don seawall, batavia usd 101 sarah beyne, digital schools otto monnig, digital schools hosted or...
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DON SEAWALL, BATAVIA USD 101
SARAH BEYNE, DIGITAL SCHOOLS
OTTO MONNIG, DIGITAL SCHOOLS
HOSTED OR SELF
HOSTED
EXPLORE THE OPTIONS
1© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
UNDERSTANDING HOSTING ALTERNATIVES
ASSESSING AND BEST USING DISTRICT RESOURCES (MAKING
THE BEST DECISION)
KNOWING HOW TO EVALUATE TECHNOLOGY COMPANIES AND
RESOURCES
OBJECTIVES
2© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
HOSTING ALTERNATIVES
Many options available todayOnsite, Offsite, CloudWe will compare the two most
common Hosted at district Hosted elsewhere (SaaS) No differentiation between mission critical and non-mission critical applications
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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WHAT DOES ‘SaaS’ MEAN?
HOSTED Elsewhere/SaaS
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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TERMS - SaaS
SaaS – Software as a ServiceYou rent application access for a monthly fee.Examples:
Google AppsMicrosoft Office 365SIS Vendor Digital Schoolsmany others…
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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SaaS PARAMETERS
VENDOR PROVIDES the servers, application software and
supporting infrastructure offsite at a secure data center. District data is stored at this location as well.
PAYS Power, Network, Licensing and Security costs.
PROVIDES backup and failover protection. MAINTAINS hardware and UPDATES software. PROVIDES technical support.
DISTRICT pays a fee for service. © Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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SaaS BENEFITS
Fast Deployment and Implementation
Lower cost of entry
Lower Total Cost of Ownership (TCO)
Minimizes District’s Ongoing Capital Expenditures
Improves Allocation of District IT Staff (now able to focus on the educational mission)
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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SaaS BENEFITS
Lower Risk
Application Expertise available Immediately
Secure Power and Network Infrastructure
Availability - (secure data backup, failover). Costs are spread among many users.
8© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
KEY REQUIREMENTS: SaaS
Product updates and revisions/scheduleBest practices for equipment and servicesSECURITYPerformance Monitoring and MaintenanceTimely Back Up and FailoverFormalized Change Control ProcessCurrent and adequate infrastructure with
sufficient staffing.
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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What are the Parameters?
District / Self Hosted
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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SELF HOSTED/DISTRICT: Definition
Application and data are stored at the district’s facility under District supervision and maintenance.
District responsible for level 1 and level 2 support.
Vendor support available through support agreement.
District maintains backups. District updates as necessary.
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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District (Self) Hosted Parameters
DISTRICT PROVIDES the servers and supporting
infrastructure offsite at a secure data center. District data is stored at this location as well.
PAYS Power, Network, Licensing and Security costs.
PROVIDES backup and failover protection. MAINTAINS hardware and UPDATES software. PROVIDES technical support.
VENDOR provides application software (and may collect additional fees)
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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What are our capabilities and environment?
Questions a CIO Must ask Up Front
District / Self Hosted
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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• What is the current state of technology?• Do you have a qual i ty infrastructure in place?• Is your backup/disaster recovery plan proven?• How valuable is your data?• How much does a work stoppage cost?• How staff ed are you?• What is the ski l l level of your staff ?• What are your needs?• Do you have many customizat ion needs?
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
District / Self Hosted
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DISTRICT SHOULD OFFER & EXPECT
Purchase and Maintain Equipment NeededEnsure Equipment PerformanceEnsure Back ups and fail over protectionCoordinate prior to making equipment
changes or any modifications (will impact vendor OS)
Vendor provides requirements in writing for server set up and process documentation
Vendor provides coordinated update and/or “Fix” process
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
Features SaaS SELF HOSTED
Subscription Fees Yes Yes
Up Front Hardware Fees No Yes
Up Front Software purchase and/or license fees
No Yes
Hardware Selection & Costs No Yes
System Setup Schedule Mutually agreed implementation timetable
Mutually agreed Implementation timetable
Trained support and Maintenance Staff
Yes Training may be required
Support Staff availability Yes (application dependent) Yes (application dependent)
First Level Troubleshooting prior to escalation to vendor
Generally handles first level Yes (application dependent)
Regular maintenance performed by trained staff
Yes Yes
Features Saas SELF HOSTED
Regular Software Updates Vendor responsibility District responsibility
R&D for new products and regulations
Yes No
Testing costs for new products Vendor responsibility NA
Nightly and snapshots Backups Yes District responsibility
Data stored locally No Yes
Offsite Backup Application Dependent District responsibility
Service Level Agreements Negotiated Negotiated
Redundant Systems for Failover
Application Dependent District responsibility
Disaster Recovery Management
Application Dependent District responsibility
What Do You Want to Accomplish?
Assessing District Resources
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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CURRENT EVALUATION
District SizeTrendsBudget Trend (Up or Down)Who is Making the IT Decisions (Centralized
or Decentralized)?Current staffing and skill setOther projects and requirements including
timing(current challenges, obsolescence of systems)What capabilities will you need to add for a
new application: people and equipment?© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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CASE EXAMPLES
System requirements for Student Information System
ERP system requirements for a generic integrated financial/payroll and HR solution.
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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POWER SCHOOL IMPLEMENTATION
Power School implementationMultiple virtualized servers implemented and maintained with vendor support agreementOn going customization to meet customer needsReal time District support performed by District staff
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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POWER SCHOOL IMPLEMENTATION
Self hosted Power School implementationCreated 2 temporary in house implementation positionsPurchased vendor implementation guidanceMultiple virtualized servers implemented and maintainedOffered in house training programs to staffOn going customization to meet customer needsReal time District support performed by District staff
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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CASE EXAMPLE Finance/Payroll/HR System
District serving 20,000 students purchases and installs a Financial/Payroll and HR solution:
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
Typical School District #1
Students
20,000
Teaching Staff
1,200
Support Staff
1,600
Frequent Users
24
Intermittent Users
160
Maximum Users (+20%)
221 Concurrent Users (experience)
64
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CASE EXAMPLE Finance/Payroll/HR System
First Year Costs for “Generic” Application:
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
Servers, Licenses and Services Cost
1Web $ 8,500 1Database (SQL 2008) $ 35,000 1Firewall $ 4,000 1Backup Server $ 40,000
Offsite Backups (yearly) $ 6,000 $ 93,500
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PRICING MODELFinance/Payroll/HR System
SaaS may be billed Per Student Per FTE Per Users By license fee or subscription fee Other (e.g. additional fees for services)
“Buyer Beware” Know what you are paying for and involve IT.
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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MAKING THE BEST DECISION
What is the business of the Technology Division?
What is your mission? Are you fulfilling it? For Example: Enabling education Providing Technology tools to facilitate
learning Providing 24 hour uptime
Are decisions being made that are unbiased and made in the best interests of the District.
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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Can the Vendor Deliver What’s Required?
Assessing the Vendor
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AT THE TABLE:Ownership in the Process
Who has a stake in the decision making process?
Hosted versus Self Hosted seems to be Technology only…is it?
What is the role of the District CBO?What is the role of the Board? It’s the District’s data…who is accountable
at the District?
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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BEFORE YOU TALK TO A VENDOR…
Are key stakeholders in agreement?Is the IT Department in agreement?Have requirements been defined by the
various stakeholders?Is district management committed to change?
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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VENDOR QUESTIONS
Where is my data stored?1. How and where is the data stored?2. What is the physical location? 3. What is the archive for “old” data?
Is Proximity Tied to Performance? If not, in the vendor’s view, what is the
rationale?
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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VENDOR QUESTIONS Cont’d
Who is responsible for the data? What are accessibility and security provisions? Who maintains data? Who owns the data? Who is responsible for quality of data being
entered?Set for the plan of roles and
responsibilities at the outset. Make sure the “Contract” is clear
regarding responsibilitiesHave a lawyer review SLAs carefully
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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VENDOR QUESTIONS Cont’d
What is the Disaster Recovery Plan? What is the plan in the event of power outages? What in the outage is the vendor’s responsibility? Is there a failover plan and do you have your own
plan to achieve continuity and redundancy?
How Secure is the Data? What are the back up provisions? How far away is the failover facility? What are the facility security provisions? How is unauthorized access prevented
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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VENDOR QUESTIONS Cont’d
What happens if the vendor is acquired or goes under? How is your data protected? How is it accessible? Have your provided in the contract for data
accessibility in such an event? Have you defined in writing how quickly your
data will be returned to you? Do you want source code access?
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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CRITERIA TO DISCUSS
Implementation: time and trainingExperience with other implementations Consultant participationWill the software eliminate jobs at the district
level?Integration with other software?Contractual review criteria
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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HOW THE VENDOR CAN HELP
The ContractClarity regarding costsLeadership requirementsDistrict requirements, processes, proceduresWorking with YOUR schedules and advance
planningStatus reporting during implementationTraining testsRequirements for measuring ROI
© Digital Schools 2011 [email protected] in collaboration with Don Seawall, Director IT, Batavia 101
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QUESTIONS & ANSWERS
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