Infrastructure & Processes Updated - May 2015

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1 Technology Services Infrastructure & Processes Updated - May Waterford Drive Florissant, Missouri Fax

2 Goals/Measures Energy Efficiency Savings In Progress As a practice, we promote turning off equipment when not in use. Through centralization of processes as we move forward, there are savings in the elimination of extraneous servers and devices. For upcoming purchases, we have also specified higher efficiency power supplies for desktop computers. - Centralization of equipment - Energy conscious procedures - 90% efficient desktops Process Improvement Savings In Progress With the District conversion of its core information systems, many centralized functions are either obsolete or handled by the stakeholders themselves. A direct result of this increased efficiency is the ability to eliminate the Production position effective this semester. The individual was in a position to retire. Additionally, Technology Services support was reorganized for efficiency and equity. This reorganization allowed the elimination of a Technology Specialist position leading into this school year. The savings was accomplished through attrition. In addition, we are realizing savings through the reduction of recurring costs associated with the legacy information systems. We still need access for historic information and some specific programs, but we no longer need maintenance and support. - Technology Specialist position eliminated ( ) - Production position elimination ( ) - Legacy information system support cost elimination Departments With Process Plans in Place In Progress Technology Services leverages many processes in its daily operations. As with virtually each of these goal areas, the thought is the department will perpetually be evaluating operations to identify process improvements. Assignments Technology Specialist assignments have been realigned in order to provide efficient service and an equitable workload. Consideration is given to the number of devices, the size of the faculty and enrollment, and geographic location. Evaluations The department has aligned itself with policy ensuring all staff are evaluated each year for the first three years occupying a position, and every three years thereafter. Users in conjunction with Finance/HR Technology Services coordinates with Finance and HR in order to monitor the entry and exit of staff and take appropriate action for the various accounts as well as assigned equipment and any specialized needs for the position. Technology Services Response to Strategic Plan 2015 Page 2 of 6

3 Ordering/Receiving/Inventory Previously, technology purchases were entered by two different staff members and delivered directly to the final destination. Location technicians tagged equipment. Two more individuals made inventory entries, and receiving was a vague process. There were two separate systems for tracking inventory, one for administrative equipment and one for instructional equipment. Currently, one individual places all technology orders. All orders are received at one location. Prior to being delivered to the final destination, everything is tagged and entered into a single equipment database developed in-house. Each year during second semester, all capital equipment is physically verified and the verification recorded with user and date. Service Requests Previously, Service Requests functioned as a historical record, where technicians would enter a description of an issue and its resolution simply for reporting purposes. Currently, a new Service Request system was developed in-house which allows end users (faculty and staff) to report issues. Once entered, the appropriate technician is notified via , and the process of each issue is tracked with any updates being sent to the user. A dashboard displays a variety of information about the current status by location and technician. Service Requests may also be tied to a device in order to track repair history. Virtually all criteria can be used for reporting. Time clock A Time Clock system was developed in-house to address the specific needs of Technology Services. As a support department, tracking of the 40-hour week along with the flex and comp time utilized to properly serve students, faculty, and staff is difficult; the new Time Clock automates the vast majority of time keeping needs. In addition, it can project time for the remainder of a week in order to prevent overages when possible. Staff Surveys: Facilities & Technology In Progress The first survey related to technology needs has been developed and shared with certified staff. Update 5/13 - The support staff survey is scheduled for May. Parent Surveys: Facilities and Technology Not Yet Started Not yet started. Updated Technology In Progress Chromebooks As the District has deployed various laptops and tablets, Chromebooks have proven to be a perfect solution as a low-cost device that works seamlessly with the Google Apps for Education that we employ. The latest Dell offerings are rugged and have advanced specs with a reasonable price. This is the mobile device we are recommending to replace much more expensive laptops as the Board approves capital purchases. Technology Services Response to Strategic Plan 2015 Page 3 of 6

4 Computers While the District has a large installation of both MacOS and Windows devices, the trend towards primarily web-based applications, the lack of any MacOS specific educational software, and the huge cost difference demands that future purchases be Windows based. The latest Dell desktop computers come in at $700 with a monitor compared to over $1,200 for an equivalent (and the cheapest) Mac desktop. The Dell is the desktop computer we are recommending for updating desktops as we continue with a replacement cycle with the Board s approval. Firewall The existing firewall is approaching obsolescence, and it is unable to handle two concurrent Internet connections, it was not designed with 2015 threats in minds, and it has limited throughput. In March, we are recommending the Board approve the purchase of a next generation firewall that addresses these issues. Update 5/13 The firewall was approved and purchased. District bandwidth is now tripled from before with both Internet connections available to the entire network. Currently peak usage is only roughly half of the available bandwidth, and the foundations have been laid for doubling if necessary. Security Device After November of 2014, the District has been experiencing a rapid increase in the number and type of external attacks on our network. No network that is connected to the Internet is immune to these attacks, and, unless some device is installed to help mitigate them, the attacks can literally bring the Internet to a standstill. Even with assistance, it is still difficult to completely eradicate interruptions. This is another item we are bringing forward for emergency Board approval in March. Update 5/13 The security device was improved, and combined with the firewall it is providing increased protection fro outside attacks and network interference. Server/backup/recovery In conjunction with the new information systems and servers, and the potential shift from school based server in the schools using the MacOS, we have sought a proposal for central servers, backup systems, and disaster recovery in the form of replication away from the Administration Center. This is a proposal that we will bring to the Board in the near future. Wide Area Network The District s current wide area network that joins all locations to the Administration Center was constructed in and has served well. The existing agreement expires in the coming year, and the Board approved renewing the agreement with the vendor while doubling the potential speed. This will be effective in Wireless The enterprise wireless, or Wi-Fi, network has also been in place in the District for a few years. Again, it has served well, but the literal explosion of mobile device use necessitates evaluating an update. The Board has approved seeking Federal funding to roughly double the number of access Technology Services Response to Strategic Plan 2015 Page 4 of 6

5 points or antennas throughout the schools. A funding decision is anticipated during , and work will begin immediately upon receipt of the decision letter. If funding assistance is not received, consideration may be given to District funding of additional access points. Instructional Support Added 5/13 After the success of the addition of an Instructional Technology Specialist, Cabinet and the Board approved providing increased technology integration support with an Instructional Technology Specialist for the secondary schools. As has been the practice in Technology Services, this position was added in salary neutral fashion by eliminating a technician position with a retirement. The existing position will concentrate on elementary schools. These positions are responsible for both attending professional development and providing professional development for educational technology into the classroom. Technology Services Response to Strategic Plan 2015 Page 5 of 6

6 Projects Project 2 In Progress Conduct technology needs assessment and develop technology plan A certified staff technology needs assessment has been developed and sent to the District. A support staff technology needs assessment is being developed. Project 4 Not Yet Started Conduct protocol/process assessments and process improvement plan Project 5 Not Yet Started Using best practices from assessments, establish One District process and procedures Technology Services Response to Strategic Plan 2015 Page 6 of 6

7 STRATEGIC PLAN INFRASTRUCTURE & PROCESSES FACILITIES UPDATE: MAY 2015 BOND FUNDS/PROJECTS Due to the success of the Bond Issue on the April ballot $31 Million for capital projects throughout the District was approved. $16 Million will be for two large projects; School Safety and Security and STEAM School. We are now working with Ameresco to complete site visits to finalize the plans for the Safety and Security project funded by the recently approved bond funds. PROJECT 1: PLAN & EXECUTE BOND ISSUE Bond Task Force formed and has met twice to review options for possible bond issue in April 2015 provided areas of focus for Ameresco COMPLETED Ameresco will provide staff with the information and estimates for bond issue recommendations for the January 2015 BOE meeting COMPLETED Comprehensive Facilities Evaluation continues for long term planning Ameresco will provide assistance in obtaining a successful bond issue COMPLETED (Ameresco assisted the District with information, data and graphics for Bond Issue materials and some funding) Boiler and Generator Replacement McCluer North Three aged and inefficient boilers will be replaced with smaller and much more efficient boilers this summer. Also, this summer we will be replacing two generators will be replaced with one more efficient, reliable generator. These items were bid and approved by the BOE at the April meeting.

8 PROJECT 3: CONDUCT FACILTIES NEEDS ASSEMENT & DEVELOP PLAN December 2014/Early January 2015; Ameresco will completed the portion of evaluation needed for a bond issue with specific recommendations and cost estimates. COMPLETED May-October 2015: Ameresco will complete the full comprehensive facilities evaluation and submit to the Facilities Department for review. IN PROGRESS (This will occur simultaneously with the evaluation and design for the safety and security project.) November 2015: A long term (10-15 years) and short term (5 years) plan will be formulated using the comprehensive evaluation. The results will be made into a report for the BOE. PROCESS IMPROVEMENT PLAN Several processes in the Facilities Department have been reviewed and improved. We continue to use these items to find more ways to improve on process, procedures and use of staff. Facilities Department Reorganization: To improve the efficiency and the quality of work product and projects with the approval of the Board of Education the Facilities Department is currently transitioning to a reorganization plan. This reorganization will elevate four staff members from within the Department with no additional cost to the budget and due to the previous elimination of positions will actual create a savings of over $140,000, while not adding any additional staffing and still providing better quality work and efficiency. These fours positions will be; Asst. Maintenance Supervisor HVAC, Lead Electrician, Lead Plumber and Lead Electronics Technician (AV). The selected staff members will be responsible in assisting with overseeing projects in their specific areas of expertise to assure projects are being completed properly, efficiently, at the lowest possible price and to assure our staff is completing their work efficiently and in a timely manner. This includes assuring we are doing as many projects using our own staff as opposed to contractors. Our Office/Warehouse Manager is retiring and we will replace this position with one with added responsibilities including Central Purchasing. We anticipate this creating a savings due to quantity savings and efficiency. The warehouse tech. position will be posted to elevate the position to include additional duties with the Central Purchasing initiative and other additional warehouse duties. New Snow Removal Procedure: The new snow removal plan was put in and tested this winter with several inclement weather days requiring plowing and salting of parking lots throughout

9 the entire District. The snow removal plan was successful and we were able to purchase additional salt at this year s rate and store it in our new salt storage facility and the Facilities Department. The new equipment and salt storage made the process of snow and ice removal much more efficient this year and we were able to complete the task in a timely and efficient manner with no assistance from contractors. COMPLETED New Copiers and Printer Elimination: Ninety-Six (96) new copiers were put in place last month Districtwide. The replaced the old Sharp model copiers that were inefficient and continually having break downs. The repairs and use of these copiers were expensive. They were replaced with new more efficient copiers that include a maintenance agreement that covers all repairs and supplies accept for paper (this includes one of the most expensive items; toner). Overall this has created a savings of over $40,000 for the District. Monitoring the copier and printer use has begun and we will use this information to eliminate individual desk top printers by adding access to the new centrally located color copiers in place of multiple individual desk top printers. This is being done using a program provided by the vendor. This will bring a tremendous savings to the District in ink cartridges alone. We currently order over 30 different ink cartridges for desk top printers ranging from $45-$120 each. Copier Installation Completed Ongoing Items: Use of Staff; the use of contractors for work that can be completed by current staff has been reviewed and changed. We have hired two licensed plumbers and have an additional electrician. Cost Controls; along with using staff over contractors we also have increase the use of price checking. We now check pricing on material, supplies, equipment even when the procedures don t require it. We also check pricing twice a year on ongoing purchases to assure we are always getting the best possible price. Central Receiving; we identified the need for better control over ordering and receiving of materials. We have now in place central receiving located at the Facilities Department Warehouse. All purchases of materials is now received at the Warehouse and inventoried. The new Tyler system is used to document and notify the receipt of items, allowing the Finance Department to release payment. This will eventually have a savings due to the data collected and used to be more efficient and create a savings by ordering in quantities instead of individually. Delivery; with the new central receiving we have our delivery staff make deliveries. We have also changed the process. We discovered that the delivery staff would perform mail delivery in the morning and then all other deliveries after the mail run. Now they are making one trip a day taking both mail and any other packages or items to be delivered.

10 Energy Efficiency; Last year a lighting retro-fit was completed including motion detectors for lights at many location where appropriate. Warehouse/Plant Lighting. Our electricians recently rewired/reconfigured lighting at the warehouse/plant. Previously the lights in all areas except for the offices were on 24/7/365. We know are able to shut down lighting throughout the entire warehouse/plant. Our in-house electricians did the work at very little cost saving the district over $2500 in labor and materials. We will monitor the electrical use to evaluate the savings. LED Lighting; We are currently evaluating the existing exterior lighting at all of our facilities. We have a lift in place to replace bulbs, ballast, and/or replace fixtures. When we find a fixture needs to be replaced they will be replaced with LED lights for better visibility and energy efficiency. This is on an as needed basis and will be evaluating any time we replace a bulb, ballast or any other part or the entire fixture. HVAC; we continually replace and/or upgrade heating and cooling systems as needed and when bond/capital funding is available. Over the last several years we have replaced millions of dollars worth of heating and cooling units with better and more efficient units.