Technology Planning for E-Rate

Michael Sauers & Christa Burns

Technology Planningfor E-Rate

Who are we?

• Michael SauersTechnology Innovation LibrarianAuthor, Blogger, Photographer

• Christa BurnsSpecial Projects LibrarianGamer, Gardener, Cat & Ferret minion

Who are you?

• Name• Position• Library• Service area / # of patrons served• When was the last time your library had a

technology plan?

What a Technology Plan is…

• A plan• A demonstration• A lens with which to focus• A prioritizing agent• A budgeting tool• An aligner with other institutional goals• A training schedule• A fund-raising tool

What it is not…

• A list of technology that the library wants and on what time frame it wants it.

You plan should be SMART

• Specific• Measureable• Aggressive & Attainable• Results-oriented• Time-bound

Why?

• Give the library direction• Show the library is forward-thinking• Help minimize technology-related crises• Use staff time efficiently• Avoid wasting money on equipment• Help you think through your priorities in order to

use technology in a way that directly furthers your mission

• It’s required for E-rate requests for more than Basic Telephone Service

What makes a good plan?

• Concise• Specific• Integrated• Foreseeable• Flexible

And what doesn’t?

• Tech for tech’s sake• Doesn’t connect the tech to the mission of

the library• Doesn’t explain why the tech is needed• Poorly organized• Techno-babble• Leaves stuff out

What others will look for

• Alignment• Business Case• Framework for Accountability• Discrete Initiatives• Appropriate Costs• Proactive Approach• Highlight Innovation• Viability and Sustainability

The players

• Board• Director• Department heads• Staff• Public?

The Resources

• Direct:– Current strategic and/or long-range plan– Library mission and/or vision statement– Current and/or previous technology plans

• Indirect:– All of the above for parent institution– Library journals, magazines, and blogs

Samples

• See handouts

The Structure

• Executive summary• Library description• Library challenges• Current technology environment • Emerging technologies• Web site evaluation• Recommendations

Executive Summary

• 1-2 page narrative summary of the plan

Library Description

• Introduction• Purpose of the plan• Library history• Physical description• Mission statement• Community served• Staffing

• Budget• Collection size &

annual growth• Services offered• Use of the library• Current technology

• Visuals never hurt

Library Challenges

• SWOT Analysis– Strengths– Weaknesses– Opportunities– Threats

Current Technology

• Hardware– Patron computers, Staff computers, networking

equipment, peripherals• Software– OSes, Patrons, Staff

How to pick new tech

• Think about “competencies”

What do you think you staff needs to know to move your library into the future.

Emerging Technologies

• Audio/Video• Wireless (802.11n / WiMax)• Mobile• RFID• Social Media• Photo printing

Web Site Analisys

• Follows current design practices?• Platform?– Static, CMS

• Accessible?• Social?• Mobile?

Recommendations

• Priorities• Description of relevant categories• Listing of the specific recommendations– Type (new software, application, hardware)– Cost (including interdependencies)– Benefits

• Recommended timeline• Assessment/results/training needed

Suggested phrasing

“In the next [time frame], the library will [action or recommendation], which will result in [associated benefits].”

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Technology Plans and E-rate

• Federal Communications Commission rules require libraries to write technology plans when they are receiving support for more than basic telephone service– Basic telephone service is defined as wireline

or wireless single-line voice service (e.g., local, cellular, and/or long distance) as well as mandatory fees associated with such service (e.g., federal and state taxes, universal service fees, etc.)

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Technology Plan Needed?

NO• Local/long

distance service (landline or cellular)

• 800 service• Centrex

YES• Digital Transmission

Services– DSL, fiber optic, OC-

x, frame relay, etc.• PBXs• Key system lines• Internet Access• Internal Connections• Basic Maintenance

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Purpose of the Technology Plan

• Technology plans ensure that libraries are prepared to effectively use the requested services to integrate telecommunications and Internet access into the educational program or library services they provide.

• Technology plans should support and validate the services requested on the Form 471.

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Timing

• Technology plans must be written before the Form 470 is filed– Applicants need to determine the services

they require before filing their Form 470• Technology plans must be approved before

services start or Form 486 is filed (whichever is earlier)– Generally, this means on or before July 1 of the

new funding year

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Important Terminology

• Written (same as created): When the technology plan first contains the five required elements in sufficient detail to support the services requested on the associated Form 470, USAC considers the technology plan to be written.

• The date this occurs is the Creation Date. The creation date must be prior to the date the associated Form 470 is posted to the USAC website.

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Important Terminology• Approved Date: The date when the

technology plan is approved by an USAC Certified Technology Plan Approver. The approval date should appear on the approval letter.

• SD Public libraries go to Dept. of Ed – Peg Henson - Peg.Henson@state.sd.us

• USAC does not approve technology plans – DO NOT submit your technology plan to USAC unless requested during review.

E-rate Forms

• Indicate current status of your technology plan–Block 5 of Form 470–Block 6 of Form 471

• Certify that the plan approval has been obtained–Block 4 of Form 486

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Technology Plan Duration• Technology plans should not cover more than

three years due to the rapid development cycle of new technologies

• Technology plans must cover the entire funding year for which a service is being sought– funding years run July 1 – June 30.

• Libraries need to keep copies of the technology plan and the approval letter for at least five years following their last date of service for audit purposes.

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Five Required Elements

• Clear Goals and a Realistic Strategy• Professional Development• Needs Assessment• Sufficient Budget• Evaluation Process

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• The technology plan must establish clear goals and a realistic strategy for using telecommunications and information technology to improve education or library services.

Clear Goals/Realistic Strategy

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Clear Goals/Realistic Strategy• Specific goals for using technology should

identify:– Improvement that should occur from the use

of technology by library patrons– Achievements and/or successes that can be

attained using technology – Increased staff and library patron competency

with using technology– Additional Internet and/or telecommunication

options for classrooms or public areas of a library

– Accessibility to technology

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• Realistic strategies should identify:– How the library will develop and integrate the

technology (e.g., how many computers will have Internet access)

– Standards required for implementation of the technology

– Technology needed for the future to maintain or enhance the current instructional or library environment

Clear Goals/Realistic Strategy

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• The technology plan must have a professional development strategy to ensure that staff know how to use these new technologies to improve library services.

Professional Development

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Professional Development

• Describe and list the professional development activities required of staff to train properly on the technology in the library– Training is more than just how to turn on

the computer– Identify person or group in charge of

planning and coordinating staff training– Verify current levels of training

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• Details of training–Methods of training to be used

(classroom, seminars, Train-the-Trainer, etc.)–How training supports the library usage

goals–Documentation of training (sign-in

sheets, computer lab logs, lists of in-service activities, etc.)

Professional Development

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• The technology plan must include an assessment of the telecommunication services, hardware, software, and/or other services that will be needed to improve library services.

Needs Assessment

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Needs Assessment

• Provide a status of the existing technology, such as:

– Telephone system– Building Infrastructure (e.g., electrical

capacity, cooling system)– Computer hardware and software– Internet access– Staff training

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Needs Assessment• Based on the current technology, describe

new technology needs, such as:–Adding a firewall or replacing servers–Adding upgrades to phone system–Adding network switches–Adding cable drops–Installing a new network –Classroom/lab materials

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Needs Assessment• Describe maintenance needed for new

and existing equipment–How often will the technology be

serviced? (e.g., daily, weekly, monthly, etc.)–What are the characteristics and

capabilities of the equipment? (e.g., age, model, year, memory, etc.)

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• The technolgy plan must show how the library will:–Pay the non-discount share of the cost–Acquire and support the necessary

resources (computers, training, electricity, software, etc.) needed to make effective use of the discounted services.

Sufficient Budget

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Sufficient Budget• Include specifics about budgeted items and

the sources of funding. For example:– Salaries– Telephones (E-rate funding)– Desktop software (state funds)

• Budgets can be projections– Budgets should be based on reasonable

expectations of receiving funding and incurring expenses

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• The technology plan must include an evaluation process that enables the library to monitor progress toward specified goals and make mid-course corrections in response to new developments and opportunities as they arise.

Evaluation Process

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Evaluation Process

• Evaluation process should describe:– How frequently the technology plan will be

evaluated– The person(s) responsible for updating the

plan– How progress toward the goals and objectives

will be measured or monitored– If and how goals were met– Any unexpected outcomes– Any new needs that emerged– Any goals that are no longer relevant

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Plans for Other Programs• Other federal, state, or local programs may have

technology plan requirements• USAC does not require a technology plan in

addition to other technology plans– However, if there is only one technology plan

covering all programs, the information required under E-rate must be included in that technology plan

– HINT: Include a cover sheet giving the page number(s) where each E-rate requirement is addressed

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Revising Plans

• Through the evaluation process, the technology plan writer may discover that the technology plan needs revisions or mid-course corrections. For example, if there are major changes, such as:– Budget Increase/shortfall– New technology introduced– New construction– Mergers and closures

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Revising Plans• Major Changes– If the changes are significant (e.g., building a

local area network or starting a new initiative like distance learning), the technology plan should be re-approved• TPA can re-approve revised technology plan

for balance of the original time period approved• A new technology plan incorporating the

changes can be written to cover another three years

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Revising Plans

• Minor Changes– If the changes are minor (e.g., a change in

technology that USAC could approve under a service substitution request), the technology plan may not need to be amended

• TPA can request copies of any changes• USAC does not expect a new approval letter• Retain documentation of any changes

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Pitfalls• Technology plan does not contain all five required

elements• Technology plan is undated• Time period the technology plan covers is not

specified• Library used an approver who is not a TPA• Technology plan was approved after services started

(if necessary, USAC will adjust the service start date to the date the technology plan was approved)

• Technology plan does not support services being requested or technology currently in use

• Technology plan is not realistic based on TPA’s expertise

E-Rate & filtering• Compliance with CIPA required for:– Internet access – Internal connections– But not telecommunications (telephone)

• CIPA requires– Filtering– Internet Safety Plan– Public notice and public hearing or meeting

• E-rate information on CIPA:– http://www.usac.org/sl/applicants/step10/ cip

a.aspx

http://webjunction.techatlas.org/

• Inventory Tool• Event Tracker• Planning Tool

Resources• Matthews, Joseph R., Technology Planning:

Preparing and Updating a Library Technology Plan: Libraries Unlimited, 2005.

• TechSoup: http://www.techsoup.org/• Technology Planning for E-rate:

http://www.usac.org/sl/applicants/step02/ technology-planning/

• Links:http://delicious.com/travelinlibrarian/techplan