Orange County Department of Education Information Technology Division

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Orange County Department of EducationInformation
Technology Division
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Orange County

• Area-782 Sq. Miles
• Student Population Over 500,000 students
• Home of the television series The O.C.

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Orange County School Districts
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Divisions of the Orange County Department of
Education

• Division of Alternative Education
• Division of Business Services
• Division of Human Resources and Support Services
• Division of Instructional Services
• Division of School and Community Services
• Division of Special Education Services
• Central County Regional Occupational Program
• Legal Services
• Division of Information Technology

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Information Technology Division

• Who we are
• Division within the Orange County Department
  of Education
• What we do
• Provide technological support services to the
  different divisions within the Orange County
  Department of Education and to the school
  districts in Orange County

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Information Technology Division Where We Fit In

• Pieces of the puzzle that need to fit together

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Information Technology DivisionOur Goal

• Goal Customer Service
• Do less than customer expects and service is
  perceived as bad
• Do exactly as customer expects and service is
  perceived as good
• Do more than the customer expects and service
  is perceived as superior

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Information Technology Division Overall Services

• Services and support to all districts
• Services and support to on site users
• Services and support to the Orange County
  Community
• Services and support to CDE/COEs
• New technology implementation
• Vision for the future

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Information Technology DivisionOrganization Chart
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Information Technology DivisionStaffing

• Staff -31
• 4 Units within division
• Network Support 7
• Financial/Human Resources (Application) 10
• Financial/Human Resources (Systems) 3
• Payroll/Retirement/Time Attendance/Enterprise
  Report Management/Imaging/Web/Systems 8
• Director of IT
• Administrative Assistant
• Executive Director of IT

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Information Technology Division Network Support
Unit

• Local and Wide Area Network Services and Support
• Internet Access
• Information Security Support
• District Technology Assistance
• Videoconferencing Support
• Instructional/Educational Technology Support
• PC and Mac Support
• Email Support

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Information Technology Division Financial/Human
Resources Units

• One unit supports the applications and the second
  unit supports the hardware/system software/Oracle
  database
• Financial/Human Resources unit provides support
  on a third party Financial/HR application.
• 25 K-12 districts on Financial Application
• 14 K-12 districts on Human Resources Application
• Continuous development of web based inquiry
  screens
• UNIX/Oracle/Windows based environment

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Information Technology Division Payroll Unit

• Payroll/Retirement/Time Attendance/Bank
  Reconciliation/Enterprise Report
  Management/Imaging services all districts.
• Web unit services internal/external units
• Payroll process over 90,000 checks (250 million
  dollars) per month in two runs of three hours
  (Base of 28 K-12 School Districts, 4 Community
  Colleges, 4 ROPs, 3 Charter Schools)
• MS Windows/SQL Server based environment

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Information Technology Division Our Formula to
Provide Services

• Find creative solutions
• Listen to and involve our customers
• Just because we arent doing it doesnt mean we
  cant do it
• Partner with our vendors
• Leverage Technology

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Information Technology Division We Listened Part 1

• Business Applications Portal
• Financial Application
• Human Resources Application
• Payroll Application
• Time Attendance Application
• Employee Information System
• Imaging
• Workflow
• OCDE Intranet
• Room Reservation Application

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Information Technology Division We Listened Part 2

• Customer Visits
• Quarterly I.T. Meetings
• Annual User Conference
• Web Presence
• Web Applications
• Business Continuity
• Enterprise Reporting Tool

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Information Technology DivisionEmployee
Information System
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Information Technology DivisionBusiness
Application Portal
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Information Technology DivisionPayroll
Application
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Information Technology DivisionPayroll Facts

• 2005-2006 Fiscal Year
• Total Employees Paid per month 75,046
• W2s Processed 98,742
• Gross Wages Paid 2,979,115,343

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Information Technology DivisionTime Attendance
Application
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Information Technology Division Imaging
Application
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Information Technology Division Business
Continuity

• Disaster Planning

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Information Technology Division Business
Continuity

• Disaster Planning -
• Disaster Recovery Planning (DRP), Business
  Continuity Plan (BCP),
• Business Process Contingency Plan (BPCP)
• Process in which an organization is to deal with
  potential disasters
• Disaster
• An event that makes the continuation of
  normal functions impossible

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Information Technology Division Business
Continuity

• Planning for ANY type of disaster
• You cant predict a disaster
• (Power outage, Electrical Fire, Water leak,
  Flu, etc)
• Not the one that everyone expects
• (California Earthquakethe big one)

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Information Technology Division Business
Continuity

• Various types of disasters
• Floods, earthquakes, tornados, hurricanes,
  fire etc
• Also Power outages, sprinklers, hard drives
  crashing, viruses, unauthorized access,
  subpoenas, lost equipment, etc

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Information Technology Division Business
Continuity

• What is Information Technologys role and why?
• Data and Information Responsibilities
  (Business and Curriculum)
• Information Technology services the following
• Administration
• Curriculum and our school sites
• School Districts
• Information Technology (School District) serves
• Administration
• Curriculum
• School Sites

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Information Technology Division Business
Continuity (Our Process)

• Understand Information Technology Divisions Role
  
• Core Services we provide Payroll and
  Financial
• Involve stakeholders (Cabinet, Divisions,
  Districts etc..)
• Understand our Data Center environment
• Building type, fire suppression systems,
  UPS, NOC, backups, etc..
• Understand geographical layout
• California North (Floods), South
  (Earthquakes)
• Define the type disaster
• Countywide, Data Center only, District only,
  natural, made-made (water, tapes, crashes etc)
• Develop a basic plan that changes

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Information Technology DivisionBusiness
Continuity (Our Process)

• Upgraded from Direct Attached Storage (DAS) to a
  Storage Area Network (SAN) for Payroll
• Processing time went from 6 hours to 3 hours
• Purchased 2nd SAN to attach to UNIX/Oracle server
• Leased space at a co-location site
• Moved redundant servers to co-location site
• Purchased 3rd SAN for co-location site
• Payroll data syncs at main site and co-location
  site within seconds of updates
• Gigaman connection between host and co-location
  site

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Information Technology Division Business
Continuity (Our Process)

• Financial and HR data will be synced at daily
  intervals to be determined
• All business application data is backup up daily
  to SAN, tape library, and offsite location

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Information Technology DivisionLAN/WAN Network
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Information Technology DivisionLAN/WAN Network

• Wide Area Network

District
District
T1
DS3
OCDE
Multiple T1
DS3
District
District
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Information Technology DivisionBusiness
Application System Design
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Information Technology DivisionBusiness
Application System Design

• Data is sent to DR Site, waits for valid write,
  writes again to OCDE SAN

DR Site SAN
OCDE SAN
Gigaman
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Information Technology DivisionFinancial
Application Design
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Information Technology DivisionFinancial
Application Design

• Data is written to OCDE SAN, waits for valid
  write, writes again to DR SAN

OCDE SAN
DR Site SAN
Gigaman
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Information Technology Division Physical Entry
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Information Technology DivisionWhat we are
protecting
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Information Technology DivisionWhen power goes
down
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Information Technology Division Our Process
should it happen

• Assessment of disaster (major/minor)
• Major such as Natural Disasters
• (People-safe, location etc..)
• Minor such as
• (Hardware down, security breach, circuits
  down etc..)
• Roll Out Teams
• (Networks Communications, Applications)
• Impromptu War Games (What ifs)
• TEST and RETEST

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Information Technology DivisionWhat is K-12
Education Business Continuity?

• Know your client base (districts/schools/staff
  etc..)
• Know the organization and its structure
• Understand what is Information Technologys role
• Know what you have to protect and recover
  (Assessment/Risk/Priority)
• Provide a changing solution and re-evaluate

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Information Technology Division Business
Continuity

• Are we ready?
• Are we prepared?
• The Key..... We do our very best and make
  necessary adjustments

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Information Technology Division Business
Continuity

• Acknowledgement
• Digital Pictures by Rupa Saran (Programmer III,
  Information Technology)
• Thank You
• Questions?