Natick Public SchoolsTechnology Update

January 14, 2008

Dennis Roche, CISA

Director of Technology

Technology UpdateJanuary 2008

• Goals Accomplished

• On-going Technology Risks and Concerns

• Plans for 2007 - 2008 School Year

• Plans for 2008 - 2009 School Year

• Recommendations

Goals Accomplished• Backend work identified in July 2005 Technology Audit 98% complete.

– Remaining upgrades scheduled for this year:• Natick High School - February break• Ben-Hem Elementary - April break

• All student and faculty data centrally stored and protected.

• Robust internet access now in place with reliable ISP.

• New Student Information System Implemented (IPass)

• New School Notification System in place (ConnectED)

• New District and School Websites Developed– Last site being developed Natick High School

Summary of 2006 - 2007 ResultsObjective Cost

Estimate

Actual

Cost

Website Development $25,000 $26,861

Student Information System $200,000 $159,008

Automated Communication

System

$25,000 $17,640

Various Network Upgrades $150,000 $207,368

Memory for Middle School Computers N/A $9,986

Cabling N/A $8,039

Refunded to Town N/A $10,857

Funding Summary

Balance from 2006 - 2007 School Year Plan

Funds from Town Meeting Fall 2006

Total

$46,238

$400,000

$446,238 $439,759

Balance $6,479

On-Going Technology Risks and Concerns

• Main Computer Room (NHS):– HVAC Systems not on Emergency Backup Generators.– No Fire Suppression System.– Lack of adequate Alert System.

• Pending Projects:– Email Archiving - Compliance Issue– Library Circulation Systems - Unsupported platform.

• Technology Training of Faculty and Staff.• Technology Funding.

Plan for 2007 - 2008 School Year

Plan for 2007 - 2008 School Year

• Student Information System - Continue working with the vendor IMG and faculty & staff on learning and implementing system:– Implement new student and faculty ids at NHS– Implement new standardized report cards at High

School and Middle School levels– Utilize all attendance functionality including

ConnectED integration.– Utilize and train faculty on grading module.

Plan for 2007 - 2008 School Year

• ConnectED– Load with student and faculty data and train

administrators on its use.– Student contact information now automatically

fed from our Student Information System to ConnectED daily.

– Training with administrators scheduled in January.

Plan for 2007 - 2008 School Year

• Website Development– Complete Phase II, - School Websites.– Final School website is Natick High.– Conduct review of all school sites– Begin planning for Phase III

• Discuss and plan with faculty and staff after phase II is complete.

Plan for 2007 - 2008 School Year

• Network Projects– Natick High School

• Migrate users at Natick High off town network to:– Alleviate bottlenecks on town hall.

– Improve performance at Natick High School.

– Maintain security of sensitive applications.

• Re-segment building to improve network performance.

– Ben-Hem Elementary• Re-segment building to improve network performance.

Plan for 2007 - 2008 School Year• Hire a Technology Trainer

– Reclassify existing open technology position. This role was identified and presented in original long range technology staffing plan back in 2005.

• Resource dedicated to training the faculty and staff on how to use technology and integrate into the curriculum.

• Reduce our dependency on outsourcing the training of faculty and staff.

• Someone who will learn and teach others how our software applications work.

• Develop and schedule workshops with teachers and staff throughout year.

• Re-enforce and remind teachers of technology resources available to them.

• Assist with Help Desk resolution of issues.

Long Range Technology Staffing Plan

Plan for 2008 - 2009 School Year

Plan for 2008 - 2009 School Year

• Student Information System– Pilot parental access

• Web Development– Phase III of Web Project - Teacher Pages– Expand electronic payment options– Intranet development

• Eliminate unnecessary paper oriented processes.

• Stop using email as a filing cabinet

Plan 2008 - 2009 School Year

• Email Project– Investigate and scope out:

• Upgrade or replace email system

• Archiving solution

• Library Circulation System Project– Investigate and scope out:

• Alternative web based systems

Plan for 2008 - 2009 School Year Need for Annual Replacement

of Technology Equipment • In the past, this may have been funded when surplus

funds were made available at the end of a school year or when a new school building was constructed or major renovations done.

• Unfortunately these events don’t happen often enough to support the needs of Technology as the average age of computer equipment within the Natick Public Schools is currently 8 years.

Plan for 2008 - 2009 School YearNeed for Annual Replacement

of Technology Equipment (Continued)

• 1,500 computers used within the district average 8 years of age and are prone to various hardware failures.

• 500 of these computers run on an unsupported platform:– No support from hardware or software vendors– No new development or fixes of software bugs– No support for interactive websites (ones that utilize Flash,

Active X or Java)

Plan for 2008 - 2009 School Year

Need for Annual Replacement of Technology Equipment

(Continued)

• Our newest school, The Wilson Middle School, has computers that are 4.5 years of age and has already started to experience a reduction in machine count due to hardware failures.

Plan for 2008 - 2009 School Year Need for Annual Replacement of

Technology Equipment (Continued)

Three areas of technology to review and address each year: 1. Classroom Technologies

• Computers, printers, scanners, Interactive White Boards, Projectors & AV Equipment, Administrative & Curriculum Software.

2. Wiring Closet Devices• Routers, switches and cabling.

3. Computer Room Devices• Servers, storage, security & backup devices and proactive monitoring

tools.

Technology Funding

• Current annual funding for technology in FY08 is limited to an operating budget of $139,432 for the entire school district. This is allocated from the School Department’s operations budget for FY08 which is $8,927,630.

• This level of investment in technology pays for internet access for all schools, hardware and software agreements essential to run the network and minor repairs for failing equipment.

• THIS BUDGET DOES NOT INCLUDE:– Annual maintenance needs of recently added or expanded systems.

Estimated need of $47,000.– Annual replacement of technology equipment.

Estimated need of $400,000.

Annual Maintenance Needs of New or Expanded Systems

• Need $47,000 to cover annual maintenance of:

– New Student Information System IPass $25,000 (Transfer from town budget)

– New School Messaging System ConnectED $17,000 (Add)

– Expanded use of Eutactics System by Special Education $5,000 (Add)

Annual Replacement of Technology

• Need $400,000 each year to replace 20% of our Technology Equipment:

– Classroom Technologies– Wiring Closets– Main Computer Room

Budget Recommendation for FY09

FY08 FY09

Operating Budget $139,432 $586,432

Recommendations

• Reclassify Open Position for Technology Training & Support.

• Expand Technology Department’s Operating Budget by $447,000 to cover additional annual maintenance costs and implement annual replacement plan.

Questions or Comments