it strategic & tactical plan executive summary april 2013

Preliminary Draft for Discussion Purposes Only

IT EFFECTIVENESS & STRATEGIC PLANNING PROJECTTechnology Strategic & Tactical Plan

Executive SummaryApril, 2013


Contents

● The purpose of this document is to summarize the Technology Tactical Plan for Ralston Public Schools

● This document includes the following contents● Introduction● Strategic Technology Vision, Objectives & Goals● Tactical Technology Projects● Next Steps


INTRODUCTION


Background

● Ralston Public Schools’ mission emphasizes Achievement, Character and Technology (A.C.T.).

● Technology is a critical aspect of RPS’ vision for fostering “21st Century Learning” environment

● In the Spring of 2012, RPS launched a project to assess the effectiveness of technology currently in use throughout the district.

● In June, PRISM advisors, an independent consulting firm, presented an IT current state assessment report to the Board, highlighting RPS’ level of technology-enabled process

● In September, RPS convened an IT Planning Team*, made up of representative disciplines and functions from across the district, to develop a future state vision and strategy of technology use for the next 3 to 5 years.

● In October, the strategic plan was presented to the Ralston Board of Education for feedback and acceptance to move forward to develop tactical project plans

● In November, many of the IT Planning Team* participated in planning sessions that were conducted to define tactical projects related to each of the six strategic IT objectives included in the strategic plan

● In January and February, detailed estimated costs and preliminary timeline was developed for each tactical project

● This document summarizes the results of the team’s tactical planning efforts

*IT Planning Team consists of: Mark Adler, Lynn Behounek, Brad Dahl, Jason Fink, Tiffanie Gauchat, Kristi Gibbs, Jennifer Ludes, Cecilia O’Donnell, Jonathan Olson, Kristina Peters, Mike Rupprecht, Steve Schrad, facilitated by Jason Richards, PRISM advisors consultant (bold denotes participated in tactical planning sessions)

Preliminary Draft for Discussion Purposes OnlyBackgroundProject Objectives & Scope

● The RPS Strategic IT Planning process has focused on the following key objectives (denotes completion of objective with representative deliverables)…

● Understand and define current systems and technology in place● Conduct research on relevant enabling technology trends● Identify and prioritize system needs and requirements● Identify potential solutions and develop a cost-benefit analysis for

addressing high priority gaps● Develop a roadmap and plan for implementing solutions

● The scope of this project has focused on these functional areas…● All buildings – VMAC, Ralston High School, Ralston Middle School, Six

Elementary Schools (Blumfield, Karen Western, Meadows, Mockingbird, Seymour, Wildewood)

● All departments – Curriculum & Instruction, Student Services, Business Services Finance, Human Resources, IT, Facilities), Superintendent’s Office, Board of Education


BackgroundStrategic Technology Planning Methodology

Development of a comprehensive plan for RPS is based upon the following proven Strategic Technology Planning methodology…

Project & Change Management

1. ProjectPlanning

2. Current State

Assessment

3. Systems Strategy

Development4. TacticalPlanning

We are here


STRATEGIC TECHNOLOGYVISION, OBJECTIVES & GOALS


Technology Vision & Purpose Statements

VisionTo develop 21st century skills through relevant

instruction to create learners who are academically competitive, technology literate, motivated, and

college and career ready

PurposeTo enable secure access and effective delivery of curriculum, sustainable and proactive instructional

technology support, and efficient and reliable information for decision making for all stakeholders


Technology Objectives & Goals

OBJECTIVES GOALS

#1. One-to-One Access Enable students, staff and parents access to tools and technology for success

● A one to one student access and ‘bring your own device’ (BYOD) plan outlining implementation to be completed within 2 years

#2. Infrastructure Improvement Expand bandwidth, integrate networks, upgrade switches that extends the capacity and capability for use of web-based applications

● A 2-3 Year Infrastructure Improvement Plan understanding the goal is a BYOD environment

● Procurement and installation of network infrastructure connectivity components district-wide

#3. Technology Infused Curriculum & Instruction Emphasize instructional coaching, professional development and ongoing training focused on current available technologies and structures

● 21st learning skills infused into district curriculum: Communication, Collaboration, Critical Thinking, Problem Solving

#4. Effective and Consistent Communications and Interactions Externally with the community and internally across district and between building levels with dedicated technical support to better serve RPS’ mission

● A district-wide I.T. governance and organizational structure with clearly defined roles and responsibilities

#5. Data Driven Decision & Solution Development Focused on student achievement and progress analysis and reporting

● All certified teachers and administrators will have on-demand access to student information and utilize the data to guide the instructional process

● Board governance automation

#6. Process Management, Automation & Integration Focus on continuous improvement of district operating and support processes

● Integrated, all-in-one HR system (application, selection, evaluation, doc management...etc.)

● Migration to web-based financial management systems● Migration to web-based student administration functions


TACTICAL TECHNOLOGYPROJECTS


Tactical Project Plans

● Based upon the consensus built IT Strategic Plan, the IT Planning Team defined twelve (12) tactical technology projects that accomplish the stated IT Objectives

● Each of the defined projects included the following key planning components including a project name, description, anticipated benefits/change drivers, potential project risks/challenges, potential vendors, technology, resource estimates, dependencies, duration, and process model reference

● The IT Planning team reviewed the project plans and then provided input as to the importance by completing an on-line prioritization survey that evaluated each project according to eight (8) defined, weighted criteria.

○ The weighted prioritization scores were compiled and the projects were then put in order of how the IT Planning team rated them

○ Further refinements were made by the Cabinet Leadership team● A preliminary timeline was prepared based upon the estimated duration of the

projects and the prioritization order● Estimated costs were determined to develop an overall budget for implementing the

plans over the next 4-5 school years.● The following tables summarize the tactical technology projects, in order of priority -

a more detailed report is available that further defines the planning components of each project.


Summary of Prioritized Projects

PROJECT DESCRIPTION DURATIONWEIGHTED

SCORE

#2: Instructional Technology Professional Development Program

Establish Technology professional development program and processes for training and supporting teachers using technology in the classroom. Coordinate ongoing teacher technology training offerings. (IT OBJ #3)

6-9 mos 90.50

#4: Broadband Network & Switch Upgrade

Define specifications for upgrading broadband internet services and network bandwidth delivery to all RPS buildings. Evaluate and select broadband service provider. Define specifications for in-building network switches. Evaluate and procure network switch vendor provider. Install new network switches in each building. (IT OBJ #2)

24-30 mos 90.38

#7: Digital Communication Program

Assess utilization of new RPS website and expand use (e.g., newsletters, teacher sites, surveys, notifications). Evaluate and validate student and parent e-mail contact information. Evaluate district-wide social media needs and opportunities. Define policies for social media use for district, building, teachers, groups, etc.. Develop and deploy applicable social media content. (IT OBJ #4)

3-6 mos 90.13

#5: Hardware Replacement & Roll-Out

Complete final stage of teacher laptop replacement and iPad roll-out plan (Mockingbird, Blumfield, and Seymour). Analyze printing needs and requirements. Evaluate and deploy multi-functional devices. Develop updated device replacement program and plan. Evaluate network server hardware and consolidate/virtualize. Evaluate data storage needs and expand as necessary. Assess RPS private cloud and develop plan to expand utilization or decommission. (IT OBJ #2)

9-12 mos 88.00


Summary of Prioritized Projects (cont.)


SCORE

#1: One-to-One Access and Bring Your Own Device (“BYOD”) Program Development

Develop a comprehensive, district-wide one-to-one program that focuses on student engagement through use of technology devices and tools. Update district policy for Acceptable Use of Technology. Conduct district-wide inventory of all technology devices currently in buildings. Assess building/classroom readiness for technology access and utilization by students, teachers and community. Evaluate and recommend tools and techniques for curriculum delivery (e.g., survey/responder devices/tools, mobile devices, labs, BYOD, smart-boards). (IT OBJ #1)

3-6 mos 83.75

#8: Data Director & Student Achievement Analysis

Provide end-user support to principals and teachers using Data Director. Evaluate adoption and utilization of Data Director functions. Conduct statistical analysis training of terms and knowledge in analyzing student achievement data district-wide and at building-level. Align core subject on-line assessments with Common Core State Standards. Expand and deploy Data Director on-line assessment functionality. (IT OBJ #5)

9-12 mos 79.00

#6: IT Governance Formalization

Update and formalize IT governance and organization structure with IT Planning Team oversight and regular meetings. Develop IT service and support desk processes. Define service desk requirements and consider evaluating service desk applications. (IT OBJ #4)

6-12 mos 78.25

#11: Student Information Systems Streamlining

Expand SIMS web-access reporting for positive behavior (PBIS), lunch, daily attendance, and report cards. Deploy web-based discipline referral functionality Evaluate state reporting and review processes and controls. Extend on-line enrollment functionality. (IT OBJ #6)

9-12 mos 77.88


Summary of Prioritized Projects (cont.)


SCORE

#3: Learning Management System Selection & Implementation

Define requirements for evaluating and selecting a district-wide Learning Management System (LMS) solution provider. Compare viable LMS vendor solution providers and select solution that best fits RPS’ needs. Implement, train users and deploy solution. (IT OBJ #3)

18-24 mos 76.63

#10: Business & Finance Systems Streamlining

Upgrade and deploy Finance Plus web application. Evaluate feasibility of on-line purchase requisition. Evaluate and implement on-line budgeting and planning application. Evaluate and implement transportation management software. (IT OBJ #6)

18-24 mos 72.13

#12: District-wide Document Management Automation

Define requirements for managing and automating paper scanning, storing, on-line access and distribution district-wide including Board of Education, copy center, student records, employee records, finance. Evaluate and implement document management solution(s). (IT OBJ #6)

12 mos 71.88

#9: Human Resource (HR) Systems Streamlining

Evaluate current HR support structure and processes. Evaluate and implement staff development and evaluation automation solutions. Upgrade FinancePlus HR and Payroll. Automate time sheets, on-line workshop/conference request form and on-line leave request form. (IT OBJ #6)

6-12 mos 70.50


Preliminary Timeline


Estimated IT Cost Summary


Key Implementation Success Factors

● District leadership commitment

● Use proven methodologies

● Experienced program / project management

● Designated District IT steering team

● Assignment of District project leads

● Focus on change management and communication

● Emphasis on process improvement

● Define realistic scope

● Process-based / role-based training

● Balance of internal resources and external service

providers


Next Steps

● Review Executive Summary IT Strategic & Tactical Plan

with IT Planning Team

● Present Executive Summary IT Strategic & Tactical Plan to

Board of Education


IT EFFECTIVENESS & STRATEGIC PLANNING PROJECTTechnology Strategic & Tactical Plan

Executive SummaryApril, 2013

it strategic & tactical plan executive summary april 2013

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