Chapter 9:
Information Services
- Chapter Contents:
- Introduction
- A. Organization
- B. Technology Infrastructure
- C. Instructional Technology
- D. Educational Administration Technology
- E. Operations Technology
B. TECHNOLOGY INFRASTRUCTURE
Current SituationHISD has just completed the districtwide implementation of its Wide-Area Network (WAN). Every school and administrative office has access to the network. The Technology Department is now adding wiring to classrooms to complete the full educational network integration.
The Technology Department has focused its efforts on implementing the WAN and integrating vital district systems. Exhibit 9-9 gives a current view of the various systems on the WAN within HISD.
Exhibit 9-9 Source: Technology Department
FINDING
The district began a serious effort to define and implement a technology strategy in 1993 by hiring a consulting firm to analyze the current technology situation and recommend a plan for moving forward. A strategic technology plan was recommended. The hiring of the new assistant superintendent for the Department of Information Systems and Technology and the consolidation of the technology departments resulted from this study.
The next step was to design a student data system to operate on a WAN that would allow access to student data by individual schools. From this study, a high-level plan was developed for the district's WAN.
The latest phase involved hiring a system integrator to work with the Network Department to install the WAN. The network has been installed, and the district is to moving forward with several projects, all leading toward the goals of networking every classroom and ensuring technology is an integral part of education and administration in HISD.
A significant investment in technology equipment has been made over the last three years, and the district projects the amount budgeted for technology equipment will remain high for several years. The added equipment will require additional manpower to maintain and more training for district personnel.
Since the WAN has been installed, district administrators have had the ability to use all the network tools including E-mail, Internet and TENET access, common/standard office automation tools, calendar and folder sharing, and student information access. Training has been available to district personnel on the WAN and network tools.
As with most large institutions that acquire new technology, HISD is slowly realizing the network's benefits. Using E-mail is facilitating communications within the district while reducing the need for paper documents. Teachers can now share ideas more easily with teachers in other schools and area districts rather than just within their own schools. As the users become more sophisticated, new and more creative uses for the network will appear.
Network connections are being installed in classrooms throughout the district. To date, one school is currently using the latest technology (WAN, SASI) at the classroom level. Wiring for the network is completed based on requests from schools on a first come, first served basis. The Technology Department is using a mix of HISD technicians and outside resources to perform the work.
COMMENDATION
The Technology Department, with primary support from Network Operations, has successfully implemented a WAN that reaches every school and administrative office in the district.
An organization and infrastructure has been put in place that will allow HISD to continue to develop industry-leading educational and administrative systems.
FINDING
HISD has outsourced several functions, which appears reasonable and less costly than performing those functions in-house. The following functions are performed outside the district:
Consulting fees will drop to about $312,000 now that the system integration project is completed. Outsourced cabling projects will cost about $718,000 in fiscal 1997. The cost of keypunch, microfiche, off-site tape storage, and systems programming services was about $212,000 in fiscal 1996, which is about $100,000 less than it would have cost if performed in house.
- IBM 4381 Systems Programming;
- Off-site tape storage (for disaster recovery);
- Computer monitor and printer repair (some);
- Microfiche;
- Region IV AS/400 maintenance, operation, backup, SASI programming support, SASI updates, aggregate reporting;
- Consulting; and
- Keypunch
- Payroll;
- Public Education Information Management System (PEIMS); and
- Other data entry as needed.
COMMENDATION
HISD has purchased external services that are saving the district money and providing high-quality service.
FINDING
The district uses many different computer platforms. These platforms include IBM PCs, Apple, Macintosh, IBM 4381, IBM AS/400, and other donated or purchased systems. For many years, much of the technology equipment was purchased when funds were available, without a specified vision of where the technology purchases were leading. Also, corporations donated computer equipment to schools. The result was a collection of equipment that was not designed to be integrated.
HISD has devised standards for technology development. Technology purchases in the central offices must conform to district standards. School are encouraged but not required to buy district standard computer equipment. Most technology purchases are made through the Texas Department of Information Resources (DIR). The Office of Internal Audit negotiated prices with Compaq for the standard HISD bundles (hardware and software packages) that are 5 percent lower than the prices originally available through DIR. The net price for the HISD bundles is about 2 percent below wholesale. The latest price for the administrative bundle is $2,288. The current standard computer configuration for HISD is described below.
Exhibit 9-10
HISD Administrative "Bundle"
August 1996
Source: Technology Department
Equipment Windows-based Macintosh-based Model Compaq DeskPro P120 Power Macintosh CPU Pentium 75MHz 6100/66Mhz Memory (RAM) 16 Megabytes 16 Megabytes Memory Cache 256 kilobytes N/A Hard Drive 1.08 Gigabytes 500 Megabytes Network Connection Intel Ethernet Adapter Ethernet, Ethernet Transceiver Display SVGA 14" monitor Configuration Windows for Workgroups, TCP/IP, MS Office Professional with Access, Claris Filemaker Pro Windows for Workgroups, TCP/IP, MS Office Professional with Access, Claris Filemaker Pro, DOS Card Warranty 3 year on-site CPU and monitor 3 year on-site CPU and monitor Price $2,288 + cabling , hub, patch panel $2,334.75 + cabling , hub, patch panel
Exhibit 9-11
HISD Teacher Multi-Media "Bundle"
August 1996
Source: Technology Department
Equipment Windows-based Macintosh-based Model Compaq Presario 7222ES/14 Power Macintosh 5300 CPU Pentium 100MHz Power PC (2647LL/B) Memory (RAM) 16 Megabytes 16 Megabytes Memory Cache 256 kilobytes N/A Hard Drive 1.2 Gigabytes 1.2 Gigabytes Network Connection Intel Ethernet Adapter Ethernet, Ethernet Transceiver Display SVGA 15" multi-scan display Configuration Windows for Workgroups, TCP/IP, MS Office Professional with Access, Claris Filemaker Pro Teacher Solution Bundle, Reference Solution Kit, Claris Works, Built-in AV capabilities Additional Hardware 4X CD-ROM, data/fax modem CD-ROM Warranty 3 year on-site CPU and monitor 3 year on-site CPU and monitor Price $2,326 + cabling , hub, patch panel $2,334.75 + cabling , hub, patch panel
Exhibit 9-12
HISD Student "Bundle"
August 1996
Source: Technology Department
Equipment Windows-based Macintosh-based Model Compaq Presario 7222ES/14 Power Macintosh 5400/120 CPU Pentium 100MHz Power PC (2647LL/B) Memory (RAM) 16 Megabytes 16 Megabytes Memory Cache 256 kilobytes N/A Hard Drive 1.2 Gigabytes 1.6 Gigabytes Network Connection Intel Ethernet Adapter Ethernet (M30665Z/A) Display SVGA 15" monitor Configuration Windows for Workgroups, TCP/IP, Windows95, TCP/IP, multi-media software Standard Additional Hardware 4X CD-ROM, 14.4 data/fax modem CD-ROM Warranty 3 year on-site CPU and monitor 3 year on-site CPU and monitor Price $2,212 + cabling , hub, patch panel $N/A + cabling , hub, patch panel The Technology Department also has defined standard printers, scanners, network connections, and software. The district is committed to cross-platform solutions. Campuses can select a platform based on their needs. All systems requiring access to the AS/400 must be Windows-based. However, the administration staff realizes that often Macintosh is preferred in the schools. This preference is apparent in a memo on the Elementary Science Technology Project dated January 9, 1996. Schools could choose between a Compaq or a Macintosh at the same price. Out of 125 schools, 110 chose Macintosh.
COMMENDATION
HISD is commended for searching out the best possible prices for computer hardware and software from all available sources.
FINDING
The Network Department has implemented the Software System Management Server (SMS) on the network. Software packages can be added or upgrades performed from one central location and disseminated to desired locations using the SMS. This system significantly reduces the need to travel to each site and do separate installations.
COMMENDATION
Using the System Management System will reduce time and resources needed to upgrade district software.
Version control of district software also will be greatly improved, leading to easier problem resolution.
FINDING
Non-standard computer equipment is used in HISD. Schools still receive "in-kind" gifts of computers from corporations. Schools also may purchase any approved brand of computer they choose as long as it meets or exceeds the district standards. The non-standard systems may not have the configuration necessary to allow them to connect to the LAN or WAN. This also makes it difficult for help desk personnel to answer questions since they may not be familiar these non-standard systems. The district does attempt to upgrade if possible any computers donated to the district. In July 1996, about 3 percent of the calls to the help desk were for unsupported hardware or software.
FMO Data Services also purchases computer equipment that does not necessarily comply with district standards. Since the FMO Data Services center has its own repair capabilities, it has been maintaining an inventory of spare parts and computers to be used by various FMO offices. While the department may be saving money on the purchase of the equipment, personnel must spend time to repair and maintain the computers. Also, FMO has its own help desk that is another form of support for the special equipment. The support function for the computer equipment could be passed to the vendor thus freeing resources in the Data Services Department. The primary help desk located in the Richmond Avenue building would also be better able to support FMO because staff would then be familiar with the hardware and software used by FMO.
Recommendation 167:
Enforce the HISD technology standards on all district technology purchases.
IMPLEMENTATION STRATEGIES AND TIMING
1. The assistant superintendent for Technology and Information Systems redistributes technology standards list to all purchasing entities. January 1997 2. The Purchasing department places orders for technology goods if on an approved list. January 1997 3. Purchases for non-standard equipment cannot be approved without special permission from the IT department and the understanding that it will not be supported by the IT department. Ongoing FISCAL IMPACT
This recommendation will require no additional cost to the district. The benefits will be indirect savings through better support and maintenance.
FINDING
The Network Department is developing and the Internal Audit Department is reviewing security on the network and computer systems. As a guide, they are following the Handbook of EDP Auditing and Windows NT 3.5 Guide for Security, Audit, and Control. The district's experience in implementing security on networks of this scale is limited, but HISD is taking steps to improve its expertise in this area.
Recommendation 168:
Upgrade and fill vacant position with an experienced security expert to implement security throughout the district.
The Network Operations Department currently lists security experience as a qualification for one of its open positions. This position should be filled as soon as possible to give time for proper security planning.
IMPLEMENTATION STRATEGIES AND TIMING
1. The director of Network Operations determines the salary required to hire a person with appropriate skills and experience. January 1997 2. Human Resources applies an appropriate grade to this position. January 1997 3. Network operations interviews and hires a qualified person. February 1997 FISCAL IMPACT
Upgrading the position and salary will require up to a 20-percent increase over the current salary and benefits of about $40,000. Therefore, the cost of this recommendation is roughly $8,000 each year. The benefits will be the indirect savings from the efficient installation of security software and procedures, and the reduction in lost and corrupted data due to unauthorized access.
Recommendation 1996-97 1997-98 1998-99 1999-2000 2000-01 Hirea security expert ($8,000) ($8,000) ($8,000) ($8,000) ($8,000)
FINDING
HISD personnel developed many customized applications such as the payroll system. The district also has purchased several commercial off-the-shelf systems to support user requirements such as SASI for student administration and MSA for financial management and reporting. These systems are entirely supported by the vendor. In one instance, a vendor-supplied system was procured and modified by HISD to meet specific requirements. The Stores module of the MPAC system has been so heavily modified that the district cannot use the new versions without extensive reprogramming. Exhibit 9-13 shows many of the major modifications made to the MPAC system to accommodate the HISD environment.
Exhibit 9-13 Source: Director FMO Systems and Resources Planning Department
Modifications to MPAC System
Modification Description Format G/L number to 21 characters The MPAC G/L number utilizes the concept of cost center, account number. The MSA G/L number consists of 21 characters. An example is GF1-51-639901-890-0-00-0-82. MPAC changes the MPAC cost center and account number to MSA format when transactions occur between MPAC and MSA Vendor file Conversion program was developed to modify the MPAC vendor file as needed from the MSA vendor file. Changes to the MSA vendor file are sent daily to the MPAC system. The conversion program is run to update the MPAC vendor file to match the MSA vendor file Chart of accounts A conversion program was developed to rebuild the chart of accounts on the MPAC system as needed from the MSA chart of accounts. This program updates by replacing the old chart of accounts on MPAC. Chart of accounts authorization Only those persons with signature authority on district accounts are allowed to charge against those accounts. An authorization program was written which authorizes individuals to their specific accounts. Terminal emulation The district requires available funds to be checked prior to ordering from vendors and delivery of stock from the warehouse. Hewlett Packard developed a terminal emulation package to:
All three of the above are used by the stock issue request process. Additionally, as deliveries are verified during the day on the MPAC system, a batch file of the expenses is created and transmitted to MSA during nighttime processing. These expenses are transmitted through the terminal emulation package (recommends change to batch processing). Stores transactions (stock issues, returns to stock, receipt of materials, cost adjustments, physical adjustments, etc.) are submitted during nighttime processing through a batch process. Vendor direct and service requisitions (purchase order processing) utilize items 1 and 2 above. Purchase order partial pay and close-out is completed manually.
- Check for availability of funds
- Encumber funds
- Release encumbered funds
Purchase order print A print program was written to "fit" a purchase order form designed by HISD purchasing department. Delivery route codes The warehouse stages deliveries based on route codes. Route codes input by the warehouse department are printed on verification tickets. Pick ticket print Warehouse pick ticket print was modified to meet warehouse requirements. Verification ticket print Once a warehouse ticket has been picked, a verification ticket showing item descriptions, quantities, unit costs, and extended costs is printed and taken to the school for signature. Start-up supplies The warehouse requisitioning program was modified to address start-up supplies for schools. Traditionally, schools have been requesting start-up supplies for the new school year. Start-up stock issue requests are entered in the system during the months of March, April, and May. Expenses are held in a batch file until the new year budget is loaded. The batch file is electronically charged against the new year when the budget is ready. Supplies not delivered by September 5 (approximate date) begin automatic expensing as regular requisitions are expensed. On electronic requisition entry, a flag can be set (Y/N) to distinguish start-up supply requisitions from non start-up supply requisitions. "N" is default. Verification tickets are printed and sent to schools for correction. Once returned, corrections are made to start-up stock issue requests as needed.
Because HISD does not own the source code, HISD programmers can only write interfaces to MPAC, but all changes to the MPAC software must be performed by MPAC programmers. When problems occur, MPAC must decide if the source of the problem is due to the original software or the modified software. If the problem is with the modified software, it could be difficult to fix, if the programmer who made the changes is not available to work on it, or if the documentation of the changes is not adequate. On the other hand, if the software was strictly the standard version, problems are handled by the expert.
Recommendation 169:
Compare costs of purchasing commercial software and developing applications within the district, and severely limit customization of purchased software.
Relying on the vendors to provide upgrades and maintenance can save significant time and money. For all future purchases, a cost/benefit analysis should be performed that takes all future maintenance and training costs into consideration. In-house cost figures should include all overhead costs associated with the systems development.
IMPLEMENTATION STRATEGIES AND TIMING
1. The assistant superintendent of IT drafts a policy stating HISD will fully analyze the cost of purchasing commercial software for all major systems versus developing systems in house.
January 1997 2. As in-house systems are replaced, staff performs fully loaded cost/benefit analyses and present to the board when making purchasing decisions. Ongoing FISCAL IMPACT
This recommendation can be implemented at no cost to the district.
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