Loudoun County Public Schools Department of Technology Services Dr. Richard Contartesi Assistant Superintendent for Technology Services School Year 2012‐2013 Dr. Edgar Hatrick, Superintendent Mr. Ned Waterhouse, Deputy Superintendent V1.f This page intentionally left blank V1.f Table of Contents Loudoun County Public Schools Department of Technology Services ......................................................... 1 Services, Revenue & Expenditures ................................................................................................................ 6 Technology Support Overview ...................................................................................................................... 7 E‐Rate Revenue ............................................................................................................................................. 8 FY 12 Summary of Major Expenditures by Vendor ....................................................................................... 9 Team Roles & Responsibilities .................................................................................................................... 10 Technology Operations & Support ............................................................................................................. 11 Technology Operations ....................................................................................................................... 12 Technology Support ............................................................................................................................ 14 Technology Systems & Applications ........................................................................................................... 19 Systems & Infrastructure .................................................................................................................... 20 Application Development ................................................................................................................... 24 Information Management Services ............................................................................................................ 28 Information Management .................................................................................................................. 29 Information Management Annual Services ‐ DRAFT .................................................................................. 33 Coordinated Professional Development & Support ................................................................................... 44 County of Loudoun Department of Information Technology ..................................................................... 46 LCPS Revised Technology Plan 2010‐2015 Summary Pages ....................................................................... 50 Department of Technology Services Organizational Chart 1 Department of Technology Services 21000 Education Court Ashburn, VA 20148 Administrative Office Fax Assistant Superintendent for Technology Service: Dr. Rich Contartesi Director of Technology Operations and Support: Michael Larson Director of Technology Systems and Applications: Ursula Dixit (571)252‐1230 (571)252‐1003 (571)252‐1183 (571)252‐2100 (571)252‐1230 The Department of Technology Services (DTS) is responsible for coordinating the vision, development, standards, implementation and support of the district’s strategic technology plan, aligning instruction, business, and technology using measurable key performance indicators that ensure effective, equitable, and economical delivery of technology to support quality education. DTS is committed to building a transparent open organizational environment providing students, teachers, parents, administrators, and the community with highly functional technology that is easy to use, reliable, and cost‐effective to support a consistently superior level of instruction and student achievement. Organization DTS is comprised of a dedicated and highly qualified technical staff that provides services through five functional support units: 1. Technology Operations: Responsible for direction, process, and operational business support 2. Technology Support: Responsible for decentralized user hardware and software support 3. Technology Systems & Infrastructure: Responsible for support of enterprise core systems and infrastructure to ensure effective transmission of secure data and services 4. Application Development: Responsible for development, testing, and support of internal and purchased applications 5. Information Management: Responsible for enterprise application support, data management, and state and federal reporting The Department oversees the purchase, implementation, licensing, maintenance, and support of infrastructure, desktops, laptops, printers, audio visual devices, video conferencing, intercoms, interactive white boards, scanners, servers, software, and contractual services that support the students, teachers, parents, and staff of the Loudoun County Public School system. The Department supports the Microsoft Server and Office environment, instructional software (e.g. CLARITY, Vision, etc.), the student information system, student records archival services, e‐mail, data backup, technology management tools, application hosting, and maintenance. 2 2012 Major Achievements Supported the Technology Plan and School Board Goals 1 and 5 through the following: 
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Closed over 46,000 requests for service from school‐based and central office customers Implemented a robust enterprise clustered SQL structure, with load balancing servers to support the “Phoenix” Individualized Educational Plan (IEP) application and future applications Updated computers, laptops, scanners, and printers in 11 schools identified in the LCPS technology refresh program Enhanced student learning opportunities by making the computer labs available for use after hours providing more than 1,154 additional hours of lab time in 29 schools (16E/6M/7H) Deployed distance learning systems in five high schools for Multivariable Calculus and Mandarin Chinese courses. Over 400 additional video conferencing sessions were provided to support other distance learning, virtual learning, and virtual field trips for 31 schools (25E/1M/5H) Ensured operability of intercoms, sound systems, cable TV service, interactive white boards, and other classroom AV technologies Installed or serviced over 250 data drops and wireless access points in classrooms and administrative offices Maintained networks, computer systems, peripheral devices, and user access in direct support of instruction, with minimal disruption and to ensure maximum availability Fulfilled 139 requests for unanticipated equipment and software Replaced 519 administrative laptops and desktops Restructured and clustered the data storage area network (SAN) providing greater redundancy and stability Consolidated elementary transcripts by extracting, transferring and loading data to the SIS and Data Warehouse FY 2013 Current Activities Currently supporting the Technology Plan and School Board Goals 1 and 5 through the following: 
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Replace GroupWise with a hosted Exchange solution using Office 365 Upgrade data circuits in elementary and middle schools from 10 MB to 100 MB Upgrade all schools' Wireless LANs to the latest 802.11 N technology from 802.11 A/B/G Replace servers in 47 schools over the summer and 19 during the year Replace 682 laptops in the carts at 31 elementary schools Integrate application authentication withActive Directory to consolidate logins and increase security Plan for Student Information System (SIS) upgrade and integration of systems for the district to replace the system being “sun‐setted” (July 2014) by the vendor Provide online IT Security training for teachers, administrators and staff Implement records management protocols for transcript and retention Configure alternative school protocol to facilitate transfer of data and reduce redundancy Complete implementation of the, “Phoenix”, Individualized Education Plan (IEP) system Continue server virtualization initiative to reduce hardware costs and increase availability Continue SQL database implementation to support internal and purchased applications Explore online form completion options for parents to reduce the amount of paperwork required; this may include registration form, health forms and instructional forms 3 FY 2014 Major Work Plan Initiatives Continue to support the Technology Plan and School Board Goals 1 and 5 through the following: 
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Reorganize DTS personnel to increase efficiency, effectiveness and economy Increase infrastructure bandwidth at the high schools from 100 MB to 1 GB to support increased utilization, enrollment and SOL testing Complete the implementation of Microsoft Exchange/Outlook, upgrading the district’s current e‐mail system to include archiving, spam filtering, and “white listing” activities Implement a Virtual Desktop Infrastructure (VDI) pilot to increase the lifecycle of existing computers Select and implement a comprehensive student information system to replace the system being “sun‐setted” (July 2014) by the vendor Continue to integrate existing district software applications into Active Directory consolidating User IDs, increasing security, and streamlining user access Define, evaluate and plan for teacher One‐to‐One initiative, as defined in the LCPS Technology Plan (4.1.2) Implement a computer refresh of student instructional labs and AV computers in 47 schools FY13 budget Review and consolidate current asset management systems Review and consolidate technology management tools Review and support the implementation of the Enterprise Resource Planning, Student Information System & Library System Review all existing instructional and business software to ensure efficiency, effectiveness and economy Review and standardize print services 4 This page intentionally left blank 5 Services, Revenue & Expenditures 6 Technology Support Overview Customers Serviced Staff (instructional and support) Students 11,449
68,237
Hardware (what devices; categories of inventory) Total # Desktop Computers Total # Laptop Computers Total # Computers Total # Computers over 5 years old (43% of inventory) Interactive whiteboards School Intercom (includes 5000+ speaker, call buttons and handsets) Peripherals (printers, scanners, other devices) Network Services 22,012
4,977
26,989
11,579
4,168
82 Locations
11,860
89
43
356
78
84
1,471
County of Loudoun ‐ DIT
4,300
572
1
57.6 TB
400 MB
1 GB
100 Mb ‐ 1 GB
2
Data Center Physical Servers Data Center Virtual Servers School Servers (includes Safari Montage) Core Switches Wireless Security Switches Switches Firewall Access Points (upgrade In progress from G to N) UPS Backup Power Generator (supports Data Center and Admin) SAN (Storage Area Network) District link to the Internet Speed to the Desktop LAN Connectivity (from Hub to sites) Mobile Device Servers (BlackBerry RIM servers) Application Support Work Orders Closed (July 1, 2011 – June 30, 2012) Work Orders Closed (July 1, 2012 – current) Data audit reports (scheduled for daily, weekly, and monthly) Data elements reported to VDOE (124 items per student, four cycles per year) 24,218
11,373
44
40,920,000
Mail Email User Accounts Email Resource Account Email Servers 9,126
367
21
Training Technology Courses Offered (SIS, FERPA) (SIS training classes offered; FERPA training offered) outside training offered 40 workshops
3 online courses
7 E‐Rate Revenue Funding Year 2011‐2012 The Schools and Libraries Program of the Universal Service Fund, or E‐Rate as it is commonly referred to, makes discounts (Education Rate) available to eligible schools and libraries for telecommunication services, Internet access, and internal connections. The program is intended to ensure that schools and libraries have access to affordable telecommunications and information services. E‐Rate Eligible E‐Rate Services Vendor Charge Reimbursement Telecommunications $2,933,904
$1,329,228 Internet Access
$51,765
$23,294 Total E‐Rate Eligible Expenditures
$2,985,669
$1,352,522* *Reflects a 45% E‐Rate reimbursement 8 FY 12 Summary of Major Expenditures by Vendor Expenses over $15,000 Vendor Name Advanced Network Systems Advanced Network Systems Ardent Management Consulting Avaya AVAYA Inc. CAS Severn, Inc. CDW‐G CDW‐G CTSI Dell Dell Dell Dell Dell Dell Dell Marketing L.P. DLT Solutions Electronic Systems Inc. (ESI) Electronic Systems Inc. (ESI) Electronic Systems Inc .(ESI) ePALS Gaggle KUE Digital Inc. Laptop Battery One Learning Tree International USA, Inc Library Video Meridian Systems Nicholas Pipino Associates Nickless Schirmer Project Team Solutions, Inc. Remote Learner Rodata SHI International Specialty Bulb Company Inc. Tel/Logic Troxell Communications Verizon Vinitech Amount $321,090 $181,855 $309,740 $336,040 $25,032 $15,469 $422,410 $73,320 $20,569 $79,999 $21,588 $32,599 $18,564 $122,322 $5,322,326 $96,507 $51,186 $219,193 $634,474 $143,750 $15,655 $73,227 $429,000 $20,302 $23,124 $112,273 $19,187 $22,381 $17,938 $57,600 $34,190 $19,520 $30,300 $285,400 $33,000 $170,991 $1,710,064 $77,350 Type of Item or Service WiFi Upgrades WiFi Upgrades CLARITY support & SIS migration Network Electronics Wireless Access Points DataWarehouse hardware & IBM Maintenance Microsoft EES Agreement Replacement of Microwave link hardware & Datacenter KVM AV Systems Altiris Project McAfee Project Peripherals/Hardware Interactive White Boards AD/McAfee/Print Manager Desktop and Laptop computer purchases LANDesk and McAfee Maintenance SQL Database management software HP Server and Workstation Warranty Maintenance HP Server and Workstation Hardware Server and SAN hardware for enterprise use ePALS Learning Spaces E‐Mail archiving service GlobalScholar (CLARITY) Laptop Batteries Staff Training for technology courses Safari Montage Servers Prolog Construction system Maintenance AV AV Hosting services for Prolog Construction system Moodle (VISION) Video‐conferencing Equipment Admin Studio Interactive White Boards E‐Rate Consulting AV Data Circuits Network Monitoring 9 Team Roles & Responsibilities 10 Technology Operations & Support 11 Technology Operations Staff 7 Full Time Employees 1 Supervisor 1 Information Security Specialist 1 Systems Engineer 2 Technology Support Coordinator 2 Instructional Materials Technician Purpose The primary role of Technology Operations is to manage the financial and contractual functions within DTS, and develop all of the district’s technology policies and regulations. The Supervisor is responsible for the development and management of the DTS budget. This individual is the primary point of accountability for the life‐cycle management of all IT assets throughout the District. The Supervisor maintains an understanding of vendor master service agreements to ensure compliance and the most cost effective use of assets. Responsibilities  Analyze contracted services and discretionary spending to develop and maintain the annual DTS budget o Balance weekly budget reports o Process all technology related purchases  Manage vendor contracts and licensing agreements o Ensure licensing compliance for technology purchases  Provide accountability for the life‐cycle management of all technology assets throughout the District o Configure and maintain the technology asset tracking system o Analyze inventory data so as to maintain equality in technology throughout the District o Provide a highly accurate measure of future technology needs  Financial impact analysis of technology related projects and implementations o Total Cost of Ownership o Return on Investment  Acceptable Use Policy o Finalize terms and conditions with legal  Information Security o Creates and implements security procedures for personnel to follow o Conducts threat assessment, risk mitigation and monitors assets for security breaches o Develops security awareness training for the district  Cost‐Benefit Analysis E‐Rate Process Management o Identify and understand the technology needs of the District to facilitate all possible E‐
Rate funding opportunities o Provide accountability as well as a detailed asset inventory to meet SLD and FCC guidelines o Circuit provisioning 12 Disaster Recovery/Business Continuity o Develop and maintain an up‐to‐date disaster recovery plan for Information Technology assets throughout the District  IT Project Management o Work in conjunction with staff to develop, implement, and complete projects within DTS o Coordinate and collaborate with Construction and Planning  Policies and Regulations o Develop regulations and policies to govern IT  Oversight and management materials preparation for strategic planning stakeholders  Work with other departments, teachers, staff, and students to develop effective solutions to diverse and complex technology issues  Develop and implement a “satisfaction survey” for users of District IT support services.  Work with the administrators to develop department strategy  Seeks ways to improve current business processes  Facilitate maintenance of the District’s computer hardware and software inventory  Making recommendations for software and improvements of computer management  Maintain an inventory of computer hardware  Research and develop technology related solutions  Procurement o Obtain quotes from selected vendors for required hardware and software o Submit requisitions for IT purchase orders as set forth in District procurement guidelines o Maintain proper documentation of District Technology purchases 13 Technology Support 47 Full Time Employees 1 Supervisor 2 Technology Specialists 14 Network Specialists 2 Service Desk Technicians 3 Computer Technician II 15 Computer Technicians 1 AV Coordinator 7 AV Technicians 2 Cable Technicians Purpose The purpose of Technology Support is to provide timely, efficient, direct support for all district users by maintaining desktop and laptop computers, printers, and peripherals for all students, teachers, and staff throughout the district; providing user access and account management; servicing and supporting all audio visual systems and devices including intercoms, interactive white boards, and installation and service of all data drops. Responsibility 79,686 48,099 943:1 Staff and student support Hardware and peripheral support Device to Technician Ratio Technology Support 
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Document, assign and address user service requests via the ticketing system Create and manage user access and security profiles Monitor Service Desk technology and recommend upgrades and replacements as needed Update, create and maintain a technician “knowledge base system” Define Service Desk support metrics and communicate to DTS Management as required Collaborate on technology design for new school construction Work with Technology Resource Teachers (TRT) to resolve issues Assist with special projects, i.e.; wiring, classroom re‐configure, etc. Instructional Hardware Environment  Classroom configuration o Secondary: 1 desktop; 1 AV desktop; 1 deskjet printer o Elementary K‐3: 3 desktop, 1 AV desktop, 1 deskjet printer o Elementary 4‐5: 1 desktop, 1 AV desktop, 2 laptops, 1 deskjet printer  Lab configuration o High school: 6 to 8 labs with 30 desktops each; 6 laptop carts with 16 laptops each o Middle school: 3 labs with 30 desktops each; 5 laptop carts with 16 laptops each o Elementary School: 1 lab with 30 desktops each; 2 laptop carts with 11 laptops each 14  Library configuration o High school: 15 desktops o Middle school: 8 desktops o Elementary school: 3 desktops Service Desk  Answer and resolve inquiries and requests for assistance for software, hardware, and services, including intercom and other audio visual systems  Administer and support the Service Desk Management software  Manage timely and accurate technology support through the Help Desk Ticket prioritization and resolution process  Advise Help Desk Manager and/or Supervisor of any issues that need to be corrected in all of the LCPS locations, to provide continuity and a positive, friendly, customer‐focused attitude Desktop Support  Install, image and maintain computers, printers, and peripherals  Troubleshoot and repair hardware and software problems and facilitate resolution  Provide preventative maintenance on all equipment Audio Visual Support 
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Intercom systems‐‐our #1 priority Support and manage Auditorium Audio systems Install and repair of interactive white boards Maintain schools’ ability to broadcast video “morning shows” Install and maintain Fiber Optic and Cat 5 cabling and connectivity Support Cable TV modulation and Audio/Video Taping A/V Equipment Distribution and Repair Support presentation set up to include large screen and A/V setups Desktop Environment Item Operating System Description Windows XP Windows 7 Professional Productivity Suite Microsoft Office 2007 Microsoft Office 2010 Antivirus McAfee Management and Monitoring Tools LANDesk Altiris SolarWinds Exinda Productivity AlphaSmart Manager 2 (none 3000) AlphaSmart Manager 2 (3000) AccellTest (NEO 2) 2Know Toolbar (NEO 2) Board Maker Desktop Software – approved for school purchase 15 Item Description Dragon Naturally Speaking Jeopardy Game (accompanies the hardware purchase) Kid Pix 4 Kidspiration Quia Web: all services but web publication Quizdom Interactive Response System SmartBoard Response Visual Communicator Pro School must use Standalone and buy Sound Card SMART Document Camera (at SMART schools) Promethean ActiView Document Camera Promethean Arena 50 Pen (Dual Pens) Assessment Tools BuildMyTest EduTest Assessment Tools Eduware Wizard TestMaker and Edugame Modules Exam Gen Castle Learning Assessment Tools iknowthat.com SOLpass Assessment Tools Study Island Assessment Tools English/Lang Arts/Reading Accelerated Reader ‐ web subscription Pioneer Valley BookBuilder Font for Personalized Books Earobics (through Reading Supervisor) Edmark Lets Go Read Edmark Reading Program Levels 1 & 2 Enchanted Learning Insights ‐ Reading Fluency Lexia Web based (with client) Living Books Series (Except Just Grandma and Me) Pearson Successmaker Collaborate IWB Word Study Waterford Early Learning IWB Lessons‐Reading Comp & Phonolog Awareness Vantage Learning – MyAccess PM Story Books software from Rigby QuickReads Reading A‐Z.com Read Naturally Reading for Meaning STAR Reading Assessment ‐ Web Subscription Math Accelerated Math Advanced Placement Calculus Algebra in Motion Boxermath.com 16 Item Description Calculus in Motion Conceptua Math ExploreLearning.com Reflex from Explore Learning Graph Paper IXL Learning IXL Math Practice Kuta Software Infinite Algebra, Algebra 2, Geometry Mobius Education MobiusMath Online Tabula Digita u 3.0 Tabula Digita ‐ Dimension M1 Money Savvy Kids TI Nspire TI Nspire CAS Teacher Software Science A Field Trip to the Sea Deluxe Astromatica (for Physics) ExploreLearning.com LEGO Education WeDo Software LEGO Robotics System with hardware PASCO Probeware ‐ Noodling with Newton (with hardware) PASCO Probeware ‐ Wondering about Wavesn (with hardware) Physics for Scientists and Engineers Pitsco Structure Tester for Physics Robolab Robotics Educator RockSim (rocket simulator) Science Court: Electric Current (Runs from CD ‐NO install) Science Court: Inertia (Runs from CD ‐NO install) Thinkin' Science: ZAP! Virtual Physics Labs Social Studies A More Perfect Union Colonial Williamsburg Primary Sources Decisions, Decisions Foundations of Freedom (runs from CD ‐ NO install required) Hot Dog Stand:The Works Owl and Mouse Map Puzzle Quest Atlantis ActivWorld (also science and Lang Arts instruction) Ice Cream Stand Toy Store World Language Authentik Interactive for German Linguistica Bronze Subscription Roseta Stone 17 Item Description ELL Imagine Learning English Music Demoulin UMS Finale 2012 Finale Notepad 2011 (available from STC) Sibelius Auralia Sibelius Compass Sibelius Musition Sibelius Notes Health & PE Finish Lynx (Track Meet) Fitness Wiz HyTek Swim Team Manager Polar Heart Rate Monitor Desktop Software – school Matrix provided by District For a detailed list of all software (500+ titles) please refer to the matrices available at this URL http://www.lcps.org/site/Default.aspx?PageID=700 See below 18 Technology Systems & Applications 19 Systems & Infrastructure 15 Full Time Employees 1 Supervisor 3 Senior Systems Engineers 5 Systems Engineers 1 Technology Specialist 3 Network Specialists 1 Senior Network Engineer 1 Network Engineer Purpose The purpose of Systems & Infrastructure includes maintaining, updating, repairing and implementing network and server equipment, Email and Active Directory infrastructure, virtualization systems, virus protection, spam, web and Email filtering, system backups and SAN storage solutions, monitoring the performance of systems and services to perform the corrective actions to improve performance, security, availability and resolve problems. Responsibility # Devices Devices Purpose 132 Data Center Servers Hardware devices that host all services, applications, and data (Physical & Virtual) storage on the District level 356 School Servers Hardware devices that host applications and data storage at the schools 1,633 Switches Network switching hardware providing LAN/WAN connections (wired and wireless) throughout the district 4,300 APs Wireless controllers and Access Points allow wireless devices to gain access to the LCPS network resources 572 UPS Surge Suppression and Voltage Regulation, provides uninterruptable power in case of power failure 1 Backup Power Generator Provides uninterruptable power in case of a prolonged power failure at the data center 2 SAN (Storage Area Enterprise SAN disk array for application and file storage used by Network) the district, providing a total of 57.6 TB of available space 92 LAN/WAN Connections District wide data connections and connection to the Internet 9,493 E‐mail Accounts Individual e‐mail accounts for staff, application and resource use 209 BlackBerry devices Mobile data devices connected to the enterprise e‐mail system 20 Enterprise Applications E‐mail Active Directory Service Desk SQL Office Suite Internet Explorer SolarWinds McAfee LANDesk & Altiris Enterprise email and calendaring system Core directory service for the district Central repository for incident management Standardized database providing a centralized database location used by many of the district’s departmental applications District standard for word processing, spreadsheet analysis, database management, and power point presentations District standard web‐browser Network Monitoring application Virus Protection application Workstation management, software deployment, imaging, asset management and patching applications SQL Database management applications Service Desk/Help Desk applications SpotLight & LiteSpeed WonderDesk & Altiris Application Server Support Application Served Department AceWare Application Instruction Description Adult Education online class registration and tracking system Active Roles Server DTS Active Directory Management‐ Sync with SIS, GroupWise Database, and Web based management Records archiving system RIM BlackBerry server for BlackBerry connections School Activity Fund management system Building utilization and room allocations system Instructional Management system LCSP Data Warehouse system Administrative Help Desk system Bus route creation and management system Employee ID badge creation system Transportation garage maintenance records management system Alchemy Application BlackBerry BlueBear Application Building Utilization CLARITY Data Warehouse AITHelp Application EduLog Application Expressions Application Faster Application Pupil Services DTS Business & Finance Planning Instruction Instruction DTS Support Services Personnel Support Services GroupWise Groveware Application HyperV DTS Personnel DTS Image X Application Support Services Infrastructure Servers DTS Infrastructure systems Active Directory, DNS, DHCP, Security and other such system LANDesk Application LiteSpeed Application Log Rhythm DTS DTS DTS Hardware, software and asset management system SQL Database maintenance plan management system Event and Server Log consolidation, tracking and management system Centralized e‐mail system Workflow and resource scheduling system Microsoft Hyper V virtual server and workstation system Transportation garage document scanning and processing system 21 Application Served McAfee EPO Application Password Manager Department DTS DTS Description Virus Protection system Provides forgot password reset functionality to teachers Personnel Web App Personnel Area for Personnel office web development applications Phoenix Application Pupil Services Web App Pupil Services Pupil Services Special Education IEP system Area for Pupil Services staff web development applications School Interoperability Framework Instruction Vertical SIF system in cooperation with VDOE SharePoint Shavlik Application Skovision Application SpotLight Application Stanley Application Storage Manager Successmaker Synovia Application Teleforms Application Trip Tracker Application DTS DTS Instruction DTS Support Services DTS Instruction Support Services Instruction Support Services Internal SharePoint installation Server and OS patch auditing system School improvement planning SQL database alert and management system Badge access monitoring and control system Data storage management system Student proficiency adaptive testing system GPS bus route tracking and management system Survey software and test administering system Field trip and extra bus trip request, creation and management system WinOcular Personnel Employment application and applicant tracking system Xerox Application Security Operation System Patching Application Patching Support Services Xerox print management system Virus Protection Network Monitoring Content Filtering Backup Applications Workstation Management Server Monitoring SPAM Filtering Ensure all workstation and server OS is patched appropriately to minimize vulnerabilities Ensures all enterprise applications are patched per vendor standards to minimize vulnerabilities Scans, monitors and protects all workstations and servers from virus and malware attacks Continuous monitoring of the district’s networks to alert for network failure of intrusion Ensures safe and appropriate Internet use by staff and students Provide data backups for needed recover services in case of accidental deletion or disaster recovery Scans, discovers, inventories and manages all workstations ensuring appropriate inventory and licensing requirements are met Ensure the proper operation of all server hardware and resources; alerting based on preset thresholds to provide proactive support Filters the incoming e‐mails for SPAM activity and blocks these messages from reaching the post‐offices. Also allows for black‐listing and white‐listing of addresses for appropriate use 22 Systems Support  Architect and build the district’s Active Directory structure to ensure proper operation  Design, manage and maintain the DNS and IP services required for proper communication and access throughout the network  Configure server hardware and software to meet the needs of specialized applications based on vendor requirements  Support the enterprise clustered SQL and Windows server environments to ensure high availability is obtained and down time minimized  Monitor and support the virtual environment for effective use of resources, high availability and efficient access  Provide full support for e‐mail throughout the district Infrastructure Support  Design, manage and maintain the network infrastructure for the district for LAN/WAN connections  Ensure appropriate IP protocol design is used to provide access and security for all devices accessing the district network  Configure, monitor and maintain all network hardware required for proper connectivity throughout the district for workstations, wireless devices and phone systems  Monitor and address bandwidth requirements to ensure sufficient throughput and access 23 Application Development 11 Full Time Employees 1 Supervisor 1 Senior Web Developer 2 Web Developers 4 Software Engineers 1 SQL Data Base Administrator 2 Network Specialists Purpose The role of Application Development includes development of web‐based applications, maintenance of existing and purchased applications, testing software, building workstation images, managing databases and providing appropriate access to application data. The staff in Application Development also respond to service desk requests for third‐tier application support, research new software and ensures software requirements are addressed to work within the district standards. Application Development  Design and develop customized applications based on customer requirements to meet specific LCPS needs or requirements  Maintain and monitor existing in‐house applications for performance, availability and security  Provide third‐tier support to purchased applications, working with vendors and support staff to address issues  Standardize the development language, tools, methodology and processes used by all web development staff across the division  Perform all project management tasks using ITIL and PMP best‐practices  Test the developed applications to ensure utility and warranty are ensured based on customer requirements  Perform application troubleshooting and remediation Software Engineering  Prepare software “images” for distribution on computers and laptops o Images include OS, enterprise software and required settings and security setting required for proper operation in the district’s environment  Evaluate, test and prepare software solutions for deployment following the standardized processes to ensure appropriate utility, warranty and security requirements are met  Provide third‐tier support for software issue troubleshooting and problem resolution  Deploy enterprise support tools to manage software inventory, deployment, licensing, utilization and support  Work with 3rd party vendors to implement, maintain and support applications throughout the district 24 Data Base Administration  Manage and maintain all SQL data base environments for the district o Environments include Active/Active and Active/Passive clusters as well as un‐clustered SQL instances  Setup scheduled SQL maintenance plans for backups, indexing and optimization based on best practice or specific vendor requirements  Monitor database alerts, troubleshoot, and remediate problems  Analyze and perform database configuration setting changes to address recurring system and performance problems  Provide support and assistance to the vendor for performance and optimization‐related database issues  Ensure all databases are fully optimized and configured to function within the requirements of the application Application Development Technologies  Architectures ‐ Internet Application Delivery, Client/Server, Data Retrieval, ODBC, CVS, Change Control Systems, LDAP, Patterns, Windows Workflow Foundation, MS Entity Framework  Programming Languages – C#, C, C++, Visual Basic, LINQ, Java, XML, HTML, CSS, JavaScript, VB Script, SQL, Flash, Silverlight, Adobe Illustrator, Adobe Photoshop  Operating Systems ‐ Windows NT/XP/Win7, Linux, Macintosh, LANs, WANs  Databases ‐ Oracle, DB2, MS SQL Server 2005, 2008, Microsoft Reporting Services, Access, Jet Engine Enterprise Application Servers – IIS, ASP, ASP.NET, SharePoint DTS Developed Applications Application URL Access Denied AT Tracker http://webintra.lcps.org/AccessDenied/AccessDenied.aspx http://webintra.intranet.lcps/ATTracker BMS http://webintra.lcps.org/BMS Business Card CALS Concern Registry DPS Kiosk Electronic Forms Manager Facilities Forms Catalog Home Instruction (Notice of intent) Internet Home Instruction (Notice of intent) Intranet http://webintra.lcps.org/BusCard https://webinter.lcps.org/CALS https://webinter.lcps.org/ConcernRegistry http://webintra.lcps.org/DPS_Kiosk Dept/Div http://webintra.lcps.org/Elf http://webintra.intranet.lcps/FacilitiesDMS http://webintra.lcps.org/CatalogOfForms District Pupil Services Business & Finance Public Information Pupil Services Transportation Personnel Technology Services Construction Pupil Services https://webinter.lcps.org/HomeInstruction Pupil Services http://webintra.lcps.org/HomeInstruction/ Pupil Services 25 Application Incident Management System Instructional Software Review Intranet Job For A Day Label (Internet) Label (Intranet) LCPS Applications (Warm Up) Leave Calendar (Business & Finance) Musical Events ‐ MESO (Internet) Musical Events ‐ MESO (Intranet) Online Courses Payment Portal PIM (Internet) PIM (Intranet) Positive Behavior Pro Staff Development Science Fair SPAR (Sports Physicals) Special Permissions Staff Directory Substance Abuse (SSORS) Summer In The Arts (Lyceum) Summer Programs (Summer School Registration) Total Compensation Web Code Manager URL Dept/Div http://webintra.lcps.org/IncidentManagementSystem Business & Finance http://webintra.intranet.lcps/InstructionalSoftwareReview http://www.intranet.lcps https://webinter.lcps.org/JobForADay https://webinter.lcps.org/lcps_locate http://webintra.lcps.org/lcps_locate Instruction District Instruction Planning Planning http://webintra.lcps.org/warmup
Technology Services https://webinter.lcps.org/LeaveCalendar Business & Finance https://webinter.lcps.org/MusicalEvents Instruction http://webintra.lcps.org/MusicalEvents https://webinter.lcps.org/OnlineCourses https://webinter.lcps.org/PaymentPortal https://webinter.lcps.org/PIM http://webintra.lcps.org/PIM http://webintra.lcps.org/PositiveBehavior Instruction Personnel Business & Finance Pupil Services Pupil Services Pupil Services https://webinter.lcps.org/ProStaffDev https://webinter.lcps.org/ScienceFair Instruction Instruction https://webinter.lcps.org/SPAR/Basic/Home.aspx Instruction https://webinter.lcps.org/SpecialPermissions/Login.aspx http://webintra.lcps.org/StaffDirectory Pupil Services District http://webintra.lcps.org/SSORS Instruction https://webinter.lcps.org/ManageEventsArt/Login.aspx Instruction http://webintra.lcps.org/SummerPrograms Instruction Business & Finance Technology Services https://webinter.lcps.org/TotalCompensationStatement http://webintra.lcps.org/WebCodeManager/ 26 Application Web Services AT Tracker Web Services Employee Lookup Web Services Is Alive Web Services Locator Web Services Payroll Web Services School Lookup Web Services Send Email Web Services StarWeb Web Services User Auth URL http://webintra/ATTracker_WCFServiceApp/Service1.svc Dept/Div Technology Services Technology http://webintra.lcps.org/LcpsUtilityWebService/Service3.asmx Services Technology Private URL Services Technology Private URL Services Technology Private URL Services Technology Private URL Services Technology Private URL Services Technology Private URL Services Technology Private URL Services 27 Information Management Services 28 Information Management 8 Full Time Employees 1 Supervisor 2 Data Analysts 1 Technical Trainer 1 Records Manager 2 Records Archivists 1 Program Assistant Purpose The purpose of Information Management Services is to provide strategic planning, implementation, monitoring, and support for programs and software packages used by the various departments within LCPS. Information Management promotes data assurance, data ethics, data collection and reporting, data exchange, and end‐to‐end functional support to ensure business process efficiencies, uniformity and continuity. This area is also responsible for promoting and auditing the records retention practices for student records as determined by GS‐21, and for developing and implementing the district‐wide FERPA staff development efforts to ensure protection of data. Responsibility System Area Student Information Integration Software Star Student through FY 14. Will change in FY 15. Description Comprehensive System used for demographics, enrollments, attendance, grades, behavior, health, testing, scheduling, state and federal reporting, etc. Where data elements are used PIMS, Horizon, Connect ED, Phoenix, from the SIS in other Edulog, Café Prepay, applications, ensure integration of data through SIF, ETL, batch Naviance, Data jobs, SQL statements, or any Warehouse, Special other methods Education, various other enterprise applications Users 1,200 users currently. Expansion to all staff, parents and students in FY 15 Numerous administrative and school based instructional accounts. For PIMS, all parents have access and it is based per student (68,000+); one account manager at each school (82) Strategic Operations 
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
Manage student information system for district Promote efficiency of operations and data integrity through process improvement Audit, analyze and report on student demographic and academic achievement data Plan for, evaluate, and assist with integration of software applications related to student information, including special education systems, data warehouse, classroom instructional management systems, e‐Transcripts, and academic and career counseling systems 29  Produce VDOE state reports related to federal and state accountability, pupil accounting, membership, graduate and dropout reports, certain personnel reports, foreign language reports and special education reports  Produce monthly reports for the Superintendent and senior staff on enrollment and attendance data, course enrollment, student mobility, and discipline statistics  Ensure Virginia pupil accounting laws and regulations are communicated and enforced at local schools  Manage all software development initiatives related to the student information system  Implement data collections as mandated by USDOE and VDOE  Conduct training for all levels of management on how to use student data to meet local, state and federal requirements, include FERPA training for all users of student information  Supervise records management operations for inactive files and ensure retention schedules are communicated and adhered to  Serve as liaison between school system and Loudoun County Department of Information Technology, including all application managers who interface with the SIS and other enterprise systems  Serve as liaison between school system and Library of Virginia for management of student records Student Information  Demographic Information includes o Household Information o Contact Information o Census information o School zone information  Enrollment Information includes all data dealing with students including o Past, present and future enrollments o IEP and ELL tracking and reporting o Title 1 tracking o Migrant and Immigrant tracking o Residency o CTE o Free/Reduced Lunch o Graduation and Drop Out tracking  Attendance Information includes o Maintenance of calendars for all buildings o Daily Attendance o Attendance letters o Extract data to Connect ED (parent communication system) o ADA and ADM reporting o Audits of attendance 30  Heath Information includes o Health conditions o Immunization status o Clinic visits (past, present, future) o Health alerts  Scheduling Information includes o Maintenance of bell schedules for all buildings o Student and teacher course requesting o Audits of schedules and requests o Master schedule and individual scheduling o Mass scheduling and scheduling reports and analysis  State Reporting includes o Student record collection (Fall, December, Spring, End of Year, Summer) o Instructional Personnel and Licensure o Career and Technical Education o Master Schedule reporting o Grading and assessment  Behavior Information includes o Event and Resolution information for all incidents o Discipline reporting for local, state and federal use o Audits of incidents and dispositions  Grade‐Reporting Information o Definition of grading scales and weights o Publication of grading process o Audits of grades o Loading of grades extracted from grade books  Student Transcripts o Maintenance of student academic records for prior school years o Maintenance of credit totals and GPA calculation o Audits of transcript data for elementary schools  Assessment Information o Match data and transform files for score import o Extract data for use in District and State assessments  Employee Demographic Information o Staff number o If licensed staff, type of license and number o If licensed staff, endorsement information o Employment type (Secretary, Teacher, Nurse, etc.) o District location o Location start or end date o Name changes 31  User/Security Information o Verify duplicate user ID’s o Give access to district location/s o Give access to correct areas of responsibility o Monitor disabled accounts for possible unauthorized access attempts o Disable accounts due to resignation/retirement/lack of use o Monitor situations of unacceptable usage of accounts File Transfers  Creation and automation of file transfers between systems internal and external Support 
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Publish user documentation Respond to requests for information Provide data extracts for other applications Provide support for analysis of data 32 Information Management Annual Services # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
1-EOY
Testing
Load ACT scores
ACT
DIT and Research
Monthly
College board. This is sent to and loaded by
research. Shelly then loads via script. Maybe July
load schedule. May not be part of the year end
load schedule.?
1-EOY
Testing
Load SAT scores
SAT
DIT
Monthly
DIT loads
1-EOY
Testing
Load AP scores
College Board provides
data (mid July)
Research
receives/DIT
processes
July
College board. This is sent to and loaded by
research. Shelly then loads via script. Maybe July
load schedule. May not be part of the year end load
schedule. – June July
1-EOY
Diploma/CTE
Find eligible students based
on criteria already in
StarWeb, see Diploma Seals
Process doc
Counselors confirm
diploma type
SIT, DIT and CTE
office
June
Current year CTE test scores are not delivered to
Cara until July. Load scripts for warehouse is
impacted.
1-EOY
Diploma/CTE
Load CTE student
scores/industry certifications
(PASS ONLY). Update
diploma seal earners and
update Star_Web
VDOE sends results to CTE
SIT, DIT and CTE
office
July
Current year CTE test scores are not delivered to
Cara until July. Load scripts for warehouse are
impacted. Instruction office needs to mail extra
seals earned
1-EOY
Diploma
Audit for Diploma type on
School Page
SIS/Schools
May
If YOG is equal to current year and grade is 12
cannot be null
1-EOY
Diploma
Load or manually enter
diploma seals. See Diploma
Seals Process Document
File of potential students
from SIS Office and DIT
Schools
June
Based on AP, CTE, diploma type, and grades earned
1-EOY
Diploma
Load or manually enter
diploma seals. See Diploma
Seals Process Document
File of potential students
from SIS Office and DIT
Schools
July
Second edit based on AP scores and CTE information
- schools
33 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
1-EOY
Grading
Calculate final-grade (FG)
attendance
Attendance corrections
made by schools
SIS
June
Must happen the day after report cards
1-EOY
Grading
Calculate GPAs for Middle
School
Middle School credits
posted
SIS
June
Run based on EOY grading document from Shelly
1-EOY
Rollover
Process inactive students into
AHS – Secondary
FG attendance and GPA’s
must be done. Roll all
validation tables
DIT
June
DIT does secondary. Complete day before EOY
closeout
1-EOY
Rollover
Process inactive students into
AHS – Elementary
FG attendance and GPA’s
must be done. Roll all
validation tables
SIS
June
SIS does elementary. Complete day before EOY
closeout
1-EOY
Audits
Final ELL audits
Data entered by ELL office
SIS Office
June
Do while school staff are onsite
1-EOY
Audits
Final GT audits
Data entered by GT office
SIS Office
June
Do while school staff are onsite
1-EOY
Audits
Final IEP audits
Data entered from Phoenix
SIS Office
June
Do while school staff are onsite
1-EOY
Audits
Final attendance and truancy
flag audits
Data entered by
schools/attendance officers
SIS Office
June
Do while school staff are onsite
1-EOY
Retention/Promtion
Finalize retained students
Before rollover
Schools
June
Do while school staff are onsite
1-EOY
Discipline
Final Discipline audits
All entries must be made
and all corrections
completed
Schools
June
Do while school staff are onsite
1-EOY
School Process
Generate all secondary
transcripts to PDF to serve as
backup in the event of
inability for schools to print
DIT processes complete
Schools
June
1-EOY
Rollover
AHS Rollover/EOY Closeout :
Roll inactive students
DIT
June
DIT does this prior to full AHS rollover/closeout
34 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
1-EOY
Rollover
AHS Rollover/EOY Closeout
Inactive students must be
completed prior to this.
DIT/SIS Office
June
DIT: Secondary SIS: Elementary. Do one week after
report cards sent home
1-EOY
Zone
Next school changes
complete
Program placements
Schools
June
Do while school staff are onsite day before EOY
closeout
1-EOY
Purge
Purge discipline data
Records that exceed
retention requirements
DIT (Paula)
June
Included in EOY document. Do before closeout
1-EOY
Rollover
Roll returning seniors to next
year
Schools flag “return again
as 12th grader”
SIS Team
June
Add to the larger rollover document.
1-EOY
Reporting
Extract Spring SRC
After rollover
DIT (Shelly)
June
Day after closeout
1-EOY
Reporting
Extract DCV
Required audits
completed; After rollover
DIT (Paula)
June
Day after closeout
1-EOY
Reporting
Extract EOY MSC
After Summer School
SIS Team and DIT
June
After SRC if it does not impact DW load. After
summer school grades are loaded
1-EOY
Warehouse
Load EOY for warehouse
STU_VA_EXTRACT table
DIT
June
Day after SRC submission
1-EOY
Warehouse
Load BOY for warehouse
STU_VA_EXTRACT table
DIT
August
Beginning (day after EOY table built) August 15
every 2 weeks until Q1
1-EOY
Enroll/Withdraw
Make any W411 and W9%
PCC code updates
Prior to EOY reporting
SIS/Schools
May
SIS audit and follow up with schools
1-EOY
Reporting
EOY SRC
Required audits completed
DIT/SIS Office
July
1-EOY
Reporting
EOY MSC
Required audits completed
DIT/SIS Office
August
1-EOY
Reporting
CTE Reports
Several – see separate
listing of CTE reports not
part of SRC
DIT/SIS Office
June
Work with Cara - June and July
1-EOY
Summer School
Update tables, load students
From Summer Portal
DIT/SIS Office
Annually
35 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
2-EOY/July
Testing
Load SOL scores
EIMS
Testing, Research,
DIT (Shelly) loads
Quarterly
DIT loads – Preliminary scores loaded ASAP in June.
2-EOY/July
Testing
Load DRA scores
Research, DIT loads
Quarterly
Research extracts from Pearson and Research
processes to conform with DIT data layout. Dec,
Jun, Oct
2-EOY/July
Testing
Load PALS scores
Research, DIT loads
Quarterly
Research extracts from UVA and Research processes
to conform with DIT data layout. Dec, Jun, Oct
2-EOY/July
Testing
Load WIDA scores
Research, DIT loads
July
Annual
2-EOY/July
Diploma
Load or manually enter
diploma seals based on newly
loaded AP Scores
AP scores
Schools
2-EOY/July
Testing
Update early college scholars
AP scores (loaded in July)
Schools or DIT; DIT
(Shelly)
July
2-EOY/July
Reporting
Project Hope Report
McKinney Vento data
SIS Office
August
2-EOY/July
Reporting
Annual GT Report
Data entered by GT office
Instruction
July
Some sort of extract/upload that Lori did
2-EOY/July
Reporting
Special Ed Performance
Indicator Reports
SIS/Special
Ed/Eligibility (504)
July
Runs July through September
3BOY/Summer
Tables
Update Tables (full
compendium listed in
separate document.)
SIS Office
July
May be changes.
3BOY/Summer
AHS
Inactivate all AHS records in
prep for updating of AHS
demographics
DIT (Shelly)
August
Only needed once per year
3BOY/Summer
School Process
No show students
Schools
Daily
Up through the first day of school
VDOE and LCPS changes
36 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
3BOY/Summer
Audits
Monitor out of zone data
Grid updates and address
changes made
SIS Office
Daily
3BOY/Summer
School Process
Assign homerooms
Schools
Daily
Up through the first day of school and then ongoing
for new students
3BOY/Summer
School Process
Assign counselors
Schools
Daily
Up through the first day of school and then ongoing
for new students
3BOY/Summer
School Process
Schedule students
Student enrollment
completed
Schools
Daily
Remove mass scheduler prior to school starting.
3BOY/Summer
School Process
Assign lockers
DIT updates locker table
changes
Schools; DIT loads
new lockers (Paula)
Daily
Up to the first day of school
3BOY/Summer
Audits
Post program codes
AOS, CMV, G8WY, FDKG
etc.
SIS Office
Daily
Feeds BOY warehouse load
3BOY/Summer
Campus
Post CAMPUS records
CAMPUS
Coordinator
Daily
Feeds BOY warehouse load
3BOY/Summer
External Programs
CLARITY updates
Research Office/DIT
cron script
Nightly
3BOY/Summer
Warehouse
Load BOY again for
warehouse
DIT (Shelly) and
Research
Weekly
Feeds BOY warehouse load. See Jing's schedule
(ever 2 weeks July-sept)
3BOY/Summer
Audits
Update Discoverer audits
VDOE and LCPS rules
SIS Office and DIT
As needed
Feeds BOY warehouse load
3BOY/Summer
Enroll/Withdraw
Enroll ADH students
Lists from Adult High
School
ADH Office
Daily
Feeds BOY warehouse load (Shelly to check)
3BOY/Summer
Enroll/Withdraw
Enroll Adult students at CMV
Lists from Monroe
SIS Office
July
Feeds BOY warehouse load (Shelly to check)
3BOY/Summer
Retention/Promtion
Update student grade level
Double Promotions,
Retained students who
Schools
July
After Summer school. Feeds BOY warehouse load
Data from Starweb
updated into CLARITY
Note(s)
37 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
completed summer school
3BOY/Summer
Enroll/Withdraw
Partials for previous year’s
W9 and W411 students and
retained seniors
List from EOY
SIS/Schools
July
3BOY/Summer
Enroll/Withdraw
Non-Enrollment Reports
No shows
Schools
September
3BOY/Summer
Audits
Update tuition codes
List from Special Education
SIS Office
August
3BOY/Summer
GT
Gifted and Talented
G&T Rollover Routine
SIS and G&T
July
Do NOT rollover the “I” codes. In order to achieve
this in the G&T Rollover Routine, a User Defined list
must be created only for students with codes A, RE,
PPP, INE, T, and W.
3BOY/Summer
Tables
Neglected and Delinquent
?
DIT
July
DIT clears N&D flags. SIS notifies Evonne’s office
that they have been cleared and will need to be
checked again after school starts and BEFORE fall
SRC submission
3BOY/Summer
Tables
Reset attendance and pcc
records
SIS Office
July
Up to the first day of school and then ongoing for
new students
3BOY/Summer
Testing/Summer
School
Load (AP, ACT, SOL, etc)
test scores
College Board
DIT and Research
Monthly
See separate load schedule
3BOY/Summer
Diploma
Rank seniors
Summer school grades
Schools
August
Rachel will check if this is a start of school item.
3BOY/Summer
Tables
Clean up Teacher Tables
Schools
Weekly
Send reminder to schools to delete anyone from
teacher tables who is no longer working for LCPS, or
who has moved to a different school
38 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
3BOY/Summer
Enroll/Withdraw
Summer w/draw TJ students
and Enroll in TJH “school”,
Post Track code of TJH for TJ
students. Run Create
attendance Rec routine to
reset PCC codes.
Lists from GT & Fairfax
SIS Office checks for
w/draws and enrolls
in TJH; each HS
creates no show
record needed for
SRC and warehouse.
Daily
Feeds BOY warehouse load
3BOY/Summer
Enroll/Withdraw
Partials for previous years W9
students and retained seniors
List from EOY
Schools
July
3BOY/Summer
Audits
Post track codes
All schools
SIS Office
July
After rollover. Make sure to run for all schools (TJH,
DSF, etc)
3BOY/Summer
EIMS
EIMS Needs Resolution
Updates
Research Switch to new
SY/SIF/Manual upload
process?
Research/SIS
Office/DIT
Weekly
SIF handles students without STIs and the needs
resolution process
3BOY/Summer
Reporting
Summer SRC
Required audits completed
DIT/SIS Office
July
After Summer school
3BOY/Summer
EIMS
EIMS Switch to new SY
4-BOY/Sept
Enroll/Withdraw
Non-Enrollment Reports
No shows
Schools
September
4-BOY/Sept
Reporting
Foster Care Report
Contact records
SIS Office
September
4-BOY/Sept
Reporting
Homebound Services Report
Updates to HMB student
data
Attendance &
Homebound Office
September
4-BOY/Sept
Attendance
First 10 days
SIS Office
Annually
Collected by Jill from all schools, sent to planning etc
4-BOY/Sept
EIMS
EIMS Updates
SIF/Manual upload process
Research/SIS
Office/DIT
Annually
Shelly upload to activate our students with
enrollments in two districts. Is SIF agent updating or
are we doing monthly updates?
5-Mid year
Grading
Load CLARITY secondary
grades
All grades posted
SIS office and
Research
Quarterly
Research and SIS load. Including summer school
Research
39 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
5-Mid year
Grading
Load CLARITY elementary
grades
All grades posted
SIS office and
Research
Quarterly
SIS loads
5-Mid year
Grading
Manually post grades for non
CLARITY students/schools
Serving schools timeline
Counselors
Quarterly
Example: tuition students. Including summer school
5-Mid year
Grading
Calculate marking-period
(MP) attendance
Final attendance posted
Schools
Quarterly
Including summer school
5-Mid year
Grading
Run grading audits (includes
invalid, incomplete, credits
posted, GPAs calculated for
high schools)
CLARITY grades
Schools, Research
and SIS Team
Quarterly
Part of import process between CLARITY to
StarWeb. Including summer school
5-Mid year
Grading
Send report cards home
All grades correct and
complete
Schools
Quarterly
Including summer school
5-Mid year
AHS
Update AHS demographics
SIS
Quarterly
2 days before school starts; each marking period
thereafter
5-Mid year
School Process
Enroll new students
Schools
Daily
5-Mid year
Audits
Audit data
SIS Office
Daily
5-Mid year
Zone
Next school field loaded
planning office proposal
and school board votes
Planning/DIT
January
5-Mid year
Tables
Update Tables (full
compendium listed in
separate document.)
VDOE changes, LCPS
changes
SIS Office
As needed
5-Mid year
Testing
Testing Extracts
504/ELL/IEP/Homeless
student data current
Testing Office/DIT
Monthly
John Panettieri has schedule. There are monthly
requests.
5-Mid year
Planning
Planning Year Scheduling
Process
Boundaries set, next
school field populated, SIS
Office survey results
completed on options
DIT/Schools and
each Director of
Instruction
(Elementary, Middle,
High)/Planning
Annually
This happens once a year, generally in
February/March, and the planning year trigger has
to be on as well.
40 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
DIT/Schools and
each Director of
Instruction
(Elementary, Middle,
High)/Planning
Dept.
Monthly
Planning year trigger shut down at EOY rollover
Dept.
5-Mid year
Planning
Scheduling Processes
5-Mid year
Discipline
Discipline Processes
Schools
Daily
audited monthly
5-Mid year
Attendance
Attendance Processes
Schools
Daily
audited daily
5-Mid year
Medical
Medical Processes
Schools
Daily
audited monthly
5-Mid year
Special Ed
Medicaid Processes
VDOE lists
SIS Office
Monthly
5-Mid year
External Programs
Connect ED Updates
Updates to contact data
and updates to staff data
Public
Information/DIT
Nightly
via chron job
5-Mid year
External Programs
PIMS Updates
Requests in queue
Schools/DIT
Nightly
via chron job
5-Mid year
External Programs
Naviance Updates
DIT
Weekly
Saturdays
5-Mid year
External Programs
Edulog Updates
DIT
Monthly
5-Mid year
External Programs
ITS Extracts
Brian Magurn
DIT
Monthly
As requested
5-Mid year
Warehouse
Data Warehouse Updates
Updates to Starweb
DIT and Research
Quarterly
See separate load schedule
5-Mid year
External Programs
Food Services Updates
DIT
Nightly
5-Mid year
External Programs
Horizon Updates
DIT
Nightly
5-Mid year
External Programs
ELL Processes
ELL Office
Monthly
Planning Year Rollover,
End of Year Rollover,
Global Master Updates
WIDA/WAPT scores
41 # Time of
Year
Category
Task
5-Mid year
User Testing
Testing loads
5-Mid year
GT
GT Processes
5-Mid year
Special Ed
Special Education Updates
5-Mid year
Tables
Athletics Updates
5-Mid year
Tables
Grid Updates
5-Mid year
Attendance
5-Mid year
Predecessor(s)
Owner
Date/Frequency
Note(s)
DIT, Testing Office
and Research
As needed
See separate schedule
GT Screening Results
GT Office
Monthly
IEP changes and 504
students
DIT
Nightly
SIS office
June
Boundaries approved
DIT and Planning
Quarterly
Monthly Attendance and
Membership Reports
Attendance posted,
enrollments and
withdrawals verified, Head
Start/STEP programs have
data entered
Schools and SIS
Office
Monthly
Audits
Daily Report/Jobs Update
Chron job
DIT
Daily
5-Mid year
Audits
Daily Special Ed Report
Chron job
DIT
Daily
5-Mid year
Reporting
September 30 Report
Required audits completed
DIT/SIS Office
September
5-Mid year
Reporting
Fall SRC
Required audits completed
and 504 students
incorporated
DIT/SIS Office
October
5-Mid year
Reporting
Fall MSC IPAL
Required audits completed
DIT/SIS
Office/Personnel
October
5-Mid year
Reporting
December first SRC
Required audits completed
DIT/SIS Office
December
5-Mid year
Reporting
March SRC
Required audits completed
DIT/SIS Office
April
5-Mid year
Reporting
AP Fee Report
Schedules/Free and
Reduced data
SIS/Guidance
February
Updates made based on new effective date and data
checks in script
As requested
42 # Time of
Year
Category
Task
Predecessor(s)
Owner
Date/Frequency
Note(s)
5-Mid year
Reporting
School Nutrition Reports
Updates to Food Services
Data
Food Services
Monthly
5-Mid year
Reporting
Homeless Children & Youth
Report
Updates to data in Starweb
McKinney Vento
Office
October
5-Mid year
Lost Transfer
Lost Transfer Report
After Fall SRC
SIS Office
September
5-Mid year
Lost Transfer
Lost Transfer Report
After Spring SRC
SIS Office
May
5-Mid year
User Testing
Testing patch
New patch release from
Century
DIT/SIS Office
As needed
5-Mid year
Planning
Course recommendations
Naviance?
Schools
January
5-Mid year
Reporting
EIMS issue resolution
Email notification
SIS Office
Daily
Merge/split students with potential STI matches
5-Mid year
Tables
Update new school testing
IDs
From Guidance
SIS Office
Annually
5-Mid year
Training
User trainings
SIS Office
Monthly
Jane holds grading, PBIS, scheduling, and other
trainings throughout the year
5-Mid year
Reporting
LCPS information requests
Most recent SRC
submission
SIS Office
As needed
Reports run to assist in FOIA requests as well as
other information needs throughout the county
43 Coordinated Professional Development & Support 44 Professional development and training opportunities are sponsored by various departments and supported by DTS. Applications supported by DTS, such as CLARITY, Phoenix, and others, are managed by various departments and are not reflected in the offerings listed below. # of Classes Course Venue
# of Attendees 1 New Secretary Training – Registrations
Training Lab 6 3 StarWeb Open Workshops
Training Lab 5 1 Transportation Department
Training Lab 8 5 Elementary Scheduling Training Lab 40 1 New Secretary ‐ Attendance
Training Lab 6 1 Academic History with BRH Counselors
Broad Run HS 5 1 Discipline with Middle School Deans
Harper Park MS 30 1 Discipline with Middle School Aps
Conference Room 30 1 Discipline with Elementary Aps
Conference Room 50 1 Course Request Upload with MS Counselors
Training Lab 10 4 Secondary Scheduling Refreshers
Training Lab 20 1 Expunge Review with MS Lead Counselors
Conference Room 15 1 Registration Refresher for Summer Backups
Training Lab 10 3 Summer School Training for Secretaries, Deans and Principals) Training Lab 20 7 Intermediate StarWeb: Queries/Lists/Reports
Training Lab 34 4 PBIS Discipline Training Lab 15 4 Grading Training Lab 31 N/A Vision – StarWeb Intro/Basic
Online
100
N/A Vision ‐ Discipline Online
20 N/A Vision – Pupil Services Annual In‐service
Online
100
45 County of Loudoun Department of Information Technology 46 Department of Information Technology County of Loudoun Directory 41975 Loudoun Center Place Leesburg, VA 20175‐8901 Administrative Office Fax Number (Information Technology Center) Fax Number (Government Center) E‐Mail Director: Wendy Wickens Assistant Director: Vacant Division Managers Henri Casanova, Technology Services Kevin Eppard, Systems Development & Support William McIntrye, Internet/Enterprise Systems Vacant, Public Safety Support William Boyd, Database Administration Bunny Kling, Administrative Manager (703)777‐0199 (703)771‐5037 (703)771‐5570 dit@loudoun.gov (703)771‐5454 (703)771‐5498 (703)771‐5225 (703)771‐5539 (703)771‐5254 (703)771‐5326 Tasks DIT performs for LCPS or performs with the cooperation of LCPS staff 
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Student Information System servers and application support Financial and HR mainframe servers and application support ‐ joint use with County Library System servers and application support ‐ joint use with County Data Warehouse servers and application support Limited AS400 server support ‐ used by Food Services Tivoli backups for some data and application servers Firewall and VPN setup and maintenance Iron Mail (spam filter) setup and maintenance Content filtering Microsoft ISA certificate settings for reverse proxy List of Meetings and the topics/purpose of the meetings Meeting Name SIS System Support Frequency Monthly New SIS Selection Weekly Topics Discussed Bugs Grid Updates Scheduled Releases Reporting schedule eTranscript Data feeds Interfaces Planning for: Selection Conversion Implementation Attendees DIT DTS Subject Matter Stakeholders DIT DTS Subject Matter Stakeholders 47 Meeting Name DIT/LCPS Coordination Frequency Monthly Topics Discussed SIS Microwave Budget Org Changes COMCAST ERP Laserfiche Firewall LCPS Tech Plan Website Internet Content Filter SharePoint Circuit Upgrades DNS Attendees DIT DTS Strategic Planning Weekly Budget, staffing, major initiatives Assistant Superintendent for Technology Services LCPS Directors as needed Loudoun County Director of Information Technology 48 This page intentionally left blank 49 LCPS Revised Technology Plan 2010‐2015 Summary Pages 50 51 52 53 54