technology procurement protocol - barrington 220 school

TECHNOLOGYPROCUREMENT PROTOCOLTECHNOLOGY LEADERSHIP TEAM

PRINTED IN 2010-2011

Technology Procurement Protocol

1. Purpose This procedure outlines the process to be followed when requesting a technology purchase, regardless of funding source, and to assure they are in alignment with Graphic B.

TABLE 1: PURCHASING PROTOCOL GRAPHIC A and B

This document provides guidance to Barrington staff, foundations, PTOs, booster groups, sponsoring groups, and benefactors outlining how to make requests for Existing and New Technologies, including hardware, network equipment, administrative software, instructional software, technology professional development, SMART Boards, Response Systems, and projectors.

2. Goals

• To develop a clear path to initiate a small or large technology pilot program • To develop a clear path for requesting changes on the student information system and/or

grading system • To create a priority setting process for the allocation of new technology resources


• To assure a thoughtful review by appropriate stakeholders prior to a decision regarding technology

• To develop an assessment framework to review technology and pilot purchases prior to purchase and implementation

• To align technology purchases and pilot programs with curricula, district direction, technology frameworks, and district budget

• To ensure technology purchases contain a plan to attain equity of access to technology resources for all students regardless of building assignment

• To define allowable and supportable purchases for buildings, the Foundation, PTOs, boosters, and benefactors to provide conditions for ongoing implementation success

• To ensure that purchases and programs are sustainable through district funding beyond the initial funding

• To ensure existing technology personnel can support and/or develop a plan to develop the necessary support to assure the success of the new initiative

• To ensure the infrastructure can support and is compatible with the pilot

3. Definitions The following definitions apply throughout the procedure.

Term Definition Technology Includes computer hardware & peripherals,

computer software, audio visual equipment including SMART Boards, Response Systems & Projectors.

Proposed (New) Technology Pending purchase approval by district Existing Technology Received prior purchase approval by district School Purchase Involves one school or department District Purchase Involves more than one school or department

4. Roles and Responsibilities

Term Definition Requester Initiates request for technology purchase Request Coordinator Handles the logistics of procurement, typically

the school librarian Point Person Authority to guide decision making, typically

the principal or his/her designee Director of Information Services Pat Haughney

Member of the Technology Leadership Team; determines the compatibility and sustainability of computer hardware & peripherals

Director of Media Services Bonnie Bjorkman

Member of the Technology Leadership Team; determines the compatibility and sustainability of audio visual equipment and online


subscription databases Instructional Technology Coordinator Lynn Swanson

Member of the Technology Leadership Team; determines the compatibility and sustainability of all instructional software and technology-related staff development

Technology Leadership Team – TLT District-wide membership

Guides Technology policies, procedures and procurements across the district

Assistant Superintendent for Educational Programs and Assessment Cindy Jaskowiak

Chairs the District 220 Technology Leadership Team; Serves as the liaison between PTOs, the Ed Foundation and other community groups and the Technology Leadership Team

Assistant Superintendent for Curriculum and Instruction Louise Robb

Serves as the curricular liaison between the PTOs and the Technology Leadership Team

Secondary Leadership Team – SLT 6-12 Administration

Serves as a review team for Proposed (New) and District 6-12 technology procurement requests

Elementary Leadership Team – ELT Pre K-5 Administration

Serves as a review team for Proposed (New) and District Pre K - 5 technology procurement requests

Department Administrator for Administrative Requests District level

Operations, Finance – G. Frisch Phone System – T. Campagna Copiers, Infrastructure/Networking/Security, Student Information System/Data Warehouse, Grade book/Alpha Requests (no cost) – P. Haughney Human Resources – M. Johann Curriculum & Professional Development – L. Robb Student Services – C. Simon Communications/Web pages – J. Arnett Assessment – C. Jaskowiak Library/Textbook Management System – B. Bjorkman


6. Proposed (New) Technology Request Procedure – One School or One Department Step Description 1 Requester contacts the librarian who assists in the completion of the

appropriate request form. 2 The librarian directs the completed form to the appropriate Assistant

Superintendent for curricular review. 3 Upon approval the TLT will evaluate requests for alignment with the district

technology plan, viability for continued support, and funding. 4 The Executive Council will give final approval to all previously Proposed

(New) technology requests. 5 The appropriate technology division places the order, conducts the

necessary inventory procedures and distributes the product to the appropriate recipient(s).


7. Proposed (New) Technology Request Procedure – District Step Description 1 Requester contacts the librarian who assists in the completion of the appropriate

request form. 2 The librarian directs the completed form to the appropriate Assistant

Superintendent for curricular review. 3 Upon approval the TLT will evaluate requests for alignment with the district

technology plan, viability for continued support, and funding. 4 The SLT and/or ELT will review and make recommendations for purchase. 5 The Executive Council will give final approval to all previously Proposed

technology requests. 6 The appropriate technology division places the order, conducts the necessary

inventory procedures and distributes the product to the appropriate recipient(s).


8. Proposed (New) Technology Request Procedure – Administrative (Non school based) Step Description 1 Requester contacts the Director of Information Services. 2 The Director of Information Services assists in the completion of the

appropriate request form. The Director of Information Services sends the completed request form to

the appropriate Department Administrator 3 TLT will review. 4 The Executive Council will give final approval to all previously Proposed

technology requests. 5 The appropriate technology division places the order, conducts the

necessary inventory procedures and distributes the product to the appropriate recipient(s).


Most typically, the Technology Leadership Team (TLT) will be involved in reviewing requests for school-based technologies. To help in planning timing on requests, the meeting dates are

listed below:

September 9, 2010October 14, 2010

November 11, 2010 December 9, 2010January 13, 2011February 10, 2011 March 10, 2011April 14, 2011 May 12, 2011

Appendix Term Definition Small Scale Project Application form for a technology project

and/or purchase less than $1,000.00 Large Scale Project Application form for a technology project

and/or purchase exceeding $1,000.00. Raylco Project Application form for a change to the existing

Raylco Student Information System. ESL Existing Software List – contains details of all

Existing software in the district. EOD Existing Online Database List – contains

details of all existing online subscription databases in the district.

EHL Existing Hardware List – contains details of all Existing computer hardware in the district.

EAVL Existing Audio Visual Equipment List – contains details of all Existing AV equipment in the district.

technology procurement protocol - barrington 220 school

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