Technology Procurement 0

Technology Procurement and Life Cycle Planning Stephanie Hicklin EDET 746 November 21, 2012

Technology Procurement 1 Running head: Technology Procurement Introduction Team for Early Childhood Solutions (TECS) is contracted by South Carolina's BabyNet system through federal grant monies from the Office of Special Education Programs (OSEP) to manage the comprehensive system of personnel development (CSPD) and to provide training & technical assistance to the early intervention system. This includes all system personnel, as well as families, family support systems, and community program providers. BabyNet is South Carolina's system of early intervention under Part C of the Individuals with Disabilities Education Act (IDEA). This system serves infants and toddlers with disabilities and developmental delays and their families. Our project, TECS, is located within the Center for Disability Resources which is a University Center for Excellence (UCEDD), within The University of South Carolina - School of Medicine, Department of Pediatrics. TECS provides information and resources that promote congruence of federal law, state policy, evidence-based practices, and service delivery. This focus is supported through the following kinds of activities (Team for Early, 2012): Researching and reviewing professional literature related to early intervention Generating research in topics of interest to early intervention providers Disseminating evidence-based practice information and resources Contributing to development of early intervention communities of learning Developing training modules & resources in multiple formats including on-site workshops, multiple-day institutes, self-paced workbooks & CDs, and other electronic media. Coordinating technical assistance events including workshops, clinical seminars, and conferences Presenting to state and national professional and parent organizations Supporting the Center for Disability Resources Library to ensure that holdings reflect current research and recommended practice in early intervention Assisting the state's early intervention system in ensuring that personnel are appropriately and adequately prepared and trained Publishing technical assistance documents TECS delivers resources and professional development in two general formats, face-toface or online. Based on the format, there are various technologies that are both helpful and essential to provide the highest quality of training and technical assistance to BabyNet personnel. A plan for procurement of technologies and a life cycle replacement plan will be based on the goals and objectives of the TECS project. Goals Professional development will be provided in a variety of formats, including but not limited to: face-to-face, webinar, online modules, learning management system, and other distance education opportunities. TECS will provide opportunities for BabyNet personnel to efficiently communicate and collaborate with peers, BabyNet State Office, administration, and other federal and state resources.

Technology Procurement 2 Improve efficiency for TECS staff. Based on these general goals, TECS staff and those they serve will benefit from the use of many types of technology. Improved Efficiency for TECS Staff Obviously, TECS staff will need computers and software in order to efficiently do their jobs. Several years back, TECS staff upgraded from having desktop and laptop computers to a laptop with a docking station in their office. For TECS employees, having desktops and laptops had become too much of a hassle. Now there is no concern regarding information that is on one system and not the other. Because of the travel requirements for trainers, TECS also needs to consider portability with technology purchases. Each trainer needs a portable printer. These would not be used on a daily basis, but are very helpful if something needs to be printed during a training event. In the spring of 2011, TECS employees were issued iPad 2s. These devices have been very helpful for many reasons. They allow for maximum portability during trainings, conferences, meetings, etc. The addition of a Bluetooth keyboard would be very helpful, as well. Professional Development Provided in a Variety of Formats Many factors have led to the need for providing professional development in a variety of formats. Some factors are financial, some are related to staff shortages, yet others are based on the learning needs of staff. Before TECS had access to technology that allowed for online professional development opportunities, professional development and training were provided in face-to-face formats. That either meant training staff had to travel around the state to provide the same training on several different occasions, or it meant BabyNet personnel had to travel to Columbia for x amount of days to be trained in large groups. Sometimes, these face-to-face formats are the best, but not always. Various online learning formats have become an integral part of the training and professional development process. There are many technologies that have been found to be key in allowing us to continue to provide these learning opportunities online. Technologies used in training are not limited only to online trainings, face-to-face trainings also benefit greatly from various technology resources. Still, blended learning is also very common. Sometimes, staff are required to complete part of their training ahead of time online, and then they are more prepared for face-to-face trainings. Other times, learners are expected to complete follow-up activities online after participating in face-to-face sessions. Opportunities for communication and collaboration A very important yet often forgotten role of TECS is to provide opportunities for communication and collaboration throughout the state and federal early intervention realms. In the early years, this was done mostly through telephone conversations or memos, newsletters, brochures, or other materials that were shared via postal services. Later, email became the new means for efficient communication. Now, with advances in technology, there are many tools in which staff can use in order to share information and ideas with each other. Some of these tools are free online tools or tools that all personnel have access to online, and others are tools that TECS purchases to benefit the entire system.

Technology Procurement 3 Current Software Currently TECS has licenses for several software titles that are very helpful in authoring and publishing learning objects. The relevance for these tools has been found in the research. According to Paul Betty (2008), programs such as Camtasia, Articulate, and Captivate are cheaper than live video, less time consuming, and allow the user more opportunities to interact with the learning object (p. 297). Some of these tools were purchased thoughtfully and others were purchased with inappropriate research or planning. Camtasia Studios 6 Camtasia Studios is a video, audio, and multimedia editing and publishing tool. This was the first authoring tool that we purchased. This tool allows us to record our screen and narration in order to create screencasts, tutorials, narrated presentations, etc. The editing features of this software are very helpful. Not only will it record the screen, video (webcam), and audio, it also allows the user to edit the audio and video, insert captions and other annotations, pan and zoom, and add additional media (graphics, sound, images, text, etc.). This was a great purchase and is used quite frequently. The purchase included one free upgrade and we are currently using Camtasia 7. Camtasia 8 is now available and should be investigated further for a possible upgrade. The original cost was $179 per user (includes 40% educational discount). We purchased the program for 4 users. Articulate Studio 09 Articulate Studio 09 was purchased right after Camtasia. This program includes a PowerPoint Add-in called Articulate Presenter. It allows users to record narration for a PowerPoint presentation, edit audio, add annotations, and then publish in many different formats, including SCORM. It also includes Articulate Quizmaker, which allows for the creation of many types of test questions. It can be embedded in the presenter file and will report results to a learning management system (LMS) through the use of SCORM. Video Encoder was also included in the Studio 09 package, and it allows for video editing. We have used Articulate Presenter more than any other program when publishing narrated PowerPoint presentations to our LMS. The mistake that we made with this program is that we did not research current resources (available through the University) well enough in the beginning. Shortly after purchasing Articulate Studios 09, we realized that through the University, we had the ability to purchase the Adobe equivalent for a much more reasonable price. Articulate Studios 09 was $699 per user (which includes a 30% educational discount). Currently, for University staff, the Adobe E-learning Suite is $275 per user and that includes an upgrade plan. Lectora Publisher After using Articulate for a year or so, we learned about Lectora Publisher and were told this is the mack daddy of all authoring tools. So, after some research and a 30 day free trial, we purchased one license for Lectora Publisher at the small price of $1595 per user (not sure about educational discount). The Articulate presentations were getting a little boring and we were told that Lectora opens a whole new world for online learning content management. What we did not consider with this program is the amount of staff training we would need. Because it is such a robust program, it is not as intuitive straight out of the package as programs like Camtasia and Articulate. I have been able to create a few trainings with it, but I would like more training before investing any more time in the software. Needless to say, we have not gotten

Technology Procurement 4 our money out of this program and I dont see that we will have the time to devote to learning it any time soon. We do use many other programs, but these are the most common tools used for elearning. One other program to mention would be the Microsoft Office Suite, especially PowerPoint. Both Articulate and Camtasia, function (at least in part) as PowerPoint add-ins. It is important for us to keep current versions of PowerPoint in order for the add-ins to work correctly. Next Steps I would very much like to purchase the new Articulate Suite called Storyline. This version is a long-awaited upgrade from Articulate Studios 09. After much research, viewing online examples and tutorials, and comparing other programs, I have found that this program would be very beneficial to our online learning software collection. The cost would not be an issue as long as we could persuade upper management that it is necessary to carry out our deliverables and why other software isnt as appropriate or is now out-dated. Although Articulate Studios 09 is still available for purchase, Storyline is the newest most robust product offered by the company. Storyline and Articulate Studios 09 are also currently the same price per user. Storyline could be considered the most current upgrade from Articulate Studios 09, as it will no longer be revised. According to McLean Sieverding (2008), government and educational institutions should help programs to choose software and hardware by providing criteria to consider as opposed to requiring specific brands, formats, or technologies. These criteria include the following: overall cost, interoperability, reliability, vendor support, ease of use, security, and warranties and indemnities for intellectual property claims (p. 85). Jadhav and Sonar (2011) explain that selecting inappropriate software packages can negatively affect programs and organizations. The task of software package selection has become more complex due to (i) difficulty in accessing applicability of software packages to the business needs of the organization due to availability of large number of software packages in the market, (ii) existence of incompatibilities between various hardware and software systems, (iii) lack of technical knowledge and experience to decision makers, and (iv) ongoing improvements in information technology (Jadhav and Sonar 2011, p. 1394). Internal Funding The Individuals with Disabilities Education Act specifically describes requirements for Training and Technical Assistance provision. IDEA Part C and Part B programs are required to meet specific guidelines regarding training and technical assistance. States should set aside federal monies each year to go towards training and technical assistance. Some states, like South Carolina, opt to contract with an outside agency/program to meet these needs. Other states have training units within their lead agency. Either way, money is set aside for these services. In our case, the Center for Disability Resources at USC, manages the TECS-BabyNet contract. It is our responsibility to determine the projects specific budget. In the past, we have taken money for technology purchases from a general office supply/equipment reserve. I would like to see our budget include a separate section for technology purchases, upgrades, training, and support. Based on current staff and deliverables, there is ample money in our budget to purchase this new software if it is approved.

Technology Procurement 5 External Funding Because our program is federally mandated and all states along with several territories are participating and receiving federal dollars, cost-sharing is also an option. Many times, states share resources because the federal government sees that they are all technically purchased with money from the same large pot. In the past, states have shared in the purchase of technology that will in the end be used to develop content or modules that will be used by many other states. This is also the case with various IDEA programs in the same state. In South Carolina, IDEA Part C (BabyNet) is led by South Carolina First Steps (which is now a stand-alone state agency, free from the SC Dept. of Education). The IDEA Part B 619 program (preschool disabilities) is run by the South Carolina Department of Education. There are many times in which Part B and Part C must work together. The most important time would be preparing for and during transition from Part C to Part B. It would make a great deal of sense for both programs to contribute to technology that could be used to create transition training for both Part C and Part B staff. Another possibility would be for TECS to search out small grants for training content. We have received small grants in the past to create topic-specific modules for other programs in South Carolina. One grant of $4,000 would cover the costs of 4 licenses for Articulate Storyline. After the requirements of the grant were met, the software would be ours. It would, however, be important to include upgrades, training, and support in future budgets. The following table shows the costs associated with each of the software titles mentioned.
Initial Price per user* $979 Upgrade Support Costs Costs Platinum Package**: 1 year-$559 2 years-$979 3 years-$1328 Free tutorials and community membership Platinum Package**: 1 year-$559 2 years-$979 3 years-$1328 No Upgrades for this software Free tutorials and community membership $89.50 Free tutorials and forum Not included on website $205 Training Costs 3-day f/f hands-on $999 Other options for web-based training 3-day f/f hands-on $999 Other options for web-based training Additional Information Studio customers receive a $599 character pack for FREE

Articulate Storyline

Articulate Studios 09

$699 (2009 price)

Camtasia Studios

$179 (2009 price) $1595

Lectora Publisher

None offered by Techsmith $200-$600 based on time and format

*Includes educational discount. ** Platinum Membership Plan: free upgrades, VIP support from dedicated engineers, and a host of exclusive extras offered to plan members only.

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Life Cycle Plan In order to avoid future instances of having to prove the need for upgraded software, a life cycle plan should be implemented immediately. Obviously, it would not be cost effective to upgrade to new software each time something new comes on the market, but it is good to keep abreast of what is out there and what current needs are. Along with the annual review of the programs technology plan, software use and needs should be reviewed. The same seven criteria used to determine the initial need for new software should also be considered at an annual review. If the technology plan review team decides new software should be considered, then a proposal can be written. The proposal would include a description of how the current software no longer meets the criteria and options for new software and how it compares to the listed criteria. Money should be allocated to software costs each year, whether it is used or not. In this example, each piece of software should be compared to the criteria prior to paying annual support fees, upgrades, or training fees. A needs analysis should be conducted and the level of use of each tool should be determined. Why would we continue to pay annual fees on a program that has not been used in over a year? If there is no team meeting, these fees could continue to be paid regardless of use. Evaluation As part of the annual technology plan meeting, the procurement and life cycle plans will be evaluated. Team members working on this plan will be up-to-date and familiar with all technology purchases, upgrades, training, support, and other associated costs. As a team, they will determine the appropriateness of each of these processes. Conclusion Because of the nature of our work, TECS must continue to seek out software options that allow for the efficient and effective development and delivery of training and professional development. New or upgraded software is hitting the market every day. Using a specific process to determine our needs and budget, TECS will hopefully make more informed decisions in the future concerning the purchasing of new software.

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References Betty, P. (2008). Creation, Management, and Assessment of Library Screencasts: The Regis Libraries Animated Tutorials Project. journal of library administration, 48(3-4), 295-315. Retrieved November 21, 2012, from http://dx.doi.org.pallas2.tcl.sc.edu/10.1080/01930820802289342 Jadhav, A., & Sonar, R. (2011). Framework for evaluation and selection of the software packages: A hybrid knowledge based system approach. Journal of Systems and Software, 84(8), 1394-1407. Retrieved November 21, 2012, from http://dx.doi.org.pallas2.tcl.sc.edu/10.1016/j.jss.2011.03.034 Sieverding, M. (2008). Choice in government Software Procurement: A Winning Strategy. Journal of Public Procurement, 8(1), 70-97. Retrieved November 21, 2012, from https://pallas2.tcl.sc.edu/login?url=http://search.ebscohost.com/login.aspx?direct=true&db =a9h&AN=31728032&site=ehost-live Team for Early Childhood Solutions (TECS), University of South Carolina. (2012). University of South Carolina School of Medicine. Retrieved November 21, 2012, from http://uscm.med.sc.edu/tecs/index.asp