pd course migration sow

Statement of Work Professional Development Course Migration

February 4, 2015

2/4/2015 Statement of Work

Contents

Statement of Work ....................................................................................................................................... 3

Rationale ....................................................................................................................................................... 3

Project Benefits ............................................................................................................................................. 4

Project Assumptions ..................................................................................................................................... 4

Scope of Work ............................................................................................................................................... 4

A. Course Migration .............................................................................................................................. 4

B. Schedules and Rosters ...................................................................................................................... 5

C. Grades ............................................................................................................................................... 5

D. Communication and Training Plan .................................................................................................... 5

Houston ISD Support ................................................................................................................................. 5

Schedule ........................................................................................................................................................ 6

Authorization ................................................................................................................................................ 7

Exhibit A: Pricing .......................................................................................................................................... 8

Exhibit B: Calendar ....................................................................................................................................... 9

Exhibit C: Acceptance of Completed Work ................................................................................................ 14


Client Name: Houston Independent School District

Project Administrator: Denise Martinez

Project Name: Professional Development Course Migration

Engagement Duration: March 2015 – May 2015

Start Date: March 2, 2015

End Date: May 29, 2015

Statement of Work This Statement of Work (SOW) is issued pursuant to the contract between Houston ISD (“Client”) and

itslearning (“Contractor”) effective March 2, 2015 (the “Agreement”). This SOW is subject to terms and

conditions contained in the Agreement between the parties and are made a part thereof. Any term not

otherwise defined herein shall have the meaning specified in the Agreement. In the event of any conflict

or consistency between the terms of this SOW and the terms of this Agreement, the terms of this SOW

shall govern and prevail.

This SOW #003, effective as of March 2, 2015 is entered into by and between itslearning and Houston

ISD and is subject to the terms and conditions specified below. The Exhibits to this SOW shall be deemed

to be a part hereof. In the event of any inconsistencies between the terms of the body of this SOW and

the terms of the Exhibits hereto, the terms of the body of the SOW shall prevail.

Rationale As a part of Houston ISD’s efforts for digital transformation, Houston ISD has determined that it will be

beneficial for professional development courses for all school district staff to be migrated from the

existing software application (Desire2Learn – D2L) to the itslearning Learning Management Platform

called the HUB. The successful migration of professional development courses to the HUB will provide

Houston ISD with operational and financial benefits that can only be accomplished through this activity.

In order to complete this migration before June 1, 2015 Houston ISD has chosen to contract with

itslearning, Inc.


Project Benefits Reduce the number of software application silos.

Increase teacher use, knowledge and understanding of the HUB.

Connect the HUB functionality with Professional Development and Responsibility one

measure of teacher effectiveness.

Harvest increasing value from Houston ISD’s itslearning investment.

Migration of the professional development courses to the itslearning Learning Management

Platform will support and increase HUB adoption and use.

Migration of the professional development courses to the HUB will standardize course

format and increase the HUB’s ability to provide a “one-stop-shop” capability reducing the

Professional Development Department’s work.

Reduce ongoing technology costs

o Approximate D2L savings based on $425,000 per year licensing fees:

Year 1: $202,400

Year 2: $425,000

Year 3: $425,000

Total 3-syear savings: $1, 052,400

Project Assumptions The professional development courses and assessments migrated from D2L to the HUB will

provide the same content and quizzes currently available.

All Houston ISD staff will be able to access and complete the professional development

courses in the HUB.

A process to extract professional development course registration from the eTrain software

application and upload the course catalog and rosters similar to the process currently in

place will be developed.

A process to export grades from the professional development courses in the HUB to an

Excel spreadsheet similar to the process currently in place will be developed.

Scope of Work The following functional requirements compose the scope of work addressed in this proposal.

A. Course Migration

1. itslearning will migrate 312 Houston ISD professional development courses currently in

D2L to the HUB.

2. The courses will be migrated in the priority order identified in the list provided by Houston

ISD on a calendar to be mutually agreed upon by Houston ISD and itslearning.

3. Course quizzes that do not cosnvert from D2L into the HUB will be recreated manually and

tested to be certain they work as expected.

4. itslearning will migrate approximately 40 courses per week.


5. After each three-week conversion cycle, itslearning will submit to Houston ISD 100 courses

for review.

6. Houston ISD will have two weeks to review the completed courses and provide feedback to

the assigned itslearning project manager regarding additional cleanup and improvement.

7. itslearning will include a total of 15 days for additional cleanup as required by Houston

ISD’s converted course review in the conversion calendar.

8. All courses must be migrated and review and cleanup cycles completed on or before May

29, 2015.

B. Schedules and Rosters

1. eTrain will remain the online software application for presenting the course catalog to staff

and for managing the online self registration process.

2. itslearning working in collaboration with Houston ISD will identify a process to do the

following.

a. Extract course schedules and rosters from the eTrain software application.

b. Import course schedules and rosters into the HUB.

3. The export from eTrain will be updated on a weekly basis maintaining the current course

schedule and roster development process.

C. Grades

1. itslearning working in collaboration with Houston ISD will identify a process to extract

grades from the HUB courses into an Excel spreadsheet maintaining the current grade

export process.

D. Communication and Training Plan

1. itslearning working in collaboration with Houston ISD will identify a process for

communicating to the school district’s community the migration of professional

development courses from D2L into the HUB.

2. itslearning working in collaboration with Houston ISD will identify and assist the school

district to develop a minimum of one and a maximum of two online training opportunities

to support the professional development platform change.

Houston ISD Support

Houston ISD will provide the following services in support of the project.

1. Submit a priority listing of all professional development courses to be migrated to the HUB.

2. Assign one person from the Professional Development Department to coordinate the

project.

3. Provide support on questions related to professional development resources and

documentation.

4. Review and report to itslearning in a timely manner the quality and status of the migrated

professional development courses.


Schedule A detailed calendar showing all tasks, milestones, start, and end dates is provided in Exhibit B of

this document.

Key: Black text: itslearning task Blue text: Houston ISD task Green text: itslearning and Houston ISD collaborative task

Milestone Tasks Start Date End Date Review Existing Course Design and Layout 02-15-2015 03-04-2015 Recommend Course Design and Layout Improvement 02-27-2015 03-11-2015 Start Course Conversion 03-02-2015 05-29-2015 Complete Course Conversions 1-39 03-02-2015 03-06-2015 Complete Course Conversions 40-78 03-09-2015 03-13-2015 Complete Course Conversions 79-117 03-16-2015 03-20-2015 Houston ISD Reviews Courses 1-100 03-19-2015 04-02-2015 Complete Course Conversions 118-156 03-23-2015 03-27-2015 Develop eTrain Course and Roster Extract 03-30-2015 04-09-2015 Complete Course Conversions 157-195 03-30-2015 04-03-2015 Complete Course Conversions 196-234 04-06-2015 04-10-2015 Houston ISD Reviews Courses 101-200 04-07-2015 04-23-2015 Course and Roster Acceptance Signoff 04-09-2015 04-09-2015 Complete Course Conversions 235-273 04-13-2015 04-17-2015 Mid-Project Review Meeting 04-14-2015 04-14-2015 Complete Course Conversions 274-312 04-20-2015 04-24-2015 Develop Excel Grade Export 04-13-2015 04-27-2015 Houston ISD Reviews Courses 201-312 04-24-2015 05-08-2015 Excel Grade Export Acceptance Signoff 04-27-2015 04-27-2015 Final Revision of Courses 1-100 05-04-2015 05-08-2015 Final Revision of Courses 101-200 05-11-2015 05-15-2015 Communication Plan Acceptance and Signoff 05-15-2015 05-15-2015 Final Revision of Courses 201-312 05-18-2015 05-22-2015 Final Course Conversion Acceptance and Signoff 05-26-2015 05-26-2015 Develop Communication Plan (3 days) 05-05-2015 05-15-2015 Create Training Videos (2 days) 05-05-2015 05-22-2015 HUB Integration Support (3 days) 05-14-2015 05-29-2015 Training Video(s) Acceptance and Signoff 05-22-2015 05-22-2015 Final Project Acceptance and Signoff 05-29-2015 05-29-2015

The Professional Development Course Migration Statement of Work and pricing (Exhibit A) are

contingent upon all parties meeting agreed upon timelines and milestone dates. Changes due to

missed milestone delivery dates may result in Scope of Work and associated pricing increases.


Authorization

The terms and conditions of the professional services agreement apply in full to the services and

products described under this Statement of Work.

IN WITNESS WHEREOF, the parties hereto each acting with proper authority have executed this

Statement of Work under seal.

Name Name

Title Title

Signature Signature

Date Date


Exhibit A: Pricing1 Product Price Description Unit Total Discounted Project Discovery eTrain export for XML import into the HUB $1,200 Define eTrain export and XML construction requirements 3 $3,600 $0 HUB grade export to Excel $1,200 Identify Excel grade export requirements 2 $2,400 $0

Course Design and Layout Review existing course design and layout $1,200 Define ways to maximize course presentation in the HUB 1.5 $1,800 $1,800 Recommend course design improvements $1,200 Recommend ways to take advantage of HUB features 1.5 $1,800 $1,800

D2L Course Migration Convert 312 D2L courses to the HUB $1,200 Migrate D2L courses and create assessments 180 $216,000 $216,000

Course Catalog, Roster, and Grade Export Development Course catalog and roster development $1,200 Create and test eTrain export and HUB import 5 $6,000 $0 Excel grade extract development $1,200 Establish and test ITSL grade export 5 $6,000 $0

Change Management Communication plan $1,200 Develop a plan to communicate changes to HISD staff 3 $3,600 $3,600 Training videos $1,200 Create 1 to 2 training videos to support change to the HUB 2 $2,400 $2,400

HUB Integration Support integration into the HUB $1,200 Ensure that users are easily able to access courses and

communicate problems quickly and effectively to support

2.5

$3,000

$3000 Total Person Days: 205.5

Total Cost: $240,600

Total Discounted Cost: $222,6002

1 Pricing is based on migrating 312 professional development courses from D2L to the HUB. If the number of courses to be migrated increases or decreases the

pricing Course Migration line item will be adjusted accordingly. 2 A progress payment of 30% will be billed upon completion of the April 14, 2015 Mid-Project review meeting. The balance (70%) will be billed after Final

Project Acceptance Signoff is completed on May 29, 2015.


Exhibit B: Calendar

The following four pages provide a calendar of project events for the months of February, March, April and May 2015 with the following

color coding.

Black Text: itslearning task

Blue Text: Houston ISD task

Green Text: ITSL and Houston ISD collaborative task

Bold Typeface: Milestone


February 2015 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 3

4 Provide draft

Scope of Work

to HISD

5 eTrain

Technical

discovery with

HISD

6 Receive SOW

change

requirements

from HISD

7

8 9 Deliver final SOW

to HISD

10

HISD

11

Review

12

13 14

Valentine's

Day

15 16

HISD decision

Presidents' Day

17 Final SOW with

HISD changes if

required

18 Internal PD

Department

Discussion

19 HISD assigns

Project Liaison

Final Course

List Provided

20 Discuss course

design

maximization

(3 days)

21

22

23 Backup all

files, etc.

Notify

stakeholders to

backup

courses, etc.

24 Notify all

stakeholders of

calendar for

providing

feedback

25 Review existing

course design

and layout

(1.5 days)

26 Provide ITSL

with course

access and

training

27 Recommend

course design

improvements

(1.5 days)

28

Key:

Black Text: ITSL

Blue Text: Houston ISD

Green Text: ITSL and Houston ISD

Bold Typeface: Milestones


March 2015 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 Start Course

Conversion

3 4 5 6 Week 1

Complete

Conversions 1-39

7

8 9 10 11 12 13 Week 2

Complete

Conversions

40-78

14

15 16

Spring

17

Vacation

18

Week

19

20 Week 3

Complete

Conversions

79-117

21

22

23 Deliver course

conversions 1-100

to HISD for review

24 25 26 27 Week 4

Complete

Conversions

118-156

28

29 30 Develop eTrain

export and HUB

XML import

31


April 2015 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 Test eTrain

export and

XML HUB

import

2 XML import test

results

3 Good Friday

Week 6:

Complete

conversions

157-195

4

5

Easter

Sunday

6 Revise XML import

7 Deliver course

conversions

101-200 for

HISD review

8

Final XML

import

acceptance

test

9 XML

acceptance

signoff

HISD courses

1-100 review

10 Week 7:

Complete

conversions

196-234

11

12 13 Develop Excel

grade export

14 Mid-project

review

meeting

15 Test Excel

grade export

16 Excel grade

export test

results

17

Week 8:

Complete

conversions

235-273

18

19

20 Revise grade

extract

21

22 Final Excel

grade extract

acceptance

test

23 Receive HISD

review of

courses 101-

200

24 Week 9:

Complete

conversions

274-312

25

26 27 Deliver course

conversions 201-

312 for review

28 Excel grade

extract

acceptance

signoff

29 30


May 2015 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2

3 4 Revision week 1:

conversions

1-100

5 Develop

communication

plan and training

videos (5 days)

6

7 Receive HISD

review courses

201-312

8 Final delivery

courses 1-100

9

10 Mother’s

Day

11 Revision week 2:

conversions

101-200

12 13 Deliver

communication

plan

14 HUB

integration

support

(3 days)

15 Final delivery

courses

101-200

16

17 18 Revision week 3:

conversions

201-312

19 Communication

plan

acceptance

signoff

20 Deliver draft

training video(s)

21 Training

video(s)

review

comments

22 Final delivery

courses

201-312

23

24 25 Memorial Day

26 Deliver final

training video(s)

27 Training video(s)

acceptance

signoff

28 Final course

conversion

acceptance

signoff

29 Final project

acceptance

signoff

30


Exhibit C: Acceptance of Completed Work The following work has been completed itslearning and submitted to Houston ISD for

acceptance and final approval: _____________________________________________

Completed and submitted for approval on: _____________

1. Complete: Yes No, Why not?

______________________________________________________________________________

2. Submitted on time: Yes No, Why not?

______________________________________________________________________________

3. Technically accurate: Yes No, Why not?

______________________________________________________________________________

4. Overall quality: Poor Fair Good Very Good Excellent

Comments: ____________________________________________________________________________________________

_________________________________________________________________________________________________________

Work is accepted as submitted.

Work requires modification(s).

Modification(s) requested: __________________________________________________________________________

Houston ISD: ___________________ ______________________________________________

Date Signature

itslearning: ___________________ ______________________________________________

Date Signature

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