WEST CENTRAL MINNESOTA COMMUNITIES ACTION, INC · West Central Minnesota Communities Action, Inc. 411 Industrial Park Boulevard Elbow Lake, MN 56531-4213 Phone: (218) 685-4486 Toll

WEST CENTRAL MINNESOTA COMMUNITIES ACTION, INC.

TECHNOLOGY PLAN Revised 4-22-14

H:\TECHNOLOGY COMMITTEE\Technology Policies\Technology Plan-Guidelines\2013-2015 WCMCA Technology

Plan.doc5WCMCATechnologyPlan.doc

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ORGANIZATION

West Central Minnesota Communities Action, Inc. 411 Industrial Park Boulevard Elbow Lake, MN 56531-4213

Phone: (218) 685-4486 Toll Free: (800) 492-4805

Fax: (218) 685-6741 Email: wcmca.org

Website: www.wcmca.org

TECHNOLOGY COMMITTEE MEMBERS

NAME Steve Nagle Carol Boyer Missy Becker Mary Rolf Stephanie Jacobson Dianne Buck Jim Haugen Robbie Stier Janet Koep Amanda Duenow Diane Bender

TITLE Executive Director Fiscal Director Human Resources Director Head Start Supervisor Head Start Systems Specialist IT Manager Head Start Supervisor Family Self Sufficiency Counselor Frail & Elderly In Home Counselor Administrative Assistant EAP/WX Service Coordinator

http://www.wcmca.org/



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PURPOSE

The purpose of West Central Minnesota Communities Action, Inc. Technology Plan is to further the efforts to better serve its customers, improve efficiency, and ensure that technology investments are cost effective.

West Central Minnesota Communities Action, Inc (henceforth referred to as WCMCA) provides a variety of electronic tools such as telephones, cell phones, computers, facsimile machines, electronic mail (e-mail) systems, Internet access and a browser for employees whose job performance would be enhanced by the technology. WCMCA faces the challenge of making maximum use of the benefits of such tools, meeting legal requirements for access to information, and providing adequate protection for proprietary information.

Employee access to and use of electronic tools such as e-mail and the Internet is intended for business-related purposes. Limited and reasonable use of these tools for occasional employee personal purpose that does not result in any additional costs of loss of time or resources for their intended business purpose is permitted.

The Technology Plan provides the overall framework for evaluating technology resources to ensure that business requirements are met and public services are streamlined. The Technology Plan will help coordinate WCMCA technology efforts and drive forward the technology agenda. The purpose of this plan is to ensure that WCMCA selects and purchases technology that allows its employees to be efficient. The technology needs to allow for employee communication with other employees, clients, vendors, and other agencies. Purchases will not be of a proprietary nature but are open and interchangeable with competitive vendors.



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TECHNOLOGY PLAN

I. Technology Committee

A. The Technology Committee will create a Technology Plan for technology implementation and activities for a three-year period. The Plan should include:

1. Schedules and timelines. 2. Budget commitment. 3. Equipment to be purchased. 4. Tasks to be completed, milestones to be reached. 5. Staff assignments for each task. 6. Time estimates for tasks. 7. Any relevant inter-organizational or community partnerships

which involve technology.

B. The Technology Committee, with Board approval, will oversee implementation of the Technology Plan.

C. The Technology Committee will be actively involved in ongoing

technology planning, implementation strategy, and evaluation of the effectiveness of the guidelines and assessment of progress in reaching technology objectives.

D. The Technology Committee will submit an infrastructure replacement

schedule in order to maintain technical feasibility, meet customer expectations for electronic services, and to avoid outages and breakdowns due to obsolescence.

E. The Technology Committee shall ensure that formal procedures are

established and documented to implement the provisions of this guideline.

F. The Technology Committee will communicate the progress to the

Board, and other stakeholders, and the public to maintain continued support.

II. Purchasing of Hardware

A. The purpose of this plan is to ensure that WCMCA selects and purchases technology that allows its employees to be efficient. The technology needs to allow for employee’s communication with other



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employees, clients, vendors, and other agencies. Purchases will not be of a proprietary nature but are open and interchangeable with competitive vendors. Hardware will be reviewed on an annual basis and staff pcs and laptops will be replaced after three years of age, depending upon funding availability.

B. All information technology selections and purchases are made

according to the needs presented by program staff. Budgets are established by each program for the total amount of yearly purchases. Any expenditure must conform to the Financial Administrative Policy Manual.

C. No unit or division of WCMCA will undertake any information

technology activities without first reviewing the guidelines and receiving approval to proceed from the technology committee. This requirement is meant to help ensure that WCMCA has effective technologies that can be shared, managed, and affordable for the whole agency.

III. Purchase of Software

A. The Technology Committee will discuss standard software purchases with input from program managers.

B. The Technology Committee will research purchasing of software to

determine what would be the most cost-effective and productive.

C. For departmental purposes, proper procedure will be followed to gain approval from your Supervisor to select and purchase software. Supervisors will submit paperwork to Technology Committee for approval. For all software in excess of $150.00, the approved paperwork will be given to the IT Director to retain on file. Any expenditure must conform to the Financial Administrative Policy Manual. The Technology Committee will review adequacy of software versions being used.

D. Recommendations from the Technology Committee will be referred to

the Management Team for budget planning.

IV. Software Usage

A. It is the responsibility of each WCMCA employee and supervisor to assure that software is used in accordance with licensing agreements. It



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is also their responsibility to assure that any proprietary software is properly licensed before being installed.

B. This guideline will ensure that requirements are known to all

employees and that the employees will be held accountable for these requirements:

1. Install only WCMCA approved software and shareware. 2. Only use screensavers and backgrounds provided by Microsoft

Operating Systems. 3. Do not make illegal copies of copyrighted software.

V. Training

A. WCMCA will provide basic hardware and software training to allow employees to effectively perform duties necessary to their position.

B. Additional training will be provided as needed.

VI. Security and Evaluation Monitoring

A. The Agency shall annually review with each employee the importance of security measures, pertinent Data Privacy issues, and the employee’s role in sharing the responsibility for the security and integrity of computerized information resources.

B. The IT Director shall monitor for compliance.

C. The Agency shall ensure that each employee is aware that violation of

the security procedures could be cause for disciplinary action or termination.

D. The Technology Committee shall monitor and evaluate, on an ongoing

basis, the effectiveness of security tools and virus protection being used and shall take appropriate preventative actions to protect computer information resources from corruption by viruses.

E. Employee access to information shall be monitored as outlined in the

Employee Handbook.

F. There are security measures in place to ensure segregation of duties.



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G. Data entry shall be secured and restricted to authorized users. Multi-level access controls shall be utilized so users have different authorities.

H. Only authorized personnel will have access to computer network,

email, voicemail, or other electronic communication systems.

I. Procedures will be followed to disable, transfer, or deactivate the user’s account upon change of status.

VII. Disaster Recovery Planning

A. The Technology Plan will be reviewed annually to evaluate potential

threats, including natural, man-made, and technical threats. This will include:

1. Consequences of loss of information and services (financial). 2. Legal and regulatory requirements. 3. Analyze the costs associated with protective measures.

B. Strategies will be included for all essential functions, services, and

capabilities. This will include restoration of primary data processing/information facility or movement to a new site.

C. Periodic backups should be performed on all servers and pcs. The Plan

will be tested annually.

D. Only authorized personnel will perform data restoration.

VIII. Removal, Replacement, or Reassignment of Computers

A. Program Managers will identify computers for removal, replacement, or reassignment.

B. Program Managers will check with their funding source(s) for

conditions of disposal, replacement, or reassignment.

C. Removed, replaced, or reassigned computers will be given to IT Director for clean up.

D. A determination will be made if said computers will be stored for back-

up, donated (with approval from Program Manager and Executive Director), or taken to recyclables to be destroyed.



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IX. Electronic Communication and Internet Access

A. This guideline encourages use of electronic communication as an effective and efficient business tool within the framework of the Data Practices Act.

B. To ensure maximum benefits from electronic communication, a clear

defined balance between the need for open communication and the protection of the Agency’s assets is critical.

C. The Agency has the right to access electronic messages at any time

since they are agency records.

D. The rights and responsibilities for use of the Internet and electronic communication will be reviewed periodically. Please refer to the Employee Handbook, IV, Section 16.

X. New Employee

A. New employee’s technology skills, equipment needs, education, networking, and telecommunication requirements will be assessed upon hiring.

B. Training will be provided by agency staff, community resources, and

other sources as needed.

XI. Terminated Employees

A. Any change in a WCMCA employee’s status that could involve restriction or termination of information system permissions should be immediately communicated by the Human Resource Director to the IT Director. This includes changes in the status of temporary staff, leave of absence, resignation, and extended PTO.

B. When a WCMCA employee is dismissed or terminated involuntarily, all

computer and information system permissions, user IDs, and passwords should be disabled prior to notification of the employee. Other WCMCA staff members should be informed that they are in no way to provide the individual with any access to any WCMCA information processing system.



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XII. Other Users of WCMCA Technical Resources

C. Access to WCMCA facilities, computer systems, and other technology resources should be strictly controlled so that only WCMCA authorized users have access to available information.

1. Clients and volunteers shall have limited access. Their access will

be limited to an “as needed” basis as determined by Program Managers.

2. Consultants and technical maintenance personnel will have restricted access. Their access will be dependent on their duties and responsibilities.



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Technology Plan Cover Sheet

2013-2015 (July 1, 2013 – June 30, 2015)

ORGANIZATION INFORMATION

District/Agency/School

(legal name):

WEST CENTRAL MN COMMUNITIES ACTION,

INC. (WCMCA) HEAD START

District Number:

Technology Plan Status The District/Agency/School has an approved 2012

technology bridge plan:

Yes □ No X

2013-2015 Technology

Plan Date of Creation:

IDENTIFIED OFFICIAL WITH AUTHORITY INFORMATION

Name

STEPHANIE JACOBSON

Title

HEAD START SYSTEMS SPECIALIST

Address

411 INDUSTRIAL PARK BLVD.

ELBOW LAKE MN 56531

Phone Number & E-mail

218-685-4486 EXT. 149

[email protected]

TECHNOLOGY CONTACT INFORMATION

Name

DIANNE BUCK

Title

IT DIRECTOR

Address

411 INDUSTRIAL PARK BLVD.

ELBOW LAKE MN 56531

Phone Number & E-mail

218-685-4486 EXT. 128

[email protected]

mailto:[email protected]



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2013-15 Technology Plan

1. Technology Needs Assessment: Describe the processes(s) used to determine

the technology needs for the LEA for 2013-2015 and briefly summarize the needs

that have been determined. Make sure to include any technology needs that will be

supported through E-rate discounts, such as telephone, telecommunications access,

Internet, and other E-rate eligible services.

The Technology Committee meets every month to address agency wide technology issues, to analyze training needs and to plan for future technology changes or upgrades.

In addition to overall agency technology needs, Head Start has off-site technology needs apart from the main office. Each employee has the opportunity to address equipment needs two times during the year: once during the annual employee appraisal and once with the Head Start Staff Survey. In addition, there are opportunities to formally request equipment and supplies at least two other times during the year.

2. Goals and Strategies: List the specific goals and strategies for 2013-2015 that

address how your LEA will use technology to deliver education and assist with

school administration:

Prepare ChildPlus and CAP60 (Community Action Software for data compatibility “bridge.”

Utilize staff section of website more to convey to staff all needed forms, meeting minutes, and other documents necessary to perform job duties efficiently.

Install PaperSave software and train staff to diminish the amount of “hard” copies kept on file in the office.

Agency to have standalone email system.

Utilize technology to communicate with parents who have internet access.

Provide all Head Start teachers with Smart Phones and train as necessary to utilize text messaging to be more available to families.

Timesheets and Mileage sheets to be automated with electronic signature to provide directly to fiscal department via email by all employees.

3. Professional Development Plan: Describe the professional development

strategies you have in place for 2013-2015 to ensure LEA staff are prepared to use the

technology infrastructure, software programs, and online resources provided:



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One of the goals of WCMCA’s Professional Development plan is to train staff to utilize available technology and/or electronic communications more effectively, such as the staff section of the website and the Outlook Calendaring.

WCMCA has one full-time IT Director who is responsible for managing and maintaining all technology related needs and spends on average 15 hours per week specifically on Head Start technology related needs. The Head Start Systems Specialist and the Head Start Supervisors are responsible maintaining the child data tracking systems utilized within the Head Start department. The Administrative Staff provide necessary one-on-one training to all Field Staff whenever possible. If the Administrative Staff cannot provide the training needed, Head Start utilizes a local Training Consultant. Training specific to ChildPlus and CreativeCurriculum.net is completed by Head Start Management Staff. The Head Start System Specialist is responsible for E-rate procedures.

New employee’s technology skills, equipment needs, education, networking and telecommunication requirements will be assessed upon hiring. Training will be provided by agency staff, community resources and other sources as needed.

4. Evaluation: Explain the evaluation process for your technology plan for 2013-2015,

including timeline, roles and responsibilities, and information gathered to assess how

the technology plan goals and strategies are being met.

The Technology Committee meets monthly to review progress. Goals are reviewed annually and then revisions and updates are reviewed by the WCMCA Management Team. The plan is then brought to WCMCA Board for approval and Head Start Policy Council.

5. Optional Links: Provide links to district strategic planning documents, survey

instruments, policies, or other resources that were used to provide data and help

prepare the technology plan.

(Expands as needed)

6. Link to Current Technology Plan: Provide the link on the LEA website where

the technology plan will be posted and updated throughout the planning period.

(Expands as needed)



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II. Children’s Internet Protection Act (CIPA)

This LEA has an Internet Safety/Acceptable Use Policy in place.

Yes

If yes, please provide a link to access the policy at the LEA website.

This Head Start deploys an Internet filter to protect minors from material that is

pornographic or otherwise harmful to them.

Yes

Documents

WEST CENTRAL MINNESOTA COMMUNITIES ACTION, INC · West Central Minnesota Communities Action, Inc. 411 Industrial Park Boulevard Elbow Lake, MN 56531-4213 Phone: (218) 685-4486 Toll