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REVISED 9-20-2023
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Desired Outcomes:
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Streamlined processes, quicker deployments, continuous technology refresh
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Collaborative decision making between building technology leadership and the DoT
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Minimization of the chance for errors or confusion when ordering and deploying technology
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Alignment of spending within the appropriate budget year
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2023-2024 Building Planning Schedule:
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Week Of:2-Oct9-Oct16-Oct23-Oct30-Oct6-Nov13-Nov20-Nov27-Nov4-Dec11-Dec18-Dec25-Dec1-Jan8-Jan15-Jan22-Jan29-Jan5-Feb12-Feb19-Feb26-Feb4-Mar11-Mar18-Mar25-Mar1-Apr8-Apr15-Apr22-Apr29-Apr6-May13-May20-May27-May3-Jun10-Jun17-JunS
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DOTInventory/Plan/ReconcileOrder / ReceiveDeploy
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Group 1Inventory/Plan/ReconcileOrder / ReceiveDeploy
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Group 2Inventory/Plan/ReconcileOrder / ReceiveDeploy
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Group 3Inventory/Plan/ReconcileOrder / ReceiveDeploy
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Thanksgiving, Winter Break, Mid-Winter Break, Spring Break
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CAPITAL PROJECTS
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Inventory / Plan / ReconcileBTC/TSS/DOT performs a physical inventory of technology items in the building. DOT staff member meets with BTC/building technology leadership group to review inventory and develop Project Submittal; DOT also reviews printer plan and assesses required printer replacement against peripheral dollars; DOT completes inventory reconciliation and reports lost items to Business Services.
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Order / ReceiveTechnology equipment is ordered and received from the appropriate vendors.
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DeployTechnology equipment is delivered and deployed in the building
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Groupings have been made geographically to assist Support Services and Department of Technology staff with equipment deployment.
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DOT GROUP0AHS (139*) AMHS (6) ARHS (5) CAS (23) MTB (3) OMS (79) RAI (84) JPF (23)Group Totals357
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Group1ALP (21) HZD (42) WAS (44) BCE (1) AJE (Inventory) WHS108
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Group2PIO (24) LLH (9) ILA (8) LKV (4) SCO (3) LEA (1) SSC (20)69
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Group3GRY (6) EVN (4) CHI (Inventory) TPK (2) WCE (Inventory) SSS (12) TRA (7)31
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565
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2023-2024 Building Planning Process
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The entire building deployment process will take approximately 24 weeks for each group. Group 1 will have their 2023-2024 Inventory Reconciliation opened in Destiny Resource Manager prior to 10/6/2023. Subsequent group Inventory Reconciliations will be opened every 4-6 weeks thereafter. It is very important to complete the Inventory Phase within the designated timeline in order to prevent the full process from extending beyond the target timeline. DoT Staff can assist you in correcting inventory discrepancies at any point in the inventory process.
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Weeks 1-6 - The inventory/plan/reconcile process should be completed on time. This is a “tight” for the deployment schedule and every effort should be made to complete the inventory within the allotted time. Inventories can be provided earlier if desired, but the BTC/TSS must be clear that no technology should move within their building once they have submitted their reconciled inventory (with the exception of unforeseen or emergent items like staff growth). During the three weeks following the completion of a reconciled inventory, DoT staff will meet with the BTC/TSS/building technology leadership to perform a “spot check” audit of the inventory, provide a list of devices targeted for replacement, provide updated peripheral dollar information, and make recommendations on responsible spending of available peripheral dollars. At the completion of this process it moves on to equipment ordering
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Weeks 7-24 Equipment orders for approved projects are submitted and received. Technology equipment is received and deployed per approved building plan.
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