IT Department Duties

1
IT Department Duties

• The following presentation details the job duties
  performed by the IT Department as of July 7,
  2005.
  
• Note that technology in todays world is in a
  constant evolution and the duties therefore are
  also always changing to meet the latest demands.

2
Technology Terminology

• One of the hardest tasks in explaining duties of
  technology is finding words and examples that are
  understandable to an audience who might not be
  experienced in the technical field. During the
  course of this presentation I hope to use terms
  and phrases that will better bridge the gap and
  help open communications in an obvious lacking
  communication area.

3
THE BIG TREE

• Another difficult aspect to understanding a
  network and the resources and time it takes to
  successfully maintain it is defining the layout
  structure. In this presentation, Im going to
  explain this network as if it were a tree.
  Hopefully utilizing this symbolism will make it
  easier to understand unfamiliar networking
  components.

4
ROOTS, TRUNK, BRANCHES LIMBS, and LEAVES

• Roots Access Beyond Metcalfe (Internet, State
  WAN, etc)
  
• Trunk Backbone media of our local networks
  (Our fiber, cat 5 cable and wireless
  connections)
  
• Branches Access to schools inside Metcalfe (Our
  WAN and LANS ) and the devices needed to support
  this access (Routers, CSU/DSUs, Hubs, Switches,
  Transceivers etc.)
• WAN Wide Area Network LAN Local Area
  Network
  

5
ROOTS, TRUNK, BRANCHES LIMBS, and LEAVES

• Limbs Devices that connect to our network
  (Servers, Computers, Printers, Scanners, Copiers,
  etc)
  
• Leaves Software applications that run in the
  district that make is possible to utilize the
  Limbs. (Servers software, Network software,
  Workstation software, Printer Software, etc)

6
ROOTS

• Root level job duties may seem small in number
  but are in fact some of the most important in
  the district. It is here that connections are
  maintained to the state. If this connection is
  somehow lost multiple systems go down district
  wide. Two major applications affected in such an
  incident is Email and Internet. I think we all
  understand the importance of both and the
  aggravation felt when they are inaccessible.

7
ROOTS

• At the Root level, the IT Dept must understand
  and troubleshoot loss of connections that might
  occur between the point to point connection with
  the state.
• The IT Dept must also understand state router
  configurations and be able to program them if
  necessary, and must also be able to remove and
  install latest router equipment, and update
  router software code on an as needed basis.

8
ROOTS

• It is also at this level that viruses, denial of
  service attacks, and hackers penetrate the
  network. Because of this risk it is up to the IT
  Dept. to stay on top of the latest virus and
  hacking software and stay educated on all
  possible Internet ports that might be used to
  compromise network security.

9
THE TRUNK

• This is the easiest part of the tree to
  understand. The trunk represents the pathways
  that our data travels between district routers
  and the state router housed in the Tech Office.
  These connections are represented by T-1
  telephone lines and fiber optic cable throughout
  the district.

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THE TRUNK

• Troubleshooting Fiber and Cat 5 most of the time
  is very simple, either its connected (green
  lights) or its not (red lights or no lights at
  all) into the devices that transfer data across
  out network. The hard part is finding the break
  in the wire or the failing device it is connected
  to that is preventing traffic from flowing.

11
The Trunk

• There are times when troubleshooting data
  transfer problems can be anything but simple.
  Each type of cable has a fail point length and
  its up to the IT Dept to understand these cable
  limitations. As far as fiber goes, each type of
  fiber has a db loss limitation. If the fiber
  connectors become damaged or dirty the db loss
  can increase causing sporadic data errors and
  its up to the IT Dept to recognize these types
  of errors and restore the db loss within to
  normal operating ranges.

12
BRANCHES

• As we climb up the tree we reach the branches.
  It is here that wiring connections to each school
  exist, and the devices that are needed to support
  these connections. The wirings in all buildings
  originate at the Main Distribution Frame (MDF).
  This is the rack in your building where the T-1
  line comes into your building. This is also the
  usual location of the school router.

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BRANCHES

• Wiring drops in the classrooms are also
  connected back into this rack and or the IDF rack
  (Intermediate Distribution Frame - any secondary
  rack inside a building) These racks are connected
  back to the MDF via fiber cable with connections
  between two switches. Other types of wiring
  schemes inside branches include the fiber
  connection to the bus garage, the wireless
  connection to the Annex Board Office, and other
  connections between main and adjacent buildings.

14
BRANCHES

• In order to maintain constant data flow at the
  branch level the IT Dept must be able to
  recognize a vast amount of networking devices,
  how they work, how to troubleshoot them, how to
  upgrade and replace them, and how they behave
  under various work loads. In some ways
  troubleshooting the branches is the same as the
  trunk. Cables are usually either plugged in or
  not.

15
BRANCHES

• In other ways however, its an entire new area.
  Its here that the media (cables that carry our
  data) connect with their first devices. The first
  device is the CSU / DSU. This is modem that
  transfers the T-1 line into a digital line the
  router can communicate with. The IT Dept must
  understand what each connection port is used for
  and what the messages on the communication panel
  relay. The IT Dept must also know how to telnet
  into the device to configure the Network settings.

16
BRANCHES

• Once the demodulation is complete the signal is
  sent to the router. The router is the device
  where state assigned district IP ranges are
  setup. It is also from here that configurations
  are made to help block hacking ports, and any
  other nuisance Internet ports. The IT Dept is
  responsible for maintaining router configurations
  and aid state programmers in troubleshooting
  these devices when necessary.

17
BRANCHES

• The next device down the line is usually the
  switch. This device will generally be connected
  to the router via a straight through cat 5 cable.
  Once the switch has made successful connections
  with the router it can then share out the data
  stream to all other devices connected to the
  switch. If more than one Rack is in a building,
  the switch will use an MDA card to connect a
  fiber cable between two racks.

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BRANCHES

• The IT Dept must be able to troubleshoot these
  switches just like any other networking device.
  The IT Dept must also be able to telnet into the
  switch program, understand the program code and
  be able to upgrade the switch bios to the latest
  version. The IT Dept must also understand how to
  daisy chain these devices and set base units
  accordingly.

19
BRANCHES

• Hubs and transceivers are also used to carry
  signals throughout the Metcalfe network system.
  They are very basic devices with panel lights to
  display error messages. These devices are very
  easy to install and maintain and even though
  obsolete by today's standards, provide a very
  helpful role in network connectivity throughout
  the district

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ROOTS, TRUNKS, BRANCHES

• Items covered thus far provide connectivity to
  the offices, classrooms, librarys, pc labs, etc
  (The data drops in the walls) but we have yet to
  discuss any device that is used by the end user
  or software that one might work with. However,
  just like in a real tree, without roots, trunks,
  and branches limbs and leaves cannot exist.

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ROOTS, TRUNKS, BRANCHES

• The Maintenance that takes place at this level
  is the Core duties of the IT Dept, without
  proper execution, upkeep, and knowledge of this
  end of the tree all other aspects to keeping
  technology up and going would be fruitless. While
  most people think Geez that guy never does
  anything because they never see him out in
  their buildings, the IT Dept is busy implementing
  mandates, software patches, bios upgrades, and
  security enhancements that ensure network
  connectivity.

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MOVING ON UP, TO THE TOP

• Now that we have covered the components that are
  necessary to keeping the juice flowing in the
  network, lets explore the Limbs and Leaves.

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LIMBS

• As explained earlier, the limbs of the tree
  describe any device that might attach to the
  network. In this district the most common device
  of course is the computer. Other popular devices
  consist of servers, printers, and copiers. In the
  fall of 1999 there were around 70 devices
  attached to the network, at the present time
  there are well over 1000.

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LIMBS

• Each of these devices represent a point of
  failure that the Technology Department is
  responsible for repairing. Thats hundreds of
  computers, monitors, printers, keyboards, mice,
  network adapters (I think you get the picture)
  that can and do fail from time to time.

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LIMBS

• As mentioned before, computers and printers are
  the most popular devices on the network and are
  under constant wear and tear. Some printers print
  hundreds of copies each day and there are some
  computers in this district that are only powered
  down during a power failure.

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LIMBS

• One myth about computers in this district is that
  a lot of them are out of service awaiting repair.
  If you base those numbers against the total
  number in the district however, you see a much
  different picture. In September 1999 there were
  less than 100 networked computers in the
  district. Today there are over 940.

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LIMBS

• The most popular shared device connected to the
  network is of course the printer. Each printer
  represents another potential failure point on
  both a hardware and software level. The popular
  method of using the printers is to share them
  which in turn requires network resources from the
  servers or workstations.

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LIMBS

• Installing printers is never as simple as it
  sounds and its up to the Technology Department
  to educate and maintain printing services
  throughout the district. In September 1999 there
  were fewer 10 printers shared on the network.
  Today there are over 100.

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THE LEAVES

• Last but not least. Leaves represent software.
  Which is by far the most expensive aspect to
  technology in any district. Software is
  everywhere and must be maintained with the latest
  service packs, patches, viruses fixes and
  updates. There are as many different types of
  software as there are leaves in a tree and just
  like leaves, software changes seasonally to match
  the latest technology devices.

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LEAVES

• Well over half of the Technology Departments
  time is spent installing, troubleshooting,
  repairing, learning, and teaching software. In
  the fall of 1999 there were around 15 basic
  networking software packages to understand and
  maintain. Today there are over 30.

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BIG LEAVES

• Servers are responsible for delivering around 90
  percent of the software applications. Because of
  this, server down time is very expensive and
  should be avoided as much as possible. To prevent
  server down time the IT Dept must spend a lot of
  time keeping the servers upgraded to the latest
  service packs and virus DAT files.

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BIG LEAVES

• If it werent enough just to keep things
  updated, the IT Dept must also work with the
  state to change over server operating systems
  whenever necessary. In September of 1999 there
  were 5 servers in production, today there are 20.

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BIG LEAVES

• The IT Dept must also maintain other server
  software applications such as Proxy, DHCP,
  Desktop Authority, etc Like all other
  applications, the software changes every few
  months and must be updated in order to function
  correctly.

34
GREEN LEAVES

• The software that makes money for the district
  and perhaps the most stressful to use and
  maintain is the STI Suite. It maintains all
  demographic records on both students and
  teachers. The state uses the data from this
  software to calculate the amount of we
  receive each year so its easy to understand how
  much time can be put into this program to ensure
  it is backed up safely and is working correctly.

35
GREEN LEAVES

• In September 1999 there were three STI products
  used in the district. STI Dos, Daisi, and IOD. A
  total of 6 people in the entire district used
  this product at that time. Since then we have
  upgraded to STIoffice which is now in windows
  format, upgraded daisi to Daisinet, added
  DistrictNet, Teachers Classroom Module,
  Principals Classroom Module, SETS, DaisiSets,
  HealthTracker, and SchoolBookeeper.

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GREEN LEAVES

• Instead of 6 people, now STI is used by every
  teacher in the district, counselors, all school
  secretaries, district wide personnel and most
  school book keepers. If that werent enough, most
  of the STI products are so new that fixes and
  upgrades come out several times a year.

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GREEN LEAVES

• The responsibilities and time it takes to
  maintain the suite of STI programs have gotten so
  intense that most schools either have or are
  considering an additional staff member whos sole
  responsibility is training, using, updating,
  fixing, and backing all the STI products.

38
EDUCATIONAL LEAVES

• CCC and RenLearn have come to the forefront of
  educational software in Metcalfe County Schools.
  In September 1999 networking software was
  virtually nonexistent. Since that time, CCC has
  been upgraded to a network program which means
  almost all elementary school kids use the product
  several times a week.

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EDUCATIOIT DeptL LEAVES

• The latest educational software to hit networks
  near you is provided by a RenLearn. The programs
  are Acc Reader, Star Reader, ACC Math, Star Math,
  Mathe Facts in a Flash and Acc Vocabulary. These
  software programs are again used by all
  elementary school students. In addition to them,
  the middle school also uses the program suite and
  the high school uses the Math portions.

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EDUCATIOIT DeptL LEAVES

• Just like STI, these programs also require a
  great deal of attention. Updates, patches and
  backups are again vital to keeping the programs
  current. The math portion also has several
  scanners placed across the district which must be
  maintained and installed correctly.

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TALKING LEAVES

• One of the biggest reasons KETS implemented
  technology into school districts across Kentucky
  was to create a statewide network of
  communication. The end result is email. In
  September of 1999 there were around 40 email
  accounts in the district with 5 distribution
  lists. Today there are over 2000 accounts and 73
  distribution lists all which have to be managed
  and updated on a regular basis.

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TALKING LEAVES

• In maintaining email, the IT Dept must
  constantly add, remove, and shuffle user accounts
  to keep them in the appropriate distribution
  lists. Without constant care, emails would either
  go to users they shouldnt have or never reach
  the parties they were intended for. Another major
  concern with email is viruses. It is up to the IT
  Dept to educate and stay educated on ways to
  prevent inappropriate emails and malicious
  attacks.

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USERS

• At the end of the journey we find a working tree
  that the user can use. However, before the user
  can use any aspect of the tree, the IT Dept must
  provide each client with a username and password.
  Almost every staff member in the district has a
  user account along with all K 12 students.
  Each account is a possible security breach and
  must be carefully maintained.

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USERS

• At the beginning of, and throughout each school
  year staff and students accounts are constantly
  under maintenance reflecting new and vacating
  user accounts. Keeping vacated accounts disabled
  or deleted is the first and most important factor
  in keeping hackers or malicious attacks from
  happening from inside the district.

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LICENSES

• Another important factor that should be
  mentioned is software licenses. Almost every
  installed software application in the district
  comes with a license that must be maintained in
  order to meet legal sanctions. The IT Dept is
  responsible for making sure these licenses are
  kept up to date and within company guidelines.

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BACKUPS

• One of the last but not least important
  responsibilities of the IT Dept is ensuring that
  all vital data have a constant backup. There is
  nothing worse than losing a server to a virus and
  then finding out the backups have been failing
  for 6 weeks. In September 1999 there were 3
  servers to backup. Today there are 9

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THE MATURE TREE

• While this might not have been the most
  entertaining presentation, I hope it has found
  you thinking more about what it takes to
  successfully maintain a working network and the
  knowledge that must constantly be gained just to
  stay on the cutting edge.

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THE MATURE TREE

• Im sure there are many areas of technology that
  I may have overlooked but I have tried to give it
  my best shot to educate you as accurately as I
  know how on the job responsibilities of the
  members of the IT Dept here in Metcalfe County.