Florida Gulf Coast University Strategic Plan for Technology 2015-2020 Information Resource Committee
I. Overview of the Process Information Resource Committee In the Fall of 2014, the Planning and Budget Council charged the Information Resource Committee (IRC) to update the current Strategic Plan for Technology for another 5 years. A draft was developed and presented to the Strategic Planning and Institutional Effectiveness Committee and then to the Planning and Budget Council this spring. Environmental Scan and Conclusion Environmental scans informed the development of the strategic plan by identifying variables internal and external to the University that can affect the ability of the institutions technology resources to continue to meet the needs of the university s faculty, staff and students. To better understand the current state of services and capabilities related to FGCU s information resources for the purposes of informing the development of FGCU s 2015-2020 Strategic Plan for Technology, the Information Resources Committee (IRC) conducted a SWOT analysis in the Fall of 2014. The environmental scan was carried out by the members of the Information Resource Committee and input was provided by faculty, staff and student representatives as well as technology department representatives from across the University. 1
Strengths Collaboration among technology departments Staff dedicated to customer service and improving skills Technology reliability Improved technology capacity Creating efficiencies & reducing environmental footprint Quality customer service An efficient and skillful workforce The Canvas Learning Management System Microsoft Office Suite programs for students, faculty and staff Availability of information Systems modular designs allow for feature expansions Weaknesses Staff levels to support information resource demands Outdated tech staff Employee Classification system Support for research computing Support for Macintosh computers Non-centralized employee training on technology Enterprise systems with mobile device support Non-centralized purchasing of technology Budgetary limits and economic factors in funding infrastructure and technology Communication of services, training, outages, etc. Audio/Video storage and delivery Wireless capacity to keep up with mobile devise usage Opportunities Cloud computing (create efficiency & cost savings) Third-party technology integration within systems Systems that accommodate customizations to help address specific needs Tech Fee revenue tied to enrollment Reduced costs and additional services through shared services with other SUS s Local partnerships Educause survey participation Extending communication through mobile devises Telecommunication technology improvements Telecommuting Identity federation Threats Changing licensing models for software State mandates Tech Fee revenue tied to enrollment Hurricanes and other events impacting access to information Increase in the number of personal devices used to access FGCU resources Competition Attacks on FGCU data/security breech Technology changes and shifts 2
II. Florida Gulf Coast University Strategic Plan for Technology 2010 2015 3
GOAL 1 - INNOVATION & GROWTH OF TECHNOLOGY Information Resource Committee Accommodate growth of FGCU technology demands/resources in a timely and appropriate manner Continuously enhance systems and technology Evaluate new technologies and needs for new functionality - growth of systems/new systems Scholarship and research Teaching and learning 1. Deliver new technologies that will enhance instruction and learning. 1.1: Continuously assess faculty and student technology needs to determine resources that will optimize course delivery and improve student learning. 1.1: Classroom Lecture Capture technology (FGCU Capture) will be present in at least 1 classroom within 3 academic buildings on campus; beginning Fall 2015, training on the use of FGCU Capture will be offered through the Lucas Center. AETS,, WEPS, Virtual Lab seating licenses will expand to meet increased capacity and to serve on-line and remote student access. Pilot "mobile computer classrooms" to accommodate enrollment growth through FY2019-2020. Faculty Technology Survey results are submitted to Provost's Office and Council of Deans for approval/funding prior to April. Student Technology Survey results are distributed to stakeholders. 4
Online video storage and delivery system. Library participates in biennial LibQual surveys to measure library service delivery, facilities and capabilities across a wide range of subjects - including technology. 1.2: Annually prioritize new technology needs and related funding requirements. 1.2: Prioritized list of new technology needs, including those that are related to the University's academic, business, e-learning, library and telecommunications initiatives are submitted to the Planning & Budget Council (PBC) and the PBC's Budget Committee for review and consideration for funding., WEPS, AETS, 1.4: Assess online course technology related to assessment integrity, security, and authentication 1.4: Faculty participate in piloting of Respondus Monitor, an online course assessment/testing integrity technology. WEPS 1.5: Identify resources required to support quality teaching and learning in online and hybrid courses. 1.5 Technology dependent initiatives of the Online Learning Strategic Plan are addressed as needed. 2. Support advanced technology solutions that improve 2.1: Coordinate the installation of classroom and lab technology 2.1: Technology is successfully installed at ETI prior to January, 2016 opening. AETS 5
productivity of and enable new possibilities in research, scholarly endeavors, and creative activity at FGCU. for the Enhanced Technology Institute (ETI.) 2.2: Continuously assess the need for resources required to support faculty, students and associated technology installed at FGCU's Enhanced Technology Institute. 2.2: ETI is adequately supported by AETS with staff assigned to location as needed. AETS 3. Deliver new technology services that will enhance business processes 3.1: Replace current manual processes with more efficient processes 3.1: Implement Ellucian's Recruiter for student recruiting Clean Address software is implemented to improve Banner data accuracy AETS,, WEP Investigate university wide portal Assist Financial Aid with algorithmic budgeting Work with Human Resources to create plan for the revitalization of Human Resources data Assist Human Resources with reimplementing People Admin for employee recruiting 6
Complete performance management workflow with Human Resources Assist with the implementation of employee recruiting software Provide a Mobile interface to Gulfline resources Assist the Office of the Registrar with improving the graduation process and the Excess hour process Implement document imaging for advising in each college Assist Office of Academic and Curriculum Support with implementing DegreeWorks Student Educational Planner (SEP) and Curriculum Planning Assistant (CPA) Assist First Year Advising with orientation system enhancements Work with Data Standards group to collect cell numbers for students, faculty and staff Implement a source code repository for Business Technology Services 7
Implement FIM for Faculty/Staff to automate updating of directory information in the staff/faculty accounts 4. Expand and enhance IT infrastructure capacity in response to increasing user demand 4.1: Implement new technology to assist with increased demand on messaging and collaboration technology 4.1: Investigate additional services that are part of Office 365, such as SharePoint online or Lync. Create a rollout strategy as needed. Augment equipment where utilization exceeds the planned coverage. Collaborate with the room scheduler to identify a procedure for scheduling rooms that have dense wireless deployments for BYOD technology use. 5. Expand and enhance Institutional and Digital Collections Repository 5.1: Create an Institutional and Digital Collections Repository for the dissemination and storage of local special collections, electronic thesis, scholarly and archive materials. 5.1: Access through Ingestion, usability, and access statistics study. Make available local digital collections and faculty scholarly materials. 8
Goal 2 Responsive and Agile IT Support (Support and IT Organization) Current systems and technology o Manage and maintain efficient hardware and software upgrade cycles o Provide skillful technical support and services for existing technology and technology systems Retain outstanding staff o Provide resources to meet the need for technology training initiatives, conference attendance, trade shows and mentoring programs o Establish valid technology career paths o Develop and maintain appropriate staffing ratios that will meet or exceed industry-standard benchmarks 1. Provide for the systematic upgrade/replacement of functionally obsolete technology resources and systems and expand upon those systems that will provide for enhanced teaching and learning. 1.1: Regularly update FGCU's computing and networking standards. 1.1: Wireless technology will be expanded to allow for more robust support of increased number of mobile devices used in classrooms, labs, offices and throughout main campus. Integrate all wireless SSIDs across campus and in student housing by deploying the wireless controller for North Lake Village. AETS,, 1.2: Annually prioritize technology upgrade/replacement needs and related funding requirements. 1.2: Prioritized list of technology upgrade/replacement needs, including those related to the University's academic, business, e-learning, library and telecommunications initiatives will be submitted to the Planning & Budget Council (PBC) and the PBC's Budget, AETS, WEPS, 9
Committee for review and consideration for funding. 1.3: Replace/upgrade functionally obsolete technology based upon available funding. 1.3: Implement Office 365 for faculty/staff; migrate existing exchange environment to it. Upgrade 20% of all currently installed integrated instructor podium control systems prior to the start of Fall semester., AETS, WEPS, Using a 5-year life cycle model, upgrade and/or replace functionally obsolete classroom and lab computers prior to the start of the Fall semester. Patch and upgrade cycle for Banner, Enterprise Resource Planning (ERP) system and other business systems will be maintained as needed. Upgrade telephone sets to newest models, upgrade telephone gatekeeper and continue elimination of analog communication devices. Replace core network equipment and increase core interconnectivity to 10
existing buildings, creating increased redundancy and dependability. Obtain a standalone internet connection for the Naples Botanical Garden. Continue to replace outdated network equipment with newer equipment in older academic core buildings. Out of warranty servers are replaced. Network equipment monitoring is updated for improved understanding of network traffic flowing in/out of the university. 2. Deliver technology services that will enhance the delivery of both face-to-face and on-line instruction and learning. 2.1: Continuously assess academic technology services used by faculty, students and staff and modify services and/or staffing as needed. 2.1: Feasibility studies for enhancement or expansion of technology services will be planned and conducted based upon verifiable assessed needs, collected through surveys, forums and workshops., AETS, WEPS, 90% of all survey respondents will rate all AET technology services as "Good" or "Excellent." 2.2: Annually evaluate FGCU technology staffing ratios to 2.2: Report on FGCU vs. industry standard and/or peer institutions full, AETS, WEPS, 11
industry standards and/or peer institutions. time and OPS technology staffing ratios. 2.3: Continuously assess and provide support for students, faculty and staff. 2.3: Extended and/or after hours support is provided as needed., AETS, WEPS, 3. Retain outstanding technology staff. 3.1: Implement University-wide and internal processes to allow for retention of outstanding full time technical staff. 3.1: Partner with Human Resources to develop new position classifications for FGCU s technical positions., AETS, WEPS, 3.2: Provide OPS employment opportunities for students, instilling an exemplary work ethic. 3.2: Student workers are employed within IT departments. Student worker mentorship processes will be implemented that will serve to foster both technical work skills and social interaction skills., AETS, WEPS, 4. Enhance and/or streamline existing business process. 4.1: Partner with departments across campus to improve existing business processes or systems. 4.1: Finish Banner data scrub of college and high schools in Banner validation tables. Update Active Directory from Banner. Rework the Graduation Admission Orientation Fee. 12
Document programs used to state reporting to identify what Banner data is used. Working with Financial Aid, improve the late Payment process. Working with Data Standards group, implement Banner Data Standards. Provide training on Banner, COGNOS and Banner document imaging. 13
Goal 3 Security and Business Continuity Information Resource Committee Continuously maintain vigilant security of all data, systems and network infrastructure o Redundant systems o Secure access o Monitor usage Create security awareness for all university faculty, staff and students Goal 3.1 Protect the ability of the university to conduct business, education and research 1. Protect the ability of the university to conduct business, education and research 1.1: Continue with data loss prevention program. 1.1: Conduct training and data discovery concerning restricted data policy for Student Affairs, Foundation and Athletics. Restricted data issues within functional departments are addressed. 1.2: Continue with rollout of Secured PC. 1.2: Secured PC rolled out to Student Affairs and Foundation. 1.3: Utilize vulnerability scanning. 1.3: One-year cycle of vulnerability scanning procedure is completed. 1.4: Log and monitor network security events. Additional licenses for vulnerability assessment software are purchased. 1.4: Assess current logging implementation on servers and network equipment. 14
Implement SCOM to assist with logging and event analysis for Windows servers. Investigate Security Incident and Event Management (SIEM) systems. Recommend a system to purchase. Standardize and document the log retention period. 1.5: Review and enhance business systems security. 1.5: Complete Banner security review for the student area, advising and graduate and undergraduate admissions. Remove users access to ERP database as needed. Security audits are performed on user accounts for Networks, Banner and Blackboard. Regular security audits on voicemail are performed. Implement new firewalls for campus, including enabling IPS on the perimeter protection. 15
Upgrade remaining 2003 servers to server 2012. Complete one cycle of the FTP server audit and get all systems properly documented. 1.6: Continue Disaster Recovery (DR) planning and testing exercises 1.6: Complete 2015 test cycle for Banner DR exercise. The amount of annual DR testing performed will increase over previous year. 1.7: Work towards PCI compliance 1.7: Create a plan to address issues that were identified during PCI Gap analysis. 1.8: Review and enhance Web applications security 1.8: Attacks through Web application form fields are monitored. WEPS Protection on Web applications are updated as new vulnerabilities are identified. 2. Educate students, faculty and staff concerning information 2.1: Ensure security training is offered minimally once a year 2.1: Update security training program for faculty and staff. Security training plan is created for students. 16
security policies, standards, and data protection practices through appropriate training On demand training for security awareness and document imaging is created. Security training specialized for new users, users who had replied to phishing emails, and Banner users is created. Security campaign for the fall semester focusing on phishing, password security and a more general security campaign for the spring semester is created. 17