information technology services strategy and annual … · information technology services strategy...

0

Information Technology Services

Strategy and Annual Plan 2017-18 Issued May, 2017

This page intentionally left blank

IT Strategy 2017-18 Page 1 5/23/2017 9:54 AM

Table of Contents

1. EXECUTIVE SUMMARY......................................................................................................................... 3

2. CONTEXT OF THE ITS STRATEGY ..................................................................................................... 5

2.1. INTRODUCTION..................................................................................................................................... 5 2.2. KEY GECDSB STRATEGIES – STRATEGIC PLAN 2015-2020 ................................................................ 5

3. ITS VISION AND GUIDING PRINCIPLES ........................................................................................... 7

3.1. VISION ................................................................................................................................................. 7 3.2. GUIDING PRINCIPLES ............................................................................................................................ 7

4. STRENGTHS, WEAKNESSES, OPPORTUNITIES AND THREATS ................................................ 9

4.1. STRENGTHS .......................................................................................................................................... 9 4.2. WEAKNESSES ..................................................................................................................................... 10 4.3. OPPORTUNITIES .................................................................................................................................. 11 4.4. THREATS ............................................................................................................................................ 12

5. VIEW 2020-21 ........................................................................................................................................... 13

6. HIGH LEVEL TIMELINE ...................................................................................................................... 23

7. DEMAND PLAN 2017-18 ........................................................................................................................ 27

APPENDIX 1 – AMENDMENTS ..................................................................................................................... 29


1. Executive Summary

This document defines a three-year strategy for ITS and is updated annually. Its analysis

and initiatives are guided by GECDSB’s strategic plan and by industry best practice.

Technology Council has agreed that our vision for the Information Technology Services

Department at the Greater Essex County District School Board is to “align its policies,

procedures, resources and partnerships with the vision of the GECDSB’s Strategic

Plan and Board Improvement Plan for Student Achievement and Well-Being through

innovation, service and support.” The key words guiding everything we do are:

IIInnnnnnooovvvaaattteee

EEEnnnaaabbbllleee

SSSeeerrrvvveee

The Guiding Principles set by Technology Council are used to develop the ITS Strategy

and fall into these categories:

The role of IT: Expectations for IT investments in the GECDSB.

Information and data: How information is gathered, stored, accessed and used.

IT architecture and standards: The level of enforcement of IT architectural guidelines

and the standards that flow from these.

Communications: The extent of communication capabilities and services.

IT assets: The nature of IT resources and how they are made available.

Based on these Guiding Principles and a detailed Strength-Weakness-Opportunity-Threat

(SWOT) analysis, the ITS Strategy describes initiatives that align with the Board’s

Strategic Goals as follows:

Confident Learners who:

CL1 Achieve individual success in the pathway of their choice.

CL2 Practice and promote positive and healthy behaviours.

CL3 Act responsibly to self and others through good citizenship.

Engaged Communities that:

EC1 Respond to the needs of our learners.

EC2 Partner to enhance outcomes.

EC3 Embrace the diversity of our region.

Ethical Stewardship through:

ES1 Budget alignment with strategic priorities.

ES2 Effective, responsible and sustainable use of resources.

ES3 Safe and welcoming schools and facilities.

Specific initiatives under these general descriptions are documented and plotted on a

high level timeline for delivery, followed by the Annual Demand Plan.


2. Context of the ITS Strategy

2.1. Introduction

The ITS focus will be strategic with a long-term vision for the future.

The following document governs the activities of the ITS Department and has been

created by the members of the Technology Council. Technology Council includes

members from all the stakeholder groups in the Greater Essex County District School

Board (GECDSB) as follows:

This strategy discusses ITS activities for the next three years, is updated annually by

Technology Council and is approved by Director’s Council prior to publication. Its

analysis and initiatives are guided by the Greater Essex County District School Board’s

strategic plans and by industry best practice.

2.2. Key GECDSB Strategies – Strategic Plan 2015-2020

The Strategic Plan provides the details of the GECDSB’s direction based on its mission:


“Excellence in public education – confident learners, engaged communities, ethical

stewardship.”

The Board’s Strategic Goals guide all ITS initiatives and are documented as follows:

Confident Learners who:

CL1 Achieve individual success in the pathway of their choice.

CL2 Practice and promote positive and healthy behaviours.

CL3 Act responsibly to self and others through good citizenship.

Engaged Communities that:

EC1 Respond to the needs of our learners.

EC2 Partner to enhance outcomes.

EC3 Embrace the diversity of our region.

Ethical Stewardship through:

ES1 Budget alignment with strategic priorities.

ES2 Effective, responsible and sustainable use of resources.

ES3 Safe and welcoming schools and facilities.


3. ITS Vision and Guiding Principles

3.1. Vision

Our vision for the Information Technology Services Department at the Greater Essex

County District School Board is to “align its policies, procedures, resources and

partnerships with the vision of the GECDSB’s Strategic Plan and Board Improvement

Plan for Student Achievement and Well-Being through innovation, service and

support.”

The key words guiding everything we do are:

IIInnnnnnooovvvaaattteee

EEEnnnaaabbbllleee

SSSeeerrrvvveee

3.2. Guiding Principles

The Guiding Principles on the following page serve to define the IT vision in more detail.

They can be generally categorized with the following definitions, taken from The New

CIO Leader, Gartner, Inc. and Harvard Business School Press, 2005, Marianne Brodbent

and Ellen S. Kitzis.

The role of IT: Expectations for IT investments in <GECDSB>.

Information and data: How information is gathered, stored, accessed and used.

IT architecture and standards: The level of enforcement of IT architectural guidelines

and the standards that flow from these.

Communications: The extent of communication capabilities and services.

IT assets: The nature of hardware and software resources available and how they are

made available.


Guiding Principles

Role of IT Information and Data

IT Architecture and Standards

Communications IT Assets

The IT department is a service provider, partner and supporter focused on

meeting student, staff, administrator,

parent, community partner and ITS end-user requirements.

We maximize the value to all

stakeholders of every IT dollar spent at

GECDSB.

Stakeholders are assembled to make recommendations for suitable

applications affecting their use of

information technology. Consultation means better decisions.

We ensure that every application that we run has an owner identified who is

responsible for coordinating support to

its users.

The design and implementation of

technology in new school construction adheres to ITS standards to ensure that

current and innovative technology can

be supported.

We improve IT staff knowledge and

service through regular training.

We provide appropriate software training and support to stakeholders

outside the IT department.

IT expenditures are prioritized within

the budget approved by the Board.

We follow relevant industry-standard IT

methodologies to guide and govern all aspects of IT processes.

We routinely seek feedback from our stakeholders e.g. Customer Satisfaction

Survey

We implement and integrate systems such that data is

entered accurately once and

once only at source and is validated with system edits.

We use IT applications to

reduce costs through

eliminating duplication of

effort.

We strive towards standard

data definitions and business

rules across all applications.

All applications, business

rules and processes are clearly documented.

All data is secured and shared according to

GECDSB’s privacy policies.

Third party providers/vendors must

adhere to the GECDSB

privacy policy.

All data is backed up and

secured as provided in the GECDSB Disaster Recovery

Plan.

Data is collected and used to improve services and

improve the instructional process resulting in

improved student

achievement.

We ensure that information

and data is available to the

appropriate roles.

We share the responsibility with the rest of GECDSB to

communicate the importance

of securing data.

We only purchase proven,

fully vendor-supported

software and hardware

products and services

following the procurement

guidelines that meet

GECDSB’s standards, can be

supported in the GECDSB

environment and are suitable

for the purpose for which they

are intended.

We enforce standards for

hardware, software and

connectivity technology

selection and implementation

to streamline resource

requirements, reduce

incompatibilities and costs and

maximize reliability.

We review and revise our

standards regularly based

upon need, available

technology and budget.

We provide technology

seamlessly and with

transparency to allow

customers to focus on their

tasks rather than the tools.

We implement Tier 1

hardware solutions and

processes that will strive for

100% availability of the

technology.

We choose on premise or

cloud implementations of

applications as appropriate.

We secure our network

against internal and

external threats, while

enhancing service

flexibility (e.g. allowing

outside devices to connect

to our network and share

GECDSB resources).

GECDSB students, staff,

parents and the

community must be able

to access the IT resources

that they need from any

internet-connected

location.

GECDSB employees who

travel must be able to

access the IT resources

that they need from any

location outside the

jurisdiction of GECDSB

with GECDSB-owned

equipment and personal

devices.

We provide the best

possible Wide and Local

Area Networks with the

resources that we have

available.

We provide access to the

internet to enhance and

support student learning

in a safe environment.

We purchase suitable

applications where

appropriate rather than

develop software in-

house. We implement

with minimum

customization (minimum

programming changes).

We ensure an IT Disaster

Recovery Plan is built,

regularly maintained,

tested and followed.

We foster innovation by

providing support and

evaluation of pilot

programs of technology-

enabled operational tools

and learning programs.

We review, revise and/or

replace our applications

and hardware at regular

intervals.

We continue to provide

flexibility in the Board’s

infrastructure solutions to

anticipate the

implementation of new

technologies in the

future.


4. Strengths, Weaknesses, Opportunities and Threats

4.1. Strengths

Wireless access is available in all locations

Access to technology is available at the point of instruction

Compass 4 Success is readily available to Superintendents, their Administrative

Assistants, Principals, Vice Principals, Student Success and Guidance teachers

Abundant and relevant data is available and protected

School administrators and staff are using data to drive instruction

Standardized Tier 1 equipment

Improved access to student information through applications e.g. Compass 4 Success,

GeoQuery, student information system

A variety of software has been tested and approved

Standard images for the devices in the Elementary panel minimize teacher/ student

training and support

Fast network speeds

Internet filter permits granular control

The Board financially supports the need to maintain sufficient access to internet

bandwidth

Provide safe and secure computer access

Availability of loaner hardware for administration use

Have a Help Desk with extended service hours and set up to provide live responses to

telephone queries

Have call log tracking which permits problem trend analysis to facilitate continuous

service improvements

Respond to emergencies

Business process for SEA computers has been developed

Network up time is 99.7%, providing service to all students and staff

Board-sponsored web resources

Have a governance model for projects and selection of computing infrastructure,

which includes Senior Administration as participants

Team approach to problem resolution

Improved collaboration for all stakeholders through Technology Council and formal

governance

Computer ratio and lab sizes have been established

Evergreen plan exists

Scheduled backups in all schools

Centralized and standardized servers/services

Have optimized the management of data and the integrity of the data

Awareness of issues has been raised and steps are being taken to improve business

processes as systems are being upgraded

Foundation is now in place to build better business processes for the future


Desire to improve business processes exists

Have a process for meeting timelines for reporting

Established process for securing data

Server standard has been established for applications i.e. client/ server, Intel or AMD

processors, Blades, SAN, SQL database

Disaster Recovery Plan has been written

Good virus protection has reduced the number of service interruptions due to viruses

to almost zero

Security access is documented

Permit access to GECDSB technology resources by users’ personal equipment

4.2. Weaknesses

Non-standard image in Secondary leads to increased support

Increased SEA claims affect setup and support

Availability of time for learning use of software

Lack of classroom supervision

Compass 4 Success is not used regularly

Inaccurate data is entered without understanding of impact to other staff and

applications

Documented processes are not followed, lack of accountability

Long call log resolution time in some cases

False sense of security with internet filtering

No Board-provided forum available for staff and students to publish work and

exchange ideas outside the Board

Lack of understanding across GECDSB of what systems are used and what data is

available already

Lack of backup/ job overlap in some cases

Some staff continue to use Board equipment slated for retirement

Lack of ITS resources to support system initiatives

Inconsistent standard for “drop” locations in older buildings

Lack of redundancy for essential infrastructure components

Insufficient funding to keep up with change

Regular network intrusion tests are not performed

Long hardware repair down time in schools

Instructional software selection list, including iPad applications, is large and

challenging to manage

Older hardware architecture cannot perform with updated software, and newer

hardware cannot run older software

Lack of appropriate system edits prevents data validation at point of entry

Processes are not always documented

ITS does not have a Systems Analyst to help design systems integration

Standards are not consistently documented

Occasionally the ITS process impedes flexibility e.g. software


4.3. Opportunities

Work toward one to one computing device to student ratio by leveraging the ability

for students to bring their own devices (BYOD) to the classroom in addition to

providing Board-purchased devices

Improve student learning by changing instructional practice

Use data to plan and enhance professional learning

Broaden user access to Compass 4 Success

Research new and emerging technologies

Focus less on the device and more on the application in the classroom

Provide specific training as identified by school administrators on how to use data for

SIPSA, etc.

Leverage the ability to filter websites with granularity, such as by panel or division

Use by students/ staff of Web 2.0 tools

Quality control of responses to Help Desk requests

While greatly improved, more training needed to build capacity re: healthy data

culture

New tablet device technologies offer important opportunities for improved

instructional practice when used appropriately

Web- or intranet-based application use is increasing

Aligning information to allow for better decision-making

Provide access to information to facilitate better student and parent engagement

Provide a “doorway” to global educational opportunities (Pathways, career

opportunities based on strengths

Implementation and sharing/ communicating of Business Process Improvement

practices

Enterprise portal implementation will open up more opportunities for business

process automation and improved communication

To spend government funding when allocated outside the normal budget process

To improve any business system which would increase efficiency

Provide remote access to data e.g. staff access from home

Document and improve processes e.g. K212, IPPS.net

Increased automation would allow strategic deployment of staff and reduce costs

Single sign on would improve efficiency

The creation of the Disaster Recovery Plan (DRP) has generated several

infrastructure projects that will move GECDSB closer to IT industry standards

Develop offsite Disaster Recovery location

Opportunity to improve SEA computer support processes because of the increase in

the number of machines in recent times

Implement systems so that information is not entered by multiple people multiple

times for individualized purposes


4.4. Threats

Insufficient funding hinders providing technology at the point of instruction

Insufficient Professional Development funds to train staff to integrate technology at

the point of instruction

Inaccurate data input

Reliance on data over personal experience and judgment

Uneven adoption of technology by staff

Fast pace of technological change forces moving on before leveraging what is already

implemented

Trying to make many changes with too few staff and other resource constraints

Use of internet bandwidth for non-educational purposes without consideration for its

conservation may restrict its availability for others who need it for educational

purposes

Release of private information without appropriate scrutiny

Breach of confidentiality

Automation can de-personalize service

Lack of staff adherence to published IT policies

Unauthorized software is being loaded on GECDSB workstations

Unauthorized workstations access the wired network

Users do not clearly understand the importance of securing their workstations when

away from them

System initiatives exceed IT capacity

Internal/external threats of hacking, viruses, etc.

Funding constraints which limit plan implementation

7-year old equipment

Lack of buy-in from staff to enter accurate data

GECDSB staff do not understand the risks associated with storing confidential data

on the hard drive of a computer

Controlling access to systems

Business processes conflict causing a “Catch 22” in service e.g. registration and

provision of bus service

Single sign on may allow unauthorized access to multiple systems

Increased risk of theft and vandalism to mobile equipment

License compliance not regularly audited

There is no policy allowing ITS staff to temporarily revoke access to the network in

case of emergency

Fast pace of hardware/software/Operating System change


5. View 2020-21


6. High Level Timeline


7. Demand Plan 2017-18 The Demand Plan as approved by Technology Council and Director’s Council lists the following projects:

Project number Project name

Project manager

One time cost

Annual ongoing

cost change Funding Source

Link to 2020-21

Additional notes

10224 STUC 2017 18 Denis Bester

619,527 0 Classroom Computer Budget 5.6 2016-17 fiscal

10222 ELL management system

Paul Farah

0 0 N/A 5.27 N/A

10223 ETUC 2017 18 Paul Pesce

TBD 0 Classroom Computer Budget 5.6 2016-17 and 2017-18

fiscal

10225 Admin machine purchases 2017 18

Paul Pesce

69,564 0 School Admin Evergreen Budget

5.7 2017-18 fiscal

10226 Lexia deployment Paul Pesce

197,340 0 Special Education (Ministry-funded)

5.28 2016-17 fiscal

10227 Incident tracking system

Paul Pesce

9,491 -2,788 ITS Operations Budget 5.29 2016-17 fiscal

Total 895,922 -2,788

Two projects have been moved to the 2017-18 demand plan. These are:

Document management review

Email archiving review


In addition, several projects are under discussion that may be submitted as ad hoc during the next 14 months. These include:

Document management implementation

Email archiving implementation

K212 implementation

Workplace Violence Management Program

Power BI

Psych/Social Work Services process

Synrevoice conversion to SchoolMessenger

SEA equipment delivery process and reporting

WAN modernization


Appendix 1 – Amendments

Version no.

Issue date Section affected

Nature of amendment Author

1.0 October, 2007 Initial Draft Tech Council

1.1 June, 2008 2.1 Para 1 Remove reference to KPMG report; replace with a generic statement regarding ITS focus

Para 2 Remove reference to KPMG report

Stakeholders diagram Add Superintendents

Tech Council

2.2 All Align with current version of the Continuous Growth Plan

3.2 Role of IT bullet 1 Insert “student, staff, administrator, parent, community partner and ITS” before “end user requirements”

Role of IT bullet 3 Replace “job functions” with “use of information technology”

Role of IT bullet 5 Rewrite to reference ITS standards in new school construction rather than a partnership including ITS

4.1 Technology in the Classroom bullet 1 Add “have been established” to clarify

Technology in the Classroom bullet 2 Add “exists” to clarify

Technology in the Classroom bullet 5 Rewrite to clarify

Technology in the Classroom bullet 6 Rewrite to clarify

Information and Data bullet 1 Replace “A lot of” with “Abundant and relevant”

4.2 Technology in the Classroom bullet 2 Replace “too large to be manageable” with “large and challenging to manage”

Information and Data bullet 1 Replace “Do not have a central department to manage” with “Have not optimized the management of”

Information and Data bullet 2 Rewrite to indicate lack of focus rather than lack of knowledge about data and information

Infrastructure Add bullet “Inconsistent standard for ‘drop’ locations”


Version no.



4.3 Technology in the Classroom Add bullet “Quality control of responses to Help Desk requests”

Infrastructure Add bullet “Permit access to GECDSB technology resources by users’ personal equipment”

4.4 ITS Processes Insert “Risk of” ahead of “security penetrations”

5.1.8 Replace “access to” with “use of”

5.1.10 Remove “Universal Design for all technological assistive devices”

Shift all following 5.1 subsections up

5.2.7 Remove “Data verification” – already included in Guiding Principles under Information and Data


5.2.9 Remove “Data standardization” – already included in Guiding Principles under Information and Data


5.2.11.3 Remove – completed

5.3.15 Remove – requires less than 5 days IT time


5.4.2.5 Remove

5.5.2 Remove – completed


5.5.5 Remove – completed


6 Revise timeline for project completions in 2007-8 and extensions to 2011-12

7 Revise annual plan

2.0 June, 2009 2.2 All Align with current version of the Continuous Growth Plan

Tech Council


Version no.



3.2 Role of IT bullet 6 Insert “and service” after “IT staff knowledge”

Information and Data Add bullets:

“Third party providers/vendors must adhere to the GECDSB privacy policy.” “All data will be secured as provided in the GECDSB Disaster Recovery Plan.” “Data will be collected and used to improve services and improve the instructional process resulting in improved student achievement.”

Communications bullet 3 Replace “IT customers” with “employees” and add “with GECDSB-owned equipment” to the end

Communications Add a bullet “We will maintain the best possible Wide and Local Area Networks with the resources that we have available.”

4.1 Technology in the Classroom bullet 7 Add “in elementary” at the end

Information and Data bullet 3 Remove

Information and Data Add the following bullets:

“School administrators and staff are beginning to use data to drive instruction” “Administrative staff are using data to inform decision-making” “The Data Warehouse is accessible and is being used”

Business Processes and Systems Add the following bullet:

“Improved access through applications”

ITS Processes Add the following bullets:

“Have a process for meeting timelines for reporting” “Improved collaboration for all stakeholders” “Established process for securing data”


Version no.



4.2 Technology in the Classroom bullet 4 Add “scheduled” before backups and “in some schools” at the end

Technology in the Classroom bullet 5 Add “in some locations” at the end

Technology in the Classroom Add the following bullets:

“Non-standard image in secondary leads to increased support.” “Lack of consistent enforcement of rules for hardware repair.” “Allocation of computers to SERR, LST done inconsistently.” “Lack of network connection in portables.”

Information and Data bullets 2, 3 Remove

Information and Data Add the following bullet:

“Lack of access to equipment”

Business Processes and Systems bullets 2, 8 Remove

Business Processes and Systems bullet 7 Add “or Business” after “Systems”

ITS Processes bullet 1 Add “in some areas” at the end

ITS Processes bullet 2 Add “in some cases” at the end

ITS Processes bullet 3 Add “in some cases” at the end

ITS Processes bullet 4 Change “SST” to “IT”

ITS Processes Add the following bullet:

“Help Desk is not staffed continuously throughout the day with extended hours to cover school hours”

Infrastructure bullet 2 Remove “e.g. VAX”


Version no.



4.3 Technology in the Classroom bullet 1 Add “for admin use” at the end


“Inventory updates” “ITS and Spec Ed business process for SEA claims”

Information and Data bullets 1, 2 Remove

Information and Data Add the following bullets:

“Provide access to information to facilitate better student and parent engagement” “Provide a “doorway” to global educational opportunities (Pathways, career opportunities based on strengths)” “Use data to plan and enhance professional learning”

Business Processes and Systems bullets 1, 2 Remove

Business Processes and Systems Add the following bullets:

“Implementation of Business Process Improvement practices” “Increased automation would allow strategic deployment of staff and reduce costs” “Single sign on would improve efficiency”

ITS Processes bullet 3 Add “in schools that do not yet have a scheduled backup solution” at the end

ITS Processes Add the following bullets:

“Research new and emerging technologies” “Develop a business plan with the Spec Ed department” “With LANDesk we will have an opportunity to have a more accurate inventory for planning”

Infrastructure bullet 1 Revise to read WAN upgrade is being implemented


Version no.



4.4 Technology in the Classroom bullet 3 Add “/spyware/Trojans” after “Viruses” and remove “unauthorized”


“Spec Ed plan needed” “7-year old equipment” “Turnaround from identification to delivery” “More demand on shrinking budget”

Information and Data bullet 3 Remove

Information and Data Add the following bullet:

“Release of data without appropriate scrutiny”

Business Processes and Systems bullet 4 Remove

Business Processes and Systems Add the following bullets:

“Automation can de-personalize service” “Business processes conflict causing a ‘Catch 22’ in service e.g. registration and provision of bus service”

ITS Processes bullet 3 Add “and vandalism” after “theft”

5.1 Change 2011-12 to 2012-13

5.1.11 Universal access to the internet – remove – completed; re-number subsequent bullets

5.2 Change 2011-12 to 2012-13

5.2.9 MISA data warehouse enhancements – remove – completed

5.3 Change 2011-12 to 2012-13

5.3.6 Systems analyst position in ITS – remove – not feasible at this time; re-number subsequent bullets

5.3.8 Student information system – revise to reflect results of review

5.3.16 School fundraising accounting package – remove – not feasible at this time

5.4 Change 2011-12 to 2012-13

5.4.2.1 Change “Remote” to “Computer”

5.4.2.2 Equipment inventory – remove – completed


Version no.



5.4.2.3 Call logging – remove – completed

5.4.2.4 Knowledge base – remove – completed

5.5.3 Unified messaging – remove – base infrastructure completed; re-number subsequent bullets

5.5.4 Tighter, yet more flexible network security – remove – completed

5.5.5 Improved desktop security – remove – completed; re-number subsequent bullets

6.0 Revise high level timeline to reflect updated planning

7.0 Change “2008-9” to “2009-10”

Revise to reflect approved plan

2.1 October, 2009 1, 4.1, 5.1

Change “Technology in the Classroom” to “Technology for Learning” to correspond to the introduction to section 4.0

Tech Council

November, 2009 2.2 Change the latest version of the Continuous Growth Plan to September, 2009 from 2008

Tech Council

A.1.2 – Add Focus 2009-2010

A.3.4 – Add Status June 2009 and Focus 2009-2010




B.1.4 – Add Status June 2009 and Focus 2009-2010

B.2.2 – Remove (completed from ITS perspective)



B.4 – Remove (completed)

3.1 Communications – Add “We will provide access to the internet to enhance and support student learning.”


Version no.



4.1 Technology for Learning

o Add “Fast network speeds”

ITS Processes

o Expand “Improved collaboration for all stakeholders through Technology Council and formal governance”

o Add “Business process for SEA computers has been developed”

Infrastructure

o Change Oracle to SQL

o Add “AMD” to Intel processors

o Add “Much better internet filter providing more flexibility”


o Remove “Slow network speeds in some locations”

o Remove “Lack of network connection in portables”

o Add “Increased SEA claims affecting support”

Information and Data

o Add “While greatly improved” to “Lack of training to build capacity re: healthy data culture”

Business Processes and Systems

o Remove “or Business” from “ITS does not have…”

ITS Processes

o Remove “Lack of ability to solve issues remotely in some cases”

o Remove “Lack of documented processes, roles and responsibilities for system implementation”

o Add “Occasionally, the IT process impedes flexibility e.g. software”

Infrastructure

o Remove “Too many users try to go through the same wireless access point simultaneously”

o Add “80MB of internet bandwidth is not enough”

o Add “False sense of security with internet filtering”


Version no.




o Add “Work toward one to one computer to student ratio

Information and Data

o Add “Broaden access to Data Warehouse”


o Change “Document and improve processes”

o Change “Implementation and sharing/ communicating of Business…”

o Add “Enterprise portal implementation will open up more opportunities for business process automation”

ITS Processes

o Opportunity to improve SEA computer support processes because of the increase in the number of machines in recent times”

4.4 Information and Data

o Add “MISA funding from the province is not guaranteed for the future”


o Add “resource constraints” to “Trying to make many changes with too few staff”

o Add “Funding constraints”

December, 2009 5.1.1 Change heading from “1:1 electronic textbooks to students” to “Electronic curriculum delivery”

Change “textbooks to students at a ratio of 1:1” to “curriculum resources to students”

Tech Council

January, 2010 2.1 Insert revised stakeholder chart Tech Council

2.3 Add Board Improvement Plan section

April, 2010 5.1.2 Computer ratios – Remove; review complete, ratios remain the same

Tech Council

5.1.8 Commonplace online use of textbooks/research materials – Remove; the change in language in 5.1.1 now covers this bullet

5.2.7 Privacy policy – Remove; policy implemented in 2009-10


Version no.



5.3.7 Student information system – Remove; after review the project team decided to leave Trevlac on Foxpro due to the increased workload for the DBA/Developer, but continue to implement District Office on SQL.

5.3.10 Tangible capital assets tracking – Remove wording referring to “less than 5 days ITS time” as the initiative is still under investigation.

5.3.15 Online training – Add.

7.0 Change “2009-10” to “2010-11”

Revise to reflect approved plan

3.0 October, 2010 Title page

Revise dates to reflect new year – “2010-11” to “2011-12” and “June, 2010” to “May, 2011”

Tech Council

1. Replace “Continuous Growth Plan” with “strategic plan”

2.1 Replace “Continuous Growth Plan” with “strategic plan”

3.2 Role of IT – Add

o We will utilize industry-standard IT methodologies to guide and govern all aspects of IT processes.

3.2 Information and Data – Add

o We will ensure that information and data is available to the appropriate roles.

o We will share the responsibility with the rest of GECDSB to communicate the importance of securing data.

4.1 Strengths, Technology for Learning – Revise

o “Expanding wireless access” to “Wireless access is available in all locations”

4.1 Strengths, Technology for Learning – Add

o Scheduled backups in all schools

o Availability of loaner hardware for admin use

o Centralize servers/services


Version no.



4.1 Strengths, Information and Data – Revise

o Abundant and relevant data is available and protected

o School administrators and staff are using data to drive instruction

o Compass 4 Success is readily accessible

o Have optimized the management of data and the integrity of the data

4.2 Weaknesses, Technology for Learning – Delete

o Lack of scheduled backups in some schools

o Allocation of computers to SERR, LST done inconsistently

4.2 Weaknesses, Technology for Learning – Add

o Limited internet bandwidth

o No standard process for implementing staff blogs and wikis

4.2 Weaknesses, Information and Data – Delete

o Have not optimized the management of data and the integrity of the data

o While greatly improved, lack of training to build capacity re: healthy data culture

o Lack of access to equipment

4.2 Weaknesses, Business Processes and Systems – Delete

o Information is entered by multiple people multiple times for individualized purposes

4.2 Weaknesses, Infrastructure – Add

o Production applications run on test servers

o Disaster Recovery Plan is not being tested regularly

4.3 Opportunities, Technology for Learning – Delete

o Availability of loaner hardware for admin use

o Centralize servers/services


Version no.



4.3 Opportunities, Technology for Learning – Add

o Web- or intranet- based software use is increasing

o Spec Ed Plan needed

4.3 Opportunities, Information and Data – Change

o Data Warehouse to Compass 4 Success

4.3 Opportunities, Information and Data – Add

o While greatly improved, more training needed to build capacity re: healthy data culture

o Provide remote access to data e.g. staff access from home

4.3 Opportunities, Business Processes and Systems – Revise

o “Enterprise portal implementation will open up more opportunities for business process automation and improved communication”

4.3 Opportunities, Business Processes and Systems – Add

o Implement systems so that information is not entered by multiple people multiple times for individualized purposes

4.3 Opportunities, ITS Processes - Delete

o Implementation of Tivoli will improve backup processes in schools that do not yet have a scheduled backup solution

o Improved software – Help Desk

4.3 Opportunities, Infrastructure – Delete

o WAN upgrade is being implemented

4.3 Opportunities, Infrastructure – Add

o Develop offsite Disaster Recovery location

4.4 Threats, Technology for Learning – Delete

o Vulnerability of data

o Spec Ed Plan needed


Version no.



4.4 Threats, Technology for Learning – Revise

o Internal threats (students/staff) “such as student work, student identity, etc.”

4.4 Threats, Technology for Learning – Add

o Use by students/staff of blogs and wiki’s using equipment outside the Board’s control

4.4 Threats, Information and Data - Add

o GECDSB staff do not understand the risks associated with storing confidential data on the hard drive of a computer

o Breach of confidentiality

4.4 Threats, Business Processes and Systems – Add

o Single sign on may allow unauthorized access to multiple systems

4.4 Threats, Infrastructure – Add

o “wired” to “Unauthorized workstations access the network”

o “There is no policy allowing ITS staff to temporarily revoke access to the network in case of emergency”

4.4 Threats, Infrastructure – Delete

o “Not all administration computers are secured with a workstation password”

March, 2011 5.1.2 Interactive white boards

o Change “interactive white board” to “interactive technology” to reflect recent changes in the types of interactive technologies that are available

Tech Council

5.1.3 Portables with ready access to technology

o Remove – completed, re-number subsequent sections

5.1.4 Access for personal alptops/electronic devices to the Board’s network


5.1.5 Standard wireless implementation in all buildings



Version no.



5.1.6 Panel-specific internet filtering


5.1.11 SoundField systems

o Remove – this issue will be addressed as the need arises, and the nature of it may change as technology changes, re-number subsequent sections

5.1.12 Teacher 1 to 1

Add, re-number based on deletions above

5.2.1 Integration of data

o Remove – included in Guiding Principles as this is not really an initiative, re-number subsequent sections

5.2.2 Secure data


5.2.3 Protocol for data access

o Change name to “Identity management”

5.2.4 24/7 access to data


5.2.6 Safe schools – School climate survey

o Add, re-number based on deletions above

5.3.2 Standardization of data processes


5.3.3 Continuous improvement processes



Version no.



5.3.9 Tangible capital assets tracking

o Remove – will require less than 5 days ITS time

5.3.15 BAS upgrade


5.3.16 BAS SQL conversion


5.3.17 IPPS upgrade


5.3.18 Absence requests


5.3.19 Business forms and processes


5.3.20 Internet presence


5.3.21 Email assessment


5.3.22 eCommerce


5.3.23 Employee Self Service (ESS)


5.3.24 Web T4s


5.3.25 Email archiving


5.3.26 Trevlac SQL conversion



Version no.



5.3.27 Benefits system


5.4.2.2 Enterprise Management Console (EMC)

o Add

5.4.3 Improved school server backups


5.5.1 Wide Area Network (WAN) upgrade


5.5.2 Improved school server backups


5.5.7 Documented and implemented access and security policies


6.0 High level timeline

o Replace with current

April, 2011 5.1.7 Teacher 1 to 1

o Remove per Director’s Council

Tech Council

5.3.2 Job function on-line help/documentation

o Remove – not considered an ITS project once Enterprise Portal is implemented; re-number subsequent sections

5.3.5 Teacher performance appraisals

o Remove – not considered an ITS project once Employee Self Service is implemented; re-number subsequent sections

5.3.14 IPPS upgrade

o Remove – less than 5 days ITS time; re-number subsequent sections

o Note that this is required prior to implementation of Employee Self Service

5.3.21 Web T4s

o Remove – less than 5 days ITS time; re-number subsequent sections


Version no.



5.4.3 Documented process to enforce ITS policies

o Remove – process exists to enforce all policies at GECDSB, including ITS; re-number subsequent sections

7. Annual plan

o Update to reflect new plan

May, 2011 Title page,

footers

Replace logo Scott Scantlebury

2.1 Stakeholders

o Update to reflect the change in name of the Parent Councils to GECPIC

Tech Council

2.2 Continuous Growth Plan

o Insert “heading” before “Key Priority of Teaching and Learning”

o Replace “focus on” with “utilization of”

4.4 Threats

o Technology for Learning

Revise “Decreased funding for providing technology at the point of instruction” to “Decreased funding hinders providing technology at the point of instruction”

o Business Processes and Systems

Replace “Lack of staff adoption of technology” with “Uneven adoption of technology by staff”

o Infrastructure

Replace “Some staff do not comply with licensing agreements” with “Lack of full compliance with licensing agreements”

5.3 Business Processes and Systems

o Opening paragraph – insert “less time on administrative classroom functions and” in front of “more staff time…”

4.0 October, 2011 Title Page

Change dates to 2012-13 Tech Council

3.2 Role of IT – change:

o Bullet 1 – add “partner and supporter” after service provider; change “satisfying” to “meeting”


Version no.



o Bullets 2,3,4,5,6,7,8,9 – Remove “will”

o Bullet 3 – Add “Consultation means better decisions.”

o Bullet 7 – Insert “appropriate” after “provide”

o Bullet 9 – Replace “utilize” with “follow relevant”

Role of IT – add:

o Bullet 10 – We routinely seek feedback from our stakeholders e.g. Customer Satisfaction Survey

Information and Data – change:

o Bullets 1,2,3,4,5,7,8,9,10 – Remove “will”

o Bullet 1 – Add “accurately” after “entered”

o Bullet 7 – Add “backed up and” before “secured”

IT Architecture and Standards – change

o Bullets 1,2,3,4,5 – Remove “will”

o Bullet 1 – Add “and hardware” after software; “following the procurement guidelines” after “services”

o Bullet 5 – Replace “provide” with “strive for”

Communications – change

o Bullets 1,4,5 – Remove “will”

o Bullet 1 – Replace “laptops” with “devices”; add “and share GECDSB resources” after network

o Bullet 2 – Remove “mobile”; replace “IT customers” with “students, staff, parents and the community”, replace GECDSB with any internet-connected”

o Bullet 3 – Add “and personal devices” after equipment

o Bullet 4 – Replace “maintain” with “provide”

o Bullet 5 – Add “in a safe environment” after “learning”

IT Assets – change:

o Bullets 1,2,3,4,5 – Remove “will”

o Bullet 1 – Move “where appropriate” to after packages

o Bullet 3 – Add “software and hardware” before experimentation

o Bullet 4 – Replace “and revise” with


Version no.



“revise and/or replace” after “review”; add “and hardware” after “applications”

o Bullet 5 – Remove “as much as possible”, insert “continue” in front of “provide”

4. Change opening paragraph to reflect GECDSB’s Strategic Plan Goals

Sort bullets based on Strategic Plan Goals

5. Change heading date to 2015-16

Sort initiatives based on Strategic Plan Goals

Remove completed and deleted initiatives

o BAS upgrade

o BAS SQL conversion

o Standard suite of office tools

o Trevlac SQL conversion

o Online training

o Benefits system

o Timesheets

o Access based on function

o Employee Self Service (ESS)

o Identity management

o Navigation system for data mapping / searching

o Restructure of support delivery model

o Digital document sharing in the classroom

o Centralized school servers

June, 2012 1. Revise Executive Summary to reflect the current Board Strategic Goals

M. Guthrie

2. Insert Section 2.2, Board Strategic Goals and re-number all subsequent sections

Revise new Section 2.3 to reflect the current Board Continuous Growth Plan

Revise new Section 2.4 to reflect the current Board Improvement Plan

5. 5.2.1 – revise heading to Enterprise Portal – internet presence

5.2.2 – 5.2.6 – add

o Enterprise Portal – intranet

o Enterprise Portal – team sites

o Enterprise Portal – MySites


Version no.



o Enterprise Portal – parent portal

o Office 365 implementation

and re-number all subsequent sub-sections

Remove

o 5.2.10 – Student email

o 5.2.11 – School wiring closet improvements

and re-number all subsequent sub-sections

5.3.1 – remove Safe schools – School climate survey and re-number all subsequent sub-sections

5.4.1 – revise heading to Enterprise Portal – document management, navigation, search

Remove

o 5.4.2 – Appropriate licensed instructional software available to all students

o 5.4.3 – documentation of ITS processes

Remove

o 5.5.6 – online recruitment

o 5.5.7 – BAS automated fax

and re-number subsequent sub-sections

5.5.8 – remove BAS invoice scanning and re-number subsequent sub-sections

5.5.8 – revise to Enterprise Portal – eCommerce

Remove

o 5.5.9 – email assessment

o 5.5.10 – more and better support tools

and re-number subsequent sub-sections

5.5.15 – revise to LSS server replacement

5.5.16 – insert Remote computer management tool assessment and re-number subsequent sub-section

6. Update High Level Timeline

7. Update annual plan

5.0 October, 2012 Title Page

Change dates to 2012-13 Tech Council

1. Revise vision statement


Version no.



2.1 Revise Stakeholder figure

2.2 Merge 2.2 and 2.3, removing reference to the Board Continuous Growth Plan and adding the Board’s Strategic Plan report bullets underpinned by ITS. Re-number subsequent sub-sections.

3.1 Revise vision statement

3.2 Guiding Principles – IT Assets

o Bullet 1 – Revise “software packages” to “applications”

4.1 Strengths

o Student Achievement – Add “to Superintendents, their Administrative Assistants, Principals, Vice Principals, Student Success and Guidance teachers” to Compass 4 Success bullet

o Culture of Learning – Add “student” ahead of “information” and examples “e.g. Compass 4 Success, GeoQuery, student information system” to the Improved access bullet

o Culture of Learning – Revise internet filter bullet to read “Internet filter gives granular control”

o Culture of Caring – Revise “Providing” to “Provide” in the first bullet

o Culture of Caring – Add “with extended service hours and set up to provide live responses to telephone queries” to “Have a Help Desk”

o Culture of Caring – Add “which permits problem trend analysis to facilitate continuous service improvements” to “Have call log tracking”

o Culture of Caring – Change network up time to 99.7% and replace numbers of students and staff with “all”

o Good Stewardship – Add “and standardized” to “Centralized servers”

o Good Stewardship – Change “Better” to “Good” for virus protection

o Good Stewardship – Add “Security access is documented” and “Permit access to GECDSB technology resources by users’ personal


Version no.



equipment”

4.2 Weaknesses

o Student Achievement – Add “setup and” to “Increased SEA claims”

o Culture of Learning – Add “Compass 4 Success is not used regularly”

o Culture of Caring – Add “and applications” to “Inaccurate data”

o Good Stewardship – Change 80MB to 248MB in “internet bandwidth

o Good Stewardship – Add “in older buildings” to “Inconsistent standard”

o Good Stewardship – Remove firewall from “Lack of redundancy”

o Good Stewardship – Add “in schools” to “Long hardware repair”

o Good Stewardship – Add “and newer hardware cannot run older software” to “Older hardware architecture”

o Good Stewardship – Add “I.T.” to “tracking assets”

o Good Stewardship – Change “assist with” to “support” in “Lack of ITS resources” and move to the top of the list

o Good Stewardship – Remove “Shortage of ITS staff”, “Lack of documented security access”, “Non-standard servers are still being used”, “Help Desk is not staffed continuously throughout the day with extended hours to cover school hours”

4.3 Opportunities

o Student Achievement – Change “computer” to “computing device” in “Work toward one to one”

o Student Achievement – Add “user” to “Broaden access”

o Student Achievement – Add “e.g. imaging, remote desktop support” to “Better support tools”

o Student Achievement – Add “Focus less on the device and more on the application in the classroom”, “Leverage the ability to BYOD (Bring Your Own Device) to the classroom”, “Provide specific training as identified by school administrators on how to


Version no.



use data for SIPSA, Visible Learning, etc.”

o Collaborative Partnerships – Change “software” to “application” in “Web- or intranet-based”

o Collaborative Partnerships – Remove “Develop a business plan with the Spec Ed Department” and “Centralize all servers to save hardware cost and provide higher level of security and greater efficiencies

o Good Stewardship – Change “Government funding” to “To spend government funding when allocated outside the normal budget process”

o Good Stewardship – Remove “Permit access to GECDSB technology resources by users’ personal equipment”

4.4 Threats

o Student Achievement – Add “Insufficient Professional Development funds to train staff to integrate technology at the point of instruction”, “Fast pace of technological change forces moving on before leveraging what is already implemented”

o Culture of Caring – Change “data” to “private information” in “Release of data”

o Culture of Caring – Remove “Unsecured access to network is too easy”

o Good Stewardship – Add “Fast pace of hardware/software/Operating System change”

5. Change dates to 2016-17

7. Change dates to 2013-14 and 2016-17

April, 2013 5.1.1 Electronic curriculum delivery – remove and replace with “No initiatives…”

5.2.12 Data fluency for all staff - remove

5.5.6 WebStock – BAS interface – remove and re-number subsequent initiatives

5.5.11 Administration Building generator – remove and re-number subsequent initiatives


Version no.



5.5.16 Remote computer management tool – remove and re-number subsequent sections

5.5.17 “Ask Jeeves” – remove

Add

o Data centre switch replacement

o SAN controller installation

o Router replacement (all locations)

o Backup system

o Laptop backup

o Employee Self Service (ESS)

o MS System Center implementation

o Accommodations/staffing software implementation

o Faxpress upgrade

o IPPS 3.0 upgrade

6. High Level Timeline – update

7. Demand Plan – replace with 2013-14 plan

6.0 October, 2013 Title Page,

headings and

footers

Change dates to 2014-15 and 2017-18 Tech Council

December, 2013 3.2 Guiding Principles – IT Assets

o Remove “will” from first bullet

4.1 Culture of Learning

o Change “Standard images in Elementary minimize teacher/ student training and support” to “Standard images for the desktops and laptops in the Elementary panel minimize teacher/ student training and support”

4.2 Student Achievement

o Add bullet “Automated enterprise-level management of iPads is not possible, which reduces efficiency and effectiveness of support”

Good Stewardship

o Remove “e.g. email server” from fourth bullet

o Add “including iPad applications” to


Version no.



eighth bullet

o Remove bullet “Lack of cohesive policies”

4.3 Student Achievement

o Remove “To” from third bullet

o Remove “imaging” from sixth bullet

Culture of Learning

o Add bullet “New tablet device technologies offer important opportunities for improved instructional practice when used appropriately”

April, 2014 5.0 Remove these sections and re-number

5.2.1 Enterprise Portal – internet presence

5.2.2 Enterprise Portal – intranet

5.2.3 Enterprise Portal – team sites

5.2.4 Enterprise Portal – MySites

5.2.9 Access to work related files and work products from home

5.5.6 Tendering process

5.5.9 School UPS replacement

5.5.11 Voice over IP (VoIP) telephony

5.5.13 LSS server replacement

5.5.14 Data centre switch replacement

5.5.15 SAN controller installation

5.5.18 Laptop backup

5.5.19 Employee Self Service (ESS)

5.5.21 Accommodations/staffing software implementation

5.5.22 Faxpress upgrade

5.5.23 IPPS 3.0 upgrade

Add “ON HOLD” to the following sections

5.2.5 Enterprise Portal – parent portal

5.5.7 Enterprise Portal - eCommerce

Remove “Enterprise Portal” from the following section

5.4.1

Add the following sections

5.2.7 Wireless modernization

5.5.13 Enterprise Portal – Intranet migration

5.5.14 ESS timesheets non-Facility Services


Version no.



5.5.15 WebStock BAS interface

5.5.16 BAS 3.0 implementation

5.5.17 Dowswell lab move

5.5.18 Legacy iPad VPP enrolment

5.5.19 Secondary iPad VPP implementation

5.5.20 IPPS 5.0 implementation

5.5.21 School LAN upgrade

5.5.22 Benefits

May, 2014 6. Replace High Level Timeline with chart updated for 2014-15

7.0 January, 2015 Title page,

headings and

footers


1. Add BIPSA to Vision

Remove reference to KPMG

3.1 Add BIPSA to Vision

3.2 IT Assets

o Revise third bullet to read “We foster innovation by providing support and evaluation of pilot programs of technology-enabled operational tools and learning programs.”

April, 2015 5.0 Change the following

5.2.1 Remove “Enterprise Portal”

5.5.20 Change “5.0” to “4.1”

Remove the following sections and re-number

5.2.7 Wireless modernization

5.3.1 Automated call out

5.5.6 Enterprise Portal – eCommerce

5.5.9 Implementation of single sign on

5.5.10 Router replacement

5.5.11 Backup system

5.5.12 MS System Center implementation

5.5.17 Dowswell lab move

5.5.18 Legacy iPad VPP enrolment

5.5.19 Secondary iPad VPP implementation

5.5.20 IPPS 5.0 implementation

Add the following sections


Version no.



5.5.14 Public website management tool

5.5.15 Legacy website conversion

5.5.16 Mobile Device Management (MDM) tool

5.5.17 Employee demographic changes – self service

5.5.18 Employee requests for transfer automation

5.5.19 Parklane interface to OSBIE

5.5.20 Expense reimbursements

6. Replace High Level Timeline with chart updated for 2015-16

7. Replace Annual Demand Plan with chart updated for 2015-16

8.0 January, 2016 Title page,

headings and

footers

Change dates to 2016-17 and 2019-20, add Annual Plan to title page

Tech Council

1. Replace Board Strategic Goals Tech Council

2.1 Replace Stakeholder chart

Change sentence tense to present

Tech Council

2.2 Replace Board Strategic Plan information including Board Strategic Goals

Remove detailed Key Priorities

Tech Council

4. Reorganize to list from sections

Revise to work sheet updated by Technology Council

Tech Council

April, 2016 5. Change section dates to 2019-20

Re-organize to work sheet updated by Technology Council to match Board Strategic Goals and include alignment

Tech Council

6. Revise timelines updated by Technology Council

Tech Council

7. Revise annual plan per Technology Council

Tech Council

9.0 September, 2016

Title page,

headings and

footers



Version no.



October, 2016 3.2 Add “support” to training bullet under IT Role

IT Architecture section – add

We choose on premise or cloud implementations of applications as appropriate.

Tech Council

April, 2017 5. Change section dates to 2020-21

Add initiatives including Board Strategic Goals and alignment

Tech Council

6. Revise timelines updated by Technology Council

Tech Council

7. Revise annual plan per Technology Council

Tech Council

information technology services strategy and annual … · information technology services strategy...

Documents