Pleasantville School District Technology Update Report

January 24, 2012

Sam Aidala & Drew Marino

Pleasantville Information Technology “IT” Overview

• Administrative Systems • Instructional & Educational Systems • Facilities and Security Systems • Financial Planning • Network Support • Communications:

telephone, public address and email systems

IT Administrative Systems ESchool Data:

Provides us with:

1. Usability & Affordability 2. Flexibility 3. Integrated 4. Security 5. Scalability 6. Web enabled

IT Administrative Systems • Finance Manager – comprehensive financial services system –

includes payroll, accounting personnel – multiple items – i.e the NYS regs for

teacher evaluation - PDP hours Newly upgraded for 2012 No support fees was in original agreement

IT Administrative Systems • IEP Direct – New NYS IEP – Spring 2011

• Diamond Chip – mandated census ages 3-21

• NYS Data Warehouse over 35 unique data elements for tracking students –

pulled from a number of local databases uploads at least once a month several times a week during NYS testing and data reporting deadlines local data scrubbing procedures are important

IT Administrative Systems

• RTI Direct – Response to Intervention tracking and recording system

• Impact – concussion prevention system

• K-12 Alerts – emergency notification system, ver. 10

• The Educational Networks web-site – ISP based

• Castle Learning

• Nova Net • Intand: Schools Extracurricular Calendar System

IT Administrative Systems • 10 major wiring or data closets ▫ Cooling and wiring protocols ▫ Local demark points – cable, data and phones ▫ Servers, chassis, switches and hubs

• Disaster Recovery Systems • Backup Systems ▫ Remote backup systems ▫ Voice Over IP ▫ Security Systems ▫ Building Management Systems ▫ Access Control Systems ▫ Wireless Access Systems

Instructional Systems @ Bedford Road

New instructional software – Castle Learning, One More Story Grade 4 – Smartboards – BRS PTA Library Media Center – with Smartboard Science room – with Smartboard Assistive Tech devices HP wireless mini laptop cart

Instructional Systems • Middle School ▫ 2 upgraded computer labs – grades 5-8 computer

quads ▫ Classroom systems ▫ SmartBoards ▫ MST robotics laptop project ▫ Science probes and laptops ▫ Video Microscopes ▫ Digital media – and the Library Media classes ▫ Internet Safety Module ▫ Laptop Carts

High School

• Demands have increased with the newly constructed classrooms

• 32 Smartboards with several different generations. • Two Computer Labs: > Library > Room 231 – Computer Lab • Computers, printers and smartboards in all classrooms • Laptop Wireless Cart – Math, Science, General and Special Ed. • HS Library • TV Studio – MSG Varsity

New Undertakings: • VOIP Phone Systems • Security Systems • Access Control Systems • PA Systems • Building Management Systems • ESchool Data – Faculty & Staff, Parent Portal • Limited Video Streaming • Network Filtering Systems • Bandwidth Monitoring Systems • DHCP Computer Monitoring • Remote Access Control Systems • Wireless Access Control Systems • Addition of new infrastructure and computer systems • Upgrades to the School Districts Website • K12 Alerts – Upgrade • Apple I Pads • Additional Laptop Carts

Future Challenges: • More data:

-Increase in cost to backup the all the systems to a remote location. Latest additions that need to be backed up is GUVA for the E-Mail retention system as per NYS guidelines. -More data means more space to save data, additional servers and switches that allows the access to space. Therefore additional hard drive space is required.

• Video – Streaming and Bandwidth Costs Safari Montage, United Streaming provide internal alternatives and solutions that reduce bandwidth consumption and becomes and in-house solution. Initial Cost for this type of system is considerable since new hardware is needed to launch such a project.

• IP based Security Cameras: -This new system is an enterprise system that requires monitoring on a daily basis. This system permit administration and police department to have full access to 56 cameras located within the HS as well as outdoors. There will always be a need to add additional cameras to cover more areas. - System demands a large amount of bandwidth and internal hard drive space to make the necessary recordings of events.

• Network Security: This system requires extreme care and preparation so that we have protection from intruders, viruses and have the ability to filter content from the internet. Maintence of this system is monumental with periodic updates and continual monitoring to guard against any security breaches.

• Service and Maintenance Contracts: All computer systems need to be kept up to date from the software application elements as well as to the maintenance of each piece. End of Life on each piece of equipment requires a complete monitoring from year to year so that the systems have the correct hardware and software to maintain and run the current systems. Hardware replacement plans are in place so that End of Life on specific equipment is prepared in advance to address the need to purchase new equipment. Systems include: VOIP, Wireless, PA Systems, Data Drops, Security Systems, Access Control and Building Maintenance Management Systems.

• Increased Web Based Software: Web Based Software provides the district with challenges that we enough computers/laptops or devices to access the Internet to have functionality. With this comes the cost of increase bandwidth to access the Internet but to also permit full usage of the software without latency issues. Additional costs come from the increase of Wireless Access Points, POE Switches and Patch Panels that provide this access.

• Upgraded Website: The continued growth of our website for high level communication purposes are faced with the additional components that permit video to be transmitted from our site with this comes a cost.

• Centralized Printing Plan:

In an effort to reduce the cost of printing in the district we are researching and creating a plan to reduce costs for computer printers, toner and other supplies that increase the cost of printing. The plan would institute printing locations throughout each building where printing would have those job sent directly to a Xerox machine that would significantly reduce the cost of purchasing individual classroom printers and supplies. Offices and labs would continue to have printers for high level printing projects.

• On-line Courses: NovaNet Providing students with ability to have classes for recovery purposes to take an online course comes with an expense. This expense comes from the fees for the software as well as the professional development that is combined within this application.

• Maintaining and Upgrading Current Computer Systems:

The life cycle for each computer is considered every 3-4 years so that systems are updated to provide a full level of access and functionality for staff and students. Virtual Servers installed and configured to reduce future hardware equipment costs.

Future Challenges:

• Wireless: researching options to provide wireless access to the MS and BRS. Factors include upgrading of current switches to POE switches to provide needed electricity and signal to access points.

• Polices and Regulations: maintain and create policies to be in compliance with NYS Ed Dept on the creation of computer acceptable use, wireless devices within the school campus and faculty & staff social media guidelines.

• Castle Learning Project: A web based software that provides students the opportunity to access subject related assignments and class work with immediate feedback for subject content.

• Math Right Software: A FREE web based software that provides students with ability to work on math content grades 9-12 for 2011-2012.

• Computer Upgrade Project: Create, design, coordinate and implement the updating of new computer equipment in classrooms, labs and offices. Considerations for additional smartboards and peripherals.

Future Challenges: