Technology Standards & Maintenance Tech Advisory Board

1. April 20th, 2009 Technology Standards & Maintenance Tech Advisory Board

2. Background – How we got to where we are today Computer standards/configurations—Proposed standard configurations Break Maintenance plan & update Energy savings configurations for computer systems Warranty Self-Servicing Accounts (Apple/Dell) Printer Standard Agenda

3. Leon County Schools • 15,161 computers • Computer standard: Dell & Apple (24%) • Large network (50+ sites; 200+ site-based servers) • Each site connected to the MAN; 10MB to schools • Microsoft 2003 network; Active Directory structure • Central Processing (IBM mainframe, 30 TB SAN,124 servers) Background

4. Computer standards: • In the beginning we had no standardization; literally had one of most every type computer being sold • In late 1990’s standardized on Apple, IBM, Dell, Gatway, HP, Compaq, Micron, Quantex, Tiger • In 2000 we standardized on Apple & Dell because our purchasing over the years showed that we overwhelmingly purchased Dells/Apple systems versus the other brands • Systems purchased in 1999: • Dell (1298), Apple (916), Gateway (240), Compaq (115), all the rest below 20 systems Background (cont’d)

5. Current standard systems • Dell Optiplex GX755 (end of life 3/09) • Apple iMac 17” (end of life 4/09) • Proposed computer standards: • Dell Optiplex 360 & 760 (Details to follow) • Apple Mac Mini & iMac 20” (Details to follow) Current & Proposed computer standards

6. Model Descriptions and details Dell Optiplex 360 as the basic standard system; 88% efficient power supply; software manageability; MS CAL; MS Student (student/teacher); asset tag; service/setup Dell Optiplex 760 (with E8400 processor) for higher end system (for higher end needs not met by the Optiplex 360); hardware & software manageability; 88% efficient power supply; software manageability; MS CAL; asset tag; service/setup Teacher configuration adds: larger monitor, DVD-RW drive, speakers, DVI card for monitor/projector Recommendation: Standardize on Optiplex 360 & 760 Proposed computer standards (Dell)

7. Model Descriptions and details Mac Mini as the basic standard system; energy efficient; software manageability; service/setup iMac as higher end system; energy efficient; software manageability service/setup Teacher configuration add: larger monitor Recommendation: Standardize on Mac Mini & iMac Proposed Standard (Apple)

8. Original Computer Maintenance Contract: • Break/fix by specific serial # • Serial # specific covering 20% of what we owned • Relatively expensive • Current maintenance contract • Systems covered by 3 year warranty from manufacturer • Manpower-based; 2 people that are contracted to do break/fix and trouble-shooting of any computer type problem. COMPUTER MAINTENANCE

9. Based on 5 year replacement cycle Systems purchased with 3 year warranty Years 4 & 5 covered by District via contracted District maintenance staff (2 people) Site funds parts after year 5; contracted District maintenance staff provide the labor Maintenance plan does not cover abuse; site responsibility Current computer maintenance plan

10. Parts for repair NTE $250 or 25% of original purchase price; if it exceeds, system is salvaged for parts; Parts approaching these limits require Computer Operations Director review Parts availability based upon current funding Proposed: Years 4, 5, & 6 covered by District as funding permits to meet new 6 year replacement cycle Recommendation: Years 4, 5, & 6 covered by District as funding permits; Site funds after year 6 CURRENT/proposed MAINTENANCE PLAN (CONT’d)

11. Dell Self-Servicing Account (warranty calls) approved by School Board 3/09 • Will help fund parts for 4, 5, 6 years • $50 per repair • Use our contracted computer repair techs to do all repairs • Warranty Repairs • Apple Self-Servicing Account; • Will help fund parts for 4, 5, 6 years • $XX per repair • “Cherry pick” repairs for reimbursement because certified techs are now Zone Techs • Recommendation: No change self-servicing accounts

12. Standardized on HP Printers • Like full range of printers • HP Web JetAdmin software for controlling printers • Looking into using Web JetAdmin for enforcing energy settings • Test running at Lincoln on Kyocera • Kyocera claims lower TCO • Need more time before deciding • Recommendation: Keep HP as standard vendor; review as we have more data from Kyocera test at Lincoln Printer standard

13. Printers have a standard one year warranty Cover high cost printers (cost >=$750 and have a property control # (asset tag)) with Time & Materials repair with local company Low cost printers (<$750) considered consumables; sites can elect to repair using site funding Requires T&IS Operations Director review for any repair approaching $250 or 25% of its value Recommendation: No change Printer Maintenance

14. Computers • Use Altiris to configure systems for “S3” sleep mode • “S3” sleep mode: • Saves nearly as much money as turning systems off • Allows updates/virus scans to continue at night; resumes “S3” sleep once updates/scans are complete • Teachers can wake the machine by touching a key on the keyboard/or shaking the mouse • Actual Watts Usage examples • Enforce energy settings by policies that are re-applied every time the computer restarts • Proposal: • Turn monitor off after 10 minutes of idle time (wakes back up with touch of keyboard/mouse) • Put computer into “S3” sleep after 20 minutes idle time • Don’t turn hard drive off; energy savings are minimal compared to higher failure rate due to wear and tear on hard drives Energy Savings….our plan

15. Thanks for your time…