selective reviews and tech planning

Having to prepare for potential selective reviews is going to take some planning. And what better place to take some of these requirements into consideration than your technology plan!

Connectivity

I think that everyone who's jumping through the E-Rate hoops to get money for data lines (DSL, cable, etc.) should be trying to get as much bandwidth as possible. One of your goals should be to get the maximum amount of bandwidth you can afford. An objective can be to contact your service provider to see just what's available and what it will cost. I just checked out Range Telephone Cooperative and see that they're offering 512 KB at $34.95/month and 1.5 MB at $49.95/month. For only $15/month you can almost triple your speed. And with E-Rate discounts, it's going to cost you less than that. If you can't afford it this year, put a request for the higher speed in your Form 470 for FY2008 and plan for it.

Hardware

Most public libraries now have replacement plans for their hardware. So, this should go into your tech plan. If you're setting aside money to replace one computer per year, put that into your plan. It will reassure SLD and keep in the minds of your board and funding authority the importance of keeping money in your budget to keep your computers, routers, printers, etc. functional and relatively up-to-date.

Professional Development

I think this is an area that's been overlooked. When I look at most of the tech plans that have been submitted to me for review this year, the professional development section usually amounts to something like: "Will attend classes as needed and available."

That's not good enough. Not for SLD and certainly not to meet the needs of your staff. An approach like that is going to ensure that you're always a day late and a dollar short in terms of technology. One of the reasons I like nice concrete goals and objectives is it gives you an idea of what your professional development needs are.

For example, I'm recommending that everyone who doesn't have a library web page put this as one of their goals. Okay, so what kind of training do you need to make this happen? Where are you going to find it? How much are you willing to spend to get the training you need? If you don't plan for it, the chances are good that you'll find other things to occupy your time and it won't ever get done.

It might help to break this down into manageable parts. If you don't know much about web pages, your first step might be to learn about what's available - standard web pages, web templates, blogs, wikis, etc. Which tool might work best for your community's needs and your skills? If you don't know, start with your MSL consultant or with a bit of research on WebJunction. And this can all be part of your plan.

Of course, it's great if you can go to a training or have a training at your library but with current web training tools, it's amazing what you can learn in as little as 15 minutes a day!

Software

With a new Microsoft operating system out, Vista, you might want to plan for if and when to upgrade. If you've bought new computers in the last year, you probably want to at least consider upgrading them to Vista. If this is something you're considering, include how much you're willing to spend and a rough timeline.

You also want to include any other software additions or upgrades you're considering. If you want to add some new games for kids, include that. And don't forget to check TechSoup for discounted prices.

Maintenance

Include maintenance in your tech plan. Like professional development, I think you're more likely to keep your computers well maintained if you plan for it. If it's not in your plan and budget, you can easily overlook the actual costs in time and/or salaries needed for maintenance. So, include the time necessary for routine anti-virus and spyware updates. You can do that in less than an hour per week. Most computers are set up for automatic updates for Windows and Office. But, if not, you should definitely look for updates around once a month.

selective reviews

SLD has provided a lot of information on their website RE: selective reviews:
http://www.universalservice.org/sl/applicants/step08/undergo-selective-review/selective-review-info-request-instructions.aspx

If you're not currently collecting information in all the areas they specify, I would certainly start doing so.

Part I: Information Regarding Competitive Bidding and Vendor Selection Process

I realize that most of you never receive any bids on the services requested on your Form 470. But you still have to document the fact. After your 470 has been posted for 28 days, make note of the bids and correspondence received, what you did with them, the decisions reached and add them to your file. If you didn't get any bids, it should be relatively easy, but you still may have to explain to SLD the realities of life in our part of the world where there isn't a great deal of competition. This part applies to applicants receiving basic telephone service as well as those receiving more.

Vendor Selection Process (from SLD website)

• How many bids were received for each Telecommunications, Internet Access, Basic Maintenance of Internal Connections, and Internal Connections FRN?
• Provide all documentation created during the bidding process and indicate how and why you selected your service provider(s). Note: This includes FRNs where a state master contract was utilized and is a multiple award schedule or similar vehicle. (See special note regarding State Master Contracts) If multiple bids were received, vendor evaluation sheets must be provided.
• Documentation should include:
  • a description of the evaluation process
  • the factors used to determine the winning bid
  • the relevant weighting of the factors (points or percentage) in the evaluation process
  • correspondence to and from the bidding vendor(s) and
  • attendance sheets for any meetings regarding the Form 470 and/or RFP or other solicitation vehicles

Part II: Information Regarding Your Item 25 Certification (from SLD website)

To ensure that funds are allocated appropriately, and in accordance with FCC Orders, each applicant is required to certify in Item 25 of the Form(s) 471 that: "The entity I represent or the entities listed on this application have secured access, separately or through this program, to all of the resources, including computers, training, software, internal connections, maintenance, and electrical capacity, necessary to use the services purchased effectively. I recognize that some of the aforementioned resources are not eligible for support. I certify that the entities I represent or the entities listed on this application have secured access to all the resources to pay the discounted charges for eligible services from funds to which access has been secured in the current funding year. I certify that the Billed Entity will pay the non-discount portion of the cost of the goods and services to the service provider(s)." The Item 25 Certification review also looks at the applicant's ability to pay for its share of funding. (See a Sample Item 25 Worksheet Summary.) I presume most if not all of this would not apply to applicants getting only basic telephone discounts.

I think this is where it gets a bit daunting. For those of you with small budgets who rely a lot on donations, how are you going to prove to SLD that you have the resources available to use the money you're getting from the program? I don't really have the answers but I think we need to make the effort.

Connectivity

This is no doubt the easiest one to prove. You can prove being able to pay for your past connectivity with copies of bills. You need budget figures for future payments.

• The name of the entity to which the budget applies (Is it for a school? For a district? For one library outlet? For a library district? For a municipality?)
• The timeframe that the budget covers, including a starting date and ending date (e.g., July 1, 2007-June 30, 2008)
• Both revenue and expense line items
• On the expense side of your budget, place an arrow pointing to the budget line(s) to show where you have allocated the necessary dollars for your share and write the specific amount that will come from each fund/budget line. For example, if budget line A0002 contains $200,000 and only $100,000 will be used to pay your share of E-Rate, then please draw an arrow to it and write "E-Rate, $100,000".

Since real world budgets may not be approved in time for upcoming year reviews, there is information available on the website on Alternatives to a Final Approved Budget. This is probably not something you can prepare ahead of time.

Hardware (from SLD website)

Hardware includes computers, printers, fax machines, video equipment, scanners, CD-ROM drives, servers, etc., that are used to support and improve education or library services.

To use telecommunications access effectively for improved education or library service you should have computers that can take advantage of the resources available on the Internet. Legacy equipment (PCs below 486 or Macs below 040 processors) that cannot take full advantage of the Internet should not be included in the hardware available to support purchased services unless they can support text-based browsing.

1. In Section II-A, number 13a, please enter the number of computers connected to the Internet as of FY 2006. In number 13b, enter the number of computers scheduled to be connected as of FY 2007.
2. In Section II-B, number 14a, please enter the number of servers connected to your network as of FY 2006. In number 14b, enter the number of servers scheduled to be connected to your network as FY 2007.
3. In Section II-C, number 15a, please enter the number of data and voice drops that are currently installed as of FY 2006. In number 15b, enter the number of data and voice drops that are scheduled to be installed as of FY 2007.
4. In Section II-D, please estimate your total expenditures for hardware during FY 2006 (16a) and FY 2007 (16b).
5. Estimate the value of in-kind hardware donations received during FY 2006 year (17a) and expected donations in FY 2007 (17b).

These numbers should be available from current records and/or from your tech plan.

Professional Development

Professional Development, which is not eligible for discounts, is necessary to ensure that you are prepared to make effective use of purchased services. Professional development should provide for ongoing and sustained training for not just the technical staff, but also the teachers or librarians. Your budget should provide for professional development that goes beyond the acquisition of generic computer skills to include mastery of technology applications specifically designed to improve teaching, learning or library service. Training that is limited to the acquisition of basic computer skills is not sufficient. Training should be coordinated with the availability of appropriate technology in the school, classroom, or library.

The following are professional development costs that might have been incurred by your organization: seminars and conferences; faculty hired to conduct in-service or on-site training; technology related courses attended by your staff and paid for by your organization; books and other instructional materials; and full time professional development staff. Peer tutoring and peer monitoring is another method for delivering training, and you may include this in your estimate of Professional Development Contribution/In-kind donations (line 21). However, for this section, please do not include any non-technology course costs.

1. Estimate the percent of your instructional or library service staff that has been trained to use technology during the past 3 years to improve education or library services and list the results in Section III - A Staff Training Hours (the combined total should equal 100%). Please provide the CURRENT cumulative percentages of teacher or librarian training.
2. Estimate the value of your professional development expenditures for FY 2006 (20a) and FY 2007 (20b).
3. Estimate any in-kind or pro-bono professional development received in FY 2006 (21a) and any anticipated during FY 2007 (21b).

This shows me that we need to get serious about training. Keep track of any and all technology-related training you attend whether it's at federation meetings, fall workshop, Offline, Lauren's online meetings, WebJunction webinars, etc.

Software (from SLD website)

Some software (such as productivity tools, curriculum software, library content, etc.) is not eligible for discounts, but is necessary to make effective use of the purchased services. (Software to operate a network server is eligible and would be included in Connectivity above).

1. Estimate the value of your software expenditures for FY 2006 (23a) and FY 2007 (23b).
2. Estimate the value of any donated software products received during FY 2006(24a) and any anticipated contributions during FY 2007 (24b).

Retrofitting (from SLD website)

Retrofitting that may be necessary to make effective use of purchased services is not eligible for discounts, but it is necessary to make effective use of the purchased services. Retrofitting includes electrical wiring, asbestos removal, building modifications, renovations and repairs necessary to use the requested products and services. Retrofitting does NOT include the costs that you incurred to upgrade your computer wiring or network hardware.

1. Estimate your retrofitting investment during FY 2006 (26a) and your anticipated investment for FY 2007 (26b).
2. Estimate any in-kind or pro-bono work in the area of retrofitting received during FY 2006 (27a) or any anticipated during FY2007 (27b).

You probably won't have anything in the retrofitting category at this time unless you've done some remodeling or upgrading.

Maintenance (from SLD website)

Systems maintenance and operations costs for ineligible hardware and software and salaries of staff are ineligible for discounts. Nevertheless, they are necessary to make effective use of the purchased services (maintenance costs for eligible equipment and services that do not include applicant staff salaries should be included in Section I - Connectivity above).

1. Estimate your expenditures for systems maintenance and operations in FY 2006 (29a) and your anticipated expenditures in FY 2007 (29b).
2. Estimate any pro-bono maintenance or the value of donated time for maintenance during FY 2006 (30a) and any anticipated during FY 2007 (30b).

I know we're doing this but I suspect most of us aren't keeping adequate records particularly of pro bono work done by a volunteer or work you do. Make sure that you keep track of time spent on doing virus and spyware software and Windows updates, computer maintenance issues, network calls, etc. Even if it's just your time, it has value. After all, it's time you could have spent doing other things.

webjunction webinar on techatlas

I just viewed the archived WebJunction webinar from last week on TechAtlas for the Rural Library

I thought I'd snag a few of the comments from the chat feature:

Why do a hardware/software inventory?

"Disasters!!!"
"To count the number of headaches I have per day."
"Replacement schedule"
"Documentation for volunteers who come and go"
"Know what you need to upgrade"
"New staff"
"Budget concerns, adding computers"
"Know what you have"
"Deal with theft"
"1. Grant writing 2. Ready reference for upgrades, etc."
"Keep track of how old machines are and when they need to be replaced."
"Insurance inventory; replacements & updates"
"Planned replacements"
"Budget allowances"
"Know what you have to determine what you need."
"To be eligible for the Gates grant"
"Insurance purposes"
"To comply with Gates grant requirments"
"Documentation,budgeting, just to keep track!"
"A snapshot of where we are"
"Insurance and let patrons know what's available"
"Easier replacement scheduling."
"Keep track of updates"
"Already done for E-rate and audits."
"Local government requirements"

Why are technology plans useful?

"Keeps lots of information in one place!"
"We hope to have a new media room, so we are doing tech planning to make sure we do it right"
"To control IT !!!! (as part of our long range planning process."
"To know where we are, and where we're going."
"Setting goals and objectives and service plans."
"It helped us apply for erate and plan for operating capital and CIP projects plus increased collaboration with IT"
"Budgeting, long range plans, e-rate"
"Create a wish list and know what you need funding for."
"Make sure we budget $ and space"
"To sell the importance of technology to the trustees!""
"Promotional tool when talking with administration when asking for funding"
"Gives direction to yearly tech activities. Keeps track of many tasks to accomplish."
"Much easier to present your case in asking for funding if you are organized and knowledgeable about your needs"
"We don't have one, but I believe it is a great idea. It gives a plan, a goal, a way to keep track of upgrades, especially when staff changes."
"It definitely helps when asking for more money from city administration."

Feel free to add your own reasons to the comments...