Prairie View A&M University Information Technology Roadmap

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1 Prairie View A&M University Information Technology Roadmap April 15 th,

2 Table of Contents Information Technology Mission... 1 Information Technology Vision... 1 Introduction... 1 Guidelines... 1 Planning... 2 Academic Technology Initiatives... 3 Initiative #1: Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot)... 3 Initiative #2: Implement audio visual equipment management software... 3 Initiative #3: Classroom technology upgrades... 4 Initiative #4: Develop and implement training plan for technology support... 5 Initiative #5: Identify current and develop technology resource support skills... 5 Initiative #6: Digital Media Center... 6 Initiative #7: Identify all of technology assets for tracking and compliance... 6 Initiative #8: Auditorium technology upgrade... 7 Administrative Technology Initiatives... 8 Initiative #1: Upgrade Exchange to 2013/Office Initiative #2: Campus-wide HelpDesk Ticketing tool... 8 Initiative #4: Intranet Solution... 9 Initiative #5: Electronic Signature... 9 Research Initiatives Initiative 1: Provide a modern, highly manageable, secure, standards based, high speed research network fabric/infrastructure Infrastructure Initiatives Initiative 1: Upgrade connections in selected buildings to 10GB Initiative #2: Upgrade external firewall Initiative #3: Deploy network access controls to wired ports Initiative #4: Virtual Infrastructure for academic and departmental units Initiative #5: Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC Initiative #6: Deploy Eduroam at Prairie View campuses Initiative #7: Deploy unified communication tools (instant messaging, desktop video chat, call control) Mobile Technology Initiatives

3 Initiative #1: Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy Initiative #2: Additional features to PVAMU Mobile Application Initiative #3: Learning Management System (LMS) Integration to PVAMU Mobile Application.. 17 Information Security & Risk Management Initiatives Initiative #1: Data at rest Encryption (laptop & Workstations) Initiative #2: Perform risk assessment on all mission critical systems using DIR tool (Archer) Initiative #4: Establish Change Management Process Initiative #4: Establish Information Security Awareness Program Initiative #5: Data loss Prevention guideline & solution Initiative #6: Establish System Specific (mission critical) Security Plans IT Roadmap Initiative Timeline 23 IT Roadmap Estimated Cost

4 Information Technology Mission Information Technology at Prairie View A&M University is committed to providing quality, current, and secure solutions to support and enhance teaching and learning, research, and service. Information Technology Vision Information Technology at Prairie View A&M University will empower our university community by serving as a catalyst to provide innovative solutions and impeccable customer service to maximize the university s goals of teaching and learning, research, and service. Introduction Prairie View A&M University Information Technology is committed to the continuous evolution and improvement of our services and support to the University community. Demand for technology enabled services continue to grow, while economic challenges drive the need of efficiencies and optimized use of resource. PVAMU IT Roadmap has been developed to improve and deliver effective Information Technology services and infrastructure at the University. The roadmap supports the following IT strategic goals, 1. Cultivate a culture of compliance and risk management 2. Optimize IT operations and efficiency 3. Improve services to our campus community 4. Optimize current and relevant technology solutions 5. Enhance communication and collaboration 6. Support and encourage research initiatives Guidelines The following documents were considered for the preparation of IT roadmap, TAMUS Information Technology Assessment (by Deloitte) State of Texas Strategic Plan for Information Resources Management PVAMU Information Security Assessment (by Gartner) 1

5 Planning Information Technology Governance Committee (ITGC) was tasked to deliver PVAMU Information Technology Roadmap by executive management. ITGC identified six major categories for the roadmap, and assigned team leads to the categories identified, Category Academic Technology Administrative Technology Research Computing Infrastructure Mobile Technology Information Security & Risk Management Team Lead Demitris Cambric Executive Director for Academic Technologies Charlene Stubblefield Instructional Designer Dr. Cajetan Akujoubi Vice President for Research and Development Dee Thompson Technical Director Hassan Abbasi Information Resource Supervisor Midhat Asghar Assistant Vice President for Information Resource Management David Maxwell Information Security Officer 2

6 Academic Technology Initiatives Initiative #1: Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot) The implementation of Recruiter, Degree Works, Pilot and other Student Information System tools will enhance the performance and capability of the SIS which will in turn impact the entire university. These systems will create a system that automates recruitment, place the degree planning in the hands of the students will also providing our entire student body with on time support through an early alert system. Office of the Registrar Office of Enrollment Management, Recruitment and Admissions Office of Academic Affairs Information Technology Office of Academic Affairs Banner XE Recruiter Degreeworks Banner Pilot $1.5M approximate FY15 Q4 - FY18 Q1 Initiative #2: Implement audio visual equipment management software The purpose of audio visual management software is to provide an additional level of technology support. The software will allow remote system monitoring, providing warranty information at our fingertip and provide remote troubleshooting. Office of Academic Affairs 3

7 Office of Academic Affairs the installation of Tekvox audio visual equipment management software for current, in progress upgrades as well as future equipment installation $1,200 approximate FY16 Q2 - FY17 Q4 Initiative #3: Classroom technology upgrades The technology savvy faculty and student with utilize technology to enhance their classroom learning experience. Faculty are presented with a campus wide standard for ease and consistent use while the technology will provide the student with an opportunity to assist in their own learning through a share presentation experience. Office of Academic Affairs Office of Academic Affairs Adding a university standard to all classrooms that includes projectors, instructor tools and student interactive capability technology. $2M approximate FY16 Q4 - FY17 Q4 4

8 Initiative #4: Develop and implement training plan for technology support Developing and implementing a training plan to assist our technology resource in providing better and consistent service to the Academic community. Training will also enhance the skills of our current resources along with the students that assist with this support making them more marketable to the job market. Office of Academic Technology Office of Academic Affairs Provide website support, troubleshooting documentation, tracking of response and solutions for recognition and growth opportunities. $35K approximate FY16 Q2 - FY17 Q4 Initiative #5: Identify current and develop technology resource support skills Developing and implementing a training plan to assist our technology resource in providing better and consistent service to the Academic community. Training will also enhance the skills of our current resources along with providing opportunities for advancement. Office of Academic Technology Academic Units Office of Academic Affairs Provide website support, troubleshooting documentation, tracking of response and solutions for recognition and growth opportunities. $20K approximate 5

9 FY16 Q3 - FY17 Q2 Initiative #6: Digital Media Center The Digital Media Center will provide our general PV student with access to state of the art digital media equipment. Allowing the student the ability to create, edit and work with tools to enhance their educational experience as well as their marketability in the workforce. Office of Academic Technology Office of Academic Affairs $1M approximate FY16 Q4 - FY18 Q1 Initiative #7: Identify all of technology assets for tracking and compliance Tracking assets within the University allows for adequate warranty support, regular maintenance support as well as inclusion in the Universities replacement equipment program, ensuring the University as a whole is equipped with current technology for the workforce, labs and classrooms. Office of Academic Technology Academic Units Office of Academic Affairs 6

10 $0K approximate FY16 Q4 - FY17 Q4 Initiative #8: Auditorium technology upgrade Technology enhancement of the Julius W. Becton, Jr. Auditorium will provide a streamline formal but ease of use approach to the President s auditorium. The new design will be ecstatically appealing while providing consistent technology utilization. Office of Academic Affairs Office of Academic Affairs New projector and technology equipment for streaming and video conferencing as well as new seating and overall design. $90K approximate FY15 Q4 - FY16 Q2 7

11 Administrative Technology Initiatives Initiative #1: Upgrade Exchange to 2013/Office 365 Ensure PVAMU infrastructure remains up to date. Provide resource savings, reduce maintenance and operations impacts and increase accessibility Microsoft Exchange 2013/Office 365 $250K FY17 Q1 - FY18 Q4 Initiative #2: Campus-wide HelpDesk Ticketing tool The purpose of this helpdesk ticketing system would be to bring all current processes into one central location where response times, resolutions, and a database of campus-wide issues can be collected to improve services. Reports can be generated to further identify common across campus issues to assist with better communication of solutions. Service Now 8

12 $35K FY17 Q1 FY17 Q3 Initiative #4: Intranet Solution Intranet solution will improve internal communication, knowledge management, and collaboration. WordPress Microsoft SharePoint HyperOffice Atlassin $75K FY16 Q4 - FY17 Q3 Initiative #5: Electronic Signature Electronic signatures will allow automating paper heavy process online. Documents can be signed from anywhere and from any device, in a secure manner. It will reduce cost, process time, enhance customer experience with improved security. 9

13 DocuSign SignX $35K FY17 Q1 - FY18 Q2 10

14 Research Initiatives Initiative 1: Provide a modern, highly manageable, secure, standards based, high speed research network fabric/infrastructure. The Department of Research and Graduate Studies intends to enhance the University s network infrastructure capabilities by building a Campus Advanced Research Network (CARN) with the objective of meeting the speed increase and data transfer needs of the researchers in the university. Implement Proposed Research Network on Campus at PVAMU. Existing single mode fiber pairs can be used for dual 40G or 10G links between core and distribution switches. Backbone will start at 100G easily expandable past 200G. Department of Research and Graduate Studies Information Technology Office of Research $3M approximate FY16 Q4 - FY18 Q1 11

15 Infrastructure Initiatives Initiative 1: Upgrade connections in selected buildings to 10GB Allow for better performance; bring 1GB connections to desktop computing Upgrade necessary network switches and interfaces to meet the requirements. TBD FY16 Q4 - FY17 Q4 Initiative #2: Upgrade external firewall Allow for larger throughput and bandwidth connections. Current hardware utilization is 90%+. Allow for future growth. Fortinet firewall ~$131,000 in one time cost; ~$15,000 in annual recurring costs 12

16 FY16 Q4 - FY17 Q4 Initiative #3: Deploy network access controls to wired ports Ensure the integrity of connected users, their devices, the network infrastructure and its attached resources ~$160,000 in one-time costs; ~$18,000 in annual recurring costs FY16 Q4 - FY17 Q4 Initiative #4: Virtual Infrastructure for academic and departmental units Reduce cost per server lower total operational cost Improved server reliability and availability Faster deploy and redeploy times No vendor lock in Improved disaster recovery Better testing, and easier backups Smaller carbon footprint Go Green Positions PVAMU to move to cloud Distributed Information Technology departments VMWare 13

17 ~$180,000 one-time cost; ~$36,000 annual recurring cost FY16 Q4 - FY17 Q4 Initiative #5: Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC Allow for better performance; bring 1GB connections to desktop computing Upgrade necessary network switches and interfaces to meet the requirements. $3,5M FY17 Q1 - FY18 Q4 Initiative #6: Deploy Eduroam at Prairie View campuses Provide ability to use institutions Wi-Fi authentication at any Eduroam hotspot in the world. Augment guest wireless services at Prairie View campuses 14

18 Eduroam $30K FY17 Q1 - FY18 Q4 Initiative #7: Deploy unified communication tools (instant messaging, desktop video chat, call control) Single, unified communications infrastructure; enhance productivity and mobility; increase collaboration Cisco Unified Communication Suite Microsoft UC toolset Under development FY16 Q4 - FY17 Q4 15

19 Mobile Technology Initiatives Initiative #1: Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy This policy would provide protection for the University's networking system while allowing individuals entering the campus to utilize their devices to access various components of the University's system. Allowing personal devices connecting to the university network with no policy or restrictions has implications for security, cost of providing bandwidth and other services and customer satisfaction. Creating a policy document would be the first. Then if needed, there might be some software / hardware to monitor the devices. TBD FY16 Q4 FY17 Q3 Initiative #2: Additional features to PVAMU Mobile Application Adding features such as, Registration Financial Aid Status Implement multiple configuration support in mobile app building and class finder (with interactive map) Employee Portal - HR Connect, LeaveTraq, Employee Benefits, etc. 16

20 Adding these features to the PV Mobile App will help students make use of them and have greater time and energy to devote to their academic pursuits. Office of Academic Affairs Office of Financial Aid Ellucian Mobile Platform Modo Labs Platform Under Development FY16 Q4 FY18 Q4 Initiative #3: Learning Management System (LMS) Integration to PVAMU Mobile Application Increase utilization of ecourses across campus. Instructors are using multiple systems for their classroom technology; ecourses should be implemented with a renewed focus on campus wide implementation Office of Academic Affairs Office of Distance Learning 17

21 Moodle Mobile Application Ellucian Mobile Platform Modo Lab Mobile Platform $3K FY16 Q4 FY17 Q4 18

22 Information Security & Risk Management Initiatives Initiative #1: Data at rest Encryption (laptop & Workstations) Encrypting data at rest is a measure to improve overall security posture of the University. It is also a recommendation from Information Security Assessment by Garter. McAfee Complete Data Protection Bitlocker $50K FY16 Q3 FY17Q3 Initiative #2: Perform risk assessment on all mission critical systems using DIR tool (Archer) TAC 202 requires that risk assessment of the organizations information systems shall be performed and documented. It is also a recommendation from Information Security Assessment by Garter. Distributed Information Technology Departments 19

23 Archer (DIR funded) $10K (training cost) FY16 Q3 FY17 Q1 Initiative #4: Establish Change Management Process Establish change management controls that include a workflow model with documentation, attribution, approval processes, testing, and execution of the change. Additionally, establish controls to protect the integrity and confidentiality of the change management process commensurate with level of criticality of the resources being changed. Distributed Information Technology Departments Service Now Change Management module $35K FY16 Q3 FY17 Q1 20

24 Initiative #4: Establish Information Security Awareness Program Establish a comprehensive enterprise security awareness and training policy with requirements for regular and periodic (annual) awareness training.. It is also a recommendation from Information Security Assessment by Garter. Secure the Human (SANS) training TrainTraq October Cyber Security Month Print campaign $10K FY17 Q1 FY18 Q4 Initiative #5: Data loss Prevention guideline & solution To protect confidential, sensitive, critical information. Identity finder Varonis 21

25 lojack $75K FY17 Q1 FY17 Q4 Initiative #6: Establish System Specific (mission critical) Security Plans Establish system-specific security plans that defines the overall information protection plan as it relates to security and privacy Thorough documentation of mission critical systems NA FY16 Q4 FY18 Q4 22

26 Information Technology Roadmap Initiative Timeline Category # of Goals Initiative FY16 Q1 FY16 Q2 FY16 Q3 FY16 Q4 FY17 Q1 FY17 Q2 FY17 Q3 FY17 Q4 FY18 Q1 FY18 Q2 FY18 Q3 FY18 Q4 1 Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot) 2 Implement AV equipment management software 3 Classroom technology upgrades 4 Develop and implement training plan for technology support 5 Identify current and develop technology resource support skills 6 Digital Media Center 7 Identify all of technology assets for tracking and compliance 8 Auditorium technology upgrade 1 Upgrade Exchange to 2013/Office Campus-wide HelpDesk Ticketing tool 3 Intranet 4 Electronic Signature 1 Upgrade connections in selected buildings to 10GB 2 Upgrade external firewall 3 Deploy network access controls to wired ports 4 Virtual Infrastructure for academic and departmental units Academic Administrat Infrastructure Mobile Security Upgrade LAN end user connections to 1GB in buildings based on 5 recommendations of ITGC 6 Upgrade Exchange to 2013/Office Deploy Eduroam at Prairie View campuses Deploy unified communication tools (instant messaging, desktop video chat, 8 call control) Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) 1 policy 2 Add Features to PVAMU Mobile App 3 LMS Integration to PVAMU Mobile App 1 Data at rest Encryption 2 Perform risk assessment on all mission critical systems using DIR tool (Archer) 3 Establish Change Management Process 4 Establish Security Awareness Campaign 5 Data loss Prevention guideline & solution 6 Establish System Specific (mission critical) Security Plans Research 1 Campus Advanced Research Network

27 Information Technology Roadmap Estimated Cost Category # of Goals Initiative Cost 1 Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot) $1,500, Implement AV equipment management software $1, Classroom technology upgrades $2,000, Develop and implement training plan for technology support $35, Identify current and develop technology resource support skills $ Digital Media Center $1,000, Identify all of technology assets for tracking and compliance $ Auditorium technology upgrade $90, Upgrade Exchange to 2013/Office 365 $250, Campus-wide HelpDesk Ticketing tool $35, Intranet $20, Electronic Signature $15, Upgrade connections in selected buildings to 10GB 2 Upgrade external firewall $135, Deploy network access controls to wired ports $160, Virtual Infrastructure for academic and departmental units $180, Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC $3,500, Deploy Eduroam at Prairie View campuses $30, Deploy unified communication tools (instant messaging, desktop video chat, call control) $10, LMS Integration to PVAMU Mobile App $3, Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy $ Add Features to PVAMU Mobile App $2, Data at rest Encryption $50, Academic Administrat Infrastructure Mobile Security 2 Perform risk assessment on all mission critical systems using DIR tool (Archer) $10, Establish Change Management Process $35, Establish Security Awareness Campaign $10, Data loss Prevention guideline & solution $75, Establish System Specific (mission critical) Security Plans $0.00 Research 1 Campus Advanced Research Network $3,000, Total (approximate cost) $12,146,200.00

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