Making Technology Standards Work For You IV. Support, Management, and Operations Educational leaders ensure the integration of technology to support productive systems for learning and administration Kristy CleppeRick Dornink Dan Boyd Nancy Robinson Todd HornadaySandy Malahy

Standard IV Total Cost of Ownership (TCO) Total Cost of Ownership (TCO) Importance Importance Calculating Calculating Interoperability Interoperability Importance Importance Implementation Implementation Accountability Accountability

The Problem: When schools invest in computers and networks, they often fail to plan for the long- term costs of using them effectively and efficiently When schools invest in computers and networks, they often fail to plan for the long- term costs of using them effectively and efficiently --Schools need to evaluate the role of technology—and their goals --Schools need to budget accordingly but often overlook indirect costs often overlook indirect costs Funding FundingIMPORTANCE That means, planning for TCO, Total Cost of Ownership

TCO: Total Cost of Ownership If you buy a bus, you must also budget for: If you buy a bus, you must also budget for: Gasoline Gasoline Maintenance Maintenance Repairs Repairs Increased Insurance Premiums Increased Insurance Premiums Additional Drivers Additional Drivers If you build a network or purchase computers, you must also budget for: Software Maintenance Repairs Increased Utility Costs Support Staff Development Replacement Costs All of the costs associated with deploying, operating and maintaining a computer network

The Typical Technology Budget Relies on a special infusion of funds Relies on a special infusion of funds Bonds Bonds Grants Grants Corporate donations Corporate donations E-rate E-rate The problem? The problem? Use of those funds may be restricted Use of those funds may be restricted Funding source may not be available next year Funding source may not be available next year What about staff development?

How Total Cost of Ownership Analysis Can Help Ability to understand all the costs Ability to understand all the costs Understand potential long-term additional costs of a particular approach Understand potential long-term additional costs of a particular approach Understand hard AND soft costs Understand hard AND soft costs Development of a long-term technology vision Development of a long-term technology vision Ability to evaluate approaches that provide savings Ability to evaluate approaches that provide savings

How is TCO performed? Examine existing system and practices Examine existing system and practices Evaluate performance and cost Evaluate performance and cost Determine your desired state of technology Determine your desired state of technology Analyze alternatives Analyze alternatives Develop your transition plan and training Develop your transition plan and training Establish the new processes Establish the new processes Examine existing system and practices Examine existing system and practices

What Should Happen in a Technology Budget As hardware is purchased and installed As hardware is purchased and installed Share of the budget devoted to “operating” categories such as staff training and technical support should increase But hardware costs will not disappear because computers will need to be replaced on a regular schedule

Major Components of K-12 TCO Tech Support Tech Support Staff Development Staff Development Replacement Costs Replacement Costs Software Software Retrofitting Retrofitting Connectivity Connectivity

Strategies to Control Tech Support Costs Relied on teachers and non- tech staff to provide support % Relied on teachers and non- tech staff to provide support % Limited ability of teachers and students to modify the way computers are configured--91.1% Limited ability of teachers and students to modify the way computers are configured--91.1% Standardized model of computer used--87.9% Standardized model of computer used--87.9% Shifted to a centrally controlled district-wide network--86.3% Shifted to a centrally controlled district-wide network--86.3% Limited number of operating systems supported--81.5% Reduced number of applications supported % Hired outsiders to provide support--63.7% Relied on students to help provide support--56.5% Installed a thin-client solution--26.6%

An Approach to Calculating Recommended Tech Support A formula that considers: A formula that considers: Number of computers and peripherals Number of computers and peripherals Number of major LANs, O/S, databases Number of major LANs, O/S, databases Number of software applications Number of software applications Number of users Number of users Number of teachers Number of teachers Whether schools have Web sites Whether schools have Web sites Whether staff manages telephone services Whether staff manages telephone services Whether staff supports video/audio/satellite services Whether staff supports video/audio/satellite services Number of managers needed Number of managers needed Adjusted by outsourced FTEs Adjusted by outsourced FTEs Whether district wants to be “high-tech” or “low-tech” Whether district wants to be “high-tech” or “low-tech” Available at

Calculating TCO Excellent Resource Excellent Resource Total Cost of Ownership Total Cost of Ownership Data Driven Decision Making Data Driven Decision Making Other free tools Other free tools

Calculating TCO-District Info

TCO: Staff Development U.S. Department of Education recommends 30% of budgets U.S. Department of Education recommends 30% of budgets Many states require 20-30% of state money be used this way Many states require 20-30% of state money be used this way Businesses often match every dollar spent on hardware and software with a dollar for training Businesses often match every dollar spent on hardware and software with a dollar for training Some recommendations: $1,500 to $2,000 per person trained per year Some recommendations: $1,500 to $2,000 per person trained per year Biggest component: Cost of substitutes Biggest component: Cost of substitutes Schools generally are spending too little—5-7% in (QED) Schools generally are spending too little—5-7% in (QED)

When Do Teachers Feel Ready to Incorporate Technology? Those with 32 hours of technology training (over 3 years) report they feel prepared Those with 32 hours of technology training (over 3 years) report they feel prepared But only 12% receive that much But only 12% receive that much 43 % receive fewer than eight hours 43 % receive fewer than eight hours NCES Study (September, 2000) NCES Study (September, 2000)

Things to Consider Will your investment go to waste if you neglect training? Will your investment go to waste if you neglect training? Will you waste the time of those who DO understand computers and must fill the gap? Will you waste the time of those who DO understand computers and must fill the gap? Will you waste dollars and effort if training is not in synch with installation schedule? Will you waste dollars and effort if training is not in synch with installation schedule? Does your tech staff get the ongoing training they need to make wise decisions? Does your tech staff get the ongoing training they need to make wise decisions?

TCO: Replacement Costs Computers and peripherals need to be replaced about every five years (and in some cases, sooner) Computers and peripherals need to be replaced about every five years (and in some cases, sooner) Industry standard for desktops is actually even shorter—only three years Industry standard for desktops is actually even shorter—only three years As a district’s technology investment matures, the district must plan for regular upgrades and/or replacement of computers and peripherals As a district’s technology investment matures, the district must plan for regular upgrades and/or replacement of computers and peripherals

Things to Consider Strategy of channeling older machines to simpler uses (e.g., keyboarding) Strategy of channeling older machines to simpler uses (e.g., keyboarding) Can lead to increased costs for maintenance and support Can lead to increased costs for maintenance and support Bigger inventory of replacement parts to keep Bigger inventory of replacement parts to keep More models for support staff to master More models for support staff to master Older the machine, the harder to keep in service Older the machine, the harder to keep in service

What About Donations? Donated computers can be a mixed blessing Donated computers can be a mixed blessing Evaluating and upgrading donated computers to fit your network standard can involve substantial amounts in terms of staff time and parts Evaluating and upgrading donated computers to fit your network standard can involve substantial amounts in terms of staff time and parts A donations policy can help ensure that school officials don’t unwittingly accept machines that will be difficult to support A donations policy can help ensure that school officials don’t unwittingly accept machines that will be difficult to support Also protects district-level tech support staff Also protects district-level tech support staff Don’t let a business transfer its computer disposal problem to the school district Don’t let a business transfer its computer disposal problem to the school district

Leasing versus Purchasing Can provide faster standardization Can provide faster standardization Using traditional business TCO formulas, more standardization may lead to greater savings over the long-term Using traditional business TCO formulas, more standardization may lead to greater savings over the long-term Makes budgeting more predictable Makes budgeting more predictable But....need predictable funding source for future years But....need predictable funding source for future years

Software Generally represents less of the total cost in K-12 than in the business world Generally represents less of the total cost in K-12 than in the business world Projections expected it to be about 10 % of budget (non-curriculum) Projections expected it to be about 10 % of budget (non-curriculum) Some free resources are now available on the Web—but don’t forget the cost of time to find, download and organize Some free resources are now available on the Web—but don’t forget the cost of time to find, download and organize License management becoming an issue License management becoming an issue Be careful about software piracy liability Be careful about software piracy liability

Things to Consider Haphazard purchases lead to incompatibility and no connection to learning goals Haphazard purchases lead to incompatibility and no connection to learning goals Diverse applications and operating systems tend to increase costs Diverse applications and operating systems tend to increase costs If tech support is required to support any application a user puts on the network, it could have a negative impact on TCO If tech support is required to support any application a user puts on the network, it could have a negative impact on TCO

What is Interoperability? Interoperability provides a means for different types of software to communicate with each other.

Student Information Systems Phone Cafeteria Library Transportation Traditional Setup ? ? ? ? ?

Agent ZIS How Does It Work?

Administrative Support Voice Telephony Data Warehouse Grade Book Instructional Services Library HR / Finance SIS Trans- portation Food Service K-12 Horizontals Voice Telephony Teaching & Learning Data Warehouse Instructional Services Library HR / Finance SIS Transportation Reporting & Accountability Food Service Analysis & Planning Grade Book

School District State Federal Vertical Interoperability

Benefits of Vertical Interoperability Seamless reporting - district, state, federal Seamless reporting - district, state, federal Reduce burden on schools & districts- efficiency and accuracy. Reduce burden on schools & districts- efficiency and accuracy. Use ‘management’ data as core data set for reporting Use ‘management’ data as core data set for reporting Responding to changes as they occur rather than reacting to on an annual basis Responding to changes as they occur rather than reacting to on an annual basis Data driven decision making Data driven decision making Collecting & analyzing information as it is developed Collecting & analyzing information as it is developed Data warehousing and data mining Data warehousing and data mining Using business tools to analyze administrative functions Using business tools to analyze administrative functions

Accountability Plans should include a description of the measures that will be used to evaluate the effectiveness of technology integration Plans should include a description of the measures that will be used to evaluate the effectiveness of technology integration Evaluation allows for: Evaluation allows for: Data to support continued improvement Data to support continued improvement Documentation of goals and objectives being accomplished Documentation of goals and objectives being accomplished Gauging the impact of the work on student/teacher attitudes and student achievement Gauging the impact of the work on student/teacher attitudes and student achievement

Where does each performance indicator fall within this process? TCOInteroperabilityAccountability

Performance Indicator IV.A. Educational leaders develop, implement, and monitor policies and guidelines to ensure compatibility of technologies.

Total Cost of Operation What existing policies and guidelines are in place for purchasing hardware and software? What existing policies and guidelines are in place for purchasing hardware and software? Are you aware of monitoring practices for policies and guidelines? Are you aware of monitoring practices for policies and guidelines?

Interoperability It is important that technology purchases be compatible in a networked environment. It is important that technology purchases be compatible in a networked environment. Evaluate possible solutions, understanding the impact of the hardware and software solutions to the network users. Evaluate possible solutions, understanding the impact of the hardware and software solutions to the network users. Determine what support is needed for possible solutions and where that support will come from. Determine what support is needed for possible solutions and where that support will come from.

Accountability Meet with staff to discuss current hardware and software compatibility issues. Meet with staff to discuss current hardware and software compatibility issues. Communicate concerns to appropriate district leaders. Communicate concerns to appropriate district leaders. Support current policies and guidelines when working with decision-making groups. Support current policies and guidelines when working with decision-making groups. Monitor existing policies and guidelines to see if they are working. Monitor existing policies and guidelines to see if they are working.

Accountability - continued Communicate! appropriate information to the appropriate staff in a timely fashion. Communicate! appropriate information to the appropriate staff in a timely fashion. Develop an action plan and a timeline for implementation. Establish procedures for who will be responsible for this. Develop an action plan and a timeline for implementation. Establish procedures for who will be responsible for this. Follow the policies and guidelines. Follow the policies and guidelines. Determine what training is needed Determine what training is needed Incorporate procedures for ongoing evaluation and updating. Incorporate procedures for ongoing evaluation and updating.

Performance Indicator IV B. Educational Leaders implement and use integrated technology-based management and operation systems

TCO Identify current hardware and software used for management and operations systems Identify current hardware and software used for management and operations systems Purchase necessary upgrades or replacement needs for hardware & software used for management and operations systems Purchase necessary upgrades or replacement needs for hardware & software used for management and operations systems

Interoperability Determine the capabilities of current management and operations systems Determine the capabilities of current management and operations systems Have a representative on the district committee and use a shared decision-making model when making decisions affecting the schools and the district Have a representative on the district committee and use a shared decision-making model when making decisions affecting the schools and the district

Accountability Survey staff on their needs Survey staff on their needs Educate staff about new policies and procedures for technology-based management and operations systems Educate staff about new policies and procedures for technology-based management and operations systems Review existing policies and procedures for management and operations systems Review existing policies and procedures for management and operations systems Develop an implementation plan and timeline Develop an implementation plan and timeline

Performance Indicator IV.C. Educational leaders allocate financial and a human resources to ensure complete and sustained implementation of the technology plan.

Total Cost of Operation Total Cost of Operation Identify types of ongoing support and their supporting budgets Identify types of ongoing support and their supporting budgets Clarify ongoing support by technical and staff developmental needs Clarify ongoing support by technical and staff developmental needs Develop budget guidelines. Develop budget guidelines. Education of the community and staff. Follow recommendations for support personnel, staff development, and purchases of equipment and software.

Performance Indicator IV. D Educational leaders need to integrate strategic plans, technology plans, and other improvement plans and policies to align efforts and leverage resources

Collect and read each plan required for the site or district office. Collect and read each plan required for the site or district office. Research current budget development and purchasing procedures or policies. Research current budget development and purchasing procedures or policies. Develop an action plan and timeline for implementation. Develop an action plan and timeline for implementation. Provide for regular evaluation and monitoring of implementation. Provide for regular evaluation and monitoring of implementation. TCO

Interoperability  Identify means for consolidating various plans into one global document.  Research planning and budgeting models that support a consolidation plan.  Provide for regular evaluation and monitoring of implementation.

Accountability  Research current budget development and purchasing procedures of policies.  Learn about the history behind the requirements for the first two items in this section.  Meet with staff and community members to provide an overview and rationale for proposed changes.  Work with existing decision-making groups to begin implementation.  Provide for regular evaluation and monitoring of implementation.

Performance Indicator IV.E: Ongoing Improvements and Replacement Cycles “Educational leaders must implement procedures to drive continuous improvements of technological systems and to support technological replacement cycles.”

TCO Recognize that systems must be regularly updated and replaced Recognize that systems must be regularly updated and replaced Review current budget practices for ongoing expenditures Review current budget practices for ongoing expenditures Examine current inventories and compare to plans for upgrades and cycles Examine current inventories and compare to plans for upgrades and cycles

TCO Implement budget practices consistent with ongoing purchases Identify and commit financial and human resources to implementation

Interoperability Work with staff to identify potential effects of new policies or procedures Work with staff to identify potential effects of new policies or procedures

Accountability Determine if district has procedures that provide for improvements and cycles Review and compare policies  appropriate and effective? Implement, follow, and monitor policies Provide feedback to stakeholders

Evaluating Your Technology Plan Evaluating Your Technology Plan How does your school measure up to the standards?

Some Final Questions Is your district prepared to make a long-term commitment to its technology budget? Is your district prepared to make a long-term commitment to its technology budget? Are your taxpayers? Are your taxpayers? If so, how big is that commitment? If so, how big is that commitment? How long could your vision be sustained? How long could your vision be sustained? If your financial commitment to technology is not big enough, is the school district prepared to rearrange its priorities? If your financial commitment to technology is not big enough, is the school district prepared to rearrange its priorities?