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Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
Technology Planning for E-rate
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Technology Planning for E-rate

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Presented on behalf of the South Dakota State Library by Michael Sauers & Christa Burns on March 24 & 26, 2010.

Presented on behalf of the South Dakota State Library by Michael Sauers & Christa Burns on March 24 & 26, 2010.

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  • Must include why’s and how's!!!
  • Alignment: Is your plan to use technology in alignment with the programs and mission of your organization?Does the plan align with the programs and mission of the funders with whom you wish to develop or deepen your relationship?Business Case: The business case for most technology projects can be computed by a relatively straightforward equation. The net benefits of the technology initiatives must outweigh the total costs.Framework for Accountability: Your plan should provide a high-level timeline for achieving goals and putting technology systems in place in a strategic and coordinated way. This timeline is a natural framework for ensuring accountability and providing funders with concrete milestones. During each phase of the planning, development and implementation, organizations and funders can make decisions about whether tasks were accomplished and initiatives continue to be viable.Discrete Initiatives: Often it will be in your best interest to develop your technology plan as a series of discrete initiatives. If you are pursuing a multi-funder strategy, this will allow funders the opportunity to decide which specific areas of the plan they would like to fund.Appropriate Costs: Demonstrate reasonable efforts to optimize the costs of your projects. Consider ongoing costs such as staff time, maintenance, and support.Proactive Approach: Articulate how your plan is proactive in its approach to technology instead of just simply trying to patch a set of existing problems in a "break-and-fix" mode of IT spending.Highlight Innovation: Many funders may be drawn to projects that use technology in new and innovative ways to service programs and mission. Funders may view such innovation projects as an opportunity to experiment with ideas that may prove to be valuable for other grantees in their portfolio. Although innovation can also provide an opportunity to raise the profile of your organization in the eyes of prospective funders, keep in mind that funders who are most interested in innovation may differentiate between "leading edge" and "bleeding edge" technology projects.Viability and Sustainability: You will need to ensure that the set of objectives outlined in your technology plan are reasonable both in their scope and timeframe. Additionally, your technology plan and its initiatives must be able to endure over time and enhance the health and long-term stability of your organization.
  • Transcript

    • 1. Technology Planningfor E-Rate
      Michael Sauers & Christa Burns
    • 2. Who are we?
      Michael SauersTechnology Innovation LibrarianAuthor, Blogger, Photographer
      Christa BurnsSpecial Projects LibrarianGamer, Gardener, Cat & Ferret minion
    • 3. Who are you?
      Name
      Position
      Library
      Service area / # of patrons served
      When was the last time your library had a technology plan?
    • 4. What a Technology Plan is…
      A plan
      A demonstration
      A lens with which to focus
      A prioritizing agent
      A budgeting tool
      An aligner with other institutional goals
      A training schedule
      A fund-raising tool
    • 5. What it is not…
      A list of technology that the library wants and on what time frame it wants it.
    • 6. You plan should be SMART
      Specific
      Measureable
      Aggressive & Attainable
      Results-oriented
      Time-bound
    • 7. Why?
      Give the library direction
      Show the library is forward-thinking
      Help minimize technology-related crises
      Use staff time efficiently
      Avoid wasting money on equipment
      Help you think through your priorities in order to use technology in a way that directly furthers your mission
      It’s required for E-rate requests for more than Basic Telephone Service
    • 8. What makes a good plan?
      Concise
      Specific
      Integrated
      Foreseeable
      Flexible
    • 9. And what doesn’t?
      Tech for tech’s sake
      Doesn’t connect the tech to the mission of the library
      Doesn’t explain why the tech is needed
      Poorly organized
      Techno-babble
      Leaves stuff out
    • 10. What others will look for
      Alignment
      Business Case
      Framework for Accountability
      Discrete Initiatives
      Appropriate Costs
      Proactive Approach
      Highlight Innovation
      Viability and Sustainability
    • 11. The players
      Board
      Director
      Department heads
      Staff
      Public?
    • 12. The Resources
      Direct:
      Current strategic and/or long-range plan
      Library mission and/or vision statement
      Current and/or previous technology plans
      Indirect:
      All of the above for parent institution
      Library journals, magazines, and blogs
    • 13. Samples
      See handouts
    • 14. The Structure
      Executive summary
      Library description
      Library challenges
      Current technology environment
      Emerging technologies
      Web site evaluation
      Recommendations
    • 15. Executive Summary
      1-2 page narrative summary of the plan
    • 16. Library Description
      Introduction
      Purpose of the plan
      Library history
      Physical description
      Mission statement
      Community served
      Staffing
      Budget
      Collection size & annual growth
      Services offered
      Use of the library
      Current technology
      Visuals never hurt
    • 17. Library Challenges
      SWOT Analysis
      Strengths
      Weaknesses
      Opportunities
      Threats
    • 18. Current Technology
      Hardware
      Patron computers, Staff computers, networking equipment, peripherals
      Software
      OSes, Patrons, Staff
    • 19. How to pick new tech
      Think about “competencies”What do you think you staff needs to know to move your library into the future.
    • 20. Emerging Technologies
      Audio/Video
      Wireless (802.11n / WiMax)
      Mobile
      RFID
      Social Media
      Photo printing
    • 21. Web Site Analisys
      Follows current design practices?
      Platform?
      Static, CMS
      Accessible?
      Social?
      Mobile?
    • 22. Recommendations
      Priorities
      Description of relevant categories
      Listing of the specific recommendations
      Type (new software, application, hardware)
      Cost (including interdependencies)
      Benefits
      Recommended timeline
      Assessment/results/training needed
    • 23. Suggested phrasing
      “In the next [time frame], the library will [action or recommendation], which will result in [associated benefits].”
    • 24. 24
      Technology Plans and E-rate
      Federal Communications Commission rules require libraries to write technology plans when they are receiving support for more than basic telephone service
      Basic telephone service is defined as wireline or wireless single-line voice service (e.g., local, cellular, and/or long distance) as well as mandatory fees associated with such service (e.g., federal and state taxes, universal service fees, etc.)
    • 25. 25
      Technology Plan Needed?
      NO
      Local/long distance service (landline or cellular)
      800 service
      Centrex
      YES
      Digital Transmission Services
      DSL, fiber optic, OC-x, frame relay, etc.
      PBXs
      Key system lines
      Internet Access
      Internal Connections
      Basic Maintenance
    • 26. 26
      Purpose of the Technology Plan
      Technology plans ensure that libraries are prepared to effectively use the requested services to integrate telecommunications and Internet access into the educational program or library services they provide.
      Technology plans should support and validate the services requested on the Form 471.
    • 27. 27
      Timing
      Technology plans must be written before the Form 470 is filed
      Applicants need to determine the services they require before filing their Form 470
      Technology plans must be approved before services start or Form 486 is filed (whichever is earlier)
      Generally, this means on or before July 1 of the new funding year
    • 28. 28
      Important Terminology
      Written (same as created): When the technology plan first contains the five required elements in sufficient detail to support the services requested on the associated Form 470, USAC considers the technology plan to be written.
      The date this occurs is the Creation Date. The creation date must be prior to the date the associated Form 470 is posted to the USAC website.
    • 29. 29
      Important Terminology
      Approved Date: The date when the technology plan is approved by an USAC Certified Technology Plan Approver. The approval date should appear on the approval letter.
      SD Public libraries go to Dept. of Ed – Peg Henson - Peg.Henson@state.sd.us
      USAC does not approve technology plans – DO NOT submit your technology plan to USAC unless requested during review.
    • 30. E-rate Forms
      Indicate current status of your technology plan
      Block 5 of Form 470
      Block 6 of Form 471
      Certify that the plan approval has been obtained
      Block 4 of Form 486
    • 31. 31
      Technology Plan Duration
      Technology plans should not cover more than three years due to the rapid development cycle of new technologies
      Technology plans must cover the entire funding year for which a service is being sought
      funding years run July 1 – June 30.
      Libraries need to keep copies of the technology plan and the approval letter for at least five years following their last date of service for audit purposes.
    • 32. 32
      Five Required Elements
      Clear Goals and a Realistic Strategy
      Professional Development
      Needs Assessment
      Sufficient Budget
      Evaluation Process
    • 33. 33
      Clear Goals/Realistic Strategy
      The technology plan must establish clear goals and a realistic strategy for using telecommunications and information technology to improve education or library services.
    • 34. 34
      Clear Goals/Realistic Strategy
      Specific goals for using technology should identify:
      Improvement that should occur from the use of technology by library patrons
      Achievements and/or successes that can be attained using technology
      Increased staff and library patron competency with using technology
      Additional Internet and/or telecommunication options for classrooms or public areas of a library
      Accessibility to technology
    • 35. 35
      Clear Goals/Realistic Strategy
      Realistic strategies should identify:
      How the library will develop and integrate the technology (e.g., how many computers will have Internet access)
      Standards required for implementation of the technology
      Technology needed for the future to maintain or enhance the current instructional or library environment
    • 36. 36
      Professional Development
      The technology plan must have a professional development strategy to ensure that staff know how to use these new technologies to improve library services.
    • 37. 37
      Professional Development
      Describe and list the professional development activities required of staff to train properly on the technology in the library
      Training is more than just how to turn on the computer
      Identify person or group in charge of planning and coordinating staff training
      Verify current levels of training
    • 38. 38
      Details of training
      Methods of training to be used (classroom, seminars, Train-the-Trainer, etc.)
      How training supports the library usage goals
      Documentation of training (sign-in sheets, computer lab logs, lists of in-service activities, etc.)
      Professional Development
    • 39. 39
      The technology plan must include an assessment of the telecommunication services, hardware, software, and/or other services that will be needed to improve library services.
      Needs Assessment
    • 40. 40
      Needs Assessment
      Provide a status of the existing technology, such as:
      • Telephone system
      • 41. Building Infrastructure (e.g., electrical capacity, cooling system)
      • 42. Computer hardware and software
      • 43. Internet access
      • 44. Staff training
    • 41
      Needs Assessment
      Based on the current technology, describe new technology needs, such as:
      • Adding a firewall or replacing servers
      • 45. Adding upgrades to phone system
      • 46. Adding network switches
      • 47. Adding cable drops
      • 48. Installing a new network
      • 49. Classroom/lab materials
    • 42
      Needs Assessment
      Describe maintenance needed for new and existing equipment
      How often will the technology be serviced? (e.g., daily, weekly, monthly, etc.)
      What are the characteristics and capabilities of the equipment? (e.g., age, model, year, memory, etc.)
    • 50. 43
      The technolgyplan must show how the library will:
      Pay the non-discount share of the cost
      Acquire and support the necessary resources (computers, training, electricity, software, etc.) needed to make effective use of the discounted services.
      Sufficient Budget
    • 51. 44
      Sufficient Budget
      Include specifics about budgeted items and the sources of funding. For example:
      Salaries
      Telephones (E-rate funding)
      Desktop software (state funds)
      Budgets can be projections
      Budgets should be based on reasonable expectations of receiving funding and incurring expenses
    • 52. 45
      The technology plan must include an evaluation process that enables the library to monitor progress toward specified goals and make mid-course corrections in response to new developments and opportunities as they arise.
      Evaluation Process
    • 53. 46
      Evaluation Process
      Evaluation process should describe:
      How frequently the technology plan will be evaluated
      The person(s) responsible for updating the plan
      How progress toward the goals and objectives will be measured or monitored
      If and how goals were met
      Any unexpected outcomes
      Any new needs that emerged
      Any goals that are no longer relevant
    • 54. 47
      Plans for Other Programs
      Other federal, state, or local programs may have technology plan requirements
      USAC does not require a technology plan in addition to other technology plans
      However, if there is only one technology plan covering all programs, the information required under E-rate must be included in that technology plan
      HINT: Include a cover sheet giving the page number(s) where each E-rate requirement is addressed
    • 55. 48
      Revising Plans
      Through the evaluation process, the technology plan writer may discover that the technology plan needs revisions or mid-course corrections. For example, if there are major changes, such as:
      Budget Increase/shortfall
      New technology introduced
      New construction
      Mergers and closures
    • 56. 49
      Revising Plans
      Major Changes
      If the changes are significant (e.g., building a local area network or starting a new initiative like distance learning), the technology plan should be re-approved
      TPA can re-approve revised technology plan for balance of the original time period approved
      A new technology plan incorporating the changes can be written to cover another three years
    • 57. 50
      Revising Plans
      Minor Changes
      If the changes are minor (e.g., a change in technology that USAC could approve under a service substitution request), the technology plan may not need to be amended
      TPA can request copies of any changes
      USAC does not expect a new approval letter
      Retain documentation of any changes
    • 58. 51
      Pitfalls
      Technology plan does not contain all five required elements
      Technology plan is undated
      Time period the technology plan covers is not specified
      Library used an approver who is not a TPA
      Technology plan was approved after services started (if necessary, USAC will adjust the service start date to the date the technology plan was approved)
      Technology plan does not support services being requested or technology currently in use
      Technology plan is not realistic based on TPA’s expertise
    • 59. E-Rate & filtering
      Compliance with CIPA required for:
      Internet access
      Internal connections
      But not telecommunications (telephone)
      CIPA requires
      Filtering
      Internet Safety Plan
      Public notice and public hearing or meeting
      E-rate information on CIPA:
      http://www.usac.org/sl/applicants/step10/ cipa.aspx
    • 60. http://webjunction.techatlas.org/
      Inventory Tool
      Event Tracker
      Planning Tool
    • 61. Resources
      Matthews, Joseph R., Technology Planning: Preparing and Updating a Library Technology Plan: Libraries Unlimited, 2005.
      TechSoup: http://www.techsoup.org/
      Technology Planning for E-rate: http://www.usac.org/sl/applicants/step02/ technology-planning/
      Links:http://delicious.com/travelinlibrarian/techplan

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