School-Based Technology Coordinator's Home Page

In order to effectively manage the many technology resources and activities in today's schools, technology coordinators must maintain an organized way of work. A large part of this technology resources organization includes maintaining information and data about those resources, and organizing them in a way that everyone can understand and use. The Technology Coordinator's Notebook is a guide and complement for how to effectively document, maintain, and implement this vast array of information. Even more so, the technology coordinator's Notebook is a tool that empowers the technology coordinator to harness the power of the school's technology and control the technology environment. Our attempt here to layout a series of steps, methods, and standards for a working guide: "The Technology Coordinator's Notebook". Keep in mind that implementing this strategy may take some time at first, gathering data and organizing it with accuracy may be difficult. We believe that it will prove to be of great benifit, and eventually, indespensible. This guide is best used in conjunction with the Technology Coordinator's Handbook Web Site.

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The Notebook

We start with a notebook (actually several) and some dividers (tabs). In most cases, it will be necessarry to have several notebooks

Tab 1: Geographical Info

Tab 1 items include spatial information for getting around at a school site. Use of existing maps and a digital camera are very helpful. contents include the following items (Use a placeholder for future placement of items and archived documents):

School network history and overview
Location (Map and Directions) to School (From Tampa and Sarasota)
Location (Map and Directions) of School Network
Placeholder & Reference to Network/School Blueprints
Location and Mapping of servers
Location of communication closets, hubs, main equipment room. (Maps)
Location of classroom and administrative drops
Location (Map and Directions) of Labs, Media Ctr, Commons, and other designated areas

Tools you can use:

Inspiration
MapQuest
Visio (Windows)
Paint/Draw
Digital camera
Templates

Tools you can use:

FileMaker Pro
Excel
Digital camera
Scanner/copier
Templates

Tab 2: Hardware Systems Information

Tab 2 items will usually include a printout from an electronic database such as FileMaker Pro. Additional documents should include copies of licenses and contracts (hardware service and maintenance agreements). A collection of documents for reprint should also be included (e.g. hard copy work orders, etc.)

Inventory all hardware systems (including):
(Use county tag numbers, or customized system)
- Servers
- Workstations
- Printers, & other devices
Maintainence history for all systems:
- Administrative
- Instructional
- Support
Network electronics (hubs, routers, racks, etc.)
Network rooms and other designated spaces
Maintenance and upgrade schedules and contracts
Service and maintenance agreements
Location of classroom and administrative drops
Work order system (electronically & hard copy)

Tab 3: Software Information Systems

Tab 3 items (see Tab 2) include a printout from an electronic database such as FileMaker Pro. Additional documents should include copies of licenses and contracts (software service and maintenance agreements). A collection of documents for reprint should also be included (e.g. software usage policy, UAP, etc.)

Inventory all Software Systems (including)
- Network and workstation operating systems
- All licensed server & workstation software
- PDAs and laptop computer system software
- Printers, scanners, & other device software
Common area systems software (media center, labs, etc.)
Maintain software usage policy
Maintain UAP database
Systems backup schedule

Tools you can use:

FileMaker Pro, Excel
External HD, Zip, Tapes, etc.
CD-RW
Retrospect/Backup Exec
Paint/Draw
Templates

Tools you can use:

FileMaker Pro, Excel
External HD, Zip, Tapes, etc.
CD-RW
Retrospect/Backup Exec
Paint/Draw
Templates

Tab 4: Network Systems

Tab 4 items (see Tab 2) include a printout from an electronic database such as FileMaker Pro. Additional documents should include copies of licenses and contracts (software service and maintenance agreements). A collection of documents for reprint should also be included (e.g. software usage policy, UAP, etc.)

Maintain all hardware systems (including):
Maintain all systems for:

Network electronics (hubs, routers, racks, etc.)
Network rooms and other designated spaces
Maintenance and upgrade schedules and contracts
Service and maintenance agreements
Location of classroom and administrative drops
Work order system (electronically & hard copy)

Tab 5: Accountability

Tab 5 items include a printout from an electronic database such as FileMaker Pro. Additional documents should include copies of licenses and contracts (software service and maintenance agreements). A collection of documents for reprint should also be included (e.g. software usage policy, UAP, etc.)

Sign-in sheet (in-county and vendor sections)
Technology Plan
- Committee members
- Tech coordinator and county assigned staff info
- Budget information
- Grant submittals (copies)
Training Plan
- Schedule of training
- DB of training completed
- IT schedule of training
- Other training sources
Troubleshooting Guide
- Mac/Windows tips and tricks
- Mac/Windows guides
- Security software guides
- Other system guides

Tools you can use:

FileMaker Pro, Excel
MS Word, Appleworks, Acrobat, RTF format documents
CD-RW
Paint/Draw, Inspiration
Templates

This document prepared by the Office of Instructional Technology, PCSB

For Comments, Questions, or Suggestions, Reply to: Technology Coordinator Webmaster