Memo. Technology Department. Draft Report for 3/6/17 Finance Meeting

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2 Technology Department Memo To: Gary Abbamont From: John McGowan CC: Wade Coleman Date: 3/2/2017 Re: Draft Report for 3/6/17 Finance Meeting Draft Report for 3/6/17 Finance Meeting Attached is a draft report on the analysis of the six different scenarios the technology department has been researching over the past few months. I am working with my department on culminating the results of the student, parent and teacher surveys. This data will be provided for the board at the meeting. Page 1 of 1

3 WISS21 FIVE-YEAR TECHNOLOGY OPTIONS REPORT TO THE BOARD OF DIRECTORS Presented by: John McGowan Director of Technology Wissahickon School District 3/6/2017

4 CONTENTS Summary of Investigated 1:1 Laptop Scenarios... 4 Scenario Comparisons... 4 Scenario Cost Comparisons... 5 Recommendation... 5 Countywide Comparison of 1:1 Districts... 6 Assumptions & Considerations... 7 Professional Development & Program... 8 Scenario 1: Windows Laptop (current model)... 9 Model Summary... 9 Cost Variables... 9 Model Considerations... 9 Scenario 2a: Windows Laptop (MS Reloop 6-Year Replacement Plan) Model Summary Cost Variables Model Considerations Scenario 2b: Windows Laptop (MS Reloop 6-Year Replacement Plan) Model Summary Cost Variables Model Considerations Scenario 3A: HS Windows Laptop/MS Chromebooks Model Summary Cost Variables Model Considerations Scenario 3B: HS Windows Laptop/MS Chromebooks Model Summary Cost Variables Model Considerations Scenario 4: Chromebooks

5 Model Summary Cost Variables Model Consideration Other Options Survey Data Respondent Statistics Parent Survey Student Survey Teacher Survey Analysis of Data

6 SUMMARY OF INVESTIGATED 1:1 LAPTOP SCENARIOS SCENARIO COMPARISONS Scenario Description Est. Annual Cost Savings Strengths Scenario 1 Windows Laptop N/A Students can run specialized (Current software Model) Continues ROI of previous training Consistency in devices Provides students with an edge for career and college readiness Scenario 2A Windows Laptop $55K Reduced costs WMS 6Y Students can run specialized Replacement w/ software upgraded processor Continues ROI of previous training Provides students with an edge for career and college readiness Scenario 2B Scenario 3A Windows Laptop WMS 6Y Replacement w/ upgraded processor in Year 6 WHS Windows Laptop WMS Dell Chromebook Concerns Costs to continue are higher than other scenarios Batteries and parts will be an issue Concerns with care and support of hand-me-down laptop from students Longest replacement plan in county Maximum length of coverage is 5 years $43K Reduced costs Batteries and parts will be an Students can run specialized issue software Concerns with care and Continues ROI of previous support of hand-me-down training laptop from students Provides students with an Longest replacement plan in edge for career and college county readiness Maximum length of coverage is 5 years $20K Reduced costs Need to outfit computer labs to handle subject-specific software. Loss of investment on professional development over the past five years. Students would use Windows/Office environment in elementary schools, Chrome/Google in middle school, and back to Windows/Office for high school. 4

7 Scenario 3B WHS Windows Laptop WMS Budget Chromebook Scenario 4 Chromebooks Gr $64K Reduced costs Need to outfit computer labs to handle subject-specific software. Loss of investment on professional development over the past five years. Students would use Windows/Office environment in elementary schools, Chrome/Google in middle school, and back to Windows/Office for high school. $48K Reduced costs Need to outfit computer labs to handle subject-specific software. Loss of investment on professional development over the past five years. Students would use Windows/Office environment in elementary schools, Chrome/Google in middle school, and back to Windows/Office for high school. SCENARIO COST COMPARISONS Cost Differential to Current Model (Scenario 1) Period Scenario 2A Scenario 2B Scenario 3A Scenario 3B Scenario 4 Annual $ (44,673) $ (32,029) $ (19,913) $ (64,371) $ (47,793) Over 6 Years $ (268,037) $ (192,174) $ (119,477) $ (386,227) $ (286,757) RECOMMENDATION After analyzing the costs, strengths and concerns of the above scenarios, it is recommended the District continue with the model that has been in place for the last five years. Although other scenarios offer a cost savings, when considering the strengths of the current model, as compared to the other scenarios, the strengths outweigh the cost savings. 5

8 COUNTYWIDE COMPARISON OF 1:1 DISTRICTS District Grades Annual Device Fee Accidental Damage Coverage Cheltenham Township SD 9-12 $30 Regular $10 F&R K-2 Device 3-5 Device 6-8 Device 9-12 Device? N/A N/A Acer C720/C740 Chromebook (inschool only) Acer C738T Chromebook Jenkintown SD Grades $50 Yes Acer C740 Chromebook Chromebook Chromebook 1-12 Chromebooks Lower Merion SD We are $70 w/ $100 Yes N/A N/A N/A MacBook high school 1 to 1 only. deductible North Penn SD 2-9, $25 Yes ipads Laptops Chromebook Chromebook expandin g to in Pottsgrove SD 6-8, 9-12 $35 laptop $25 ipad $50 family maximum? N/A N/A ipads Mac Laptop Springfield Township SD 9-12 $45 Yes N/A Chromebook (inschool only) Starting Gr. 4 Yes N/A Chromebook own Starting Gr. 5 Upper Dublin SD 5-12 $70 3Y lease to Chromebook (inschool only) Chromebook Chromebook Chromebook Upper Merion Area SD 5-12 $30 - MS Yes N/A N/A ipad 11" MacBook Air $55 - HS Upper Moreland SD 9-12 $40 Yes N/A N/A N/A Chromebook Upper Perkiomen SD 6-12 $35 - MS $50 - HS Wissahickon SD 6-12 $30 - MS $40 - HS Yes N/A N/A Chromebook HP laptop Yes N/A N/A Dell Latitude Celerons for MS Dell Latitude i3 for HS 6

9 ASSUMPTIONS & CONSIDERATIONS Cost estimates are provided for the various models. In cases where pricing could not be obtained, pricing from was used. Forecasting purchase and resale costs can be challenging beyond three years. There are various 1:1 models that can be explored, and each one may be tied to one or more variables that affect the total cost of ownership. The resale values included in the cost models are based on the sale of last year s 8 th and 12 th grade laptops. The laptop model used in grades 6-11 is more rugged and durable. It is predicted the District will have more laptops that are in good condition than in prior years. However, the resell estimates are based on the previous year. Budget calculations were forecasted based on the average enrollment for each school, 21% Free & Reduced Waivers, and the resale value of a laptop in good condition as determined by recycling specifications. BUSINESS-CLASS LAPTOPS Frequently there are advertisements for $250-$350 laptops online and at box stores. It should be noted, that just as there are commercial and residential models for appliances, laptop manufacturers also have model lines to fit a variety of intended uses and budgets. The Wiss21 initiative provides a business-class laptop to the students. The type of laptop is designed not only to withstand the wear and tear of a mobile solution, but the extra wear and tear of an adolescent as well. As a result of the better design, these laptops will be more expensive than a laptop designed for home use. A laptop purchased for home may travel outside the home occasionally, but primarily stays in a room. A Wiss21 student laptop travels to and from school, throughout the building, and the lid is open and closed several times per day. For example, a middle school student who only uses the laptop for their core classes and homework will open and close the lid nine times per day or 4,860 times over the current lifecycle of the laptop. The constant mobility of the laptop subjects it to more frequent accidents as compare to the home-class laptop. 7

10 PROFESSIONAL DEVELOPMENT & PROGRAM Throughout the five years of the Wiss21 Initiative, there has been extensive professional development to support 21st century teaching and learning. Secondary teachers have received over 120 hours of training in Windows, OneNote, SharePoint, Office 365, the Office Suite and 21st Century Learning Design during In-Service days since In addition to in-service activities related to the Wiss21 initiative, professional development has also been provided during contractual hours in the form of team meetings, department meetings, after-school workshops and extensive 1 on 1 coaching and instruction. Technology coaches have also spent countless hours co-teaching with teachers and students to build capacity within our teaching faculty during the school day. The entire school district from the Superintendent on down to Kindergarten teachers are immersed in the Office Suite, Office 365 and OneNote. We have developed a culture of collaboration in the district, with OneNote, SharePoint and Office 365 being the main vehicles by which we do this collaboration. We use OneNote notebooks through Office 365 and SharePoint at all educational levels for a variety of collaborative and communicative purposes - entire faculty notebooks, grade-level collaboration across the district, teams within WMS and WHS, departments across the secondary level, in-service days -EdCamp, Best Practices, Wiss21 Summer Institute, building workshops, and others. By using the same technology resources as a District, teachers have solidified their knowledge of these tools and therefore feel more confident infusing them into their teaching and their students' learning. In addition, it is important to recognize that both our faculty and students have been provided professional development and training in the resources, tools and methodologies important for not only learning in 2017, but also for the future, as the Office Suite is still considered the industry standard. At this point, our secondary educators are very well prepared to design lessons, activities and projects that will allow their students to be career and college ready after their years in Wissahickon School District. 8

11 SCENARIO 1: WINDOWS LAPTOP (CURRENT MODEL) MODEL SUMMARY This is the current model of the Wiss21 initiative. It provides a Dell Latitude (business-class) laptop to students in grades The middle school laptops have a Celeron processor. The high school laptops have a stronger Intel i3 processor to provide the ability to run more resource-intensive software. Both have accidental damage coverage for the life of the laptop (HS 4Y/MS 3Y). COST VARIABLES Scenario 1: Windows Laptop (current model) Y1 Costs Y2 Costs Y3 Costs Y4 Costs Y5 Costs Y6 Costs Total Costs MS Laptop Costs $ 173,210 $ 173,210 $ 173,210 $ 173,210 $ 173,210 $ 173,210 MS Laptop Bags $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 MS Student Laptop Fee $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) MS Laptop Resell $ (27,714) $ (27,714) $ (27,714) $ (27,714) $ (27,714) $ (27,714) HS Laptop Costs $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 HS Student Laptop Fee $ (17,424) $ (17,424) $ (17,424) $ (17,424) $ (17,424) $ (17,424) HS Laptop Resell $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) Totals $ 302,226 $ 302,226 $ 302,226 $ 302,226 $ 302,226 $ 302,226 $ 1,813,357 MODEL CONSIDERATIONS Strengths Students have the ability to work with specialized and subject-specific software in school and at home. There is less need for specialized computer labs. Continues to foster return on investment made through professional development over the past five years. Maintains consistency among student devices K-12. Teachers have adopted and designed their instruction around many of the tools they have been trained on. One example of a specific tool is OneNote, which is used across the district K-12 and administratively as a collaborative tool. Provides WSD students with an edge for career and college readiness by using software more common in the workforce. Concerns 1. Costs to continue initiative are higher than the other models researched. 9

12 SCENARIO 2A: WINDOWS LAPTOP (MS RELOOP 6-YEAR REPLACEMENT PLAN) MODEL SUMMARY This model follows the same replacement plan for the high school students as Scenario 1. However, for the middle school students the replacement plan is extended out to six years. A student will receive a new laptop in 6th grade to use until they leave in 8 th grade at which time, the laptop will loop back down to the next incoming 6 th grade to be used for another three years. The average laptop lifespan is three to five years in the corporate sector. In order to extend the usefulness beyond the third year, the processor in the middle school laptops would be upgraded to match the high school laptop. The accidental damage coverage for the middle school and high school would be three and four years respectively. COST VARIABLES Scenario 2A: Windows Laptop (MS Reloop 6Y Replacement Plan Starting ) Y1 Costs Y2 Costs Y3 Costs Y4 Costs Y5 Costs Y6 Costs Total Costs MS Laptop Costs* $ 223,003 $ 223,003 $ 223,003 $ - $ - $ - MS Laptop Bags $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 MS Student Laptop Fee^ $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) MS Laptop Resell $ (27,714) $ - $ - $ - $ - $ - MS Laptop Parts/Batteries~ $ 32,178 $ - $ - $ - $ 31,690 HS Laptop Costs $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 HS Student Laptop Fee $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) HS Laptop Resell $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) Totals $ 367,493 $ 363,029 $ 363,029 $ 140,026 $ 171,716 $ 140,026 $ 1,545,320 Notes: More powerful processor in MS laptop to extend life six years (starting w/ July 2017 purchase) Year 7 starts next purchase $223K, Shading denotes cohort purchase cycle *Cost of laptop is higher due to increasing from 3Y coverage to 5Y. ~Spare parts purchase Y1 for Y6. Batteries in Y5 ^Students in 2nd loop do not pay fees, but there are a variety of ways a fair fee can be assessed. MODEL CONSIDERATIONS Strengths 1. Reduce annual equipment costs by approximately $45K. Concerns 1. Battery life will become an issue. Replacement batteries would need to be purchased in Years 5 & The maximum length of coverage for accidental damage is five years through Dell. There would be no coverage for the final year. 3. Access to parts is difficult after the third year, which would require a bulk order of parts with upfront costs. 4. Level of student care of hand me down laptop in the second cycle. 5. Parents may rightfully argue charges on second cycle laptops (i.e. preexisting problem from previous student). 6. Could create inconsistencies in laptop models based on enrollment fluctuations. 7. Longest replacement plan for a laptop than any Montgomery County District. Six years is a long timeline to forecast the viability of any laptop model subjected to the type of wear and tear a middle school student may put on it. 10

13 SCENARIO 2B: WINDOWS LAPTOP (MS RELOOP 6-YEAR REPLACEMENT PLAN) MODEL SUMMARY This model is similar to Scenario 2A with the difference being that the six-year life cycle starts with the laptops in the current sixth grade and no replacement occurs until These laptops were not configured to meet a six-year life cycle. COST VARIABLES Scenario 2B: Windows Laptop (MS Reloop 6Y Replacement Plan Starting ) Y1 Costs Y2 Costs Y3 Costs Y4 Costs Y5 Costs Y6 Costs Total Costs MS Laptop Costs* $ - $ - $ 223,003 $ 223,003 $ 223,003 MS Laptop Bags $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 MS Student Laptop Fee^ $ (25,288) $ (25,288) $ (25,288) MS Laptop Resell $ (27,714) $ - $ - $ - $ - $ - MS Laptop Parts/Batteries~ $ 32,178 $ - $ - $ - $ 31,690 $ - HS Laptop Costs $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 HS Student Laptop Fee $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) HS Laptop Resell $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) Totals $ 144,490 $ 140,026 $ 140,026 $ 388,317 $ 420,007 $ 388,317 $ 1,621,184 Notes: Stay with current MS laptop model effective , Shading denotes cohort purchase cycle *Cost of laptop is higher due to increasing from 3Y coverage to 5Y. ^Students in 2nd loop do not pay fees ^Students in 2nd loop do not pay fees, but there are a variety of ways a fair fee can be assessed. ~Spare parts purchased Y1 for Y6. Batteries purchased in Y5 MODEL CONSIDERATIONS Strengths 1. Reduce annual equipment costs by approximately $32K. Concerns 1. Battery life will become an issue. Replacement batteries would need to be purchased in Years 5 & The maximum length of coverage for accidental damage is five years through Dell. There would be no coverage for the final year. 3. Access to parts is difficult after the third year, which would require a bulk order of parts with upfront costs. 4. Level of student care of hand me down laptop in the second cycle. 5. Parents may rightfully argue charges on second cycle laptops (i.e. preexisting problem from previous student). 6. Could create inconsistencies in laptop models based on enrollment fluctuations. 7. Longest replacement plan for a laptop than any Montgomery County District. Six years is a long timeline to forecast the viability of any laptop model subjected to the type of wear and tear a middle school student may put on it. 11

14 SCENARIO 3A: HS WINDOWS LAPTOP/MS CHROMEBOOKS MODEL SUMMARY In Scenario 3A, the high students continue to be supplied with a laptop similar to what they are using now. However, the middle school laptop model would be switched to a business-class Chromebook. The replacement plan and accidental damage coverage for the middle school and high school would be three and four years respectively. COST VARIABLES Scenario 3A: HS Windows Laptop/MS Dell Chromebooks Y1 Costs Y2 Costs Y3 Costs Y4 Costs Y5 Costs Y6 Costs Total Costs MS Chromebook Costs $ 160,050 $ 160,050 $ 160,050 $ 160,050 $ 160,050 $ 160,050 MS Chromebook Bags $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 MS Student Laptop Fee $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) MS Chromebook Resell $ (22,763) $ (22,763) $ (22,763) $ (22,763) $ (22,763) $ (22,763) HS Laptop Costs $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 HS Student Laptop Fee $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) HS Laptop Resell $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) MS Desktop Labs $ 15,000 $ - $ - $ - $ - $ 15,000 Totals $ 292,313 $ 277,313 $ 277,313 $ 277,313 $ 277,313 $ 292,313 $ 1,693,881 Notes: Includes accidental damage coverage MODEL CONSIDERATIONS Strengths 1. Reduce annual equipment costs by approximately $20K. Concerns 1. Need to outfit computer lab to handle subject-specific software that will not run on a Chromebook (reflected in cost estimates). 2. Loss of investment on professional development over the past five years as well as additional investment in professional development. 3. Students would use Windows/Office environment in elementary schools, Chrome/Google in middle school, and back to Windows/Office for high school. ADDITIONAL NOTES This model may disrupt the continuity of technology with our students. It could be worth exploring as a model for the elementary schools. While it would provide no cost savings for the secondary initiative, there would be savings at the elementary level. 12

15 SCENARIO 3B: HS WINDOWS LAPTOP/MS CHROMEBOOKS MODEL SUMMARY This model is identical to Scenario 3A with sole difference being the middle school device would be a home-class Chromebook with no accidental damage coverage for the three-year lifecycle. COST VARIABLES Scenario 3B: HS Windows Laptop/MS Budget Chromebooks Y1 Costs Y2 Costs Y3 Costs Y4 Costs Y5 Costs Y6 Costs Total Costs MS Chromebook Costs $ 92,829 $ 92,829 $ 92,829 $ 92,829 $ 92,829 $ 92,829 MS Chromebook Bags $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 MS Student Laptop Fee $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) MS Chromebook Resell $ - $ - $ - $ - $ - $ - HS Laptop Costs $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 $ 218,520 HS Student Laptop Fee $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) HS Laptop Resell $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) $ (31,680) MS Desktop Labs $ 15,000 $ - $ - $ - $ - $ 15,000 Totals $ 247,855 $ 232,855 $ 232,855 $ 232,855 $ 232,855 $ 247,855 $ 1,427,131 Notes: Chromebook do not have accidental damage coverage MODEL CONSIDERATIONS Strengths 1. Reduce annual equipment costs by approximately $64K. Concerns 1. Need to outfit computer lab to handle subject-specific software that will not run on a Chromebook (reflected in cost estimates). 2. Loss of investment on professional development over the past five years as well as additional investment in professional development. 3. Students would use Windows/Office environment in elementary schools, Chrome/Google in middle school, and back to Windows/Office for high school. ADDITIONAL NOTES This model may disrupt the continuity of technology with our students. It could be worth exploring as a model for the elementary schools. While it would provide no cost savings for the secondary initiative, there would be savings at the elementary level. 13

16 SCENARIO 4: CHROMEBOOKS 6-12 MODEL SUMMARY This scenario has the most changes from our current plan. Business-class Chromebooks would be provided to students grades The replacement plan and accidental damage coverage for the middle school and high school would be three and four years respectively. COST VARIABLES Scenario 4: Chromebooks 6-12 Y1 Costs Y2 Costs Y3 Costs Y4 Costs Y5 Costs Y6 Costs Total Costs MS Chromebook Costs $ 160,050 $ 160,050 $ 160,050 $ 160,050 $ 160,050 $ 160,050 MS Chromebook Bags $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 $ 12,602 MS Student Laptop Fee $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) $ (25,288) MS Chromebook Resell $ (22,763) $ (22,763) $ (22,763) $ (22,763) $ (22,763) $ (22,763) HS Chromebook Costs $ 162,000 $ 162,000 $ 162,000 $ 162,000 $ 162,000 $ 162,000 HS Student Laptop Fee $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) $ (34,128) HS Chromebook Resell $ (23,040) $ (23,040) $ (23,040) $ (23,040) $ (23,040) $ (23,040) MS/HS Desktop Labs $ 75,000 $ - $ - $ - $ - $ 75,000 Totals $ 304,433 $ 229,433 $ 229,433 $ 229,433 $ 229,433 $ 304,433 $ 1,526,601 MODEL CONSIDERATION Strengths 1. Reduce annual equipment costs by approximately $48K. Concerns 1. Need to outfit computer lab to handle subject-specific software that will not run on a Chromebook (reflected in cost estimates). 2. Loss of investment on professional development over the past five years. ADDITIONAL NOTES This model may disrupt the continuity of technology with our students. It could be worth exploring as a model for the elementary schools. While it would provide no cost savings for the secondary initiative, there would be savings at the elementary level. 14

17 OTHER OPTIONS There are other options that can be explored to reduce the financial costs to the district which can be explored further, but do not have significant impact to the cost of the initiative. These options are listed below: 1. Increase the annual technology fee paid by the student. Raising the fee by $10 for each building decreases the cost of Scenario 1 by approximately $31K. 2. Explore Chromebooks at the elementary level. 3. Explore a lease-to-purchase model for parents. Sample Laptop Fee Revenue Comparison $30/$40 Fee $40/$50 Fee $50/$60 Fee $60/$70 Fee $ 59,416 $ 90,597 $ 110,403 $ 130,208 15

18 SURVEY DATA RESPONDENT STATISTICS PARENT SURVEY 446 Total Respondents 33 questions (max) 78% completion rate 89% completed to Question 3 79% completed to Question 15 STUDENT SURVEY 767 Total Respondents 30 questions (max) 62% completion rate 92% completed to Question 3 73% completed to Question 11 TEACHER SURVEY 125 Total Respondents 46 questions (max) 74% completion rate 82% completed to Question 20 ANALYSIS OF DATA 16

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