FY15 ITC Continuous Improvement Plan Narrative

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2 Fiscal Services Goal Matrix including accounting (cash basis with generally accepted accounting practice extensions), payroll/personnel, and fixed asset accounting # 1 Goals * Initiated Date Status ** Comments Measure of Meeting Goal Have bi annual fiscal advisory meetings and report the minutes to the Board of Directors 7/1/2007 Ongoing Conducted 2 Advisory meetings in FY14 and reported minutes to the Board of Directors. Advisory minutes, Board minutes, Customer satisfaction survey Implement IPDP module of Kiosk 7/1/2010 In Progress FY14 there were no districts ready to implement this module. FY15 we are hoping to bring 2 districts live on this module Implement new USASr project Spring 2013 In Progress Milestone 8 was installed in March. ITC staff started testing conversions for all districts. FY15 we are hoping to have 1 2 volunteer districts to evaluate existing modules and provide input Implement new USPSr project Winter 2013 In Progress Install latest USPSr milestone available and have ITC staff learn the new processes. Hoping to find 1 2 districts to volunteer in FY15 to evaluate existing modules and provide input USPSWEB training Spring 2012 Cancelled Due to the Fiscal rewrite we will not be dedicating staff time to this package., helpdesk reports ITC input on application, helpdesk reports, user feedback on new package. ITC input on application, helpdesk reports, user feedback on new package. Districts using the package live, helpdesk reports, user feedback on the training and support.

3 Peer to Peer training August 2012 Complete In FY14, new staff has been trained and can fully support applications and customers Implement optional RAM module Fall/Winter 13 Complete RAM was implemented at the ITC and 2 districts have successfully been brought on the application Transition of Coordinator tasks July 2013 In progress Continue to teach new fiscal coordinator, effective July 2014, additional management tasks not already learned and provide professional development on tasks not directly related to software support Continue bringing districts onto the Employee Kiosk July 2013 Complete In FY14 3 districts were brought live on this application Begin regional fiscal labs Fall 2014 Not started Perform regional labs for USAS, USPS, EIS and Kiosk Begin regional new user trainings Summer 2014 In progress Perform regional new user trainings for USAS, USPS and EIS Continue bringing districts onto July 2014 Not Started FY15 goal is to add 2 the Employee Kiosk additional districts onto this Employee Kiosk. Staff evaluations, helpdesk reports, user feedback on our annual survey as to how the department is performing. Helpdesk reports and user feedback. Evaluation process of each task taught and successfully completed until all areas have been covered and transferred to her area of responsibility. Also, input from users and director as well as ITC survey., helpdesk reports District evaluations and feedback. District evaluations and feedback., helpdesk reports Page 3

4 Notes * Goals that have a status of complete or cancelled must be reported on subsequent years CIP, after which can be removed from further reporting ** Status should be not started, in progress, ongoing, cancelled, or complete Page 4

5 Student Records Management Goal Matrix including provisions for student scheduling, grade reporting, attendance tracking, and tracking of special education needs: # 2 Goals * Initiated Date Status ** Comments Measure of Meeting Goal Have bi annual Student Service advisory meetings and report the minutes to the Board of Directors 7/1/2008 Ongoing Conducted 2 Advisory meetings in FY14 and reported minutes to the Board of Directors. Advisory minutes, Board minutes, Customer satisfaction survey Hold Regional trainings throughout the year for Student Service Applications Offer one on one labs for District Personnel for all Student Service Applications Introduce and encourage districts to use the SpS to EMIS option for ease of reporting Implement Custom GradeBook Standards Based Report Cards for requesting districts 7/1/2013 Complete Held 22 (Goal = 18) trainings on SI/DASL, 8 (Goal = 16) trainings on GB/PB, and 4 (Goal = 6) trainings on SpS in FY14. 7/1/2013 Complete Held 15 (Goal = 15) one onone labs in FY14. 7/1/2013 Complete Two (Goal = 3) additional districts started using the SpS to EMIS functionality in FY districts (69 buildings) currently utilize the SpS to EMIS functionality. 7/1/2013 Complete Created 24 (Goal = 7) additional Custom GradeBook Standards Based Report Cards in FY14. Registration documentation, Sign in sheets, Event evaluations Registration documentation, Sign in sheets, Event evaluations, documentation Helpdesk reports, Report card agreements, documentation, District report card use Page 5

6 Implement the New Virtual Classroom Application to all districts that are interested Implement the New Parent Access Module to all districts Do a ticket analysis on a quarterly basis to determine what areas of additional training are needed and adjust our current training schedule based on this analysis tool Hold Regional trainings throughout the year for Student Service Applications Offer one on one labs for District Personnel for all Student Service Applications Implement Custom GradeBook Standards Based Report Cards for requesting districts 7/1/2013 Complete Implemented the Beta Virtual Classroom to the two districts that were interested in FY14. 7/1/2013 Complete Implemented the New Parent Access Module to all districts in FY14. 7/1/2013 Complete OME RESA removed some trainings and added additional trainings based on need from ticket analysis in FY14. 7/1/2014 Not Started FY15 goal is to conduct 12 trainings on Student Information, 6 trainings on GradeBook, and 3 trainings on SpS. 7/1/2014 Not Started FY15 goal is to conduct 12 one on one labs. 7/1/2014 Not Started FY15 goal is to create 5 additional Standard Based Report Cards. Helpdesk reports, Training Calendar, Sign in sheets, Event Evaluations Helpdesk reports, Training Calendar, Sign in sheets, Event Evaluations Helpdesk tickets, training calendar, documentation Registration documentation, Sign in sheets, Event evaluations Registration documentation, Sign in sheets, Event evaluations, documentation Helpdesk reports, Report card agreements, documentation, District report card use Page 6

7 Implement the New Virtual Classroom Application to all districts that are interested Roll out the New Discipline Module in Student Information Offer DataMap to districts and train and support this new application 7/1/2014 In Progress FY15 goal is to implement the Beta Virtual Classroom to all districts that are interested in utilizing this new feature. 7/1/2014 Not Started OME RESA will implement/ provide 3 trainings on the New Discipline Module in Student Information. 7/1/2014 Not Started OME RESA will implement/train on the New DataMap application to districts that are interested in using this tool. Helpdesk reports, Training Calendar, Sign in sheets, Event Evaluations Helpdesk tickets, Registration documentation, Sign in sheets, Event evaluations Helpdesk tickets, Registration documentation, Sign in sheets, Event evaluations Notes * Goals that have a status of complete or cancelled must be reported on subsequent years CIP, after which can be removed from further reporting ** Status should be not started, in progress, ongoing, cancelled, or complete Page 7

8 State Mandated Data Reporting Goal Matrix including access to the appropriate department and software applications (EMIS): # 3 Goals * Initiated Date Status ** Comments Measure of Meeting Goal Continue to have staff stay up to date and informed regarding all aspects of EMIS reporting Provide our districts with trainings regarding the new fiscal year changes implemented by ODE Provide all districts with reminders when deadlines are due and notify them when they have not submitted required data To provide open labs on a regular schedule whereby the districts can meet and discuss issues common to EMIS reporting To create Online Tutorials related to specific topics related to EMIS 7/1/07 Ongoing EMIS staff attended OAEP, OEDSA conferences and state regional meetings throughout the year. Staff has also participated in Bi Monthly EMIS conference calls. 7/1/2013 Complete OME RESA held 7 (Goal = 10) EMIS trainings in FY14. 7/1/2013 Complete OME RESA sent out weekly reminders and notifications via when deadlines were due in FY14. 7/1/2013 Complete OME RESA held 13 Open Lab sessions in FY14. 7/1/2013 In Progress OME RESA created 1 (Goal = 2) online tutorials to specific topics related to EMIS. Goal will continue in FY15 for a goal of 2 additional online tutorials. Meeting minutes and handouts, Certificates of attendance, Professional development forms Training Calendar, Sign in sheets, Event Evaluations Helpdesk tickets, documentation Training Calendar, Sign in sheets Website, Streaming Videos Page 8

9 Implement a means for Vocational Schools and their member schools to communicate To work on a more individual basis with districts that struggle with their EMIS data. 7/1/2013 Cancelled FY14 goal was for Student Services to coordinate and have districts participate in joint sessions regarding Career Tech classes Cancelled due to the fact that OME RESA was getting caught in the middle of major issues that were more district specific. 7/1/2013 Cancelled FY14 goal was to work with the specific school districts EMIS Coordinators that we know struggle by offering them more one to one assistance we found that working with them collectively is a better approach Peer to Peer Training 7/1/2013 Complete Numerous PD sessions were held between Student Services staff for EMIS in FY Provide our districts with trainings regarding the new fiscal year changes implemented by ODE Provide all districts with reminders when deadlines are due and notify them when they have not submitted required data 7/1/2014 Not Started FY15 goal is to provide 6 EMIS trainings. 7/1/2014 Not Started FY15 goal is to send out weekly reminders and notifications via when deadlines are due. Training Calendar, Sign in sheets, Event Evaluations Helpdesk tickets, s, phone logs Evaluation log of PD time, helpdesk tickets, user feedback Training Calendar, Sign in sheets, Event Evaluations Helpdesk tickets, documentation Page 9

10 To provide open labs on a regular schedule whereby the districts can meet and discuss issues common to EMIS reporting 7/1/2014 Not Started FY15 goal roundtable/open lab sessions are posted on our six month training calendar so districts can plan accordingly. Training Calendar, Sign in sheets Implement and train on the New Student Cross Reference System 7/1/2014 Not Started OME RESA will conduct 3 trainings on the New Student Cross Reference System Offer Basic Excel Trainings 7/1/2014 Not Started OME RESA will conduct 3 Basic Excel Trainings. Registration documentation, Sign in sheets, Event evaluations Registration documentation, Sign in sheets, Event evaluations Notes * Goals that have a status of complete or cancelled must be reported on subsequent years CIP, after which can be removed from further reporting ** Status should be not started, in progress, ongoing, cancelled, or complete Page 10

11 Library Automation Goal Matrix curricular resources and educational technology services to support academic content standards and effective instruction: # 4 Goals * Initiated Date Status ** Comments Measure of Meeting Goal Implement and provide training for any new districts on the INFOhio software Assist the Switzerland of Ohio LSD with setting up new building libraries as the district building project is completed Develop and implement other methods to deliver training/updates to reach district personnel (i.e Adobe Connect) Implement and provide training for SirsiDynix StaffWeb Client as needed by districts Implement and provide staff training to all districts as indicated under the INFOhio icoach Program Develop and implement new webpage links for Workflows automation client and other INFOhio resources. 7/1/2009 Ongoing Since new buildings are still being completed in the Switzerland of Ohio LSD, this will continue in FY14 and beyond. 7/1/2012 Ongoing Since new buildings are still being completed in the Switzerland of Ohio LSD, this will continue in FY14 and beyond. 7/1/2012 Complete In FY14, 4 videos were created and linked to the OME RESA webpage for future reference by the users. 7/1/2013 Complete In FY14, 8 (Goal = 6) trainings were conducted. 7/1/2013 Complete In FY14, 5 (Goal = 12) trainings were conducted. 7/1/2014 In Progress These links will provide additional Help resources for all districts. Registration documentation, Sign in sheets, Event evaluations, Districts live on application Shelving new library collections, cataloging new materials in new building libraries as they are completed. Feedback from users. Registration documentation, Sign in sheets, Event evaluations, Districts live on application Event evaluations, feedback forms, Survey Monkey results Feedback from users. Page 11

12 Investigate the OH! Lead product from INFOhio and schedule regional workshops for districts Review Google social networking app once OME RESA is converted to determine usability for INFOhio users. 7/1/2014 Not Started The OH! Lead product enables districts to establish a vision for their technology plan given the impact of the Common Core. 7/1/2014 Not Started An app that will be beneficial for districts to utilize a social networking tool for their local information. Feedback from users from regional trainings. Feedback from users. Notes * Goals that have a status of complete or cancelled must be reported on subsequent years CIP, after which can be removed from further reporting ** Status should be not started, in progress, ongoing, cancelled, or complete Page 12

13 Internet Access and Networking Services Goal Matrix including and the support of data exchange within the Information Technology Center s user entities and across different Information Technology Centers and their user entities: # 5 Goals * Initiated Date Status ** Comments Measure of Meeting Goal Provide OME RESA member school districts a self service web based password management application 3/13/2007 Cancelled Eschoolview was unable to provide a functional portal. Our migration to GAFE will provide new resources and opportunities to accomplish this goal. Install documentation, Have bi annual Technical advisory meetings and report the minutes to our Board of Directors 7/1/2008 Ongoing Conducted 3 Advisory meetings in FY14 and reported minutes to the Board of Directors Core network upgrade. 7/1/2013 Complete This goal was met, OME RESA has upgraded its core network devices (ASA and BGP) to facilitate 10GB throughput. Upgrade completed July Student Services database and web systems upgrade. 5/21/13 Complete This goal was met; All Progress Book and Student Information Systems databases were upgraded to SQL2012. Additionally, all web hosting architectures were migrated from IIS 6.0 to 7.5. Upgrade completed July Advisory minutes, Board minutes, Customer satisfaction survey Helpdesk reports Helpdesk reports Page 13

14 Continue the migration of OME RESA schools from T1 speed (1.544Mbps) to Fiber Broadband speed (10Mbps+) Expand virtual cluster to facilitate migration of district production servers to VMs Expand offsite backup services to member districts Provide centrally managed wireless hosting service to meet the demands of BYOD and one2one initiatives. 7/1/2013 Ongoing FY14 goal is to convert 19 additional buildings to fiber broadband speed, this goal was met. Twenty five additional buildings were converted to broadband speed. The 5 remaining T 1 sites will be converted in FY15. 7/1/2013 Complete FY14 goal is to virtualize 2 additional district servers, this goal was met. District servers were virtualized in FY14. 7/1/2013 Ongoing FY14 goal is to bring on 2 additional districts onto offsite backup service, this goal was not met. OME RESA provided quotes to numerous districts, but they did not subscribe to the service. 7/1/2013 Complete FY14 goal was to bring on 3 additional districts, this goal was met. 4 additional districts signed up for the service. Districts on broadband connections, TSR tickets, Helpdesk reports, Knowledge book articles Installation documentation, Page 14

15 Provide centrally managed mobile device management (MDM) service to member districts Expand virtual cluster to facilitate migration of district production servers to VMs Provide centrally managed wireless hosting service to meet the demands of BYOD and one2one initiatives Provide professional development services and resources to ITC and/or District Technology Staff Migrate ITC e mail systems to Cloud based solution 7/1/2013 Complete FY14 goal is to bring on 3 additional districts onto MDM service, this goal was met. Four additional districts signed up for OME RESA s MDM service. 7/1/2013 Not Started FY15 goal is to virtualize 2 additional district servers. 7/1/2013 No Started FY15 goal is to bring on 3 additional districts onto managed wireless. 7/1/2014 Ongoing Partnering with Stormwinds in FY15 to expand PD services to districts. Six districts have already signed up for this service. 7/1/2014 Ongoing Work with Google partner to migrate the omeresa.net e mail domain to GAFE Phased DEMARC replacement 7/1/2014 Ongoing FY15 goal is to replace 13 legacy DEMARC switches with next generation replacements. Page 15

16 Notes * Goals that have a status of complete or cancelled must be reported on subsequent years CIP, after which can be removed from further reporting ** Status should be not started, in progress, ongoing, cancelled, or complete Page 16

17 Narrative Summary: This narrative should answer the following questions for all core service areas 1. Describe the process used to develop your CIP, including how you obtain customer input and review of your CIP goals. OME RESA has developed the OME RESA Growth Alignment Process (See attachment A OME RESA Growth Alignment Process) that aligns the organization s goals (Continuous Improvement Plan) with employee s objectives (Performance Based Compensation) and Professional Development activities (Individual Professional Development Plan). Areas of focus for the above are derived from the following: Annual Customer Satisfaction Survey. This survey enables OME RESA to collect customer feedback from various OME RESA departments on business practices, areas that need improvement, and identifies requests for additional services. (See attachment B 3 Year Satisfaction Survey) Helpdesk and Surveys. In FY14, OME RESA experienced a large decrease in participants in the Annual Customer Satisfaction Survey. After multiple meetings with the OME RESA leadership team, it was decided that for FY15 a shorter open survey will be added to all helpdesk tickets and on staff s signature. This would allow customers to provide timely feedback on how service was rendered. Advisory Committee Feedback Core service advisory committees consisting of at least one representative from each of the 11 counties OME RESA serves. Advisory committees at a minimum meet semi annually each year. Advisory committees discuss current services provided, what services need modified and identify requests for additional services. The notes and feedback from the advisory committees are presented to the Board of Directors to streamline communication and seek approval when needed. OME RESA Staff Input Department staff meet and review all feedback and discuss areas that require attention. 2. Describe how your ITC collaborates with other entities and list specific examples of collaborative shared services efforts. Since inception in 1975, OME RESA was created specifically for the purpose of identifying and creating shared services opportunities. This is evidenced by Vision, Mission and Goals: Vision OME RESA partners with school districts and other entities to integrate 21 st century technology to meet their respective goals. Page 17

18 Mission OME RESA provides high quality, cost effective technology and cooperative purchasing services to educational institutions, local governments and municipalities to benefit student learning and wide reaching community initiatives. Goals 1. To provide leadership and support to maximize productivity 2. To leverage buying power to purchase services and products at lowest possible prices 3. To offer efficient and dependable technology strategies and services based on user needs 4. To create shared services opportunities Below are some examples of shared services partnerships that are in addition to our standard core shared services provided at OME RESA to school district members: 1. Southwestern Ohio Education Purchasing Council (EPC) Partnership in all Cooperative purchasing ventures to eliminate duplications in bidding processes reducing cost for both agencies 2. NWOCA Citrix license combined purchasing and support 3. HCCA Onbase, Records Management Services 4. LACA RAM, Requisition Approval Management 5. DataServ Staff augmentation and services for Managed VOIP and Wireless solutions 6. Titan Energy Partnership to reduce district electricity costs through cooperative purchasing 7. Rea and Associates Partnership to provide discounted tax audit and advisory services 8. Pepple & Waggoner Partnership to provide discounted general legal counsel services 9. City of Steubenville Fiber Installation and Management 10. East Ohio Corrections Facility Shared Technical Support and Cooperative Purchasing 11. Jefferson County Government Shared Technical Support and Cooperative Purchasing 12. Jefferson DD Shared Technical Support and Cooperative Purchasing 13. Carroll County Sheriff s Office Cooperative Purchasing 14. Steubenville Municipal Government Cooperative Purchasing 15. City of Martins Ferry Cooperative Purchasing 3. Briefly note any continuous improvement activities that took place over the course of this past year that were done outside of or in addition to the items noted in your plan. There are many continuous activities that have taken place over the course of the past year that were not included in our CIP. The largest being the new OME RESA Facility, Data and Training Center. OME RESA purchased, renovated and moved into a new facility. OME RESA s new facility provides for expanded staff space, updated security, new state of the art Data Center and separate training facility. OME RESA obtained a 10 year loan for the building. The annual lease payment is paid with funds collected by leasing 3 excess capacity suites located Page 18

19 in the building. There were no additional fees to member districts for the purchase of the building. Excess capacity suite can also be used to accommodate future growth of OME RESA. Page 19