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Fall

January

Cell Phones – Feasibility of Converting to Stipend Based Plan Department of Technology and Information Services This report was requested by the Rockwall Independent School District’s Leadership Team and covers the information required to consider moving the district from its current method of cell phone distribution to a stipend based system. The report includes a detailed analysis of the district’s current payments used to support cell phones, a survey of ten districts and how they distribute cell phones, and recommendations to be considered when using a stipend system. Two proposed payment schedules are included.

Rockwall Independent School District

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Table of Contents Table of Contents.........................................................................................................2 Analysis of Monthly Cell Phone Bills.............................................................................3 Distribution of Cell Phones...........................................................................................5 Procedures and Polices of Other District’s....................................................................7 Recommendations.......................................................................................................8 Recommended Rates Plan A.........................................................................................9 Based on 30% employee contribution................................................................................................................... 9

Recommended Rates Plan B.......................................................................................11

Based on 20% employee contribution................................................................................................................ 11

Attachment One – 10/23/09 – 11/22/09 Billing Cycle.................................................12 Attachment Two – District Cell Phone Assignment.....................................................13 Attachment Three – District Responses and Procedures.............................................14

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Analysis of Monthly Cell Phone Bills In order to understand the amount of money paid by the district each month to support cell phones a detailed monthly bill was secured from the finance department. The billing cycle of this report was 10/23/09 – 11/22/09 (See Attachment One). This report was reviewed and found to be extremely complex. The report did not show that the district pays for cell phones based on a few select payment structures. i.e. NonSMART Phone vs. SMART Phones. Instead it was discovered that the district was paying eighteen different payment structures ranging from $9.99 to $129.98 per month (See Table 1). The monthly payment schedule covers Cell Phones, SMART Phones (Blackberry), Air Cards, and three iPhones. Table 1 - Pay Schedules

No. of Phone 9 1 2 17 12 1 5 3 1 1 40 6 1 6 9 1 2 1

Payment Structure $60.00 $82.98 $84.99 $87.98 $94.99 $97.99 $99.99 $104.97 $129.98 $9.99 $44.99 $49.99 $52.97 $54.99 $59.99 $68.98 $89.99 $109.99

Figure 1 – Number/Type of Cell Phones

Type of Phone Aircards Blackberry Blackberry Blackberry Blackberry Blackberry Blackberry Blackberry Blackberry Cell Phone Cell Phone Cell Phone Cell Phone Cell Phone Cell Phone Cell Phone iPhone iPhone

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Table 2 shows the total cost per month, expended for cell phones in our district. Please note however, that the district receives large discounts and also has the ability to pool minutes. Together, these account for a discount of approximately $2,000 per month.

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Table 2 - Total Cost per Month

No. of Phone 9 9

Payment Structure $60.00

Type of Phone Aircards

Extended Cost $540.00 $540.00

1 2 17 12 1 5 3 1 42

$82.98 $84.99 $87.98 $94.99 $97.99 $99.99 $104.97 $129.98

Blackberry Blackberry Blackberry Blackberry Blackberry Blackberry Blackberry Blackberry

$82.98 $169.98 $1,495.66 $1,139.88 $97.99 $499.95 $314.91 $129.98 $3,931.33

1 40 6 1 6 9 1 64

$9.99 $44.99 $49.99 $52.97 $54.99 $59.99 $68.98

Cell Phone Cell Phone Cell Phone Cell Phone Cell Phone Cell Phone Cell Phone

$9.99 $1,799.60 $299.94 $52.97 $329.94 $539.91 $68.98 $3,101.33

2 1 3

$89.99 $109.99

iPhone iPhone

118

$179.98 $109.99 $289.97

$7,862.63

Figure 2 – Cost by Type of Cell Phone

Distribution of Cell Phones

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The district currently owns 112 cell phones. Table 3 shows the distribution and the average monthly cost of the cell phones. Table 3 – Distribution of Cell Phones

POSITION Air Card Assistant Principal Athletics Child Nutrition Coordinator Director Leadership Team Maintenance Principal Superintendent Technology Transportation Warehouse Web Master

Number Average Rate 9 $60.00 6 $54.99 10 $73.49 6 $44.99 2 $49.99 10 $73.78 8 $95.77 16 $53.74 18 $88.09 3 $63.32 14 $60.34 13 $51.83 5 $45.99 1 $109.99

Figure 3 shows the distribution of cell phones by Instruction vs. Support and the associated departments or personnel. Figure 3 – Distribution of Cell Phones – Instructional vs. Support

Note: Attachment 2 is a list of all phones in the district, who the phone is assigned to, the cost per month, and the department.

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Procedures and Polices of Other District’s A request was sent to the following district’s asking for information on how they handled district cell phones: •

Allen ISD

Carrollton-Farmers Branch ISD

Coppell ISD

Dallas ISD

Garland ISD

Highland Park ISD

Irving ISD

Mesquite ISD

Plano ISD

Richardson ISD

Table 4 gives a brief synopsis of there responses. Table 4 – District Responses

Allen ISD

CarrolltonFarmers Branch Coppell ISD

Dallas ISD Garland ISD

Highland Park ISD

Policy or Procedures NO

Who owns phones District

NO

Stipend

NO

Stipend

Yes

District

NO

Stipend

Who are issued phones Administrators, Facilitators, Administrative Assistants, Technology Technicians (AC, Food, Computer) Administrators, Technology

Copy of policy/procedures None

None None

No Response Directors Yes technicians maintenance food services Technology None Some Administrators

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Notes

Employee turns in monthly bill paid by district


Irving ISD

Yes

Stipend

Mesquite ISD

NO

District

Plano ISD Richardson ISD

No Response Yes

Both

No Position restriction Admin Team (20), Technology, no principals, no directors

Yes

No Position restriction

Yes

No Policy

If employee goes over minutes they reimburse the district

Responses for the district varied widely, ranging from those who do not utilize stipends to those who do. From those who reimburse employees after they turn in their bill each month, to a flat rate depending on position. Three districts sent us copies of their procedures, Irving ISD, Garland ISD, and Richardson ISD. Note: The request sent to the districts, responses, and copies of procedures send can be reviewed in Attachment 3.

Recommendations Before the district starts to convert its present system to a stipend several considerations should be considered. 1. The Leadership Team Member of each department (or designee) should review for each cell phone: a. If the individual needs the cell phone to perform their duties. It may be discovered that there are personnel who have cell phones, just because everyone else in their department does. b. Each individual account should be reviewed making sure that all services currently being provided are in fact needed. i.e. Text, Data, call forwarding, push-to-talk, etc. c. Each individual account should be matched with the job requirements making sure that the district is not purchasing too much airtime. (Unlimited minutes are not necessary for an employee who only uses an average of 30 minutes per month.) d. When making decisions concerning the number of minutes an employee requires, remember that mobile-to-mobile minutes are free. 2. SMART phones, such as the Blackberry, requires a data plan in order to receive

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district e-mail. 3. To connect to the district e-mail system a Blackberry requires that the district maintain a Blackberry Enterprise Server, which requires a client license of $36.00 per user per year. 4. To connect to the district e-mail system an iPhone requires a client connection of $180.00 per user per year. 5. Existing phone numbers can be transferred to individuals. 6. The district receives a 26% discount on voice and data with no taxes. 7. Employees would receive a 15% discount on voice and data and will be charged taxes. 8. Individual rates: a. 450 minutes - $39.99 b. 900 minutes - $59.99 c. 1,350 minutes - $79.99 d. Unlimited - $99.99 e. Unlimited Text - $20.00 f.

Unlimited data - $30.00

9. Changes need to be made to DE Local to include phone stipends as part of employee compensation. 10. Consideration must be given on how to transfer the phone asset from the property of the district to that of the individual employee.

Recommended Rates Plan A Based on 30% employee contribution Cell Phone 450 Minutes District Contribution Employee's

A $39.99 $27.99 $12.00

Cell Phone 900 Minutes District Contribution Employee's Contribution

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B $59.99 $41.99 $18.00


Contribution

Cell Phone 1,350 Minutes District Contribution Employee's Contribution

Blackberry Unlimited Minutes Unlimited Text Unlimited Data Server Client Total District's Contribution Employee's Contribution

C $79.99

Cell Phone Unlimited Minutes

D $99.99

$55.99

District Contribution

$69.99

$24.00

Employee's Contribution

$30.00

iPhones $99.00 $20.00 $30.00 $2.95 $151.95

Unlimited Minutes Unlimited Text Unlimited Data Server Client Total

$99.00 $20.00 $30.00 $15.00 $164.00

$107.25

District's Contribution

$119.30

$44.70

Employee's Contribution

$44.70

*Additional features added to phone are the responsibility of the employee. *Charges exceeding the plans minutes are the responsibility of the employee. *Charges for Applications downloaded to SMART Phones are the responsibility of the employee. *Taxes are the responsibility of the employee. District personnel who wish to connect their individual cell phones (not eligible to receive a stipend) to the district e-mail system will be required to pay the client fees. Blackberry - $36.00 per year iPhone - $180.00 per year

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Recommended Rates Plan B Based on 20% employee contribution Cell Phone

A

Cell Phone

B

450 Minutes

$39.99

900 Minutes

$59.99

District Contribution

$31.99

District Contribution

$47.99

Employee's Contribution

$12.00

Employee's Contribution

Cell Phone

$8.00

C

Cell Phone

D

1,350 Minutes

$79.99

Unlimited Minutes

$99.99

District Contribution

$63.99

District Contribution

$79.99

Employee's Contribution

$16.00

Employee's Contribution

$20.00

Blackberry

iPhones

Unlimited Minutes

$99.00

Unlimited Minutes

$99.00

Unlimited Text

$20.00

Unlimited Text

$20.00

Unlimited Data

$30.00

Unlimited Data

$30.00

Server Client

$15.00

Server Client

$2.95

Total

$151.95

Total

$164.00

District's Contribution

$122.15

District's Contribution

$134.20

Employee's Contribution

Employee's Contribution

$29.80

$29.80

*Additional features added to phone are the responsibility of the employee. *Charges exceeding the plans minutes are the responsibility of the employee. *Charges for Applications downloaded to SMART Phones are the responsibility of the employee. *Taxes are the responsibility of the employee. District personnel who wish to connect their individual cell phones (not eligible to receive a stipend) to the district e-mail system will be required to pay the client fees. Blackberry - $36.00 per year. iPhone - $180.00 per year.

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Attachment One – 10/23/09 – 11/22/09 Billing Cycle

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Attachment Two – District Cell Phone Assignment

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Attachment Three – District Responses and Procedures

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Cell Phone Feasibility Report  

The report written in Nov 2009 for RISD Leadership Team.