Efficiency Review: Final Report Section 9.0 Technology Management Submitted by MGT of America

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Efficiency Review Final ReportSection 9.0
Technology ManagementSubmitted by MGT of America
Staff Presentation to the School Board May 2,
2006. Mr. Bob Becker, Assistant Superintendent
for Operations Mr. Ernie Nucup, Director of
Technology
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Efficiency Review Final Report as of June 23,
2005 The WJCC Administrative Response to
Section 9.0, Technology Management

• Seek mutual understanding of findings/recommendati
  ons from ER.
• Seek mutual understanding of the Administrations
  response to findings/recommendations from ER.
• Seek sufficient consensus among School Board
  members as to WJCC Actions related to ER.
• a. Accept Administrations Recommendation to
  Affirm, Modify, or Reject recommendations of
  ER.
• b. Ask the Administration to Amend its Response
  to ER
• in some specified manner.
• c. Gain mutual understanding among School Board
  members and Administration as to actions in
  the
• future
• (1) Those actions requiring Board approval
• (2) Those actions allowing Administrative
  Discretion

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Technology Department Roster
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Technology Roster (continued)
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Technology Roster (continued)
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ER COMMENDATIONS

• Williamsburg-James City County Public Schools is
  commended for its robust Web site which provides
  an attractive, easy-to-use communications tool
  with the community at large.
• Williamsburg-James City County Public Schools is
  commended for developing another innovative
  communication means as part of its overall
  communication strategy.
• Williamsburg-James City County Public Schools is
  commended for developing teachers with
  state-of-the-art technology skills.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-1 WJCC lacks written procedures for many of
  its regular technical support functions. The
  Director of Technology should meet with the
  division and school-based technology support
  staff to identify areas where written procedures
  are needed. The creation of written procedures
  begin immediately and the first set completed no
  later than January 2006. Because technology will
  continue to evolve in the division, procedures
  should be updated annually.
• Response Accept the recommendation for
  comprehensive written procedures to document
  operations and processes to conform with
  effective technology management with an estimated
  full compliance date of July 2006. To date we
  have implemented the following steps
• Established technical baseline skills based on
  industry certification standards.
• Met with the technology support staff to
  identify, compile, and document tasks leading to
  a knowledge base system.
• Established a change management protocol to
  document the need to revise and keep current
  written procedures.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-2 Evaluate technology implementation in all
  areas, based on trouble ticket and usage
  tracking. WJCC should track and analyze
  technology usage by department or school site,
  grade level, and subject area in order to ensure
  it has used its technology funds wisely, to
  identify areas needing additional technology, and
  to determine whether additional support, such as
  training or further infrastructure, is needed for
  full technology implementation.
• Response Accept the recommendation for a
  comprehensive Customer Help Desk System. To date
  we have implemented the following steps
• Acquired and deployed IssueTrak effective July 1,
  2005. This system offers 100 web based Customer
  Help Desk software, Asset Management, Issue
  Tracking, and Customer Satisfaction Survey
  software.
• Met with the division senior leadership to assess
  the overall effectiveness of technology
  identifying areas for improvement.
• Establishing criteria with our customer base for
  service level agreement (SLA) and quality of
  service (QoS).

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-3 Reorganize and consolidate division
  technology functions into the Office of Planning,
  Accountability, and Technical support. Placing
  technology directly under the Superintendents
  Office ensures that neither Administrative
  Services nor Academic Services dominate
  establishment of developing technology support.
  Further details on the implementation of this
  recommendation are provided in Chapter 2.0.
• Response Modify MGTs recommendation. WJCC
  feels that our current organization and staffing
  affecting technology management is the preferred
  method of doing business and therefore modifies
  MGTs recommendation. To date we have
  accomplished the following to address the concern
  of one department having more influence over
  another in developing technology support
• Reassigned the Department of Technology from
  Finance to the newly created position of
  Assistant Superintendent of Operations.
• Studying the formation of a Technology Task Force
  consisting of senior leadership and other stake
  holders to provide a balanced and concerted
  approach to technology systems acquisition.
• Begun restructuring instructional technology
  system and software acquisitions affecting
  student curriculum into a CIAC type framework,
  and to implement a systematic approach to major
  systems acquisition using the traditional
  business and best practice model of systems
  analysis.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-4 Realign the responsibilities of current
  computer teachers to include instructing fellow
  teachers in technology integration.
• Response Accept the recommendation to establish
  a separate teaching specialty to address the need
  of teachers in technology integration. To date
  Academic Services accomplished the following
• Hired a full-time Instructional Technology
  Resource Teacher (ITRT) in July 1, 2005.
• Reviewed the school-based Instructional
  Technology Teachers block assignments to
  dedicate time for the sole purpose of supporting
  the teachers in technology integration.
• Recommend restructuring current ITRT model to
  provide additional staff to meet VaDOE Standard
  Of Quality (SOQ) Implementation of Phase I
  restructuring will begin in FY 06/07

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-5 Reclassify all technical specialists to
  year-round positions and develop a technical
  staffing formula based on the number and
  complexity of devices supported.
• Response 1 Modify recommendation that WJCC
  reclassify all 11-month school-based technical
  support specialists to 12-month position.
  Technology support requirements have evolved into
  12-month needs because of the support needs
  during summer school programs, and performing
  major maintenance and upgrades prior to school
  opening in the fall.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• Continued
• 9-5 It is recommended that for FY07 a modified
  plan be considered, as a pilot. The modified plan
  requires extending the contract of selected
  school-based technicians based on the schedule
  and workload of WJCC schools. Management will
  evaluate the effectiveness of this pilot and plan
  accordingly for FY08. Estimate FY07 budget impact
  is 6,912.
• Response 2 Accept the recommendation to develop
  a technical support staffing formula based on the
  states SOQ Technology Staffing Standards of one
  fulltime equivalent FTE per 1,000 students, and
  full consideration to the technical complexity
  and competency required of each school building.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-6 Retain site-based technician deployment, but
  provide supervision, evaluation, and support of
  technicians through the proposed new Office of
  Technology.
• Response Accept the recommendation for
  restructuring the site-based technical support
  staff supervision and performance oversight with
  minor modification. The site-based technicians
  supervision have been reassigned from the
  building principals to the Director of Technology
  effective July 1, 2005. It is to be noted that
  the building principals are an integral part of
  any hiring and performance evaluation processes
  affecting the technician assigned to their
  respective schools.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-7 Develop an Intranet for Williamsburg-James
  City County Public Schools as funding become
  available.
• Response Accept the recommendation for a school
  division Intranet. Current time-line
• Met with WJCCs Web Master and potential Intranet
  stakeholders in November 2005 to assist in the
  functional and operational design of the system
  ensuring best practice in all phases of the
  project.
• System acquisition, configuration, installation,
  testing, and phased deployment December 22, 2005
  using the former Exchange 2000 server.
• Web authoring commencing April 1, 2006.
• Full cut-over and availability to users by July
  1, 2006.
• Financial Impact

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-8 Adopt an administrative and instructional
  software selection process similar to the CIAC
  process for instructional software, and ensure
  input from central office technology staff.
• Response Accept the recommendation to adapt the
  CIAC process in instructional software selection
  process. The Director of Technology, Director of
  Staff Development, and Supervisor of
  Instructional Technology Media will collaborate
  and facilitate this MGTs recommendation with
  full implementation July 1, 2006.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-9 Require schools to adopt consistent student
  attendance procedures. WJCC schools should all
  use a consistent, technologically-based approach
  that minimizes data entry an supports enforcement
  of student attendance. In the next three years,
  the division should develop a student attendance
  function that seamlessly integrates teacher input
  into an Intranet application and automatic
  population of the appropriate fields in the
  divisions student information system.
• Response Accept the recommendation for the
  school division to adopt a consistent student
  attendance procedure. The school division will
  investigate the feasibility for teachers
  performing attendance functions
• Standardized training for attendance specialist
  is provided two times a year and we will
  investigate if additional training is required.
• Our observations indicate that data is not
  collected in a timely fashion and not entered by
  trained personnel during the summer months.

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ER RECOMMENDATION ADMINISTRATIVE RESPONSE

• 9-10 Require teachers to attend ongoing
  technology training and track training centrally.
  WJCC should develop or purchase a software that
  will allow it to track the technology training
  each teacher attends.
• Response Accept the recommendation.
• WJCC division-level staff development in
  instructional technology is tracked in the
  Electronic Registrar software.
• Active participation in the BlackBoard consortium
  with other school division as an instructional
  delivery tool and tracking for professional staff
  development.
• Building administrators are required to track all
  school-based staff development in instructional
  technology.
• Additional staff development data collection
  options will be investigated.

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INFORMATION ITEMELEMENTARY SCHOOL COMPUTERS
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INFORMATION ITEMSECONDARY SCHOOL COMPUTERS