Scottsdale Unified School District IT DAC Technology Review

Transcription

1 Scottsdale Unified School District IT DAC Technology Review

2 Agenda: Tech, Fixed Assets and Warehousing/Distribution Tech - Overview (LH) - Network View (TH) Fixed Assets and Warehousing and Distribution (LH)

3 Process All 36 district locations were reviewed Tech teams opened every door, classroom and closet to verify technology on hand even if not being utilized What s not included is application of asset tags that may be missing, however, these reports are provided to Visions and Destiny to identify Tech assets that may be missing 6 week exercise began Nov 1 st 2016 plus continuing data analysis to determine aged, non-working technology replacement requirements by school location

4 Computer Deployment History Apple district 1998 Converted to Windows platform (transource s ) 2000 First incentive Get new GX150, Pentium Install 2 labs every site standardized on Dells 2003 Started off lease - ( ) 1st models Dell GX (revised spec each yr as needed to meet classroom & curriculum needs) override started 2008 Installed classroom technology smartboard, airliners, doccams, Projectors, AE, teacher Tip program starting with HP 2730 Core2 (40 hr trng) Lenovo carts for HS Science and Math, MS and ES 3rd gr

5 Scope In preparation for the recently approved district override, Superintendent Dr Birdwell requested that the technology group determine, the location, product life cycle (EOL) and cost of all technology products for the District. Amplifiers Chromebooks Desktops DocCam DVDVCR Interactive WB Laptops Mobile Carts Microphones Network Switches Paging Phone Systems Printers Projectors Routers Servers Smart Response Tablets UPS Wireless Wireless Slate

6 Tech Overview Approximately 31,635 items Value approximately $22.4m Over 47% of the technology is end of life and in some cases there are printers over 18 years old, however, the greatest number of end of life items are computers and laptops There are approximately 245 Xerox networked printers that are end of life that will not support Windows 10 The majority of smartboards were purchased in 2008 and now end of life but most are working to a degree While UPS power back ups are in place, the only ones connected are in the Network Operating Center. When batteries expired on those located in the schools, they were not replaced and servers were and are connected directly to 110v. None of the UPS are networked for monitoring Off lease desktop computers were already 3 years old when we purchased them with only 2 years life left and beginning repairs year 4

7 TOTAL DISTRICT TECHNOLOGY Tablet, 3.45% Smart response, 0.42% Server, 7.70% UPS, 0.23% (blank), 0.00% Wireless, 2.30% Wireless Slate, 0.33% Amplifier, 9.74% ChromeBook, 3.06% Router, 1.00% Projector, 5.33% Desktop, 14.78% Printer, 5.68% Phone System, 4.14% Paging, 0.00% Network Switch, 7.09% DocCam, 2.52% DVD/VCR, 1.62% Interactive Whiteboard, 4.52% Mobile Cart, 5.75% Microphone, 1.05% Laptop, 19.28%

8 District EOL/Current Technology EOL Current % % 80.00% 60.00% 40.00% 20.00% 0.00%

9 CORONADO EOL TECHNOLOGY Tablet, 9.62% UPS, 0.24% Wireless Slate, 1.68% Smart response, 0.36% Projector, 1.98% Router, 0.39% Printer, 10.36% Desktop, 35.81% Phone System, 0.00% Mobile Cart, 0.31% DVD/VCR, 2.80% Laptop, 35.74% Interactive Whiteboard, 0.72%

10 Annual Expenditure FY 2018 Annual Expenditures - FY 2018 Summary of Annual Expenditures FY 2018 Software Expenditures After Erate Software $2,373,510 $2,373,510 School Infrastructure* $2,156,893 $1,473,382 Student Laptops $845,630 $845,630 Classroom tech $291,115 $291,115 4% 21% 33% School Infrastructure Student Laptops Classroom tech Teacher $1,517,602 $1,517,602 Total $7,184,750 $6,501,239 *2,156, ,511 (refunded by Erate) = 1,473,382 12% Teacher FY 2018 Detail 30%

11 Annual Expenditure FY 2019 Annual Expenditures - FY 2019 Summary of Annual Expenditures FY % Expenditures After Erate Software $1,226,190 $1,226,190 School Infrastructure $2,012,665 $1,662,665 Student Laptops $1,580,100 $1,580,100 Support tech $175,000 $175,000 Classroom tech $0 $0 Teacher $0 $0 Total $4,993,955 $4,643,955 * $2,012,665-$350,000(refunded by Erate) = $1,662,665 32% 3% 25% Software School Infrastructure Student Laptops Support tech Classroom tech Teacher FY 2019 Detail 40%

12 Annual Expenditure FY 2020 Annual Expenditures - FY 2020 Summary of Annual Expenditures FY % Expenditures After Erate Software $1,226,190 $1,226,190 School Infrastructure $705,000 $455,000 Student Laptops $1,580,100 $1,580,100 Classroom tech $661,500 $661,500 Teacher $0 $0 Total $4,172,790 $3,922,790 * $705,000-$250,000(refunded by Erate) = $455,000 16% 29% Software School Infrastructure Student Laptops Classroom tech Teacher FY 2020 Detail 38% 17%

13 Annual Expenditure Summary FY FY Expenditures Summary of Total Expenditures FY Fiscal Year Expenditures 2018 $7,184, $4,993, $4,172,790 Average $4,749,301 3 Years Total $16,335,895 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $7,184,750 $3,000,000 $5,485,855 $5,451,965 $2,000,000 $3,685,290 $1,000,000 $ Average

14 Annual Expenditure - Software IT Purchases Software List Departmental Purchases Funding Source

15 Fixed assets Supply chain ( Warehousing, Distribution ) Mail Print Shop

16 Fixed Assets (Visions) To date in Visions, we are missing $mm in fixed assets with values over $1k. Some items missing over 8 years. Stopped auctions that were being picked up directly at school locations with computers on pallets that had not been wiped. Will explain new process for disposals. Bought two new digital scanners and now can scan directly into data base. Cross trained both Visions staff on Destiny. This summer need to continue audit. ( Possibly two bus drivers or teachers to assist? )

17 Fixed Assets ( Destiny ) Missing $MM in fixed assets below $1k to $ Negotiated and signed contract with Follett to add Resource Manager for a total of 36 district locations. Must conduct a total district wide audit and tag to place these fixed assets in data base; computers, tools from building services and transportation etc. Follett provided use of the asset manager free for 6 months and we are building asset trees as we speak. Cross Trained Destiny asset staff with Visions and acquired new digital scanners. Requires summer audit district wide does not include educational material. Band equipment now being placed in Destiny and can be checked in and out through the library same as books. All spare band equipment will be stored at the warehouse. ( Audit requires 2 bus drivers or teachers or hire outside concern to conduct audit and tagging.) Currently using Google docs to manage band inventory till we establish Destiny data base and processes. Last week we placed 15 band instruments in students hands out of inventory that have been waiting in some cases three weeks for an instrument.

18 What is IT Product Life Cycle LIFE CYCLE - the usefulness of a computer or electronic equipment to the school or agency, from its initial acquisition through its disposal. A life cycle is determined based on end user needs, technology changes, and the cost to support the technology. Here is an example relative to PC s; There are hidden costs associated with keeping PCs older than 4 to 4.5 years: They cost 59 percent more to support. They take up to 50 percent longer to perform some tasks. Today s desktops have two times the performance of a three-year-old desktop. There are 53 percent more security breaches. Older PCs use 50 percent more energy. Older PCs are seldom under warranty. Most companies purchase a three-year extended warranty. Recent studies estimate the failure rate in year four is about 24 percent, twice the rate in year one.