Outsourcing Information Technology. What You Need to Know

Transcription

1 Avoca School District 37 Wilmette, IL Outsourcing Information Technology What You Need to Know Avoca School District 37 Wilmette IL Presentation posted at

2 Avoca School District 37 Wilmette, IL

3 Where are you in this process? Avoca School District 37 Wilmette, IL

4 Avoca School District 37 Wilmette, IL Where are you in this process? Already in or outsourcing, partially, thinking...

5 Avoca School Distict 37 Avoca School District 37 Wilmette, IL

6 Avoca School District 37 Wilmette, IL Avoca School Distict 37 District Mission: to maximize the unique potential of each child we serve. Located in North Shore of Chicagoland 699 students from PreSchool through 8th Grade Two buildings - Avoca West and Marie Murphy Academically high performing students

7 Long-Range Technology Plan Avoca School District 37 Wilmette, IL

8 Long-Range Technology Plan Technology Mission: to transform and improve the way we teach and learn in a dynamic, technology rich environment. Avoca School District 37 Wilmette, IL

9 Long-Range Technology Plan Technology Mission: to transform and improve the way we teach and learn in a dynamic, technology rich environment. Avoca School District 37 Wilmette, IL Key Beliefs ubiquitous access technology at the point of instruction infusion of technology to enhance learning educationally meaningful online communication system innovation grants/technology academy technology accountability

10 Technology at Avoca West 4th & 5th Grade 1:1 Laptop Program Grades K-3 computer centers, mobile laptop carts, interactive boards Twenty station computer lab Encore Technology Workshops offered throughout the year Classes offered for community members

11 Technology at Marie Murphy 1:1 Laptop Program Creative Technology Mini Lab 12 Station Music Lab PowerSchool/PowerGrade Workshops offered throughout the year Classes offered for community members

12 Technology Team Structure Avoca School District 37 Wilmette, IL

13 Avoca School District 37 Wilmette, IL Illinois School Outsourcing Statistics Percent of Illinois School Districts that Outsource 21% Custodian/Building Maintenance Services 32% Food Service Operation 48% Transportation Services 56% of schools outsource all or part of one or all of the above 78% of Illinois students attend one of these schools No specific data for technology but estimation is 60% partially outsourced 30% are fully outsourced

14 Avoca School District 37 Wilmette, IL Why Outsource? Schools are expanding their technology needs in both educational and administrative areas Schools need to assess their commitment to the sustainability of this increasing investment in technology Schools need a wide lense to better consider future technology developments Focus needs to be on instructional mission of school district first and foremost

15 Avoca School District 37 Wilmette, IL Core Ideology: In a great company, technology is subservient to core values, not the other way around.

16 Avoca School District 37 Wilmette, IL Why Outsource? An outsourced solution provides: easily leveraged support across many of clients simultaneously high-level skills not needed on a daily basis reduced costs, defined by the salary of dedicated staff and continual training needed, or effort to manage them as a full-time permanent position

17 Avoca School District 37 Wilmette, IL Why did Avoca Outsource IT? SWAT Team Approach Team of IT professionals can be too big and expensive for needs Rapidly accelerating technology needs Non-technical (Teachers) fill technology team roles Infrastructure is complex We needed help!

18 Avoca s Transition to Outsourced IT Avoca School District 37 Wilmette, IL Previous relationship with third party vendor January of 2006 Avoca begins transition On site assistance every day for six months Some team members struggle with transition Currently one day per week on site and as needed Summer and Fall front loaded hours/winter and Spring less

19 Avoca School District 37 Wilmette, IL What Services Does Avoca Outsource? Create and maintain network documentation Remote network support, monitoring and server administration Onsite server support Network security Annual scan Proactive network analysis and administration Monthly onsite visit from educational rep End-user help desk support of administrative and business office

20 Avoca School District 37 Wilmette, IL What Services Does Avoca Outsource? IT strategy meetings Evaluation and advice on new technology Review of activity, reporting and health status Oversight of support plan and team On site network equipment support as required

21 Insourcing vs. True Outsourcing Avoca School District 37 Wilmette, IL Outsourcing Hardware hosted off site More remote, off-site assistance Limited points of failure Loss of comfort of a person on site Greater connectivity needed Insourcing Hardware hosted on site More hand on, on site assistance Multiple points of failure Loss of comfort of a person on site Less connectivity needed

22 Cost Comparison In-House Network Manager Salary/ Benefits Partial Outsourcing Technology Cooperative T-1 Lines Totals 61,483 26,780 25,344 14, ,007 63,942 27,583 25,344 14, ,701 66,500 28,410 25,344 15, ,531 69,160 28,263 25,344 15, ,502 71,926 30,141 25,344 16, ,618 Avoca School District 37 Wilmette, IL 5 Year Average 135,672

23 Cost Comparison True Outsourcing Proposal Base Cost Fiber Optic Connectivity Totals 84,000 31, ,260 86,250 32, ,718 89,116 33, ,280 81,789 34, ,948 94,543 35, ,726 5 Year Average 122,386 Avoca School District 37 Wilmette, IL

24 Cost Comparison Current Outsourcing Structure Base Cost Emergency Hardware T-1 Lines Totals 67,800 5,000 20,000 14, ,200 67,800 5,000 20,000 14, ,632 67,800 5,000 30,000 15, ,077 69,834 5,000 10,000 15, ,569 71,929 5,000 10,000 16, ,136 Avoca School District 37 Wilmette, IL 5 Year Average 107,323

25 Cost Comparison Current Outsourcing Structure Base Cost Emergency Hardware T-1 Lines Totals 67,800 5,000 20,000 14, ,200 67,800 In 5,000 House 20, ,672 14, ,632 5 Year Average 67,800 True 5,000Outsourcing 30, ,386 15, ,077 69,834 5,000 Year Average 10,000 15, ,569 71,929 Outsourcing 107, ,000 Year Average 10,000 16, ,136 5 Year Average Avoca School District 37 Wilmette, IL 107,323

26 Avoca School District 37 Wilmette, IL Not all about the money... Ethical, moral, and social implications All things we do at school educate students Education is a people and relationship business Continuous improvement requires continuous reevaluation of program

27 Avoca School District 37 Wilmette, IL Questions to Ask Do they have trained support for your platform(s)? Is the service on site, remote, or a combination? Insource or outsource? References? Relationship with other similar schools? Length of contract? Is there an opt out clause? Is the service just IT or can they supplement the educational program? Consulting services extra? How are backup systems managed? Who is ultimately responsible? And, of course, long term cost projection versus current strutcture

28 New Illinois State Law Regarding Outsourcing Avoca School District 37 Wilmette, IL Evidence of liability insurance that is greater than or equal in scope and amount to the liability insurance provided by the school board Employee benefits comparable to those provided to employees of the school board A complete list of the number of employees who will provide the non-instructional services, their job classifications, and the wages they are paid by the third party

29 New Illinois State Law Regarding Outsourcing Avoca School District 37 Wilmette, IL A minimum three (3)-year cost projection for each and every expenditure category and account for the performance of noninstructional services; such projection may not be increased if the third party s bid is accepted Upon the request of the school board, composite information including: criminal and disciplinary records, DCFS complaints and investigations, traffic violations, license revocations and other license problems A notarized affidavit from the president or CEO of the third party attesting that, within the three (3) months immediately preceding the submission of its bid, each of its employees has completed a criminal background check that complies with the requirements of the School Code

30 Avoca School District 37 Wilmette, IL Contact Information/Q+A District Web Site Chris Brown