RCSCW Infrmatin Technlgy 5-Year Plan 2014-2019 1
INTRODUCTION The Assciatin s Infrmatin Technlgy Department creates and maintains the technlgical wrk envirnment fr all departments t perate individually and as part f a larger, secure netwrk, while als prviding a framewrk f cmmunicatin fr wner-members thrugh email and Assciatin websites, as well as scial media. Meeting the needs f ur departments and individual users, while maintaining the integrity and security f the netwrk are f primary imprtance. These needs are met as quickly and efficiently as pssible, and pririties can change n a daily and smetimes hurly basis. The technlgical needs f ur emplyees will cntinue increasing as new resurces becme available t assist them in wrking mre efficiently, and as the technlgical marketplace demands upgrades. This is cupled with higher technlgical expectatins frm the incming generatin f residents, increasing the wrklad n the IT staff bth in new installatins and nging maintenance. Keeping up with all f these demands will allw Assciatin staff t wrk efficiently, and the Assciatin as a whle t effectively cmpete with ther age-restricted cmmunities fr prspective residents. This Plan utlines key fcus areas and sets frth a five-year utlk, as well as shrter-term bjectives. Key fcus areas are: Hardware/Netwrk Sftware/Desktp Supprt Owner-Member Cmmunicatin OUR VISION We are a service-riented team delivering an efficient and secure netwrk that maximizes staff prductin and facilitates cmmunicatin with ur wner-members. OUR MISSION T prvide the necessary sftware, hardware, services and analysis t enable the Assciatin and its departments t achieve their gals and bjectives. T maintain the privacy f ur wner-members infrmatin. T create and maintain a secure netwrk allwing emplyees t wrk free frm technlgical interruptins. T prvide electrnic services t ur wner-members, enabling them t mre fully enjy the Assciatin s amenities. T enable ur wner-members t easily access infrmatin that is pertinent t their relatinship with the Assciatin. 2
VALUES We value ur custmers, recgnizing that they include bth emplyees and wner-members. We value ur custmers time and needs, and we take pride in prviding quick and effective service. We value each user s privacy and the integrity f their data. We thrive in the changing wrld f technlgy, staying abreast f new resurces and using them t maximize the Assciatin s prductivity. We place the human element abve technlgy, realizing the latter is simply a tl t assist the frmer. PRINCIPLES We fcus n services; cnnecting peple, nt just cmputers. Technlgy must benefit the Assciatin; we d nt add technlgy fr technlgy s sake. Our netwrk and the infrmatin shared thrugh it must be secure; at times, security will take precedence ver individual preferences. We take seriusly ur rles in serving wner-members directly (thrugh public access t nline infrmatin and services) and indirectly (by prviding emplyees with necessary tls s they, in turn, can serve the public). Individual pririties are cnsidered within the framewrk f the Assciatin as a whle: its netwrk, its ther users, and its financial cnstraints. SERVICE AREAS Standardized Desktp and Technical Supprt Desktp supprt is prvided quickly and efficiently, with the Desktp Technician priritizing requests based n the needs at hand. T efficiently and cst-effectively sustain the Assciatin s technlgy, we insist n standardized equipment and sftware, purchased thrugh the IT department. These can be custmized if necessary t meet each emplyee s needs. Specialized equipment r sftware will be accmmdated as necessary. Sftware Requisitin and Supprt All sftware is managed directly thrugh this department and supprted as needed. Individual departments are respnsible fr keeping IT infrmed f sftware needs, including updates, s we can budget funds and staff time. Hardware Requisitin, Repair and Supprt All hardware is researched and purchased thrugh this department, and supprted as needed. Persnnel requesting requisitins must start with an nline help desk ticket request. Capital budget expenses must be requested at least a year in advance. 3
Netwrk Creatin and Administratin The internal Assciatin netwrk and any decisins affecting it are made thrugh this department. Email and Website Services The department establishes and maintains the Assciatin s websites and scial media, and determines the extent t which ther departments may cntribute t specific prtins f the websites. The department is respnsible fr setting up email accunts, remving them upn an emplyee s separatin frm the Assciatin, and changing the passwrds as the Gverning Bard welcmes new Directrs. It is critical that ther departments keep us infrmed f persnnel r psitin changes as they impact access t technlgical resurces. Data Analysis The department prvides the tls t allw the financial analyst t cnduct financial and demgraphic studies that can be used in making a wide variety f management decisins (including recmmending fee structures, determining pririties in bth facilities and services, and finding answers t specific questins psed by individual departments r managers). Data Resurce Center Althugh hused in the Library, the Center is staffed, managed and maintained by the IT department. Needs f the Assciatin (such as vting and training) utweigh public use f this facility. The Data Resurce Technician is respnsible fr enfrcing all plicies in this rm. Telecmmunicatins All telecmmunicatins equipment with the exceptin f cell phnes is managed thrugh this department. Audi-Visual Services Hardware fr these services is prvided by the department t ther departments wh manage it fr their use. Set-up and peratin shuld be dne by thse departments, althugh IT will prvide supprt as needed. Security The department prvides fr a secure netwrked cmputing envirnment, including systems security and backups. We als prvide supprt and educatin fr end users n best practices t prtect their lcal data. ASSUMPTIONS Industry trends play a large part in ur bjectives, as d changing resident demands. Many f these are utside ur cntrl but impact ur decisin makingprcess. Outsurcing selected services is necessary fr a business ur size. Our client base, bth emplyees and wner-members, will remain relatively stable in size. The technlgical capabilities and demands f bth grups, hwever, will increase. Demands n the IT team are expected t increase. 4
FIVE-YEAR OUTLOOK With cnsideratin t investments in time, mney and training already made, we will stay with ur current primary/majr vendrs and sftware applicatins: Ttal e Integrated Great Plains Micrsft Office (migrate t 365) Visi Micrsft Prjects Fllet (Library) Scheduling/EMS Sage (HR) Zylab Scanning (Accunting and HR) Outlk Email Service (migrate t 365) Arrw 3/NEC (Digital Phnes) Century Link (phne T-1s, T3s) Cx (Internet & data T-1s) Cvad (backup Internet line) We will cntinue t build a library f self-paced training prgrams n ur nline Help Desk System, ranging frm basic cmputer skills t specific applicatins and tasks that users can tap int t imprve their wn skills r t gain necessary skills as assigned by their manager. Sme f these will be develped as recmmended by managers. We will have mre interactive website cntent and scial media allwing wnermembers t cmmunicate with and receive infrmatin frm the Assciatin. We will have better demgraphic and trend data n ur wner-members and facility use. We will make better use f prfessinal develpment pprtunities t keep the IT staff abreast f latest technlgies. 5
YEAR ONE GOALS 2014-2015 Wrk with Glf, Membership and Recreatin Departments as they train their emplyees in use f Ttal e Glf. As each department uses the sftware differently, we will emply the train the trainer methd; where IT will train their trainers; and their trainers will train their staff. In this way, they will becme tier 1 supprt, and IT will becme tier 2 supprt when issues arise. Purchase and install Village Stre POS system (shuld Village Stre staff decide it is feasible) and train staff in same. Wrk with ptential new Gverning Bard IT Task Frce t infrm them f current IT gals and strategies, and supprt their effrts as they investigate cmmunity technlgy needs/wants. Update Team Viewer t latest versin. Update all users t Micrsft 365 fr email and Office. Update rcscw.cm and suncitywestglf.cm t Wrdpress platfrm. Install VPN: Replace the remaining Century Link Data T-1s (7 pr shps, Kuentz, PR, Beardsley) with faster Cx circuits, update WAN equipment. Add new Cx circuit t RHJ t handle Data circuits fr cre netwrk. If needed: Upgrade main Cx Internet service circuit frm 50/10 t 100/20 r 150/20. Add fiber frm Ech Mesa Pr Shp t EM Maintenance Yard. Evaluate and pssibly institute nline member billing payments. Supprt new Bradcast Club in any bradcasting needs they may have with their new twer. Install new all-in-ne POS statins at all glf and recreatin POS statins if test case prves successful. Add fiber link t bring lawn bwls and tennis twer nt netwrk. Migrate t new server rm, if capital budget is apprved and rm is built. Update wifi equipment t new Unifi cmpnents. Mve Accunting file shares ff the NvaTime Server t an AD Cmpliant NAS (Netwrk Accessible Strage) unit. This will als ready us t eliminate the need fr an individual File Server (replaced with NAS) in the future. Add wifi t Beardsley Park. Update DNS server t 2012. Update Admin server t 2012. 6
YEAR TWO GOALS 2015-2016 Explre pssibility f replacing members bar cde ID cards with magnetic stripe cards. Intrduce keychain style member IDs as secndary ptin fr members wh want them. Launch Sharepint t prvide Emplyee Handbk, Centerline and ther infrmatin in a passwrd-prtected, digital frmat. Redesign websites. Budget fr and cntract with utside vendr t d wide area netwrk evaluatin and make recmmendatins. Budget in year three accrdingly. Budget and replace Library and Facility Maintenance servers. YEAR THREE GOALS 2016-2017 Create cmprehensive inventry and prcedures manual t detail the setup f the netwrk; cpies f all cntracts, schedule f cntract renewals; lcatin f all equipment; and instructins fr Assciatin-specific prcedures. Wrk with Task Frce t explre pssibility f TEG cmpnent that wuld allw Assciatin t maintain chartered club databases, using same t prvide remte access t sme club rms. YEAR FOUR-FIVE GOALS 2017-2018 Explre need fr purchasing new Data Card system. Install remte access t certain club rms using TEG database if explratin f such prves feasible. 7