Presented on behalf of the South Dakota State Library by Michael Sauers & Christa Burns on 24 & 26 April 2010.

1. Technology Planningfor E-Rate Michael Sauers & Christa Burns

2. Who are we? Michael SauersTechnology Innovation LibrarianAuthor, Blogger, Photographer Christa BurnsSpecial Projects LibrarianGamer, Gardener, Cat & Ferret minion

3. Who are you? Name Position Library Service area / # of patrons served When was the last time your library had a technology plan?

4. What a Technology Plan is… A plan A demonstration A lens with which to focus A prioritizing agent A budgeting tool An aligner with other institutional goals A training schedule A fund-raising tool

5. What it is not… A list of technology that the library wants and on what time frame it wants it.

6. You plan should be SMART Specific Measureable Aggressive & Attainable Results-oriented Time-bound

7. Why? Give the library direction Show the library is forward-thinking Help minimize technology-related crises Use staff time efficiently Avoid wasting money on equipment Help you think through your priorities in order to use technology in a way that directly furthers your mission It’s required for E-rate requests for more than Basic Telephone Service

8. What makes a good plan? Concise Specific Integrated Foreseeable Flexible

9. And what doesn’t? Tech for tech’s sake Doesn’t connect the tech to the mission of the library Doesn’t explain why the tech is needed Poorly organized Techno-babble Leaves stuff out

10. What others will look for Alignment Business Case Framework for Accountability Discrete Initiatives Appropriate Costs Proactive Approach Highlight Innovation Viability and Sustainability

11. The players Board Director Department heads Staff Public?

12. The Resources Direct: Current strategic and/or long-range plan Library mission and/or vision statement Current and/or previous technology plans Indirect: All of the above for parent institution Library journals, magazines, and blogs

13. Samples See handouts

14. The Structure Executive summary Library description Library challenges Current technology environment Emerging technologies Web site evaluation Recommendations

15. Executive Summary 1-2 page narrative summary of the plan

16. Library Description Introduction Purpose of the plan Library history Physical description Mission statement Community served Staffing Budget Collection size & annual growth Services offered Use of the library Current technology Visuals never hurt

17. Library Challenges SWOT Analysis Strengths Weaknesses Opportunities Threats

18. Current Technology Hardware Patron computers, Staff computers, networking equipment, peripherals Software OSes, Patrons, Staff

19. How to pick new tech Think about “competencies”What do you think you staff needs to know to move your library into the future.

20. Emerging Technologies Audio/Video Wireless (802.11n / WiMax) Mobile RFID Social Media Photo printing

21. Web Site Analisys Follows current design practices? Platform? Static, CMS Accessible? Social? Mobile?

22. Recommendations Priorities Description of relevant categories Listing of the specific recommendations Type (new software, application, hardware) Cost (including interdependencies) Benefits Recommended timeline Assessment/results/training needed

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

24. 24 Technology Plans and E-rate Federal Communications Commission rules require libraries to write technology plans when they are receiving support for more than basic telephone service Basic telephone service is defined as wireline or wireless single-line voice service (e.g., local, cellular, and/or long distance) as well as mandatory fees associated with such service (e.g., federal and state taxes, universal service fees, etc.)

25. 25 Technology Plan Needed? NO Local/long distance service (landline or cellular) 800 service Centrex YES Digital Transmission Services DSL, fiber optic, OC-x, frame relay, etc. PBXs Key system lines Internet Access Internal Connections Basic Maintenance

26. 26 Purpose of the Technology Plan Technology plans ensure that libraries are prepared to effectively use the requested services to integrate telecommunications and Internet access into the educational program or library services they provide. Technology plans should support and validate the services requested on the Form 471.

27. 27 Timing Technology plans must be written before the Form 470 is filed Applicants need to determine the services they require before filing their Form 470 Technology plans must be approved before services start or Form 486 is filed (whichever is earlier) Generally, this means on or before July 1 of the new funding year

28. 28 Important Terminology Written (same as created): When the technology plan first contains the five required elements in sufficient detail to support the services requested on the associated Form 470, USAC considers the technology plan to be written. The date this occurs is the Creation Date. The creation date must be prior to the date the associated Form 470 is posted to the USAC website.

29. 29 Important Terminology Approved Date: The date when the technology plan is approved by an USAC Certified Technology Plan Approver. The approval date should appear on the approval letter. SD Public libraries go to Dept. of Ed – Peg Henson - Peg.Henson@state.sd.us USAC does not approve technology plans – DO NOT submit your technology plan to USAC unless requested during review.

30. E-rate Forms Indicate current status of your technology plan Block 5 of Form 470 Block 6 of Form 471 Certify that the plan approval has been obtained Block 4 of Form 486

31. 31 Technology Plan Duration Technology plans should not cover more than three years due to the rapid development cycle of new technologies Technology plans must cover the entire funding year for which a service is being sought funding years run July 1 – June 30. Libraries need to keep copies of the technology plan and the approval letter for at least five years following their last date of service for audit purposes.

32. 32 Five Required Elements Clear Goals and a Realistic Strategy Professional Development Needs Assessment Sufficient Budget Evaluation Process

33. 33 Clear Goals/Realistic Strategy The technology plan must establish clear goals and a realistic strategy for using telecommunications and information technology to improve education or library services.

34. 34 Clear Goals/Realistic Strategy Specific goals for using technology should identify: Improvement that should occur from the use of technology by library patrons Achievements and/or successes that can be attained using technology Increased staff and library patron competency with using technology Additional Internet and/or telecommunication options for classrooms or public areas of a library Accessibility to technology

35. 35 Clear Goals/Realistic Strategy Realistic strategies should identify: How the library will develop and integrate the technology (e.g., how many computers will have Internet access) Standards required for implementation of the technology Technology needed for the future to maintain or enhance the current instructional or library environment

36. 36 Professional Development The technology plan must have a professional development strategy to ensure that staff know how to use these new technologies to improve library services.

37. 37 Professional Development Describe and list the professional development activities required of staff to train properly on the technology in the library Training is more than just how to turn on the computer Identify person or group in charge of planning and coordinating staff training Verify current levels of training

38. 38 Details of training Methods of training to be used (classroom, seminars, Train-the-Trainer, etc.) How training supports the library usage goals Documentation of training (sign-in sheets, computer lab logs, lists of in-service activities, etc.) Professional Development

39. 39 The technology plan must include an assessment of the telecommunication services, hardware, software, and/or other services that will be needed to improve library services. Needs Assessment

41. Building Infrastructure (e.g., electrical capacity, cooling system)

42. Computer hardware and software

43. Internet access

45. Adding upgrades to phone system

46. Adding network switches

47. Adding cable drops

48. Installing a new network

50. 43 The technolgyplan must show how the library will: Pay the non-discount share of the cost Acquire and support the necessary resources (computers, training, electricity, software, etc.) needed to make effective use of the discounted services. Sufficient Budget

51. 44 Sufficient Budget Include specifics about budgeted items and the sources of funding. For example: Salaries Telephones (E-rate funding) Desktop software (state funds) Budgets can be projections Budgets should be based on reasonable expectations of receiving funding and incurring expenses

52. 45 The technology plan must include an evaluation process that enables the library to monitor progress toward specified goals and make mid-course corrections in response to new developments and opportunities as they arise. Evaluation Process

53. 46 Evaluation Process Evaluation process should describe: How frequently the technology plan will be evaluated The person(s) responsible for updating the plan How progress toward the goals and objectives will be measured or monitored If and how goals were met Any unexpected outcomes Any new needs that emerged Any goals that are no longer relevant

54. 47 Plans for Other Programs Other federal, state, or local programs may have technology plan requirements USAC does not require a technology plan in addition to other technology plans However, if there is only one technology plan covering all programs, the information required under E-rate must be included in that technology plan HINT: Include a cover sheet giving the page number(s) where each E-rate requirement is addressed

55. 48 Revising Plans Through the evaluation process, the technology plan writer may discover that the technology plan needs revisions or mid-course corrections. For example, if there are major changes, such as: Budget Increase/shortfall New technology introduced New construction Mergers and closures

56. 49 Revising Plans Major Changes If the changes are significant (e.g., building a local area network or starting a new initiative like distance learning), the technology plan should be re-approved TPA can re-approve revised technology plan for balance of the original time period approved A new technology plan incorporating the changes can be written to cover another three years

57. 50 Revising Plans Minor Changes If the changes are minor (e.g., a change in technology that USAC could approve under a service substitution request), the technology plan may not need to be amended TPA can request copies of any changes USAC does not expect a new approval letter Retain documentation of any changes

58. 51 Pitfalls Technology plan does not contain all five required elements Technology plan is undated Time period the technology plan covers is not specified Library used an approver who is not a TPA Technology plan was approved after services started (if necessary, USAC will adjust the service start date to the date the technology plan was approved) Technology plan does not support services being requested or technology currently in use Technology plan is not realistic based on TPA’s expertise

59. E-Rate & filtering Compliance with CIPA required for: Internet access Internal connections But not telecommunications (telephone) CIPA requires Filtering Internet Safety Plan Public notice and public hearing or meeting E-rate information on CIPA: http://www.usac.org/sl/applicants/step10/ cipa.aspx

60. http://webjunction.techatlas.org/ Inventory Tool Event Tracker Planning Tool

61. Resources Matthews, Joseph R., Technology Planning: Preparing and Updating a Library Technology Plan: Libraries Unlimited, 2005. TechSoup: http://www.techsoup.org/ Technology Planning for E-rate: http://www.usac.org/sl/applicants/step02/ technology-planning/ Links:http://delicious.com/travelinlibrarian/techplan