Fiscal year 2013 RTC Presentation

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There was a change in program oversight and appropriation management of the Regional Telecommunications Council’s (RTCs) allocated funding. The RTC appropriation of $992,912 was listed as a General …

There was a change in program oversight and appropriation management of the Regional Telecommunications Council’s (RTCs) allocated funding. The RTC appropriation of $992,912 was listed as a General Fund appropriation to the Iowa Telecommunications and Technology Commission (ITTC). In past years, these funds have previously been appropriated to Iowa Public Television (IPTV), who allocated the funding to Iowa’s community colleges to support the functions of the RTCs.

SF 2313 provides funding of various activities at the regional level to support all educational users of the Iowa Communications Network (ICN). RTCs are to plan for and expend these funds based upon the activities outlined in legislation. Quoting from SF 2313, “The regional telecommunications councils established in section 8D.5 shall use the moneys appropriated in this section to provide technical assistance for network classrooms, planning and troubleshooting for local area networks, scheduling of video sites and other related support activities.”

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  • RTC function and inclusion in the bill that created ITTCIn 1994, the Legislature created the Iowa Telecommunications and Technology Commission (ITTC) doing business as the Iowa Communications Network (ICN), an independent state agency. The legislature also created several authorized user advisory groups to advise the ITTC, including the Educational Telecommunications Council (ETC) and the Regional Telecommunications Councils (RTCs). The ETC and RTCs were put into place to ensure that educational users had a voice in the technologies utilized in the Network and to make sure the technologies would meet the needs of education. As it became apparent that the schools would need assistance with classroom maintenance, scheduling, development of technological plans, and purchasing equipment, an appropriation was made for the purpose of allocating funding to support the maintenance of the video sites at the K-12 schools, community colleges, Board of Regents’ universities and Area Education Agencies (AEAs) as well as the technology planning and the scheduling of video sessions via the ICN Network for those connections that are owned or the lease is paid for by the State. In the early days, the appropriation also was used to fund the salaries of five technicians at Iowa Public Television (IPTV) as well as the training for educators and staff. The 15 RTC areas are defined by the Community College areas and supported by the regional community college. Role of IPTV and transfer of functions to ICNPrior to formation of the ICN as an independent agency, IPTV provided many of the support tasks that the ICN currently provides to the video site users. Most of these tasks have migrated from IPTV to ICN, including video scheduling and technical support. The remaining task that IPTV continues to perform for educational users is the allocation of an appropriation to the RTCs for subsidization of classroom maintenance, regional scheduling and LAN/Technology planning support. RTC current support functionsClassroom maintenance and technical supportLAN/WAN/Internet SupportScheduling Support.
  • November ITTC meeting Joe Cassis and I presented a business model for allocation of the RTC funds that was usage based and incentive driven. Phased in approach – as we are moving forward phasing in to the new model may be a two year process. It may take the first year to make sure that the tracking processes are collecting the information that we need. As ICN adopts the web based Service manager system, we may want to incorporate some of the tracking instruments we are proposing today into that model.
  • RTC Support Staff Coordinators, Schedulers, Classroom techs, AEA consultantsETC ChairITTC membersCommunity College Association MJ Dolan, Ann WattsICN Staff SpecialistsJulie Johnson, video schedulingManila Bush and Vicki Harris Current Service Desk support systemDeb Evans and Patricia Townsend for auditing aspect Gary Williams, Dave Marley – LAN/WAN knowledge
  • Implementing tracking for ALL three functions to show extensiveness of RTC supportTransparency and Accountability FocusExpanded Guidelines – Cover the entire process . Allocation provided in two partsSign off by CFOs for both Plans and Reports AEAs and CCsMonthly RTC tracking submission to ICN – The report requirement at the end of the Fiscal year will be shorter and based on region wide observations rather than functional areas since that information has already been gathered using the tracking mechanisms.Shorter report completion time frames – These will be apparent to you when Lori walks you through the timeline.Des Moines School District – Only school district receiving funding. In FY 11 the only site that DMS has up is Orchard Place which was billed for 15 .6 video hours for the FY11. DMACC provides scheduling services for them and received $7,278.Allocations not released until documents/tracking receivedRandom spot reviews for RTCs – Each RTC will receive a review at least once every 5 years.
  • Formula - Each CC receives $41,850 plus number of sites ($815.10) Three regions 2, 9, and 15 will have an allocation that is slightly less than last year (due to a reduction in the number of video sites that they will need to support)
  • Inconsistency.From the information received, we don’t know what classrooms need support.
  • Insufficient information.
  • Inconsistent information. RTC B provided the information as requested. RTC A did not. If the ITTC moves toward

Transcript

  • 1. FY 2013 RTC Appropriation Allocation ProcessIowa Telecommunications and Technology Commission Meeting May 17, 2012 Approved by ITTC on 5/17/2012
  • 2. Background• RTC function and inclusion in the bill that created ITTC• Role of IPTV and transfer of functions to ICN• RTC current support functions Approved by ITTC on 5/17/2012
  • 3. Long-Term Goals• Effective and sustainable support• Accountability and transparency of allocated funds• Initiatives to increase video and broadband usage to optimize distance learning• Technology migration incentives• Educational technology requirements and long- term planning• Phased-in approach Approved by ITTC on 5/17/2012
  • 4. The Phased-In Transition ProcessCreated with lots of help and input• RTC Support Staff• ETC Chair• ITTC members• Community College Association• ICN Staff Specialists Approved by ITTC on 5/17/2012
  • 5. Changes for FY 2013• Implementing tracking for ALL three functions to show extensiveness of RTC support• Transparency and Accountability Focus• Expanded Guidelines• Allocation provided in two parts• Sign off by CFOs for both Plans and Reports• Monthly RTC tracking submission to ICN• Shorter report completion time frames• Des Moines School District• Allocations not released until documents/tracking received• Random spot reviews for RTCs Approved by ITTC on 5/17/2012
  • 6. Subcommittee• 5 members – 1 - ITTC member – 2 - ETC members – 1 - Community college member – 1 - ICN staff member• Estimated four meetings during FY 13 – Review RTC plans (Two meetings in late summer) – Review of tracking (February/March) – Review of reports (August/September) Approved by ITTC on 5/17/2012
  • 7. FY 2013 Allocation Process• Appropriation amount is the same as FY 2012• Formula• Two allocation steps – 1st half of requested budget when plan is approved by subcommittee & ITTC – 2nd half of requested budget when 1st half of fiscal year’s tracking is approved by subcommittee & ITTC• Des Moines School District Approved by ITTC on 5/17/2012
  • 8. Proposed Allocation Amounts Approved by ITTC on 5/17/2012
  • 9. Tentative Timeline Approved by ITTC on 5/17/2012
  • 10. Why Tracking? Inconsistency Between SourcesCurrent Classroom Support InformationFY 11 RTC Reports Approved by ITTC on 5/17/2012
  • 11. Why Tracking? Specific Type of Support Not Tied to Amount of SupportCurrent LAN/WAN Internet InformationFY 11 RTC Reports 3. Installation and maintenance: Train and assist local school employees with skills needed to install hardware and software, and to perform preventive maintenance on networks. Number of Calls/Requests from Schools: 31 (Enter the number of calls/requests from schools for installation and maintenance.) Comments: Typical installation questions as in past years including significant increases to school bandwidth through the ICN. Approved by ITTC on 5/17/2012
  • 12. Why Tracking? Inconsistency Between RegionsCurrent Scheduling InformationFY 11 RTC Reports• Include regional count of session and hours by audienceRTC A RTC B Approved by ITTC on 5/17/2012
  • 13. Tracking Examples• Technicians – Use current Service Desk system with additional fields• Schedulers – New Excel spreadsheet tracking• LAN/WAN – New Excel form tracking Approved by ITTC on 5/17/2012
  • 14. Commission’s Role• Total of 15 RTCs throughout Iowa – Approve RTC Plans • Disperses 1st half of requested budget – Acknowledge/Approval of RTC Tracking Component • Tracking for July – December • Disperses 2nd half of the allocation – Approve RTC Reports • End of the Fiscal Year Approved by ITTC on 5/17/2012
  • 15. Next Steps• Present process to ETC, June 7• Training and tracking processes for each RTC function• Receipt and evaluation of Regional Support Services Plans• Begin tracking on July 2; and submit monthly tracking documentation to ICN• Receive documentation that CFO’s are aware of new guidelines for random spot reviews Approved by ITTC on 5/17/2012
  • 16. QuestionsApproved by ITTC on 5/17/2012