FY16 DTS Budget Presentation Dr. Rich Contartesi Assistant - PowerPoint PPT Presentation

FY16 DTS Budget Presentation Dr. Rich Contartesi Assistant Superintendent for Technology Services

Who is DTS? Technology Operations: Direction, process, and operational support • Information Security: Protects data and ensures secure computing environment. • • Audio Visual: Provides support and maintenance to all audio visual equipment. Technology Systems & Infrastructure: Support for core enterprise systems and • infrastructure Applications & Development: Web development and software support • Systems and Infrastructure: Server, software, storage, network, and connectivity support • • Support and Service Desk: Direct user hardware and software support Information Management: Phoenix student information system; Federal, local and • State reporting; records management Project Management: Provide the framework, standardized tool ‐ set, and best ‐ • practices to build standardized and repeatable processes 2

How Big Are We? Department of Technology Services DTS % of LCPS Total Budget • 2.3% of the proposed FY16 LCPS O&M $22.4 million of $980.9 million • • 1.06% of the proposed FY16 FTE 113 of 10,165.3 total FTE • Increase of 8 FTE from FY15 • DTS O&M Budget Other LCPS O&M Budget 3

What Have We Done? • Increased total internet bandwidth from 500 MB to 2 GB • Streamlined systems and processes Implemented a new Student Information System and Office 365 • Consolidated service desk platforms • Integrated applications with Active Directory to improve user authentication • • Reduced physical servers through expanded use of virtualization • Began realignment of technology for equity across LCPS (3.6:1) Implemented new hardware deployment model • More laptops, less desktops • • Provided career path for staff resulting in the retention of valuable intellectual capital Investing in staff training, reducing outsourced tasks, and raising expectations • in position responsibilities 4

Managing FY15 Funds • $2 million in Resource Reallocation and Cost Avoidance • Resource Reallocation in FY15 of $1,132,500 by moving from 4 year to a 1 year warranty • Cost avoidance of $905,000 in future server replacement • Reduction of 2 physical servers at each school by moving to a virtual server environment • Migrated Data Center servers to virtual vs replacing with physical

FY15 Warranty Restructure Moving from 4 year to 1 year • Reduced Desktop and Laptop warranty cost Device Total Price FY15 Resource Ordered Differential Reallocation Desktop 1,100 $175 $192,500 Laptop 3,100 $360 $1,116,000 Total 4,200 $1,308,500 • Allocated $176,000 to purchase parts for out of warranty repair Yearly trend of critical part failure rate is 7% • Average repair cost for critical failure is $200 • 4,200 units x 7% x 3 years of life after 1 year warranty x $200 per repair = $176,000 FY15 Net Resource Reallocation of $1,132,500 FY16 Resource Reallocation of $2,850,000 (8,700 devices) 6

Gains in Efficiency • Implementation of Project Management Principles Analyzed current business practices • Implemented operational changes • Improved project tracking, communication, and accountability • • Service Desk Remote Diagnostics Real time user support provided from any location • Centralized software distribution • • Reallocated Resources Tailored DTS roles and responsibilities to meet needs of LCPS • • Training/Staff Development Developed and delivered online training videos to provide training “on demand” • Implemented cluster ‐ based on ‐ site training to reduce travel time and improve • collaboration Moved all training content to VISION channel instead of Intranet for availability • outside of LCPS network 7

What Needs Attention? • Continue to meet Internal WAN and Internet Bandwidth needs • Improve wireless capacity • Sustain 3.6 to 1 computer ratio • 14 schools need equipment to meet the 3.6:1 ratio • Maintain adequate staff support ratios and service level • Improve data integration between applications to reduce redundancy and error 8

DTS Increase in Responsibilities • Increase in dependency and usage of wireless network • 3.6 to 1 – Increasing number of laptops, decreasing number of desktops • Sufficient wireless access points • BYOT – Anticipated additional 30,000 devices • Increase in internet usage • 35,000 LCPS devices + 30,000 BYOT devices • Evolving role of TRT • Transition technical support from LCPS departments 9

What Do We Plan To Do? 1. Expand network to support 10 GB internet bandwidth infrastructure Upgrade Internet Bandwidth to 10 GB • Upgrade core data center data circuits (1 GB to 10 GB) • Upgrade school based data circuits (100MB to 1 GB) • • LDVON cross ‐ LATA circuits for schools east of rte. 28 and south of rte. 50 Expand wireless coverage in high capacity areas at secondary schools • 2. Implementation of Hardware Deployment Model • Sustain 3.6:1 deployment Replace 8,700 instructional computers older than 5 years • Replace 900 administrative computers older than 5 years • 3. Support expanded functions of SIS to include Student and Teacher Portal Streamline systems for teachers and parents • Implement online student registration • Direct positive impact on parents and schools • 4. Maintain current and expanded service level 8 requested positions • 10

Expand Internet Bandwidth • FY15 ‐ increased bandwidth from 500Mb to 2Gb • FY16 ‐ increasing bandwidth from 2Gb to 10 Gb • 300 MB to 10 GB = over 3000% increase Year SETDA bandwidth LCPS Bandwidth 100 MB per 1,000 Bandwidth circuit to the students * actual MB per Internet 1,000 students FY 13 100 4.1 300 MB (0.3 GB) FY 14 100 6.8 500 MB (o.5 GB) FY15 100 27.4 2 GB FY16 100 136 10 GB * SETDA. (2012). The Broadband Imperative: Recommendations to Address K-12 Education Infrastructure Needs. Retrieved from http://www.setda.org/wp- content/uploads/2013/09/The_Broadband_Imperative.pdf

3.6:1 and Computer Replacement • Replace instructional and admin computers older than 5 years • Sustain computer distribution to schools to ensure 3.6:1 ratio • FY15 –Total 4,200 computer installations • FY16 –Total of 9,600 computer installations • 2.8% overall DTS budget increase • 229% increase in computer installations from FY15 to FY16 • DTS is being efficient to meet the needs 12

Student Information System • Expansion of support and functionality • Student Portal • Parent Portal • Online Registration –Virtual Loudoun • Online Surveys • Online Forms • Gradebook Integration • Data integration with various 3 rd party applications 13

Current Hardware Service Levels Response Level Acknowledge Resolution Example Internet down district 7 10 minutes 3 Hours wide 6 30 minutes 6 hours 5 1 hours 1 Day (9.5 hrs) 4 2 hours 3 Days (28.5 hrs) 3 4 hours 1 week (47.5 hrs) 2 1 day 2 Week (95 hrs) Classroom computer 1 3 days 3 Weeks (142.5 hrs) needs software install < 5 Users Site Subset Site District Low 1 2 3 4 Medium 2 3 4 5 High 3 4 5 6 Critical 4 5 6 7 14

Improve Service Level Requesting 4 additional computer support positions Computers to Technician 1150 1100 FY 15 Computers per Technician 1050 35,400 computers • 1000 950 32 in ‐ field technicians • 900 1106 computers per • 850 technician 800 750 700 867 870 933 966 1050 1106 1106 983 FCPS LCPS LCPS LCPS LCPS LCPS LCPS LCPS FY13* FY10 FY11 FY12 FY13 FY14 FY15 FY16 Adding these 4 positions reduces support ratio to 983 *Fairfax County Public Schools Technology Plan (n.d) Retrieved January 16 , 2015 from http://www.fcps.edu/it/technology/documents/FY%202014%20Technology%20Plan_FINAL.pdf 15

Increase AV Support • Requesting 1 additional Audio Visual Technician • Currently, there is a team of 8 (1 coordinator, 7 techs) supporting over 300,000 AV devices , including 4500 interactive white boards (IWB), DVD/CD players, televisions, intercoms, PA systems, cassette players, projectors, microphones, amplifiers, etc. • Reduce device support ratios and improve response times for support • Support new technologies such as IPTV 16

Technical Database Support • Requesting 1 new Database Programmer • SIS Data Extract/Transform/Load (ETL) Customization • • Normalization • Application interfaces • Ensure data accuracy • Software Development Kit for customizations • Report development 17

Admin Assistant • Requesting 1 new Admin Assistant • Clerical support for Director of Technology Systems and Applications • Currently no clerical support for Director and staff of 75 • Typical duties include meeting coordination and office management 18

IT Project Manager • Requesting 1 new IT Project Manager • On average DTS is executing more than 40 projects at any time • Develops robust project documentation and tracks progress • Ensures all stakeholders are well informed with timely status reports • Monitors, mitigates, and resolves project risks and issues • Manages project team to stay on schedule and within budget 19