Natick Public Schools Technology Update January 14 2008

Natick Public Schools Technology Update January 14, 2008 Dennis Roche, CISA Director of Technology

Technology Update January 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 (Connect. ED) • New District and School Websites Developed – Last site being developed Natick High School

Summary of 2006 - 2007 Results Objective 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 $46, 238 $400, 000 $446, 238 $439, 759 Funding Summary Balance from 2006 - 2007 School Year Plan Funds from Town Meeting Fall 2006 Total 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 Connect. ED integration. – Utilize and train faculty on grading module.

Plan for 2007 - 2008 School Year • Connect. ED – Load with student and faculty data and train administrators on its use. – Student contact information now automatically fed from our Student Information System to Connect. ED 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 of computer equipment within the Natick Public Schools is currently 8 years.

Plan for 2008 - 2009 School Year Need 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 FY 08 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 FY 08 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 Connect. ED $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 FY 09 FY 08 Operating Budget FY 09 $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.

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