Technology Master Plan

1. Technology Master Plan LACOE’s Technology Services division Roadmap to the future 2014 - 2017

2. Goals

3. One IT Overview Unified Help Desk System AV Conference Room Upgrades Continue Implementing the FCMAT Study Recommendations Upgrade SIS to Aeries SIS Disaster Recovery/Business Continuity Plan BEST Upgrade/Replace Financial System: BEST Project County Wide SIS Sharing of Records Migrate to Office365: Storage and PLC’s via SharePoint Implement Student Logons Vs. Generic Logons Access to Email For ALL Employees Tie Web Filtering to Active Directory Increase Regional Support Team 4 Techs, 3 Help Desk, 2 Trainers, 2 server eng. Common Core Inventory + Active Directory + SCCM Client Improve Network Cabling Expand Wi-Fi Increase Bandwidth Standardize Classroom Technology Refresh Computers 5 yrs+

4. Common Core

5. Common Core - External • Working with Microsoft on a script to pull inventory from SCCM – ETA December 2013. Will assist all districts with same MS tool nationwide. Co-host workshops with MS to advertise tool. • Finalizing bandwidth analysis – eta December 2013.

6. Common Core - Inventory

7. One IT

8. Improve Cabling and Electrical Goal: One Professional Standard – for all of LACOE

9. Improve Network Cabling • Set Cabling Standards • Bid for a “retainer” for data cabling/Electrical services • Re-wire sites to standard • Connect Smart boards

10. Increase Bandwidth • Project to increase LACOE site bandwidth • Half have been upgraded to 100 mb • Remaining sites to be updated this year • Plan to update again from 150 mb to 250 mb and higher over time • Plan to upgrade wi-fi where funded with Erate (only 90%+ Erate discounted sites) • Increasing bandwidth from LACOE Downey to Cenic/K12HSN Dec. 2012

11. Expand Wi-Fi • Project to expand wi-fi at our sites. • Erate utilized in phase 1 to expand to some sites. Anticipated 90% sites (most JH, Camps)will be funded. [2-7-14 USAC recommended to FCC no funding for priority 2 requests. Means most likely no funding from Erate.] • Identify remaining sites and establish funding plan

12. Standardize Classroom Technology • Classroom Example: • Teacher workstation • 5 student computers • Presentation board (Perceptive Pixel, smartboard, etc.) • Document Camera • Printer • Wi-fi

13. Refresh Computers 5 years old or older • Computer Inventory: • - Identify those computers older than 5 years old each year and replace with current standard.

14. Implement Unique Student Logons • Utilize SIS system to create student logons once student is enrolled. • Only allow generic logons that expire daily for those students not yet in SIS system. • Goal is to provide accountability for Internet/Network usage for both staff and students at all sites. Student’s currently have logons to instructional programs (Achieve 3000, Apex, etc.) so it should not be any different.

15. Increase Regional Support Model

16. Tie Web Filtering to Active Directory • Our current filtering system was setup for filtering sites but not for reporting. • When an issue arises of inappropriate Internet use, we need a quick and easy way to identify what computer and user was logged in. • Also will allow “alerts” to be displayed at system administrators console when attempts to view inappropriate web pages are made. Administrator can then contact site to let teacher and/or administrator know.

17. Access to Email for All Employees • Currently 43% of LACOE employees who get a paycheck do not have an email account. • Moving forward while all employees would have an email account, they may not have a computer/office dedicated to their use. In those areas, kiosks would be setup for use of webmail.

18. Migrate to Office365 • Currently LACOE employees who do have email are limited to 200mb of storage and 90 days retention. • Moving to Office 365 will allow for secure cloud based storage for email as well as documents, and allow 25gig of email storage and 50 gig of document storage per person. • Also allows LACOE to implement SharePoint which will allow discussion boards, document sharing and collaboration to assist in Professional Learning Communities within and external to LACOE.

19. Unified Help Desk System • Currently, Technology Services uses 4 DIFFERENT systems to track user service requests…. • Moving forward all service requests will go into one unified system. • All work will be tracked in this unified system. • It will allow us to accurately conduct time accounting audits for certain programs. • It will allow us an enterprise view of our work. • It will allow us to identify where we need more training or support. • It will allow requestors to view the status of their request at any time. • It will improve service to our customers.

20. AV Conference Room Upgrades • LACOE Board Room and ECW 606 A/B will be modernized with current audio visual technologysystems. • All conference rooms will be modernized in EC and ECW with new audio visual technology. • At conclusion of installations, we plan to build a team of 2 to support the new technology over a two year period.

21. FCMAT Recommendations • Most of the FCMAT recommendations have been implemented. • We will continue working on those that are not yet completed and finish them up.

22. Upgrade SIS to Aeries • EPIC – current SIS system – is not fully CALPADS compliant. • Cost to upgrade was close to $700,000 and time sensitive. • CTO recommended and Educational Technology Review Committee agreed that we should move to another system. Cabinet and the Superintendent approved migration in December 2013. • Aeries is already in use at iPoly and LACHSA. • Aeries is used in 32 other COE offices. • Aeries is used in 42 districts in LA County. • Mission critical items in EPIC will be retained if not present in Aeries. • We have acquired a licensing for Aeries and developing a roll out plan for use by July 2014. Will be rolled out to both DSP and special education users. • Training will begin in May and go through August for DSE staff.

23. Business Continuity/Disaster Recovery • Technology Services contracted with Gartner group to review LACOE BC/DR • Report recommended a measured approach to balance recovery time vs. cost. • Technology Services and School Financial Services will work together to start implementation in 2014-2015.

24. Best Project • Research the feasibility of a fully integrated financial software system that can provide all aspects of accounting, position control, payroll, budgeting, and report generation for both LACOE and school districts that contract with LACOE for financial, budget and payroll services. Involve internal and external users in the feasibility study. [Done] • Currently hiring Project Team • Establishing Core Advisory Team (CAT) • Next Steps: • Develop Business Case • Develop RFP • Implement Currently meeting with Pilot sites to introduce the project and conduct Level 1 process mapping.

25. County Wide SIS Data Sharing • Goal is to be able to share student transcript/cumulative folder information from district to district to reduce the lag time when a student transfers.

26. Costs – Goal 1

27. Costs – Goal 2

28. Costs – Goal 3

29. Costs – Goal 4

30. Costs – Goal 5

31. Costs - Summary

32. Costs – Plan for Implementation This plan is unique in that it takes existing resources and reallocates them to the most current need. Technology Services has managed to save a substantial amount of its operating budget each of the last several years. Therefore, based upon historical savings and current year outlays, budget adjustments will be initiated to cover the costs of the plan putting our resources towards those items deemed higher priority. As we move into the second year of the plan we will again review our existing resources and staffing and apportion those resources where they align best with our goals.

33. Questions? Comments?