FY Integrated Technology Plan

Transcription

1 FY Integrated Technology Plan Page 1

2 Table of Contents Introduction & Overview... 2 Current Environment & Enterprise Applications... 4 ITS Strategic Priority and Goals... 6 Technology Outlook... 7 IT Plan Planning Process Environmental Scan Technology Surveys Major IT Projects by Fiscal Year Resources Appendix Integrated Technology Plan Page 2

3 Introduction & Overview The Information Technology Service group (ITS) at the College of Lake County is an internal organization dedicated to assuring above average delivery of products and services in the following areas: Network Support Services Application Services User Services The team is committed to providing technical leadership, staff and student support, training and the development of policies and procedures that relate to technology in the college environment. It is the goal of ITS to align the mission of the College with the mission of IT using technology and available resources. Information Technology Services, under the leadership of the Chief Information Officer, provides the following services and support to faculty and staff. Helpdesk Enterprise application Network infrastructure Desktop/laptop deployment Audio visual Telecommunication A complete list of the ITS Service Catalog is included in Appendix A. The Integrated Technology Plan is a directional tool that ensures that the Information Technology Services (ITS) operations are synchronized with the College s vision, strategic plan, identified resources, and timeframes. The plan is not a concrete roadmap, it allows for changes and flexibility as technology shifts. This document is updated annually to ensure that technology is keeping pace with the needs of students, faculty, and staff while leveraging current and future technological trends. ITS uses the input of the Information Technology Commission (ITC) to provide input that is critical in setting directions and priorities for IT. This process includes developing and implementing strategic and tactical IT plans and the ability to allocate resources properly. ITC membership consists of Faculty members, Specialist and Classified Staff, (s), Administrators and representatives of the Southlake and Lakeshore campuses. ITC meets monthly during fall and spring semesters. In addition to ITC, the Information Technology Services Staff participates regularly with other college committees to discuss operational issues and prioritize project requests. This includes the ERP Steering committee which drives our core PeopleSoft applications. Integrated Technology Plan Page 3

4 Current Environment & Enterprise Applications Of the 269 total classrooms at CLC, 65% are considered Smart Rooms with a minimum of one desktop computer, overhead projector or document camera and a DVD player. There are 95 laboratories with a total of 2155 computers at all three campuses. As an extension to the wired network, CLC offers wireless services on all three campuses. Additional access points are being added as existing buildings and wings are remodeled or as new facilities are constructed. ITS provides technology assistance in support in several areas of the college. The following items are key enterprise applications currently in place at CLC PeopleSoft ERP Campus Solutions 9.0 administration including the ability to register/drop classes, make payments and view schedules/grades online. Financials 9.1 Finance administration including purchasing, e-procurement, accounts payable, general ledger and financial reporting. Human Capital Management 9.1 Human Resources administration which includes employee self-service. These applications run on proprietary software, PeopleTools. The PeopleTools version varies by release but will be upgraded in the next months and all modules will all be on a tools release of 8.54 or higher. The PeopleTools 8.54 release is a game changer; it includes several new features like HTML5, which will be a key technology for Mobile devices. Additionally, with Mobile Computing in mind, the PeopleSoft modules will be modified to make use of Home Pages and Dashboards, Related Actions, Hover, and Related Content features, which will ease Mobile navigation. Blackboard Blackboard Enterprise is used as the Course Learning Management System. Our LMS is the second most used piece of software by both our faculty and students. Interaction with our LMS is daily involving such activities as taking assessments, posting and consuming of content and use of other resources linked via the LMS to support the classroom learning environment. We are working to grow our LMS system to include more capabilities around content management and virtual classroom technologies. This system is currently maintained by Educational Affairs. CLC Website Under the leadership of the Public Relations and Marketing, the college launched a redesigned website in June 2014, featuring responsive web design using the Telerik Sitefinity content management system. Currently, all updates to the website are performed by the Public Relations and Marketing web team staff. Integrated Technology Plan Page 4

5 Blackboard Mobile Springboard The Mobile Springboard is a platform that allows CLC to utilize some pre-packaged features such as Maps, News, and Directory. In addition, we have the ability to add our custom links to publish additional information via the mobile app. We currently have several links into our Enterprise system for resources relevant to faculty, students, and staff of the college. MyCLC, Faculty and Staff Portal CLC has a faculty, staff and student portal called My CLC. The current portal tool provides core functionality such as menu driven navigation, single sign on, unique user communities, user group centric content, and discussion forums. The portal also include the ability to access multiple applications such as PeopleSoft, Blackboard, campus announcements, calendars, college newspaper and internal directory information. Microsoft Exchange Staff and Faculty ITS supports and maintains a comprehensive unified messaging service for the staff of CLC which includes voic and . The system is currently run on Microsoft Exchange Server A pilot is currently in process to migrate to Exchange 365 with target for completion of Fall Google Gmail s All students are provided an account with the domain of stuclc.illinois.edu currently hosted by Google. Google Maps The college has worked with Google to create an online map of all three college campuses. Google Maps details not only roads to the college but internal areas within the college such as the James Lumber Center and the Library Resource Center (LRC) as well as actual classroom locations. Additional Software There are over 100 other software applications used for student education and development throughout the college. Integrated Technology Plan Page 5

6 ITS Strategic Priority and Goals Alignment of ITS Strategic goals with College s strategic goals. 1. Design and deploy an effective and responsive organization structure to support all clients consequently improving user satisfaction. 2. Improve the efficiencies and effectiveness of IT resources by providing training and support for current and future technology. 3. Foster a culture that encourages exploration and adoption for innovation technology while continuing to use the full potential of existing applications. 4. Encourage and support departments in their efforts to streamline and simplify college administrative operations and systems through technology while also improving skills and knowledge of supported technology. 5. Enhance and improve the capabilities of the information systems methodologies to better serve and match the needs of students, faculty and staff in a diverse learning environment with a diverse student population. 6. Ensure maximum stewardship of IT resources and support the college s sustainability goals. 7. Improve IT infrastructure to provide high reliability and high performance access to network and other online services whether on or off campus. 8. Provide a secure infrastructure, free from malware and virus and other intrusions to internal domains, using appropriate technologies and processes. 9. Improve technology tracking and replacement strategy for servers, computer, printers and other valuable hardware. 10. Research and present new technology and technology resources that could improve teaching, learning or improve efficiencies in administrative and operational functions. ITS Strategic Goals Advance student learning and success X X X X X X X X CLC Strategic Goals Maximize educational opportunities within the district X X X Ensure fiscal stability and appropriate stewardship of resources X X X X X X X Promote diversity, global engagement and sustainability as strengths within the college and Lake County X X X X community Enable a culture of innovation, excellence and continuous X X X X X X X improvement Build the college's reputation as a premier education institution X X X X X X X X Integrated Technology Plan Page 6

7 Technology Outlook As often stated, the one constant is change. Technology will continue to change how the college educates students and how we work and interact with people. This is easily seen by comparing the top 10 IT issues for IT from 2014 to 2015 as identified by Educause, In this top 10 list only 30% of the list is exactly the same from These include developing the IT funding models, improving student outcomes and developing an enterprise IT architecture that can respond to, you guess it, change. The focus for interaction has moved from simply making wireless available and reducing cost by using the cloud to a full support system in the new normal which includes mobile (phones, tablets), online education (not tethered to a classroom environment), cloud (data everywhere and when you want it) and finally BYOD (my device, not yours). Other important shifts in IT thoughts include IT Staffing and the value of IT to the business. Number 1 on the list is the importance of hiring, retaining and keeping the knowledge and skills current for IT employees. Additionally, IT going beyond just being a partner to the college, but rather showing the business value of information technology and showing how IT can help the institution achieve its goals. Below are the top IT issues identified by Educause, Hiring and retaining qualified staff, and updating the knowledge and skills of existing technology staff 2. Optimizing the use of technology in teaching and learning in collaboration with academic leadership, including understanding the appropriate level of technology to use 3. Developing IT funding models that sustain core service, support innovation, and facilitate growth 4. Improving student outcomes through an institutional approach that strategically leverages technology 5. Demonstrating the business value of information technology and how technology and the IT organization can help the institution achieve its goals 6. Increasing the IT organization's capacity for managing change, despite differing community needs, priorities, and abilities 7. Providing user support in the new normal mobile, online education, cloud, and BYOD environments 8. Developing mobile, cloud, and digital security policies that work for most of the institutional community 9. Developing an enterprise IT architecture that can respond to changing conditions and new opportunities 10. Balancing agility, openness, and security (Source: Educause, 2015) Integrated Technology Plan Page 7

8 Of these issues identified by Educause the College of Lake County is focusing attention in the following areas. Staff and Improvement As the number one IT Issue as noted by Educause, CLC will work to shift the focus on achieving the ultimate service satisfaction levels of students, faculty and staff in the next three years. This can only be accomplished by increasing the knowledge, skills and satisfaction levels of existing staff through training, cross training, and personal development while retaining the lessons learned through application. CLC is interested in expanding the job content of ITS staff members to include a wider variety of tasks that include greater responsibility and accountability. We would like to capitalize on the expertise that exists and that is currently underutilized. Developing special project teams from all areas of ITS to fulfill a college goal with direction, specific task and milestones will foster camaraderie, the ability to work together as a team and a greater level of satisfaction. Improving Outcomes Technology will play critical roles from capturing students academic goals, retaining students to assist them in reaching their goals, to intervening early to prevent students from falling behind and in improving student outcomes. Technology will also help financially as funding models for higher education are increasingly focused on student program completion. There is a tremendous amount of data available on students from many different applications that can provide colleges information on how to better assist students. Technology offers tools to faculty and administrators to assist students towards success in college. They can connect with each other virtually by using social media, thus expanding the support systems necessary to be successful. Also, the use of open educational resources can reduce the financial burden faced by the students. CLC, in the next 12 to 24 months, will bring our help desk services in-house for student support. This initiative will provide better support for students resulting in greater student academic success. CLC students are best served by college employees and student apprentices who are familiar with their technology needs. Mobile computing: According to the Horizon Report 2013, an annual report that examines emerging technologies for higher education, mobile devices will transform education systems. Today s devices are smaller, faster, and multi-functional with an extended battery life. s increasingly carry multiple devices for different purposes and do not want to be confined to computer laboratories or the classroom. They expect to be able to collaborate and access information anywhere. Integrated Technology Plan Page 8

9 With connections that are increasing in speed, less costly, and easily accessible, wireless data networks have provided students the optimal user experience much like wired networks have in the past. Mobile technology is not just for surfing the net or social networks but a valuable tool of efficiency and convenience. For example, many of the Course Management Systems (e.g., Blackboard) have created applications where course information and assignments can be accessed by mobile devices. Many of the Enterprise Systems have web applications that allow students to register/drop classes and make payments, while providing faculty with the versatility of mobile computing to send messages and post grades. Mobile technology has also allowed students and teachers to connect with each other via communication enhancement tools, such as group chat, Twitter, Google Hangouts, etc. Faculty can make their classes more interactive by using mobile devices to poll their class to ensure students understand the concepts being taught and encourage the asking of questions and participation in discussions. Based on what today s CLC students are demanding, mobile technology adoption is a must and the necessary steps must be put in place for full adoption. Access to the high speed wireless data network has become what some consider the fourth utility after electricity, water and gas. Cloud Computing: The National Institute of Standard and Technology defines Cloud Computing as: a model for enabling convenient, on demand network access to a shared pool resource that is rapidly provisioned and released with minimal management effort. There are multiple ways to deploy the Cloud services including: public, private, community and hybrid. A public cloud is where applications are hosted for general public use such as Google suites, Microsoft suites etc. A public cloud is more cost effective and easier to implement. In a private cloud only the individuals from your institution are able to access it. This option is more expensive, but it provides increased security and compliance. In a community cloud, resources are available only to a certain group. The hybrid cloud is a combination of the public and private cloud where some resources are available to all and some only to authorized users. Cloud computing can make it easier for an institution to deploy applications or services compared to the traditional method where hardware is purchased and consultants are utilized in the absence of in-house expertise. Often, the costs associated are less because external providers resources are leveraged and do not purchase resources for future growth. However, there may be future issues regarding security, ownership and the performance of the actual application in a cloud environment. Based on analysis of these risks, CLC will continue to seek to offer more services via the cloud. CLC is currently using the cloud for student , Blackboard, portal and file storage. A pilot is in place for migrating staff to the cloud. Over the next several years, additional applications will be evaluated for migration to the cloud. Enterprise applications such as student registration system, finance system, and human resource system will all be considered. Integrated Technology Plan Page 9

10 Business Intelligence: Business Intelligence (BI) is a process of collecting various internal and external data into a central location. The information is then provided to end users within the organization to easily query the data in multiple ways to discover value within the data. Analytical tools are becoming a necessity for analyzing and sharing data that are stored in an Enterprise Resource Planning (ERP) system. While an ERP allows institutions to integrate and manage their information in one database, the BI tools allow the institution to quickly retrieve, analyze, and report the data. This is possible by developing a data warehouse. The warehouse allows for extracts of relevant data from the ERP system of record and other systems containing student data. Business intelligence tools are userfriendly web-based applications that include online analytical processing (OLAP) technology, dashboards, data mining, and other analytical tools that assist organizations with making informed decisions while planning for action. Furthermore, reports generated by analytical tools can easily be shared and disseminated across the institution. CLC currently uses a data warehouse for mining of student data in the Office of Institutional Effectiveness, Planning & Research department and reports are distributed accordingly. There may be opportunities for more analytical research by deploying this tool or a similar tool for use in other areas of the college. Competency Based Education: In addition to the top 10 issues identified by Educause, an emerging trend is competency-based education or personalized learning. CBE is described as allowing students to advance through learning a skill or competency at their own pace. s learn by mastering competencies not just by time spent in formal instruction. This model of learning would allow the college to meet the needs of different learning abilities and styles and, as a result, contribute to more successful student outcomes. s would be able to accelerate quickly through certain areas of which they can demonstrate that they have mastered the subject matter. Integrated Technology Plan Page 10

11 Conclusion: The College of Lake County must continuously analyze and adapt to rapidly changing technological advances to meet the needs of our students, faculty, staff, and administrators. As our number one goal, increasing the knowledge, skills and satisfaction of the ITS team and supporting our students directly by bringing the Help Desk in house, we believe will increase overall satisfaction and increase academic success. Mobile Computing, The Cloud, and Business Intelligence are not fads they are essential to the college to meet the needs of our stakeholders. They have been proven and tested by Fortune 500 companies and top universities/community colleges and are now commonplace. Research and confirmation are the best courses of action at this time for CLC. Technology is not a one size fits all solution. CLC must feel confident that the introduction of new technology best meets the requirements of the college and the students. Once proven, implementation, training and full utilization with periodic review of the process will occur. Integrated Technology Plan Page 11

12 IT Plan Planning Process The IT Plan is created from inputs from multiple sources including: CLC Strategic Plan: Specific goals and objectives listed in the CLC Strategic Plan. Environmental Scan: Data is used to make decisions on what initiatives should be included in the IT Plan. PeopleSoft Maintenance and Functionality: Includes all required PeopleSoft upgrades and timeframe for each upgrade. Technology Infrastructure Improvement: Details technology resources available for the optimization of technology in the learning environment. Sustainability: Includes action items from the Sustainability Plan related to ITS. Professional : Includes action items to keep the skills of ITS staff current on existing and new technology. Includes action items from the Teaching Learning Educational Technology Center,TLETC to be proactive in updating faculty and staff on the use of technology. CLC Strategic Plan CLC Operational Plans Professional Enviromental Scan Sustainbility IT Plan Technology Infrastructure Improvement PeopleSoft Maintenance and Functionality Integrated Technology Plan Page 12

13 IT Plan Timeline Collect Data July - Oct Communicate June Analyze Data/ CIO Trends Nov Finalize May Department Requests Jan - Feb Align with Budget March Create Action Plan Feb - March July October: Conduct faculty, staff and student surveys; update CSSE and ACT Data November Analyze the data and create a discussion paper on results and industry trends January February : College departments will have the opportunity to submit their requests for new initiatives, projects, software and hardware February March : Review requests and prioritize new action items for next year March Costs associated with new Action items will be put in the budgeting process May Update the IT Plan Matrix after the budget is finalized June Communicate the updated plan for the following year to the College community Integrated Technology Plan Page 13

14 Environmental Scan Below are the data elements to be used to assist in deciding what action items to include in the IT Plan: Benchmark compare CLC data with peer institutions and national data. CCSE/ACT Use results to analyze where CLC students rank technology and ITS services. Technology Survey Continue to conduct an annual survey of students to ascertain their technology needs. Faculty and Staff Technology Survey - Conduct annual survey of faculty and staff to determine their technology needs. Future Technology Trends- Review the literature of current and future technology trends and discuss the impact on CLC. Benchmark Future Technology Trends Enviromental Scan CCSE / ACT Faculty and staff Survey Technology Survey Integrated Technology Plan Page 14

15 Environmental Scan The ITS department conducts an environmental scan annually to identify factors or trends that might impact its operations in the next three to five years. Data from both internal and external sources were examined to provide the department with a better understanding of factors that may be influential in the short term and long term. As the College of Lake County prepares to plan for improvements in its information technology services to students, faculty, and staff, information collected will be used to guide the planning process. Key Findings Most fluctuations from 2013 to 2014 are less than two percent. The largest changes from 2013 to 2014 include a 9% increase in the use of notebook computers or tablets, a 5% increase in the use of the wireless network via a smart phone and an 11% decrease in the use of CLC s social network. s: Change in Technology and Access: 90% of students are satisfied or very satisfied with technology at CLC 90% reported having high speed/broadband internet access at home 92% of students have access to a desktop or full-size laptop outside the CLC campus 61% have a notebook computer or tablet Wireless: 83% of students access the CLC wireless network with their own device 72% are satisfied/very satisfied with the wireless internet connection speed 58% of students access the wireless network with a smartphone and Social: 86% of students use their CLC account on a weekly basis 94% of students are satisfied/very satisfied with the CLC 30% of our students visits CLC social network 61% of students use CLC mobile app Faculty Change in Technology and Access: 84 % of are satisfied with the technology at CLC 97% reported having access to high speed internet from home 90% have a personal mobile device 63% indicated that they are somewhat or very likely to use a personal mobile technology device on campus Integrated Technology Plan Page 15

16 Campus Technology: 71% have an on-campus work area with computer access 82% are satisfied with CLC computers 32% of faculty members use Remote Desktop 81% are satisfied with Remote Desktop Staff: Change in Technology and Access 90% are satisfied with the technology at CLC 96% reported having access to high speed internet from home 95% have a personal mobile device 74% indicated that they are somewhat or very likely to use a personal mobile technology device on campus Campus Technology 90% have an on-campus work area with computer access 87% of employees are satisfied with CLC computers Integrated Technology Plan Page 16

17 National Surveys CCSSE The most recent administration of the Community College Survey of Engagement (CCSSE) compiled for 2014 revealed that 64% of CLC students report using computer labs; 32% report using computer labs often. Of those who use the computer labs, 95% report being satisfied. Usage of and Satisfaction with computer labs at CLC are comparable to national norms reported by CCSSE. CCSSE Usage: Computer Labs Group CLC Nat l CCSSE Cohort CCSSE Satisfaction: Computer Labs Group CLC Nat l CCSSE Cohort Integrated Technology Plan Page 17

18 Technology Surveys CLC Technology Surveys s, Faculty and Staff As part of the Technology Planning process, separate surveys were conducted of students enrolled in college-level courses and active faculty during the Fall 2014 semester with the following objectives: Determine the level of use of various technologies Measure satisfaction with current CLC technologies, Identify training needs of faculty Determine opportunities for adding new technologies to the college Both surveys were conducted online. The student survey was ed to a random sample of 5,000 students, including 70% part-time and 30% full-time for the fall of the 2014 term, matching the group s population proportion. A total of 510 valid responses were obtained, a 10% response rate. 1,705 employees were invited to take the survey, including 54% part-time faculty, 13% full-time faculty, 5% administrative and professional staff and 28% classified and specialist staff. 471 employees responded to the survey, a 27% response rate. The full methodology and a summary of the complete results of the surveys are available on the Institutional Effectiveness, Planning and Research website. Highlights are presented in the tables and figures below. and employee satisfaction with the technologies available at CLC were relatively high. A slightly higher percentage of students than employees indicated that they were satisfied in fall Among both groups, satisfaction declined somewhat as compared to the results from fall 2012 when 92% of students and 90% of employees indicated that they were satisfied. Overall Satisfaction with the Technologies Available at CLC Integrated Technology Plan Page 18

19 Overall Employee Satisfaction with the Technologies Available at CLC satisfaction with specific technologies available at CLC had very favorable results with the highest level of satisfaction with , emergency notification, classroom technology and blackboard at 90% and above. Areas for improvement include the CLC Mobile App and wireless communication. Satisfaction with Specific Technologies Integrated Technology Plan Page 19

20 Social, Mobile and CLC vs Other Integrated Technology Plan Page 20

21 Frequency of Usage of Computer Labs and Personal Devices Integrated Technology Plan Page 21

22 Blackboard: o o 47% of students indicate having used Blackboard daily as compared to 43.7 in 2013 and 40.7% in 2012 Overall satisfaction with Blackboard has increased to 90%, slightly higher than previous years at 89% Satisfaction with Blackboard Platform Satisfied Dissatisfied Integrated Technology Plan Page 22

23 Use of Technology s per Computer Fiscal Year Number of Computers FTE # of FTE per computer (for student use) FY FY FY FY FY FY FY2015 Estimated Source: IPEDS; Data Warehouse was used to estimate FY15 FTE (attempted credits/30) # of FTE per computer FY2009 FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 Estimated Integrated Technology Plan Page 23

24 Total IT Expenditures per FTE Fiscal Year Total IT Expenditures FTE IT Expenditures per FTE FY2010 $5,244, , FY2011 $5,153, , FY2012 $5,540, , FY2013 $5,886, , FY2014 $5,889, , FY2015 (budgeted) $6,371, , FY2016 (budgeted) $6,369, , Sources: A1(student) data files FY2015 student counts will not be available until July 2015; FY2016 student counts will not be available until July 2015 IT Expenditures per FTE $ $ $ $ $ $ $ $ $0.00 $ $ $ $ $ FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 (budgeted) $ $ FY2016 (budgeted) Integrated Technology Plan Page 24

25 Technology Fee expense per student FTE Fiscal Year Total Technology Fee Expenditure FTE Technology fee expenditure per student FY2010 $998, , FY2011 $1,194, , FY2012 $1,235, , FY2013 $926, , FY2014 $1,070, , FY2015 (budgeted) $1,156, , FY2016 (budgeted) $996, , Technology fee expenditure per student FTE FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 (budgeted) FY2016 (budgeted) Integrated Technology Plan Page 25

26 Technology Resources Benchmark Analysis (2013) The College of Lake County Chief Information Officer (CIO) requested information about technology resources from eight peer Illinois community colleges. Peer colleges included College of DuPage, Triton College, Joliet Junior College, Elgin Community College, Harper College, Waubonsee Community College, Oakton Community College and Moraine Valley Community College. The objective was to determine how CLC ranked in comparison with these colleges on various measures. 5 out of 8 peer colleges charge technology fees with most of them calculating fees per credit hour. The average peer technology fee is $7.00 compared to $4.00 at the College of Lake County. The average life cycle for computers at peer colleges is 4-5 years, which is the same as the College of Lake County. All the colleges have made efforts to provide wireless connection on campus with the average coverage being 98% in the classrooms, 100% in public areas and 95% in the offices. With security being one of the main concerns in higher education, 6 out of 8 colleges have a security officer for IT. Colleges have started to increase their presence in virtual servers. Integrated Technology Plan Page 26

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28 Major IT Projects by Fiscal Year Full Project List included in Appendix Fiscal Year 2016 Projects Project Department Description Help Desk Migration from College Wide Migration of Help Desk support to Campus EAI Internal ITS resources Tech Bar concept for additional student support College Wide Develop additional support for students using the Genius Bar approach Implementation of Exchange 365 College Wide Movement of to Microsoft based cloud Server Implementation of Office 365 College Wide Movement of Microsoft based products to the cloud Server Reduction and continued migration to Virtualization Virtual Desktop deployment Implement Absence Management Information Technology Information Technology Human Resources Develop plan and implement for maximum virtualization in the data center. Replace standard desktop with thin client with virtual desktop application Carry over of FY2015 project; training and implementation Implement Time and Labor Finance Carry over of FY2015 project; training and implementation Electronic Confirmation of Program/Plan Implement Recruitment module for Enrollment Services (CRM) Simplified Experience (SSE) Task Management Framework Texting Product College Scheduler software install After Tools Upgrade; require program plan confirmation each term This project is to implement recruitment module to track and reach out to our prospective students. After Tools Upgrade; updated student self-service interface After Tools Upgrade; alternative to checklists for "to-do" management Allow non-emergency texts and additional flexibility with texting Pending funding Integrated Technology Plan Page 28

29 Assign Advisors (New, replaces Waitlist) Auto assignment of advisorscheck priority and status of project Bookstore Process Financial Aid Update the bookstore data extract process. It is outdated and does not reflect the best data from the student record. Improving the extract will reduce lines in FA and student frustrations because information will be up-to-date. It will also reduce overcharging because limits will be reduced as students drop classes or awards reduce. Financial Aid Status Page in my Center Financial Aid Provide a page in mycenter where financial aid students can check their financial aid status, including SAP and other eligibility categories. Loan Calculator Financial Aid Leverage PeopleSoft to capture student loan request information and calculate loan eligibility. Presently process is paper-based and manual. Waitlists Ed. Affairs Implementation of PS Waitlist functionality to allow students quick enrollment to high demand courses Adjunct Faculty Contract pay Ed. Affairs/ Human Resources/ Finance Automation of the Adjunct Faculty process for Ed. Affairs/HR/and Payroll, which will be a combination of new development of manual processes and streamlining of existing automated processes. Finance Upgrade 9.2 Finance PeopleSoft Upgrade Nelnet Mobile Finance Will allow students using CLC Mobile App to pay for classes with mobile device Paperless Bills Finance Move from paper bills to electronic Turbo Tax W2 Download Finance Interface to Turbo Tax to upload tax data Integrated Technology Plan Page 29

30 Project Costing Finance New module in PS Financials, will allow ability to track accounting of large projects Program Management Finance New module in PS Financials, will allow ability to report on large projects Upgrade of CLC and HR mobile product College Wide Need to upgrade current system to latest release Fiscal Year 2017 Projects Projects Department Description Athletic Eligibility Reports Services Center ( 360 ) Delegated Access (Parent Access Center) Program Enrollment and Academic Progress Tracker Redesign Center Pop-up and Actions Address Update in Center Electronic Grade Change Request Public Online Transcript Requests Tutoring Center sign-in and tracking Transfer Credit Sync with TES College Source Implement HCM 9.2 Upgrade Human Resources Improve process for certifying athletes Security only, need user feedback After Tools Upgrade; allows students to give limited access to 3rd parties (like parents) for payment, etc. After Tools Upgrade; new tool similar to degree audit/my planner, research possible uses After Tools upgrade, additional features available in SSE Allow students to update address while ensuring residency regs followed Allow faculty to submit grade changes online, uses workflow Allow students without log in account to order transcripts After Transfer Credit; make equivalencies public through College Source TES site Implement HCM 9.2 Integrated Technology Plan Page 30

31 Research potential Projects Project Department Description Research SSP system Ed Affairs Review of Success software options Research loading CRM data to Data Warehouse Position Budget Management Position Encumbrance Phase 2 Research Applicant Tracking System (ATS) options Performance Management Tuition Waiver/Reimb/Career Dev/PLARP automation Research HR upgrade to 9.2 Research enhancement for CLC Budget System IEPR Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Finance Will allow analysis of data to develop trends of student prospects Research and possibly implement if it requires just utilizing delivered pages or creating queries in PS. Research Only to track PT faculty Allocation. implement interface from PeopleAdmin or research adding e-recruit in PS for FY 2017 Project under research, might be able to build PS evaluation templates out once CLC determines how evaluation should look. Project under research for PeopleSoft, might need to create custom pages to house the information or continue with MS Access w/upload. Upgrade to Current rev level Review of software to manage CLC's budget system Nelnet Quikpay Upgrade (Enterprise) Finance Need to upgrade credit card system to latest release E-commerce expansion Finance Continue expansion of Nelnet tool to process credit card payments in PCI compliance at the College Research options of CLC Portal College Wide Research Portal options for CLC Review of CLC Mobile App College Wide Research options to enhance CLC's Mobile App Integrated Technology Plan Page 31

32 Resources A. Staffing FY 15 FY 16 FY 17 (Proj) FY 18 (Proj) Management Office Support Application Network User Services Total B. Life Cycle equipment to be replaced FY 15 FY 16 FY 17 FY 18 Proj) Labs / classroom (computers) Faculty/staff (computers) Smart rooms Servers Switches Phones C. Life Cycle cost estimate for equipment to be replaced FY2016 Average or Estimated Cost** FY 16 Extended Estimated Cost FY 16 Labs / classroom (computers) Faculty/staff (computers) $ $369, $ $130, Smart rooms $ $32, Servers $10, $200, Switches $7, $370, Phones $ $33, ** The costs are averages as hardware is available in many different configurations based on need. Integrated Technology Plan Page 32

33 Appendix Information Technology Fact Sheet ITS Service Catalog The following are all the services provided by ITS at the College of Lake County. Enterprise Application Support o Records and Admission system o Human Resource System o Finance System o Application Security Application Support o Resource 25 Room Scheduling o Microsoft Office o Image Now Document Scanning o SPSS Network Support o Core Infrastructure Support o o File system o Document Imaging o Infrastructure support of Educational and Administrative Departments o Manage Print Resources o Databases Telecommunication Services o IP Phone o Fax o Voice Mail Desktop Service Support o Computer Labs Hardware / Software Support o Computer Classroom Hardware / Software Support o Laptop Cart Support Audio Visual Service Support o Video Casting o Audio/Visual Equipment Delivery and Setup for events and meetings o Smart Room Training Service desk Support Web Services Support o Portal o Web Application Integrated Technology Plan Page 33

34 IT Project List Fiscal Year 2016 Projects Project Department Description Masterplan Support College Wide Support of CLC Masterplan Project for expansion and facility upgrades. Help Desk Migration from Campus EAI Tech Bar concept for additional student support Cloud Migration of Server Based Applications Expansion of Flash Storage Array College Wide College Wide Information Technology Information Technology Migration of Help Desk support to Internal ITS resources Develop additional support for students using the Genius Bar approach Cloud Migration of Server based applications. Continued research and implementation where cost benefit and performance gains are present Support growth of data center Collaboration Tools Support within Office Products Information Technology Add additional support for collaboration tools within online office products to support using video, data, and voice communications on a variety of devices. Implementation of Exchange 365 College Wide Movement of to Microsoft based cloud Server Implementation of Office 365 College Wide Movement of Microsoft based products to the cloud Server Reduction and continued migration to Virtualization Virtual Desktop deployment Implement Absence Management Information Technology Information Technology Human Resources Develop plan and implement for maximum virtualization in the data center. Replace standard desktop with thin client with virtual desktop application Carry over of FY2015 project; training and implementation Implement Time and Labor Finance Carry over of FY2015 project; training and implementation Document Camera Deployment College Wide Replacement Overhead Projectors with Document Cameras in all classrooms Integrated Technology Plan Page 34

35 and Staff portal upgrade College Wide s and Staff Portal Upgrade to a more responsive and needs based environment Electronic Confirmation of Program/Plan After Tools Upgrade; require program plan confirmation each term Research, customize, and implement delivered consolidated statistics and NSC report Electronic PS Forms Implement Recruitment module for Enrollment Services (CRM) Test Scores Processing and Updates DAISI Import DAISI Automated Drop Process Simplified Experience (SSE) Task Management Framework Texting Product College Scheduler software install Assign Advisors (New, replaces Waitlist) This will replace the old consolidated statistics and NSC report with the new delivered versions. After Tools Upgrade; online forms which feed directly into PS, such as program plan change requests This project is to implement recruitment module to track and reach out to our prospective students. ACT removing SSN; new PARCC state testing Create data file of applicants from PS to upload to DAISI. Automate DAISI 3rd day drop to ensure data integrity between PS and DAISI After Tools Upgrade; updated student self-service interface After Tools Upgrade; alternative to checklists for "to-do" management Allow non-emergency texts and additional flexibility with texting Pending funding Auto assignment of advisorscheck priority and status of project Bookstore Process Financial Aid Update the bookstore data extract process. It is outdated and does not reflect the best data from the student record. Improving the extract will reduce lines in FA and student frustrations because information will be up-to-date. It will also reduce over- Integrated Technology Plan Page 35

36 Financial Aid Status Page in my Center Financial Aid charging because limits will be reduced as students drop classes or awards reduce. Provide a page in mycenter where financial aid students can check their financial aid status, including SAP and other eligibility categories. Loan Calculator Financial Aid Leverage PeopleSoft to capture student loan request information and calculate loan eligibility. Presently process is paper-based and manual. Regulatory Changes Financial Aid Some area of Financial Aid and Institutional Compliance requirements seem to change every year, which require system updates. This line allows for planning for that occurrence. Update processes to incorporate custom enrollment status table IEPR Update to processes to make use of new Enrollment Status field, formally was a calculated value in DW, now in PS Modifications to processes for ICCB IEPR This project to implement changes required by ICCB. Waitlists Ed. Affairs Implementation of PS Waitlist functionality to allow students quick enrollment to high demand courses Adjunct Faculty Contract pay Ed. Affairs/ Human Resources/ Finance Automation of the Adjunct Faculty process for Ed. Affairs/HR/and Payroll, which will be a combination of new development of manual processes and streamlining of existing automated processes. Finance Upgrade 9.2 Finance PeopleSoft Upgrade Nelnet Mobile Finance Will allow students using CLC Mobile App to pay for classes with mobile device Integrated Technology Plan Page 36

37 Paperless Bills Finance Move from paper bills to electronic Turbo Tax W2 Download Finance Interface to Turbo Tax to upload tax data Project Costing Finance New module in PS Financials, will allow ability to track accounting of large projects Program Management Finance New module in PS Financials, will allow ability to report on large projects Voucher Upload Finance Automation of CLC process Analysis of Enrollment and Fees? Upgrade of CLC and HR mobile product Finance College Wide New report that will include detailed information related to individual students that will list the course they are enrolled and fees related to that specific course (Similar to the information provided in the Add/Drop Mailer) Need to upgrade current system to latest release Fiscal Year 2017 Projects Projects Department Description Athletic Eligibility Reports Services Center ( 360 ) Delegated Access (Parent Access Center) Program Enrollment and Academic Progress Tracker Redesign Center Pop-up and Actions Address Update in Center Improve process for certifying athletes Security only, need user feedback After Tools Upgrade; allows students to give limited access to 3rd parties (like parents) for payment, etc. After Tools Upgrade; new tool similar to degree audit/my planner, research possible uses After Tools upgrade, additional features available in SSE Allow students to update address while ensuring residency regs followed Integrated Technology Plan Page 37

38 Electronic Grade Change Request Public Online Transcript Requests Tutoring Center sign-in and tracking Transfer Credit Sync with TES College Source Implement HCM 9.2 Upgrade Human Resources Allow faculty to submit grade changes online, uses workflow Allow students without log in account to order transcripts After Transfer Credit; make equivalencies public through College Source TES site Implement HCM 9.2 Research potential Projects Project Department Description Research SSP system Ed Affairs Review of Success software options Research loading CRM data to Data Warehouse Position Budget Management Position Encumbrance Phase 2 Research Applicant Tracking System (ATS) options Performance Management Tuition Waiver/Reimb/Career Dev/PLARP automation Research HR upgrade to 9.2 IEPR Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Will allow analysis of data to develop trends of student prospects Research and possibly implement if it requires just utilizing delivered pages or creating queries in PS. Research Only to track PT faculty Allocation. implement interface from PeopleAdmin or research adding e-recruit in PS for FY 2017 Project under research, might be able to build PS evaluation templates out once CLC determines how evaluation should look. Project under research for PeopleSoft, might need to create custom pages to house the information or continue with MS Access w/upload. Upgrade to Current rev level Integrated Technology Plan Page 38

39 Research enhancement for CLC Budget System Finance Review of software to manage CLC's budget system Nelnet Quikpay Upgrade (Enterprise) Finance Need to upgrade credit card system to latest release E-commerce expansion Finance Continue expansion of Nelnet tool to process credit card payments in PCI compliance at the College Research options of CLC Portal College Wide Research Portal options for CLC Review of CLC Mobile App College Wide Research options to enhance CLC's Mobile App Integrated Technology Plan Page 39

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