Technology Audit

Cambridge-Isanti Public Schools

Final Report - April 20, 2011

School Technology Solutions 2005 Revised 2006-2011

Table of Contents
Page
1. Executive Summary
2. Findings and Recommendations
3. Appendix A - District Background
4. Appendix B - Supported Operating Systems
5. Appendix C - Operations Information
6. Appendix D - Technical Support Organization
7. Appendix E Administrative Application Software
8. Appendix F - Curriculum Application Software
9. Appendix G - Administrative Hardware
10. Appendix H - Instructional Hardware

School Technology Solutions 2005 Revised 2006-2011

3-4
5-9
10
11
12
13
14
15
16
17-18

Executive Summary

Purpose
School Technology Solutions was contracted by ECMECC to provide a technology audit to each
of its member schools. The purpose of this audit is to review current technology use and support
and to cite differences from the 2007 Technology Audit.
The four areas reviewed were: Infrastructure: This includes the all the components that
facilitate data moving between computers. Some components are: wired and wireless network
electronics, computers, operating systems and supported software applications. Organization:
Current staffing levels and responsibilities, technical abilities, technical staff development,
barriers to support, and outside support service contracts. Operations: Help desk procedures,
physical and electronic security, software distribution/update procedures, software license
tracking, key process and procedure documentation. Curriculum and Management
Technology Initiatives: Future hardware and software initiatives in your technology plan.

Process
The typical technology audit requires extensive onsite interviewing of staff and documentation
review. In order to provide this service in a cost effective way technology coordinators were
sent templates via email and asked to complete the templates and return them to School
Technology Solutions. Superintendents and the Technology Coordinators were interviewed onsite in the appendices you will find the completed template for your district. Follow-up
questions were asked via email.

School Technology Solutions 2005 Revised 2006-2011

Summary of Key Indicators

# Students/sites
# Admin Computers
#instruct Computers
Total Computers
Total Servers
Computers over 5 years /
% of total
Ratio Computers to
Technical Support staff
Ratio Student to
instructional computers

All ECMECC Districts

2011

2007

2011

5102
62
1187
1249
22
525/42%

5017
332
<inc teacher>
1060
1392
31
551/40%

178 to 1

212 to1

276 to 1

4.3:1

4.7:1

3.3 to 1

All ECMECC Districts

2007

33489

32,426

1916

1,291

10052

7,983

12176

9,256
156

5162/42%

2326/29%
317 to 1

# of ECMECC Districts
using the technology

iPads or Droid tablets

iTouch
Projectors
Whiteboards
IP based ITV systems
Student response devices
Sound enhancement
Webcam-desktop videoconf
Interactive Slates
Document cameras
# of Operating Systems
Remote Management
Auto imaging
Problem tracking

13

yes
yes
basic

Offsite Backup
D/R plan Tested
Network Documented
Audit of Network/security
Redundancy/recovery of
mission critical DB
7/24 remote monitoring

yes
no
yes
no
One
appl.
No

4:01
# of ECMECC Districts
using the technology

7 of 13
2 of 13

365
185
10
10 sets
16

13 of 13
13 of 13
13 of 13
11 of 13
11 of 13
1 of 13
6 of 13
1 of 13

yes
yes
yes
Yes
student/active
directory
only
no
yes
no
Same as
backup
No

School Technology Solutions 2005 Revised 2006-2011

Average 5.5

Average 5.5

11 of 13

10 of 13

13 of 13

10 of 13

10 of 13

4 of 13

11 of 13

10 of 13

4 of 13

7 of 13

9 of 13

9 of 13

2 of 13

2 of 13

11 of 13

8 of 13

1 of 13

1 of 13

The total number of days that all computer labs are used for online testing
Grades
K-5

Grades
6-8

Grades
9-12

Total # of fixed computer labs of 10 stations or more used for either

state or local computerized testing (including NWEA, MCA, etc.)

Total # of days these labs as a whole are dedicated to state or local

computerized testing (Including NWEA, MCA, etc.)

93

50

28

Key changes from 2007 to 2011

Slight reduction in percent of computers five or more years old from 42% TO 40%
Increase in servers from 22 to 31
Reduction from three to two building technology integrationists
Significant number of electronic white boards
Most classroom have ceiling mounted projectors
Moving away from Apple platform
Wireless in all schools some areas need upgrading
Special Ed department will begin piloting some 13 iPads
Implemented remote desktop support

School Technology Solutions 2005 Revised 2006-2011

Key Recommendations
1. Replace computers that are over five years old
2. There are too many servers being supported by staff. In the future more application
services need to be outsourced.
3. Upgrade network electronics and ensure that there is a robust wireless infrastructure to
support a future filled with wireless devices.
4. The schools Technology Integrationists play a key role in preparing and supporting
teachers integration of technology in the classroom. These staff should be investigating
the use of additional wireless devices and how they could integrate into the curriculum at
different grade levels and curricular areas.
5. It is recommended that a cost analysis be done comparing each application currently
processing on in-house servers versus outsourced to a hosted service. Cost analysis
should include the hardware/software cost of acquiring the server technology and the
ongoing staff time and expertise required to keep the servers up to date.
6. More support time and expertise will be required to support the newer wireless devices.
7. Continue the practice of conducting regular technology planning meetings with broad
stakeholder participation.
8. Document the disaster recovery plan including the backup and off site storage of mission
critical data.
9. Write a security plan that describes steps taken to insure proper data and physical security
of IT assets.
10. Document the process of adding/changing and deleting student and staff server access
rights.
11. Contract for an outside audit review of IT security practices for the mission critical
applications processed in the district. The audit should cover physical security of IT
assets and network and data security measures.
12. Review the MDE teacher survey(February 2011)of teachers to see how well they are
prepared to integrate technology in the classroom and what type of technology they are
currently integrating.
13. Implement a staff development plan to bring each staff person to the level of readiness to
use the existing or new technologies.
14. Leadership should continue to set expectations for technology use and the proper level of
staff development and classroom support.
.

School Technology Solutions 2005 Revised 2006-2011

Findings and Recommendations:

Infrastructure Background:
Over 40% of the schools computers are five(5) or more years old. Recommended replacement
cycles of five years for desktops/laptop computers and 4-5 years for servers and network
equipment. Technology over five years old puts significant pressure on support staff to maintain.
Most of the servers installed in the district are less than four years old. Over 2/3 of the network
electronics are five or more years old
Infrastructure Recommendations:
1. Replace computers that are over five years old
2. There are too many servers being supported by staff. In the future more application
services need to be outsourced.
3. Upgrade network electronics and ensure that there is a robust wireless infrastructure to
support a future filled with wireless devices.

Organization Background: The Technology Director has been in his position for eight years
and has been with the district for a number of years prior to his current position. He has a staff
of four building technicians, three share responsibilities for two building each and one is
dedicated support for the high school. There are two Technology Integrationists. He sees
support challenges around staff retention, funding for replacement and expansion. He would like
to see a position of district network/server specialist to better support building tech staff.
Organization Recommendations:
1. The schools Technology Integrationists play a key role in preparing and supporting
teachers integration of technology in the classroom. These staff should be investigating
the use of additional wireless devices and how they could integrate into the curriculum at
different grade levels and curricular areas.
2. It is recommended that a cost analysis be done comparing each application currently
processing on in-house servers versus outsourced to a hosted service. Cost analysis
should include the hardware/software cost of acquiring the server technology and the
ongoing staff time and expertise required to keep the servers up to date.
3. Continue the practice of conducting regular technology planning meetings with broad
stakeholder participation.

School Technology Solutions 2005 Revised 2006-2011

Operations Background: Good operational processes usually result in more effective use of
technical support department does utilize software and hardware that allow for remote support of
desktop and server hardware. These are automated processes to distribute and install an image
on desktop computers. These two capabilities significantly reduce the amount of time having to
maintain computers.
A help desk procedure is automated using the email system integrated into a form template. It is
always important for the end user to have access to the status of their submitted problem.
There is documentation of the school districts network and server infrastructure.
Data backups are performed and backups a rotated off-site
There is no written disaster recovery plan.
There is no documented IT physical or electronic security plan.
Limited documentation on how to add/change/delete serve rights for staff and students.
No third party security audit has been performed.
Operations Recommendations:
1. Document the disaster recovery plan including the backup and off site storage of mission
critical data.
2. Write a security plan that describes steps taken to insure proper data and physical security
of IT assets.
3. Document the process of adding/changing and deleting student and staff server access
rights.
4. Contract for an outside audit review of IT security practices for the mission critical
applications processed in the district. The audit should cover physical security of IT
assets and network and data security measures.

School Technology Solutions 2005 Revised 2006-2011

Background: Curriculum/Management Technology Initiatives: The technology staff

currently supports 11 administrative and three K12 integrated curriculum applications.
Recommendations Curriculum/Management Technology Initiatives:
1. Review the MDE teacher survey(February 2011)of teachers to see how well they are
prepared to integrate technology in the classroom and what type of technology they are
currently integrating.
2. Implement a staff development plan to bring each staff person to the level of readiness to
use the existing or new technologies.
3. Leadership to set expectations for technology use and the proper level of staff
development and classroom support..

School Technology Solutions 2005 Revised 2006-2011

Appendix A

Infrastructure Audit
Basic Demographic Data

Date: 3/24/2011
School District Name:

Cambridge-Isanti Independent School District 911

Technology Coordinator:

Bruce Anderson

Email Address:

bruce@cambridge.k12.mn.us

Telephone:

763-689-6229

Number of physical supported school sites:

Number of students district wide: 5017

School Technology Solutions 2005 Revised 2006-2011

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Infrastructure Audit
Operating System Information

Specify current installed/supported versions

Operating Systems(versions*)
Workstation
Windows Workstation
XP SP2
Windows Server
Novell Server
Apple workstation
OS 10.4
Apple Server
Linux
Unix
Other(specify)
Other(specify)
*Enter each version of operating system currently supported.

School Technology Solutions 2005 Revised 2006-2011

Server
Windows server 2003 R2
Server OS 10.4
-

11

Technology Audit
Operations Information
Operations area
1. Describe your use of remote monitoring capabilities for network
servers and workstations.
2. Describe automated processes used to distribute workstation
images.
3. Do you have a help desk problem reporting and follow-up
procedure? If so please describe tracking software and process..
4. Is there a data file backup plan with offsite storage? (Please attach
an e-copy)
5. Is there a current disaster recovery plan? Has it been tested?
6. Is there documentation of the district/school(s) wide/local area
network?
7. Is there a physical/electronic security plan? (Please attach e-copy)
8. Is there a written procedure for setting up or deleting rights for
staff and students access to server applications?
9. Do staff and/or students have access to network servers? Please
describe.
10. Has the network/server security been audited?
11. Are there local, mission critical, database applications? If so, are
there redundancy capabilities and recovery procedures. (please
describe)
12. Is your network remotely monitored 24/7. If so please describe
service.
13. Do you outsource any operational function such as email, content
filtering, administrative applications, ect. Please describe any
outsourced applications.
14. Does staff do any custom computer programming that is used for
administrative and/or instructional purposes? If so please describe
the application and whether the application is documented in
writing.
15. Do you apply for Erate
School Technology Solutions 2005 Revised 2006-2011

Current Processes/procedures
Workstation VNC
Servers VNC and Remote Desktop
Symantec Ghost
Form template integrated with e-mail system
Users fill out help form and send to technician accessed
conference
Non written.
AD and student management system off site backup
yes
no
No, only for adding users except students are inactivated at years
end
Yes AD, students management, e-mail
no
Yes, student management system. Backup and offsite storage. Not
a redundant server however.
AD redundant server
no
Content filtering

no

yes
12

Technology Audit
Technical Support Organization

Staff Support Questions

1. Describe the technology support organizational structure
both administrative and instructional. Include an
organizational chart. Include the contract length and
whether the position is full or part time.
2. Attach e-copies job of descriptions for all the technical
support staff.
3. Include how long people have been in their positions and
any degrees or certifications
4. How many hours per year of technology training do support
staff receive?
5. Do you or your staff provide training to other staff in the
district? If so what type of training and approximately how
many hours per year.
6. Do you contract for any outside technical support? If so
with whom, what areas do they provide support and
approximately how many hours per year?
7. Of your support responsibilities what three areas are the
most difficult to maintain or keep up with?
8. If there are barriers to effective technology support in your
district name up to three. What would you recommend to
overcome these barriers?

School Technology Solutions 2005 Revised 2006-2011

Staff Support Answers

Technology Director full time
Two Integration Specialist full time, teaching license required
Four Building Technicians 220 days/yr assignment
Three share two buildings each and one dedicated to high school
attached
Varies 1-4 years for specialists BS/BA min
Varies 2-3 years technicians
8
8
District systems and integration strategies
Student management
40 hrs/year
Maintaining staff they get experience and then move on
Funding for replacement
Funding for expansion
Keeping good technicians competitive compensation
Increase support budget
The high cost of outsourcing services

13

Technology Audit
Administrative and Curriculum

Administrative Application
Email
Calendaring
School district web
School web pages
Teacher web pages
Student Information
Data warehousing/decision support
Document management system
Financial Accounting
Human Resources/payroll
Telephone system
Sub calling system
Attendance calling system
Other:(please List)

Product name

Platform*

Onsite or Outsourced

FirstClass
FirstClass
FirstClass
FirstClass
FirstClass
Skyward

Win 2003
Win 2003
Win 2003
Win 2003
Win 2003
Win 2003

Inside
Inside
Inside
Inside
Inside
Inside

Smart
Smart
NEC
Aesop
PhoneMaster

Win 2003
Win 2003

Inside
Inside
Inside
Outsourced
Inside

?
XP Pro

*server or workstation

School Technology Solutions 2005 Revised 2006, 2007

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Technology Audit
Administrative and Curriculum
Curriculum Applications

Product Name

Please list
Accelerated Reader
Macromedia Suite
Microsoft Office

Platform*

Grade Onsite/Outsourced
Level

Win
Mac-Win
Mac-Win

All
9-12
All

Onsite
Onsite
Onsite

*server or workstation

School Technology Solutions 2005 Revised 2006, 2007

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Appendix G
Technology Audit Template - Administrative Hardware
More
than
Less than
1-2
3-4
5
Description
1 year
years years years Totals
Desktop Computers
PCs
79
138
90
Apple
Sub Total
79
138
90
0
307
Laptop Computers
PCs
2
10
9
Apple
4
Subtotal
2
10
13
0
25
Servers
PC
2
7
7
Apple
Linux
Subtotal
2
7
7
0
16
PDA
Windows CE
Palm
Subtotal
0
0
0
0
0
Switches/routers
Cisco
30
48
3Com
Other(describe)
Subtotal
0
0
30
48
78
Printers
Inkjet
LaserJet
4
8
Other(describe)
Subtotal
0
4
8
0
12
Other supported devices:
(please list)

School Technology Solutions 2005 Revised 2006, 2007

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Appendix H
Technology Audit Template - Instructional Hardware

Description
Desktop Computers
PCs
Apple
Sub Total
Laptop Computers
PCs
Apple
Sub Total Laptops
Servers
PC
Apple
Linux
Subtotal
PDA
Windows CE
Palm
Subtotal
Switches/routers
Cisco
3Com
Other(describe)
Subtotal
Printers
Inkjet
LaserJet
Other(describe)
Subtotal
Other supported devices
Projectors
Whiteboards
IP based ITV systems
Student response devices
Sound enhancement
Classroom/building
monitors
Video
Still

Less than
1 year

1-2
years

3-4
years

5 or more
years old

Totals

260
0
260

139

111

139

111

4
0
4

2
2

0
2

15

30

48

311
191
502

1012

49
49

58

30

48

15

21

20

15

21

20

64

265
40
3
4

100
100
7
3
16

365
185
10
10
16

265

265

School Technology Solutions 2005 Revised 2006, 2007

45
3

78

17

Motion
DVD
VCR

23

School Technology Solutions 2005 Revised 2006, 2007

221

18

This report was funded by ECMECC

and produced through a contract with
School Technology Solutions, LLC

School Technology Solutions 2005 Revised 2006, 2007

19