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Technology & Software Purchasing Guidelines

Information to consider when purchasing software or technology for the District and/or a Campus

Introduction

If you are reading this before making a software or technology purchase, thank you!  Information Technology's goal is to help you succeed. To do that, we encourage you to select software & technology that is both "functional" and "manageable."

Hardware - Authorized Technology

The district supports standardized hardware. The choices take into consideration this information before adopting the technology. What is the purpose? Do we have other solutions already available? Is it compatible with the existing infrastructure?  Is it durable? Is it secure? Is it sustainable? What is the company reputation and how well do they deliver their support?  With these things in mind there are specific sources and items authorized. Please discuss your plan, grant, or project with the Information Technology Department. Attach the specific needs in a ticket or email help@bmtisd.com. We are also available in person.

Software

While software with the best user experience is important, it is not beneficial if it doesn't operate effectively in our environment. The time, effort, and cost required to maintain or support a program should not detract from the overall functionality of other tools or programs. Keep in mind that the "bells and whistles" of a program become irrelevant if it does not work consistently.

The security of our network infrastructure, servers, and end-user devices is a top priority for us. Please not that we cannot support many types of computing devices and compatibility is key.

It is also important to mention that the only data we can directly manipulate comes from the Frontline ERP & SIS (TEAMS). Any testing data will likely need to be imported manually and we cannot provide the required support.

Guidelines

To help ensure smooth implementation, we ask that you request the following information before purchasing software:

Student Access to the Software

  • Does the software use Google Authentication for logging into the software? A lot of programs now allow access based on Google accounts and this is a HUGE benefit.  
  • We can do Active Directory Authentication, but it is less reliable and harder to manage. 
  • If they don't do either of these then password management is a chore.

Hosting & Data Location

  • Look for solutions that can be "hosted". Web-based programs are much easier to manage since the bulk of the management is on the provider. Housing system's in-house become a major liability. We prefer to take that only if it is absolutely required.
  • Avoid software that requires a "client," "agent" or any software that has to be loaded on to a computer. software installation is usually possible but it is a process to be avoided.  Software installation is discouraged other than the small group "one-off" application that requires less than a dozen or so machines to run the software.
  • If the program requires data to "flow" back from their program [example: update a record in TEAMS], this increases the complexity. It is not impossible but it does require significant planning.

Security

  • Make sure to obtain the company's privacy policies in writing and request clarification on what (if any) information they share with other companies.
  • Determine what happens to the data after we stop using their system. Ensure they agree that Beaumont ISD "owns" the data. Any data we track is private and secure. We take every measure to protect our patrons' information. Our vendors need to adhere to the same level of data security and privacy.
  • Gather information for the program's requirements for firewall access, whitelisting, or web filtering. This will help ensure the software is fully compatible with our network and can operate without restrictions. Make sure to document any specific ports, IP addresses, or domains that need to be allowed for the program to function properly.

Rostering

  • Make sure that the software provider allows for "automated" data importing. We have dozens of batch processes that send data on a nightly basis and once configured they run very smoothly.
  • We don't support 3rd party programs past the synchronization of data.  Make sure whoever you go with has good customer service.

Conclusion

Once you have selected the program you wish to use, request their required data specifications as soon as possible. Please share these with Information Technology as soon as possible so we can begin planning for implementation. 

Thank you for your cooperation helping us keep our systems secure and efficient!