##VIDEO ID:Z1EE1wWdYo0## for e e e e good morning and uh welcome to the technology advisory committee meeting uh and uh we're glad that everybody is here we have a few uh Tac members who are online uh Philip LaVine is there Kathy uh Miran is there and redcliffe brown is uh online and so we thank you for joining us online and uh with that being said um any public comments uh uh that we have for today's meeting there we go any uh conflicts of interest declarations that we need to make for today's meeting and I'll keep checking online in case uh some of that comes up okay with that being said the uh next item uh that we have is the approval of minutes or the agenda from last uh for today any uh comment is there a motion for approval I'll make a motion to approve okay I will second okay any all those in favor say I right any opposed okay so the um agenda as shown is is approved we our next item is the approval of minutes from our last meeting and we've got the uh minutes up on the uh screen at this point if you didn't have a chance to review the meeting uh minutes from previous um any comments is there a motion for approval of the minutes I'll make a mo motion to approve the minutes please okay is there a second second okay all in favor say I I I any opposed okay so that uh carries as well so so our next item uh is District website migration uh to final site and let's see who is doing that one okay okay so we will turn that over and and let you explain that site okay good morning um we'll go to the next slide why the migration to final site composer during the 2022 migration of school Messenger to Blackboard it was announced that Blackboard was going to be acquired by final site so when that happened the decision was that uh composer would be the new platform that we would have to move to by 2025 so we knew that in 2024 we had to start this migration process so our timeline was in April 2024 we put out a bulletin just announcing that this transition was going to happen so schools and departments were aware um in July we put out a bulletin that the Communications Department was going to take over managing all school websites and I'll explain why we did that later on in August 2024 to October that's when the migration of content started from Blackboard to final site and the content was from the district and the Hub websites in October 2024 Bolton went out letting District Department web Masters know that there was going to be a training in November and our go live date is set for actually December um 19th 2024 at around 4: 4:30 p.m. and then in January 2025 we will start with the schools we'll start first of all just do a kind of a quick um School website clean up remove outdated Pages hidden pages so that then in March April the content migration from school websites will move to the new composer sites and then those sites will go live in June so the navigation strategy when we found out in 2022 that we had to do this migration two years later uh the director my director at the time met with leadership and they decided that they didn't want to have a a completely new look they wanted to maintain the existing look of the Blackboard pages to the new composer page and the goal was of that was basically to make it easier for the end user to find content and having a whole new design we just didn't want to want to disrupt that we thought it was two years it was just too soon so probably a future migration we'll do a complete redesign so I have some sample Pages um here so on the left is the district the current District website and on the right is the composer and then if you go down to the next slide so the whole slide is there you'll see the left Page is the current Blackboard students and parents page and the right one is the composer page oh perfect if we can go to the next slide it's not okay and this on the left side is the Blackboard careers page and then on the right side is the composer careers page and then now we're going into this is our employee Hub the left side is the Blackboard homepage and the right side is the composer homepage and then we picked out one interior page this is again in the hub and that is the all employees page on the left is Blackboard and on the right is composer so in July a Bolton went out stating that we were the communications team was going to take over managing school websites and what we found when we started cleaning up the content on the district website school websites we found many inconsistencies on school websites we found ADA compliance issues and we know that the job of a school Web Master is another Duty as a signed so we just felt to take the burden off the schools and let us take over this and then we can make sure that the standards are being maintained because we want to make sure again for our parents our students that the content is where it needs to be so when you move through Elementary Middle High you know exactly where to navigate to on the school websites and the principal seem to really appreciate that we uh took this on and then once the project is complete in June 2025 our next initiative is to complete to um create an ADA compliance training this would be for our District web Masters and also for school people because um ADA compliance is not just on the websites it should be across all Platforms in the district and does anyone have any questions I'll just I I just have a few comments on this since I I designed websites for a living so I love the fact that you're doing all the uh ADA compliance and um all of that I love the fact that we have an accessibility statement um two just points of reference that I would just make is um one is just many websites when they have accessibility is that they usually have a little widget or icon know we have the accessibility statement at the bottom again it's a aesthetic thing just might might want to have something and the second thing is that I know you have the Google translate which again I think is fabulous I don't know if there's any need for any sort of disclaimer to say that it is machine translation and not literal translation which although it's usually about 90% good sometimes a few things slip through and I just as I said I I know some some of my clients in the past have wanted a statement saying it's being done by Machine translation versus actually having hard pages that somebody has specifically translated with context so but great job on this you really can't even tell it's a different system thank you thank you for those comments that's a great idea we can add that statement thank you are there any other comments Adam thanks Gary um I just want to Val commend you and your team uh taking on 182 websites um after the audit and updating them I know there's been a lot of uh big improvements because of that by all that's a big undertaking and um I'm pretty sure they didn't double your your your team so very impressive thank you so I see that the sites look very similar to the previous site so that makes it easy for the end user to navigate um with the new uh site will there be other new features that maybe wasn't in the previous program that you will Implement down the road actually the widget that he was speaking about that's something that we're going to look into after we go live with the schools but we know that in January we'll have the chat bot that's going to be awesome feature that will be on the website yes great job on the website um just one uh general question mobile friendly is that uh% yes perfect any other questions or comments okay the uh and that was an informational item so the next one is is the technology conference and uh back when I was with the school district uh this was uh one of the main pieces that our team did and it was kind of the highlight of the year for us so yeah this one holds kind of a special place in my heart uh but uh take it away for a technology conference in Dave asked me to okay yeah so I don't know if Dave knew that you were going to be here um I um Dave Atwell ask me to um speak to this in his be on his behalf he couldn't make it here today um so yes we're very excited to have the district technology conference particularly in person this year because as some of you may know they have not done one in person since before the pandemic so it's been a few years they've had virtual conferences since the pandemic the first one that will be in person so that's very exciting um make sure to mark your calendars February 24th at Dr Wen Garcia High School our brand new High School also another very exciting aspect to the conference um authentic intelligence in the digital age I'm sure it's going to be very AI you know heavy um as as lot lot of the conferences are um these days if you want to go to the next slide oh I guess I can do that right okay um yeah the the uh two keynote speakers Dave schmow I'm not sure if I say that name correctly is the opening keynote and um Gary He's from the Central Michigan University um former professor and former principal I think he lives in Florida now but he's now kind of a educational leadership uh Guru and Ed educational technology um speaker and podcaster and so forth and then Saul con of course is a CEO of KH Academy and kigo is our platform for students um to use uh the uh large language model um you know AI features of that so that's going to be a very exciting keynote as well so we hope some of you can um attend the conference or maybe even part of the day if you can't be there the whole day I think I'm sure everybody would love to see the the TAC members there that's about it Adam you have anything else you did a great job your left off it's the coolest conference in entire District so and I know the conference was very well noted around the state and also out of the state uh Palm Beach County has had a great reputation uh with this conference so it warms my heart to know that uh it's continuing on and I do know how much work it is and hats off to the team members that are all working through that any other questions or comments so Tech members uh you are uh invited so if uh you would like to attend uh that conference uh feel free okay the next one is electronic cumulative folder project update so I think Cara you're doing that one all right so back to Cara okay let me go to the next yeah you want to drive it's just it's not it's not working well okay so March of 2023 I was here to talk to you about this project and at that time we were only about two three months into the project so it was very early going it's a long-term multi-year project so now um a year and a half later I'll I'll give you an update so next um so a couple of these slides are the same slides that you saw in March of 2023 the business need for the project and what we were attempting to accomplish um for decades and decades every student in our school district a what's called a cumulative folder which is basically a paper folder for all their Student Records that were not in the student information system so for obvious reasons we had a lot of expectations and outcomes that we wanted to accomplish by um converting all of that paper into into U electronic into our student information system so next is the impact and some of the benefits that we anticipated and we certainly have achieved and and seen most of these impacts already with the progress that we've made so far in the last year and a half and then this in March of 2023 I showed you the projected completion column now I added the actual completion column so elementary schools we projected we thought we would get done in June of 2024 we actually got done in December of 2023 so beat That by about six months and middle schools we anticipated we would get done in June of 2025 and we got done last month in November of 24 so doing really really well with the El elementaries and middles um now we started at high schools high schools are very much different than the elementary and middle school if you can imagine a a student that's been in um school for three years their file is this big a student that's been in school from K through 12 is their file is this big so it's it's a much different thing to convert High School cumulative folders so we anticipate maybe getting done by December of 2026 I think we'll beat that but just wanted to give us some some uh leeway there in case we needed more more time and our metrics these are the number of boxes that we have processed for elementary middle and of course high schools we have the you know TBD there because we don't know yet and the number of folders processed and the number of pages processed um so it's a lot it's a lot of paper that we're we're converting into the student information system and next one is these are some of the challenges and I think this is something that um we anticipated several of of these and and then we were surprised by a few of them there still is um a a paper based culture when it comes to cumulative folders in some of our schools not not all of them and you can see that the Student Records clerks that have been there for 20 years 25 years they're kind of the ones that maybe are dragging their feet a little bit and are not as excited about it but but for the most part people are excited about it and are very happy to um to do what we're asking them to do um some of the schools are not meeting the agreed upon deadline that we have given them so we we give them a a chart and we do give them options to say what you know what's the good time of year for you I want to do it mine in March okay great so we schedule it for March um sometimes they don't meet that dead deadline and of course we have a lot of communication going back and forth and we visit the schools if we need to and help them along if we need to but there have been a few schools that have not been able to meet that deadline um we are using a large large number of temp staff to do the document prep which is you know in a in a what used to be a conference room with just tables and they're just getting the records ready to be scanned removing Staples removing Post-it notes removing paper clips and getting them in the right order removing duplicate records and that kind of thing so it's it's it's a lot more labor intensive than you would anticipate um it is quite a labor intensive project um thing to to get done so whenever you deal with temp staff there's always going to be turnover and and we have to deal with that and we're we're usually looking for um any additional staff that we can bring on board um Quality Control we have a a vendor that's doing the actual scanning so we do the document prep and then we ship the documents to the vendor they do a really good job um but we do have a pretty extensive quality control um process after the fact so that we can make sure that they're they're doing what they're supposed to be doing and that they are very very accurate and as I mentioned before the large volume for high schools kind of took us by surprise we knew it was going to be they were going to be much bigger but we didn't anticipate how much bigger um the average Elementary School we may have taken 15 boxes away from an elementary school um Middle School maybe we took 20 boxes away um the high schools we're seeing 80 boxes 100 boxes it's just a significant volume um much much more um for for a big high school and then lastly um we are hearing constantly from Charter Schools they want to be included they really really want especially the Mom and Pop um uh Charter Schools they desperately want to be included in this project and right now we're just saying we we've got our hands full with just a district run schools let's get done with that and then uh you know we'll see if they want to later but right now I think the district leaders uh that we've talked to deac and and Heather particularly have has let's just concentrate on our our district schools for now so that's that's our challenges and lastly I just wanted to throw in some some feedback that we have gotten from some of our schools um as I mentioned for the most part everyone is very very happy to not have all this paper at their school and um their their process for intaking new students is different now they don't have to file the paper they just take the paper and and scan it themselves now once once the the file is electronic they just scan the new items that come in and it's not so labor intensive and of course easily accessible by whoever needs it after the after it's been scanned so it's been a very good good positive project so far any questions I do uh as students matriculate from the elementary to Middle to high obviously where you've completed the project they already have electronic files so will that make the project a little bit easier as they come to the high school with electronic files absolutely absolutely so we're just doing the the backlog is what the the boxes that we're collecting yeah yeah absolutely and then are you going back and pulling old records and putting them in electronic uh file or only the current students we're doing everything that the school has so everything they have they typically when we were doing um before this project we would have the schools keep three years if I if the student graduated in 2024 we would keep it at the school until 2027 um but now with this we're we're taking everything that they have so um active students and inactive students I know that's a big project a lot of work um any other questions or comments from uh members okay that uh was informational as well so our next item on the agenda is the focus software update and uh I did have the privilege of being here when we first implemented Focus so I know how much work that was um I think uh let's go ahead and have our Focus update go ahead not sure which one's doing it over there hi everybody uh those you know me my name is Jason Smith I'm the director of FTE and student reporting for the school district of Palm Beach County and with me is Don P she's the director of it Enterprise applications and between the two of us we um manage the user side and the backend side of the of the student information system so um it's coming on 10 years since we uh started this project uh we wanted to give an update of where we've been and kind of where we're going because this is uh people describe it as kind of the heartbeat of all of our student information for the entire School District which you know we use it for a lot of things and we uh want to share with you guys kind of where we're going next I'm going to talk about you know where we've been uh how it came about what we've done since the project started and what we were going to do next so um for those you who don't remember brief history lesson this began in 2015 um we were uh rolling this out alongside some other things in the district and so it uh it ended up going live in August of 2017 so for the 171 18 school year and it's involved migrating the data from from our old Mainframe term system uh and a lot of training we trained hundreds of staff and to train the trainer model and a um in a one-on-one situation it was it was an all-c consuming all awful but great project it wasn't awful just like man you think back to this and like I never want to do that again but it was all worth it every single second of it because in the end we ended up with a product that we love and um and has been has been uh game changer for lots of different reasons which I'll talk about in a second uh we to kind of shepher this project along we had a full-time project manager if you all remember Natasha B Hayden um she she managed this project for us uh we worked very closely with our vendor Focus School software they're based out of St Pete they are the largest um student information system vendor in the State of Florida and um the key to this project besides having a full-time project manager was the Buy in we got from all of our process own owners I don't think this project would have gone anywhere near as well if we we wouldn't have made sure that um all of our process owners were involved from the get-go and had a deep uh influence on how we decided to roll this out not with just with training but everything else we chose Focus um many of you guys don't know that the student information system is really a cash register uh This is How we get funding from the state of Florida through scheduling and through scheduling minutes and so we needed to make sure that um the number one reason that we we picked it we need to make sure that it was solid for State reporting which is how we get that money and so because it's a Florida based company that started with Florida State reporting that was the main reason we picked them um along with their flexibility their ability to work with with districts uh we originally uh hosted our own version of focus on on on site but then we'll talk in a minute about how that's changed but one of the other big reasons um is because in our old system all the all the user security was controlled at the school sites so if your data processor decided that you got access to something then you got access to something and that's you know not we love our data processors but we wanted to make it so that that decision was out of their hands and given to a uh role-based security at the district level when we started off uh we had the student information system obviously which is the base of the whole thing uh with the state reporting but along with it we had all these ancillary systems outside of it attendance Gradebook um and reports and other things that we wanted to kind of bring into to the fold of of the student information system and so when we started it was I hate to say it was basic but I mean because it was more than we had before but uh it was basically just that we had the sis we did the state reporting out of it we took attendance did grades from the Gradebook and did all of our reports out of that and that's where we started so where have we been since then we've done a lot um these are not in any kind of order just the the list of things that we've kind of done and changed uh we have a mobile app that we now have uh the ability for parents to Guardians and anybody else that has access to the Student Records where they can just look up on their phone the um the uh status of their student get information and notifications that way along with that is the parent portal um we're I'll be talking in a second about the changes of the parent portal that are coming up because we wanted to expand on that to make it so that it was a more useful product that we could uh give more information than just about the student uh but but for right now that's what it does and it does a great job of that Cara talked about the student document Center I will tell you it's one of those projects when we started this project and I cannot compliment Cara and Lucia and her team enough because I thought if we're going to have all these records going back and forth across wherever they're going and we have this volume of stuff I expected that my data processors and everybody else at the school sites would would call me frequently saying uh what's up with these records I don't know where this thing is and I I keep on forgetting that this project is going on because I never hear about it which is the best thing I can say about it you just it just happens and it's been probably one of the most successful things I've seen in this District it was amazing that they've been able to take this on and make this happen and I cannot compliment them enough so Care thank you for not making me think about it it's fantastic um is that a compliment I think it's a compliment right yeah it's a compliment um we also started doing online report cards that way we can stop pting paper we're we're doing more things online um our online registration which is on the bottom of the list here um we recently this last school year made it so that parents can register their students online and also update their information online that has been a huge change um probably one of our most significant changes we' made in in how we've done the sis um our our school school-based people we redid the entire registration process to kind of complement what happens online and so we were able to not only change use the sis to change how things are done online but also influence how we do things on a day-to-day basis bis our our operating procedures that we have and streamline those processes so having this product has allowed us to to make everything a little more smooth we did magr all of our uh the entire sis to Amazon web services um that has been that was a seamless project it just we turned the key and it I mean there's planning that went into it but it just happened and we haven't we haven't had any major issues with that at all we implemented Google Classroom that was a huge for the pandemic uh along with seating charts um after the pandemic and then we've also have uh student photos and IDs in the system and that's been helpful uh so what's coming up this is kind of where our next big steps are uh there's analytics and powerbi implementation that's going to be happening because uh focus is built out of their product uh it's something that we're looking forward to because we can um we can utilize the data that's in the sis and directly build reports based off that the parent portal expansion I was talking about um this has been a a fun project because we've uh we've convinced some people who are hard to convince that that our vendor is easy to work with I think um I've never heard Ron actually praise people it's been fantastic but we've um we've been really excited about this because we're able to like I said we're able to give them more than just information about their student um including links to some of our in-house applications and then taking them directly from the portal to see their student in systems other than the sis so that's been a that's been a great uh project that we're working on right now we're working on uh making teer certific uh work a little better as far as how we end up um making sure our teachers are certified for classes and then uh lastly the the big project that we'd like to take on as soon as Focus kind of revamps their process a little better is to make so that some of our communication stuff that happens in other systems is within the sis so we can text and put email and call out through the sis rather than having another anary system so we keep on trying to fold more things in the sis um it's only possible because our vendor uh is really great to work with and makes it makes it simple for us so this makes us sound uh more awesome than we are when I said happy side effects of the project and uh what those things are but um one of the things that's kind of come across come about because we had such a successful implementation is that as other large districts in our state including those south of Us and other places have chosen Focus as their sis vendor um they've come to us and we've kind of help them to you know help influence them in how they decide to implement their project whether they listen to us or not as their story but we um this the successful implementation of this project based on our project management and all the things that happened uh years ago has kind of led us to help them and make it so that the product that Focus has is better because of their um successful implementations other places as well and as they rur out large uh changes to the uh to their product um you know we're one of their bigger districts they have to make sure they understand that just because some small District wants to change there's different kind of impacts for a larger District like us I mean we have 190,000 students and a district with 5,000 students a change for them is a small thing that could have huge impacts on us so we've um we've been lucky that we have such a good relationship with a vendor that we've been able to um utilize that relationship to make sure that the product goes in the way that benefit benefits Us and Them equally I've talked a lot any questions I also forgot to say you know I talk really fast if you want me to slow down let me know and I'll slow down so I apologize if I if I uh flew through that real quick I have um just one comment to here you can me okay get have to press um so thank you okay um what uh Jason said about the vendor working with the vendor um we would not be a successful and that is so true with what we have done if the if the vendor wasn't so willing to work with us the parent portal um we were going in another Direction and they stopped us and said hey we can do it and I think that's going to be a very successful project I think that's what parents need is a One-Stop location to get to all the applications um concerning their their kids what you know um School food service will be on their transportation so I think just the it's the key success I think is project management as well as your vendor so I think that's that's a critical thing and also one thing about Cara um and and for I know car no but the document um the documents scanned and the cumulative folder in the sis I know I heard early on how they would have loved to have had this during Co think about that all you know the all the folders were here in paper so um this just puts us in a great um position for future if anything would happen I mean here we have everything in the sis in the cloud ready to go with the vendor that supports us so I think that we're in a really good position so that's it e lits to all our SI team and everybody but Jason and his team they do a lot for the district reporting and all that stuff get all the funding so I appreciate what you guys do thank you yes our paychecks are uh secure as long as we do our job no but thanks guys um like I said you we're we're moving forward and impling some new exciting things and as we you know get those things done we'll come back and tell you about them but uh it's been it's been a really successful project all along for the last decade decade God it's been 10 years definitely Jason and team yeah congratulations uh ditto uh but we just at Lynn just uh finished a big overhaul uh sis to workday uh six day six-year initiative and I used to have a lot more hair um back then yes um uh so yeah congratulations heavy lift and and and you know foundational very important uh curiosity question more than anything else Focus what's the foundation platform you know is it Microsoft based or post SQL um database and the website front end is built on PHP right so a lot of a lot of great flexibility and a big platform like Microsoft behind it uh which is great yeah cool yeah i' be interested down the road you know what Microsoft's going to do from a artificial intelligence standpoint that may you know embed itself s down the road into an SIS yeah theyve they've built in some AI uh for chat gbt for letter writing and other generative text things that um allow we haven't turned it on yet because sure I can only train on so many things but we uh we're we're it has the ability for you to write a letter and then have chat gbt kind of make it more professional or other things too which is an exciting thing but again it's just we need to we'll get there no definitely that's great congrats again Adam you said AI That's cool um uh for the parent portal um does the vendor have uh chat bot in the parent portal for parents to ask questions not currently not currently no okay I don't know what their plans are for that I know uh given the fact that they are implementing this AI feature into the um generative text thing um I know that uh he's spoken the CEO Andrew has spoken about how they would like to implement a chat bot I I don't may be confusing with somebody else but I'm pretty sure we have a a user conference that happens every year and in February we'll see more about their plans for that I'm kind of hoping that that's part of something they want to do I I don't want to quote him on saying he was interested that so let let me backtrack that one but I know it's something that uh would would be a good addition to uh anything there yeah I've seen it with another vendor and it was um you're able to upload your policies and you're a student handbook and so parents can ask questions directly the other vendor wasn't so good though so thanks man' earlier we had uh final site and I understand that is a general website and has a little different Mission than uh what the parent portal has in the sis but what is the relationship between the two uh as far as accessing information so I go to final site uh I have certain amount of information about the school I go to uh the parent portal and focus and I get my student information um are you building a any type of relationship between the two yeah currently not right now um you can get to the school sites from the parent portal and that's kind of like the right now what that link is and that's as far as it goes so if they get to the school sites and that's part of it that's that's as far as it goes right now the purpose of the parent portal is mostly if I am logged in I and I'm credentialed as Jason Smith's parent and I go some to some other uh link site then I can get the information specifically about that student there it's just you know passing off single sign on to other uh District uh applications so from there if there's a way to link those two things together that's that's that's a probably something we can end up doing but for right now it's mostly just getting you into Transportation getting you into finding my bus getting into all these other sites if if I could just interjected something about the chatbot um so you may remember a couple of months ago meetings ago I presented on our our move to service now for our esm itsm solution so as part of that project we are implementing the chatbot that Valerie mentioned that's going to be on the final site website is going to be a service now chatbot so um that's going to be on the public website as well as our Hub which is our internet um so employees the public parents can ask questions in the service now chatbot and it will um pull answers from a knowledge base that we're building so that'll take care of the generic questions about you know how do I apply for magnet school how do I do this how do I you know that kind of thing what what it won't do is give specifics on you know why did my child get you know that kind of thing but but it will certainly answer a lot of those generic questions one thing about the parent SED keep on interrupting the thing that we're trying to get is more adoption of parents into the parent portal because right now currently the types of things that you can see in the sis is is for that parents would be interested in are more about high school things a little bit of middle school and barely Elementary you get your report card for your Elementary you get your entire academic history for high school and other stuff we can uh we have a way for you to submit your community service if you're a student there's all kinds of different things you can do when you're in high school not as many in middle and very few in elementary so with this Parent Portal project our adoption rate for the portal is hope we hope it'll go up because there are more things that they can get to and have access to and engage with when they uh go to the parent portal any other questions looking at the screen to see if anyone has any further questions okay uh once again this is an informational uh item so our next topic is transportation call center chatbot and I believe Chris pad has that one all right I'm on double duty today all right so in transportation they operate a call center for for uh various uh situations for parents calling in where's my bus all those different uh different kinds of things that deal with the school buses uh the sponsor of this project was Mr Shane search well I see he's on uh online so just uh you know kudos to him for his leader ship on this project to take this forward thank you great so the business need was they're looking for some kind of an automated assistant with AI built-in they call it augment augmented intelligence is what the vendor called it the vendor's name I think was here was AES it's through oura call center Elite product that we have in place and it basically creates a knowledge base of data of the database um you can ask question questions like where's my bus um you know is my bus going you know whatever kind of standard questions you would call a transportation call Center for and it um kind of responds back to you and kind of gives you the the things similar when you call most call centers nowadays so what has been done um it's implemented in the transportation call center it's working uh the multilanguage support uh Spanish English Portuguese um it was French initially it's changing over to haian Creole now so that's how that process went um you have the AI enhancements so the speech recognition it's uh pretty decent I I've called it several times just to see how it works and it works pretty well any of the frequently asked questions um so those things pop up all the time and one one of the very good features that we had initially this was during the transportation call Center's hours now it's 24 by7 so you can call after hours and be able to talk to that um artificial intelligence to get you through and get an answer for you as well I'll go into the reporting metrics uh utilization after and as you see in the Bottom future plans for haian Creole and speech recognition I think French is kind of the process right now but we're looking to get that changed over to based on our user Community benefits improve improved communication uh reduced agent workload and enhanced accessibility as I mentioned the 24x7 option now so the the impact um created efficiencies basically what I just kind of spoke about and IT services non-english-speaking um communities as well so that's one of the issues that we've had in the past sometimes you don't have the right agent available to answer that call so the metrics um so 31% of the total incoming calls went through the Avia assistant which we just talked about and of those 64% of those were resolved without being transferred to an agent so it significantly had an impact on the volume um at Transportation 10% of the incoming calls involve some interaction with the automated assistant after which user has to speak to a representative so there is a percentage that still you know cannot be resolved up front and um just just so you're aware the the transportation call center manager was unavailable to come here so I'm presenting this on their behalf so I we did the techn part they do the day-to-day operation of it so I'll be happy to answer any questions okay well that was easy any question any questions online okay thank you Chris the next topic uh for today's meeting is the data center update and I believe Chris gets that one again correct the data center is one of the I I always call the central nervous system of our of our operation so basically um I'll just go over kind of some of the enhancements we've done recently some of the way we operate and kind of how we um do our things in the data center that's just a picture of it this is kind of our knock our SRC is what we call it here but it's basically our knock and this is just a core data center so we right now we are 24 by7 with monitoring um you know after hours and whatever else that happens um the staff is is on site um 100% there's a first shift second shift third shift and we do physical walkthroughs we do operate a redundant data center um for for issues if something happened at this data center um we monitor power cooling uh physical security access to the racks who gets into to the data center overall uh we get a lot of audits so we get a lot of um things that happen all the time that we just make sure we stay on top of those we work closely with facilities um they handle our power um cooling generators those type of things as well so one thing we do is we we we augment the service desk a little bit for after hours or if there's a special situation um we have a few people in the call center so if the if they lost uh the service desk is under Cara that runs at a different building and there's been power outages there's been situations that have happened there's been things so we have a secondary data center kind of like the data center operates as a service desk type support after after hours or in a situation that could come up so like that wheel there that's all the schools so we kind of check the schools make sure all the networks are up at all the schools at any given time um this was one of our peak days when we had some some significant bandwidth um this is just a picture of it and these are the some of the core applications that we monitor we monitor other applications but these are the core ones that we're really concerned with the portal the sis um different dashboards and different things that are basically important to the schools right now the schools are going through testing right now so we're monitoring it very carefully and it's a very important thing for us to keep on top of I always get the question is when something happens it's like hey did you know like if I knew it was going to happen I'd let you know but we don't know when things happen so we've had um you know issues with um different isps but we have the fail over and redundancy built in so we've been pretty solid for a little for a good while now so um this is our power redundancy as you can see there's multiple generators it just feeds the transfer switches and it kind of comes back into the data center you know we always got to stay on top of this annually we do a data center um shutdown where we actually check everything over verify everything's working properly make sure all systems are up redundant UPS's uh just another piece of that there's an A and A B side is kind of how we distribute the loads for all of our um infrastructure equipment redundant AC units um so those are APC units that basically they kind of work hand inand so one fails the other one picks up automatically and redundant natural gas generators um you know this is more facilities kind of deals with most of this I didn't even know Coler made generators until they brought it up to us so I said Oh I thought they just made toilets and they're like no they make generators too so so we use hot hot ale containment sometimes referred to as hack so basically um you'll see the the door here inside is where you you get cold air through and the hot air is in the back and then it's it's basically more power efficient um long term you're not cooling the whole room you're just cooling what you need to cool uh fire suppression we use the Novak 1230 gas so it's not toxic to individuals um it's basically there in the event of an emergency if something does happen the gas goes first and then if all else fails then you have um you have uh I guess it's temperature base where it melts and actually has a sprinklers but that's if all else fails we've never gotten to that point ever so so this is the secondary data center we operate out of our 10 location um we monitor that one remotely we do go onite daily just to take checks of it and we have all the remote monitoring for that so this is basically our our it's a it's a hot site but it's basically on standby and we do run production systems out of it as well just some diagrams of how racks look recent upgrades um AC condensers um we've just done some Network upgrades as well so there's a new um separate circuit we did a network assessment um redundant generator facilities just did the Coler generator I just showed you as well they're all natural gas piped in directly so hopefully we always get that gas flowing through it does have a holding tank in in between um oh and recently we did visit Palm Beach County's data center um previously we've also visited South Florida Water Management just to make sure we're in line with all the industry standards and you know we're doing good uh we learned a few tricks from them they learn learned a few tricks from us so those things worked out very well and I mentioned the yearly the yearly shutdown is what we do to make sure everything is go going properly we test the network we test all of the redundancy it's always tough to get a date for that nobody ever wants to be down so I just mentioned the annual data center shutdown where we test all the prevent and maintenance make sure everything is proper so one thing we do is um this this in particular comes up when we have um a shelter situation at the schools so we maintain a phone number a text number you text this number you can text keywords Wireless you can text um um status if there's an outage that tells you that it autor responds to you whatever the situation is at any given time so but definitely in shelter locations I guess the American Red Cross comes in and they're always looking for wireless and you know so we have to give them the option so at least we have the posters on the walls we always go before a storm outage or anything else so that way they know that hey if you need Wi-Fi this is what you do and it's worked since we put these posters in place it's definitely helped a lot I mentioned the annual data center shutdown previously wrong way oh the project we are currently doing under deepo and um Heather's leadership is we're doing starlike um for the dated for for the building and usually it's a recovery effort with facilities and if there's ever a network outage we do have the starlink in place we have tested in the data center so on the right you'll see this is where facilities comes and operates to restore all the schools so this is usually right when the storm passes when it's safe to come in facilities will also have their people there so they we we kind of create a phone bank and we now we have the star link in case we have a network outage related to this so the starlink is working we are going to we did one as it's a test unit it's working properly and we're looking to expand that to a couple different locations within this building and possibly outside of here and I'd be happy to take any questions about the data center it's not very cool and fancy but it it it gets the job done so very very necessary any other uh questions anyone have any comments I know this is a lot of work behind the scenes that people don't necessarily see but if something happens to that behind the scenes everybody is calling any other questions our online people are very quiet today okay so that's the last item that we have on our agenda for today um our next tenative meeting is March 12th 2025 so we will see you in March is there a motion for adjournment motion to adjourn is there a second I second all in favor say I I all any opposed okay uh meeting is is now adjourned thank you for everyone who uh did all the work to make this meeting a success