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SIS DOCUMENT CENTER

PROJECT STARTED

The District’s SIS vendor, Focus, has built and released a new module
called the Document Center and IT, along with the FTE & Student Reporting
Department, have begun a project to research and plan its potential
deployment and use in our District. The intent of the SIS Document Center
is to be a repository of student records including report cards, registration
and enrollment documents, and other records currently housed in a student’s
cumulative folder. Some of those documents will automatically reside in the
Document Center such as each student’s report card and the registration/
enrollment documents, once that process moves from a manual/paper
process to an online process.

The challenging part of the project is determining the best means to scan the
contents of current cumulative folders into the system. The Project Team is
exploring several options in addition to benchmarking other districts that have
accomplished this large task.

Jason Smith and Dawn Pumphrey are the Project Sponsors and Angela Bergt
is the Project Manager. More on this to come as the project progresses.

CONTRACT MANAGEMENT

SYSTEM COMING

Board and District-approved contracts will soon be initiated and managed
using a new Contract Lifecycle Management (CLM) system by DocuSign. The
system will allow department-based contract managers to initiate a contract
in the system, collaborate with others to edit/redline/finalize the contract
wording, and capture multiple approvals. The final approved and signed
contract will then automatically upload to the District’s document management
system (ImageQuest) for storage and later retrieval when necessary.

The project scope includes department-managed contracts including con-
tracts initiated via RFP (Request for Proposal) or ITN (Invitation to Negotiate).
It also includes department’s vendor-initiated contracts and amendments to
existing contracts. Expanding the system to include school-managed con-
tracts will be considered for the future.

Blair Littlejohn from the General Counsel’s Office and Darci Garbacz from
Purchasing are the Project Sponsors and Angela Bergt is the Project
Manager. Informa Software is the systems integrator and DocuSign is the
software developer.

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