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6.6. SR 01-09-2012Item # 6.6 MEMORANDUM t-tiver TO: Mayor and City Council FROM: Bob Pearson IT Manager Tina Allard, City Clerk Tim Simon, Finance Director DATE: January 9, 2012 SUBJECT: Discussion Regarding use of iPads In 2011, the Council requested to review the feasibility of implementing the use of iPad tablets for Council packets. Attached is information on how the packet process is handled and the time involved with creating it. Also attached is a cost estimate fox purchasing iPads and needed accessories/apps. IT Manager Bob Pearson has surveyed a number of cities and staff has met with the Elk River School District, and an organization known as The Foundation. The City of Burnsville and the School District both had the best approach on what would be needed for successful implementation. Acommon theme is to have appropriate training. The City of Burnsville contracted with a third party vendor, The Foundation, who specializes in applying business uses for iPads and iPad support and training. Bob Pearson and John Cunningham, who owns an iPad, will discuss and demonstrate the related applications that would apply to Councilmembers. Benefits Council use of iPads would provide many beneficial uses. Some of which include: 2011 / 12 Visioning Goals One of the Action Steps under the Innovation Goal (Develop new programs and services to meet the needs of the community) is to enhance communication from the Council. With the iPads comes more convenient access to email and responding to constituents, thereby providing improved customer service. Improved and streamlined records retention Council would get a city email address. Constituents can email Council at this address and these records would be backed up by the IT department. Sta~`Time Keallocation (These are some of the projects that the Senior Administrative Assistant could work toward) N:\Public Bodies\City Council\Council RCA\Council Issues\iPad Review.doc 11/EREI er ~JIA~ o Implementing, and supporting an employee Intranet utilizing SharePoint o Adding more valuable and timely content to the website o Increasing and maintaining our photography/image database which could be used for many marketing tools, etc. o Assisting departments one-on-one with records retention projects o Document scanning of permanent records to our Laserfiche data storage system; possibly assisting planning with records scanning of case files Staff would recommend the purchase of eight iPads if Council were to consider going paperless. The city administrator and IT would need one, plus there would be an additional one as backup. The rest of the people who get packets would need to access it online via the city website. Fundin Funding has been established in the Capital Outlay Reserve Fund as part of the capital improvement plan process in the amount of $7,500. If additional funds are needed, the city received a cable franchise payment, which can be used for capital and technology improvements. Attachments ^ Council Packet Staff Time Analysis ^ Estimated iPad Implementation Costs N:\Public Bodies\City Council\Coundl RCA\Council Issues\iPad Review.doc ~ ~ ~~ O ~ ,.~ ~ . y ,~ ~ . ~ ~ ~ ~ ~ ~ o _ 0 v°o ~ ~ O o ,.~ ~ '-~ ~~ ~ '~ ¢, o '~ w ~ ~. ~ °, ~ o ~, a7 O ~ O ~ p ~ ~ ~. o~ ~ rs ~ ~ ~ ~~ ~' ~ ~' ~ ~ ~ ~ c ~ ~ ~: ~s ~ ~ c~r~ °cr° °o o °o J G~ cn -P W N ~ CD O rr, 8 c ~ c ~ ~ ~ ~ ~~ d ' ~ ~` o ° ~ ~~ ~ ~ ~ ~ ~ ~ ~. ~ ~ ~ ~ .~ o~ ~ ~ ~ ~` ~ ~~~ n ~ ~~,o~. ~ ~~ O ~J ~ ~ ~ ~ ~ ~ d ~ t`°s ~ d ~~ ~ ~'~~ ~ ~ ~ ~ ~~~ ~ n ~ o ~~ ~ ~ d d ~ n~ ~~ ~~ ~ ~ C ~ ce o ~ ~, ~ ° o ~ ~ ~ h cn .~ o ~ a. ~ ~ ~ ~ c ~ o ~ ~ o o ~ ~ ~' a. ~ ors ~ ~ ~ ~ ~ ~ ~ ° o ~c ~ c x. ~ a. ~ . ~ o ~, ~s c~ ~ o 0 O ° c ~' ~ ~ ~' '"' ~ o ~ ~ ~ ~ ~; ~ ~ ~ ~ n ~ ~ ~ ~' ~ ~ n ~ O v'~7 w `c p ~ ~ ~ ~ O ~ n '~ ~ ~ ~ ~ ~ ~ ~ ~ n ~ ~ ~ Q- ~ ~ O ~ ~ ~ 0 n fD N N O A A H ~D 3 pl ~,' 'TJ ~ ~ ~--~ N ~ ~ ~ ~ ~ ~-+ .p ~ ~' n ~ ~ ~ ~ o ~ ~' o ~ ~ ~ ~~~ ~ ~ o ~ ~ ~. z~ ~ ~~ ~ ~~ ~ ~ ~ ~O d ~ ~; n~ ~ o ~ ~ ~ ~ ~ ~ ~ ~ ~* ~c ~ N ~ h O ~ ~ N W ~ o ~ ~ O ''C3 ~ "t7 ~ n ~ ~ ~`. ~ ~ ~ ~ ~ ~ ~ `~ ~ ~ n ~ ~ .-~ ~ O h `c~ rwr ~ O ~ ~ S rs ,s ~ fD ~' ~ O ~ ~ ~ ~ ~ O ~ ~. h n ~ n O '~ . ~ ~ n ~ ~• ~.. `~ O ~. ~ ~ ~ ~ ~ ~ ~ ~C O ~ O ~ ~ `~ ,~ W y O ~ ~ O A O Q.+ . ~ ~ ~ ~ ~ A~ ~ ~ ' O `-C O rt Item Description Cost 1 Apple iPad 216GB Storage WI-FI $499 2 Protective Cover $40 3 Software $50 4 Stylus $25 Subtotal $614 Tax $42 Total $656 1 Apple iPad 216G6 Storage WI-FI w 3G $629 2 Protective Cover $40 3 Software $50 4 Stylus $25 Subtotal $744 Tax $51 Total $795 Additional Costs Frequency item Description 1 Training $1,250 one time estimated 2 Verizon 3G $26 monthly 3 Management Server $2,500 one time estimated Notes: 3G Service is $26/month Mobile Echo estimated at $1,200 annually ~ q~~~ ISD 728 Staff iPad Device User Agreement s-1-2o1 ~ Page 1 of 3 iPad Care • Staff members will be held responsible for maintaining individual assigned iPads and keeping them in good working order. • Batteries must be charged and ready for use. • Clean the screen with a soft, dry cloth or anti-static cloth as needed. • To prevent damage, do not lean on or place anything on the screen. • Do not strike the iPad against walls, car doors, floors, etc. as it may eventually break the screen. • When carrying the iPad, keep the protective cover closed to protect it. • Staff members are encouraged (at their voluntary option and cost) to choose a more personalized case. Some personalized carrying cases can hold other objects (such as folders and workbooks), but keep these additions to a minimum to avoid placing too much pressure and. weight on the iPad screen. • When not in use, store in a secure location. Never leave in an unlocked car or any other theft prone area. Under no circumstances should iPads be left in unsupervised areas, such as the school grounds, lunchroom, computer lab, locker rooms, library, unlocked classrooms, dressing rooms and hallways. If an iPad is found in an unsupervised area, it will be taken to .the office. • iPads that malfunction or are damaged must be reported to the Technology Department immediately. The school district will be responsible for repairing iPads that malfunction. • IPads that have been damaged by staff member misuse, neglect or are accidentally damaged while off school property will be repaired at the expense to the staff member. Should the cost to repair exceed the cost of purchasing a new device, the staff member will pay for full replacement value. Lost items will be charged the actual replacement cost. • il'ads that are stolen must be reported immediately to the building administrator and the local Police Department. • DO NOT CONNECT OR SYNCH iPads directly to a computer without first consulting the Technology Department. School Use cc;~r ~.~~~_ • Staff member iPads are intended for professional use at school district meetings or in the classroom. • If a staff member leaves their iPad at home, they are responsible for conducting the meeting or class without an iPad. The District has a limited number of iPads and loaner iPads cannot be expected to be available. Loaner iPads will only be available to staff members when they leave their iPad with the Technology Department for repair. • iPads should be brought to school each day in a fully charged condition. Staff members will best be served if they charge their iPad each evening. • Inappropriate media may not be used as a screensaver or background photo. Presence of guns, weapons, pornographic materials, inappropriate language, alcohol, drug, and gang related symbols or pictures violate District policy and may result in disciplinary action. • Staff members are encouraged to secure the iPad with a pass code. • Sound should be muted at all times unless needed for instructional purposes. • Personally owned music, games and apps may be present on a District iPad if using a personal. Apple ID iTunes account. All personal content is the property of the staff member, who ISD 728 Staff iPad Device User Agreement 8-I-2011 Page 2 of 3 retains rights to the content through their own personal Apple 1D account and/or suitable backup. If repairs are needed, the device may have to be wiped to its original condition; so staff members are responsible for backing up their own personal related content. Staff members may save work locally on the iPad. Whenever possible, it is recommended that staff members use on-line services such as Drop Box or Google Apps for document creation, storage and retrieval. Limited storage space is available on the iPad; however it is the staff members responsibility to ensure that work is not lost due to mechanical failure or accidental deletion. Printing will be strongly discouraged with the primary focus instead on electronic document exchange. If printing is absolutely necessary, transfer and retrieval through on-line services is encouraged. Home Use • Staff members are allowed to connect their iPads to out of district wireless networks. This will assist them with iPad use while at home. • While instruction and advice may be offered, the District is not responsible for home network use or support. • Direct iPad connection to and/or synchronization with non District computers is prohibited. Application Software • The software/Apps originally purchased and installed by the District must remain on the iPad in usable condition and be easily accessible at all times. Personal software purchased by the staff member is their responsibility for installation and backup. • Additional software purchased by the District will be done through Apple's Volume Purchase Program by contacting the building's Program Facilitator(s), and linking to the buildings Apple ID iTunes account. Additional software purchased by staff member linked to their personalle Apple ID iTunes account is their personal property and cannot be reimbursed by the District. • Staffmembers may be selected at random to provide their iPad for inspection. Remember that the device is District property and any content must adhere to our Acceptable Use Policy. • If technical difficulties occur, and illegal software or non-compliant installed apps are discovered, the iPad will be restored to its original state. The District will not be responsible for the loss of any software or documents deleted due to a re-format and re-image. • District provided applications will be updated as required by the Technology Department. Personal application updates should be done through the staff members own Apple ID iTunes account. • Applications purchased for District use must always go through the buildings Program Facilitator. Staff members will not be reimbursed for applications purchased personally on behalf of the District. ISD 728 Staff iPad Device User Agreement s-i-zoii Page 3 of 3 I agree that I will use the District iPad in accordance with the specifics outlined in this user agreement. I also understand that use of a District iPad is a privilege that may be revoked at any time. Users Printed Name: Users Signature: Date• ~ ~1-~ ISD 728 Staff iPad Device User Agreement 8-1-2011 Page 1 of3 iPad Care cc ~. ~ . f-f-ll ~C~C~ L~~ • Staff members will be held responsible for maintaining individual assigned iPads and keeping them in good working order. • Batteries must be charged and ready for use. • Clean the screen with a so$, dry cloth or anti-static cloth as needed. • To prevent damage, do not lean on or place anything on the screen. • Do not strike the iPad against walls, car doors, floors, etc. as it may eventually break the screen. • When carrying the iPad, keep the protective cover closed to protect it. • Staff members are encouraged (at their voluntary option and cost) to choose a more personalized case. Some personalized carrying cases can hold other objects (such as folders and workbooks), but keep these additions to a minimum to avoid placing too much pressure and. weight on the iPad screen. • When not in use, store in a secure location. Never leave in an unlocked car or any other theft prone area. Under no circumstances should iPads be left in unsupervised areas, such as the school grounds, lunchroom, computer lab, locker rooms, library, unlocked classrooms, dressing rooms and hallways. If an iPad is found in an unsupervised area, it will be taken to the office. • iPads that malfunction or are damaged must be reported to the Technology Department immediately. The school district will be responsible for repairing iPads that malfunction. • IPads that have been damaged by staff member misuse, neglect or are accidentally damaged. while off school property will be repaired at the expense to the staff member. Should the cost to repair exceed the cost of purchasing a new device, the staff member will pay for full replacement value. Lost items will be charged the actual replacement cost. • iPads that are stolen must be reported immediately to the building administrator and the local Police Department. • DO NOT CONNECT OR SYNCH iPads directly to a computer without first consulting the Technology Department. School Use • Staff member iPads are intended for professional use at school district meetings or in the classroom. • If a staff member leaves their iPad at home, they are responsible for conducting the meeting or class without an iPad. The District has a limited number of iPads and loaner iPads cannot be expected to be available. Loaner iPads will only be available to staff members when they leave their iPad with the Technology Department for repair. • iPads should be brought to school each day in a fully charged condition. Staff members will best be served if they charge their iPad each evening. • Inappropriate media may not be used as a screensaver or background photo. Presence of guns, weapons, pornographic materials, inappropriate language, alcohol, drug, and gang related symbols or pictures violate District policy and may result in disciplinary action. • Staff members are encouraged to secure the iPad with a pass code. • Sound should be muted at all times unless needed for instructional purposes. • Personally owned music, games and apps may be present on a District iPad if using a personal Apple ID iTunes account. All personal content is the property of the staff member, who ISD 728 Staff iPad Device User Agreement 8-1-2011 Page 2 of 3 retains rights to the content through their own personal Apple ID account and/or suitable backup. If repairs are needed, the device may have to be wiped to its original condition; so staff members are responsible for backing up their own personal related content. Staff members may save work locally on the iPad. Whenever possible, it is recommended that staff members use on-line services such as Drop Box or Google Apps for document creation, storage and retrieval. Limited storage space is available on the iPad; however it is the staff members responsibility to ensure that work is not lost due to mechanical failure or accidental deletion. Printing will be strongly discouraged with the primary focus instead on electronic document exchange. If printing is absolutely necessary, transfer and retrieval through on-line services is encouraged. Home Use • Staff members are allowed to connect their iPads to out of district wireless networks. This will assist them with iPad use while at home. While instruction and advice may be offered, the District is not responsible for home network use or support. Direct iPad connection to and/or synchronization with non District computers is prohibited. ApQlication Software • The software/Apps originally purchased and installed by the District must remain on the iPad in usable condition and be easily accessible at all times. Personal software purchased by the staff member is their responsibility for installation and backup. • Additional software purchased by the District will be done through Apple's Volume Purchase Program by contacting the building's Program Facilitator(s), and linking to the buildings Apple ID iTunes account. Additional software purchased by staff member linked to their personalle Apple ID iTunes account is their personal property and cannot be reimbursed by the District. • Staff members may be selected at random to provide their iPad for inspection. Remember that the device is District property and any content must adhere to our Acceptable Use Policy. • If technical difficulties occur, and illegal software or non-compliant installed apps are discovered, the iPad will be restored to its original state. The District will not be responsible for the loss of any software or documents deleted due to a re-format and re-image. • District provided applications will be updated as required by the Technology Department. Personal application updates should be done through the staff members own Apple ID iTunes account. • Applications purchased for District use must always go through the buildings Program Facilitator. Staff members will not be reimbursed for applications purchased personally on behalf of the District. ISD 728 Staff iPad Device User Agreement s-i-ZOii Page 3 of 3 I agree that I will use the District iPad in accordance with the specifics outlined in this user agreement. I also understand that use of a District iPad is a privilege that may be revoked at any time. Users Printed Name: Users Signature: Date: