1. 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

2. 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

3. 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.

4. 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?

5. 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)

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. Five Elements Goals and objectives Professional development
Needs assessment
Budget
Evaluation

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

15. 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

16. 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

17. 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

18. 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

19. 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, , voice telecom lines, data lines, etc.

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. Tech Plan Statistics
Only 6% fail TPA review
Denial Reasons

27. 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

28. 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?

29. 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.

30. 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?

31. 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.

32. Questions?