notified. The date and location of the meeting must           C
                 be included. Detailed tracking of parental permissions must
                 be tracked for each meeting.
                 The system is capable of indicating to users throughout the
 GSE       6                                                                           C
                 application that a student is a special education student.




Newport News Public Schools                                                      553                                         Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                           Comments
                                                                                   (Y/N)    Submitted   module(s) Required

                The system provides user managed tables to support pull-
 GSE       7                                                                           C
                down lists for data fields.



                The system provides for an authorized user to correct data
 GSE       8                                                                           C
                previously entered.



                The system supports cross-referencing appropriate data fields
 GSE       9                                                                           C
                to state codes for state reporting purposes.



                The system supports the ability to add/delete NNPS specific
 GSE      10                                                                           C
                codes used for internal/external reporting.



                The time, date and name of each change to the IEP is tracked
 GSE      11                                                                           C
                and available online at any time by authorized users.



                The module must integrate with all student data that is in the
 GSE      12                                                                           C
                student information system.




Newport News Public Schools                                                      554                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                          Comments
                                                                                  (Y/N)    Submitted   module(s) Required

 GSE      13    Spell checking is incorporated into goal and objective entry.         C
Special Education Management


 SEM       1    For each service provided, the system tracks, at a minimum:




 SEM       2    The start and stop date of the service.                               C



                Track frequency and duration of services, including weekly
 SEM       3                                                                          C
                and bi-weekly in minutes.


                The category of staff, i.e. speech pathologist, general
 SEM       4    educator, special educator, occupational therapist, providing         C
                the service.



 SEM       5    The location where the service is provided.                           C



 SEM       6    The type of services being received.                                  C




Newport News Public Schools                                                     555                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                    Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                             Comments
                                                                                      (Y/N)    Submitted   module(s) Required

                Track a student's eligibility, capture start dates of child study
 SEM       7                                                                              C
                team process, track days remaining to maintain timeline.



 SEM       8    Track participation and time spent in general education.                  C



 SEM       9    Track participation and time in special education.                        C


                Monitor the referral and assessment functions to ensure that
 SEM      10    specified activities are performed within established schedule            C
                requirements.


                Maintain referral and assessment results for eligibility
 SEM      11                                                                              C
                categories linked to corresponding student information.



                Maintain referral and assessment results for service delivery
 SEM      12                                                                              C
                placement linked to corresponding student information.


                Search for appropriate instructors for assignment to a special
 SEM      13    service student based on location, qualifications, and                    D
                availability.




Newport News Public Schools                                                         556                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                               Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                        Comments
                                                                                 (Y/N)    Submitted   module(s) Required


 SEM      14    Track case load and class size of special education teachers         C



 SEM      15    Alert based on mandated state case load limits.                      H



                Produce ad hoc management reports showing all upcoming
 SEM      16                                                                         H
                timelines for a district/school/teacher/child.

                Track special situation students (i.e. at home students,
                hospitalized students, AEP (Alternative Education
 SEM      17                                                                         C
                Placement), dual enrollment or those students with
                overlapping needs, i.e. English language needs.


 SEM      18    Track special education NCLB drop-out rate.                          C



                Track special education cohort drop-out rate (computed from
 SEM      19                                                                         C
                Virginia On-Time Graduation)



 SEM      20    Identify students placed in Gifted.                                  H




Newport News Public Schools                                                    557                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                    Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                             Comments
                                                                                      (Y/N)    Submitted   module(s) Required

                Identify special education programs available at specific
 SEM      21                                                                              H
                schools


                Provide ability for a school and district to receive a cumulative
 SEM      22    report of special education students with the total number of             C
                days suspended


                Provide alert when special education students reach or
 SEM      23                                                                              H
                exceed a predetermined number of days suspended


                Track student's psychologist/social work referrals from referral
 SEM      24    to placement (I.e., referral date, Child Study Team meeting               C
                dates, test scores)


                Provide check to allow special placement only for students
 SEM      25                                                                              H
                with specific district-defined special education requirements


                Print forms for distribution to parents, teachers,
 SEM      26    administrators, etc with student bio-data pre-filled when                 C
                applicable.




Newport News Public Schools                                                         558                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                          Comments
                                                                                   (Y/N)    Submitted   module(s) Required

                Generate assignment letter when special education students
 SEM      27    have been officially staffed/placed in an special education            H
                program.



 SEM      28    Project students to schools with override capability based on:




 SEM      29    Address                                                                C



 SEM      30    Disability                                                             C



 SEM      31    Service delivery                                                       C



 SEM      32    Flag notification of three year evaluation time expiration             C



                The system provides ability to input evaluation report
 SEM      33                                                                           C
                summaries by distinct user




Newport News Public Schools                                                      559                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                   Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                             Comments
                                                                                     (Y/N)    Submitted   module(s) Required

                The system has the ability to generate eligibility reports based
 SEM      34                                                                             C
                upon evaluation summaries



 SEM      35    Track all Federal disability codes                                       C



 SEM      36    System has the ability to add local service delivery codes               C



 SEM      37    Track service delivery codes                                             C



                The system provides the ability to track an unlimited number
 SEM      38                                                                             C
                of special education evaluations in each school year.



                The system tracks and reports on student evaluations across
 SEM      39                                                                             C
                an unlimited number of school years.


                The system has the ability to track the purpose of the
 SEM      40    evaluation and associated assessments by date and                        C
                evaluation results.




Newport News Public Schools                                                        560                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                          Comments
                                                                                  (Y/N)    Submitted   module(s) Required

                The system tracks primary disability determinations from each
 SEM      41                                                                          C
                eligibility.



                An unlimited number of student evaluation reports must be
 SEM      42                                                                          C
                supported for each child.



                The agreement or disagreement of each participant must be
 SEM      43                                                                          C
                tracked for each eligiblity.



                The system tracks secondary and tertiary disability
 SEM      44                                                                          C
                determinations from each eligiblity.



                The system supports unlimited related services associated
 SEM      45                                                                          C
                with one or more disabilities.



                The system tracks the case manager assigned for each
 SEM      46                                                                          C
                disability category.




 SEM      47    The system tracks the exit reason and date.                           C




Newport News Public Schools                                                     561                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                          Comments
                                                                                  (Y/N)    Submitted   module(s) Required
                The system tracks and reports an unlimited number of user
                defined events associated with each disability/evaluation.
 SEM      48                                                                          C
                Event type samples include an assessment, a referral,
                parental meeting, etc.


 SEM      49    The system tracks the status and comments for each event.             H



                The system tracks case load rosters for each special
 SEM      50                                                                          C
                education case manager.



                The system tracks case load rosters for each special
 SEM      51                                                                          C
                education provider.

                The system provides reporting of special education
 SEM      52    information for all Virginia Department of Education mandated         C
                reports
IEP/Case Management

                A notice of an IEP meeting must be able to be constructed
                interactively and all appropriate staff members and team
CMSE       1                                                                          C
                members notified. The date and location of the meeting must
                be included.

                Record and compute IEP milestone dates and
CMSE       2    accomplishment information. Generate IEP report cards for             C
                administrators, teachers, and parents on an ad hoc basis.




Newport News Public Schools                                                     562                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                           Comments
                                                                                   (Y/N)    Submitted   module(s) Required

                Input and assess special education goals on student IEP
CMSE       3                                                                           C
                forms and progress reports.



CMSE       4    The system must have a workflow calendar                               H



                The system tracks an unlimited number of goals and
CMSE       5                                                                           C
                objectives for each student.



                Compare each IEP recommendation for testing participation
CMSE       6                                                                           C
                and type of test taken with the actual participation.


                When complete, the IEP data should become an integral part
CMSE       7    of the student record stored in the general student system             C
                and should be available to all other modules.

                The IEP System must be fully web based and accessed from
CMSE       8    standard industry browsers and available via either network or         C
                secured Internet connections.


                Special education management staff must be able to assign
CMSE       9                                                                           C
                the task of IEP development to other staff members.




Newport News Public Schools                                                      563                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                          Comments
                                                                                   (Y/N)    Submitted   module(s) Required

                Students must be able to be selected from student
CMSE      10    information system database by local student ID number,                C
                state testing identifier, birthdate, last name or first name.


                Any number of case managers or team members, along with
CMSE      11    corresponding titles, including staff that are not employed by         C
                the district, may be assigned to the student IEP team

                Team meeting announcements must be able to be defined
CMSE      12    and all team members notified of the meeting, time and                 C
                location of the meeting.


                System generates notice of IEP meeting with the ability to
CMSE      13                                                                           C
                exclude team members with parental permission.



                A child may be tracked and managed with an IEP even if they
CMSE      14                                                                           C
                are not a student enrolled in the district.



                The system has the ability to record accomodations and
CMSE      15                                                                           C
                modifications associated with local and state testing.



                The system has the ability to track accomodations and
CMSE      16                                                                           C
                modifications associated with local and state testing.




Newport News Public Schools                                                      564                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                   Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                            Comments
                                                                                     (Y/N)    Submitted   module(s) Required

                Goals and objectives may be manually entered or selected
CMSE      17                                                                             C
                from a goal bank maintained by the system.



                Goals and objectives may be categorized by user defined
CMSE      18                                                                             C
                category.



                Manually entered goals and objectives may be saved to the
CMSE      19                                                                             C
                goal bank.



                An unlimited number of services may be tracked for each
CMSE      20                                                                             C
                student.



                Service tracking includes the service, setting, duration,
CMSE      21                                                                             C
                location, frequency and other information for each service.


                Service providers may be district staff or other staff. For each
CMSE      22    provider track the name, address, contact information and                C
                payment terms (if any).

                Provide the ability to prepare and distribute a Notice of Intent
CMSE      23    or Denial. Include the ability to record whether the parents             C
                agreed or disagreed with the results.




Newport News Public Schools                                                        565                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                     Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                              Comments
                                                                                       (Y/N)    Submitted   module(s) Required

                For all forms that are distributed, support the generation of
CMSE      24                                                                               C
                those forms by printing or saving in PDF format.


                For all forms that are distributed, special education
CMSE      25    management staff have the option to enable emailing of                     C
                forms.


                The system supports the identification of Medicaid eligible
CMSE      26                                                                               C
                students and codes.



                The system supports direct filing of Medicaid for re-
CMSE      27                                                                               H
                imbursement.



                The case management system is compliant with state special
CMSE      28                                                                               C
                education requirements.




                State and federal mandates are incorporated as part of the
CMSE      29                                                                               C
                annual support contract.



                Special education managers have the ability to upload any file
                through their web browser into a student’s document record.
CMSE      30                                                                               H
                A variety of file types must be available for file upload and file
                access.


Newport News Public Schools                                                          566                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                           Comments
                                                                                   (Y/N)    Submitted   module(s) Required

                The system must have the ability to generate reports that
CMSE      31    analyze the difference between services documented on the              D
                IEP and services provided.


                The system must support the online, interactive development
CMSE      32                                                                           C
                and management of student IEPs.



                Each historical IEP must be maintained and available for use
CMSE      33                                                                           C
                and inquiry .



                Roll calls and historical attendance information, to include
CMSE      34                                                                           C
                name and title, must be maintained for each meeting.



                Automatically identify missing information (IEP components)
CMSE      35                                                                           C
                and notify appropriate party.


                Automatically notify appropriate recipients a predetermined
CMSE      36    period prior to IEP milestone dates coming due (i.e. via email         C
                alerts).


                Provide for the ability to develop progress reports for each
CMSE      37                                                                           C
                goal tracked on a student.




Newport News Public Schools                                                      567                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                   Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                            Comments
                                                                                     (Y/N)    Submitted   module(s) Required

                Provide for the ability to track transportation information for
CMSE      38                                                                             C
                each student.


                System has the ability to track an unlimited number of
CMSE      39    transportation specific requirements, i.e. safety vests, curb to         C
                curb, car seat, etc


                Provide for the tracking of each discipline event and
CMSE      40                                                                             C
                manifestation determination.



CMSE      41    Provide for the ability reviewing the IEP online.                        C



CMSE      42    Provide for the ability to print the IEP.                                C




Newport News Public Schools                                                        568                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                 Required    Answer          Module(s)/Sub-
 Area     No.                    Functional Requirement                                                                                    Comments
                                                                                   (Y/N)    Submitted       module(s) Required


CMSE       43    Provide for the ability to generate the IEP in PDF format.            C


Special Education - Student Support

 Special Education seeks to help all students be successful in school by looking at the whole student (attendance, grades, test scores, discipline, etc.) to
 improve communications among teachers, parents and students for students at risk.



                 Report on 'at risk' students to determine what services have
 CSE       1                                                                           C
                 been provided in the past.


                 Track referrals not related to discipline/ESL/etc, including:
                 counseling, speech, home bound, social work, attendance,
 CSE       2     psychology, occupational/physical therapy. Track date of              C
                 referral, reason for referral. Include access to history of
                 referrals for a student.


                 Maintain the confidentiality of referral or other entered
 CSE       3                                                                           C
                 information.


                 Track support team information for referred students,
                 including: Team Members, notes/comments, parent meeting
 CSE       4                                                                           C
                 dates, intervention recommendations, follow-up dates and
                 results.




Newport News Public Schools                                                      569                                          Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                       Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                                Comments
                                                                                         (Y/N)    Submitted   module(s) Required

                Forward support team recommendations to responsible area
 CSE       5                                                                                 C
                and record results of interventions taken.


                For psychological referrals, track: initial reason for referral, re-
 CSE       6    evaluation results, screening results, supplemental testing                  C
                results.



 CSE       7    Track receipt of parents informed consent.                                   C


                Track and report against pre-established time requirements
 CSE       8    for steps in process (ex. 40 days from referral to testing). Are             C
                exceptions allowed?

                Support Team reports: monthly reports including: number of
                parents seen, number of students seen, types of
 CSE       9                                                                                 C
                interventions, discipline, etc. tracked by support team
                member


 CSE      10    Allow for recording and tracking of diploma type.                            C




Newport News Public Schools                                                            570                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                             Required    Answer      Module(s)/Sub-
 Area     No.                   Functional Requirement                                                                      Comments
                                                                               (Y/N)    Submitted   module(s) Required

                 Allow for tracking and report post graduation information
 CSE       11                                                                      C
                 including scholarships, college graduations, etc.

Special Education - Reports


 SER       1     Special education class lists by:




 SER       2       case manager                                                    C



 SER       3       school                                                          C



 SER       4       service delivery                                                C



 SER       5     Related Service Reports                                           C



 SER       6     Exceptionality report                                             C




Newport News Public Schools                                                  571                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                    Required      Answer        Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                     Comments
                                                                      (Y/N)      Submitted     module(s) Required


 SER       7    Service delivery report                                  C



 SER       8    All special education students by school                 C



 SER       9    All special education students by teacher                C



 SER      10    All special education students by disability             C



 SER      11    All special education students by grade                  C



 SER      12    Service records by:




 SER      13     evaluations in progress                                 C




Newport News Public Schools                                        572                                        Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                               Required    Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                                                                         Comments
                                                                                 (Y/N)    Submitted   module(s) Required


 SER      14     evaluation status by provider                                       C



 SER      15    Totals by exceptionality                                             C



 SER      16    Totals by service delivery                                           C



 SER      17    Special education students by zone school                            C



 SER      18    Special education students served out of zone                        C



 SER      19    Count of special education student in alternative placements         C



 SER      20    Count of special education student suspension days                   C




Newport News Public Schools                                                    573                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                               Required    Answer      Module(s)/Sub-
 Area    No.                    Functional Requirement                                                                        Comments
                                                                                 (Y/N)    Submitted   module(s) Required


 SER      21    Manifestation meetings by disability category                        C



 SER      22    Manifestation meetings by result, e.g. causal and non-causal         C



 SER      23    Manifestation meetings by offense                                    C



 SER      24    Transfer of files in and out of school                               C



 SER      25    Age monitoring report                                                C



 SER      26    Accommodations report                                                C


                IEP dates reports including start and end dates, IEP signed
 SER      27    dates IEPs signed by month, IEPs by school, and IEPs by              C
                case manager




Newport News Public Schools                                                    574                                Student Information System RFI
Appendix P

                                      RFP 032-0-2010KG Student Information System Attachment A
     Functional Category: Special Education Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                    Required      Answer        Module(s)/Sub-
 Area    No.                  Functional Requirement                                                                      Comments
                                                                      (Y/N)      Submitted     module(s) Required


 SER      28    IEP overdue report                                       C



 SER      29    Total points by school & case manager                    C




Newport News Public Schools                                        575                                        Student Information System RFI
Appendix Q

                                      RFP 032-0-2010KG Student Information System Attachment A
    Functional Category: Language Services Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                              Answer        Module(s)/Sub-
 Area     No.                   Functional Requirement                            Required                                               Comments
                                                                                             Submitted     module(s) Required
Language Services (ESL)
 The SIS system will be required to track and report specific information from the Language Services system as part of the overall system functionality.
 NNPS currently has approximately 800 ELL students with the population steadily increasing.


                 Track and report on student's Primary Home Language
                 Survey (PHLS) results (i.e. eligibility). Input, query, and
                 produce reports from language information from the PHLS.
 ESL       1                                                                           C
                 Track outside agency information for ESL students, including:
                 service agencies, contacts, sponsors, bilingual emergency
                 contacts, interpreters, and home visits.


                 Track and report students' W-APT (World Class Instructional
                 Design Assessment - Assessing Comprehension and
                 Communication in English to State to State) and other state
 ESL       2                                                                           C
                 and local approved assessment results (capture proficiency
                 level based on state guidelines to include WIDA and a body
                 of evidence) / or declined initial assessment.




                 Track and report whether a student's parents have declined
 ESL       3                                                                           C
                 their rights to receive ESL services.




Newport News Public Schools                                                      599                                        Student Information System RFI
Appendix Q

                                      RFP 032-0-2010KG Student Information System Attachment A
    Functional Category: Language Services Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                              Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                             Required                                       Comments
                                                                                             Submitted   module(s) Required

                Capability to store local and state assessment data (PALS -
                Phonological Awareness Literacy Screening, DRA -
                Development at Reading Assessment, DORA - Diagnostic
                Online Reading Assessment, local quarterly assessments,
 ESL       4                                                                           C
                SOL's - Standards of Learning, ACCESS ELL, Voyager
                Reading Program, WIDA subscores and be able to flag audit
                classes. Track and report progress by student and to be able
                to aggregate by year.


                Track and report Limited English Proficient (LEP) student
                accommodations per LEP plan (flag indicating LEP plan is
 ESL       5                                                                           C
                completed, provide check boxes to capture state approved
                accommodations). Must be flexible as requirements change.


                Track and report on ESL services students are receiving or
                not receiving . The system should track and report type of
                service, service hours received, curriculum (grade level based
 ESL       6                                                                           C
                on reading ability, language proficiency) and teacher.
                Calculate online the number of years a student has received
                ESL services.


                Track and report English Language Learners (Y or N),
 ESL       7    Track progress in English proficiency (AMAO1). Track                   C
                reclassification from LEP to non-LEP (AMAO2).




Newport News Public Schools                                                      600                                 Student Information System RFI
Appendix Q

                                      RFP 032-0-2010KG Student Information System Attachment A
    Functional Category: Language Services Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                               Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                              Required                                       Comments
                                                                                              Submitted   module(s) Required

                Track and report current and next year's projected school
                assignment for language needs. Pre-populate school code
 ESL       8    based on ESL program assignment. Maintain results from                  C
                student's W-APT and other state and local approved
                assessments.


                Search for assigned school and bus routes for schools
 ESL       9                                                                            C
                assigned outside of Zone when language needs dictate.


                Automatically generate Permission to Enroll letter in multiple
 ESL      10    languages. (currently letters are on intranet and system                C
                should be able to link or embed in the SIS).

                Provide online notification to ESL Welcome Center
 ESL      11    (administrative office) when ESL student status changes                 C
                occur (withdrawal, transfer or new enrollment).



                Track ESL Student supplemental services assignments (i.e.
                extended day, or Supplemental Services). Capture start and
 ESL      12                                                                            C
                end date, attendance, instructional focus (i.e. reading or math
                instruction), teacher, and location.




Newport News Public Schools                                                       601                                 Student Information System RFI
Appendix Q

                                      RFP 032-0-2010KG Student Information System Attachment A
    Functional Category: Language Services Requirements
F = Fully functional with no modification to base system         F4 = Functionality requires system modification with additional cost
F2 = Functional with user configuration at no additional cost    F5 = Functionality planned for future release
F3 = Functionality requires system modification with no
                                                                 NA = Not Available
additional cost
                                                                                                Answer      Module(s)/Sub-
 Area    No.                   Functional Requirement                               Required                                       Comments
                                                                                               Submitted   module(s) Required

                Provide a utility that allows test scores taken from the
                ACCESS ELL to be populated (downloaded) into the SIS.
                Once there, the system will allow set up of rules that
 ESL      13                                                                             C
                determine an initial ESL assignment for that student and will
                populate the assignment field with this information. The field
                must allow the information to be overridden by the end user.


                Capability to generate customizable reports on any fields
 ESL      14                                                                             C
                captured by the SIS concerning ESL.



                Be able to aggregate all customized reports in PDF and
 ESL      15                                                                             C
                Excel.


                Capability to produce report of ESL subgroup information and
                graduation status and rate. This includes assessment
 ESL      16                                                                             C
                information, initial registration data, native language, and ESL
                placement by teacher (current and historical)

                Capability to produce a report on Average Daily Attendance
 ESL      17                                                                             C
                by Subgroup - ESL (monthly)



                Capability to produce a report on Average Daily Membership
 ESL      18                                                                             C
                by Subgroup - ESL (monthly)




Newport News Public Schools                                                        602                                 Student Information System RFI

				
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