9:45-10:30 Best Practices in IT (PART 2) – Using Google for business

1. MGFOA Annual Spring 2017 Meeting 9:45-10:30 Best Practices in IT (PART 2) – Using Google for business Jeff Liberman, Liz Homan, and John Covey Thursday, May 11, 2017 Tower Hill Botanic Gardens, Boylston MA

2. Quick Survey Using Google Forms goo.gl/6YtAk5

3. Excerpts from Danvers Public Schools Strategic Plan - A Vision for Technology Students are skilled communicators and problem-solvers who engage in collaborative inquiry, make effective use of technology and apply their learning in real-life situations.

4. Developing a Technology Plan to Support the Vision Create an implementation plan for transitioning infrastructure and devices.

5. Developing a Technology Plan to Support the Vision Planning and collaborating with other departments on the details of the 1:1 rollout.

6. Developing a Technology Plan to Support the Vision Why Google?

7. Why Danvers Public Schools Choose Google?

8. Why Danvers Public Schools Chose Google? Ease of Use

9. Why Danvers Public Schools Chose Google? Ease of Use Security Cost

10. Why Danvers Public Schools Chose Google? Ease of Use Security Cost

11. Why Danvers Public Schools Choose Google? Ease of Use Security Cost Scalability

20. Google Groups

21. To: School Committee Members From: Lisa Dana, Superintendent of Schools Re: AGENDA MEMO April 10, 2017 – in the Francis Mills Center, Danvers High School Executive Session: 6:30 p.m. in the Danvers High School Conference Room regarding teacher negotiation update. I. REGULAR MEETING - CALL TO ORDER, PLEDGE OF ALLEGIANCE and DPS MISSION STATEMENT – 7:00 p.m. II. ITEMS OF INTEREST TO SUPERINTENDENT, SCHOOL COMMITTEE, COMMUNITY III. INTRODUCTION AND INFORMATION FROM THE STUDENT REPRESENTATIVE IV. INFORMATION FROM THE SUPERINTENDENT 1. Danvers Pride Presentation – Riverside School will do a presentation on “Communication through Technology”. 2. Community Services Update– Holten Richmond Middle School - Project 351 3. Facilities Update - Mr. Taverna will provide an update on facilities. V. UNFINISHED BUSINESS 1. 17-18 School Calendar/Early Release Days – The Superintendent recommends the approval of the 17-18 School Calendar/Early Release Days for a second reading. VII. NEW BUSINESS 1. Substance Use Policy Update - The Superintendent recommends the approval of the Substance Use Policy in Schools Policy, JICH, first reading. 2. Out of State/Overnight Field Trips – The Superintendent recommends the approval of the out of state field trip from DHS DECA to Anaheim, CA from April 25th – May 1st , 2017, Smith School to Rye, NH on June 8, 2017 and DHS Math to Canobie Lake Park, NH on May 26, 2017. goo.gl/REebko

22. The City of LA's Story

23. Workflow Bonuses: Calendars Many Calendars, One View Calendar Sharing Space Management

24. Workflow Bonuses: App Integration Google Keep: Collaborative Notes Integration: Easy Sharing

25. Why Waltham Public Schools Chose Google Cost Collaboration Safety Integration Efficiency

26. Professional Learning Multiple Learning Options: Workshops catered to stakeholder groups and relevant apps • Slow-to-Moderate Pace • Blended workshops with opportunities for Q&A • Specific apps for specific groups 5-week intensive course, one app per week (http://bit.ly/SIG2017) • Slow Pace • For those uncomfortable/unfamiliar with Google Suite/Cloud Computing Google Badges: 2-hour online modules (http://bit.ly/WPSBadges) • Self-paced • All online using Google Tools (Classroom, Drive) • Videos, interactive tasks, performance-based challenges

27. Developing a Timeline Phase 1: Learning about Google and Migration Options Phase 2: Switch! Phase 3: Ongoing support • Allow as much, or more, time for initial learning and institutional messaging as you do for transition itself • If possible, give access to GSuite in Phase 1 and conduct learning experiences using GSuite tools • Keep the momentum going! Learning doesn’t stop after the switch, that’s when it starts!

28. Other Considerations

29. Why Shrewsbury Chose Google • Approximately 250 users total • Hosted Exchange; $8.95/person/month or $26,850 annually. • Google Apps; $4.50/person/month or 13,500 annually. • Office 365 - Starting at $19/person/month or $42,000 annually. • Advantage Google - 50% reduction in annual costs, switch just for email. • Make email a commodity; a utility - per employee cost.

30. User Classification • Pathfinder - Black Belt Program • Key users in key areas that we get resources to so they can become advocates. • Information brokers • Users who deal in public content, need more solutions to develop and publish. • Cloud workers • Need Chrome OS and ONLY Google Apps • Provisional employees with no desktop • Mobile Warriors • Department Heads, Committees • Executive premier level concierge user service.

31. “Oreo Cookie Effect” • Project challenges; users not the technology • Cultural shift in use • Proficient Outlook users; Crunchy Top Cookie • Frustrated with tool change, familiarity issues. • Borderline Outlook Users; Crunchy Bottom Cookie • learn or know by rote • “Moved the cheese” for the mouse. • Gooey Center; Majority of Internal Users • Most users adopted/adapted well • Some issues such as attachments