Reporttothe Audit,Business,andTechnology (ABT)Committee - - PowerPoint PPT Presentation

Report
to
the Audit,
Business,
and
Technology (ABT)
Committee

ITD
Major
Initiatives
FY
0910 Information
Technology
Division Thursday,
April
30,
2009

Agenda

• ITD
Overview

– Functional
View
of
ITD – Approach
to
IT
during
time
of
fiscal
duress – IT
Governance – Stimulus

• Major
Programs

– eRate – Bond/Network – BTS – ISIS – Cafeteria
Management
System – DSS/MyData – Management
of
Personal
Computers – Green
Desktop – Printer
Rationalization – Disaster
Recovery – Digital
TV
Conversion – Low
Cost/High
Impact
Proposed
Projects
in
Support
of
100
Day
Plan

ITD
OVERVIEW

ITD
Initiatives
in
FY
0910

Information
Technology
Mission

Our
mission
is
to
support
our
schools,
offices
and
local
community through…

• developing
and
maintaining
computer
software/hardware
systems
to

provide
the
District
with
timely
and
efficient
delivery
of
electronic information

• providing
telecommunication
services,
and
maintaining
the
District’s

local
area
and
wide
area
networks
at
all
schools
and
business
offices

• managing
projects
to
automate
existing
manual
processes,
and

integrating
existing
IT
assets
into
a
secure
interoperable
system
to enhance
productivity
at
all
business
and
education
locations
within the
District

• broadening
the
information
resources
available
to
District
schools
to

enrich
the
classroom
experience
for
all
students
and
teachers

Or,
more
succinctly

• To
help
our
teachers
be
great
teachers
• To
immerse
our
students
in
learning
• To
help
the
business
side
of
the
District
run

like
a
business

Projects Direct Services Indirect Services

Capital
Projects

1

Cafeteria
Management
System (CMS)

4

Integrated
Student Information
System
(ISIS) Project
–
Support
–
Training

3

Business
Tools
for
Schools
(BTS) Project
–
Support
–
Training

2

My
Data Decision
Support
System
(DSS)

5 Network
Operations
(IT
Security
& Internet/Network
Connectivity) 13 Telecommunications 7 PA/Intercom,
Alarm
&
Network Small
Projects
(CSIU) 6 Service
Desk 8 Field
Services:
Computer
&
Printer Setup,
Repair 9 Instructional
Technology
& Federal
Grants 10 Online
Learning
&
Collaboration 11 Windows
+
Email
Services 12

Data
Center

14

IT
Support
Services

15

Business
Enterprise
Systems

16

Approach
to
IT
during
time
of
fiscal duress

• IT
will
be
severely
constrained
by
budget
for
next
2‐3
years
• First
priority
is
to
keep
existing
systems
running

– so
as
to
insure
consistent
and
uninterrupted
operations
at
schools – Judicious
investment
in
infrastructure
to
insure
reliability

• Innovative
use
of
no‐
or
low‐cost
solutions

– We
do
have
significant
IT
and
organizational
assets
that
we
can
use
in
more
inventive
ways

• e.g.,
extend
use
of
Filenet
for
document
management
and
SAP
for
"paperless"
processes

– Where
appropriate,
use
open
source
products
to
great
effect

• Elluminate
• Moodle

– Plus,
increasing
number
of
technologies
that
companies
are
providing
for
free

• Google
Apps
for
Education
• iTunesU
• As
a
general
principal,
we'll
try
to
leverage
assets
and
capabilities
we
already
have
• Capital
funds
(bond
or
stimulus),
if
available,
to
be
used
for
long‐term
improvement
in
service
to

schools
at
same
or
lower
operating
cost.

– Aging
IT
infrastructure

• Replace
legacy
systems
and
decommission
outdate
and
unsupported
platforms
• Upgrade
storage
• Establish
remote
recovery
site

– IT
infrastructure
investments
that
support
Plan
of
Action

• Identity
Management
• Portal
technology
for
student,
teacher,
employee
portal

IT
Governance

• Why
IT
Governance?

– Currently,
an
internal
market
for
large
projects

• Divisions
cross‐fund
one
another
• ITD’s
priorities
driven
by
who
has
funding

– Systems
efforts
are
reactive,
not
strategic

• ISIS
was
response
to
consent
decree
• BTS
was
response
to
years
of
audits
and
critiques
of
legacy
HR/Payroll
• Cafeteria
Management
System
most
aligned
with
a
business
strategy

– Question
should
be

• Given
LAUSD's
strategic
objectives,
which
portfolio
of
IT
investments
are
most
likely
to

help
achieve
those
objectives

– Within
various
constraints,
especially
funding

– Next,
who
gets
to
participate
in
the
development
of
the
portfolio
and
in
the prioritization
of
the
projects
in
the
portfolio? – Also,
need
to
establish
IT
standards
among
District
groups
and
mechanisms for
enforcement

• Schools
and
LD
Superintendents
must
take
part
in
defining
IT
standards
• Then
work
with
ITD
to
enforce
standards

IT
Stimulus
Priorities

• Student
Data
Systems

– Accelerate
development
of
MyData
and
other
projects
in
support
of
data‐ driven
instruction

• One‐to‐One
Computing

– Invest
in
connectivity,
security
and
content
management
to
support proliferation
of
computing
devices
for
instruction

• Broadband
for
underserved
schools

– Large,
urban
high
schools
have
too
many
students
using
fixed
bandwidth – Will
compete
for
grants
to
bring
scalable
fiber
to
all
high
schools

• Aging
IT
Infrastructure

– Seeking
capital
to
move
legacy
systems
from
expensive,
out‐of‐support mainframes
to
modern
technology – Priorities
are

• Complete
BTS
and
retire
legacy
procurement
and
financials
• Migrate
or
replace
Transportation
system
• Upgrade
data
SAN
(storage
area
network)
• Disaster
recovery
capability

EETT
Stimulus
Funding

Item / Staff / Activity Description Estimated Cost Instructional Technology Applications Facilitators (ITAFs) Assign one ITAF per Local District to focu s on supporting schools in integrating technology into classroom practice and serving as liaisons to the Educational Technology and to Curriculum, Instruction, and School Support Services. They would help LD offices with accomplishing District Plan of Acti on goals, particularly in the area of eAssessments, MyData and Online Learning. (See ITAF NOTE below on additional comments about the local district ITAF positions). $1,100,000 School Report Card/MyData support staff Assign one per Local District for Sch

• ol Report Card/MyData support

implementation. $1,100,000 Analytics and Reporting Software Licensing for Enterprise Analytics and Reporting Software for MyData/DataWarehouse. $1,000,000 Staff and contracts for report and data access development Data mai ntenance and report development staff and contracts for data driven decision making (such as MyData). $1,000,000 Data center hardware for reporting systems Hardware for Data reporting systems (MyData/DataWarehouse). $800,000 Total $5,000, 000.00

E‐RATE

Major
Programs

Eligible
Basic
Services

E‐rate
is
a
Federal
funding
program
that
provides
rebates
and
discounts
to
schools
and
libraries
for telecommunications
and
internet
access
costs
and
are
based
on
a
school
or
library’s
level
of
economic disadvantage
as
measured
by
the
percentage
of
students
eligible
for
free
or
reduced‐price
lunch. E‐rate
provides
basic
telephone
services,
Internet
access,
and
school
site
maintenance
and
support
for telephone
systems
and
data
networks Funding
Priorities

– Telephone
and
Internet
Access
funded
first – Telephone
and
data
network
support
granted
if
funding
is
available

Funding

– Traditionally
general
funds
used
to
provide
these
services – If
funded
E‐rate
discounts
cover
80
to
90
percent
of
contract.

District
general
fund
used
for
10
to
20
percent match. – District
funds
any
ineligible
items

Current
Trend
–
Continued
increase
in
E‐rate
funding
due
to…

– Individual
school
and
District
E‐rate
qualifying
percent
is
increasing – New
schools
require
more
services – Changing
rules
which
allows
other
types
of
services

A
Decade
of
District
E‐rate
Successes

What
we’ve
done

• $1
billion
in
applications
filed
• $767
million
in
discounts
received
• E‐Rate
discounts
to
help
fund:

– Basic
telephone
and
Internet
access
services for
over
1000
schools
and
offices – Internet
connectivity
to
32000
classrooms. – Technical
support
and
maintenance
of
LANs and
telephone
systems
at
728
K‐12
schools – Installation
and/or
modernization
of telephone
systems
and/or
local
area networks
for
close
to
700
K‐12
schools – Phone
lines
and
data
lines
for
new
schools – Network
equipment
and
telephone
switches for
the
new
schools – Cellular/mobile
service
for
eligible
staff
at eligible
sites – Network
equipment
(firewall)
to
stop unauthorized
access
to
student
information and
protect
computers
from
attacks
over
the network

What’s
to
come

• This
year,
we
plan

to
file
nearly
$90 million
worth
of applications

• We’re
waiting
for

$78
million
in applications
to
be awarded
funding

BOND/SCHOOL
NETWORKS

Major
Programs

The
District
Enterprise
Network

The
IT
Strategic
Execution
Plan
continues
to
build
and
modernize LAUSD’s
network,
which
provides
over
1,200
schools
and
offices
and 32,000
classrooms
access
to
instructional
resources. Bond
and
E‐Rate
funding
continues
to
allow
ITD
to
modernize problematic
“end‐of‐life”
school
networks,
while
meeting
increasing user
needs:

– Access
to
more
widespread,
web‐based
systems
(ISIS,
BTS,
Welligent) – More
video‐based
instructional
resources
(requiring
increased bandwidth) – 24x7
access – Anywhere,
anytime
access
(increased
wireless
and
remote
access)

Projects
in
Four
Major
Areas

1. Modernizing
Local
Area
Networks
(Over
32,000
classrooms)

– Replacing
failing,
obsolete,
and
“end
of
life”
equipment – Replacing
deteriorated
or
damaged
cabling – Installing
wireless
to
meet
increased
student
and
staff
access – Installing
fiber
optics
to
the
site
to
allow
for
increased
bandwidth – Extending
the
network
to
new
labs,
classrooms,
and
offices

2. Modernizing
and
increasing
Wide
Area
Network
(WAN)
capacity
to
meet
schools’
needs 3. Upgrading
telephone/telecommunications
systems
at
schools

– Allows
9‐1‐1
access
from
classrooms – Increases
telephone
access
capacity
at
secondary
schools
to
accommodate
small
learning community
needs

4. Replacing
Radio
System
obsolete
and
failing
equipment
and
services
for…

– School
police
(600
users) – Bus
Transportation
(1,400
users) – Schools
(approximately
700
sites)

BTS

Major
Programs

• Systems
Implemented

– Human
Resources – Payroll – Time
Management – Benefits – Budget – eRecruitment

• Systems
Not
Implemented

– Finance

• Job
Cost
• Availability
Control
• Projects
• Position
Budget
Control
• Grants
Management
• Cash
Receipts
• Accounts
Receivable
• Accounts
Payable
• Fixed
Assets

– Procure‐to‐Pay

18

Current
Status
of
BTS
Initiative

Current
State

• Stable
HR
and
Payroll
Systems

– Zero
mispayments
from
system
errors
in
March – Still
significant
numbers
of
mispayments
from
human
and
business
process errors – Some
technical
solutions
to
this,
but
still
requires
active
management
by administrators
and
principals

• BTS
staff
to
be
reduced
by
over
54%

– Epi‐Use
contract
ends
in
September – LAUSD
staff
becoming
more
skillful,
but
we’re
a
couple
of
years
away
from being
completely
self‐supporting – Some
risk
of
not
being
able
to
maintain
system
stability

• Will
need
four
consultants
in
high
risk
technical
areas
for
time
and
payroll
schemas
• Still
running
two
systems

– HR/Payroll
on
SAP,
everything
else
on
legacy – Legacy
procurement
has
had
no
changes
in
four
years

• Need
to
either
upgrade
legacy
or
complete
SAP
implementation

19

Legacy
Financials
and
Procurement have
significant
risks

• Legacy
Financial
and
Procurement
Systems
Unsupported

– Decision
at
start
of
BTS
to
stop
paying
maintenance
for
IFS/AMS – As
a
result,
cannot
make
changes
to
legacy
system
without
risking
system failure

• Now
we
have
a
large
backlog
of
requested
changes
• Legacy
system
failure
can
result
in:

– System
could
be
unavailable
to
schools/office
for
days
or
weeks – Inability
to
operate
the
food
warehouse

• Inability
to
support
the
National
Lunch
Program
• Schools
will
not
be
able
to
place
food
orders
from
the
District’s
Foods
Warehouse

– Inability
to
pay
vendors
supporting
schools – Inability
to
pay
School
Transportation
services

• Only
55%
of
the
total
fleet
are
LAUSD
owned.
• Contractors
provide
the
other
45%
of
required
buses

– Inability
to
issue
or
process
purchase
orders
for
schools – Schools
cannot
place
stock
orders
from
the
warehouse – Inability
to
manage
warehouse
inventory

20

Two
Alternatives

• Upgrade
Legacy
Financial
and
Procurement
Systems

– Two
year
implementation
and
re‐training – Cost
in
the
range
of
$14
‐$25.9
Million – Two
year
maintenance
of
existing
legacy
will
cost
$4M
‐
$7
Million – Legacy
consulting
services
to
maintain
current
system

• Complete
the
SAP
implementation

– Two
year
implementation – Cost
of
approximate
$20‐25
Million

• Option
1
will
have
higher
ongoing
cost
and
inefficiencies

– Additional
resources
to
support
two
separate
systems
and
maintain multiple
interfaces – Lack
of
integration – No
realization
of
cost
savings – Upgrades
will
have
to
be
made
to
two
system
with
multiple
cycles

21

ISIS

Major
Programs

History
of
ISIS

• Chanda
Smith
Consent
Decree

– Disjointed
and
unconnected
student
systems
resulted
in
“lost”
students – Requirement
for
centralized
IEP
(invidualized
education
plan)
for
special education
students

• Old
Technology
with
Strained
Capabilities

– Written
for
individual
schools,
didn’t
scale
up

• Need
for
Ubiquitous
Availability
of
Information
• Greater
security
and
protection
of
student
data
• Project
delayed
for
two
years
because
of
vendor
meltdown
• New
vendor
(Harris
Corporation)
acquired
software
(LAUSDMax)
and
is

delivering
product
on
schedule

LAUSDMAX
Modules

GATE Textbook Electronic Grade
Book Mark
Reporting Electronic
Attendance Reporting Reporting
&
Online
Help Special
Education/Case
Management,
IEP
Updates, Service
Tracking
and
Billing
(Welligent) Early
Education Counseling Walk‐In
and
Master Scheduling Programs Enrollment Census Special
Ed (Summary
Screens) Fees Grad
Standards/ Transcripts Testing/ Assessment Discipline Alerts
and Notifications Summer
School/ Intercession Year‐End/New‐Year Processing Ad‐Hoc
Reporting Health

Parent Access

DSS (Decision
Support
System) DSS
(Decision
Support
System)

ISIS
–
Current
Status

• New
vendor:
Harris
Computer
Systems

– Learning
curve
becoming
familiar
with
the
LAUSD
ISIS
project – Managing
software
delivery
schedule
closely

• Release
2.2
–
full
functionality
will
be
delivered
in
June
• Currently
operating
on
two
platforms
simultaneously
(during
Phase

1‐‐partial
implementation)

– Technically
challenging
to
maintain
data
integrity
by
keeping
the
two systems
synchronized – Labor
intensive
to
manage

• Staffing

– Retirements
of
staff
with
expertise
in
legacy
systems
and
extensive project
knowledge – Budget/freeze
restrictions
on
replacing
retirees
and
staffing
up
for training
and
implementation

ISIS
Proposed
Schedule

2009 2010

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Family Module Pilot/Production Attendance and Mark Reporting Elementary Attendance Yr-Round Single-Track Schools Elementary Other Modules All Elementary Schools? Secondary Phase 2 MS SH

CAFETERIA
MANAGEMENT
SYSTEM

Major
Programs

28

Project
Progress

• Overall
Targets/Milestones

– Production
Pilot
targeted
for
March
with
implementation
to
begin
in
April. – New
warehouse
functions
targeted
for
implementation
by
June
30th

• Replacing
IFS
Central
Warehouse
Software
with
Horizon
Warehouse
for
Food
Services

functions

– POS
Production
Pilot
targeted
by
June
30th.

Implementation
to
begin
next
FY. – Overall
project
duration
target
is
on
schedule
by
December
2010 – Total
project
budget
has
been
reduced
from
original
$43M
to
$33.7M
through
reduced
staffing,
innovative
technical approaches,
and
good
management.

Savings
of
over
$9M

• Design

– Pending
Change
Request
Approval
by
Steering
Committee

• Merging
the
rollout
of
BOH
1
and
BOH
2
into
a
single
rollout
and
prioiritizing
BOH
over
POS
• Replacing
IFS
Central
Warehouse
Software
with
Horizon
Warehouse
for
Food
Services

functions
• Working
with
real
production
data
as
a
field
test
to
evaluate/confirm
configuration
,
usability,
and
processes
• Central
Office

– Billing
engine
that
is
used
to
submit
data
to
state
for
$8‐10
million
per
month – Implemented
into
production
–
first
billing
cycle
will
be
submitted
in
May – Ran
in
parallel
to
ensure
setup
complete
and
system
results
accurate

• Infrastructure

– Site
Surveyed
all
650
sites. – Continuing
projects
with
M&O
and
ITD
PMO
to
build
out
required
infrastructure
to
support
POS – Revised
POS
unit
estimates
from
4,000
units
(all
potential)
to
2,500
units
(currently
utilized).

Should
reduce
overall POS
hardware
costs
by
about
40% – All
sites
have
the
OneSource
application
installed
and
BigFix
and
we
have
began
the
initialization/communication process

• Funding

– Still
need
to
identify
capital
funding
to
complete
on
schedule.
Otherwise,
project
must
be
funded
through
Food Services
account
and
will
not
complete
until
2012.

DSS/MYDATA

Major
Programs

Vision
for
MyData

MyData tool Objectives

• Seamless
interface
–
integrate
data
from

all
LAUSD
data
systems

• Customized
reporting
for
categories
of

users – Teachers,
administrators,
LDs, central,
School
Board,
possibly
the public

• Focus
on
actionable
data
(e.g.,
periodic

assessments,
grades,
attendance)

• Near
real‐time
information
• Increased
speed
of
report
generation
• Explicit
link
between
Report
Card
and

MyData

• Work
toward
allowing
teachers
and

principals
to
input
information MyData
is
a
web‐based
tool
that
provides teachers
and
administrators
with actionable
student
level
data
to
improve instruction,
identify
and
provide interventions
for
at‐risk
students,
and manage
schools.

Draft
roadmap
for
MyData

Criteria

User
focus

• Teachers
• Teachers
• School
admin
• Teachers
• School
admin
• Teachers
• School
admin
• Local
&
central

districts

• Parents/public

Metrics

• CST
• CAHSEE
• Periodic
attend.
• Sem.
grades
• EL
indicators
• Demographics.
• Periodic
assess.
• Daily
attendance
• A‐G
requirements
• Credit
accumulation
• Special
ed.
• Feedback
to
inform • Final
DSS

conversion

• Feedback
to
inform
• Feedback
to
inform

Functionality

• Mult.
measure
class

rosters

• Sorting
• Drill
downs
• Subgroup
anal.
• Comprehensive

student
report

• Administrator
views
• Single
sign‐on
to

source
systems

• Alerts
• Cohort
tagging
• Feedback
• therwise
to

inform

• Feedback
to
inform • Fully
integrated

system New
data
updated Monthly Weekly,
and
in
some cases
daily
(e.g., attendance) Download
time Most
reports
6‐10 seconds Outliers
much improved Incremental Improvements Transactional No Integrated
with
ISIS More
transactional
capabilities
as
ISIS
expands

Phase
1.0

(27
Oct
08)

Phase
1.5

(10
Feb
09)

Phase
2.0

(27
May
09)

Phase
3.0

(27
Aug
09)

Phase
3.0+

MANAGEMENT
OF
PERSONAL COMPUTERS

Major
Programs

Personal
Computer
Management

• Unsustainable
Complexity
• 300,000
PC’s
recorded
as
purchased,
250,000
currently
in
use

– 50,000
likely
salvaged
or
in
“boneyards” – Inventories
at
many
schools
not
maintained
and
are
overstated

• Average
age
of
PC
3‐4
years,
with
23%
older
than
5+
years
• Thousands
of
different
HW/SW
configurations

– Makes
it
HUGELY
difficult
to
manage

• Each
school
and
location
has
the
responsibility
for
managing
their
PC’s.
This

includes
having
complete
administrative
rights
to
their
machines.
This

rights
to their
own
PC’s.
Distributed
administration
makes
impossible

– Inventory/asset
tracking,
budgetary
planning,
support
services,
control
of
procurement
cost – Enforcement
of
standard
configuration
policies
like
anti‐virus
updates,
resulting
malware infestations
and
network
degradation

• In
our
physical
survey,
we
found
that,
in
77%
of
the
PC’s
had
power
management

turned
off.
This
results
in
millions
of
dollars
each
year
in
wasted
electricity.

Personal
Computer
Management

Procurement

• Pattern
of
PC
procurement
relies
heavily
on
grants

– “Pig‐in‐the‐snake”
pattern
of
large
number
of
PC’s
bought
in
one
year
and
very
few
in subsequent
years
until
another
grant
is
awarded

• Procurement
spikes
heavily
in
June

– PC’s
procurement
reactive,
not
planned – Procurement
does
not
go
to
need,
but
to
where
money
is
left
at
end
of
fiscal
year

• PC’s
procured
and
configured
in
small
volumes

– Don’t

get

volume
discounts
of
5‐10% – A
10%
discount
from
current
purchase
levels
would
get
about
3,000
more
PC’s
per
year district‐wide

In
summary,
PC’s
are:

• Obsolete
–
Too
many
PC’s
“beyond
economic
repair”
• Untracked
–
Don’t
have
control
of
PC
asset
base
• Unstable
–
OS
patches
not
enforced,
creating
support
calls
• Insecure
–
Antivirus
updates
not
enforced,
resulting
in
virus
infestations
• Unmanaged
–
EVERYONE
has
admin
rights

Personal
Computer
Management

RECOMMENDATIONS

• Establish
and
enforce
compliance
with
technology,
process
and
standards
• Establish
IT
Steering
Committee
and
governance
process
to
establish
standards

– Schools
and
business
units
–
you
establish
the
rules
and
standards
with
us – Then
you
support
us
as
we
enforce
the
standards

Proper
Organizational
Support

• Establish
Enterprise
Personal
Computing
organizational
unit
to
drive
this

– No
additional
positions

• Find
right
organization
structure
and
position
descriptions
to
work
optimally
in

local
district
management
strategy

– Potential
norms
for
technology
support
in
schools – Support
teams
for
clusters
of
schools

• Automate
PC
administration

– Provide
remote
support – Enforce
standards
and
automatic
updates – Automated
inventory
tracking
and
asset
management – Will
do
this
with
Green
Desktop
Initiative

Microsoft
Vouchers

Online
Voucher
Selection
Order Form
(aka
shopping
cart)
became available
on
1/9/2009.

– The
last
school
to
place
their
order took
place
on
2/5/2009. – All
LAUSD
K‐12
schools
placed
and

• rder
(710
sites).

– Deliveries
began
2/12/2009
and will
continue
until
completed
(all deliveries
will
be
completed
by 6/30/2009). – Discounted
pricing
negotiated
for vouchers
was
also
guaranteed
for individual
school
orders
through the
month
of
April
2009. – As
of
4/2/09,
391
schools’
orders delivered
and
installed

Average
of
8%
discount
across
all products
was
achieved.

This discount
is
on
top
of
the
already discounted
pricing
in
current existing
contracts.

– 669
Electronic
whiteboards

• rdered

– 2827
LCD
and
LCD/Document Camera
projectors
ordered – 3881
Desktop
computers
ordered – 2786
Laptops
(not
in
carts)
ordered – 1570
Laptops
in
110
carts
ordered

GREEN
DESKTOP
INITIATIVE

Major
Programs

Background

• Funded
with
DWP
Settlement
as
most
cost‐effective
way
to
reduce

electrical
consumption
in
District

– Conservative
estimate:
at
$20/year/PC
with
200,000
PC’s
‐
$4M/year

• New
&
improved
capabilities
to

– remotely
deliver
Help
Desk
assistance – virus/malware
prevention
&
repair – automated
O/S
&
application
patch
management – Reduce
overall
cost
of
PC
support

• Improved
intelligence
for
computer
asset
management

– Automate
required
annual
inventories – Assist
in
planning
PC
refresh
cycles

• Being
rolled
out
to
all
schools
and
locations

– Target
for
completion
is
end
of
2009

PRINTER
RATIONALIZATION PROJECT

Major
Programs

Printer
Rationalization
Strategy

• BACKGROUND

– All
large
organizations
have
problem
of
proliferation
of
desktop
printers – To
reduce
costs,
organizations
are
moving
to
install
network
and
workgroup
printers
and
remove
personal
printers

• ITD’S
PILOT
PROJECT

– Business
Services
and
ITD
initiated
project
to
reduce
printing
costs
in
LAUSD
HQ. – ITD
started
with
330
printers,
reducing
the
count
to
30
printers – Net
savings
of
over
$100,000
per
year
in
ITD
(We
measured
electrical
and
toner
usage
both
before
and
after
to
determine savings)

• BEAUDRY
PRINTER
COUNT

– 1,657
total
printers
in
Beaudry
(416
color,
1241
BW)
for
3431
employees

• NEXT
STEPS
AT
BEAUDRY

– Phase
I
–
Rationalize
remaining
floors – Survey

all
floors
for
total
printers
(completed) – Develop
plan
for
each
floor
and
then
implement
2
floors
per
month
with
existing
staff – Unnecessary
personal
printers
and
supplies
surplussed

• Those
with
remaining
useful
life
sent
to
schools
• End‐of‐life
units
salvaged
for
parts,
e‐rate
or
trade‐up

– Annual
savings
of
$500,000‐700,000

• Phase
II
–
Redistribute
printers
to
achieve
6:3
model

– 6
BW,
3
Color
printers
multifunction
printers
per
floor
gets
all
staff
within
75’
of
printer – Put
color
printers
on
B&W
default,
limit
usage
of
color – Set
up
active
printer
management
for
chargeback
and
security

• Phase
III
–
Replicate
process
at
LD
Superintendent
offices
and
other
District
non‐school
locations

DISASTER
RECOVERY,
DATA CENTER,
IT
INFRASTRUCTURE

Major
Programs

IT
Foundation

We
prevent
Disasters
by
protecting
the
infrastructure

Current
Recovery
Timeline

*RPO = Recovery Point Objective *RTO = Recovery Time Objective

Assuming
backup
tapes
can
be
acquired
from
the
LAUSD
site
with
an
anticipated data
loss
of
up
to
2
days
for
major
applications.. The
business
will
need
to
develop
manual
procedures
to
work
from,
until
systems become
available.

Users
will
need
to
recreate
the
lost
data
and
re‐enter
data created
during
the
outage
period.

Re‐create
Lost
Data
&
Run
“Normal” Procedures Data
not yet
on Backup Tapes Order,
Receive,
&
Configure
Equipment
and Systems Event Occurs
 Last
Off‐ site Backup Systems Available ‐
Week
1 Week
2


 
Week
4






Week
6







Week
8




Week
10





Week
12

RPO
1
Day RTO
4
+
Weeks Lost Data Systems
Unavailable (Manual
Procedures)

Application
Recovery Network Recovery Locate
&
Improve
A Recovery
Site Technology Recovery Business Recovery

Alternative
Solutions

• Second
Data
Center
with
failover
is
best
solution

– In
Measure
Q,
but
several
years
away
from
funding
being
available – Supports
growth
of
computing
demand

• Current
data
center
at
maximum
capacity

– Lower
operational
costs,
greenest
solution – Most
expensive
($75M),
quickest
recovery
time
(<
2hrs.)

• “Data
Center
in
a
Box”

– Configure
portable
data
center
to
support
critical
systems – Supports
growth
of
computing
demand – Less
expensive
($20M),
good
recovery
time
(<2
days)

• Rent
rack
space
in
co‐location
site

– Have
contract
for
hardware
on
standby.

• Provision
quickly
in
event
of
emergency

– Least
expensive
($1M/yr.),
longest
recovery
time
(>5
days)

DIGITAL
TV
CONVERSION
(CABLE TO
SCHOOLS)

Major
Programs

Current
Status

• Time/Warner
offer
on
table

– Free
service
to
one
room
per
school – Additional
drops
at
relatively
low
cost
($13.50/month
and below)

• Next
steps

– Contract
with
Time
Warner
and
other
cable
carrier – Decision
on
whether
to
compete
with
satellite
carriers – Cost
out
buying
USB
Digital
Receivers

• Alternatives

– Cable
TV – Over‐air
with
converter – USB
receiver
for
computer

LOW
COST/HIGH
IMPACT
PROJECTS

Major
Programs

Achieve
high
quality
of
teaching
and learning
for
all
students

• iTunesLAUSD

– Dedicated
site
on
iTunesU
for
LAUSD
generated
content

• Teacher
2.0

– Use
of
open
source
Wikis
for
teachers
to
share
content, knowledge
and
best
practires

• Universal
LAUSD
student
email
and
student
portal

– Expand
existing
use
of
Google
Apps
for
Education

• Student‐to‐student
tutoring
using
Skype
• MyData
tab
for
administrators

– Develop
new,
comprehensive
accountability
metrics
for principals
and
local
district
superintendents

Streamline
the
District

• Replace
paper
forms
with
electronic
forms
and

electronic
workflow

– Have
basic
foundation
in
place
with
imaging
software (Filenet)
and
SAP
workflow – May
require
forms
based
software
such
as
Adobe
Forms

• Increase
use
of
web‐based
meetings
with
Elluminate
• eRPA,
replace
paper
personnel
action
form
with

electronic
workflow
integrated
with
SAP

• Enterprise
reporting
on
key
business
accountability

measures

– Use
same
software
as
for
MyData

• Electronic
attendance
signatures

Safe,
modern,
orderly
schools

• Geographic
Information
Systems
(GIS)

– Map
crime
patterns
around
schools
and
student
neighborhoods for
safe
routes

• Emergency
Operations
Center
IT
Makeover

– Ensure
data
availability
for
analysis
and
reporting
in
emergency – Set
up
multiple
communications
vehicles

• Cable
Internet
in
case
of
District
network
failure
• Use
of
text
messaging
for
targeted
communications
• Use
of
Twitter
to
quickly
broadcast
instructions
and
messages
• Develop
page
on
LAUSD.NET
for
updates
and
instructions

– GIS
in
EOC
for
rapid
analysis
of
situation
and
planning – Multiple
channels
for
school
reporting

• Web
form
for
reporting
damage
and
status
• Reporting
by
phone
with
interactive
voice
response
(IVR)

APPENDIX

ITD
Initiatives
in
FY
0910

Description

– Plans
the
interconnectivity
of
computers,
users,
Internet,
and everything
that
supports
the
flow
and
processing
of
information
in
the District – Manages
IT
portion
of
Bond
Program
which
includes
modernization
of school
and
office
data
networks
and
wireless
Internet,
telephone, public
address,
radio,
intercommunication,
and
intrusion
alarm systems – Responsible
for
the
administration
of
the
District’s
$85M
E‐Rate program

Example

– See
IT
Infrastructure
Strategic
Execution
Plan
that
totals
1,650
projects and
approximately
$700
million
in
Measure
K,
R,
Y,
and
E‐rate
dollars

Customers

– Schools

Capital
Projects ‐
1

• Description

– BTS
is
an
enterprise
application
development
project
for
managing
finance, HR,
payroll,
and
supply
chain
management
and
reporting.
The
system
is designed
to
improve
support
of

the
District’s
business
processes
for
budget, time
reporting,
payroll,
HR,
benefits
,
financials,
and
procurement.
The
unit continues
to
develop
the
system
and
provide
training
and
support
to
schools and
offices.

• Examples

– Support
for
payroll
processing
and
financial
postings,
employee
assignments, budget
maintenance,
open
enrollment
&continued
benefits
eligibility, procurement
(IFS),
training
&
help
desk. – Software
development:
Procure
to
Pay,
Semi‐Monthly
Payroll,
Security Management

• Customers

– all
district
employees
that
manage
time
cards
and
finance/budget
tasks – Business
groups:
HR,
Payroll,
Personnel
commission,
Budget
Services, Benefits,
Recruitment,
etc.

Business
Tools
for
Schools
(BTS) ‐
2

• Description

– ISIS
is
a

a
web‐based
tool
currently
in
development.
It
integrates
and centralizes

K‐12
student
records,
replacing
a
multitude
of
obsolete
pre‐ existing
systems
that
can
no
longer
be
supported. – The
main
software,
LAUSDMAX,
is

a
real‐time,
transactional
application
for tracking
student
information
and
generating
State‐mandated
reports.

It
is used
for
attendance
recording
and
reporting,
which
drives
accountability, including
increases

in
ADA
(and
associated
funding)
and
decreases
in
truancy.

• Example

– Development
of
LAUSDMAX
software,
procedural
guides,
training
courses – Mgt
of
testing
data:
STAR,
CAHSEE,
CELDT,
etc – System
changes
to
meet
new
and
existing
State
and
federal
reporting requirements

• Customers

– Schools
and
offices;
parents
(Family
Module) – Plan.
&
Asses.;

Truancy
&
Attend.
Counseling;
Beyond
the
Bell;
Stu.
Integr. Prgms.,
Sch.
Fiscal
Svcs
for
ADA
reporting,
etc.

Integrated
Student
Information System
(ISIS)

‐
3

• Description

– CMS
is
a
commercial
Point
of
Sale
(POS)
system
for
automating
school
food services
operations.

Upon
completion,
the
system
will
1)
generate
$17M
in annual
program
savings,
and
2)
eliminate
paper
meal
tickets
for
students.

• Example

– Schools

cafeterias
equipped
with
automated
POS
terminals – Automated
food
ordering,
inventory
controls,
warehousing,
and
distribution – Parents
manage
accounts
online

• Customers

– Students,
parents,
school
cafeteria
managers
and
workers,
and
school principals

Cafeteria
Management
System
(CMS) ‐
4

• Description

– MyData
is
a
web‐based
system
that
provides
accountability
reports
of
student

• utcomes
and
achievement
through
online
dashboards
customized
for

teachers,
administrators,
counselors,
and
other
District
personnel. – DSS
Student
Achievement
Reports;
data
provision
to
District
systems
like
OID, Princeton,
Welligent,
and
others;
adhoc
report
development;

Management
of DSS
and
MyData
User
Accounts;
Training
of
MyData
and
DSS
Users.

• Example

– MyData
Teacher
and
Administrator
Level
Performance
Management
and Accountability
Reports;
DSS
Stats‐at‐a‐Glance;
ISIS
Stats‐at‐a‐Glance

• Customers

– Teachers,
administrators,
Local
District
and
Central
Office
administrators, researchers
from
School
Information
Branch

MyData/Decision
Support
System
(DSS) ‐
5

PA/Intercom,
Alarm
&
Network Small
Projects
(CSIU)

• Description

– Provides
design,
planning,
installations,
adds,
moves,
and
changes
to
existing

• ffices
and
school
local
area
networks,
public
address,
intercommunication,

and
intrusion
alarm
systems.

• Example

– Small
Learning
Communities – New
computer
labs – Upgrading
libraries
to
become
multimedia
centers

• Customers

– Schools

‐
6

• Description

– Provide
telecommunications
core
services
to
all
schools
and
offices,
including the
maintenance
of
telephone
lines,
circuits
for
Internet
access,
voice communication
systems,
public
address
systems,
intrusion
alarms, microwave
radio
backbone,
hand
held
radios,
and
cellular
services. – Administer
District
telecommunication
budget
which
includes
telephones,
cell phones,
and
network
connectivity
costs,
including
Internet
bill.

• Example

– 42,000
telephone
lines;
2,300
circuits;
1,850
voice
systems;
95,000
classroom and
office
phones;
850
intrusion
alarms;
radio
system
for
LASPD
&
school
bus services – All
billing
for
basic,
digital,
cellular,
radio,
intrusion
alarms
and
PA/IC
covered with
these
funds

• Customers

– All
schools,
all
offices
made
up
of
1,200
sites.
Serve
780,000
staff
&
students

Telecommunications ‐
7

• Description

– Receives
and
processes
all
IT
service
requests
from
schools
and
offices.
To

• btain
technical
support,
District
staff
can
call
or
submit
request
online
• Example

– Examples
of
common
requests:
computer
repairs,
Password
Reset,
account activation,

installation
requests,
computer
application
assistance,
emergency loss
of
services
(PA/Intercom)

• Customers

– All
schools
and
offices
(all
employees)

ITD
Service
Desk ‐
8

• Description

– We
carry
out
a
variety
of
activities
directly
at
school
or
office
sites.
Our services
include
the
setup
and
repair
of
printers,
desktop
computers,
laptops, and
servers
(including
out‐of‐warranty
hardware);
support
for

the
Secondary Student
Information
System
(SSIS);
relocation
of
computer
networks; installation
of
software
and
hardware.
We
also
regularly
analyze
service requests,
in
an
effort
to
improve
the
quality
of
service
to
our
customers.

• Example

– In
2008:
spent
$325,000
on
parts,
repaired
18,000
out‐of‐warranty
desktop
& laptops
and
3600
printers,
provided
service
to
750
schools
and
50
offices
with 50
repair
staffs
or

a
ratio
of
16
schools
per

one
technician – We
have
over
300,000
desktops,
laptops
and
printers – The
ratio
of
technician
to
equipment
is
1
in
6000

• Customers

– All
schools
and
offices

Field
Services:
Computer/Printer
Setup &
Repair ‐
9

• Description

– Services
encompass
assistance
and
support
in
using
technology
within
the classroom
for
instruction
and
professional
development.
We
also
develop
and implement
state
and
federal
grants
at
all
schools

• Example

– My
Data
support – School
technology
plans
assistance – Computer
rollout
using
MS
Vouchers – Enhancing
Education
Through
Technology
(EETT)
grant
in
LAUSD
middle schools

• Customers

– Administrators – Teachers – Students – Parents

Instructional
Technology
&
Federal Grants ‐
10

• Description

– Online
courses
and
content
for
students
at
traditional
schools,
option
schools, special
education
schools
instruction – Online
courses
for
professional
development – Videoconferencing – Web
based
meetings

• Example

– Videoconferencing
with
the
CA
State
parks – Web
based
meetings
using
Elluminate – Los
Angeles
Virtual
Academy
(LAVA) – Partnership
with
CA
Community
Colleges
for
online
course
delivery

• Customers

– Administrators – Teachers – Students – Parents

Online
Learning
&
Collaboration ‐
11

• Description

– We
provide
24/7
support
for
over
240
Windows
servers,
including
the
largest Email
Exchange;
servers
exist
in
all
schools
and
within
District
headquarters, and
host
everything
from
student
email,
phone
system
servers,
teacher’s substitute
system,
Windows‐based
applications
such
as
Adult
Ed,
Early
Ed, Cafeteria
Systems
(CMS),
BTS,
and
any
applications
tied
to
Exchange.

• Example

– Off‐hour
email
distribution – Management
of
70,000+
email
account – Daily
security
updates
to
Windows – Managing
all
offices
within
a
user
directory
–
lifeline
to
login
to
LAUSD.

• Customers

– Direct
support
to
schools
on
SSIS
and
email
for
students
and
administrators – Indirect
Support
of
Schools
for
BTS,
Early
Ed,
and
other
major
systems.

Windows
+
Email
Services ‐
12

• Description

– We
setup
and
maintain
data
communications
&
Internet
connectivity,
while ensuring
a
technologically
secure
environment.
We
offer
video
conferencing
& wireless
support,
firewall
protection
against
network‐related
attacks,
and
web filtering
in
compliance
with
CIPA.
We
develop
policies
and
procedures
and conduct
regular
audits
to
keep
in
line
with
local/state/federal
regulations
and industry
best
practices.

• Example

– School
access
to
educational
websites,
data
systems
(BTS,
ISIS,
DSS,
ESIS, Welligent,
SSIS,
etc.);
prevent
3,000,000+
spams
and
attacks
a
day;
block student
access
to
inappropriate
web
sites
(CIPA
obligation);
protect
student info
(FERPA;
HIPAA)

• Customers

– All
schools
and
offices

Network
Ops
(Internet/Network Connectivity
&
IT
Security) ‐
13

• Description

– 7x24
Data
Center
Operation – Managing
Over
$50
million
in
Data
Center
assets – 7x24
support
for
all
enterprise
servers
hosting
BTS,
IFS,
Transportation,
Food Services,
Procurement,
Payroll,
ISIS,
ESIS,
Welligent,
LAUSD.net,
Adult
Ed, Enterprise
Storage
(hosts
all
LAUSD
business,
student,
analytical,
and administrative
data). – 80%
of
the
Data
Center
business
should
be
considered
Direct
Support
to Schools

• Example

– Payroll
processing – Procurement
processing – Financial
(FIS)
processing – Student
Information

• Customers

– Direct
support
for
all
LAUSD
business

units
&
student
information
units – Indirect
support
of
schools
for
connectivity
appliances
for
internet
and applications
such
as
BTS,
ISIS,
etc

Data
Center ‐
14

• Description

– The
IT
Support
Services
group
handles
administrative
functions
for
the Information
Technology
Division,
playing
a
key
role
in
budget
and
financial reporting,
procurements,
contracts,
and
personnel
operations.

• Example

– Handling
ITD
budgeting
and
planning;
preparing
reports
and
presentations
for the
COO
and
other
groups;
analyze
budget
and
staffing
issues,
develop
and improve
ITD’s
internal
policies
and
procedures,
etc.

• Contracts
Processed
since
7/1/08

67 $312,114,536

• Requisitions
created
since
7/1/08

807 $88,815,502

• Invoices
processed
since
7/1/08

365 $32,878,546

• Customers

– ITD,
Offices
of
the
Superintendent
and
the
COO,
etc.

IT
Support
Services ‐
15

• Description

– Services
encompass
both
development
of
applications
that
automate
business processes,
and
support
for
200+
business
and
school
software
systems.
We also
offer
report
development/data
analysis
and
software
project/vendor management

• Example

– We
develop
and
support
information
systems
such
as
Welligent,
Learning Zone,
Stulls
(teacher
evaluations),
and
more

• Customers

– Transportation,
Food
Services,
Human
Resources,
Special
Education,
Early Education,
Student
Health
&
Human
Services,
etc.

Business
Enterprise
Systems
(BES) ‐
16