1. SST Webinar SLDS Webinar 9-13-131 The presentation will begin at approximately 1:00 PM EST Information on how to join the teleconference can be found on the “Info” tab in the upper left of this screen. Be sure to use the “Attendee ID” when dialing in to associate your name with your phone. In order to cut down on background noise, please mute your phone by dialing *6 upon entry into the meeting. During the Question and Answer portion of this presentation:  You can re-enter *6 to unmute your phone and ask a question; or  Type your question into the Q&A panel below the participant list and click “Send.” A copy of this presentation and a link to the recording will be shared with the IES Grantees and EIMAC listservs. Total Cost of Ownership (TCO) Studies

2. SST Webinar Total Cost of Ownership (TCO) Studies Panelists  Peter Tamayo (WA)  Brian Townsend (VT) Agenda  Washington State Office of Superintendent of Public Instruction’s (OSPI) TCO Project  Vermont Agency of Education’s Sustainability Planning Efforts  Questions from Participants SLDS Webinar 9-13-13 2

3. SST Webinar Washington SLDS Webinar 9-13-133

4. SST Webinar Total Cost of Ownership Assessments To collect verifiable information needed for decisions regarding IT investments, projects, operations, performance and funding  2011 - State Office of the CIO used the Gartner Total Cost of Information (TCO) framework for applications and infrastructure 41 state agencies were involved including the WA State Office of the Superintendent of Public Instruction (OSPI)  2012 - OSPI leveraged the previous work of Gartner and created a new statement of work to focus on OSPI’s new education data systems and include business staff SLDS Webinar 9-13-134

5. SST Webinar OSPI’s TCO Project Objective (2012)  Washington’s FY09 SLDS grant ends May 2014  OSPI receives $1.2M for ongoing maintenance and operations of education data systems  Challenge: Secure additional funding for on-going M&O of new systems implemented using Federal $  Proposed Approach: 1)Use the Gartner framework to document TCO for the state education data systems and include IT and program area costs 2)Document the value and benefits to the state  Objective: With Gartner’s assistance, complete a 2013-15 Data Systems Budget Decision Package for consideration by the WA State Legislature by September 2012 SLDS Webinar 9-13-135

6. SST Webinar OSPI / Gartner Project Tasks  Task 1: Project Initiation Organize Gartner and OSPI project teams Develop initial project management documents Gartner provides data collection materials to OSPI  Task 2: Data Collection and Validation Conduct data collection workshop Begin data collection effort  Task 3: Peer Selection Gartner selects appropriate peer groups for comparison and validation and analysis SLDS Webinar 9-13-136

7. SST Webinar Project Tasks  Task 4: Data Freeze and Sign off Lock down data  Task 5: Data Analysis and Checkpoint Determine the required support for new education data systems  Task 6: Report Finalization Gartner creates a comprehensive set of charts reflecting technical and business program staff levels and cost requirements  Task 7: Internal Peer Review Gartner team reviews data with Gartner SME and Gartner Research staff  Task 8: Executive Briefing Management report and executive briefing Update 2013-2015 budget decision package SLDS Webinar 9-13-137

8. SST Webinar Project Tasks SLDS Webinar 9-13-138

9. SST Webinar Executive Summary Key Findings & Observations  OSPI’s current spending level for FY12 for the K-12 Education Data Systems program is low compared with peers with similar data system environments, at $4.5M versus the peer average of $5.5M.  The gap between OSPI’s current FY12 spend and what the peer would spend to support the forecasted workload in FY13 is between $1.6M and $2.7M. To support the future FY13 OSPI data systems environment, the peer would spend on average $6.8M. At the low end of the range, the peer would spend $5.7M. SLDS Webinar 9-13-139

10. SST Webinar Executive Summary Key Findings & Observations  OSPI data systems will grow in a variety of dimensions, including: the number and type of users, the data volume under management, the channel traffic between storage and the CPU complex, the mix of workload types and data volumes loaded. OSPI’s service levels are at risk due to current low spending and staffing. The long-term costs for maintenance, support, on-going enhancements, optimization, ancillary tools, staffing, consulting, DBMS management tools, training and user growth must all be considered to attain maximum benefit from the platform. SLDS Webinar 9-13-1310

11. SST Webinar Executive Summary Key Findings & Observations 1.Personnel Resources: Obtain additional funding and resources to meet expected increase in demands for on-going support, growth and enhancements when SLDS is in production in order to leverage the systems to improve student learning and outcomes through data- based decisions. 2.Sourcing of Resources: Decide on sourcing arrangements that provide the right mix of head count through internal staff versus using contractors and external service providers, taking into consideration where expertise needs to reside (within or outside OSPI). 3.Information Management Skills: Conduct an inventory of the information management skills in the organization, determine any gaps based on the analytics strategy and identify potential actions to increase information management skills. 4.Data Warehouse Performance: Monitor data warehouse performance. Further data management and optimization techniques may be required when hardware improvements alone do not help performance keep pace with the volume of data. 5.Big Data and the Gartner Hype Cycle for Education: Hype is building quickly for Big Data in Education. It could be a possibly bumpy five- to 10-year road on the way to the Plateau of Productivity and mainstream adoption, however that can change quickly if standards mature and there is sufficient interest and funding. SLDS Webinar 9-13-1311

12. SST Webinar Lessons Learned and Recommendations 1.Organize the data collection efforts 2.Get executive support to raise awareness and increase cooperation from the other divisions 3.Don’t get bogged down on getting exact numbers 4.Understand the methodology 5.Be proactive with the internal and external funding decision- makers SLDS Webinar 9-13-1312

13. SST Webinar Vermont SLDS Webinar 9-13-1313

14. SST Webinar Background  Demographics Small, homogeneous state w/ ~82k public students  Today’s System Homegrown Data Collection Applications o Not sustainable for AOE or locals EDW o Manual ETL o Not statewide o Vendor discontinuing support EdFacts Reporting: Also Manual Process SLDS Webinar 9-13-1314

15. SST Webinar 2012 SLDS Grant  Vermont Automated Data Reporting (VADR) Project Goals Automated Data Collection Automated ETL to reports/dashboards Automate EdFacts reports Replace EDW (not grant funded but is part of VADR initiative)  Awarded first SLDS Grant in FY12 Benefits of ‘going last’: Sustainability Planning SLDS Webinar 9-13-1315

16. SST Webinar SLDS System Costs  Implementation  Licensing  Maintenance  Support  Hosting (statewide push)  Training  District SIS Customization Costs SLDS Webinar 9-13-1316

17. SST Webinar Cost Breakdown One-Time Implementation Licensing Training Materials District SIS customizations Ongoing Maintenance Support Hosting Training SLDS Webinar 9-13-1317

18. SST Webinar Sustainability Planning  Proposal Planning Perpetual licenses: reduce ongoing cost as much as possible Reusable training materials: prepare for turnover  EDW Replacement Leveraging Ed-Fi: “free” solution Reallocating existing EDW annual licensing cost & central IT data center costs  VADR system Hosting, Maintenance & Support SLDS Webinar 9-13-1318

19. SST Webinar Sustainability in Vermont  EPMO/CIO Approval Statutorily required oversight and approval Business Case & 5-year cost model o Annual updates/reports SLDS Webinar 9-13-1319

20. SST Webinar SEA Data Collections ETL EDW Loads EdFacts Reporting Infrastructure Costs EDW Licensing LEA Staff time to respond to data collections SLDS Webinar 9-13-1320 Estimating Current Costs

21. SST Webinar Estimating Current Costs (SEA)  Data Collections; ETL; EDW Loads; EdFacts Reporting Determine staff involvement as FTE o Business Analysts, Systems Developers, DBAs, etc. Compare to real salary/benefit numbers  Infrastructure Costs Hardware, Software, Staff Support, Data Center  EDW Licensing SLDS Webinar 9-13-1321

22. SST Webinar Estimating Current Costs (LEA)  Data Reporting  Determine staff involvement as FTE We know which LEA staff are involved o Registrars, Admin Assistants, Guidance Counselors, Curriculum Coordinators Studies/Pilots tell us the amount of time spent on these collections Compare to industry average salary/benefit numbers Apply to all schools/districts based on student counts SLDS Webinar 9-13-1322

23. SST Webinar SEA  Data Collections/ETL/EDW Loads/EdFacts Reporting Estimated time savings RFPs: Recommended Staffing Models  Infrastructure Costs State Data Center vs. Vendor Hosted Model  EDW Licensing Annual licensing already part of base Ed-Fi has no licensing cost LEA  Staff time to respond to data collections Large % is automated SLDS Webinar 9-13-1323 Estimating Future Costs/Savings

24. SST Webinar Compare Current & Future States  EPMO/CIO want to see savings/sustainability represented in “real” dollars (of course, these are mostly estimates at this point)  Concern is funding cliff after grant $ goes away (sound familiar?)  5-year cost model tracks implementation and ongoing costs  Track time savings as we go to track real savings (before & after) SLDS Webinar 9-13-1324

25. SST Webinar Questions? SLDS Webinar 9-13-1325

26. SST Webinar Contact Info and Resources Jeff Sellers, State Support Team, Jeff.Sellers@sst-slds.orgJeff.Sellers@sst-slds.org Lauren Wise, SLDS Team, Lauren.Wise@ed.govLauren.Wise@ed.gov Panelists: Peter Tamayo, Chief Information Officer Washington State Office of Superintendent of Public Instruction peter.tamayo@k12.wa.uspeter.tamayo@k12.wa.us, 360-725-6134 Brian Townsend, Information Technology Director Vermont Agency of Education brian.townsend@state.vt.usbrian.townsend@state.vt.us, 802-828-6575 26 SLDS Webinar 9-13-13 Total Cost of Ownership Studies