Natick Public SchoolsTechnology Update

April 28, 2008

Dennis Roche, CISA

Director of Technology

Technology AgendaTopics

• What is needed today

• Alternatives to meet our needs

• Future Needs

• Recommendations

What is needed Today!!!• Upgrade technology tools for all classroom teachers.

• Upgrade all elementary computer labs.

• Provide on-going technology training and integration support.

• Continue to upgrade and maintain technology backend infrastructure to support all the above.

Technology Needs Today

Need Estimated Cost

Teacher Laptops (350) $485,000

Elementary Mobile Labs (5) $169,000

Memory Upgrades (350) $35,000

Printer Replacements $54,000

Wiring Closet Devices $249,000

Computer Room Devices $72,000

Total $1,064,000

Alternatives to meeting the needs

• Lease

• Buy

Option 1 - Lease

Qty Purchase Year 1 Year 2 Year 3 Year 4 Year 5 LeasingPrice TCO

Teachers Laptops- District Wide 350 $485,295.00 $215,134.22 $148,628.22 $148,628.22 $10,000.00 $15,000.00 $537,390.65

Students Mobile Labs - Elementary 5 $169,117.50 $72,691.33 $53,141.33 $53,141.33 $3,000.00 $6,000.00 $187,974.00

Upgrade Existing Computers Memory Upgrades 350 $35,000.00 $20,000.00 $15,000.00

Printer Replacements 54 $54,000.00 $15,000.00 $9,000.00 $10,000.00 $10,000.00 $10,000.00

Wiring Closet Devices $249,000.00 $65,000.00 $112,000.00 $72,000.00 $0.00 $0.00

Main Computer Room Devices $72,000.00 $12,000.00 $15,000.00 $15,000.00 $15,000.00 $15,000.00

$1,064,412.50 $399,825.55 $352,769.55 $298,769.55 $38,000.00 $46,000.00

Funds available to invest in other technology needs $174.45 $230.45 $54,230.45 $315,000.00 $307,000.00

Funds Available for Replacement Plan $400,000.00 $353,000.00 $353,000.00 $353,000.00 $353,000.00

Pros & Cons of Leasing

• Pros– Accelerate technology getting into the hands of people who need it.

• Upgrade all classroom teachers and all elementary labs in 1st year!

– Allows us to take immediate action. Order now and first payment due in July (Deferred Lease).

• Cons– Higher cost of ownership - finance charges apply (2.9%)– Requires multi-year commitment - the money for technology replacement

needs to remain within the School Department operating budget for Technology each and every year.

Option 2 - Buy

Qty Purchase Year 1 Year 2 Year 3 Year 1 Year 2 Year 3 Year 4 Year 5 BuyingNeeded Price Qty Qty Qty TCO

Teachers Laptops- District Wide 350 $485,295.00 225 125 0 $313,807.50 $171,487.50 $0.00 $10,000.00 $15,000.00 $510,295.00

Students Mobile Labs - Elementary 5 $169,117.50 0 2 3 $0.00 $67,647.00 $101,470.50 $3,000.00 $6,000.00 $178,117.50

Upgrade Existing Computers Memory Upgrades 350 $35,000.00 90 0 260 $9,000.00 $0.00 $26,000.00

Printer Replacements 54 $54,000.00 0 1 53 $0.00 $1,000.00 $53,000.00 $10,000.00 $10,000.00

Wiring Closet Devices $249,000.00 $65,000.00 $97,000.00 $87,000.00 $0.00 $0.00

Main Computer Room Devices $72,000.00 $12,000.00 $15,000.00 $15,000.00 $15,000.00 $15,000.00

$1,064,412.50 $399,807.50 $352,134.50 $282,470.50 $38,000.00 $46,000.00

Funds available to invest for other technology needs $192.50 $865.50 $70,529.50 $315,000.00 $307,000.00

Funds Available for Replacement Plan $400,000.00 $353,000.00 $353,000.00 $353,000.00 $353,000.00

Pros & Cons of Buying• Pros

– Lowest cost of ownership - no finance charges– Commitments are made annually

• Cons– Much slower acquisition and adoption of newer technologies.

• 2 years to upgrade all Classroom Teachers• 3 years to upgrade all Elementary Labs

– Need to wait until July 1st to execute order and expand rollout to more teachers.

Total Cost of Ownership

Need Buy Lease Variance

Teacher Laptops

$510,295 $537,390 $27,095

Elementary Mobile Labs

$178,118 $187,974 $ 9,856

Totals $688,413 $725,364 $36,951

All amounts are amortized over an estimated five year life cycle

Recommendations

• Recommend we take an aggressive approach and lease computers to accelerate replacement.

• Recommend 3 year Deferred Equity Lease. – Own the equipment after 3rd annual payment– Avoid backend charges and surprises at end of lease.– Leaves us options to trade-in equipment, keep it, or

start a new lease.

Action Already Taken

• Testing new laptops and new software configuration with three teachers from each level (Elementary, Middle and High School)

• Company lined up to help install our software image, inventory and warehouse all laptops prior to rollout.

• Master Lease agreement under review of Business Manager and Town Counsel.

• Inventory of existing computer equipment currently being verified.

• Central Office, Principals, Teachers and Teachers Union involved in the planning process.

Next Steps

• Expand testing to 20 -30 Teachers before end of school year.

• Update Acceptable Use Policy

• Recruit and hire a Technology Trainer

• Schedule faculty training and rollout of laptops over the summer

• Continue to pursue alternative sources of funding for Technology

DOE Recommendation for Technology Funding

Levels of Progress Budget Allocated for Technology

(Total Cost of Ownership)

Natick

Early Tech Less than $ 175 per student FY08 - $140

Developing Tech Between $175 - $300 per student FY09 - $228

Proficient Tech Between $300 - $425 per student

Advanced Tech $425 or more per student

Future Needs

• New Curriculum Software

• More Interactive White Boards

• Expansion of Wireless Technology

• Higher demand for Technology Training of the Faculty and Staff

Key Benefits

• Encourages more collaboration between faculty and technology staff. (K12)

• Gets teachers exploring tools needed for tomorrow not just today. (K12)

• Enhanced teacher/student flexibility and creativity within the classroom. (K12)

• Standardized devices for all classroom teachers for use at school and home. (K12)

• Improved access to all school technology. (K12) • Eliminate our unsupported platform issues (OS9) in one

year. (Elementary)

Teacher Feedback