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Enhancing Administrative Support through Effective Information Technology Strategies

This document outlines essential strategies for leveraging information technology to enhance administrative support for schools and central office staff. It emphasizes the need for better data access, organization, and analysis, aiming to reduce email overload and improve communication. By focusing on strategic areas such as information management, reporting, and governance, the goal is to create a streamlined workflow that empowers staff, fosters innovation, and strengthens community relationships. The document advocates for ongoing training and collaboration to maximize the use of available tools and technologies.

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Enhancing Administrative Support through Effective Information Technology Strategies

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  1. MPS Strategy Discussion Administrative Support Linda Finley 1

  2. Essential Business Model Effective Strategy & Planning Prioritized Portfolio Benefit Validation Product Scorecard Architectural & Quality Guidance Portfolio Health Project Health PM Best Practice Efficient Management Exceptional Execution Business Excellence 2

  3. Technology for Administrative Support Information technology would (best) support administrators and central office staff by… • Access to more and better data • Organize information better and quicker • Timely data • Standards around data...everyone has access • email overload • Accurate data input that is easily retrievable and support in the analysis of that data • Focus on the analysis of data • Using data in a more efficient way • Connect the central office better with the schools, using data • Collecting our history so we don’t have to re-hash history • Using Survey Monkey, Outlook to be more efficient • Strategic focus: • Information Management • BI/Analytics • Reporting • UI

  4. Information Management in 2011 Compliance Data Quality Acquire, Cleanse and Enrich Acquire / Reuse Cleanse Information Distribution Distribute and Use Store Learn Knowledge Management Learn and Reuse Strategy Enrich Integrated Storage Store Use Distribute Governance Strategy, Management, Compliance Management

  5. Technology for Administrative Support Information technology would (best) support administrators and central office staff by… • Access to more and better data • Develop staff intranet • More training • Maximize use of the tools that we have - using mentors / early adopters • Live screen savers, access to breaking news, information (real time) • Work remotely • Standards around data...everyone has access • email overload • Strengthen relationship with community agencies and parks • Leverage other people’s technology - Facebook, Twitter, Google Docs • Dashboard for other administrators besides principals • Allow administrators to be innovative and increase efficiencies, dashboards • Connect the central office better with the schools, using data • Using Skype for translations/virtual meetings for Professional Development (less driving betw buildings) • Strategic focus: • Portal • Intranet • Social media/networking • Content Management

  6. Enterprise Content Management Maturity

  7. Technology for Administrative Support Information technology would (best) support administrators and central office staff by… • Access to more and better data • Maximize use of the tools that we have - using mentors / early adopters • Make staff development a priority, take time to pause to learn • Work remotely • Administrators and central office staff need to be willing to learn new technology • Clearer standards for technology • Internal policies for using Outlook and other tools for collaboration • Raise the bar on expectations of our central staff to be models of effective use of technology • Sunset technology that we no longer need • Leverage other people’s technology - Facebook, Twitter, Google Docs • Allow administrators to be innovative and increase efficiencies, dashboards • Include technology training from the very beginning as we train new staff • Using Skype for translations • Collecting our history so we don’t have to re-hash history • Using Survey Monkey, Outlook to be more efficient • Strategic focus: • Behaviors • Policies/Practices • Professional Development • PEOPLE

  8. Changing Behavior Is aware that successful strategic change is about changing individuals first Approaches change holistically Is empathetic Understands how mental-maps (motivators) of individuals and organizations work, and how to affect them Is fully incorporated into the project and fabric of the organization

  9. Approach and Manage the Change Communications • Conduct stakeholder analysis • Create comprehensive communication plan • Leverage existing programs and vehicles Manage the Change • Analyze stakeholder baseline • Prioritize best practice change tactics • Drive a consistent change vision Improvement Realization Reinforce with Training • Use blended training program • Role-based, process driven • Leverage automation and internal resources 9

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