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District approves one-year Aubrey data platform contract; officials say it will consolidate systems and save money
Summary
Groveport Madison Local approved a one-year contract with Aubrey, a data/MTSS platform the administration says will consolidate multiple software systems, provide dashboards and consulting, and produce estimated savings (about $80,000) after implementation; the board commended planned oversight and funding sources including IDEA set-asides.
The Groveport Madison Local School Board approved a one-year subscription/order form with Aubrey, a data and MTSS analytics vendor, after administrators and vendor representatives presented the product's scope, planned implementation and cost-offset analysis.
Superintendent and vendor presenters said Aubrey will centralize disparate district systems, provide role-based dashboards for teachers and leaders, and offer data-as-a-service consulting. "We start with the core analytics solution...and we create this modern data pipeline," an Aubrey representative said during a presentation to trustees, describing a staged rollout with data ingestion in the first four weeks and custom dashboards within roughly 12 weeks.
Administrators said the district expects to eliminate duplicative subscriptions (notably an attendance platform and a staff-survey or PBIS tool) and reduce personnel costs related to an open systems-administration role. The superintendent estimated the district could realize roughly $80,000 in net savings by consolidating software and not backfilling a departing staff position; some implementation costs may be offset by federal IDEA disproportionality set-aside funds, officials said.
Board members asked about teacher-survey anonymity, staff training and whether the order form had been reviewed by counsel. Aubrey representatives said role-based authentication governs survey access and that full anonymity is achievable only when configured to avoid identifiable data; the vendor said training and a "train-the-trainer" approach were included. Trustees also sought assurance that planned software retirements and personnel changes would produce the projected savings; administrators said some savings rely on not replacing an employee and eliminating several subscriptions.
The contract was presented as a one-year subscription; trustees approved the motion by roll call. Administration said it would work with the vendor on implementation and report progress to the board.
What happens next: implementation begins immediately with data ingestion and staged dashboard work; administration will report back on consolidated license retirements and realized savings.
