2011techauditc i

School Technology Solutions 2005 Revised 2006-2011 1

Technology Audit

Cambridge-Isanti Public Schools Final Report - April 20, 2011


Table of Contents

Page

1. Executive Summary 3-4

2. Findings and Recommendations 5-9

3. Appendix A - District Background 10

4. Appendix B - Supported Operating Systems 11

5. Appendix C - Operations Information 12

6. Appendix D - Technical Support Organization 13

7. Appendix E – Administrative Application Software 14

8. Appendix F - Curriculum Application Software 15

9. Appendix G - Administrative Hardware 16

10. Appendix H - Instructional Hardware 17-18


Executive Summary

Purpose

School Technology Solutions was contracted by ECMECC to provide a technology audit to each

of its member schools. The purpose of this audit is to review current technology use and support

and to cite differences from the 2007 Technology Audit.

The four areas reviewed were: Infrastructure: This includes the all the components that

facilitate data moving between computers. Some components are: wired and wireless network

electronics, computers, operating systems and supported software applications. Organization:

Current staffing levels and responsibilities, technical abilities, technical staff development,

barriers to support, and outside support service contracts. Operations: Help desk procedures,

physical and electronic security, software distribution/update procedures, software license

tracking, key process and procedure documentation. Curriculum and Management

Technology Initiatives: Future hardware and software initiatives in your technology plan.

Process

The typical technology audit requires extensive onsite interviewing of staff and documentation

review. In order to provide this service in a cost effective way technology coordinators were

sent templates via email and asked to complete the templates and return them to School

Technology Solutions. Superintendents and the Technology Coordinators were interviewed on-

site in the appendices you will find the completed template for your district. Follow-up

questions were asked via email.


Summary of Key Indicators 2007 2011 All ECMECC Districts

2011 All ECMECC Districts 2007

# Students/sites 5102 5017 33489 32,426

# Admin Computers 62 332

<inc teacher> 1916 1,291

#instruct Computers 1187 1060 10052 7,983

Total Computers 1249 1392 12176 9,256

Total Servers 22 31 156

Computers over 5 years /

% of total

525/42% 551/40%

5162/42% 2326/29%

Ratio Computers to

Technical Support staff

178 to 1 212 to1 276 to 1

317 to 1

Ratio Student to

instructional computers

4.3:1 4.7:1 3.3 to 1

4:01

# of ECMECC Districts using the technology

# of ECMECC Districts using the technology

iPads or Droid tablets 13 7 of 13

iTouch 2 of 13

Projectors 365 13 of 13

Whiteboards 185 13 of 13

IP based ITV systems 10 13 of 13

Student response devices 10 sets 11 of 13

Sound enhancement 5 16 11 of 13

Webcam-desktop video-

conf 1 of 13

Interactive Slates 6 of 13

Document cameras 1 of 13

# of Operating Systems Average 5.5 Average 5.5

Remote Management yes yes 11 of 13 10 of 13

Auto imaging yes yes 13 of 13 10 of 13

Problem tracking basic yes 10 of 13 4 of 13

Offsite Backup yes

Yes

student/active

directory

only 11 of 13 10 of 13

D/R plan Tested no no 4 of 13 7 of 13

Network Documented yes yes 9 of 13 9 of 13

Audit of Network/security no no 2 of 13 2 of 13

Redundancy/recovery of

mission critical DB

One

appl.

Same as

backup 11 of 13 8 of 13

7/24 remote monitoring No No 1 of 13 1 of 13


The total number of days that all computer labs are used for online testing Grades

K-5

Grades

6-8

Grades

9-12

Total # of fixed computer labs of 10 stations or more used for either

state or local computerized testing (including NWEA, MCA, etc.) 9 4 1

Total # of days these labs as a whole are dedicated to state or local

computerized testing (Including NWEA, MCA, etc.) 93 50 28

Key changes from 2007 to 2011

● Slight reduction in percent of computers five or more years old from 42% TO 40%

● Increase in servers from 22 to 31

● Reduction from three to two building technology integrationists

● Significant number of electronic white boards

● Most classroom have ceiling mounted projectors

● Moving away from Apple platform

● Wireless in all schools some areas need upgrading

● Special Ed department will begin piloting some 13 iPads

● Implemented remote desktop support


Key Recommendations

1. Replace computers that are over five years old

2. There are too many servers being supported by staff. In the future more application

services need to be outsourced.

3. Upgrade network electronics and ensure that there is a robust wireless infrastructure to

support a future filled with wireless devices.

4. The school’s Technology Integrationists play a key role in preparing and supporting

teacher’s integration of technology in the classroom. These staff should be investigating

the use of additional wireless devices and how they could integrate into the curriculum at

different grade levels and curricular areas.

5. It is recommended that a cost analysis be done comparing each application currently

processing on in-house servers versus outsourced to a hosted service. Cost analysis

should include the hardware/software cost of acquiring the server technology and the

ongoing staff time and expertise required to keep the servers up to date.

6. More support time and expertise will be required to support the newer wireless devices.

7. Continue the practice of conducting regular technology planning meetings with broad

stakeholder participation.

8. Document the disaster recovery plan including the backup and off site storage of mission

critical data.

9. Write a security plan that describes steps taken to insure proper data and physical security

of IT assets.

10. Document the process of adding/changing and deleting student and staff server access

rights.

11. Contract for an outside audit review of IT security practices for the mission critical

applications processed in the district. The audit should cover physical security of IT

assets and network and data security measures.

12. Review the MDE teacher survey(February 2011)of teachers to see how well they are

prepared to integrate technology in the classroom and what type of technology they are

currently integrating.

13. Implement a staff development plan to bring each staff person to the level of readiness to

use the existing or new technologies.

14. Leadership should continue to set expectations for technology use and the proper level of

staff development and classroom support.

.


Findings and Recommendations:

Infrastructure Background:

Over 40% of the schools computers are five(5) or more years old. Recommended replacement

cycles of five years for desktops/laptop computers and 4-5 years for servers and network

equipment. Technology over five years old puts significant pressure on support staff to maintain.

Most of the servers installed in the district are less than four years old. Over 2/3 of the network

electronics are five or more years old

Infrastructure Recommendations:

1. Replace computers that are over five years old

2. There are too many servers being supported by staff. In the future more application

services need to be outsourced.

3. Upgrade network electronics and ensure that there is a robust wireless infrastructure to

support a future filled with wireless devices.

Organization Background: The Technology Director has been in his position for eight years

and has been with the district for a number of years prior to his current position. He has a staff

of four building technicians, three share responsibilities for two building each and one is

dedicated support for the high school. There are two Technology Integrationists. He sees

support challenges around staff retention, funding for replacement and expansion. He would like

to see a position of district network/server specialist to better support building tech staff.

Organization Recommendations:

1. The school’s Technology Integrationists play a key role in preparing and supporting

teacher’s integration of technology in the classroom. These staff should be investigating

the use of additional wireless devices and how they could integrate into the curriculum at

different grade levels and curricular areas.

2. It is recommended that a cost analysis be done comparing each application currently

processing on in-house servers versus outsourced to a hosted service. Cost analysis

should include the hardware/software cost of acquiring the server technology and the

ongoing staff time and expertise required to keep the servers up to date.

3. Continue the practice of conducting regular technology planning meetings with broad

stakeholder participation.


Operations Background: Good operational processes usually result in more effective use of

technical support department does utilize software and hardware that allow for remote support of

desktop and server hardware. These are automated processes to distribute and install an image

on desktop computers. These two capabilities significantly reduce the amount of time having to

maintain computers.

A help desk procedure is automated using the email system integrated into a form template. It is

always important for the end user to have access to the status of their submitted problem.

There is documentation of the school districts network and server infrastructure.

Data backups are performed and backups a rotated off-site

There is no written disaster recovery plan.

There is no documented IT physical or electronic security plan.

Limited documentation on how to add/change/delete serve rights for staff and students.

No third party security audit has been performed.

Operations Recommendations:

1. Document the disaster recovery plan including the backup and off site storage of mission

critical data.

2. Write a security plan that describes steps taken to insure proper data and physical security

of IT assets.

3. Document the process of adding/changing and deleting student and staff server access

rights.

4. Contract for an outside audit review of IT security practices for the mission critical

applications processed in the district. The audit should cover physical security of IT

assets and network and data security measures.


Background: Curriculum/Management Technology Initiatives: The technology staff

currently supports 11 administrative and three K12 integrated curriculum applications.

Recommendations Curriculum/Management Technology Initiatives:

1. Review the MDE teacher survey(February 2011)of teachers to see how well they are

prepared to integrate technology in the classroom and what type of technology they are

currently integrating.

2. Implement a staff development plan to bring each staff person to the level of readiness to

use the existing or new technologies.

3. Leadership to set expectations for technology use and the proper level of staff

development and classroom support..


Appendix A

Infrastructure Audit Basic Demographic Data

Date: 3/24/2011

School District Name: Cambridge-Isanti Independent School District 911

Technology Coordinator: Bruce Anderson

Email Address: [email protected]

Telephone: 763-689-6229

Number of physical supported school sites: 7

Number of students district wide: 5017


Infrastructure Audit Operating System Information

Operating Systems(versions*) Workstation Server

Windows Workstation XP SP2 -

Windows Server - Windows server 2003 R2

Novell Server - -

Apple workstation OS 10.4 -

Apple Server Server OS 10.4

Linux - -

Unix - -

Other(specify) - -

Other(specify) - -

*Enter each version of operating system currently supported.

Specify current installed/supported versions


Technology Audit Operations Information

Operations area Current Processes/procedures

1. Describe your use of remote monitoring capabilities for network

servers and workstations.

Workstation VNC

Servers VNC and Remote Desktop

2. Describe automated processes used to distribute workstation

images.

Symantec Ghost

3. Do you have a help desk problem reporting and follow-up

procedure? If so please describe tracking software and process..

Form template integrated with e-mail system

Users fill out help form and send to technician accessed

conference

4. Is there a data file backup plan with offsite storage? (Please attach

an e-copy)

Non written.

AD and student management system off site backup

5. Is there a current disaster recovery plan? Has it been tested?

6. Is there documentation of the district/school(s) wide/local area

network?

yes

7. Is there a physical/electronic security plan? (Please attach e-copy) no

8. Is there a written procedure for setting up or deleting rights for

staff and student’s access to server applications?

No, only for adding users except students are inactivated at year’s

end

9. Do staff and/or students have access to network servers? Please

describe.

Yes – AD, students management, e-mail

10. Has the network/server security been audited? no

11. Are there local, mission critical, database applications? If so, are

there redundancy capabilities and recovery procedures. (please

describe)

Yes, student management system. Backup and offsite storage. Not

a redundant server however.

AD redundant server

12. Is your network remotely monitored 24/7. If so please describe

service.

no

13. Do you outsource any operational function such as email, content

filtering, administrative applications, ect. Please describe any

outsourced applications.

Content filtering

14. Does staff do any custom computer programming that is used for

administrative and/or instructional purposes? If so please describe

the application and whether the application is documented in

writing.

no

15. Do you apply for Erate yes


Technology Audit Technical Support Organization

Staff Support Questions Staff Support Answers

1. Describe the technology support organizational structure

both administrative and instructional. Include an

organizational chart. Include the contract length and

whether the position is full or part time.

Technology Director – full time

Two Integration Specialist – full time, teaching license required

Four Building Technicians – 220 days/yr assignment

Three share two buildings each and one dedicated to high school

2. Attach e-copies job of descriptions for all the technical

support staff.

attached

3. Include how long people have been in their positions and

any degrees or certifications

Varies 1-4 years for specialists BS/BA min

Varies 2-3 years technicians

4. How many hours per year of technology training do support

staff receive?

8

5. Do you or your staff provide training to other staff in the

district? If so what type of training and approximately how

many hours per year.

8

District systems and integration strategies

6. Do you contract for any outside technical support? If so

with whom, what areas do they provide support and

approximately how many hours per year?

Student management

40 hrs/year

7. Of your support responsibilities what three areas are the

most difficult to maintain or keep up with?

Maintaining staff – they get experience and then move on

Funding for replacement

Funding for expansion

8. If there are barriers to effective technology support in your

district name up to three. What would you recommend to

overcome these barriers?

Keeping good technicians – competitive compensation

Increase support budget

The high cost of outsourcing services

School Technology Solutions 2005 Revised 2006, 2007

14

Technology Audit Administrative and Curriculum

Administrative Application Product name Platform* Onsite or Outsourced

Email FirstClass Win 2003 Inside

Calendaring FirstClass Win 2003 Inside

School district web FirstClass Win 2003 Inside

School web pages FirstClass Win 2003 Inside

Teacher web pages FirstClass Win 2003 Inside

Student Information Skyward Win 2003 Inside

Data warehousing/decision support

Document management system

Financial Accounting Smart Win 2003 Inside

Human Resources/payroll Smart Win 2003 Inside

Telephone system NEC Inside

Sub calling system Aesop ? Outsourced

Attendance calling system PhoneMaster XP Pro Inside

Other:(please List)

*server or workstation


15

Technology Audit Administrative and Curriculum

Curriculum Applications Product Name Platform* Grade

Level

Onsite/Outsourced

Please list

Accelerated Reader Win All Onsite

Macromedia Suite Mac-Win 9-12 Onsite

Microsoft Office Mac-Win All Onsite

*server or workstation


16

Appendix G

Technology Audit Template - Administrative Hardware

Less than

More

than

Description 1 year

1-2

years

3-4

years

5

years Totals

Desktop Computers

PCs 79 138 90

Apple

Sub Total 79 138 90 0 307

Laptop Computers

PCs 2 10 9

Apple 4

Subtotal 2 10 13 0 25

Servers

PC 2 7 7

Apple

Linux

Subtotal 2 7 7 0 16

PDA

Windows CE

Palm

Subtotal 0 0 0 0 0

Switches/routers

Cisco 30 48

3Com

Other(describe)

Subtotal 0 0 30 48 78

Printers

Inkjet

LaserJet 4 8

Other(describe)

Subtotal 0 4 8 0 12

Other supported devices:

(please list)


17

Appendix H

Technology Audit Template - Instructional Hardware

Description

Less than

1 year

1-2

years

3-4

years

5 or more

years old Totals

Desktop Computers

PCs 260 139 111 311

Apple 0 191

Sub Total 260 139 111 502 1012

Laptop Computers

PCs 0 4 5

Apple 0 49

Sub Total Laptops 0 4 5 49 58

Servers

PC 2 2 2 7

Apple 2

Linux 0

Subtotal 2 2 4 7 15

PDA

Windows CE

Palm

Subtotal 0 0 0 0 0

Switches/routers

Cisco 30 48

3Com

Other(describe)

Subtotal 0 0 30 48 78

Printers

Inkjet

LaserJet 8 15 21 20

Other(describe)

Subtotal 8 15 21 20 64

Other supported devices

Projectors 265 100 365

Whiteboards 45 40 100 185

IP based ITV systems 3 7 10

Student response devices 3 4 3 10

Sound enhancement 16 16

Classroom/building

monitors 265 265

Video

Still


18

Motion

DVD 23

VCR 221


19

This report was funded by ECMECC and produced through a contract with

School Technology Solutions, LLC

2011techauditc i

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