New Addition to IMDPg 3

A Suite Deal !!!Pg 3

Streamlined Software

ManagementPg 4

Codec Video Conferencing

CartsPg 5

Technology Tip – Finding

DuplicatesPg 6

IMD ConnectionApril 2013

EducateCelebrateInnovate

Approved schools are launching Bring Your Own Device (BYOD) programs so that students can use the devices they already use at home within a GCPS classroom setting in addition to their home environments. This BYOD opportunity allows schools approved to participate in the pilot to spend less money on supplemental technology. If students use their own devices, school resources such as school-supplied technology are freed up for other students’ use. In turn, approved BYOD schools may not need to purchase and maintain a lot of hardware.

Last summer, GCPS initiated a BYOD pilot for eClass, the digital content, learning, assessment, and support system initiative. Five clusters —Archer, Berkmar, Duluth, North Gwinnett, and Shiloh — were identified as pilot participants that may elect to allow students and teachers to use their personal devices to access the Internet through the GCPS network.

We wondered how the BYOD program was working, so IMD Connection sent its intrepid reporter to North Gwinnett HS and Benefield ES for the details on these two success stories.

Benefield ES

Dr. Melissa Walker, Principal, Lara Schiefelbein, LSTC, Karen Stocks, Literacy Coordinator, and Kelly Gruhn, Media Specialist, formed the core team that worked on the BYOD application for Benefield ES. “We were already utilizing Kid Blog.com as part of our reader’s response strategy with various electronic devices,” noted

Lara Shiefelbein. “The BYOD program gave our students a different type of interaction and engagement with the reading and writing curriculum and with other students.” Dr. Walker added, “We wanted our BYOD program to focus on literacy and not on devices.”

A significant and early benefit of BYOD at Benefield ES was the effect the wireless service played in the instructional process. Now teachers could use laptops in more classrooms and laptop usage could be spread out among the students. Soon after BYOD was implemented, the PTA purchased Nook readers to supplement the inventory of Kindle e-readers already used at Benefield ES. As students and parents became more familiar with the BYOD program, students brought in iPod Touches, iPads, tablets, and Kindle Fire devices. “We went from 20 available handheld devices to 141 available devices for instruction,” said Lara Schiefelbein.

A key challenge was how to introduce and manage this learning environment. Bring Your Own Device is not mandated at Benefield ES. To get the discussion going, Lara Schiefelbein

BYOD - A Culture of Learning

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crafted a video, Yippe Ki Yi Yay!, featuring members of the leadership team giving details of the BYOD program. Students were required to submit a Personally Owned Device (POD) release form and to display a clever static cling badge on their device that identifies it as registered in the BYOD program. “The cling has the Benefield ES logo and is numbered. If a student device is turned in, I can immediately find its owner by the cling number. It’s a great audit tool as well!” explained Lara Schiefelbein.

As the BYOD program grew, an interesting student activity appeared…95% of the students were spending time on educational sites like Study Island during their lunch time. Dr. Walker described this change, “Students don’t hide devices now. They are eager to show you what they are doing. BYOD enabled us to support our culture of learning at Benefield ES.”

Here’s one indication of Benefield ES’ commitment to the BYOD program, Benefield ES offers a ‘Techie Club’ for students and parents who own iOS devices. Developed by Lara Schiefelbein, the Techie Club shows parents and students how to logon to the GCPS network, discusses ways to use the devices to be more effective at school, or to gain additional learning of the core competencies. “We have encouraged students to use My eClass in the student portal,” noted Lara Schiefelbein. “It has so many good, child-appropriate tools and we know the tools are educationally sound materials that our teachers can use immediately.” Currently, the majority of student users are in grades three to five.

North Gwinnett HS

As was the case with Benefield ES, North Gwinnett HS quickly realized the benefit of the BYOD program when student devices were integrated into instruction more than the one time per week… which was how much time classes were able to spend in computer labs. This change was immensely valuable because it meant that student-used devices freed up the school equipment for other uses. “We only have six labs at NGHS that are available for 150 teachers. Getting lab time was quite a challenge,” said Jim Stewart, Media Specialist. “When we implemented BYOD, it was like opening 150 new computer labs.”

As the use of student devices gains momentum, teachers are finding mobile applications to enhance all aspects classroom assignments. Rhonda McCutchen, LSTC, explained how a Spanish teacher, Ms. Hassell, uses QR codes. “When Ms. Hassell creates assignments she also creates a QR code for that assignment. Then she posts the code in her classroom and tells the students to scan the code to get their homework.” What a great use of technology! It frees up the teacher to teach and eliminates the need for her to maintain all those paper assignments. Additionally, Ms. Hassell uses Dropbox, a cloud-based storage site, to inventory her assignments and other materials for student access…24/7. “We also use QR codes

in the Media Center to promote reading,” adds Jim Stewart. “Students scan the QR codes in the fiction section and are linked to either video book talks or printed book reviews.” Sneak previews for the curious student!

Another attraction of BYOD is that it enables teachers to determine the effectiveness of their lessons using Web 2.0 tools which they can now access. For example, Rhonda McCutchen has been preparing the roll out of All In Learning, a cloud-based application that includes instruments to provide instant feedback to students, assessment analysis, as well as teacher collaborative tools to share best practices and strategies for student intervention. “The coolest thing in the All In Learning toolkit is the bubble sheet app,” an enthused

Rhonda McCutchen said. “Teachers can create individual bubble sheets for students that can be read instantly by a web cam or uploaded

to the student’s device. As soon as the student scans the sheet or uploads a response, the results are posted to the cloud and the teacher can use the results to focus on problem areas.” What a great way to monitor the progress of each student and quickly detect when students are struggling with a concept.

The apps and web-based tools accessible through BYOD such as eClass materials, apps and lesson materials are making it possible for student collaborative work as well. Increasing BYOD activities makes it possible for students to simultaneously contribute to a group discussion over their electronic device and interact with the lesson plan materials. Collaborative projects can be started and generated in real time instead of during downtime or at home. Jim Stewart witnessed this increase in student collaboration first hand, “Students gather around computers in the Media Center all day long. I really appreciate the flexibility BYOD brought to us. If students learn collaboration, a real world skill, then we have done a great job.”

A Culture of Success

By opening the classroom to BYOD, students have access to technology on an individual basis and teachers are able to provide more individualized instruction. Each student-provided device becomes a pathway to success in learning.

With BYOD, even Benefield ES and North Gwinnett HS students who are unable to bring in their own device were also able to benefit from this program because now school-owned technology was freed up for their use.

The advantage of bringing personal technology to school is that it allows students and teachers to take full advantage of the rich digital resources that are available at any time and in any class. “Student learning need not slow down because certain information is available only in the library or in a computer lab,” explained Jim Stewart. “We have a lot going on and it is an exciting time,” agreed Rhonda McCutchen.

“If students learn collaboration, a real world skill, then we have done a great job.”

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NEWS

FLASH !

All those we interviewed expressed their thanks to IMD for the support and collaboration with their school’s BYOD effort. “We are definitely not an island, we had a lot of help,” Jim Stewart acknowledged.

A change is always exciting, but it usually comes with a lot of questions. In March, IMD announced that Barry Mock would

join IMD as the new Director of Business Solutions. For those of you who

don’t know him, we have included a few details about Barry in this article.

Barry is a knowledgeable professional who brings many years of experience in software implementation, engineering initiatives, and project management. Prior to joining IMD, Barry was the Transportation Support Manager for the GCPS Facilities Department where he evaluated and initiated improvements for multiple departmental processes. One of Barry’s most recent projects was the successful implementation of the BusPlanner routing software, which is replacing the previous bus routing program.

In his new position as Director of Business Solutions, Barry will provide leadership in planning and implementing software solutions for enterprise business needs. This means that as technology changes, Barry and his staff will work to plan and execute new information systems for GCPS.

Barry holds a B.S. degree in Mechanical Engineering from Georgia Tech. IMD Connection has it on good authority that Barry likes to balance the demands of the job with time spent coaching youth soccer, football, and baseball teams. A real people person, Barry is looking forward to getting to know the IMD organization, as well as those who work with IMD.

Please join in welcoming Barry to IMD and in wishing him the best for this important assignment. If you’d like to reach out to Barry and welcome him, you can contact him via email on Lotus Notes.

For about the cost of three Mocha Caramel Latte coffees, eligible GCPS employees can get a copy of the latest Microsoft Office software. This benefit, called the Microsoft Home Use Program, is part of the overall GCPS Microsoft Enterprise License Agreement.

Through this program, employees and contractors can purchase a single copy of Microsoft Office for approximately $9.95. Copies of Windows Office Professional Plus 2013 or Home & Business 2011 MAC Office purchased through this program can be installed on only one home computer and can only be used while the purchaser continues to be employed by GCPS. Components of each suite are listed below.

Even better, Microsoft Office Suite ordering is available year-round. The Microsoft Office package must be purchased with a personal credit card directly through Microsoft’s “Home User Program” at http://hup.microsoft.com. The Access Code to verify the purchaser as an eligible GCPS user is available from the GCPS Help Desk or your school TST.

This is an excellent benefit; however, users MUST have a GCPS e-mail address to participate. If you do not have a GCPS email account, you will need to request a GCPS portal email account to complete initiate the ordering process.

“Getting this inexpensive software is easier than people may believe,” said Christopher Wells, who recently purchased software for his home MAC computer. “The process is simple and easy, and I would definitely recommend anyone who is eligible to take advantage of the benefit,” he added.Suite Components

Windows Software Suite Components: Microsoft Access, Microsoft Excel, Microsoft InfoPath, Microsoft Outlook, Microsoft Powerpoint, Microsoft Publisher, Microsoft Word, Microsoft OneNote, Microsoft Groove, Microsoft Linc, Microsoft Outlook

Mac Software Suite Components: Word for Mac, PowerPoint for Mac, Excel for Mac, Outlook for Mac, Messenger for Mac

Best STL, a training organization, has produced an infographic describing which features have been added to Microsoft Office 2013 and which features have been removed. Office 2013 differs from previous versions in many ways. We highly recommend that you take some time to acquaint yourself with the latest version of Office.

A Suite DeAl !!!

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New Addition to IMD

Every day, TSTs are asked to deploy or migrate systems, deploy new software or patches, troubleshoot support issues and more. Even more difficult is tackling these tasks in several locations with limited resources. For many years, GCPS relied on Managesoft software to support the rollouts and troubleshooting. Unfortunately, Managesoft was purchased by another company and vendor updates eventually stopped. As David Hayes noted, “Without vendor support, this product effectively reached its ‘end of life’ thereby making it obsolete”. When the end was apparent two years ago, IMD Research & Development (R&D) began an effort to replace Manage Soft with new deployment software. The hands-down favorite to replace Manage Soft was Altiris, a Symantec product.

Flexibility Is KeyIMD manages hundreds of applications that require routine updates and tracking for software compatibility. For local school TSTs, this means coordinating many factors to ensure compatibility, compliance, and timely installation. “We wanted a solution that made it easier for TSTs to do their job. As their jobs expand to multiple schools, it gets harder to manage two networks efficiently,” explained Joe Girard. Regardless of the activity, the primary job that Altiris needed to accomplish was to distribute software, updates, and patches when and where they were needed with the least amount of effort and minimum disruption to instructional schedules.

Once the application was purchased, the challenge became how to install an Atiris agent onto all school computers and laptops. The changeover to Altiris began in March and will continue through June. The initial training for TSTs furnished them with all the tools they will need to complete the school conversion at the convenience of their school’s instructional schedule. In June, follow-up visits will be made to assist TSTs with any unresolved questions. The whole school conversion process can take up to two months. Currently, the changeover is 50% completed. “Flexibility is key to ensuring a successful conversion,” noted David Hayes. “We are trying to make this switch as painless as possible for schools.” The goal is to have 100% of the schools converted to the Altiris application in June. Once that goal is met, the removal of Manage Soft will follow.

Measurable BenefitsWhy was Altiris picked for this critical function in the schools? “Altiris showed the biggest bang for the buck with its many utilities and was well within the budget,” said Joe Girard. With a comprehensive set of benefits, Altiris will help TSTs quickly adapt and deliver the services needed by schools:

► Automated imaging and migration of new application rollouts and technology refresh cycles – With 60,000 computers in the district, manually installing or updating software was not an option. In the past, the primary way to

push out software was to reimage the machines. With Altiris, TSTs can select a machine for upgrades, new software, or reimaging by creating a task and scheduling a start date. The TSTs can even do this remotely! As Joe Girard observed, “Now we can conduct school computer refresh, deployment, and maintenance all year around.”

► Accurate identification and inventory of authorized software – In May 2012 when the Atiris implementation began, there were about 1,300 application titles in the Manage Soft inventory. After careful review to make sure they worked in the Windows 7 operating system, the titles list was reduced to less than 500. “We made quite a dent in the application inventory,” said Joe Girard. Altiris’ ability to accurately identify software on any machine online also helps the TST when troubleshooting problems arise. Like-wise, if computers are overloaded with infrequently or rarely used software, the TST can uninstall the software which will help the computer to run faster. Managing software is a good practice that lets schools make the most of their local school technology dollars!

► Simplifies software maintenance by combining soft-ware packaging – IMD will now use Altiris to standardize a single way to install software packages. “Standardization allows us to reduce the number of fixes when software is

installed,” explained David Hayes. “In fact, we hope to speed up the whole installation process,” added Joe Girard. This pack-aging feature will

permit schools to structure curriculum around software and determine the best fit, i.e., software could be automatically installed to specific computers like in labs, classrooms, or on laptops.

► Integrated troubleshooting tools such as remote con-trol - With TSTs working in multiple schools, remote control capability will reduce the time and cost associated with support activities. “Let me give you an example.” said Joe Girard, “A TST told me that he received a call at home one evening from a teacher who couldn’t install a necessary application for a parent technology session. The TST was able to remotely install the software and quickly resolve the issue.” You can imagine how much time and effort it would have taken for that TST travel to the school to fix the problem. Instead, by simply pressing the ‘go’ button, it’s installed!

Quality Service and SupportAs schools implement broader technology devices, managing and deploying software will play a pivotal role in maximizing

Streamlined Software Management

“We wanted a solution that made it easier for TSTs to do their job.”

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Continued pg. 5

instructional time. Altiris will help reduce the time spent on installing software and improve the process of deploying and

managing desktops and laptops throughout the district.

“We are also investigating ‘virtual packaging’ through Altiris,” said Joe Girard. This means that virtual spaces could be set-up on older school computers so that older software could work smoothly in older operating systems. “We could package Internet

Explorer 8 in a virtualized mode, install it, and when

a user clicks on the icon IE 8 is launched but not installed,” explained David Hayes.

Virtualized applications would allow students to use their favorite software in the environment where it works best. Schools would have more instructional options as they could use previously purchased software well into the future. That could mean big savings on software purchases.

Indeed the Altiris project is a great success that will dramatically improve the efficiency of the TST team as well as enhance our asset management procedures. As one TST put it to Joe Girard, “With Manage Soft we were driving a Pinto and now with Altiris it’s a Porsche!”

Q: It’s the end of the year, and one of our teacher interns needs to film her interactions with students in a classroom for her final grade evaluation. Is this allowed? Should I have the students and their parents sign a media release form?

A: The real question is WHY he needs to film his work with his students. The media release form works fine, but some communication should be going to parents to inform them of the reason for filming and what will happen to the media once it is no longer used. The steps for this are pretty standard: make sure this is okay with your administration, inform the parents, and have them sign a separate release to be sure they understand the rationale for recording students.

Policy Corner

Streamlined Software Management (cont.)

Codec Video Conferencing Carts: Videoconferences are Coming to a Middle School Near You!

The Broadcast and Distance Learning department is literally rolling out a new project – the delivery of mobile video conferencing carts to all GCPS middle schools. This technology upgrade, made possible as a result of middle school retrofit improvements, is a cost-effective solution to the video conferencing needs of the district. “The possibilities are endless,” stated Kevin Tomlinson, Media Development Manager, who is coordinating the project for BDL. “Internally, we will be able to expand collaborative learning experiences between classrooms, host meetings, conduct professional development – all without leaving the building. Externally, we’ll have opportunities to go anywhere in the world.”Recent examples of video conferencing experiences shared by students include:

► Cultural exchange with classrooms in Ghana, ► Space exploration with the Denver Museum of Nature and

Science, ► Q&A sessions with NASA scientists, and ► Opportunities to talk with authors about their experiences

as a writer

Given demographics and budget constraints, these types of educational experiences would not have been possible without the benefit of video conferencing. The self-contained codec video conferencing carts come complete with all the parts needed for a middle school to participate in conferencing events. In addition to on-site training on the equipment, On Demand training is available on the Go.Gwinnett eLearn portal page.

Kevin added “I’m excited to see the ways teachers will come up with to use this new technology, and hope to see them share their experiences with others.”

TSTs can assign software packages to workstations.Click to view.

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Imagine examining hundreds of rows of data in an Excel spreadsheet in an attempt to find a pattern or trend. You’d go mad!Thankfully one of the tools we can use in Excel 2010 to make this task simpler is Conditional Formatting. The Conditional Formatting features in Excel 2010 are easy to use and include many default Conditional Formats, such as color scales, icon sets and data bars, to name a few.

With conditional formatting, you can apply formatting to one or more cells based on the value of the cell. In this issue’s Technology Tip, you will learn how to apply, modify, and remove conditional formatting rules for finding duplicate entries in your data.

Using the Conditional Format feature is a vast topic and so we have only covered one example. But after you review this Technology Tip you will know the basics, so start experimenting! Future Technology Tip articles will cover more advanced Conditional Formatting lessons to build on this knowledge.

If you have questions or comments about this Technology Tip, please send them to IMD_Connection_Newsletter@gwinnett.k12.ga.us.

Here

Technology Tip – Finding Duplicates

Send your comments, ideas, and news to IMD Connection Newsletter via Lotus Notes.

To access the newsletters online, go to http://gwinnett.k12.ga.us/gcps-imdweb01.nsf/pages/

newsletters

At IMD Communication Web Page, click on “Newsletters” under the QuickLinks to access

previous IMD Connection Newsletters

a publication of the gcps information management division

supporting instruction and administration through technology

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