TSPR Del Valle Independent School District

Chapter 11
COMPUTERS AND TECHNOLOGY

This chapter reviews Del Valle Independent School District's (DVISD) administrative and instructional technology in five sections:

A. Systems Infrastructure

B. Organization and Management

C. Technical Support and Help Desk Operations

D. Staff Development

E. Technology Planning

B. ORGANIZATION AND MANAGEMENT
According to the DVISD's Technology Plan for 1999-2002, the department's mission is to perform the best implementation of technology to meet the district's mission. To achieve its technology-related goals, a school district must have an organizational structure that creates an environment for using and supporting new technologies and providing strong integration between instructional and technology resources.
The DVISD Technology Department reports directly to the deputy superintendent of Business and consists of 8 budgeted, full-time-equivalent positions. The department is responsible managing and supporting the district's infrastructure, administrative and instructional technology resources. The department, in conjunction with the DVISD technology committee and established campus technology committees, determines district technology needs, develops technology standards and plans the procurement and implementation of administrative and instructional technology resources.
The DVISD Technology Department organization is shown in Exhibit 11-3.
Exhibit 11-3
DVISD Technology Department
April 2001
Source: DVISD Technology Department.
The responsibilities for each of the department positions are presented in Exhibit 11-4.
Exhibit 11-4
DVISD Technology Department Position Responsibilities
1999-2000

Title Responsibilities Highlights

Director of Management Information Systems Leadership in the development, implementation and planning of technology for use within instructional curricula; implement existing instructional technology programs; facilitate the use of existing technology in the teaching/learning process; design, plan and implement an ongoing technology education program that enhances the district's instructional program, including staff development.

Technology Coordinator Coordinate on-campus technology training and facilitate the effective use of technology; coordinate the installation of hardware and software; assist in network management; maintain technology inventories; coordinate repair orders, supplies and service for computer-related equipment; assist in district technology projects.

Network Coordinator Wide Area Network (WAN), Local Area Networks (LAN) and wireless network management and troubleshooting; work with firewalls and network security; hardware maintenance and repair; develop and deliver technology training to school district employees.

Office Manager Telephone and office receptionist; bookkeeping; open and process mail; assist with E-rate process; maintain filing system; maintain supplies inventory; maintain Web pages; maintain Department fixed asset inventory; manage district keyless entry system.

Campus Technologist Workstation hardware and software maintenance; hardware and software installation; network management support; campus level computer training; maintain and operate "spare parts" equipment inventory; maintain and manage all services records; diagnose, troubleshoot and repair campus technology equipment.

Source: DVISD Technology Department Position Descriptions and Interviews.
FINDING
According to department staff, the director of Management Information Systems (MIS) resigned in September 2000, leaving the department in transition and without formal leadership and direction. In the interim, the DVISD network coordinator is the acting DVISD technology director responsible for both department and DVISD network management.
District management has been impressed with the performance of the acting director and has had some preliminary discussion regarding his role in managing the organization should the department undergo restructuring. The acting director has been an employee of the district for three years and has:

a strong technical background;
knowledge of district systems and infrastructure; and
experience managing technical departments in three other school districts.

As of January 2001, the position has not been posted to the district's Web site, although the department's organizational chart has been revised to reflect a Management Information Systems (MIS) director position that is filled by the acting director.
Recommendation 87:
Fill the vacant technology director position.
The network coordinator responsibilities should be evaluated to determine what portion of the job can be transferred to the department's technology coordinator. The MIS director should retain those responsibilities that cannot be transferred due to lack of technical skills.
IMPLEMENTATION STRATEGIES AND TIMELINE

1. The deputy superintendent of Business develops a job description for the MIS Director position. June 2001

2. The superintendent recommends the promotion of the Network Coordinator to MIS Director or the filling of the position by an external applicant. June 2001

3. The board approves the personnel action. July 2001

FISCAL IMPACT
This recommendation can be accomplished within existing budgets since both the director and coordinator positions are budgeted.
FINDING
There is no instructional technology component within the department's or the district's organizational structure. The DVISD director of MIS position job description states that the department director will report to the Department of Instruction and not the deputy superintendent of Business as reflected in the current structure. The primary link between the Technology and Instructional Department is through the campus and district technology committees, which have been inactive over the last year, and the campus technologist whose primary responsibility is computer repair and troubleshooting, not integrating technology and curriculum.
Effective instructional technology support personnel must be familiar with school operations and the technologies and materials used for instructional purposes; technology-oriented instructional materials; and technology-related training. To ensure an effective integration of technology and curriculum, the district's Technology Department must work closely with the Curriculum and Instruction Department to ensure that its initiatives support the learning process.
Technology infrastructures are huge investments for school districts. Establishing effective policies and associated standard operating procedures are integral to the successful use of technology. In times of increased competition for technical resources and resulting turnover, department-specific procedures are critical tools in the cross training of department staff and orientation of new employees.
Exhibit 11-5 describes the technology staffing levels of DVISD and its peer districts.
Exhibit 11-5
DVISD and Peers, Technology Staffing Comparisons
1999-2000

District Administrative Infrastructure
& Support Instructional

Del Valle
Total Staff: 8 Director of MIS
Office Manager Network Coordinator
Technology Coordinator
Campus Technologists (4)

Bastrop Total Staff: 10 Director Network Manager
Computer Repair Technicians (5)
Help Desk/Secretary Technology Trainers (2)

Georgetown
Total Staff: 9 Director
Secretary Network Manager
Network Assistant/Technician
Webmaster
Campus Technician Instructional Technology Assistants (2)
Trainer

Hays
Total Staff: 7 Secretary (part-time) Network Coordinator
Network Assistant Coordinator
Technicians (3)
Delivery Support (1)

Lockhart
Total Staff: 8 Director of Technology Technology Assistant
Field Technicians (2)
Campus Technology Assistant Technology Integration Mentors (3)

San Marcos
Total Staff: 9 Assistant Superintendent
Secretary Technicians (2)
Database Specialists (2)
Programmer Administrative/Instructional Technologists (2)

Eanes
Total Staff: 9 Technology Director
Secretary Network Manager/Technician
Technician
Webmaster
Trainer (Macintosh/Windows) Campus Technology Specialists (3)

Manor
Total Staff: 5 MIS Director (part-time)
Administrative Assistant (part-time) Network Administrator
Technology Assistant
Technical Assistant Curriculum/Technology Coordinator (2)

Source: Telephone Interviews with listed peer districts.
DVISD is one of two districts in its peer group that do not have a staff position responsible for coordinating instructional technology. As a result, there is no consistency in how technology is used or integrated into the classroom and curriculum.
Other districts, such as Lockhart, Eanes and Georgetown, use an instructional technology position or other employee to assist in the:

Integration of technology into the curriculum;
Evaluation and selection of effective instructional technology;
Alignment of Texas Essential Knowledge and Skills standards, curriculum and technology;
Development of district and school technology strategies and plans; and
Coordination of teacher technology training.

Under the current organization, instructional technology is a responsibility of the vacant technology director position.
The Network Coordinator position is budgeted at $56,120 plus benefits of 15.4 percent ($8,642) = $64,762.
Recommendation 88:
Hire an instructional technology coordinator and fund the position using the budget for the network coordinator.
The instructional technology coordinator should have teaching experience and should be familiar with how software and technology can be used to enhance student learning. Creating and filling this position supports the MIS restructure by transferring the responsibility for instructional technology from the current Technology Department to the Department of Instruction and Curriculum.
The instructional technology coordinator would be responsible for working with district teachers, DVISD staff responsible for designing and coordinating curriculum and the technology department to integrate technology into the curriculum and ensure standards are established in the selection and use of instructional software and supporting resources. The coordinator position should reside within the Department of Instruction and Curriculum and report to the department's executive directors.
IMPLEMENTATION STRATEGIES AND TIMELINE

1. The executive directors of Instruction, deputy superintendent of Business and the MIS director develop a position description for an instructional technology coordinator position. June 2001

2. The superintendent recommends developing an instructional technology coordinator using the existing budget network coordinator position. June 2001

3. The director of Human Resource Management posts the position. June 2001

4. The executive directors of Instruction form an interview team that interviews the candidates. July 2001

5. The district hires the instructional technology coordinator. August 2001

FISCAL IMPACT
The salary of the Instructional Technology coordinator would be $50,000 plus benefits of 15.4 percent ($7,700) = $57,700. The Network Coordinator position is budgeted at $56,120 plus benefits of 15.4 percent ($8,642) = $64,762. The net savings of the recommendation would be $7,062 per year.

Recommendation 2001-02 2002-03 2003-04 2004-05 2005-06

Hire an instructional technology coordinator and fund the position using the budget for the network coordinator. $7,062 $7,062 $7,062 $7,062 $7,062

FINDING
There are no formal procedures supporting the Technology Department's operations and management. Staff indicated that they worked closely together and were familiar with their roles and aware of how the department operated. For example, there is a practice that all district technology purchases must be reviewed and approved by the Technology Department, however, this practice is not documented and available for district and school staff. This is even more important when schools are using their technology allotment funds to procure technology in support of school requirements. Other than the current position descriptions, there are no documented procedures supporting the various responsibilities within the department. For example, the office manager is responsible for maintaining the department's fixed asset inventory, however, there are no procedures that describe how or when the inventory should be taken.
Many Texas school districts have learned that developing and implementing well-written and organized procedures helps:

Implement and assure compliance with board policies as well as document the intent of those policies;
protect the institutional knowledge of an organization, so that as experienced employees leave, new employees have the benefit of the others' years of experience;
provide the basis for training new employees; and
offer a tool for evaluating employees based on their adherence to procedures.

Many organizations, especially school districts, find it difficult to compete with businesses for employees with technical skills, creating a measurable level of turnover in technology jobs. These trends demand that organization establish departmental procedures providing guidelines for new employees and cross training.
The departure of the DVISD MIS director has shown the type of challenge created by a lack of detailed procedural instructions. On several occasions, the acting director stated the challenges specific to performing responsibilities when there is a lack of documented processes or instructions.
Recommendation 89:
Establish departmental procedures for the responsibilities of the Technology Department.
The district should develop procedures that document step-by-step methods for carrying out board and departmental policy.
IMPLEMENTATION STRATEGIES AND TIMELINE

1. The MIS director meets with department staff to identify policies specific to the Technology Department. The office manager documents the department policies. June 2001

2. The MIS director requests that department staff identify and document procedures specific to each of their department responsibilities and provides department staff with an outline and example of the end product. July 2001

3. The MIS director reviews the draft procedures with department staff for feedback, changes and clarification. August 2001

4. The MIS director presents documented policies and procedures to the deputy superintendent of Business for review and approval. September 2001

5. The office manager publishes the policies and procedures on the DVISD technology Web page. September 2001

6. The MIS director reports the results to the superintendent and board. September 2001

FISCAL IMPACT
This recommendation can be implemented with existing resources.

District	Administrative	Infrastructure & Support	Instructional
Del Valle Total Staff: 8	Director of MIS Office Manager	Network Coordinator Technology Coordinator Campus Technologists (4)
Bastrop Total Staff: 10	Director	Network Manager Computer Repair Technicians (5) Help Desk/Secretary	Technology Trainers (2)
Georgetown Total Staff: 9	Director Secretary	Network Manager Network Assistant/Technician Webmaster Campus Technician	Instructional Technology Assistants (2) Trainer
Hays Total Staff: 7	Secretary (part-time)	Network Coordinator Network Assistant Coordinator Technicians (3) Delivery Support (1)
Lockhart Total Staff: 8	Director of Technology	Technology Assistant Field Technicians (2) Campus Technology Assistant	Technology Integration Mentors (3)
San Marcos Total Staff: 9	Assistant Superintendent Secretary	Technicians (2) Database Specialists (2) Programmer	Administrative/Instructional Technologists (2)
Eanes Total Staff: 9	Technology Director Secretary	Network Manager/Technician Technician Webmaster Trainer (Macintosh/Windows)	Campus Technology Specialists (3)
Manor Total Staff: 5	MIS Director (part-time) Administrative Assistant (part-time)	Network Administrator Technology Assistant Technical Assistant	Curriculum/Technology Coordinator (2)

Title	Responsibilities Highlights
Director of Management Information Systems	Leadership in the development, implementation and planning of technology for use within instructional curricula; implement existing instructional technology programs; facilitate the use of existing technology in the teaching/learning process; design, plan and implement an ongoing technology education program that enhances the district's instructional program, including staff development.
Technology Coordinator	Coordinate on-campus technology training and facilitate the effective use of technology; coordinate the installation of hardware and software; assist in network management; maintain technology inventories; coordinate repair orders, supplies and service for computer-related equipment; assist in district technology projects.
Network Coordinator	Wide Area Network (WAN), Local Area Networks (LAN) and wireless network management and troubleshooting; work with firewalls and network security; hardware maintenance and repair; develop and deliver technology training to school district employees.
Office Manager	Telephone and office receptionist; bookkeeping; open and process mail; assist with E-rate process; maintain filing system; maintain supplies inventory; maintain Web pages; maintain Department fixed asset inventory; manage district keyless entry system.
Campus Technologist	Workstation hardware and software maintenance; hardware and software installation; network management support; campus level computer training; maintain and operate "spare parts" equipment inventory; maintain and manage all services records; diagnose, troubleshoot and repair campus technology equipment.

1.	The deputy superintendent of Business develops a job description for the MIS Director position.	June 2001
2.	The superintendent recommends the promotion of the Network Coordinator to MIS Director or the filling of the position by an external applicant.	June 2001
3.	The board approves the personnel action.	July 2001

1.	The executive directors of Instruction, deputy superintendent of Business and the MIS director develop a position description for an instructional technology coordinator position.	June 2001
2.	The superintendent recommends developing an instructional technology coordinator using the existing budget network coordinator position.	June 2001
3.	The director of Human Resource Management posts the position.	June 2001
4.	The executive directors of Instruction form an interview team that interviews the candidates.	July 2001
5.	The district hires the instructional technology coordinator.	August 2001

1.	The MIS director meets with department staff to identify policies specific to the Technology Department. The office manager documents the department policies.	June 2001
2.	The MIS director requests that department staff identify and document procedures specific to each of their department responsibilities and provides department staff with an outline and example of the end product.	July 2001
3.	The MIS director reviews the draft procedures with department staff for feedback, changes and clarification.	August 2001
4.	The MIS director presents documented policies and procedures to the deputy superintendent of Business for review and approval.	September 2001
5.	The office manager publishes the policies and procedures on the DVISD technology Web page.	September 2001
6.	The MIS director reports the results to the superintendent and board.	September 2001