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

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How Big Are We?

Department of Technology Services

• 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 % of LCPS Total Budget

DTS O&M Budget Other LCPS O&M Budget

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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

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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
• 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)

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Device Total Ordered Price Differential FY15 Resource Reallocation Desktop 1,100 $175 $192,500 Laptop 3,100 $360 $1,116,000 Total 4,200 $1,308,500

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
• utside of LCPS network

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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

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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

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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

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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 100 MB per 1,000 students * LCPS Bandwidth actual MB per 1,000 students Bandwidth circuit to the Internet 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

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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 3rd party applications

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Current Hardware Service Levels

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< 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 Response Level Acknowledge Resolution Example 7 10 minutes 3 Hours Internet down district 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) 1 3 days 3 Weeks (142.5 hrs) Classroom computer needs software install

Improve Service Level

FY 15 Computers per Technician

• 35,400 computers
• 32 in‐field technicians
• 1106 computers per

technician

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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

Requesting 4 additional computer support positions

700 750 800 850 900 950 1000 1050 1100 1150 867 FCPS FY13* 870 LCPS FY10 933 LCPS FY11 966 LCPS FY12 1050 LCPS FY13 1106 LCPS FY14 1106 LCPS FY15 983 LCPS FY16

Computers to Technician

Increase AV Support

• Requesting 1 additional Audio Visual Technician
• Currently, there is a team of 8 (1 coordinator, 7 techs) supporting
• ver 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

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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

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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

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IT Project Manager

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• 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

8 Requested Positions

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Position Location Quantity Description Lead System Specialist School 3 In Field SupportTeam Leads for each support group (West, East, South), Tier 3 direct user support Computer Tech School 1 Support computers at school locations AudioVisual Tech School 1 Support additional AV devices Database Programmer Admin 1 Support additional data feeds and programs from SIS Admin Office Assistant Admin 1 Provide clerical support to Director of Systems and Applications, 75 positions across 6 teams IT Project Manager Admin 1 Supports 40+ IT projects

How Much Will It Cost?

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Source FY15 FY16 Difference Lease $8.5 $6.1 ($2.4) O & M $8.7 $11.6 $2.9 Grant $2.3 $2.3 $0 Total $19.5 $20.0 $0.5

• When considering all funding sources, the DTS overall

proposed budget increases by 2.8% (rounded)

Cost by IT Function

Contracts, Purchases, Support, & Services Staffing to Maintain Support Levels Bandwidth Expansion Hardware Deployment SIS Functionality Expansion and Support Total

New FTE Requests

7 1 8

O & M Non Salary

$9.4m $1.1m $1m $0.1m $11.6m

Lease

$6.1m $6.1m

Grant

$2.3m $2.3m

Total

$9.4m $1.1m $9.4m* $0.1m $20m

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* Includes $985K for One to the World classroom sets

Strategic Success while providing Transparency

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Thank You

Questions?

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