How Do I Write a Good Technology Plan? Back to the New Basics Schools and Libraries Division Washington, DC • Orlando • Boston • New Orleans • Cleveland • San Francisco • Phoenix September/October 2007

Overview Purpose of tech plans Basic tech plan requirements The five elements of a tech plan Tech plan reviews Tech plan statistics Tech plan scenarios

Purpose of Tech Plans A tech plan is a written document that describes the technologies and associated resources – existing and planned – that will assist a school to provide educational services or a library to provide library services.

Purpose of Tech Plans Tech plans should address these questions: What are my goals for using technology? What resources do I have now? What resources will I need? How will I pay for or provide these resources? How will I maintain these resources? How will members of my staff be trained to use these resources effectively? How will I know if I am accomplishing my goals?

Purpose of Tech Plans Tech plans Ensure that schools and libraries plan for technology and can use it effectively to provide educational or library services Should support and validate the services requested on Forms 470/471 Contain a level of detail appropriate to the size and complexity of the entity Provide a complete picture of the entity’s uses of technology (not just E-rate services)

Purpose of Tech Plans FCC rules require tech plans for more than basic telephone service, such as High-speed telecommunications links (T-1, T-3, OSDN) Centrex PBXs Internet access Internal connections and basic maintenance of internal connections

Basic Requirements Tech plans must: Be created before Form 470/RFP posting Cover all 12 months of the funding year Contain all five elements Contain a sufficient level of detail to validate the E-rate request Be approved by a USAC-certified Technology Plan Approver (TPA) before Form 486 is filed or services start, whichever is sooner In general, cover not more than 3 years

Basic Documentation You should keep a file copy of: The tech plan created before Form 470 posting with a “creation date” The final version of the tech plan approved by a USAC-certified TPA, including the beginning and ending dates of the approval period A copy of your tech plan approval letter or other proof of approval status

Timeframe In general, tech plans should not cover more than three years due to changes in technology, needs, budgets, etc. LSTA five-year plans are considered acceptable tech plans for state libraries EETT five-year plans for schools are considered acceptable tech plans if they are accompanied by operating budget information If the above plans cover more than three years, they will need updates after three years TPAs can set shorter timeframes

Coverage Individual schools can write their own plans Schools in a district are generally covered by the district’s plan Library districts cover their members Consortium-level plans are generally not acceptable as they are too high-level

TPAs Tech Plan Approvers Are certified by USAC Approve tech plans Make sure all five required tech plan elements are addressed Review the level of detail in the plan in comparison to the size and complexity of the entity

TPAs USAC certifies TPAs in every state USAC also certifies TPAs for specific entity types, e.g., non-public schools, public schools, and libraries If you can’t find an appropriate TPA with the TPA Locater tool on the USAC website, contact USAC

Five Elements Goals and objectives Professional development Needs assessment Budget Evaluation

Goals Tech plan must establish clear goals and a realistic strategy for using telecommunications and information technology to improve education or library services

Goals and Objectives Strategies for improvements to educational and library services Specific technologies (Internet access, distance learning, etc.) that would help you reach your goals and objectives Specific resources (training, software, subscribed databases) that you plan to use to help reach your goals and objectives

Professional Development Tech plan must indicate how the school or library will ensure that teachers and staff know how to use the new technologies to improve education or library services

Professional Development Person or group in charge Training and other resources to enable staff to use of existing and new technologies In-house and/or outside Budget and facilities for training Regular staff and technical staff

Needs Assessment Tech plan must contain an assessment of the technology (telecommunications services, hardware, software and other services) in place today and the technology that will be required to improve education or library services

Needs Assessment Status of current system Electrical capacity, hardware/software, computers, network capabilities Needs based on improvements from E-rate or other sources New firewall, upgrades to phone system, additional switches or drops, network installations Ongoing needs Access to the Internet, email, voice telecom lines, data lines, etc.

Budget Tech plan must show how the school or library will: Pay the non-discount share of the cost Acquire and support the necessary resources (computers, training, electricity, software, etc.) needed to make effective use of the discounted services

Budget E-rate and non-E-rate sources of funding Source(s) for applicant (non-discount) share of eligible products and services Other technology-related items Staff salaries and training Computers, software, licenses, repairs Electrical capacity Budget can be a draft or projection

Evaluation Tech plan must contain an evaluation process that enables the school or library to monitor progress toward the specified goals and make any necessary corrections based on new developments and opportunities

Evaluation Person or group in charge Frequency of evaluation Method(s) of evaluation Review of goals and objectives Changes, additions, and deletions Accomplishments New directions

Review of Tech Plans You may be asked to provide your approval letter and/or your tech plan during: Selective Review TPA Review Site Visits Audits Lack of appropriate documentation may result in funding reduction or other actions

Tech Plan Statistics Site Visits 99% of applicants visited had a tech plan 82% of applicants visited had a letter of approval from a USAC-certified Technology Plan Approver (TPA) 2007 IPIA Audits 100% of applicants audited had a tech plan

Tech Plan Statistics Only 6% fail TPA review Denial Reasons

Tech Plan Statistics Of the 6% that fail TPA review: 45% fail for invalid tech plan 21% fail for creation date issues 17% fail for 15-day violation 9% are canceled by the applicant 8% have an invalid tech plan approver

Scenarios I created my tech plan prior to posting a Form 470 for a multi-year contract. The contract was awarded for a six-year period but my tech plan approval only covers the first three years of the contract. How should I respond to PIA in the fourth year of the contract when they ask for the date I created my technology plan?

Scenarios When PIA asks about your tech plan, you first report the tech plan that will be in place for the funding year in question, which is the fourth year of your six-year contract. Then explain your situation with PIA: The tech plan that formed the basis of the original procurement expired after three years, and you created another tech plan to cover the funding year in question.

Scenarios My library gets basic telephone service and also some technology services that are not eligible for E-rate discounts. Should I include both of these types of services in my tech plan?

Scenarios Yes. It is safest to describe all of the technologies and technology resources that your school or library is using in your tech plan. It is possible that, as you work to implement your plan, your situation may change, you may want to allocate your resources differently, eligibility of certain products and services may change. Listing everything will give USAC a comprehensive picture and may give you more flexibility.

Questions?