Antioch Unified School Antioch Unified School DistrictDistrict

Technology ReviewTechnology ReviewTeam B8Team B8

Aubrey Craig, Kathy Cunnane, Aubrey Craig, Kathy Cunnane, Karen Kimmel & Mark McCoyKaren Kimmel & Mark McCoy

Background InformationBackground Information

District ConcernsDistrict Concerns What is the purpose of FCMAT?What is the purpose of FCMAT?

Scope and ObjectivesScope and Objectives

Evaluate the District’s Network SecurityEvaluate the District’s Network Security Physical, application and informationPhysical, application and information Student Information SystemStudent Information System Perimeter Perimeter

Assess current technology policiesAssess current technology policies Assess technology staffingAssess technology staffing Review District’s administrative and Review District’s administrative and

instructional technology programsinstructional technology programs Review the E-rate documentationReview the E-rate documentation

Department RestructuringDepartment Restructuring

Goal:Goal:

• Increase efficiency and the ability of the Increase efficiency and the ability of the department to provide necessary service department to provide necessary service functions.functions.

Key Factors:Key Factors:

• Addition of a cabinet level IT Director to Addition of a cabinet level IT Director to oversee the department oversee the department

• EETT Grant Coordinator EETT Grant Coordinator

• Increased site support staffIncreased site support staff

Restructuring SpecificsRestructuring Specifics

Staffing ChangesStaffing Changes

Budget Implications of Proposed ChangesBudget Implications of Proposed Changes

Education TechnologyEducation Technology

Technology SupportTechnology Support

Administrative ServicesAdministrative Services

Proposed Organization ChartProposed Organization Chart

IT Director

Admin ServicesManager (.5 FTE)

Tech Support Manager (.5 FTE)

Ed TechCoordinator

Tech Secretary

Systems Superv/CSIS Coord

Fiscal Tech

Systems Tech

Network Analysts (2 FTE)

Tech AnalystTechnicians

(7 FTE)EETT Coordinator

Policies and ProceduresPolicies and Procedures Acceptable Use PolicyAcceptable Use Policy New and Departing EmployeesNew and Departing Employees Employee Status ChangeEmployee Status Change Wireless TechnologyWireless Technology Personal Computers on District NetworkPersonal Computers on District Network Budget and Hardware PlanningBudget and Hardware Planning Desktop Security and User SupportDesktop Security and User Support Password PolicyPassword Policy Data BackupData Backup District Web Site AdministrationDistrict Web Site Administration New Project ProposalNew Project Proposal Technician Use of Personal VehiclesTechnician Use of Personal Vehicles

Network ReviewNetwork Review

Equipment has or is reaching end of useful Equipment has or is reaching end of useful lifespanlifespanPresent security measures inadequate Present security measures inadequate due to infrastructure and technical due to infrastructure and technical deficienciesdeficienciesCost to implement majority of Cost to implement majority of recommendations is minimal and more recommendations is minimal and more expensive items may be covered without expensive items may be covered without encroaching on the general fundencroaching on the general fund

Benefits & Risks of ImplementationBenefits & Risks of Implementation

BenefitsBenefits Improved SecurityImproved Security Improved SpeedImproved Speed Improved ReliabilityImproved Reliability Improved Response Time/Support LevelImproved Response Time/Support Level

RisksRisks System downtime during conversionsSystem downtime during conversions Cost ConcernsCost Concerns

Risks vs. BenefitsRisks vs. Benefits

Proposed Staffing ChangesProposed Staffing Changes

New Positions:New Positions:IT DirectorIT DirectorEETT Grant ManagerEETT Grant Manager

Expanded Positions:Expanded Positions:Additional Site Support Technicians (2) Additional Site Support Technicians (2)

Re-Assigned Positions:Re-Assigned Positions:Information System Technicians (-2) Information System Technicians (-2) Data System Supervisor/CSIS Coordinator (1)Data System Supervisor/CSIS Coordinator (1)Fiscal Technician (1) Fiscal Technician (1)

Budget Implications of Staff Budget Implications of Staff ChangesChanges

Proposed Changes will increase the Proposed Changes will increase the department budget by $300,000/year.department budget by $300,000/year.

Funding Sources Identified:Funding Sources Identified: State Ed Tech Funding Available State Ed Tech Funding Available $180,000$180,000 Title II Tech Funding Available Title II Tech Funding Available $ 55,000$ 55,000 EETT Grant Funding Available EETT Grant Funding Available $ 65,000$ 65,000

IT DepartmentIT DepartmentEducation TechnologyEducation Technology

Mission:Mission:

Promote successful technology use and Promote successful technology use and provide a strong leadership role within the provide a strong leadership role within the district’s teaching community.district’s teaching community.

Focus to be on teacher training and Focus to be on teacher training and classroom integration of technology and classroom integration of technology and servicesservices

IT DepartmentIT DepartmentTechnology SupportTechnology Support

Mission:Mission:

Promote successful technology use Promote successful technology use through timely, high quality system through timely, high quality system support.support.

Priority on servicing classroom Priority on servicing classroom technology.technology.

IT DepartmentIT DepartmentAdministrative ServicesAdministrative Services

Mission:Mission:

Promote successful technology use Promote successful technology use through vision at the cabinet level.through vision at the cabinet level.

Focus to be on leading and supporting the Focus to be on leading and supporting the department’s Education and Support staff.department’s Education and Support staff.

Network ModernizationNetwork Modernization

Convert to a single routing protocol Convert to a single routing protocol (TCP/IP)(TCP/IP)Maintain accurate and current Maintain accurate and current documentation of all network components. documentation of all network components. Replace components where warranted Replace components where warranted and use network inventory documentation and use network inventory documentation to anticipate and schedule future to anticipate and schedule future equipment replacement equipment replacement Upgrade to CAT 5e and fiber wiring Upgrade to CAT 5e and fiber wiring

Network SecurityNetwork Security

Configure all network components to support Configure all network components to support remote logging, time protocols, AAA via remote logging, time protocols, AAA via RADIUS, time out connections, and other RADIUS, time out connections, and other support features to provide audit trail and support features to provide audit trail and additional security layers. additional security layers.

Use randomly generated SNMP community Use randomly generated SNMP community strings and change them periodically as deemed strings and change them periodically as deemed appropriateappropriate

Network Security and UpgradesNetwork Security and Upgrades

Use only IP-based network applications, Use only IP-based network applications, continuously update firmware on WAP devises, continuously update firmware on WAP devises, and use local time stamp and Cisco msec and use local time stamp and Cisco msec options on local component time stamp logs.options on local component time stamp logs.

Assign unique and separate passwords for Assign unique and separate passwords for command prompts (telnet login and enable command prompts (telnet login and enable password) password)

Convert to 802.1x access control to facilitate Convert to 802.1x access control to facilitate secure wireless networksecure wireless network

Policies and ProceduresPolicies and ProceduresAcceptable Use PolicyAcceptable Use Policy Contain standards of acceptable usage Contain standards of acceptable usage

and penalties for misuseand penalties for misuse Requires district’s representative and legal Requires district’s representative and legal

counsel to review policy annuallycounsel to review policy annually Requires student and staff to sign up at Requires student and staff to sign up at

beginning of each school yearbeginning of each school year Allows the district to have a network Allows the district to have a network

monitoring processmonitoring process

Policies and ProceduresPolicies and Procedures

New and Departing EmployeesNew and Departing Employees Includes a checklist of forms and Includes a checklist of forms and

accessible for each employeeaccessible for each employee Emails will be sent to each department Emails will be sent to each department

head listing employee’s availabilityhead listing employee’s availability Each department head is required to Each department head is required to

check off appropriate services for new hirecheck off appropriate services for new hire Employees on leave of absence have Employees on leave of absence have

access to email onlyaccess to email only

Policies and Procedures Policies and Procedures Employee Status ChangeEmployee Status Change Technology grant employee access to folders Technology grant employee access to folders

and printers onlyand printers only Access is granted after the approval of Access is granted after the approval of

appropriate partyappropriate partyWireless TechnologyWireless Technology Allows district configured wireless access onlyAllows district configured wireless access only Allows technology staff or site administrator to Allows technology staff or site administrator to

confiscate non-district owned device found on confiscate non-district owned device found on district’s networkdistrict’s network

Confiscate device returned after letter of Confiscate device returned after letter of reprimand reprimand

Policies and ProceduresPolicies and ProceduresPersonal Computers on District NetworkPersonal Computers on District Network Technology must certify equipment prior to connectingTechnology must certify equipment prior to connecting Prevents district’s software from being loaded onto Prevents district’s software from being loaded onto

personal computerspersonal computers Personal software can only be loaded on district-owned Personal software can only be loaded on district-owned

computers after receiving donation documentation from computers after receiving donation documentation from ownerowner

Budget and Hardware PlanningBudget and Hardware Planning Allows the district to set aside funds for new equipment Allows the district to set aside funds for new equipment

and softwareand software Allows technology to charge a yearly support fee Allows technology to charge a yearly support fee Allows the district to develop schedule for replacing Allows the district to develop schedule for replacing

equipmentequipment

Policies and ProceduresPolicies and ProceduresDesktop Security and User SupportDesktop Security and User Support Establish a ratio of technician to the number of Establish a ratio of technician to the number of

computers per sitecomputers per site Establish guidelines to assist with equitable and Establish guidelines to assist with equitable and

flexibility to meet users’ needflexibility to meet users’ need Gives IT Department the ability to establish Gives IT Department the ability to establish

priority on all work orderspriority on all work orders

Password PolicyPassword Policy Protects against unauthorized access of Protects against unauthorized access of

technology resourcestechnology resources Establish levels of access to technology Establish levels of access to technology

resourcesresources Establish a standard for password configurationEstablish a standard for password configuration

Policies and ProceduresPolicies and ProceduresData BackupData Backup Perform one full backup each week with nightly Perform one full backup each week with nightly

incremental of additional or change dataincremental of additional or change data Perform a full backup off site each week to Perform a full backup off site each week to

protect the integrity of the dataprotect the integrity of the dataDistrict Web Site AdministrationDistrict Web Site Administration Requires district web site to go through scrutiny Requires district web site to go through scrutiny

for spelling, content, and adherence to all district for spelling, content, and adherence to all district policiespolicies

Superintendent is responsible for contentSuperintendent is responsible for content Student’s picture can be posted to web site only Student’s picture can be posted to web site only

after receiving written permission from legal after receiving written permission from legal parent or guardianparent or guardian

Policies and ProceduresPolicies and ProceduresNew Project ProposalNew Project Proposal Allows IT Department to be involve in the planning stage Allows IT Department to be involve in the planning stage

of any project or technology over a pre-determined amountof any project or technology over a pre-determined amount Allows IT Department and Business Service Departments Allows IT Department and Business Service Departments

to prevent misuse of fiscal resources to outside entitiesto prevent misuse of fiscal resources to outside entities

Technician Use of Personal VehiclesTechnician Use of Personal Vehicles Establish procedures technicians have to follow in order to Establish procedures technicians have to follow in order to

be reimburse for personal vehicle usagebe reimburse for personal vehicle usage Technicians are required to fill a log with time, date, and Technicians are required to fill a log with time, date, and

mileagemileage IT Administrator must review all logs before IT Administrator must review all logs before

reimbursementreimbursement

Policy and ProceduresPolicy and Procedures

Acceptable Use PolicyAcceptable Use Policy Contain standards of acceptable usage Contain standards of acceptable usage

and penalties for misuseand penalties for misuse Requires student and staff to sign at the Requires student and staff to sign at the

beginning of each school yearbeginning of each school year Allows the district to have a network Allows the district to have a network

monitoring process.monitoring process.

Policy and ProceduresPolicy and Procedures

Budget and Hardware PlanningBudget and Hardware Planning Allows the district to set aside Allows the district to set aside

funds for new equipment and funds for new equipment and softwaresoftware

District Web Site AdministrationDistrict Web Site Administration Superintendent is responsible for Superintendent is responsible for

contentcontent

Thank you for your time, attention, Thank you for your time, attention, and considerationand consideration