1

Technology Master PlanLACOE’S TECHNOLOGY SERVICES DIVISIONROADMAP TO THE FUTURE2014 - 2017

2Goals

Goal 1: LACOE shall bring all its technology and support (school sites and education centers) up to minimum standards.

[Strategic Plan: Innovative Systems and Schools]

Goal 4: Training in the Effective Use of all LACOE Technologies shall be Included as part of the Implementation, Deployment, and On-Going Support of those Technologies.

[Strategic Plan: Innovative Systems and Schools]

Goal 2: LACOE shall Demonstrate Leadership, High Quality Technology Services and Cost Effectiveness in the Delivery of Business and Administrative Services.

[Strategic Plan: Fiscal Direction and Solvency]

Goal 5: All technology procurements shall go through a rigorous process of needs analysis, competitive review, and a comprehensive and integrated implementation.

[Strategic Plan: Fiscal Direction and Solvency]

Goal 3: LACOE will be an expert resource on all aspects of Common Core, including curriculum and technology readiness to LACOE staff and LA County School Districts.[Strategic Plan: Common Core]

[Strategic Plan: Partnerships – will be woven through out the Technology Plan as opportunities allow.]

3Overview

Upgrade SIS to Aeries SIS

County Wide SIS Sharing of Records

Disaster Recovery/Bus

iness Continuity

Plan

BEST Upgrade/Replace Financial

System:BEST Project

Refresh Computers

5 yrs+

Standardize Classroom Technology

Expand Wi-FiIncrease Bandwidth

Improve Network Cabling

Inventory+

Active Directory

+SCCM Client

Common Core

Migrate to Office365:

Storage and PLC’s via

SharePoint

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.

Implement Student

Logons Vs. Generic Logons

Continue Implementing the FCMAT

Study Recommenda

tions

AV Conference

Room Upgrades

Unified Help Desk System

Goal 1 Goal 2 Goal 3 Goal 4 Goal 5

One IT

4Common Core

Internal ExternalBy January 2014, TS will inventory all LACOE sites in terms of hardware and network bandwidth and present a needs assessment and funding plan to Cabinet in order to begin Common Core SBAC testing by March 2014, being sure to collaborate with all appropriate divisions on purchase, installation, etc.

By January 2014, TS will have completed a district network bandwidth assessment, and a technology readiness checklist for SBAC readiness and share results with districts.

Working with EP, TS will work out a technician support plan and environmental checklist (ex. headset, partition, SSID) based on the number of classrooms used for testing by February 2014.

Beginning in 2014, TS will conduct annual technology related webinar and meetings regarding SBAC readiness.

Working with EP, TS will establish a monitoring and evaluation process for the actual test taking process by March 2014.

Beginning November 2013, TS will continue to work with CDE to be a conduit to share SBAC technology related information to districts.

By September 2014, working with EP, TS will review monitoring and evaluation results to refine TS plan for 2014-15, and future years.

5Common Core - External

ExternalBy January 2014, TS will have completed a district network bandwidth assessment, and a technology readiness checklist for SBAC readiness and share results with districts.

Beginning in 2014, TS will conduct annual technology related webinar and meetings regarding SBAC readiness.

Beginning November 2013, TS will continue to work with CDE to be a conduit to share SBAC technology related information to districts.

• 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.

6Common Core - Inventory

Inventory

Install SCCM

Active Director

yItem StatusHire Vendor to assist with Inventory.

Starts 11/4/13, est. finish 12/20/13

Identify Refresh Needs Starts 12/1/13, finish 1/31/14Coordinate with RTSA Grants Starting 11/1/13

Identify the age of our technology Lay the groundwork for improved supportLay the groundwork for improved security Develop and implement a Technology Refresh Plan

7One IT

Reorganizations Branding Communicate

Item Status“COMIS” team has been moved under like teams: networking staff to networking. Server support to ECS.

Complete.

TIS reorgs in process. Started. Sharepoint/Yammer deployment will allow us to more easily share information as will bi-monthly manager meetings.

Pilot in process.

We will brand all that we do so we represent One IT. (Powerpoint templates, memo’s etc) Started.

Organize our Division to align like resources

Work together versus in silos

We have already begun the process Share information – help each other out

8Improve Cabling and Electrical

Goal: One Professional Standard – for all of LACOE

9Improve Network Cabling

Assess Bid Cable

• Set Cabling Standards• Bid for a “retainer” for

data cabling/Electrical services

• Re-wire sites to standard

• Connect Smart boards

10Increase 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

11Expand 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

12Standardize Classroom Technology

Collaborate Recommend Implement

Item StatusCollaborate with stakeholders to recommend a technology standard for all classrooms

Work with Technology Leadership Committee to identify recommended standard: November – January 2014

Itemize Standard. Allow for model exceptions (PC vs. Mac, etc.)

Technology Services: January 2014

Present Plan as part of TMP February 2014 – Site Funded via RTSA Grants/Model

Classroom Example:• Teacher workstation• 5 student computers• Presentation board (Perceptive

Pixel, smartboard, etc.)• Document Camera• Printer• Wi-fi

13Refresh Computers 5 years old or older

Review Identify Implement

Item StatusEmploy a “Refresh” team of 1 employee who would work full time installing new computers and obsoleting old ones. Goal is to eventually replace 20% of our 3500 computers each year.Present Plan as part of TMP February 2014

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

14Implement 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.

15Increase Regional Support Model

Dedicated Help Desk staff

3

Additional Desktop (4) and

Technology Trainers (2)

Additional Server Support

(4)

Item PlanHelpdesk staff currently are pulled to provide support often leaving phones and emails unanswered.

Dedicate 3 full time new staff (Helpdesk technician) anchored full time to the helpdesk.

Increase field support and training to appropriate level.

Basically doubles current staffing level for school sites up to a more appropriate level.

Increase Server Support to a more appropriate level.

Improves our ability to support our servers and the applications running on them (300 servers).

16Tie 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.

17Access 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.

Bargaining UnitEmployees

# With Email

Don't have Email

CONFIDENTIAL 14 13 1CSEA 622 370 252CSEA-SUM 2 1 1LACEA 692 641 51MANAGEMENT 626 614 12

NOT ELIGIBLE 1767 244 1523mostly Sub positions

NOT EMPLOYEE 1 0 1SEIU 702 627 75Grand Total 4426 2510 1916 43%

18Migrate 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.

19Unified 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.

20AV Conference Room Upgrades

LACOE Board Room and ECW 606 A/B will be modernized with current audio visual technology systems.

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.

21FCMAT Recommendations

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

22Upgrade 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.

23Business 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.

24Best 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.

25County 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.

26Costs – Goal 1

27Costs – Goal 2

28Costs – Goal 3

29Costs – Goal 4

30Costs – Goal 5

31Costs - Summary

32Costs – 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.

33Questions? Comments?