PHOENIX ELEMENTARY SCHOOL DISTRICT # 1

Management Information

Systems

General

Information

July 2013

MIS General Information Table of Contents

Description Page #

District Network Accounts 1 Email 2 Network Restrictions 3 - 5 How Do I Get Help? Where Can I Find Information? 6 - 7 Technology Equipment 8 - 8 Taking Care of the Equipment Laptop Security Telephones 9 Setting Up Printing Requesting Printer Toner 10 Purchasing Technology Equipment Desktop Computers, Laptops, Tablets, and Printers Process for Purchasing Software and/or External Devices 11 Additional Software Information 12 Annual Computer Re-Imaging 13 - 14 Moving Technology Equipment 15 Network Definition 16 - 18 Student Information System / Synergy Class Scheduling Electronic Grade Book Taking Attendance 19 What is the Student-Teacher-Course-Connection Program 20 Information About Synergy / Documentation & Videos 21

District Network Accounts

Each employee that requires access to the districts network will receive a network login ID and password. The login ID is your first name followed by a period that is followed by your last name. Ex: john.doe

New employees will receive an introductory form that contains the basic information you need on the first day of employment. This form will be provided to you by the school office staff if you work at a school or by your direct supervisor if you work for a particular department. You will be given access to information and software applications based on your job responsibilities and where you work. When you login to the network a process called a Login Script will create links to personal and shared storage areas where you can save files.

The H: drive is a personal storage area that is private. The G: drive is a shared storage area that you can share with others at your location.

Files in these storage areas are backed up each night and can be recovered. Caution, files saved on the C: drive of the computer you are using are not backed up and will be lost if the computer malfunctions or needs to have a new software image installed on it.

1) All employees who have a Phoenix Elementary School District # 1 network account must use their user account appropriately. Every user is granted the necessary rights to accomplish his/her required job tasks based upon their position, location, and job requirements.

2) No one can use another users account to perform a function for which they do not have authority to do. Teachers cannot allow anyone else such as, substitute teachers or instructional assistants, to use the student management software - Synergy to take attendance. Student attendance can only be taken electronically by the teacher assigned to a class. Substitute teachers and instructional assistants can only take student attendance manually. 3) User IDs are used to trace computer and Internet browsing activities. Users can be held responsible for unauthorized actions performed by others using your account; consequently, insure that you are the only one who performs activities using that account. 4) Passwords are used to allow users access to their network account, software applications, and certain websites. Passwords may not be disclosed to other users. 5) Use the Lock This Computer option on your computer to deny access to your account while you are away from your desk.

For additional information, please review:

Board Policy I-6411 IJNDB-R Use of Technology Resources in Instruction Safety and use of Electronic Information Services

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Email

The district provides email accounts to conduct district related business. District email should not be used for personal communications. A personal email account such as Gmail should be used instead. Remember, district email transactions are not private and are monitored. The districts Email policies are as follows:

1) Each email account will have a size limit based on your user type. Administrators 6 GB Support Staff (MIS, M&O, etc.) 4 GB School Staff (Office staff, Support staff, etc.) 3 GB Instructional Staff (Teachers, IAs, etc.) 2 GB

2) Emails in the Inbox and Sent Items folder that are older

than 90 days will be automatically purged from each users email account. Emails moved from the Inbox to a personal email-folder will not be affected.

3) Emails in the Deleted Items folder will be purged every 7 days.

4) Calendar information older than 2 years will be automatically purged.

5) The total size of files attached to an email cannot exceed 10MB.

(See MIS Website / Knowledge Base / Technology How to Manage the Size of Your Outlook Mailbox)

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Network Restrictions

The security of the Districts network is essential and the associated restrictions necessary to protect the hardware, software, and data must be updated continually. We as individuals constantly make decisions about what risks we are willing to accept and view those risks as the price of convenience. The Districts network policy and associated restrictions must articulate where user convenience falls between the two extremes of total security and total access. Email and Internet connectivity provide external access to District information by authorized and unauthorized users and provide a way for viruses, SPAM, and other unwanted or malicious items to gain entry. Hardware and software is used to protect the network. Anti-virus software, firewall settings, web content filtering software, SPAM blocking software, and Email filtering software interact with each other to block or restrict Email and website access. There is no perfect setting because new viruses are created constantly and like crime, people find new ways to circumvent existing technology. Even the stationary someone chooses to use for the appearance of their Email may be blocked because it has the potential to contain a virus. The District uses a program that attempts to block objectionable material such as pornography; however, there is an inherent imperfection. While blocking objectionable material, filtering software may also wall-out harmless information. For example, some filters will block information on breast cancer because the word breast is used in an Internet search. Below is a listing of the number of Emails processed by the filtering software, GFI, for 1 week:

Day Total Email Processed

Total SPAM SPAM URL Blacklist

Phishing URL Blacklist

SPAM Percentage

Monday 236,452 231,521 71,502 30 98%

Tuesday 211,533 208,207 59,719 29 98%

Wednesday 240,296 234,124 65,395 43 97%

Thursday 233,662 227,370 74,003 7 97%

Friday 203,938 200,015 56,170 14 98%

Saturday 248,125 244,476 59,431 12 99%

Sunday 115,518 112,054 30,246 8 97%

1,489,524 1,457,767 416,466 143 98%

As you can see, the District processes over 200,000 Emails each day. Of those, 97% or more are blocked by the server because they are considered SPAM. The remaining 6,000 emails are the ones each of us normally receive. The security restrictions placed upon District users for network, Email, and Internet access are designed to protect the integrity of all information. New viruses are created every day and the security applications discussed above require frequent upgrades and constant monitoring. It is not the intent of the MIS department to impede any users ability to do their job; however, the plethora of viruses and dangerous Email attachments requires such measures. (See pages 2 4 for additional information)

Internet GFI

Email

Filter

FirewallNetwork

Web

Content

Filter

Anti

Virus

Server Bethune

Emerson

Court

Whittier

Capitol

Phoenix Elementary School District # 1

Basic Network Security

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Explanation of Terms

E-mail - (electronic mail) is the exchange of computer-stored messages by telecommunication. A large percentage of the total traffic over the Internet is e-mail. E-mail is often used to spread viruses by placing them in E-mail attachments.

E-mail spam, also known as "bulk e-mail" or "junk e-mail," is a subset of spam that involves nearly identical messages sent to numerous recipients by e-mail. A common synonym for spam is unsolicited bulk e-mail (UBE). Definitions of spam usually include the aspects that email is unsolicited and sent in bulk.

E-mail spam has existed since the beginning of the Internet, and has grown to about 90 billion messages a day, although about 80% is sent by fewer than 200 spammers. Botnets, virus infected computers, account for about 80% of spam. Laws against spam have been sporadically implemented, with some being opt-out laws and others being opt-in. The total amount of spam has leveled off slightly in recent years. The cost of spam is borne mostly by the recipient, so it is a form of postage due advertising.

E-mail addresses are collected from chat rooms, websites, newsgroups, and viruses which harvest users address books, and are sold to other spammers. Much of the traffic is sent to invalid e-mail addresses. ISPs have attempted to recover the cost of spam through lawsuits against spammers, although they have been mostly unsuccessful in collecting damages despite winning in court.

Firewall - A computer and related software designed to prevent unauthorized access to or from a private network. Firewalls are frequently used to prevent unauthorized Internet users from accessing private networks connected to the Internet. All messages and data entering or leaving the Districts network pass through a firewall, which examines each message and blocks those that do not meet the specified security criteria. Internet-filters or Content-Blockers - are used to block sites that advocate potentially disquieting and hurtful content. Content filtering usually works by specifying character strings that, if matched, indicate undesirable content that is to be screened out. Content is typically screened for pornographic content and sometimes also for violence- or hate-oriented content. Critics of content filtering programs point out that it is not difficult to unintentionally exclude desirable content.

Content filtering and the products that offer this service can be divided into Web filtering, the screening of Web sites or pages, and e-mail filtering, the screening of e-mail for spam or other objectionable content.

The content blocking software used by the District restricts all user access to objectionable sites and is not currently configured to limit restrictions to certain users. Some websites may be useful to a small group of people, such as nurses or those dealing with discipline issues; however, those websites might contain information or links to information that is not suitable for students.

In computing, phishing is an attempt to criminally and fraudulently acquire sensitive information, such as usernames, passwords and credit card details, by masquerading as a trustworthy entity in an electronic communication. eBay, PayPal and online banks are common targets. Phishing is typically carried out by email or instant messaging and often directs users to enter details at a website, although phone contact has also been used. Phishing is an example of social engineering techniques used to fool users. Attempts to deal with the growing number of reported phishing incidents include legislation, user training, public awareness, and technical measures.

Pop Ups - An ad that displays in a new browser window.

Spam - refers to electronic junk mail or junk newsgroup postings. Some people define spam even more generally as any unsolicited e-mail. In addition to being a nuisance, spam also eats up a lot of network bandwidth. Because the Internet is a public network, little can be done to prevent spam, just as it is impossible to prevent junk mail. However, the District uses software filters to remove most spam sent through E-mail.

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http://en.wikipedia.org/wiki/Spam_%28electronic%29http://en.wikipedia.org/wiki/E-mailhttp://www.webopedia.com/TERM/f/access.htmlhttp://www.webopedia.com/TERM/f/network.htmlhttp://www.webopedia.com/TERM/f/Internet.htmlhttp://www.webopedia.com/TERM/f/firewall.html##http://www.webopedia.com/TERM/f/security.htmlhttp://searchsecurity.techtarget.com/sDefinition/0,,sid14_gci1093128,00.htmlhttp://searchmobilecomputing.techtarget.com/sDefinition/0,,sid40_gci213031,00.htmlhttp://en.wikipedia.org/wiki/Computinghttp://en.wikipedia.org/wiki/Criminalhttp://en.wikipedia.org/wiki/Fraudhttp://en.wikipedia.org/wiki/Passwordhttp://en.wikipedia.org/wiki/EBayhttp://en.wikipedia.org/wiki/PayPalhttp://en.wikipedia.org/wiki/Online_bankinghttp://en.wikipedia.org/wiki/Emailhttp://en.wikipedia.org/wiki/Instant_messaginghttp://en.wikipedia.org/wiki/Social_engineering_%28computer_security%29http://en.wikipedia.org/wiki/Legislation

Spyware is computer software that is installed surreptitiously on a personal computer to intercept or take partial control over the user's interaction with the computer, without the user's informed consent.

While the term spyware suggests software that secretly monitors the user's behavior, the functions of spyware extend well beyond simple monitoring. Spyware programs can collect various types of personal information, such as Internet surfing habits, but can also interfere with user control of the computer in other ways, such as installing additional software, redirecting Web browser activity, accessing websites blindly that will cause more harmful viruses, or diverting advertising revenue to a third party. Spyware can even change computer settings, resulting in slow connection speeds, different home pages, and loss of Internet or other programs. In an attempt to increase the understanding of spyware, a more formal classification of its included software types is captured under the term privacy-invasive software.

Virus - a program or piece of code that is loaded onto your computer without your knowledge and runs against your wishes. Viruses can also replicate themselves. All computer viruses are manmade. A simple virus that can make a copy of itself over and over again is relatively easy to produce. Even such a simple virus is dangerous because it will quickly use all available memory and bring the system to a halt. An even more dangerous type of virus is one capable of transmitting itself across networks and bypassing security systems. Worm - is a special type of virus that can replicate itself and use memory, but cannot attach itself to other programs. The following are potentially dangerous file extensions. If you launch them (double click them), they will execute instructions in your computer. If a friend sends you an executable attachment in an e-mail and says "this is the coolest thing I've ever seen" or something similar... beware! It could be a virus sent to you via your friend's address book. The bottom line is you must know why you are launching an .EXE (executable) file. Coming from a "supposed" friend, there are a million clever lines that could trick people into double clicking an attachment that wipes out their hard disks. Below are the most common file types that are blocked to prevent viruses from damaging the network: Executable files .EXE (executable file) .COM (executable file) .VBS (Visual Basic script) .BAT (DOS batch file) .PIF (shortcut to DOS file) .SCR (screen saver) .SHS (OLE object package) .LNK (shortcut to an executable) .MOV (Movie file) .MPG4 (Windows Media) Other executables (potentially a problem) .HTA .JS .JSE .VBE .WSH Data (potential problem) - These file types are allowed .XLS (Excel) Can contain macros that execute. .DOC (Word) Can contain macros that execute.

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http://en.wikipedia.org/wiki/Computer_softwarehttp://en.wiktionary.org/wiki/surreptitiouslyhttp://en.wikipedia.org/wiki/Personal_computerhttp://en.wikipedia.org/wiki/Informed_consenthttp://en.wikipedia.org/wiki/Personally_identifiable_informationhttp://en.wikipedia.org/wiki/Personally_identifiable_informationhttp://en.wikipedia.org/wiki/Web_browserhttp://en.wikipedia.org/wiki/Internethttp://en.wikipedia.org/wiki/Privacy-invasive_softwarehttp://www.webopedia.com/TERM/v/code.htmlhttp://www.webopedia.com/TERM/v/virus.html##http://www.webopedia.com/TERM/v/computer.htmlhttp://www.webopedia.com/TERM/v/virus.html##http://www.webopedia.com/TERM/v/copy.htmlhttp://www.webopedia.com/TERM/v/memory.htmlhttp://www.webopedia.com/TERM/v/system.htmlhttp://www.webopedia.com/TERM/v/network.htmlhttp://www.webopedia.com/TERM/v/security.html

How Do I Get Help? / Where Can I Find Information?

Please make all requests for service / support by doing one of the following options:

1) call the MIS Support extension 4096

2) send a request via Email to: Help Desk or MIS Support. (You will automatically receive a work order number)

Please do not call or Email members of the MIS department directly to request support. By using MIS Support each service request is logged, assigned a number, and then assigned to a technician.

MIS Website

There is a considerable amount of information on the MIS Website. Please use this as the first resource for technology questions.

If youre connected to the districts network you can type MISWebsite into the browsers URL. If youre at home or anywhere outside the districts network, you can connect directly to the MIS website by entering the following URL: http://phxschools.org/mis

You can also use the districts website to connect to the MIS website and several other departmental websites. Network authentication is required. To get to the districts website from home or anywhere outside the districts network, use the following URL: http://www.phxschools.org

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To get to the departmental websites and links to other programs that require application specific user IDs and passwords, click on the [Employee Site] in the upper right hand corner of the Districts website home page. This opens the authentication page that allows you to login to the departmental websites by entering your user name and password. You can also use one of the quick links above the login box to open the following applications.

Ivisions for employee pay and attendance information.

Email - Microsoft Outlook Web Access for district Email.

Subfinder Substitute teacher program.

Time America Employee Time & Attendance.

Each of these applications requires a separate user ID and password.

After clicking on the [Log In] button, the Intranet home page opens. It contains links to the departmental websites in the upper region of the page. Theres a Quick Link to the MIS Website. (See highlighted area) Links to the applications referenced above are also available on this page.

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Technology Equipment

Each computer and printer is given a unique name. This enables the MIS department to maintain and inventory equipment remotely. The name created by the MIS department is different from the serial number provided by the manufacturer. All District computers display this name in the upper right hand corner of the screen when in use. Equipment is named as follows:

There are 4 sections to each computer or printer name. Each section is separated by a hyphen. This includes workstations and laptops.

Ex: TL-12-R104-15

Section 1 describes the type of equipment and user AD is used for desktops assigned to office staff and administrators AL is used for laptops assigned to office staff and administrators

SD is used for desktops designated for student use SL is used for laptops designated for student use

TD is used for desktop computers assigned to teachers TL is used for laptop computers assigned to teachers

P is used for printers

Section 2 describes the site location 02 is for Capitol since its school number is 102 23 is for Shaw since its school number is 123

Section 3 describes the room or laptop cart R101 represents room 101

Section 4 represents the specific number assigned to a computer in that particular room. There may be a lab with 20 computers in room 101. The 3

rd of 20 student laptops assigned

to Capitol in room 101 would be named (SL-02-R101-03).

Each computer, printer, and telephone also must have a unique TCP/IP Telecommunications Protocol / Internet Protocol number. Most computers and telephones are assigned this dynamically by a process called DHCP Dynamic Host Control Protocol. Certain special computers, such as file servers, must have this number assigned statically. The naming convention and the need for a TCP/IP number demonstrate how important it is to keep equipment in the location it was installed in. A phones IP address is registered in a database that links the IP address to a particular location and user. Voice mail and specific user settings are incorrect if a phone is moved to a new location without updating the database. If computers or printers are moved to different rooms at a site or even worse moved to another site, they will register in the inventory database incorrectly. Since the equipments name has not been changed it will register as being located in the original location instead of the new location. This can cause print jobs to get lost or go to an incorrect printer. It can also trigger an alert concerning the number of computers, printers, or phones assigned to a site.

Do not move equipment for any reason. Notify the MIS department when this is necessary so the proper changes can be made.

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Taking Care of the Equipment

Please treat all technology equipment as you would your own property.

1) Please do not use markers to write names or descriptive characters on the laptops.

2) Please do not place labels with strong adhesive on the laptops.

Laptop Security

All district laptops are equipped with a Lo-Jack type application. This allows the MIS department to monitor the location of all laptops at any time. The Lo-Jack application allows us to create boundary lines around each district location. All student laptops assigned to a location will be associated with that locations boundaries. Administrative laptops will have a much larger boundary area because their usage often spans multiple locations in and out of the district. If a principal temporarily assigns a district employee a student laptop for use outside the sites boundaries, they must notify the MIS department so the laptop can be given a new boundary area. Any laptop taken outside its boundary area will automatically send an alert to the MIS department and the Lo-Jack company. The site administrator will then be contacted to see if theyre aware of the laptops movement. The following takes place if the site administrator is unaware of the laptops location.

1) The police department will be contacted. The laptop will be reported stolen.

2) The police department will obtain a warrant to get the street address of the laptop based on

its Internet connection.

3) The laptop will be remotely altered to transmit all keystrokes to the Lo-Jack company.

4) All files on the laptop and all emails will be transmitted to the Lo-Jack company.

The MIS department will also be monitoring the usage of laptops. If they are not turned on for more than a week, a notification will be sent to the site administrator asking them to check on the equipment. Regular inventories are taken of all laptops and you will be required to sign a Laptop User Agreement for any laptop taken off site.

Telephones

Requests for the purchase of additional telephones must be made to MIS Support and approved by the MIS department. Please include the reason why the phone is needed. Valid reasons are:

1) to provide a phone to a newly hired employee that didnt inherit one from the person that previously occupied the position.

2) to replace a defective phone. An invalid reason is to add a phone used solely for the purpose of clocking into Time America. When the Time America system was installed, phones were placed in strategic areas for that purpose.

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Setting Up Printing

The laptop user is responsible for setting up their printer. A How-To document is available on the MIS website that explains the process. (See MIS Website / Knowledge Base / Technology page How To Setup a Printer) It is very important that the correct printer is selected and that you monitor your print jobs. If you select the wrong printer at your site, youll be using toner assigned to another room. If you incorrectly select a printer at another school, youll be using toner purchased by that school. Your schools budget code may then be charged for the cost of the wasted toner.

Requesting Printer Toner How is printer toner requested? Send an Email to MIS Support (Do not call MIS Staff or the Help Desk)

The Email must include: 1) The subject line must be Printer Toner

2) The printers tag number must be included

A special tag will be placed on each printer that uniquely identifies it.

3) The school or department and the room number the printer resides in

4) The funding code the cost is to be applied to. See below:

Instructional Supplies 001-100-1000-6610-1??-0000-000 Office Supplies 001-100-2410-6610-1??-0000-000

Replace the ?? with your site number. Who should contact MIS Support to request printer toner?

1) The school principal or department administrator

2) The school office manager or assistant office manager

3) The department secretary

MIS will only accept requests for toner from those listed above. Teachers and other district employees cannot request toner.

The MIS department will place all orders for toner with the vendor.

How will the toner be paid for? How much does the toner cost? The MIS department will create the necessary purchase orders for printer toner; however,

each school or department is responsible for the cost of the toner they use. The cost will be charged to the funding code included in the request for toner.

Each school or department will receive a list of toner cartridges and their cost. How is the toner delivered? Laser Options will deliver toner as it is ordered, regardless of the quantity. What do we do with used toner cartridges?

Laser Options will pick up used toner when they deliver new cartridges. The site administrator will determine where used toner cartridges should be stored.

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Purchasing Technology Equipment Desktop Computers, Laptops, Tablets, and Printers

All technology equipment must be purchased by the MIS department. Purchase orders are examined by Business Services to ensure compliance. The MIS department maintains over 4,600 computers, 150 tablets, 1,100 printers, and 515 Smart Boards. There are 5 technicians assigned to keep all those devices working properly. To do so requires the following:

1) All equipment is evaluated prior to approval to ensure it will function on the districts network. Quotes for approved devices are posted on the MIS Website.

2) All grants that include technology equipment and/or software must be approved by the MIS department before they can be submitted.

3) All computers must be able to be remotely connected to so that upgrades and maintenance can be performed without having to physically touch each device.

4) All computers must be guaranteed by the manufacturer to have the same internal parts unlike computers purchased from retail stores such as Costco. Computers sold in retail stores have non-standard internal parts such as the Network Interface Card and/or the Main Board. A software image created for a computer with one set of internal parts will not work on an identical computer with the same model number that has different internal parts. This increases the workload of the computer technicians beyond acceptable limits.

5) All computers and tablets must be able to run the version of Microsofts latest operating system that allows each device to connect to the districts network via Active Directory. This is the foundation of the software image that every district computer must have.

6) All laptops must have a global tracking and management program installed on them. This enables the MIS

department to track the location of each device and deal with security problems such as theft. 7) All technology devices are purchased with a warranty that matches the devices projected lifespan. This

helps the MIS department keep equipment functioning longer with minimal interruptions of service. The projected lifespan of computers is 4 years. It is 5 years for printers. 8) All laptops are purchased with a damage protection package that matches the length of the warranty.

Process for Purchasing Software and/or External Devices

1) All software and/or external devices must be tested by the MIS department to ensure they work

on the network.

2) The software or external device will be evaluated by the Curriculum department to ensure it meets the Districts educational standards.

3) The request for software is approved or alternative options are provided based upon the

evaluations of the MIS and Curriculum departments. 4) The requestor is notified when the evaluation is completed.

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Additional Software Information Software can be purchased in different formats. Individuals can purchase software intended for

home use from a store such as Circuit City that requires using the enclosed CD to install. This is not an approved format.

Example 1: There are 100 users that need to use a software application and the home use format is purchased, requiring 100 separate software purchases with boxes that contain a unique CD. The software program must be installed on each individual computer. There are now 100 different CDs each with its own software license key.

Most major software applications can also be purchased under a volume licensing agreement that allows software applications to be installed on multiple computers using a single license key.

Example 2: Purchasing software under a volume license agreement allows the MIS department to create a process that pushes the application to multiple computers remotely. In this example, it is not necessary to visit any of the 100 computers since the installation is done remotely. All 100 computers have the software installed on them at the same time using a single license key.

This also allows the District to increase the number of users that can use the application at any time by purchasing additional user access privileges under the existing license.

Why software and/or external devices must be evaluated

Evaluating software before deployment eliminates the need to be reactive and deal with numerous unintended consequences. This way, software deemed to be non-compatible with the Districts network configuration or software that poses a potential security risk will be dealt with without incident.

Key issues related to the support of software applications and/or external devices

Computers do break down, often requiring the MIS department to place a new software image on the workstation or laptop. This clears the computers hard drive and reinstalls the basic image that contains most software applications. Software that is not part of the image, installed using a CD with a single license key, requires a technician to install such software on each such computer after the image is installed.

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Annual Computer Re-Imaging

Every summer the MIS department places a new software image on each District laptop and desktop computer. We also work on other technology projects. How does re-imaging affect me? The re-imaging process removes all existing programs and files on the computer and replaces them with updated software applications and network configurations.

Be sure that all files you wish to keep are saved on your personal network directory (H:). Do not leave any files on your C: drive or your desktop.

Export your Internet favorites to the H: drive; otherwise, they will not be there when you return after summer. (See MIS Website / Hardware page How To Export Internet Favorites)

What is re-imaging? The MIS department works with district staff to determine what programs must be installed on all computers regardless of user type: office staff, teacher, administrator, student, etc. The image is created by starting with a new computer that has an empty hard drive. Then, software applications are installed: 1) The operating system, Microsoft Windows 7. 2) Network settings/configurations are made that allow access to the Districts network. 3) Microsoft Office 2010 which contains Outlook, Word, Excel, Power Point, Access, etc. is

installed. 4) Other software applications are installed such as: Adobe Acrobat Reader, Java, DVD Player /

Recorder, Fonts, Smart Board, etc. 5) Updates to the operating system and other applications are installed based on the latest security

and/or program enhancements provided by the software manufacturers. The final image is then remotely deployed to all District computers. There are 2 types of software programs used by District employees that are not part of the image because they are only used by a select group of users.

1) Applications that require a shortcut to a District file server or an Internet site to operate, such as: Visions the Financial & Human Resources program Time America the Employee Time & Attendance program, Synergy The Student Information program, Galileo, etc. Programs of this type are called Server Based or Web Based.

2) Programs that must be installed directly on a computer. Programs of this type

must be installed on the C: drive of each computer. There are numerous programs that must

be installed that way. Programs of this type are called Stand Alone.

There are 2 different ways Stand Alone programs can be installed on a laptop or desktop computer.

1) The best way is to create a Process that allows the program to be remotely deployed to any computer connected to the network.

2) The other way is to go to each computer and install the program directly using a set

of CDs or DVDs. The MIS department has an inventory of such programs and will install them after the image has been deployed to all computers.

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Note: All software must be purchased by the District and a valid license must exist for each computer the software is installed on. Any Stand Alone software program installed after the image is deployed must comply with these requirements. The re-imaging project begins after the last day of school and is completed prior to the first day of school for the following fiscal year. When you return after the summer break, please do the following: 1) Import your Internet Favorites from the location they were saved to previously. (See MIS Website / Hardware page How To Export Internet Favorites)

2) Setup your printer. (See MIS Website / Hardware page How to Setup Your Printer)

3) Setup your Email account. (See MIS Website / Hardware page How to Setup Your Email Account)

All computers must be reimaged during the summer. Those employees that have a laptop assigned to them and wish to use it during the summer must bring it to the MIS department at Emerson Court prior to July 1

st for re-imaging. The process will take at least 2 days. Ask for the Help Desk Technician. The

MIS department will notify you when the laptop is ready to be picked up. All personally assigned laptops will be remotely locked and made unusable on July 1

st if they have not been reimaged.

(This mainly affects teachers and administrators.) Teachers and other employees that have a laptop assigned to them can leave the laptop at the school or department they work at if they dont wish to use the laptop during the summer. Remember, each laptop has a Lo-Jack application installed on it. Any laptop not reimaged as indicated will be categorized as missing and monitored for activity so that appropriate action can be taken to recover district property.

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Moving Technology Equipment

The MIS department receives numerous requests to move computers/printers/telephones from one room/location to another or to add additional computers/printers/telephones to a school or department. The school or department requesting such work must have an approved funding source. Several factors affect the cost to move or add equipment. They are: 1) Are the computers desktops or laptops? Desktops, printers, and telephones are always connected to the network via a cable. Laptops can be connected to the network by cable or by wireless equipment.

2) How many new network cables must be installed? Each new cable or data-drop must be installed to run from the nearest IDF - Intermediate Distribution Facility room to the room where the computer/printer/telephone will reside.

The length of each cable and the structure of the areas where the cable is pulled determine the installation cost.

Cost: Between $150.00 and $400.00 per cable 3) Is additional equipment required to connect the new cabling to the network? Each cable is hard wired to a wall jack in the destination room and into a patch panel in an IDF - Intermediate Distribution Facility room or the MDF - Main Distribution Facility room, whichever is closest. In the IDF or MDF, one end of a short cable plugs into a port on the patch panel. The other end plugs into a port on a switch. (See page 2 for example) If there are an insufficient number of ports on the patch panel and the switch, a new patch panel and switch must be purchased. The equipment rack that houses this equipment must also have sufficient space to hold the new equipment. If not, an additional equipment rack will be needed also. (See below) Cost: Patch Panel $ 500.00 Switch $11,000.00 Equipment Rack $ 1,500.00 4) Does the existing electrical circuit have the capacity to handle the additional load and are there a sufficient number of electrical outlets in the room in the proper locations? Cost: Varies with each job. Can be as little as $50.00 or as much as $5,000.00 Adding 30 workstations to a room that requires all the above items would cost approximately $9,000 for cabling, $13,000 for a patch panel, switch, and equipment rack, and $5,000 for electrical work totaling $27,000.00.

Diagram of network cabling

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Network Definition

Definition of a Network: Networking is a communications system that enables users to transfer or

share applications, network devices, and data storage. This makes real-time information available where it is needed and reduces the number of peripheral devices required.

Computers can share information and peripheral devices, such as printers, plotters, and scanners. These computers are connected by a medium such as cable or fiber. LAN Local Area Networks are typically confined to a single building or

site.

WAN Wide Area Networks can cover any size area in any part of the world.

A Network consists of: Critical Hardware: Devices that provide network services.

Firewall - A system designed to prevent unauthorized access to or from a private network. Firewalls can be implemented in both hardware and software, or a combination of both. All messages entering or leaving the network pass through the firewall, which examines each message and blocks those that do not meet the specified security criteria.

Router - a device that extracts the destination of a data packet it

receives, selects the best path to that destination, and forwards packets to the next device along this path. Routers connect networks together; a LAN to a WAN for example, to access the Internet, or a school to the district facility.

Switch - inspect data packets as they are received, determine the

source and destination device of that packet, and forward it appropriately. By delivering each message only to the connected device it was intended for, a network switch conserves network bandwidth.

Critical High performance computers that can share access to files Servers - and network devices such as: printers, plotters, and

scanners.

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Network Definition

Critical High performance computers that run Microsofts Active Servers - Directory which stores information and settings in a

central database. This allows administrators to assign policies, deploy software, and apply critical updates to the District.

Application High performance computers that run server

Servers - based applications such as the student information software Synergy and the financial and HR software Visions, etc.

Devices that use network services.

Clients - anything that can use the services provided by a server: such as Desktop computers and Laptops

Printers - Directly connected to the network

Connection Media : Medium that enables the Devices to communicate.

Cabling - Copper cable, Fiber-optic cable, etc. Wireless - uses radio waves instead of wires to transmit data back

and forth between computers on the same network.

Network Architecture: Cox Communications installed fiber optic cable to each site and the equipment required to connect the fiber at each site to the District office and to the Cox network. This is the backbone of the Wide Area Network. Each site has a Main Distribution room that houses the Cox equipment, file servers, and analog phone lines supplied by Century Link that are used for fax machines, elevators, security systems, and emergency phones.

The main room or Main Distribution Facility, MDF, that houses the Cox equipment also houses the sites file servers, router, and main switch. All of the equipment moves data at a rate of 1,000 Mbps or 1 Gbps (1 billion bits per second)

Category 6 cabling is installed at each site allowing data to move at 1 Gbps; however, cable loses signal if the length exceeds 300 feet.

Intermediate Distribution Facilities IDFs are used to place additional

switches and equipment in various locations throughout each site to keep the cable length under 300 feet.

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Network Definition

Critical Software: Operating Systems and Applications. NOS - Network Operating Systems that run servers

OS - Operating Systems that run desktop computers, laptops, and tablets.

Altiris - Used to remotely connect to and push software applications

to desktops and laptops.

Application Software: Applications- Word processors, spreadsheets, and other programs such as the student information software Synergy, the financial and HR software Visions, etc.

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The Student Information System / Synergy

Class Scheduling in Synergy

The commitment to utilize the grading and report card features of Synergy requires scheduling configurations that comply with federal and state mandates for class level student information as defined in the Student-Teacher-Course-Connection program. Sections are created that associate a class time with a course. Teachers and students are linked to sections making it possible to schedule students to classroom instruction.

The MIS department, the Curriculum and Instruction department, and the school principals work together to define all the courses / sections that will be provided

district-wide. Heres a brief example of a single course taught at 2 different time periods by 3 different teachers and the sections that are required:

School Name Course Times Taught Teachers Sections Needed

School X Math 10:00 11:00 2:00 3:00

Teacher A, Teacher B, Teacher C

Teacher A 10:00-11:00 Teacher B 10:00-11:00 Teacher C 10:00-11:00 Teacher A 2:00- 3:00 Teacher B 2:00- 3:00 Teacher C 2:00- 3:00

The Synergy Electronic Grade Book

All teachers must use the Grade Book and Report Card features in Synergy. Previously used Internet alternatives are not permitted and are blocked from access.

The Synergy report card will also be used for the parent/teacher conference form. Taking Attendance

Non departmentalized students are setup with Daily Attendance which is taken twice a day - AM/PM. For departmentalized students, attendance is taken each period similar to the way high schools take attendance.

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What is the Student-Teacher-Course Connection Program?

This initiative addresses data system requirements from the America COMPETES Act, and must be fulfilled as a condition for funding received by our state and schools through the American Recovery and Reinvestment Act (ARRA) and Title XIV of the ARRA, known as the State Fiscal Stabilization Fund (SFSF). Designed to meet these requirements, the Student-Teacher-Course (STC) Connection links students and teachers to individual course sections. With this program, teachers will have richer data to better inform key instructional decisions that affect the academic success of their students, while administrators will have access to better information to enable them to more effectively support the relationship between individual student success, teachers, and courses.

To comply with the STC requirements the following information must be obtained from each school:

1) Bell schedules 2) A list of all courses taught 3) The period that will be designated for Home Room 4) Which grades will be configured as Period Attendance 5) A complete schedule that specifies what courses are being taught and at what times

The schedules are used to create sections in Synergy that signify a particular date and time that a course is taught. Sections are now required even for KG students because the government wants to know what teacher a student is assigned to and the grade each student receives in all subject areas. Teachers that teach grade levels that are set as Daily Attendance will continue to be scheduled into the homeroom section. Additional sections must be created for pull-outs or specials. When a student goes to PE, music, or drama another section is required that links that day and time to the PE, music, and/or drama course. Attendance for students in this scenario is still taken twice a day, once in the 1

st period and again in the

period that follows lunch. Only those teachers that see students in these periods will take attendance. The other scenario is similar to high school where students move from class to class throughout the day and see several different teachers. A separate section is required for each day and time a course is taught. If a teacher has a 7

th grade math class on Mondays and Wednesdays at 10:00am and 2:00pm

and an 8th grade science class on Tuesdays and Thursdays at 10:00am and 1:00pm, 4 different sections

must be created to account for each unique day and time a course is taught. Attendance for students in this scenario is taken each period during the day. On top of this we still have to create additional sections related to SEI Structured English Immersion. The courses associated with SEI are categorized by the students proficiency level. Students will not be assigned into SEI sections until their proficiency level is known.

Whats happening now?

Scheduling requirements have been created to ensure school schedules for the 2013-2014 year contain the information needed to create sections in Synergy, the student management system, that comply with the federal and state requirements of the Student-Teacher-Course program. These requirements are contained in MIS Memo 13-013 which is located on the MIS Website / Knowledge Base / Scheduling page.

Each schools schedule is examined by the Curriculum department to ensure it meets the overall instructional requirements of the district. The schedule is then submitted to the MIS department to determine if it contains the required detail needed to setup Synergy properly such as configuring attendance types by grade level and transforming the scheduling detail into sections that students can be enrolled in.

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Information About Synergy / Documentation & Videos You can find documentation and videos about Synergy and related topics on the MIS Website. Navigate to the Knowledge Base page and select from the options:

See below for option details:

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