Loudoun County Public Schools Department of Technology

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Loudoun County Public Schools

Department of Technology Services

Dr. Richard Contartesi

Assistant Superintendent for Technology Services

School Year 2012‐2013

Dr. Edgar Hatrick, Superintendent

Mr. Ned Waterhouse, Deputy Superintendent

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Table of Contents

Loudoun County Public Schools Department of Technology Services ......................................................... 1

Services, Revenue & Expenditures ................................................................................................................ 6

Technology Support Overview ...................................................................................................................... 7

E‐Rate Revenue ............................................................................................................................................. 8

FY 12 Summary of Major Expenditures by Vendor ....................................................................................... 9

Team Roles & Responsibilities .................................................................................................................... 10

Technology Operations & Support ............................................................................................................. 11

Technology Operations ....................................................................................................................... 12

Technology Support ............................................................................................................................ 14

Technology Systems & Applications ........................................................................................................... 19

Systems & Infrastructure .................................................................................................................... 20

Application Development ................................................................................................................... 24

Information Management Services ............................................................................................................ 28

Information Management .................................................................................................................. 29

Information Management Annual Services ‐ DRAFT .................................................................................. 33

Coordinated Professional Development & Support ................................................................................... 44

County of Loudoun Department of Information Technology ..................................................................... 46

LCPS Revised Technology Plan 2010‐2015 Summary Pages ....................................................................... 50

1

Department of Technology Services

Organizational Chart

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Department of Technology Services 21000 Education Court Ashburn, VA 20148

Administrative Office (571)252‐1230 Fax (571)252‐1003 Assistant Superintendent for Technology Service: Dr. Rich Contartesi (571)252‐1183 Director of Technology Operations and Support: Michael Larson (571)252‐2100 Director of Technology Systems and Applications: Ursula Dixit (571)252‐1230

The Department of Technology Services (DTS) is responsible for coordinating the vision, development, standards, implementation and support of the district’s strategic technology plan, aligning instruction, business, and technology using measurable key performance indicators that ensure effective, equitable, and economical delivery of technology to support quality education. DTS is committed to building a transparent open organizational environment providing students, teachers, parents, administrators, and the community with highly functional technology that is easy to use, reliable, and cost‐effective to support a consistently superior level of instruction and student achievement.

Organization

DTS is comprised of a dedicated and highly qualified technical staff that provides services through five functional support units:

1. Technology Operations: Responsible for direction, process, and operational business support 2. Technology Support: Responsible for decentralized user hardware and software support 3. Technology Systems & Infrastructure: Responsible for support of enterprise core systems and

infrastructure to ensure effective transmission of secure data and services 4. Application Development: Responsible for development, testing, and support of internal and

purchased applications 5. Information Management: Responsible for enterprise application support, data management,

and state and federal reporting The Department oversees the purchase, implementation, licensing, maintenance, and support of infrastructure, desktops, laptops, printers, audio visual devices, video conferencing, intercoms, interactive white boards, scanners, servers, software, and contractual services that support the students, teachers, parents, and staff of the Loudoun County Public School system. The Department supports the Microsoft Server and Office environment, instructional software (e.g. CLARITY, Vision, etc.), the student information system, student records archival services, e‐mail, data backup, technology management tools, application hosting, and maintenance.

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2012 Major Achievements

Supported the Technology Plan and School Board Goals 1 and 5 through the following:

Closed over 46,000 requests for service from school‐based and central office customers

Implemented a robust enterprise clustered SQL structure, with load balancing servers to support the “Phoenix” Individualized Educational Plan (IEP) application and future applications

Updated computers, laptops, scanners, and printers in 11 schools identified in the LCPS technology refresh program

Enhanced student learning opportunities by making the computer labs available for use after hours providing more than 1,154 additional hours of lab time in 29 schools (16E/6M/7H)

Deployed distance learning systems in five high schools for Multivariable Calculus and Mandarin Chinese courses. Over 400 additional video conferencing sessions were provided to support other distance learning, virtual learning, and virtual field trips for 31 schools (25E/1M/5H)

Ensured operability of intercoms, sound systems, cable TV service, interactive white boards, and other classroom AV technologies

Installed or serviced over 250 data drops and wireless access points in classrooms and administrative offices

Maintained networks, computer systems, peripheral devices, and user access in direct support of instruction, with minimal disruption and to ensure maximum availability

Fulfilled 139 requests for unanticipated equipment and software

Replaced 519 administrative laptops and desktops

Restructured and clustered the data storage area network (SAN) providing greater redundancy and stability

Consolidated elementary transcripts by extracting, transferring and loading data to the SIS and Data Warehouse

FY 2013 Current Activities

Currently supporting the Technology Plan and School Board Goals 1 and 5 through the following:

Replace GroupWise with a hosted Exchange solution using Office 365

Upgrade data circuits in elementary and middle schools from 10 MB to 100 MB

Upgrade all schools' Wireless LANs to the latest 802.11 N technology from 802.11 A/B/G

Replace servers in 47 schools over the summer and 19 during the year

Replace 682 laptops in the carts at 31 elementary schools

Integrate application authentication withActive Directory to consolidate logins and increase security

Plan for Student Information System (SIS) upgrade and integration of systems for the district to replace the system being “sun‐setted” (July 2014) by the vendor

Provide online IT Security training for teachers, administrators and staff

Implement records management protocols for transcript and retention

Configure alternative school protocol to facilitate transfer of data and reduce redundancy

Complete implementation of the, “Phoenix”, Individualized Education Plan (IEP) system

Continue server virtualization initiative to reduce hardware costs and increase availability

Continue SQL database implementation to support internal and purchased applications

Explore online form completion options for parents to reduce the amount of paperwork required; this may include registration form, health forms and instructional forms

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FY 2014 Major Work Plan Initiatives

Continue to support the Technology Plan and School Board Goals 1 and 5 through the following:

Reorganize DTS personnel to increase efficiency, effectiveness and economy

Increase infrastructure bandwidth at the high schools from 100 MB to 1 GB to support increased utilization, enrollment and SOL testing

Complete the implementation of Microsoft Exchange/Outlook, upgrading the district’s current e‐mail system to include archiving, spam filtering, and “white listing” activities

Implement a Virtual Desktop Infrastructure (VDI) pilot to increase the lifecycle of existing computers

Select and implement a comprehensive student information system to replace the system being “sun‐setted” (July 2014) by the vendor

Continue to integrate existing district software applications into Active Directory consolidating User IDs, increasing security, and streamlining user access

Define, evaluate and plan for teacher One‐to‐One initiative, as defined in the LCPS Technology Plan (4.1.2)

Implement a computer refresh of student instructional labs and AV computers in 47 schools FY13 budget

Review and consolidate current asset management systems

Review and consolidate technology management tools

Review and support the implementation of the Enterprise Resource Planning, Student Information System & Library System

Review all existing instructional and business software to ensure efficiency, effectiveness and economy

Review and standardize print services

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6

Services, Revenue

& Expenditures

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Technology Support Overview

Customers Serviced

Staff (instructional and support) 11,449Students 68,237

Hardware (what devices; categories of inventory)

Total # Desktop Computers Total # Laptop Computers Total # Computers Total # Computers over 5 years old (43% of inventory) Interactive whiteboards School Intercom (includes 5000+ speaker, call buttons and handsets) Peripherals (printers, scanners, other devices)

22,0124,977

26,98911,5794,168

82 Locations11,860

Network Services

Data Center Physical Servers Data Center Virtual Servers School Servers (includes Safari Montage) Core Switches Wireless Security Switches Switches Firewall Access Points (upgrade In progress from G to N) UPS Backup Power Generator (supports Data Center and Admin) SAN (Storage Area Network) District link to the Internet Speed to the Desktop LAN Connectivity (from Hub to sites) Mobile Device Servers (BlackBerry RIM servers)

8943

3567884

1,471County of Loudoun ‐ DIT

4,300572

157.6 TB400 MB

1 GB100 Mb ‐ 1 GB

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Application Support

Work Orders Closed (July 1, 2011 – June 30, 2012) Work Orders Closed (July 1, 2012 – current) Data audit reports (scheduled for daily, weekly, and monthly) Data elements reported to VDOE (124 items per student, four cycles per year)

24,21811,373

4440,920,000

Mail

Email User Accounts Email Resource Account Email Servers

9,12636721

Training

Technology Courses Offered (SIS, FERPA) (SIS training classes offered; FERPA training offered) outside training offered

40 workshops3 online courses

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E‐Rate Revenue Funding Year 2011‐2012

The Schools and Libraries Program of the Universal Service Fund, or E‐Rate as it is commonly referred to, makes discounts (Education Rate) available to eligible schools and libraries for telecommunication services, Internet access, and internal connections. The program is intended to ensure that schools and libraries have access to affordable telecommunications and information services.

Eligible E‐Rate Services Vendor Charge E‐Rate Reimbursement

Telecommunications $2,933,904 $1,329,228

Internet Access $51,765 $23,294

Total E‐Rate Eligible Expenditures $2,985,669 $1,352,522*

*Reflects a 45% E‐Rate reimbursement

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FY 12 Summary of Major Expenditures by Vendor Expenses over $15,000

Vendor Name Amount Type of Item or Service

Advanced Network Systems $321,090 WiFi Upgrades

Advanced Network Systems $181,855 WiFi Upgrades

Ardent Management Consulting $309,740 CLARITY support & SIS migration

Avaya $336,040 Network Electronics

AVAYA Inc. $25,032 Wireless Access Points

CAS Severn, Inc. $15,469 DataWarehouse hardware & IBM Maintenance

CDW‐G $422,410 Microsoft EES Agreement

CDW‐G $73,320 Replacement of Microwave link hardware & Datacenter KVM

CTSI $20,569 AV Systems

Dell $79,999 Altiris Project

Dell $21,588 McAfee Project

Dell $32,599 Peripherals/Hardware

Dell $18,564 Interactive White Boards

Dell $122,322 AD/McAfee/Print Manager

Dell $5,322,326 Desktop and Laptop computer purchases

Dell Marketing L.P. $96,507 LANDesk and McAfee Maintenance

DLT Solutions $51,186 SQL Database management software

Electronic Systems Inc. (ESI) $219,193 HP Server and Workstation Warranty Maintenance

Electronic Systems Inc. (ESI) $634,474 HP Server and Workstation Hardware

Electronic Systems Inc .(ESI) $143,750 Server and SAN hardware for enterprise use

ePALS $15,655 ePALS Learning Spaces

Gaggle $73,227 E‐Mail archiving service

KUE Digital Inc. $429,000 GlobalScholar (CLARITY)

Laptop Battery One $20,302 Laptop Batteries

Learning Tree International USA, Inc $23,124 Staff Training for technology courses

Library Video $112,273 Safari Montage Servers

Meridian Systems $19,187 Prolog Construction system Maintenance

Nicholas Pipino Associates $22,381 AV

Nickless Schirmer $17,938 AV

Project Team Solutions, Inc. $57,600 Hosting services for Prolog Construction system

Remote Learner $34,190 Moodle (VISION)

Rodata $19,520 Video‐conferencing Equipment

SHI International $30,300 Admin Studio

Specialty Bulb Company Inc. $285,400 Interactive White Boards

Tel/Logic $33,000 E‐Rate Consulting

Troxell Communications $170,991 AV

Verizon $1,710,064 Data Circuits

Vinitech $77,350 Network Monitoring

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Team Roles &

Responsibilities

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Technology Operations & Support

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Technology Operations

Staff 7 Full Time Employees 1 Supervisor

1 Information Security Specialist

1 Systems Engineer

2 Technology Support Coordinator

2 Instructional Materials Technician

Purpose

The primary role of Technology Operations is to manage the financial and contractual functions within DTS, and develop all of the district’s technology policies and regulations. The Supervisor is responsible for the development and management of the DTS budget. This individual is the primary point of accountability for the life‐cycle management of all IT assets throughout the District. The Supervisor maintains an understanding of vendor master service agreements to ensure compliance and the most cost effective use of assets. Responsibilities

Analyze contracted services and discretionary spending to develop and maintain the annual DTS

budget o Balance weekly budget reports o Process all technology related purchases

Manage vendor contracts and licensing agreements o Ensure licensing compliance for technology purchases

Provide accountability for the life‐cycle management of all technology assets throughout the District

o Configure and maintain the technology asset tracking system o Analyze inventory data so as to maintain equality in technology throughout the District o Provide a highly accurate measure of future technology needs

Financial impact analysis of technology related projects and implementations o Total Cost of Ownership o Return on Investment

Acceptable Use Policy o Finalize terms and conditions with legal

Information Security o Creates and implements security procedures for personnel to follow o Conducts threat assessment, risk mitigation and monitors assets for security breaches o Develops security awareness training for the district

Cost‐Benefit Analysis E‐Rate Process Management o Identify and understand the technology needs of the District to facilitate all possible E‐

Rate funding opportunities o Provide accountability as well as a detailed asset inventory to meet SLD and FCC

guidelines o Circuit provisioning

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Disaster Recovery/Business Continuity o Develop and maintain an up‐to‐date disaster recovery plan for Information Technology

assets throughout the District IT Project Management

o Work in conjunction with staff to develop, implement, and complete projects within DTS o Coordinate and collaborate with Construction and Planning

Policies and Regulations

o Develop regulations and policies to govern IT Oversight and management materials preparation for strategic planning stakeholders Work with other departments, teachers, staff, and students to develop effective solutions to

diverse and complex technology issues Develop and implement a “satisfaction survey” for users of District IT support services. Work with the administrators to develop department strategy Seeks ways to improve current business processes Facilitate maintenance of the District’s computer hardware and software inventory Making recommendations for software and improvements of computer management Maintain an inventory of computer hardware Research and develop technology related solutions Procurement

o Obtain quotes from selected vendors for required hardware and software o Submit requisitions for IT purchase orders as set forth in District procurement guidelines o Maintain proper documentation of District Technology purchases

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Technology Support

47 Full Time Employees 1 Supervisor

2 Technology Specialists

14 Network Specialists

2 Service Desk Technicians

3 Computer Technician II

15 Computer Technicians

1 AV Coordinator

7 AV Technicians

2 Cable Technicians

Purpose The purpose of Technology Support is to provide timely, efficient, direct support for all district users by maintaining desktop and laptop computers, printers, and peripherals for all students, teachers, and staff throughout the district; providing user access and account management; servicing and supporting all audio visual systems and devices including intercoms, interactive white boards, and installation and service of all data drops.

Responsibility

79,686 Staff and student support

48,099 Hardware and peripheral support

943:1 Device to Technician Ratio

Technology Support

Document, assign and address user service requests via the ticketing system Create and manage user access and security profiles Monitor Service Desk technology and recommend upgrades and replacements as needed Update, create and maintain a technician “knowledge base system” Define Service Desk support metrics and communicate to DTS Management as required Collaborate on technology design for new school construction Work with Technology Resource Teachers (TRT) to resolve issues Assist with special projects, i.e.; wiring, classroom re‐configure, etc.

Instructional Hardware Environment

Classroom configuration o Secondary: 1 desktop; 1 AV desktop; 1 deskjet printer o Elementary K‐3: 3 desktop, 1 AV desktop, 1 deskjet printer o Elementary 4‐5: 1 desktop, 1 AV desktop, 2 laptops, 1 deskjet printer

Lab configuration o High school: 6 to 8 labs with 30 desktops each; 6 laptop carts with 16 laptops each o Middle school: 3 labs with 30 desktops each; 5 laptop carts with 16 laptops each o Elementary School: 1 lab with 30 desktops each; 2 laptop carts with 11 laptops each

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Library configuration o High school: 15 desktops o Middle school: 8 desktops o Elementary school: 3 desktops

Service Desk

Answer and resolve inquiries and requests for assistance for software, hardware, and services, including intercom and other audio visual systems

Administer and support the Service Desk Management software Manage timely and accurate technology support through the Help Desk Ticket prioritization and

resolution process Advise Help Desk Manager and/or Supervisor of any issues that need to be corrected in all of the

LCPS locations, to provide continuity and a positive, friendly, customer‐focused attitude

Desktop Support Install, image and maintain computers, printers, and peripherals Troubleshoot and repair hardware and software problems and facilitate resolution Provide preventative maintenance on all equipment

Audio Visual Support

Intercom systems‐‐our #1 priority Support and manage Auditorium Audio systems Install and repair of interactive white boards Maintain schools’ ability to broadcast video “morning shows” Install and maintain Fiber Optic and Cat 5 cabling and connectivity Support Cable TV modulation and Audio/Video Taping A/V Equipment Distribution and Repair Support presentation set up to include large screen and A/V setups

Desktop Environment

Item Description

Operating System Windows XP Windows 7 Professional

Productivity Suite Microsoft Office 2007 Microsoft Office 2010

Antivirus McAfee

Management and Monitoring Tools

LANDesk Altiris SolarWinds Exinda

Desktop Software – approved for school purchase

Productivity AlphaSmart Manager 2 (none 3000) AlphaSmart Manager 2 (3000) AccellTest (NEO 2) 2Know Toolbar (NEO 2) Board Maker

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Item Description

Dragon Naturally Speaking Jeopardy Game (accompanies the hardware purchase) Kid Pix 4 Kidspiration Quia Web: all services but web publication Quizdom Interactive Response System SmartBoard Response Visual Communicator Pro School must use Standalone and buy Sound Card SMART Document Camera (at SMART schools) Promethean ActiView Document Camera Promethean Arena 50 Pen (Dual Pens)

Assessment Tools BuildMyTest EduTest Assessment Tools Eduware Wizard TestMaker and Edugame Modules Exam Gen Castle Learning Assessment Tools iknowthat.com SOLpass Assessment Tools Study Island Assessment Tools

English/Lang Arts/Reading Accelerated Reader ‐ web subscription Pioneer Valley BookBuilder Font for Personalized Books Earobics (through Reading Supervisor) Edmark Lets Go Read Edmark Reading Program Levels 1 & 2 Enchanted Learning Insights ‐ Reading Fluency Lexia Web based (with client) Living Books Series (Except Just Grandma and Me) Pearson Successmaker Collaborate IWB Word Study Waterford Early Learning IWB Lessons‐Reading Comp & Phonolog Awareness Vantage Learning – MyAccess PM Story Books software from Rigby QuickReads Reading A‐Z.com Read Naturally Reading for Meaning STAR Reading Assessment ‐ Web Subscription

Math Accelerated Math Advanced Placement Calculus Algebra in Motion Boxermath.com

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Item Description

Calculus in Motion Conceptua Math ExploreLearning.com Reflex from Explore Learning Graph Paper IXL Learning IXL Math Practice Kuta Software Infinite Algebra, Algebra 2, Geometry Mobius Education MobiusMath Online Tabula Digita u 3.0 Tabula Digita ‐ Dimension M1 Money Savvy Kids TI Nspire TI Nspire CAS Teacher Software

Science A Field Trip to the Sea Deluxe Astromatica (for Physics) ExploreLearning.com LEGO Education WeDo Software LEGO Robotics System with hardware PASCO Probeware ‐ Noodling with Newton (with hardware) PASCO Probeware ‐ Wondering about Wavesn (with hardware) Physics for Scientists and Engineers Pitsco Structure Tester for Physics Robolab Robotics Educator RockSim (rocket simulator) Science Court: Electric Current (Runs from CD ‐NO install) Science Court: Inertia (Runs from CD ‐NO install) Thinkin' Science: ZAP! Virtual Physics Labs

Social Studies A More Perfect Union Colonial Williamsburg Primary Sources Decisions, Decisions Foundations of Freedom (runs from CD ‐ NO install required) Hot Dog Stand:The Works Owl and Mouse Map Puzzle Quest Atlantis ActivWorld (also science and Lang Arts instruction) Ice Cream Stand Toy Store

World Language Authentik Interactive for German Linguistica Bronze Subscription Roseta Stone

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Item Description

ELL Imagine Learning English

Music Demoulin UMS Finale 2012 Finale Notepad 2011 (available from STC) Sibelius Auralia Sibelius Compass Sibelius Musition Sibelius Notes

Health & PE Finish Lynx (Track Meet) Fitness Wiz HyTek Swim Team Manager Polar Heart Rate Monitor

Desktop Software – school Matrix provided by District

For a detailed list of all software (500+ titles) please refer to the matrices available at this URL http://www.lcps.org/site/Default.aspx?PageID=700 See below

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Technology Systems & Applications

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Systems & Infrastructure


3 Senior Systems Engineers

5 Systems Engineers

1 Technology Specialist


1 Senior Network Engineer

1 Network Engineer

Purpose The purpose of Systems & Infrastructure includes maintaining, updating, repairing and implementing network and server equipment, Email and Active Directory infrastructure, virtualization systems, virus protection, spam, web and Email filtering, system backups and SAN storage solutions, monitoring the performance of systems and services to perform the corrective actions to improve performance, security, availability and resolve problems. Responsibility

# Devices Devices Purpose

132 Data Center Servers (Physical & Virtual)

Hardware devices that host all services, applications, and data storage on the District level

356 School Servers Hardware devices that host applications and data storage at the schools

1,633 Switches Network switching hardware providing LAN/WAN connections (wired and wireless) throughout the district

4,300 APs Wireless controllers and Access Points allow wireless devices to gain access to the LCPS network resources

572 UPS Surge Suppression and Voltage Regulation, provides uninterruptable power in case of power failure

1 Backup Power Generator Provides uninterruptable power in case of a prolonged power failure at the data center

2 SAN (Storage Area Network)

Enterprise SAN disk array for application and file storage used by the district, providing a total of 57.6 TB of available space

92 LAN/WAN Connections District wide data connections and connection to the Internet

9,493 E‐mail Accounts Individual e‐mail accounts for staff, application and resource use

209 BlackBerry devices Mobile data devices connected to the enterprise e‐mail system

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Enterprise Applications

E‐mail Enterprise email and calendaring system

Active Directory Core directory service for the district

Service Desk Central repository for incident management

SQL Standardized database providing a centralized database location used by many of the district’s departmental applications

Office Suite District standard for word processing, spreadsheet analysis, database management, and power point presentations

Internet Explorer District standard web‐browser

SolarWinds Network Monitoring application

McAfee Virus Protection application

LANDesk & Altiris Workstation management, software deployment, imaging, asset management and patching applications

SpotLight & LiteSpeed SQL Database management applications

WonderDesk & Altiris Service Desk/Help Desk applications

Application Server Support

Application Served Department Description

AceWare Application Instruction Adult Education online class registration and tracking system

Active Roles Server DTS Active Directory Management‐ Sync with SIS, GroupWise Database, and Web based management

Alchemy Application Pupil Services Records archiving system

BlackBerry DTS RIM BlackBerry server for BlackBerry connections

BlueBear Application Business & Finance School Activity Fund management system

Building Utilization Planning Building utilization and room allocations system

CLARITY Instruction Instructional Management system

Data Warehouse Instruction LCSP Data Warehouse system

AITHelp Application DTS Administrative Help Desk system

EduLog Application Support Services Bus route creation and management system

Expressions Application Personnel Employee ID badge creation system

Faster Application Support Services Transportation garage maintenance records management system

GroupWise DTS Centralized e‐mail system

Groveware Application Personnel Workflow and resource scheduling system

HyperV DTS Microsoft Hyper V virtual server and workstation system

Image X Application Support Services Transportation garage document scanning and processing system

Infrastructure Servers DTS Infrastructure systems Active Directory, DNS, DHCP, Security and other such system

LANDesk Application DTS Hardware, software and asset management system

LiteSpeed Application DTS SQL Database maintenance plan management system

Log Rhythm DTS Event and Server Log consolidation, tracking and management system

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Application Served Department Description

McAfee EPO Application DTS Virus Protection system

Password Manager DTS Provides forgot password reset functionality to teachers

Personnel Web App Personnel Area for Personnel office web development applications

Phoenix Application Pupil Services Special Education IEP system

Pupil Services Web App Pupil Services Area for Pupil Services staff web development applications

School Interoperability Framework

Instruction Vertical SIF system in cooperation with VDOE

SharePoint DTS Internal SharePoint installation

Shavlik Application DTS Server and OS patch auditing system

Skovision Application Instruction School improvement planning

SpotLight Application DTS SQL database alert and management system

Stanley Application Support Services Badge access monitoring and control system

Storage Manager DTS Data storage management system

Successmaker Instruction Student proficiency adaptive testing system

Synovia Application Support Services GPS bus route tracking and management system

Teleforms Application Instruction Survey software and test administering system

Trip Tracker Application Support Services Field trip and extra bus trip request, creation and management system

WinOcular Personnel Employment application and applicant tracking system

Xerox Application Support Services Xerox print management system

Security

Operation System Patching

Ensure all workstation and server OS is patched appropriately to minimize vulnerabilities

Application Patching Ensures all enterprise applications are patched per vendor standards to minimize vulnerabilities

Virus Protection Scans, monitors and protects all workstations and servers from virus and malware attacks

Network Monitoring Continuous monitoring of the district’s networks to alert for network failure of intrusion

Content Filtering Ensures safe and appropriate Internet use by staff and students

Backup Applications Provide data backups for needed recover services in case of accidental deletion or disaster recovery

Workstation Management

Scans, discovers, inventories and manages all workstations ensuring appropriate inventory and licensing requirements are met

Server Monitoring Ensure the proper operation of all server hardware and resources; alerting based on preset thresholds to provide proactive support

SPAM Filtering Filters the incoming e‐mails for SPAM activity and blocks these messages from reaching the post‐offices. Also allows for black‐listing and white‐listing of addresses for appropriate use

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Systems Support

Architect and build the district’s Active Directory structure to ensure proper operation Design, manage and maintain the DNS and IP services required for proper communication and

access throughout the network Configure server hardware and software to meet the needs of specialized applications based on

vendor requirements Support the enterprise clustered SQL and Windows server environments to ensure high

availability is obtained and down time minimized Monitor and support the virtual environment for effective use of resources, high availability and

efficient access Provide full support for e‐mail throughout the district

Infrastructure Support Design, manage and maintain the network infrastructure for the district for LAN/WAN

connections Ensure appropriate IP protocol design is used to provide access and security for all devices

accessing the district network Configure, monitor and maintain all network hardware required for proper connectivity

throughout the district for workstations, wireless devices and phone systems Monitor and address bandwidth requirements to ensure sufficient throughput and access

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Application Development


1 Senior Web Developer

2 Web Developers

4 Software Engineers

1 SQL Data Base Administrator


Purpose The role of Application Development includes development of web‐based applications, maintenance of

existing and purchased applications, testing software, building workstation images, managing databases and

providing appropriate access to application data. The staff in Application Development also respond to

service desk requests for third‐tier application support, research new software and ensures software

requirements are addressed to work within the district standards.

Application Development

Design and develop customized applications based on customer requirements to meet specific LCPS needs or requirements

Maintain and monitor existing in‐house applications for performance, availability and security Provide third‐tier support to purchased applications, working with vendors and support staff to

address issues Standardize the development language, tools, methodology and processes used by all web

development staff across the division Perform all project management tasks using ITIL and PMP best‐practices Test the developed applications to ensure utility and warranty are ensured based on customer

requirements Perform application troubleshooting and remediation

Software Engineering

Prepare software “images” for distribution on computers and laptops o Images include OS, enterprise software and required settings and security setting

required for proper operation in the district’s environment Evaluate, test and prepare software solutions for deployment following the standardized

processes to ensure appropriate utility, warranty and security requirements are met Provide third‐tier support for software issue troubleshooting and problem resolution Deploy enterprise support tools to manage software inventory, deployment, licensing,

utilization and support Work with 3rd party vendors to implement, maintain and support applications throughout the

district

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Data Base Administration Manage and maintain all SQL data base environments for the district

o Environments include Active/Active and Active/Passive clusters as well as un‐clustered SQL instances

Setup scheduled SQL maintenance plans for backups, indexing and optimization based on best practice or specific vendor requirements

Monitor database alerts, troubleshoot, and remediate problems Analyze and perform database configuration setting changes to address recurring system and

performance problems Provide support and assistance to the vendor for performance and optimization‐related

database issues Ensure all databases are fully optimized and configured to function within the requirements of

the application

Application Development Technologies Architectures ‐ Internet Application Delivery, Client/Server, Data Retrieval, ODBC, CVS, Change Control

Systems, LDAP, Patterns, Windows Workflow Foundation, MS Entity Framework Programming Languages – C#, C, C++, Visual Basic, LINQ, Java, XML, HTML, CSS, JavaScript, VB Script,

SQL, Flash, Silverlight, Adobe Illustrator, Adobe Photoshop Operating Systems ‐ Windows NT/XP/Win7, Linux, Macintosh, LANs, WANs Databases ‐ Oracle, DB2, MS SQL Server 2005, 2008, Microsoft Reporting Services, Access, Jet Engine

Enterprise Application Servers – IIS, ASP, ASP.NET, SharePoint

DTS Developed Applications

Application URL Dept/Div

Access Denied http://webintra.lcps.org/AccessDenied/AccessDenied.aspx District

AT Tracker http://webintra.intranet.lcps/ATTracker Pupil Services

BMS http://webintra.lcps.org/BMS Business & Finance

Business Card http://webintra.lcps.org/BusCard Public Information

CALS https://webinter.lcps.org/CALS Pupil Services

Concern Registry https://webinter.lcps.org/ConcernRegistry Transportation

DPS Kiosk http://webintra.lcps.org/DPS_Kiosk Personnel

Electronic Forms Manager http://webintra.lcps.org/Elf

Technology Services

Facilities http://webintra.intranet.lcps/FacilitiesDMS Construction

Forms Catalog http://webintra.lcps.org/CatalogOfForms Pupil Services

Home Instruction (Notice of intent) Internet https://webinter.lcps.org/HomeInstruction Pupil Services

Home Instruction (Notice of intent) Intranet http://webintra.lcps.org/HomeInstruction/ Pupil Services

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Incident Management System http://webintra.lcps.org/IncidentManagementSystem

Business & Finance

Instructional Software Review http://webintra.intranet.lcps/InstructionalSoftwareReview Instruction

Intranet http://www.intranet.lcps District

Job For A Day https://webinter.lcps.org/JobForADay Instruction

Label (Internet) https://webinter.lcps.org/lcps_locate Planning

Label (Intranet) http://webintra.lcps.org/lcps_locate Planning

LCPS Applications (Warm Up) http://webintra.lcps.org/warmup

Technology Services

Leave Calendar (Business & Finance) https://webinter.lcps.org/LeaveCalendar

Business & Finance

Musical Events ‐ MESO (Internet) https://webinter.lcps.org/MusicalEvents Instruction

Musical Events ‐ MESO (Intranet) http://webintra.lcps.org/MusicalEvents Instruction

Online Courses https://webinter.lcps.org/OnlineCourses Personnel

Payment Portal https://webinter.lcps.org/PaymentPortal Business & Finance

PIM (Internet) https://webinter.lcps.org/PIM Pupil Services

PIM (Intranet) http://webintra.lcps.org/PIM Pupil Services

Positive Behavior http://webintra.lcps.org/PositiveBehavior Pupil Services

Pro Staff Development https://webinter.lcps.org/ProStaffDev Instruction

Science Fair https://webinter.lcps.org/ScienceFair Instruction

SPAR (Sports Physicals) https://webinter.lcps.org/SPAR/Basic/Home.aspx Instruction

Special Permissions https://webinter.lcps.org/SpecialPermissions/Login.aspx Pupil Services

Staff Directory http://webintra.lcps.org/StaffDirectory District

Substance Abuse (SSORS) http://webintra.lcps.org/SSORS Instruction

Summer In The Arts (Lyceum) https://webinter.lcps.org/ManageEventsArt/Login.aspx Instruction

Summer Programs (Summer School Registration) http://webintra.lcps.org/SummerPrograms Instruction

Total Compensation https://webinter.lcps.org/TotalCompensationStatement

Business & Finance

Web Code Manager http://webintra.lcps.org/WebCodeManager/

Technology Services

27


Web Services AT Tracker http://webintra/ATTracker_WCFServiceApp/Service1.svc

Technology Services

Web Services Employee Lookup http://webintra.lcps.org/LcpsUtilityWebService/Service3.asmx

Technology Services

Web Services Is Alive Private URL

Technology Services

Web Services Locator Private URL

Technology Services

Web Services Payroll Private URL

Technology Services

Web Services School Lookup Private URL

Technology Services

Web Services Send Email Private URL

Technology Services

Web Services StarWeb Private URL

Technology Services

Web Services User Auth Private URL

Technology Services

28

Information Management Services

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Information Management


2 Data Analysts

1 Technical Trainer

1 Records Manager

2 Records Archivists

1 Program Assistant

Purpose The purpose of Information Management Services is to provide strategic planning, implementation, monitoring, and support for programs and software packages used by the various departments within LCPS. Information Management promotes data assurance, data ethics, data collection and reporting, data exchange, and end‐to‐end functional support to ensure business process efficiencies, uniformity and continuity. This area is also responsible for promoting and auditing the records retention practices for student records as determined by GS‐21, and for developing and implementing the district‐wide FERPA staff development efforts to ensure protection of data.

Responsibility

System Area Software Description Users

Student Information Star Student through FY 14. Will change in FY 15.

Comprehensive System used for demographics, enrollments, attendance, grades, behavior, health, testing, scheduling, state and federal reporting, etc.

1,200 users currently. Expansion to all staff, parents and students in FY 15

Integration PIMS, Horizon, Connect ED, Phoenix, Edulog, Café Prepay, Naviance, Data Warehouse, Special Education, various other enterprise applications

Where data elements are used from the SIS in other applications, ensure integration of data through SIF, ETL, batch jobs, SQL statements, or any other methods

Numerous administrative and school based instructional accounts. For PIMS, all parents have access and it is based per student (68,000+); one account manager at each school (82)

Strategic Operations

Manage student information system for district

Promote efficiency of operations and data integrity through process improvement

Audit, analyze and report on student demographic and academic achievement data

Plan for, evaluate, and assist with integration of software applications related to student

information, including special education systems, data warehouse, classroom instructional

management systems, e‐Transcripts, and academic and career counseling systems

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Produce VDOE state reports related to federal and state accountability, pupil accounting,

membership, graduate and dropout reports, certain personnel reports, foreign language reports

and special education reports

Produce monthly reports for the Superintendent and senior staff on enrollment and attendance

data, course enrollment, student mobility, and discipline statistics

Ensure Virginia pupil accounting laws and regulations are communicated and enforced at local

schools

Manage all software development initiatives related to the student information system

Implement data collections as mandated by USDOE and VDOE

Conduct training for all levels of management on how to use student data to meet local, state

and federal requirements, include FERPA training for all users of student information

Supervise records management operations for inactive files and ensure retention schedules are

communicated and adhered to

Serve as liaison between school system and Loudoun County Department of Information

Technology, including all application managers who interface with the SIS and other enterprise

systems

Serve as liaison between school system and Library of Virginia for management of student

records

Student Information

Demographic Information includes

o Household Information

o Contact Information

o Census information

o School zone information

Enrollment Information includes all data dealing with students including

o Past, present and future enrollments

o IEP and ELL tracking and reporting

o Title 1 tracking

o Migrant and Immigrant tracking

o Residency

o CTE

o Free/Reduced Lunch

o Graduation and Drop Out tracking

Attendance Information includes

o Maintenance of calendars for all buildings

o Daily Attendance

o Attendance letters

o Extract data to Connect ED (parent communication system)

o ADA and ADM reporting

o Audits of attendance

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Heath Information includes

o Health conditions

o Immunization status

o Clinic visits (past, present, future)

o Health alerts

Scheduling Information includes

o Maintenance of bell schedules for all buildings

o Student and teacher course requesting

o Audits of schedules and requests

o Master schedule and individual scheduling

o Mass scheduling and scheduling reports and analysis

State Reporting includes

o Student record collection (Fall, December, Spring, End of Year, Summer)

o Instructional Personnel and Licensure

o Career and Technical Education

o Master Schedule reporting

o Grading and assessment

Behavior Information includes

o Event and Resolution information for all incidents

o Discipline reporting for local, state and federal use

o Audits of incidents and dispositions

Grade‐Reporting Information

o Definition of grading scales and weights

o Publication of grading process

o Audits of grades

o Loading of grades extracted from grade books

Student Transcripts

o Maintenance of student academic records for prior school years

o Maintenance of credit totals and GPA calculation

o Audits of transcript data for elementary schools

Assessment Information

o Match data and transform files for score import

o Extract data for use in District and State assessments

Employee Demographic Information

o Staff number

o If licensed staff, type of license and number

o If licensed staff, endorsement information

o Employment type (Secretary, Teacher, Nurse, etc.)

o District location

o Location start or end date

o Name changes

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User/Security Information

o Verify duplicate user ID’s

o Give access to district location/s

o Give access to correct areas of responsibility

o Monitor disabled accounts for possible unauthorized access attempts

o Disable accounts due to resignation/retirement/lack of use

o Monitor situations of unacceptable usage of accounts

File Transfers

Creation and automation of file transfers between systems internal and external

Support

Publish user documentation

Respond to requests for information

Provide data extracts for other applications

Provide support for analysis of data

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Information Management Annual Services # Time of Year

Category Task Predecessor(s) Owner Date/Frequency Note(s)

1-EOY Testing Load ACT scores ACT DIT and Research Monthly College board. This is sent to and loaded by research. Shelly then loads via script. Maybe July load schedule. May not be part of the year end load schedule.?

1-EOY Testing Load SAT scores SAT DIT Monthly DIT loads

1-EOY Testing Load AP scores College Board provides data (mid July)

Research receives/DIT processes

July College board. This is sent to and loaded by research. Shelly then loads via script. Maybe July load schedule. May not be part of the year end load schedule. – June July

1-EOY Diploma/CTE Find eligible students based on criteria already in StarWeb, see Diploma Seals Process doc

Counselors confirm diploma type

SIT, DIT and CTE office

June Current year CTE test scores are not delivered to Cara until July. Load scripts for warehouse is impacted.

1-EOY Diploma/CTE Load CTE student scores/industry certifications (PASS ONLY). Update diploma seal earners and update Star_Web

VDOE sends results to CTE SIT, DIT and CTE office

July Current year CTE test scores are not delivered to Cara until July. Load scripts for warehouse are impacted. Instruction office needs to mail extra seals earned

1-EOY Diploma Audit for Diploma type on School Page

SIS/Schools May If YOG is equal to current year and grade is 12 cannot be null

1-EOY Diploma Load or manually enter diploma seals. See Diploma Seals Process Document

File of potential students from SIS Office and DIT

Schools June Based on AP, CTE, diploma type, and grades earned

1-EOY Diploma Load or manually enter diploma seals. See Diploma Seals Process Document

File of potential students from SIS Office and DIT

Schools July Second edit based on AP scores and CTE information - schools

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# Time of Year


1-EOY Grading Calculate final-grade (FG) attendance

Attendance corrections made by schools

SIS June Must happen the day after report cards

1-EOY Grading Calculate GPAs for Middle School

Middle School credits posted

SIS June Run based on EOY grading document from Shelly

1-EOY Rollover Process inactive students into AHS – Secondary

FG attendance and GPA’s must be done. Roll all validation tables

DIT June DIT does secondary. Complete day before EOY closeout

1-EOY Rollover Process inactive students into AHS – Elementary

FG attendance and GPA’s must be done. Roll all validation tables

SIS June SIS does elementary. Complete day before EOY closeout

1-EOY Audits Final ELL audits Data entered by ELL office SIS Office June Do while school staff are onsite

1-EOY Audits Final GT audits Data entered by GT office SIS Office June Do while school staff are onsite

1-EOY Audits Final IEP audits Data entered from Phoenix SIS Office June Do while school staff are onsite

1-EOY Audits Final attendance and truancy flag audits

Data entered by schools/attendance officers

SIS Office June Do while school staff are onsite

1-EOY Retention/Promtion Finalize retained students Before rollover Schools June Do while school staff are onsite

1-EOY Discipline Final Discipline audits All entries must be made and all corrections completed

Schools June Do while school staff are onsite

1-EOY School Process Generate all secondary transcripts to PDF to serve as backup in the event of inability for schools to print

DIT processes complete Schools June

1-EOY Rollover AHS Rollover/EOY Closeout : Roll inactive students

DIT June DIT does this prior to full AHS rollover/closeout

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# Time of Year


1-EOY Rollover AHS Rollover/EOY Closeout Inactive students must be completed prior to this.

DIT/SIS Office June DIT: Secondary SIS: Elementary. Do one week after report cards sent home

1-EOY Zone Next school changes complete

Program placements Schools June Do while school staff are onsite day before EOY closeout

1-EOY Purge Purge discipline data Records that exceed retention requirements

DIT (Paula) June Included in EOY document. Do before closeout

1-EOY Rollover Roll returning seniors to next year

Schools flag “return again as 12th grader”

SIS Team June Add to the larger rollover document.

1-EOY Reporting Extract Spring SRC After rollover DIT (Shelly) June Day after closeout

1-EOY Reporting Extract DCV Required audits completed; After rollover

DIT (Paula) June Day after closeout

1-EOY Reporting Extract EOY MSC After Summer School SIS Team and DIT June After SRC if it does not impact DW load. After summer school grades are loaded

1-EOY Warehouse Load EOY for warehouse STU_VA_EXTRACT table DIT June Day after SRC submission

1-EOY Warehouse Load BOY for warehouse STU_VA_EXTRACT table DIT August Beginning (day after EOY table built) August 15 every 2 weeks until Q1

1-EOY Enroll/Withdraw Make any W411 and W9% PCC code updates

Prior to EOY reporting SIS/Schools May SIS audit and follow up with schools

1-EOY Reporting EOY SRC Required audits completed DIT/SIS Office July

1-EOY Reporting EOY MSC Required audits completed DIT/SIS Office August

1-EOY Reporting CTE Reports Several – see separate listing of CTE reports not part of SRC

DIT/SIS Office June Work with Cara - June and July

1-EOY Summer School Update tables, load students From Summer Portal DIT/SIS Office Annually

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# Time of Year


2-EOY/July Testing Load SOL scores EIMS Testing, Research, DIT (Shelly) loads

Quarterly DIT loads – Preliminary scores loaded ASAP in June.

2-EOY/July Testing Load DRA scores Research, DIT loads Quarterly Research extracts from Pearson and Research processes to conform with DIT data layout. Dec, Jun, Oct

2-EOY/July Testing Load PALS scores Research, DIT loads Quarterly Research extracts from UVA and Research processes to conform with DIT data layout. Dec, Jun, Oct

2-EOY/July Testing Load WIDA scores Research, DIT loads July Annual

2-EOY/July Diploma Load or manually enter diploma seals based on newly loaded AP Scores

AP scores Schools

2-EOY/July Testing Update early college scholars AP scores (loaded in July) Schools or DIT; DIT (Shelly)

July

2-EOY/July Reporting Project Hope Report McKinney Vento data SIS Office August

2-EOY/July Reporting Annual GT Report Data entered by GT office Instruction July Some sort of extract/upload that Lori did

2-EOY/July Reporting Special Ed Performance Indicator Reports

SIS/Special Ed/Eligibility (504)

July Runs July through September

3-BOY/Summer

Tables Update Tables (full compendium listed in separate document.)

VDOE and LCPS changes SIS Office July May be changes.

3-BOY/Summer

AHS Inactivate all AHS records in prep for updating of AHS demographics

DIT (Shelly) August Only needed once per year

3-BOY/Summer

School Process No show students Schools Daily Up through the first day of school

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# Time of Year


3-BOY/Summer

Audits Monitor out of zone data Grid updates and address changes made

SIS Office Daily

3-BOY/Summer

School Process Assign homerooms Schools Daily Up through the first day of school and then ongoing for new students

3-BOY/Summer

School Process Assign counselors Schools Daily Up through the first day of school and then ongoing for new students

3-BOY/Summer

School Process Schedule students Student enrollment completed

Schools Daily Remove mass scheduler prior to school starting.

3-BOY/Summer

School Process Assign lockers DIT updates locker table changes

Schools; DIT loads new lockers (Paula)

Daily Up to the first day of school

3-BOY/Summer

Audits Post program codes AOS, CMV, G8WY, FDKG etc.

SIS Office Daily Feeds BOY warehouse load

3-BOY/Summer

Campus Post CAMPUS records CAMPUS Coordinator

Daily Feeds BOY warehouse load

3-BOY/Summer

External Programs CLARITY updates Data from Starweb updated into CLARITY

Research Office/DIT cron script

Nightly

3-BOY/Summer

Warehouse Load BOY again for warehouse

DIT (Shelly) and Research

Weekly Feeds BOY warehouse load. See Jing's schedule (ever 2 weeks July-sept)

3-BOY/Summer

Audits Update Discoverer audits VDOE and LCPS rules SIS Office and DIT As needed Feeds BOY warehouse load

3-BOY/Summer

Enroll/Withdraw Enroll ADH students Lists from Adult High School

ADH Office Daily Feeds BOY warehouse load (Shelly to check)

3-BOY/Summer

Enroll/Withdraw Enroll Adult students at CMV Lists from Monroe SIS Office July Feeds BOY warehouse load (Shelly to check)

3-BOY/Summer

Retention/Promtion Update student grade level Double Promotions, Retained students who

Schools July After Summer school. Feeds BOY warehouse load

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# Time of Year


completed summer school

3-BOY/Summer

Enroll/Withdraw Partials for previous year’s W9 and W411 students and retained seniors

List from EOY SIS/Schools July

3-BOY/Summer

Enroll/Withdraw Non-Enrollment Reports No shows Schools September

3-BOY/Summer

Audits Update tuition codes List from Special Education SIS Office August

3-BOY/Summer

GT Gifted and Talented G&T Rollover Routine SIS and G&T July Do NOT rollover the “I” codes. In order to achieve this in the G&T Rollover Routine, a User Defined list must be created only for students with codes A, RE, PPP, INE, T, and W.

3-BOY/Summer

Tables Neglected and Delinquent ? DIT July DIT clears N&D flags. SIS notifies Evonne’s office that they have been cleared and will need to be checked again after school starts and BEFORE fall SRC submission

3-BOY/Summer

Tables Reset attendance and pcc records

SIS Office July Up to the first day of school and then ongoing for new students

3-BOY/Summer

Testing/Summer School

Load (AP, ACT, SOL, etc) test scores

College Board DIT and Research Monthly See separate load schedule

3-BOY/Summer

Diploma Rank seniors Summer school grades Schools August Rachel will check if this is a start of school item.

3-BOY/Summer

Tables Clean up Teacher Tables Schools Weekly Send reminder to schools to delete anyone from teacher tables who is no longer working for LCPS, or who has moved to a different school

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# Time of Year


3-BOY/Summer

Enroll/Withdraw Summer w/draw TJ students and Enroll in TJH “school”, Post Track code of TJH for TJ students. Run Create attendance Rec routine to reset PCC codes.

Lists from GT & Fairfax SIS Office checks for w/draws and enrolls in TJH; each HS creates no show record needed for SRC and warehouse.

Daily Feeds BOY warehouse load

3-BOY/Summer

Enroll/Withdraw Partials for previous years W9 students and retained seniors

List from EOY Schools July

3-BOY/Summer

Audits Post track codes All schools SIS Office July After rollover. Make sure to run for all schools (TJH, DSF, etc)

3-BOY/Summer

EIMS EIMS Needs Resolution Updates

Research Switch to new SY/SIF/Manual upload process?

Research/SIS Office/DIT

Weekly SIF handles students without STIs and the needs resolution process

3-BOY/Summer

Reporting Summer SRC Required audits completed DIT/SIS Office July After Summer school

3-BOY/Summer

EIMS EIMS Switch to new SY Research

4-BOY/Sept Enroll/Withdraw Non-Enrollment Reports No shows Schools September

4-BOY/Sept Reporting Foster Care Report Contact records SIS Office September

4-BOY/Sept Reporting Homebound Services Report Updates to HMB student data

Attendance & Homebound Office

September

4-BOY/Sept Attendance First 10 days SIS Office Annually Collected by Jill from all schools, sent to planning etc

4-BOY/Sept EIMS EIMS Updates SIF/Manual upload process Research/SIS Office/DIT

Annually Shelly upload to activate our students with enrollments in two districts. Is SIF agent updating or are we doing monthly updates?

5-Mid year Grading Load CLARITY secondary grades

All grades posted SIS office and Research

Quarterly Research and SIS load. Including summer school

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# Time of Year


5-Mid year Grading Load CLARITY elementary grades

All grades posted SIS office and Research

Quarterly SIS loads

5-Mid year Grading Manually post grades for non CLARITY students/schools

Serving schools timeline Counselors Quarterly Example: tuition students. Including summer school

5-Mid year Grading Calculate marking-period (MP) attendance

Final attendance posted Schools Quarterly Including summer school

5-Mid year Grading Run grading audits (includes invalid, incomplete, credits posted, GPAs calculated for high schools)

CLARITY grades Schools, Research and SIS Team

Quarterly Part of import process between CLARITY to StarWeb. Including summer school

5-Mid year Grading Send report cards home All grades correct and complete

Schools Quarterly Including summer school

5-Mid year AHS Update AHS demographics SIS Quarterly 2 days before school starts; each marking period thereafter

5-Mid year School Process Enroll new students Schools Daily

5-Mid year Audits Audit data SIS Office Daily

5-Mid year Zone Next school field loaded planning office proposal and school board votes

Planning/DIT January

5-Mid year Tables Update Tables (full compendium listed in separate document.)

VDOE changes, LCPS changes

SIS Office As needed

5-Mid year Testing Testing Extracts 504/ELL/IEP/Homeless student data current

Testing Office/DIT Monthly John Panettieri has schedule. There are monthly requests.

5-Mid year Planning Planning Year Scheduling Process

Boundaries set, next school field populated, SIS Office survey results completed on options

DIT/Schools and each Director of Instruction (Elementary, Middle, High)/Planning

Annually This happens once a year, generally in February/March, and the planning year trigger has to be on as well.

41

# Time of Year


Dept.

5-Mid year Planning Scheduling Processes Planning Year Rollover, End of Year Rollover, Global Master Updates

DIT/Schools and each Director of Instruction (Elementary, Middle, High)/Planning Dept.

Monthly Planning year trigger shut down at EOY rollover

5-Mid year Discipline Discipline Processes Schools Daily audited monthly

5-Mid year Attendance Attendance Processes Schools Daily audited daily

5-Mid year Medical Medical Processes Schools Daily audited monthly

5-Mid year Special Ed Medicaid Processes VDOE lists SIS Office Monthly

5-Mid year External Programs Connect ED Updates Updates to contact data and updates to staff data

Public Information/DIT

Nightly via chron job

5-Mid year External Programs PIMS Updates Requests in queue Schools/DIT Nightly via chron job

5-Mid year External Programs Naviance Updates DIT Weekly Saturdays

5-Mid year External Programs Edulog Updates DIT Monthly

5-Mid year External Programs ITS Extracts Brian Magurn DIT Monthly As requested

5-Mid year Warehouse Data Warehouse Updates Updates to Starweb DIT and Research Quarterly See separate load schedule

5-Mid year External Programs Food Services Updates DIT Nightly

5-Mid year External Programs Horizon Updates DIT Nightly

5-Mid year External Programs ELL Processes WIDA/WAPT scores ELL Office Monthly

42

# Time of Year


5-Mid year User Testing Testing loads DIT, Testing Office and Research

As needed See separate schedule

5-Mid year GT GT Processes GT Screening Results GT Office Monthly

5-Mid year Special Ed Special Education Updates IEP changes and 504 students

DIT Nightly Updates made based on new effective date and data checks in script

5-Mid year Tables Athletics Updates SIS office June

5-Mid year Tables Grid Updates Boundaries approved DIT and Planning Quarterly As requested

5-Mid year Attendance Monthly Attendance and Membership Reports

Attendance posted, enrollments and withdrawals verified, Head Start/STEP programs have data entered

Schools and SIS Office

Monthly

5-Mid year Audits Daily Report/Jobs Update Chron job DIT Daily

5-Mid year Audits Daily Special Ed Report Chron job DIT Daily

5-Mid year Reporting September 30 Report Required audits completed DIT/SIS Office September

5-Mid year Reporting Fall SRC Required audits completed and 504 students incorporated

DIT/SIS Office October

5-Mid year Reporting Fall MSC IPAL Required audits completed DIT/SIS Office/Personnel

October

5-Mid year Reporting December first SRC Required audits completed DIT/SIS Office December

5-Mid year Reporting March SRC Required audits completed DIT/SIS Office April

5-Mid year Reporting AP Fee Report Schedules/Free and Reduced data

SIS/Guidance February

43

# Time of Year


5-Mid year Reporting School Nutrition Reports Updates to Food Services Data

Food Services Monthly

5-Mid year Reporting Homeless Children & Youth Report

Updates to data in Starweb McKinney Vento Office

October

5-Mid year Lost Transfer Lost Transfer Report After Fall SRC SIS Office September

5-Mid year Lost Transfer Lost Transfer Report After Spring SRC SIS Office May

5-Mid year User Testing Testing patch New patch release from Century

DIT/SIS Office As needed

5-Mid year Planning Course recommendations Naviance? Schools January

5-Mid year Reporting EIMS issue resolution Email notification SIS Office Daily Merge/split students with potential STI matches

5-Mid year Tables Update new school testing IDs

From Guidance SIS Office Annually

5-Mid year Training User trainings SIS Office Monthly Jane holds grading, PBIS, scheduling, and other trainings throughout the year

5-Mid year Reporting LCPS information requests Most recent SRC submission

SIS Office As needed Reports run to assist in FOIA requests as well as other information needs throughout the county

44

Coordinated

Professional

Development &

Support

45

Professional development and training opportunities are sponsored by various departments and

supported by DTS. Applications supported by DTS, such as CLARITY, Phoenix, and others, are

managed by various departments and are not reflected in the offerings listed below.

# of

Classes

Course Venue # of

Attendees

1 New Secretary Training – Registrations Training Lab 6

3 StarWeb Open Workshops Training Lab 5

1 Transportation Department Training Lab 8

5 Elementary Scheduling Training Lab 40

1 New Secretary ‐ Attendance Training Lab 6

1 Academic History with BRH Counselors Broad Run HS 5

1 Discipline with Middle School Deans Harper Park MS 30

1 Discipline with Middle School Aps Conference Room 30

1 Discipline with Elementary Aps Conference Room 50

1 Course Request Upload with MS Counselors Training Lab 10

4 Secondary Scheduling Refreshers Training Lab 20

1 Expunge Review with MS Lead Counselors Conference Room 15

1 Registration Refresher for Summer Backups Training Lab 10

3 Summer School Training for Secretaries, Deans and

Principals)

Training Lab 20

7 Intermediate StarWeb: Queries/Lists/Reports Training Lab 34

4 PBIS Discipline Training Lab 15

4 Grading Training Lab 31

N/A Vision – StarWeb Intro/Basic Online 100

N/A Vision ‐ Discipline Online 20

N/A Vision – Pupil Services Annual In‐service Online 100

46

County of Loudoun

Department of

Information

Technology

47

Department of Information Technology County of Loudoun

Directory 41975 Loudoun Center Place Leesburg, VA 20175‐8901

Administrative Office (703)777‐0199 Fax Number (Information Technology Center) (703)771‐5037 Fax Number (Government Center) (703)771‐5570 E‐Mail [email protected] Director: Wendy Wickens (703)771‐5454 Assistant Director: Vacant Division Managers Henri Casanova, Technology Services (703)771‐5498 Kevin Eppard, Systems Development & Support (703)771‐5225 William McIntrye, Internet/Enterprise Systems (703)771‐5539 Vacant, Public Safety Support William Boyd, Database Administration (703)771‐5254 Bunny Kling, Administrative Manager (703)771‐5326

Tasks DIT performs for LCPS or performs with the cooperation of LCPS staff

Student Information System servers and application support

Financial and HR mainframe servers and application support ‐ joint use with County

Library System servers and application support ‐ joint use with County

Data Warehouse servers and application support

Limited AS400 server support ‐ used by Food Services

Tivoli backups for some data and application servers

Firewall and VPN setup and maintenance

Iron Mail (spam filter) setup and maintenance

Content filtering

Microsoft ISA certificate settings for reverse proxy

List of Meetings and the topics/purpose of the meetings

Meeting Name Frequency Topics Discussed Attendees SIS System Support Monthly Bugs

Grid Updates Scheduled Releases Reporting schedule eTranscript Data feeds Interfaces

DIT DTS Subject Matter Stakeholders

New SIS Selection Weekly Planning for: Selection Conversion Implementation

DIT DTS Subject Matter Stakeholders

48

Meeting Name Frequency Topics Discussed Attendees DIT/LCPS Coordination Monthly SIS

Microwave Budget Org Changes COMCAST ERP Laserfiche Firewall LCPS Tech Plan Website Internet Content Filter SharePoint Circuit Upgrades DNS

DIT DTS

Strategic Planning Weekly Budget, staffing, major initiatives

Assistant Superintendent for Technology Services LCPS Directors as needed Loudoun County Director of Information Technology

49


50

LCPS Revised

Technology Plan

2010‐2015

Summary Pages

Loudoun County Public Schools Department of Technology

Documents

Transcript of Loudoun County Public Schools Department of Technology