1. Current landscape of DL (Technical, Administrative, Faculty)

Administration – Maintains, promotes and develops the DL program.
1).Billing etc.  2).Marketing   3).Scheduling

Technical Support-Deals with technical aspects of the DL program.
1).Installation  2).Support  3).Provisioning  4).Training  5).Monitoring  6).Scheduling

Faculty-Works on the point of delivery, the classroom and educational aspects of the DL program.
(The delivery of the content)

1).Classroom Administration  2).Curriculum  3).Facilitation  4).Instruction  5).Preparation  
6).Presentation  7).Scheduling

2. Communication and Coordination
A. Duplication of information – (Event, Site, Contacts) This same list of information is communicated from teacher to Admin, from the Admin to Provider then usually from the Provider to the Presenter. Also much of the same information is replicated for the next event. Analogy: Calling a bank and they ask you to put your account number in. then you get transferred and have to enter it again, when you finally talk to a person the first thing asked is "May I have your account number?".

B. Number of people involved in providing one DL Event – all must respond in timely, supportive, "can do" fashion and must be highly available. All information about event and/or test must be coordinated between all involved..(obstacles are: absent staff, unable to contact staff, technical finger pointing.) There can also be five organizations, with 1-3 individuals in each, involved in a single connection.

3. What is wrong with how we were handling this in the past
A. Cumbersome
   1). Paper system –
      a)writing out printing, faxing or delivering paper. Huge paper trail with handwriting.
      b)If its lost there is no record.
      c)Making a report about last years classes requires rifling through a few hundred packets, for every different statistic, we would have to go through again.
      d) they simply take up space.
   2). Manual system
      a) Manually typing emails with the same information over and over for scheduling, confirming, canceling etc. The errors involved in redundant instantiation.
      b) Heavy reliance on phone and many classrooms don’t have a phone.
B. Time consuming
   1). Duplication
      a) Doing the same thing many times for one event(entering site or technical information)
      b) Doing the same thing for each concurrent event(entering site or technical information)
   2). Communication
   This requires synchronous, timely accurate communication when some players are only available    asynchronously. (on their time) Maybe they are part time coordinators like NASA or DL lead teachers or teachers have to teach classes. Sometimes they are sick. A lot of late breaking time crunching communication has to take place, especially on the technical end. Everyone involved in all three areas has to have all the contact information handy and the means of making contact.
   3). Inefficient

C.There are other inefficiencies doing the process the old way.

How it was done in the PAST

2. The IVDL lead, or the teacher (faculty) then fills out a paper order form. Faxes or hands to AE.(many times the AE fills this out themselves)

3. The AE contacts the provider by phone or email to find available slot.

(Behind the scenes the provider is coordinating instructors and managing their facility scheduling) The provider may ask that a test be scheduled in which case the AE needs to confirm with the IVDL lead, or the teacher when a test will be performed.

4. The AE contacts the lead, or teacher (faculty) with the date/time offerings for the test and also the Event if the requested time is not available.

5. The AE makes notes of all these activities on the back of the order form.

6. When a dates and times are agreed by all, the AE completes the provider’s registration form with PO and sends this and the billing information to providers. Some providers just want you to complete a registration form before asking them about availability. They then contact AE if there is a conflict, or they need additional classroom information.(how advanced the students are, what unit they are studying, number or students).

7. The provider sends confirmation to AE and requests any additional classroom, curriculum info they need from the requesting teacher as mentioned in step 6. They may also send course material and preparatory activities for the class to follow before and/or after the class.

8. The AE sends confirmation and any materials to the IVDL lead, or teacher and requests the additional information from the teacher.

9. If information was requested the IVDL lead, or teacher forwards that information to the AE, who in turn forwards the information to the provider. (Who in turn forwards that information to the presenting instructor?)

10. Now you are ready to schedule the technical aspects of the class.

AE requests that technical staff decide technical feasibility of endpoints and best way to connect for maximum success. Makes bridging requests where needed and forwards technical confirmations to provider and IVDL lead.)

11. Technical staff schedules, prepares, delivers any additional equipment, tests the connection with provider.

12. Technical staff give AE the green light.

Then comes the moment of truth!

classroom full, Teacher, Superintendent watching.)

Fig.B –The Event and all other entities rest on the success of the technical entity.

How we do this now