Updated Digital Technology Purchasing Presentation

Objectives

• Improve baseline device to student ratio at all schools to 1:4.

• Improve device refresh timeline, so that all digital technology in our schools is less than 5 years old.

• Establish and maintain a technician to device ratio to improve technology support services to schools.

• Systematically remove non-modern, non-supported devices from our schools.

District Plan

• Lease 25% of the laptop devices and 33% of the tablet/iPad devices needed to get each school to 1:4 each year for the next 4 years. This will get us to full implementation in 2018/2019.

• Increase District funded technicians to a 1:500 technician to device ratio for 2015/2016.

• For 2015/2016, we would leave existing technology in school buildings, unless otherwise requested

• Devices older than those going into their 6th year would generally not be repaired if damaged.

Lease Basics

• Computers and Laptops – 4 Year Lease• iPads and Tablets – 3 Year Lease• Costs Also Include:

• Apple Care for laptop/desktop computers• Protective cases for all leased devices

• Leasing schools will also have to account for other costs of ownership, including technology support.

• A portion of the iPads being leased at the high school level are specifically to support intensive reading programs.

Lease Basics

• A spreadsheet containing an estimate of each school’s initial District funded device lease count has been provided to schools.

• New schools, and any school slated for a total device refresh have had their numbers adjusted accordingly. Moving forward the District will phase these schools into the normal lease cycle.

• Each year, we will update ADM and employee counts and we will adjust each schools technology deliveries accordingly.

Leasing Additional Devices

Schools can lease additional devices with other funding sources like Title I funds:

• Two leasing windows in July and March.• Actual costs should not change significantly from current costs• Schools will need to budget full lease costs at the time of the

initial lease. The funds will be escrowed, and annual payments will be made by the District

• Additional devices that are leased must follow the same refresh cycle as District leased devices.

• Additional devices that are leased by individual schools will not be a part of the District funded refresh, and would need to be refreshed by the school at the appropriate time.

Device Costs for 2014/2015

• Student MacBook Pro 13” - $1096.03• $849.03 Device Cost• $217.00 Apple Care• $30.00 Protective Cover

• Student iPad Air 32 GB - $459.00• $429.00 Device Cost• $30.00 Protective Cover

Device Costs for 2015/2016• Student MacBook Pro 13” - $1103.85

• $849.03 Device Cost• $217.00 Apple Care• $7.82 Cost of Lease• $30.00 Protective Cover

• Student iPad Air 32 GB - $461.10• $429.00 Device Cost• $2.10 Cost of Lease• $30.00 Protective Cover

Support Costs for 2015/2016

• Pro-Rated Technician Costs for Additional Purchased Devices• .1 Technician ($4,575) for 0-50 devices• .2 Technician ($9,150) for 51-100 devices• .3 Technician ($13,725) for 101-150 devices• Add $4,575 for every additional 50 devices or portion

thereof.• Note: These costs only apply to leases made for 2015/2016

moving forward, and represent an annual cost while the

lease is in effect. Each year, schools will be responsible for

paying the appropriate technician cost for the total number

of additional actively leased devices they have leased.

Technician Model

• District will fund approximately 1 technician for every 500 District leased devices. District funded Technicians will not be assigned to specific schools. That being said, we will do our best to assign technicians in such a manner that they can establish positive and productive working relationships with the schools that they will be serving.

• Technicians that are purchased by schools with alternative funding sources will be assigned to service the purchasing schools based on the amount of the allocation purchased.

Orders with 2014/2015 Funds• Schools and Departments using federal/grant funds that must

be expended by June 30, 2015 (Title I, Race to the Top, etc.) will be permitted to purchase budgeted devices now.

• Purchases using non-federal funds and funds that are not tied to a June 30, 2015 expenditure deadline will need to wait until the first lease order in early to mid June.

• Orders already in Munis will be reviewed and approved as normal. Orders not already in Munis will need to be entered and submitted as normal.

• Deadline for submission of any purchase using approved 2014/2015 funds is May 29, 2015.

• Technician contributions will not be expected for these purchased devices.

Orders with 2015/2016 Funds• All 2015/2016 technology expenditures will occur through the

new leasing procedure.• OTIS has provided a File Maker form for schools interested in

leasing devices using 2015/2016 funds. • In order to ensure that the July orders can be processed,

placed, received, and deployed prior to the start of the school year, ordering schools and departments will need to complete the File Maker form for July 2015 orders by Friday, May 29, 2015.

• All leasing orders placed will be subject to the established technician support costs.

Orders with 2015/2016 Funds• We are using an abbreviated ordering and approval process for

this initial July 2015 lease. Moving forward, lease orders will be reviewed by members of the District’s Digital Technology Committee for school/program readiness and student outcome alignment prior to approval.

• A more comprehensive assessment and ordering process will be developed and distributed prior to the March 2016 lease order window.

Questions