CESO's Operations & IT Assessment Presentation 7-14-25

DeKalb County School District
Operations &
Information and Instructional Technology Divisions
Comprehensive Assessment


Final Report Presented in July 2025

DeeDee Kahring, Project Manager
Introduction & Project Overview
●   Scope of Work: based on RFP No. 24-594

●   Assessed the current state of the Operations and Information
    & Instructional Technology Divisions

●   CESO Project Team: Technology, Finance, Facilities, Nutrition
    Services, Transportation, Human Resources

●   Methodology included interviews & observations
Final Recommendations focus on:

● Aligning both Divisions with the DCSD Strategic Plan
● Building organizational capacity
● Enhancing facility & digital infrastructure
● Identifying necessary upgrades
● Compare against industry standards & best practices
Engagement

● Collaboration across all levels of DCSD

● Positive staff engagement and openness to change

● Recurrent challenges: communication, planning, follow-
  through
Key Themes & Observations
● Strengths in leadership alignment and staff morale

● Collaboration across all levels of DCSD

● Opportunities lie in systemic consistency and proactive
  processes

● Communication, planning, and consistent follow through are
  central to improvement
Operations Division
Areas of Excellence - Operations Division
Finance/Operations & E-SPLOST Funding
● Strong community support for E-SPLOST funding.

● Strong collaboration between Finance & Operations has improved
  E-SPLOST fund monitoring.

● Improvements include faster vendor payments, monthly account
  reconciliation, and consistent communication.
-continued
Areas of Excellence - Operations Division
Finance/Operations & E-SPLOST Funding


● Budgeting, procurement, and vendor services systems
  functioning well.

● Annual Budget Report enhances transparency and
  alignment with the Strategic Plan.
Areas for Improvement - Operations Division
Finance/Operations & E-SPLOST
● Current quote and approval requirements cause delays.

● MUNIS approval system requires quicker updates.

● Vendor payment improving; 30-day payment goal is needed.


– continued
Areas for Improvement - Operations Division
Finance/Operations & E-SPLOST
● District Audit must be completed by December 31st

● Finance team should be involved in E-SPLOST & construction
  contingency decisions.

● District engagement in long-range financial planning needs.
Areas of Excellence - Operations Division
Department of Facilities
● Custodial operations benefit from standardized training,
  uniform cleaning protocols, & coordinated scheduling.

● Invoice payments are significantly improved.

● New construction management firm provides centralized
  accountability.


– continued
Areas of Excellence - Operations Division
Department of Facilities
● District has responded proactively to E-SPLOST audit findings.

● Partnership with Grainger improves custodial supply efficiency.

● Annual approval of the CIP list allows for agile planning.
Areas for Improvement - Operations Division
Department of Facilities
● Current procurement approval levels should be changed.

● E-SPLOST Advisory Committee should be disbanded.

● PPM should be updated to reflect current project execution
  standards.


– continued
Areas for Improvement - Operations Division
Department of Facilities
● Existing warehouse is outdated; consider multiple sites with shared
  inventory system.

● WMS is inefficient; needs replacement or major upgrade.

● PO process for recurring purchases involves excessive approval
  layers.

● Contract approval process is lengthy.
Areas of Excellence - Operations Division
Department of School Nutrition Services
● Staff demonstrate genuine care for students and maintain positive
  interactions.

● Effective collaboration with school staff and administration.

● High emphasis on food safety, sanitation, and student satisfaction.

● Leadership focuses on creating an innovative and essential food
  program.
Areas for Improvement - Operations Division
Department of School Nutrition Services
 ● Equipment inventory and replacement plan needs to be
   developed.

 ● School Nutrition & Facilities should collaborate on maintenance
   protocols.

 ● Alarm system integration with equipment management.
-continued
Areas for Improvement - Operations Division
Department of School Nutrition Services
● Current leadership structure insufficient to support department.

● Improvements to hiring practices to address staff shortages &
  retention.

● Prioritize initiatives that enhance Department finances.

● Department lacks a strong brand identity.
Areas of Excellence - Operations Division
Department of Transportation & Fleet Services
● Safely transports 61,721 students daily despite staffing
  and resource challenges.

● Transitioning toward sustainable transportation with
  planned addition of 50 new electric buses to the fleet.
Areas for Improvement - Operations Division
Department of Transportation & Fleet Services
● Fleet and routing software & map require important updates.

● Hiring practice to address staff shortages & retention.

● Implement 5- and 10-year fleet plans to improve efficiency.

 -   continued
Areas for Improvement - Operations Division
Department of Transportation & Fleet Services

● Range of bell times creates logistical issues; particularly when
  scheduling morning and afternoon routes.

● Staffing & organizational structure needs to be improved.
Operations Division
 Q&A / Discussion
Information & Instructional
   Technology Division
Areas of Excellence - Technology Division

 ● Asset Management: Chromebook loss rates below 5% (typical
   6–12% rates).

 ● Data Center & Cloud Services: Proactive cleanup and future-
   oriented planning.

 ● Physical Security: Regular updates are shared with School
   Board.

 ● Call Center/Help Desk: Serves as a centralized support hub
   for all technical issues.

-continued
Areas of Excellence - Technology Division
● Purchasing: Full compliance with purchasing guidelines and
  policies.

● Project Management: Strategic prioritization and alignment.

● Student Information Systems: Management supports
  implementation, migration, and data integration across
  learning systems.

● Instructional Tech: Strong (PD) support.
Areas for Improvement - Technology Division

Cybersecurity:

 ● Develop protocols for labeling and classifying documents.
 ● Review security policies regularly.
 ● Formalize documentation of security practices already in place.
 ● Leadership involvement & communication is critical.


-continued
Areas for Improvement - Technology Division
Technology Planning & Budgeting:
 ● Long-term budgeting for aging infrastructure.

 ● Adding required network capacity in older buildings will have
   significant budget implications.


Data Classification & Data Loss Prevention:
● Continue to secure the essential tools required to detect and
  alert the District of potential data leaks.
Information & Instructional
   Technology Division
    Q&A / Discussion
Next Steps & Recommendations

● Summary of high-priority recommendations

● Implementation Planning

● Monitoring and evaluation framework
Opportunities for Ongoing Support
● CESO available to provide support services:
   ○ Finance, HR, Leadership Development, Technology,
     Transportation, Facilities, Nutrition Services

● Nationwide network and district partnerships

● Support for implementation and capacity building
Q&A / Discussion
Thank you

CESO Contact:
DeeDee Kahring
Senior Strategy Consultant & Project Manager
DeeDee.Kahring@theceso.com