Information Technology Division - LAUSD

v

Information Technology Division Quarterly Report on IT Operations as of March 31, 2016

Information Technology Division p. 1 As of March 31, 2016

v



Date Duration System Details

2/10/16 2 hrs SAP Application was down for about 2 hours due to network disconnection between servers

v



Note: The length of time to provide increased internet capacity to schools is dependent on processing time for wireless broadband orders depending on the contract vendor that is providing service to the school. ITD is working with our vendors to streamline ordering and decrease processing times.

v

Information Technology Division Quarterly Report on Key IT Projects as of March 31, 2016


Project Description Scope Schedule Budget Updates

MiSiS1 Integration of K-12 student information systems onto a unified platform

316 system updates were deployed across six bi-weekly releases from January 2016 through March 2016

48 feature sketches were completed. 4 Build-Stabilize-Release cycles were completed and 9 are in process

School Network Upgrade Projects2

Upgrade of school networks

144 of 156 school modernization projects identified in ITD’s 2014-2015 Strategic Execution Plan have been tested and accepted

11 converged network projects are scheduled to complete test and acceptance by June 2016

IT Assessment Surveys2

Survey conditions of school telephone, public address, intercommunication systems, and networks, some of which are 13 to 15+ years old

All 749 assessment surveys have been completed

Disaster Recovery and Business Continuity2

Ensures the District’s ability to recover after a disaster

Modernization of Beaudry Primary Data Center is 90% complete

Completed modern tape subsystem to backup District business and instructional data

Van Nuys site construction is 45% complete

Core Network Modernization2

Modernizes equipment/software that facilitates school access to the internet and business applications.

Student Identity Management account provisioning is 98% complete

98% (710 of 721) of schools are being authenticated by Mobile Access Management system

Implemented Security Information and Event Management, Web Application Firewall, web filtering, and data discovery solutions to bolster security for the District

Deployment schedule for Shared School Network Components (WAN Core upgrades to provide additional network capacity to schools) has been revised, estimated completion is June 2017

Radio Systems Modernization2

Ensures District first responders can communicate in an emergency

Project is progressing on schedule

SAP – Salary Increases

Salary Increase for UTLA and other bargaining units as well as the “me too” clause following the UTLA settlement

Completed in December as scheduled

The last 2% of the “me too” clause was reflected in the January 2016 paycheck

On Schedule Delayed/Incomplete but corrective action was taken Delayed/Incomplete and needs immediate attention Not Yet Started

1 Please refer to attached MiSiS At-a-Glance Report for detailed updates 2 Please refer to attached January 2016 BOC Presentation for detailed updates

v




SAP – Employee Self-Service Portal

Update the Employee Self-Service Portal to allow LAUSD employees to include two emergency contacts and a doctor’s contact information

Completed in February 2016

Communication campaign to follow

SAP – Semi-monthly conversion for Local 99

Convert hourly employees in Local 99 bargaining units to semi monthly payroll in July 201 in an effort to eliminate projected time and reduction in overpayments.

This is on schedule to be completed by June 30, 2016

ITD is currently conducting volume testing and Payroll will perform their user acceptance testing

SAP – Payroll Process Reengineering

Examine the end-to-end payroll process to seek opportunities to automate and streamline the payroll process


SAP – Principle Self Service

To provide Principal Self Service pages to view teacher vacancies of their school, eligible candidates for those vacancies, and select a candidate to hire. Appropriate eligibility list should be generated based on the Predefined Hiring Level and updated in real time in order to provide accurate listings to Principals."

On schedule to go live in April 2016

SAP – Affordable Care Act Reporting

ACA reporting requirements mandate the District mail out employees’ 1095C form with post mark no later than March 31, 2016.

Project was completed on time

Employees received their 1095C form via mail

Avoided penalty of $250 per employee by mailing before March 31

SAP – Budget Transparency Report

Board Resolution to make budget data easily available to the public. Create new Budget Report with the following new functionality: (1) ability to map budget data to user defined groupings required for Budget Transparency Report 2) create extract file for web based report.

Completed on March 31, 2016

SAP – Food Services Cost Distribution of Compensated Time Off

This is a mandated reporting requirement for the Federal Food Nutrition program. Cost of compensated time off and differentials for Food Services funded employees must be distributed based on actual time worked and provide automated process to post resulting expenditure adjustment to General Ledger.

On schedule to be completed by April 30, 2016

Penalty of up to $100 million if reporting requirements are not met


v




SAP – R2 Administrator to Teacher Ratio Reporting

Create two new reports to determine ratio of administrators to teachers: (1) "Early Warning" report based on budgeted position data to determine whether number of budgeted administrative positions are within allowable ratio and (2) report based on actual HR position data to monitor whether actual administrative positions are in compliance with ratio.

On schedule to be completed by May 31, 2016

Replaces manual calculation of ratio

Penalty of up to $45 million if District is out of compliance

SAP – Oracle Database Upgrade

The current version 11g will be out of support by end of the year and an upgrade to the latest version 12c is needed to have continued support.


SAP – Reporting Provide a robust reporting environment that allows schools and offices to use reports directly from SAP to support their operations, get immediate answers, and accelerate analysis of large volumes of data.

Evaluated Oracle technology offerings

Completed a Proof of Value (POV) of Oracle’s Business Intelligent applications s and in-memory technology solutions for providing improved performance

SAP – IFS and HRS Data Extraction

Extract data from IFS and HRS to an external database in preparation for decommissioning of the mainframe. IFS and HRS data is needed for historical reporting, audits, and research purposes. This project is also part of the SAP reporting program to develop reports based on business needs of legacy data.

Proof of concept completed for extracting IFS data


SAP Data Archiving

Archive aged data in SAP to improve the overall system performance and reduce the size of the database. Archived data will be accessible via reports and transactions.


Single Plan for Student Achievement

Build online Single Plan for Title 1 schools to plan for budget and align their school spending with Academic, Culture Climate, and Social/Emotional goals

Completing all Budget Planning phase SPSA system development

Completed Budget Planning phase SPSA system focus group review and feedbacks

Prepare for 21 pilot schools and local district compliance coordinators trainings

Preparing for Budget Planning phase SPSA production system rollout for pilot schools in May 2016


v




Safe School Plan Rebuild of Safe School Plan system to allow school administrators, staff, and first responders to input or access Coordinated Safe and Healthy School Assessment/Practices, Emergency Procedures, and Intervention and Recovery Procedures

Started development integration

Provision User Acceptance Test server environment

Risk of insufficient time to complete trainings and project communications

Foster Youth Achievement CRM system – Phase 1/2

Case management system to track student performance in academic, attendance, discipline, intervention, and counseling services provided to district foster youth and juvenile hall/camp returnee programs. The phase 2 project will incorporate another 12 different Student Health and Human Services programs into the new platform.

Completed Dynamics CRM system production deployment preparation for phase 1 Foster Youth Management System

Fine tuning system functionalities and reports

Need to resolve all remaining IODS data interface issues discovered during QA iterations

The new proposed production rollout is July 1, 2016 for Phase 1 of the Foster Youth Management System

Completed Phase 2 vendor selection and contract signing

Student Safety/ employee tracking CASE system

Consolidate separate employee incident tracking systems currently used by HR, OGC, PC, Transportation, Procurement, Facilities, and Food Services into one single online data entry and reporting system

Implemented Arrest/Court Module for managing criminal cases involving District Employees

Phase 2A being tested and planned for being in Production in February 2016

Continuing next phase deliverable development

Parent PASSport One-stop online portal that provides parents 24/7 access to real-time student information that will help them better support their child’s success

Testing the PASSport tool at 14 schools this Fall with the goal of achieving approximately 1,400 parent registrations

Functionality for parents to update their emergency contact information in PASSport will be available in April 2016

Completing Phase 2 enhancements including discipline, immunizations, Smarter Balanced Assessment results, and others

Classified Employee online evaluation System

Create online application for the annual classified employee evaluation

Created interfaces with SAP through IODS and Human Capital data warehouse for Classified Employee online evaluation system

Develop management of chiefs, supervisor and reviewer assignment screens

Develop classified employee evaluation screen

Conducted System prototype reviews and collected feedbacks for modifications


v




Comprehensive IT Study

Multi-year study to assess the District’s technology needs and identify changes the District must make in order to meet these needs

Received RFI responses in January from firms who have conducted similar IT studies at organizations of comparable size and complexity

Developing Request for Proposals

Teacher’s Portal and Principal’s Portal Integration

Create online teacher’s portal certifications for elementary PE minutes monthly certification and Williams textbook sufficiency annual certification for teachers to certify online for compliance. The new system will also integrate with Principal’s portal so principals/administrators will be able to review and certify teacher’s certifications online.

Started pilot of monthly PE certifications for 20 schools in January

Modified and developed functional enhancements based on PE certification pilot schools’ feedback

Prepare Williams textbook sufficiency certification development in teacher’s portal and principal’s portal for August 2016 rollout

Schedule for district-wide rollout of PE online certifications in Teacher’s portal and Principal’s portal in August 2016

SharePoint online implementation for district offices

Planning and implement SharePoint online for different division/department district-wide

Implemented SharePoint online solution for Office of CFO, Board Member District 6, Account Payable, Payroll Services, Division of Special Education, Early Childhood Education, Gear Up 4 LA, Facilities Division, ITI, ITD, Office of Data Accountability, Personnel Commission, Pupil Services

Prepared rollout of Project online for Facilities and ITD

Working to identify funding to adequately staff project after June 30


v


Information Technology Division Quarterly Report on 2015-2016 Goals as of March 31, 2016

The following pages provide an update on ITD’s progress towards achieving our 2015-2016 goals. Goal #1: Meet the student information needs of schools and offices by providing a functional student information system (MiSiS) -- See attached MiSiS Project Update -- Goal #2: Extend ITD’s service delivery model to provide excellent IT support to schools and offices Key Activities 2015-2016

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Create 6 IT liaison positions and assign one to each local district Actual

Planned

Survey local district leadership, principals, and other District employees about ITD’s customer service and what we can do to improve

Actual

Planned

Clear backlog of all tickets that were opened before July 1, 2015 Actual

Planned

Implement new service management tool (BMC Remedy) to replace end-of-life Peregrine software

Actual

Planned

Complete monthly proactive IT maintenance visits at every school Actual

Planned

Establish an ongoing customer satisfaction survey feedback loop to collect input on the quality of our service and how we can improve

Actual

Planned

Collect and analyze data to adequately staff IT customer support and progressively establish better and better service levels

Actual

Planned

Completed On Schedule Delayed/Incomplete, corrective action was taken Delayed/Incomplete, needs immediate attention Original Plan

Measures of Success Goal Jan 2016 Feb 2016 Mar 2016 Backlog of IT support incidents opened before July 1, 2015 0 263 118 59 First Contact Resolution Rate (% of IT support questions that are resolved immediately when the user reports it via phone or chat)

Month over Month Increase 68.3% 69.8% 70.6%

Average time to resolve IT support incidents opened since July 1, 2015

Month over Month Decrease 8.8 days 10.0 days 9.9 days

Average wait time for phone support Month over Month Decrease 1 min, 1 sec 1 min, 39 secs 1 min, 30 secs

% of abandoned calls Month over Month Decrease 5.48% 4.20% 2.57%

At least one proactive IT visit to every school each month 784 257 459 510

v



Goal #2 (continued) Key Accomplishments Obstacles • Proactive IT Maintenance Visits at Every School: ITD piloted

a new support model in LD’s East and South during the last quarter and was able to increase the number of proactive site visits each school receives. Starting in April, we are implementing this new model across the District and schools will now receive bi-weekly visits whether or not a service request is submitted. All of our technicians have been geographically assigned to schools to allow ITD to provide proactive support and service. This new structure establishes an escalation process between the different levels of technical support for improved response to service requests.

• New Service Management Tool (BMC Remedy): Completed the development, testing and implementation of 29 enhancements and 6 new Service Request forms. Provided 12 additional training sessions for 150+ IT Support staff.

• Backlog of IT Support Incidents: IT Customer Support has now resolved all but 59 of the IT support incidents opened before July 1, 2015. The majority of the 59 remaining backlog incidents require a forklift for repair. We have secured a forklift rental and expect to close out the backlog in the next quarter.

• Time to Resolve IT Incidents: ITD’s average time to resolve new IT support incidents is stabilizing but we are hoping to decrease the resolution time as we continue to implement service improvements (such as the new bi-weekly visits to every school).

Goal #3: Actively collaborate with offices, schools, and stakeholders to align ITD’s work to the District’s strategic initiatives Key Activities 2015-2016


Send a survey to school site staff to collect input about how ITD can best support teaching and learning

Actual

Planned

Meet with each Local District’s leadership team monthly to discuss technology initiatives

Actual

Planned

Meet with Instruction, Facilities, and Educational Services monthly to discuss technology initiatives

Actual

Planned

Collaborate with Los Angeles government entities to share best practices and leverage resources

Actual

Planned

Restructure the District’s Enterprise Governance model for better identification and prioritization of District initiatives

Actual

Planned

Work with Budget Services to integrate the identification of proposed technology-related strategic initiatives into each LAUSD office’s and Local District’s annual budgeting process

Actual

Planned

Review LAUSD offices’ and Local Districts’ proposed strategic initiatives to determine and discuss what support they will need from ITD

Actual

Planned

Hold monthly Technology Advisory Committee meetings to share information and get input from labor partners, principals, teachers, students, and parents

Actual

Planned


v



Measures of Success Goal Jan 2016 Feb 2016 Mar 2016 At least 50% of schools complete the ITD survey 50% N/A N/A N/A Completion of monthly meetings between ITD and Local District Leadership 100% 100% 100% 100%

Completion of monthly meetings between ITD and Instruction, Facilities, and Educational Services 100% 100% 100% 100%

Completion of monthly District Technology Advisory Committee meetings 100% 0% 100% 100%

ITD review of every Division’s proposed initiatives for 2016-2017 100% Ongoing Ongoing Ongoing Key Accomplishments Obstacles • Monthly meetings with other Key Divisions: ITD met weekly

with the Division of Instruction and monthly with the Facilities Services Division, Human Resources, Personnel Commission, Office of Finance, Educational Services, and the Office of General Counsel to discuss their technology needs and major initiatives.

• Enterprise Governance: The Superintendent’s Senior Leadership team discussed the Enterprise Governance proposal in March. ITD is setting up a project management resources website with templates that will be available to all District divisions and is also setting up project management training that will be open to all District divisions.

None at this time

Goal #4: Strengthen ITD to support the District’s modern technology needs Key Activities 2015-2016


Restructure ITD to better meet the District’s technology needs for 21st century teaching and learning and focus on ITD’s core competencies

Actual

Planned

Transition Infrastructure Project Management team to Facilities Services Division

Actual

Planned

Conduct an RFP to hire an outside firm to complete a multi-year Comprehensive IT Study as recommended by the Bond Oversight Committee and approved by the Board of Education

Actual

Planned

Work with selected firm to start Phase 1 of the Comprehensive IT Study Actual

Planned

Review the outcomes of ITD’s last strategic plan, developed in 2012, with the Superintendent

Actual

Planned

Develop and present a report on outcomes from ITD’s last strategic plan that was developed in 2012 to the Superintendent, Board of Education, Bond Oversight Committee, and the public

Actual

Planned

Develop an updated strategic plan, long term organizational plan, and strategic budget aligned to the District’s technology needs for the next 5 years with input from internal staff, District stakeholders, and the firm hired to complete the Comprehensive IT Study

Actual

Planned


v



Goal #4 (continued) Key Activities 2015-2016


Develop a 2015-2016 professional development plan for ITD employees Actual

Planned

Provide professional development and training to ITD employees to improve their certifications and skillsets

Actual

Planned

Work with Personnel Commission to develop and implement a proactive recruitment strategy to attract skilled IT professionals

Actual

Planned

Work with an outside firm to complete a salary and classification study of ITD positions

Actual

Planned

Present findings from salary and classification study to the Superintendent, Board of Education, Human Resources, and Personnel Commission with proposed changes

Actual

Planned

Work with Personnel Commission to align ITD’s job classifications with clear paths for employee advancement

Actual

Planned


Measures of Success Goal Jan 2016 Feb 2016 Mar 2016 Progress on Strategic Plan development Complete by

June 2016 Developing Approach

Developing Approach

Finalized Approach

Progress on Comprehensive IT Study Firm Selected by April 2016

Received RFI Responses Developing RFP Developing RFP

At least one targeted professional development training session provided each month beginning November 2015 1 per month 2 4 3

Key Accomplishments Obstacles • ITD Reorganization: Working with the Personnel Commission

to create new Chief Technology Officer and Product Manager positions.

• Comprehensive IT Study: Collected responses to Request for Information for Comprehensive IT Study. Preparing Request for Proposals to be released in May.

• Strategic Planning: Conducted several internal review sessions with IT Infrastructure Project Managers to discuss proposed projects, developed scoring rubric to prioritize IT Infrastructure Projects, and convened IT scoring panels and scored IT Infrastructure Projects. Modified project tracking database to better track software projects. Met with District leadership to solicit input on needed projects.

• Salary and Classification Study: Put study on hold while developing the Comprehensive IT Study approach to avoid duplication of efforts

March 31, 2016

MiSiS Project Update

LOS ANGELES UNIFIED SCHOOL DISTRICT

2

AGENDA


I. MiSiS Highlights for 2015-16II. MiSiS AccomplishmentsIII. The Go Forward Plan for 2016-17IV. Next PhaseV. Supporting Data

3

MiSiS Highlights for 2015-16


We have accomplished a lot!

• The Start of the 2015-16 school year was substantially better than 2014-15, with students scheduled and in class

• The MiSiS application continues to run reliably with improved overall performance

• MiSiS has added critical functionality and enhancements, improved screens, helped users streamline processes, and provided new or enhanced reports

MiSiS Goals for 2015-16(As presented to the BOC in May 2015)

Goal Status

Met In Progress /Planned

ATTENDANCE: Provide tools necessary to meet attendance audit and compliance requirements.

ENROLLMENT:• Enhance/update the ability to identify students and access

complete enrollment history.• Improve validation, minimizing duplicates and overlapping

enrollments/schedules.• Identify and address reporting problems related to magnet

school/primary school.

• SCHEDULING: Refine screens and reports related to master and walk-in scheduling as identified.

4

MiSiS Accomplishments


MiSiS Goals for 2015-16(As presented to the BOC in May 2015)

Goal Status

Met In Progress /Planned

GRADES: Enable access to grade entry and reporting on mobile devices for teachers.1

TRANSCRIPTS: Allow transcripts to adapt to changing graduation and college entry requirements.2

GRADUATION STANDARDS: Finalize individualized graduation progress reports.

STATE REPORTING: Implement interface between MiSiS Attendance and CALPADS reporting system.

REPORTS: Deliver a full range of reports and ad-hoc reporting (MiSiS Explorer) schools need.3

5

MiSiS Accomplishments


1 This functionality is provided using a web browser on a mobile device. 2 Transcript functionality is flexible and accommodates changes to graduation and college entry requirements.3 We have added a significant number of reports and enhanced existing reports. MiSiS Explorer is being replaced by the Oracle Ad Hoc Reporting tool.

6

MiSiS Accomplishments: Help Desk


Ticket Call Volume2014 – 2015 School Year vs. 2015 – 2016 School Year

Month 2014-2015 2015-2016AUGUST 9,251 7,495

SEPTEMBER 6,939 5,743OCTOBER 8,693 4,017

NOVEMBER 5,065 3,424DECEMBER 3,737 2,696JANUARY 4,118 2,300

FEBRUARY 4,764 2,415Grand Total 42,567 28,090

Over 30% call reduction from last year due to MiSiS being more stable and users being more familiar with the system

7


MiSiS Accomplishments: Help Desk

Implemented New Help Desk Application

• Implemented a Help Desk Knowledge base

• Improved training, support and management for service desk personnel

• Improved ticket processing workflow

• Streamlined escalation process to open bugs

8


MiSiS Accomplishments: Training

Spring 2016 Courses

MSN180: MiSiS Master Scheduling Basics MXL180: Introduction to Excel Basics Using MiSiS

MMS280: MiSiS Master Scheduling Updates MXL280: Intermediate Excel Concepts Using MiSiS

MMC280: Student Programming and Analysis in MiSiS

MNA180-E: School Front Office Procedures in MiSiS –Elementary

MSX999: MiSiS Scheduling – Open House for Secondary

MNA180-S: School Front Office Procedures in MiSiS –Secondary

MES999: MiSiS Scheduling – Open House for Elementary

MSSxx: Summer School Training

Fall 2015 Course Completion Number of Participants

MNA180-E: School Front Office Procedures in MiSiS – Elementary 551

MNA180-S: School Front Office Procedures in MiSiS – Secondary 409

MPS180: MiSiS Overview – Pupil Services 87

MRL999: MiSiS Open House – Term Rollover 190

MSP100: MiSiS Overview Webinar – Special Education Division 42

MTT180-C: Site-Based Data Entry Support in MiSiS 37

MXL180: Introduction to Excel Basics Using MiSiS 102

TOTAL 1,418

9

MiSiS Accomplishments: Sketches


• Since July 2015, MiSiS has conducted 46 sketch (requirements gathering) sessions with participants including teachers, counselors, administrators and office staff to identify functional needs and improvements:

Functional area and number of sessions• Attendance (1)• Charter Schools (1)• Enrollment (12)• Gradebook (3)• Graduation Standards (1)• Manage Groups (1)

• Programs (10) • Scheduling (4)• Student Support (6)• Student Testing (3)• Summer School (3)• Transcripts (1)

10

MiSiS Accomplishments: Releases


• More than 1,763 software updates were deployed across 27*releases from July 1, 2015 to February 29, 2016o Approximately 1,408 bug fixes and 355

enhancements

o An average of 54 updates per release

• The MiSiS release cycle changed from weekly to bi-weekly in January 2016

*Approximately 395 of the total updates were released into the MiSiS production environment in about 100 off-cycle releases

• More than 412 teachers have been trained at 16 school sites as of March 11, 2016

11

MiSiS Accomplishments: Gradebook Pilot


NorthwestGault ELIndependence HS

Northeast Telfair ELVerdugo Hills HSNorth Hollywood HS

SouthDiego Rivera Green DesignDiego Rivera Performing Arts

WestYES AcademyMelrose Ave ELCochran MSMiddle College HSCheviot Hills HS

CentralVirgil MSBerendo MS

EastGriffin EL Maywood ELRoosevelt HSOdyssey HS

Gradebook Pilot – Participating Schools by Local District

12


MiSiS: The Go Forward Plan for 2016-17

MiSiS has a lot to do…and we still have challenges:• There has been an increase in the number of

requirements and desired functionality

• With more requirements, we had to re-balance the priorities for development and extend the timeline

• Smaller programs, such as GATE (Gifted and Talented Education) and Foster Youth, with separate systems, are in the process of being integrated into MiSiS

• MiSiS is moving to a more cost-effective, long-term sustainability plan (managed services)

• We are implementing major changes, such as California Standards and Blue Ribbon Panel recommendations

13



• MiSiS Functional Scope:

• Complete additional high-priority enhancements not developed in 2015-16

• Gather additional requirements from users to implement needed improvements to facilitate business processes

• Ensure compliance with requirements for Section 508 of the Rehabilitation Act

14



• MiSiS Technical Scope:

o Begin the clean up of “technical debt” created during the initial development when the project lacked adequate controls and software development standards

o Begin the transition of MiSiS from project mode to maintenance/update mode

• Charter Schools: Build the interface solution to integrate the District’s independent charter schools (a Modified Consent Decree requirement)

15



• Gradebook/LMS: Expand the Online Gradebook pilot (a Modified Consent Decree requirement), start the pilot for the Learning Management System (LMS), and purchase the District-wide license

• Parent Portal: Continue to develop this online system that connects parents to student information, such as attendance and grades (a Modified Consent Decree requirement)

• Ad Hoc Reporting: Continue to develop this powerful reporting tool for accessing MiSiS data (a Modified Consent Decree requirement)

16


MiSiS: The Go Forward Plan - Overall Timeline2016-2017 2017-2018

Summer School Student SupportStaff Credentials

MiSiS Ad Hoc ReportingTranscriptsGATESpecial Ed

HealthAthleticsCALPADS

My Student Information System (MiSiS)

Gather additional requirements

Complete high priority

enhancements

Ensure Section 508 Compliance

Charter Schools

Complete the clean up of

technical debt

Ad Hoc Reporting -Data DesignSecurity Model

Phase 2: Special Programs

Attendance

Phase 1: Enrollment All Schools

TestingGrades

DisciplineGraduation

Gradebook/Learning Management System (LMS)

Phase 2: Add 30-40 pilot schools

Develop standards-based Gradebook

Pilot LMS Functionality

Gradebook Opt-in

Mandate Gradebook

Phase 2: Transportation(Bus Routes)

Immunization RecordsDiscipline

Smarter Balanced Test Scores

LMS IntegrationPhase 3: Special Ed

Mobile AppNCAA Eligibility

Parent Portal (PASSport)

Develop/Test Grades reporting

Quarterly Program Status Report

Prepared by the Information Technology Division for the Bond Oversight Committee

January through March 2016

Table of Contents Executive Summary

High-Level Project Status Dashboard

Project Budgets

Project Updates School Network Projects (Local Area Network Modernizations) CORE Network Modernization Radio Systems IT School Assessment Survey Disaster Recovery & Business Continuity (DR/BC) Instructional Technology Initiative

ITD Quarterly Program Status Report 2


Executive SummarySchool Network Projects Schedule has changed from Green to Yellow: The remaining 12 school network

projects are one or more quarters behind schedule (p. 7 and p. 27)

CORE Network Email and Collaboration System Project schedule has improved from Yellow

to Green: Project is on track for revised estimated completion date reported last quarter (p. 8)

Identify Management System Project schedule has improved from Red to Green: Identity Management System Project vendor is being replaced (p. 9)

Infrastructure Monitoring & Management Project schedule and “other” have improved from Yellow to Green: Project is on track for revised estimated completion date reported last quarter (p. 10)

Shared School Network Components (WAN Core Upgrades) Project schedule has changed from Green to Yellow: Estimated completion has been revised from Q4 2016 to Q2 2017 (p. 12)

Cyber Security Project schedule has improved from Yellow to Green: Projectis on track for revised estimated completion date reported last quarter (p. 15)


Executive SummaryCORE Network (continued) Out of Band Management “other” has improved from Yellow to Green: Project

is on track (p. 16)

Radio Systems Schedule has improved from Yellow to Green: Radio Systems Project is on

track for revised estimated completion date reported last quarter (p. 19)

Disaster Recovery & Business Implementation of Beaudry Primary Data Center Modernization Schedule has

changed from Green to Yellow: Estimated completion has been revised from Q2 2016 to Q4 2016 (p. 21)

Implementation of Van Nuys Secondary Data Center Schedule has improved from Red to Green: Project is on track for revised estimated completion date reported last quarter (p. 22)

Instructional Technology Initiative Status for this project will now be included in ITD’s Quarterly Program Status

Report (p. 25-26)

ITD Quarterly Program Status Report

High-Level Project Status DashboardProject Description Project Status

Budget Schedule Scope Other

School Network Projects Upgrade of school networks

CORE Network Modernizes equipment/software that facilitates school access to the internet and business applications.

Radio Systems Replaces or reprograms transportation radios and radio system to meet new FCC requirements

IT Assessment Survey Survey conditions of school telephone, public address, intercommunication, and networks

School phone and pa/intercom are13 to 15 years or older – cabling for these systems varies from 15 to 30 or more years

Disaster Recovery & Business Continuity (DR/BC)

Ensures the District’s ability to recover after a disaster

Instructional Technology Initiative (ITI) - Devices

Ensures all students have access to 21st Century classroom technology in support of the Common Core State Standards (CCSS)

My Student Integrated System (MiSiS)

Integration of K-12 student information systems onto a unified platform

5

IT Project that will provide report updates separately


Project Budgets

6

Project Use of Funds Current Expected Uses Commitments Expenditures

Local Area Network (LAN) Modernization 320,035,473 140,512,695 179,522,778LAN Mod - ITI Budget 5,941,700 5,941,700IT Assessment Survey 3,300,000 1,711,473 1,588,527

subtotal 329,277,173 142,224,168 187,053,005

Radio Systems 31,656,991 12,086,058 19,570,933

CORE Network Modernization 43,900,250 10,147,032 33,753,218

Email Collaboration - ITI Budget 1,200,000 254,541 945,459

Identity Management System - ITI Budget 1,000,000 61,871 938,129

Infrastructure Monitoring & Management Tools - ITI Budget 7,339,562 138,693 7,200,869

subtotal 53,439,812 10,602,137 42,837,675

Disaster Recovery and Business Continuity (Phases 1 & 2) 73,941,748 29,183,787 44,757,961

Virtual Learning Complex Planning 4,000,000 375,268 3,624,732

Instructional Technology Initiative (Phases 1, 1L, & 2) 162,377,723 18,220,468 144,157,255

TOTAL PROGRAM USES OF FUNDS 654,693,447 212,691,886 442,001,561


School Network Projects

Project Description EstimatedCompletion

Estimated Completion (Revised)

Project Status

School Network Projects

School site network upgrades, including new wired equipment, updated wireless, and scalable fiber to increase bandwidth to meet instructional needs

Various Various

Budget

Schedule 12 schools one or more quarters behind schedule

Scope

Other

• The 2014 SEP identified 156 schools for upgrade• To date 144 of the 156 have been tested and accepted (92 percent)• There are 12 sites remaining to be upgraded – all 12 are behind schedule

Highlights & Recent Milestones

7


CORE Network

• On-Premise Public Folders were migrated to Office 365. • Changes in Domain Name Services (DNS) records and message rules were made in order to minimize the amount of spam/spoofed emails being accepted by our Office 365 tenancy.


8

Project Description Estimated Completion


Project Status

Email and Collaboration System

Upgrades the District’s email, productivity, and collaboration services to a cloud platform

Q3 2016 Q3 2016

Budget

Schedule

• Project is going through the transition from project to operational stage.

Scope

Other


CORE Network

• Student Account provisioning 98% complete. Activity includes:• Optimized parent account creation process• Solidified off-boarding process for employees/non-employees for Azure Active Directory (AD)All Exchange servers were migrated to Exchange 2010 in preparation for full migration to a Windows 2012 domain level


9



Project Status

Identity Management System

Single system provides a uniform process for District-wide user log-in authentication and authorization to access the District network and all District applications

Q4 2016 Q4 2016

Budget

Schedule

Scope

Other

• Made a decision to replace vendor who repeatedly missed milestones and deadlines. We are awaiting contract finalization to begin working with the new vendor.


CORE Network

Highlights & Recent

Milestones

10



Project Status

Infrastructure Monitoring & Management Integrated Data Center Tools

Data Center Monitoring & Management (BMC)

Provides the District with performance monitoring and management capacities through oversight of the network and Data Center equipment.

Implementation includes four (4) BMC Modules:ADDM – Daily scans District Data Center for new devicesBPPM – Monitors the District’s systems and infrastructure and generates alerts. Serves as hub for all other monitoring tools BNA/BSA – Enables automated management of data center network equipment and serversITSM – Replaces the District’s aging ticket system; Connects with other BMC components for automated capabilities

Q3 2016 Q3 2016

Budget

Schedule

Scope

Other

BNA/BSA/BPPM:• Post Bladelogic Server Automation (BSA) upgrade tasks that

included:-Upgrade of the BSA reporting environment to v8.7-Upgrade of 700 BSA agents to v8.7

• Installed 217 new BSA agents• Added 2500 newly discovered network devices to Bladelogic

Network Automation (BNA)• Deployed True Site Operations Manager (aka BPPM) 10.1

environment to support Synthetic Web Transactions.- Deployed Synthetic Web transaction monitoring for

MiSiS, Parent Portal, and other Web sites.- Configured alert notification of availability errors of

synthetic web transactions.

ITSM:• Completed the development, testing and implementation of 29

enhancement requests to the ITSM environment • Added 11 new Support Staff Groups for Incident and Work

Order processing. • Completed the development, testing and implementation of 6

new Service Request selections • Provided 12 additional training sessions for 150+ IT Support

staff, (Incident Mgmt, Change Mgmt, Reporting & Smart IT) and onboarding new users for the following groups (Payroll and SDES)


CORE Network

• 98% (710 of 721) of schools are being authenticated by MAM system• School shared device profile - number of school requested – (6%) 46 of 721 completed• Developed implementation plan, project plan and instructions to the schools for Wireless Guest Access.• In progress of testing new types of devices, including Chromebooks, Amazon Kindle tablets, non-MDM managed iPads and Lenovo Yoga tablets, in MAM system.


11



Project Status

Mobile Access Management (Network Access Control)

Controls information by channeling all mobile data through a secure, easily managed, and monitored server

Q1 2017 Q1 2017

Budget

Schedule

Scope

Other


CORE Network

• Phase 2B: Completed Multi-Protocol Label Switching (MPLS) Configuration applied and validated at 10 sites: Contreras HS, Bernstein HS, Roosevelt HS, Monroe HS, Valley Academy of Arts and Sciences HS, Palm MS, Virgil MS, Los Angeles ES, Balboa ES, and Nueva Vista ES.

• Phase 2C: Configure MPLS/Border Gateway Protocol (BGP) for LA & Gardena & School routers, Deploy, Test & Acceptance –77 of 880 (9%) sites completed.


12



Project Status

Shared School Network Components (WAN Core upgrades)

Provides additional network capacity to schools to support educational demands

Q4 2016 Q2 2017

Budget

Schedule

• Phase 2B is now complete. Based on the results of Phase 2B, the schedule for Phase 2C for deployment, test, and acceptance at 880 District sites has been revised with an estimated completion of June 2017.

Scope

Other


CORE Network

• Wireless Monitoring & Management:• 710 of 721 (91%) schools added to Airwave for Wireless network monitoring and management.• 145 of 145 (100%) school network switches added to the Airwave.

• Wired Monitoring & Management:• Completed 3 sessions of Q & A between Fluke Engineer, Network Operations, Operating Systems and Applications Team• Requested vendor for DR/BC appliance quote. Completed negotiation and awaiting for the vendor’s best and final offer.• Completed configuration and implementation for the application programming interface (API) to access database.• Infosim: Completed Measurements Clean-up and Top N Report Automation


13



Project Status

Performance Monitoring & Management of the Wired and Wireless Infrastructure

Provides District-wide visibility of the entire wired and wireless data network to provide a better end-user experience to students and teachers

Project is comprised of 3 toolsets:

• Infosim for wired network performance management

• Fluke for wired network application monitoring

• Aruba Airwave for wireless network monitoring and management

Q1 2017 Q1 2017

Budget

Schedule

Scope

Other


CORE Network

• Project will not begin until decisions have been made about the District’s instructional technology strategy, such as the learning management system and how instructional content will be stored


14



Project Status

Video Infrastructure

Implements a robust and scalable central internet protocol (IP) video portal for recording, archiving, storage of IP video and real-time multicast video streaming to support cross-platform end devices such as desktops, laptops, tablets, and smartphones

TBD TBD

Budget

Schedule

Scope

Other


CORE Network

• Implemented the Security Information and Event Management (SIEM) solution that provide visibility for threat detection, focusing on the actionable list of suspected incidents. The SIEM delivers detailed access and user activity delivering surveillance throughout the entire IT infrastructure. The SIEM analyzes the log data to identify malicious activity so it can be stopped quickly, preventing or minimizing damage to the organization.

• Implemented the Web Application Firewall (WAF) solution that provides protection against threats, application vulnerabilities, and zero-day attacks. The WAF protects the District’s web-based applications exposed to the Internet. The WAF solution will increase the level of security to protect application servers.

• Implemented the web filtering solution that provides filtering of inappropriate websites to meet the District's obligation under Children's Internet Protection Act (CIPA). The web filtering solution is a secure web gateway that protects every device, user, and organization from sophisticated Internet threats.

• Implementing a data discovery tool to identify all Personally Identifiable Information (PII) field on various application andplatforms. Installed the sensors onto 42 out 58 (72 %) production servers.

Highlights & Recent

Milestones

15



Project Status

Cyber Security

Improves the District’s data security and the safety of the overall computing environment by providing solutions to filter inappropriate websites; protect application servers from attacks originating via outside access; and reduce the risk of potential exposure of private/personal data

Q3 2016 Q3 2016

Budget

Schedule

Scope

Other


CORE Network

• IFB for procurement of Mobile Access Router completed and submitted to the Procurement Services Division.• Procurement of 240 Power Distribution Units (PDU)• Received 240 Out of Band appliances (Uplogix)• Installed Out of Band appliances (Uplogix) at 20 out of 240 schoolsHighlights &

Recent Milestones

16



Project Status

Out of Band Management

Enables centralized oversight of school site network equipment for troubleshooting and remote issue resolution and provides a secondary connection to the District’s network enabling continuity of critical business functions in the event of a primary network outage.

Q4 2016 Q4 2016

Budget

Schedule

Scope

Other


CORE Network

• Created Required Accounts to install VitalQIP Agent on test Microsoft Domain Name Server (MS DNS)• Installed Required VitalQIP Agent/Application on Test DC • Completed Forward DNS integration with VitalQIP and test MS DNS • Completed Reverse DNS integration with VitalQIP and test MS DNS


17



Project Status

IP AddressPlanning

Implements solution to manage the large number of IP Addresses utilized by devices like laptops, tablets, mobile devices and to prepare the District for transition into the new IPv6 protocol

Q1 2019 Q1 2019

Budget

Schedule

Scope

Other


CORE Network

• Project will not begin until secondary back up center is complete.• Data Center High Level Design is complete and Low Level Design in progress.


18



Project Status

Data Center Network Upgrades

Implement a 10 GB network component, enabling high speed server to server communication between the District’s primary Data Center, disaster recovery site, network nodes and schools

TBD TBD

Budget

Schedule

Scope

Other


Radio Systems



Project Status

800MHz Re-banding

The Federal Communications Commission (FCC) requires the District to move radio communications to the new 800 MHz radio frequencies. This project replaces or reprograms bus transportation radiosand reconfigures and adjustments radio receivers on leased towers.

Q4 2016 Q4 2016

Budget

Schedule

Scope

Other


19


IT School Assessment Survey



Project Status

IT School Assessment

Survey

Survey conditions of school telephone, public address, intercommunication, and networks because these systems are 13 to 15 years or older and the cabling for these systems varies from 15 to 30 or more years old

Q2 2016 Q2 2016

Budget

Schedule

Scope

Other

• Surveys completedHighlights & Recent

Milestones

20

Disaster Recovery/Business Continuity (DR/BC)



Project Status

1

Implementation of Beaudry Primary Data Center Modernization

Q2 2016 Q4 2016

Budget

Schedule

• Schedule slipped due to requested additional testing before migrating legacy Bus Transportation Operations applications from the mainframe.

Scope

Other






Project Status

2

Implementation of Van Nuys Secondary Data Center

Q4 2016 Q4 2016

Budget

Schedule

Scope

Other

• Back up site pad and pathways completed preparing to install pod and offices. • Transportation, Payroll, Student Testing, and Food Services Divisions completed drafts for Business Continuity. Highlights & Recent

Milestones





Project Status

3Implementation of Out –of-State Tertiary Data Center TBD TBD

Budget • Since the project has not started, no money has been spent yet

Schedule

Scope

Other

• Project will not begin until secondary back up center is complete.Highlights &

Recent Milestones



Instructional Technology Initiative



Project Status

Phase 2B

Distribution of devices to 26 schools, including the identification and installation of safe rooms for long term storage of devices.

Q2 2016

Budget

Schedule

Scope

Other

• Completed Phase 2B distribution and provided ongoing trainer-of-trainer learning opportunities for 26 schoolsHighlights &

Recent Milestones

24





Project Status

EducationalTechnology Grant

A matching grant program that expands schools’ access to instructional technology.

Q2 2017

Budget

Schedule

Scope

Other

• Received BOE approval on April 12, 2016• Grants totaling $6.0 million are being awarded to 242 school sites for purchase of educational technology


25





Project Status

Distribution of Surplus Devices

Provide additional devices to Middle Schools for SBAC testing, Primary Schools for access to technology, and 1:1 ITI schools for Expanded Transitional Kindergarten (ETK) and Transitional Kindergarten (TK) programs.

Q2 2016

Budget

Schedule

Scope

Other

• Received BOE approval on March 8, 2016• Distributing 79 carts for 7,500 devices and protective cases for 126 schools


26

Remaining School Network ProjectsAs of 3/31/16

27

School Fiber Installation

Full Site Wireless

Installation

School Network Construction

Estimated Completion

1 109th St Elementary Complete Complete May

2 118th St Elementary Complete Complete May

3 Avalon Gardens Elementary Complete July

4 Dorris Place Elementary Complete Complete May

5 Garvanza Elementary Complete Complete May

6 Charles H Kim Elementary Complete Complete May

7 Raymond Avenue Elementary Complete June

8 Ritter Elementary Complete Complete June

9 San Gabriel Avenue Elementary Complete Complete May

10 Strathern Street Elementary Complete June

11 Wilshire Park Elementary Complete Complete May

Documents

Information Technology Division - LAUSD