Gauging technology: costs and benefits: to make effective decisions, district leaders can turn to some new tools devised by the Consortium for School Networking.Is your school district leveraging its technology effectively? Do the costs justify the benefits? What does your technology infrastructure cost in terms of money and time? Unfortunately, few district administrators can answer these questions with any certainty. They don't understand the real costs of developing and maintaining computer networks or the benefits of planned or proposed technology projects in measurable terms. For the most part, they base their technology decisions on their perception of the value of the technology. Regardless of the role technology plays in a school district, district personnel should know the costs associated with technology, understand the consequences of technology purchases and be able to measure the benefits of technology so they can make more informed decisions. However, determining costs and benefits of current technology or proposed projects is difficult because the value of technology for education is viewed differently than for businesses. For example, businesses use processes like Return on Investment and Net Present Value to project costs and benefits of proposed projects with an eye to increasing bottom-line or top-line dollars. In contrast, educators focus on addressing non-monetary goals and mandates such as improved student performance, equity and 21st century skills. And unlike businesses in the corporate world, public school districts must answer to constituent CONSTITUENT. He who gives authority to another to act for him. 1 Bouv. Inst. n. 893. 2. The constituent is bound with whatever his attorney does by virtue of his authority. concerns over expenditures. School district personnel can better understand current technology costs and more easily determine the value of proposed projects using a couple of valuable tools: Total Cost of Ownership and Value of Investment. Calculating Costs Total Cost of Ownership for technology is a method for determining all of the costs associated with implementing and maintaining computers and networks. Capturing a/l of the costs associated with a networked computer infrastructure can be difficult; assessing the most significant costs can be a reasonable endeavor. Once they determine TCO (1) (Total Cost of Ownership) The cost of using a computer. It includes the cost of the hardware, software and upgrades as well as the cost of the inhouse staff and/or consultants that provide training and technical support. See ROI. , administrators are in a better position to make decisions concerning overall efficiency and plans for the future. The TCO methodology examines three major cost categories: annualized annualized Of or relating to a variable that has been mathematically converted to a yearly rate. Inflation and interest rates are generally annualized since it is on this basis that these two variables are ordinarily stated and compared. technology costs, direct labor and indirect labor: * Annualized technology costs are the amortized costs of client desktop/laptop computers and devices, network equipment, servers, software, printers, supplies and external service providers. * Direct labor costs are the district's burdened costs for all personnel who have responsibility for buying, implementing, maintaining and managing the technology infrastructure. Those with part-time responsibility are counted for the portion of their time assigned as·sign tr.v. as·signed, as·sign·ing, as·signs 1. To set apart for a particular purpose; designate: assigned a day for the inspection. 2. . Teachers and other school staff who provide tech support as well as any outsourced services also should be included. * Indirect labor costs reflect the time users spend in training and dealing with system and application issues that affect productivity. While indirect labor is not a line item in the budget, loss of productivity represents a real cost to the district. Resulting TCO metrics metrics Managed care A popular term for standards by which the quality of a product, service, or outcome of a particular form of Pt management is evaluated. See TQM. such as per-client-computer costs, number of computers per support staff and number of students per available computer also can help measure and allocate To reserve a resource such as memory or disk. See memory allocation. resources for improved efficiency, improve the budgeting process and make more informed decisions concerning planned technology initiatives. A comparison to other similar districts or case studies can provide further insight. Assessing Value Total Cost of Ownership answers the question, "What is my technology infrastructure costing me?" Value of Investment answers the question, "Which way should we go?" The VOI VOI Voice Over Internet VOI Volume of Interest (medical imaging) VOI Venus Orbit Insertion (NASA) VOI Value of Information (decision making) VOI Value of Investment methodology: * concisely con·cise adj. Expressing much in few words; clear and succinct. [Latin conc explains the value of proposed initiatives by stating costs and benefits in measurable terms and relating the benefits to district goals and mandates; * provides an approach for comparing the costs and benefits of two or more proposed projects that are vying vy·ing v. Present participle of vie. vying vie for the same funds by comparing costs and scoring benefits of each project; and * provides long-term Long-term Three or more years. In the context of accounting, more than 1 year. long-term 1. Of or relating to a gain or loss in the value of a security that has been held over a specific length of time. Compare short-term. project sustainability by reviewing actual achievement of projected benefits. The VOI approach for evaluating proposed K-12 projects consists of six steps: projected cost, anticipated savings, projected benefits, risk, value determination and validation See validate. validation - The stage in the software life-cycle at the end of the development process where software is evaluated to ensure that it complies with the requirements. . Projected Cost. Think of projected cost as the project TCO. To determine projected cost, consider all of the initial costs and ongoing costs. Initial costs include technology costs, implementation costs and user time in training costs. These costs should be amortized over the life of the project (usually the useful life of the hardware, not to exceed five years). Ongoing costs include any leasing, direct labor support, ongoing training and indirect labor costs. Anticipated Savings. Any savings realized by implementing technology can be directed toward the mission of educating children. Even projects that focus on student learning carry the potential for saving money or increasing revenue. For example, districts that have implemented one-to-one student computing computing - computer projects have realized savings in teacher time and supplies through the use of electronic assignments, turn-in and feedback. The one-to-one initiative also can improve student attendance and pull in students from private schools or home-schooled students for increased revenue. Lowering overall TCO decreases direct expenditures or provides tools to enhance staff efficiencies. For instance, investing in a systematized refresh (1) To continuously charge a device that cannot hold its content. CRTs must be refreshed, because the phosphors hold their glow for only a few milliseconds. Dynamic RAM chips require refreshing to maintain their charged bit patterns. See vertical scan frequency and redraw. cycle for keeping technology current can save support and end user time. Integrating administrative systems to automatically provide required or desired reporting may deter the cost of hiring another administrative employee. Projected Benefits. Since education goals such as improved student achievement can't be measured in terms of monetary savings, administrators can use a scoring model to evaluate projects competing for the same funding, i.e., to compare projects to determine best value and to clarify in measurable terms the reasons for undertaking a project. First, list the district's mission, goals, mandates and any other requirements. Many schools or districts have a formal statement or list of mission statements such as, "Provide an equal learning opportunity for all students" or "Develop life-long learners." Next, state the project benefits in terms of measurable indicators of achievement. Rather than, "We plan to use this technology to enhance student achievement in the elementary school elementary school: see school. ," say, "We anticipate use of this technology in our 3rd and 4th grade math labs will enable us to increase our state standardized standardized pertaining to data that have been submitted to standardization procedures. standardized morbidity rate see morbidity rate. standardized mortality rate see mortality rate. math scores from the state norm of 58 to an above-average 63." Now you have a specific reason for the expenditure as well as a goal against which to measure the success of the initiative. Finally, determine the impact of proposed projects on the district's stated goals or mandates. This is certainly a subjective process, best performed by a committee of people from computer services Data processing (timesharing, batch processing), software development and consulting services. See service bureau, SaaS and ASP. , end-user beneficiaries and district administrators. But, when the process is complete, you can make informed choices when several projects are competing for the same funds and answer questions about why you made a decision about a particular project. Risk. Although risk does not affect actual savings or qualitative project benefits, it does need to be assessed before taking on a technology project or when evaluating projects competing for the same funds. A good way to look at risk is to ask, "What is the probability that this project will be successful?" While there are strategies out there for assessing risks, a simple consensus is generally adequate. Value Determination. If you have multiple projects (technology or not), you can now compare costs and scores side-by-side and make informed decisions concerning relative merit. You also can concisely state the anticipated costs and benefits in measurable terms. Validation. Once you've implemented your technology project and allowed the time necessary for the projected benefits to become evident, it is time to go back and ask, "How did we do?" So often we implement projects and move on, never looking back. However, taking this last important step allows you to validate To prove something to be sound or logical. Also to certify conformance to a standard. Contrast with "verify," which means to prove something to be correct. For example, data entry validity checking determines whether the data make sense (numbers fall within a range, numeric data the success of the project from a cost-and-benefits perspective and to learn from the experience, discovering unanticipated benefits as well as challenges. Alice Owen, executive director of technology in the Irving, Texas Irving (pronounced 'er-ving') is a city located in the U.S. state of Texas within Dallas County. According to the 2000 U.S. Census, the city population was 191,615; the 2006 estimate was 201,927 according to the North Central Texas Council of Governments, and 196,084 according to , Independent School District, said her district has financed much of its student laptop Same as laptop computer. laptop - portable computer program with local school bonds, starting six years ago. "While we feel this program is successful and there continues to be great enthusiasm for the way we are transforming teaching and learning, we need to continue to articulate articulate /ar·tic·u·late/ (ahr-tik´u-lat) 1. to pronounce clearly and distinctly. 2. to make speech sounds by manipulation of the vocal organs. 3. to express in coherent verbal form. 4. the benefits to our public in order to sustain community support," she said. Owen said the district has achieved its goals of providing access to all students and preparing them with technology literacy skills before they graduate from high school. In addition, a three-year study by an outside evaluator identified some side benefits of the project: (1) improved teacher skills, (2) fewer discipline incidents, and (3) improved student attitude toward school. Differing Attitudes Without a disciplined approach to measuring the value of technology, the perceived value becomes more a matter of attitude. The superintendent of one Oregon Oregon, city, United States Oregon, city (1990 pop. 18,334), Lucas co., NW Ohio, a suburb adjacent to Toledo, on Lake Erie; inc. 1958. It is a port with railroad-owned and -operated docks. The city has industries producing oil, chemicals, and metal products. school district set a technology agenda early in his tenure when he realized the minor role technology played in his schools compared to the status it held at his former district in the technology-rich Silicon Valley. "I was concerned about the lack of technology use in classrooms," he said. "The first thing I did was implement a wireless network and start laying out plans to integrate technology into the curriculum." The superintendent in a nearby district said he wasn't sure what the fuss is all about. "The use of technology with student learning is really over-hyped and I see little evidence of enhanced student learning through the use of computers, which are costly to purchase and support." Regardless of one's view of the benefits of technology, understanding the costs and assessing the value of proposed projects is important--and takes work. Even with Total Cost of Ownership and Value of Investment methodologies and tools in place, projects need executive leadership and cross-departmental cooperation. TCO needs a focused data collection effort and cooperation from several departments; VOI requires cross-departmental agreement on benefits and risk. The rewards of a TCO assessment are a better understanding of technology infrastructure and user costs (where you are), and the rewards of a disciplined approach to VOI are a concise understanding of projected benefits and informed decision making (where you are going). Additional Resources Total Cost of Ownership and Value of Investment methodologies are relatively complex and require attention to detail. Several organizations provide tools and support to apply the process. * The Consortium for School Networking (www.cosn.org), a Washington D.C., nonprofit organization Nonprofit Organization An association that is given tax-free status. Donations to a non-profit organization are often tax deductible as well. Notes: Examples of non-profit organizations are charities, hospitals and schools. , teamed with Gartner, a technology analyst firm, to develop a TCO tool specifically for K-12 education. A key objective in the development of this tool, available at www.classroomtco.org, was to state inputs and results in 1(-12 terms and to simplify 1,900 input data points from the Gartner model to a manageable number while retaining a valid model that schools can use without excessive time and outside help. * The Consortium for School Networking, supported by corporate sponsors, recently developed a methodology for determining the value of investment in K-12 terms at a dedicated website, www.edtechvoi.org. The site includes an extensive online project cost estimator and a spreadsheet spreadsheet Computer software that allows the user to enter columns and rows of numbers in a ledgerlike format. Any cell of the ledger may contain either data or a formula that describes the value that should be inserted therein based on the values in other cells. that offers a categorized cat·e·go·rize tr.v. cat·e·go·rized, cat·e·go·riz·ing, cat·e·go·riz·es To put into a category or categories; classify. cat list of potential project benefits. * The Institute for the Advancement of Emerging Technologies in Education at Edvantia has developed a project cost estimator called the TCO Calculator calculator or calculating machine, device for performing numerical computations; it may be mechanical, electromechanical, or electronic. The electronic computer is also a calculator but performs other functions as well. . This online tool (http://129.71.174.252/tcov2) helps to identify projected costs of a technology plan, including new or refurbished buildings. It also provides an estimate of the multiyear costs of implementing and maintaining technology systems in an existing school. While it does not include the indirect labor cost component, it is a quick and easy way of estimating initial and ongoing budgeted costs, plugging in default values for several costs such as training. RELATED ARTICLE: Becoming a partner with tech companies. BY SCOTT KUFFEL There is a saying that goes, "Luck is the intersection intersection /in·ter·sec·tion/ (-sek´shun) a site at which one structure crosses another. intersection a site at which one structure crosses another. where preparation meets opportunity." Superintendents typically do not enjoy leading through "luck," particularly when faced with making key budgetary, personnel and program decisions. Illinois Illinois, river, United States Illinois, river, 273 mi (439 km) long, formed by the confluence of the Des Plaines and Kankakee rivers, NE Ill., and flowing SW to the Mississippi at Grafton, Ill. It is an important commercial and recreational waterway. recently enacted legislation that led to the required posting in many school districts of school board agendas and meeting minutes. It was this opportunity that led to the discovery of the importance of superintendents developing appropriate partnerships with technology companies for the mutual benefit of both parties. While attending a state school board association-sponsored workshop, I had the opportunity to visit with our field representative who shared a new web-based product that I believed could assist our district in complying with this new mandate. Our district took advantage of a 90-day trial and soon found the product had several positive attributes that allowed us to post our agendas and minutes. It wasn't until I connected with the chief architect of the web tool that our district could fully understand the power of this partnership. Progession of Uses The whole idea of two-way communication Two-way communication is a form of transmission in which both parties involved transmit information. Common forms of two-way communication are:
As superintendent, I needed a "techie A technical person. See hacker and programmer. " who was willing to listen to issues of user-friendly screens, reducing keystrokes to end users (who may not be as tech-savvy as a "virtual architect"), and someone who could understand we had users who ran all along the continuum Continuum (pl. -tinua or -tinuums) can refer to:
Study beyond the level of secondary education. Institutions of higher education include not only colleges and universities but also professional schools in such fields as law, theology, medicine, business, music, and art. , teachers to the media. One immediate issue that advanced from near crisis to solution quickly was caused by our district existing in primarily a Macintosh world. Within just a few hours, the designers enabled us to move right to Firefox as our primary Mac browser browser Software that allows a computer user to find and view information on the Internet. The first text-based browser for the World Wide Web became available in 1991; Web use expanded rapidly after the release in 1993 of a browser called Mosaic, which used and all was well. For our part, we opened up avenues to help advance the electronic tool to become much more than just a communication vehicle from superintendent to board of education. Instead of saying, "No, we only take care of school board meetings" the architect listened and helped us create communication formats for teacher meetings, parent meetings, committee meetings and teacher association welfare meetings. It is this ongoing exchange of ideas that enables both sides--vendor and consumer--to make cost-effective cost-effective, n the minimal expenditure of dollars, time, and other elements necessary to achieve the health care result deemed necessary and appropriate. improvements to product and then production. All this builds essential trust in our working relationship. Trust is established in these partnerships when both parties are honest in sharing what is needed and honest in answering whether what is needed can be delivered. The relationship we enjoy now has two-way communication with the virtual architect, where one week we can call and say, "We need an easier way to set up a Weekly Update letter" and in 24 hours an e-mail notifies us to take a look at their new Weekly Update template (1) A pre-designed document or data file formatted for common purposes such as a fax, invoice or business letter. If the document contains an automated process, such as a word processing macro or spreadsheet formula, then the programming is already written and embedded in the . I can't tell you how many e-mails or calls I receive from our partner that start with, "Hey, I want you to take a look at XYZ XYZ interj. Informal Used to indicate to someone that the zipper of his or her pants is open. [ex(amine) y(our) z(ipper).] to see whether this is something that will help you:' Comparison Shopping A natural question becomes "Can a district become too dependent upon one company or too focused on one piece of software or one tool?" School district administrators must be able to determine whether they have an open dialogue with the vendor where it is understood how important accountability is to a superintendent and school board. A good partner operates to make money and provide a service to a school. A great partner wants to improve the way it serves the district by providing a continually con·tin·u·al adj. 1. Recurring regularly or frequently: the continual need to pay the mortgage. 2. improving product and by demonstrating accountability in their market through competitive pricing and performance. We were fortunate to find a web tool from a company that was willing to supply websites for their competitors and willing to answer the difficult questions of point-by-point, characteristic-to-characteristic, function-to-function comparisons. A great partner encourages you to go out and look at alternatives and is eager to prove to you why they deserve to be your choice. I believe many superintendents have developed positive, symbiotic-type relationships with professional developers, accountants, lawyers and architects. Now it is time to consider how partnerships with technology companies--both hardware and software providers--can become a part of our blueprint blueprint, white-on-blue photographic print, commonly of a working drawing used during building or manufacturing. The plan is first drawn to scale on a special paper or tracing cloth through which light can penetrate. for continual improvement Continual Improvement (also called incremental improvement or staircase improvement) is a process or productivity improvement tool intended to have a stable and consistent growth and improvement of all the segments of a process or processes. in just one more area of our operations. Scott Kuffel is superintendent of the Geneseo Community School District, 209 S. College Ave AVE Avenue AVE Average AVE Alta Velocidad Espanola (train between Madrid and Seville) AVE Alta Velocidad Española (Spanish: High Speed Train) AVE Audio Video Entertainment AVE Advertising Value Equivalent ., Geneseo, IL 61254. E-mail: skuffel@dist228.org Rich Kaestner is the director of the Total Cost of Ownership and Value of Investment Projects for the Consortium for School Networking, 1025 Vermont Vermont (vərmŏnt`) [Fr.,=green mountain], New England state of the NE United States. It is bordered by New Hampshire, across the Connecticut R. Ave. N.W. Suite 1010, Washington, DC 20005. E-mail: richk@alyrica.net |
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