UW- S U P E R I O R I N F O R M A T I O N T E C H N O L O G Y PLAN 2012-2 0 1 5 Submitted for Campus Review and Response April, 2012
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CONTENTS Forward... 5 UW-Superior Strategic Priorities... 5 Executive Summary... 6 Campus Units Supporting Technology... 9 Technology Services... 9 Center for Excellence in Teaching and Learning... 10 Distance Learning Center... 10 Library Services... 10 Residence Life ResNet Services... 11 Information Technology Current State... 12 Information Technology PLanning Input... 13 Academic and Faculty Support... 14 Technology Support for Teaching and Learning... 14 Classrooms and Laboratory Technology... 14 Technology Support for Undergraduate Research... 15 Technology Support for Digital Media... 15 E-Portfolio for Student Success and Assessment... 16 Teleconferencing for Teaching and Learning... 16 Student Technology Support... 17 E-hive... 17 Wireless Access on Campus... 17 Student Learning Online Resources... 18 Student Computing Labs and Printing... 18 Campus Website for Current Students... 18 Technology Loan... 19 Digital Citizen Responsibilities... 19 Administrative... 20 Administrative Applications Support... 20 Student Information Systems Support (E-Hive)... 20 Reporting of Institutional Data... 21 Data Integrity... 21 Regulatory Compliance... 22 Restricted Data Protection... 22 3
Document Imaging... 23 Campus WebSite Redesign... 23 Infrastructure... 24 Campus Network: Building Wiring and Switches... 24 Campus Network: Security... 24 Campus Telephone Services... 25 Internet Bandwidth, Campus Fiber Backbone, and Edge Devices... 25 Data Center and Disaster Recovery... 26 Campus Servers for Academic and Business Applications... 26 Identity Management: Login Credentials and Access... 26 Continuous Service Development... 27 Technology User Support: Customer Service... 27 IT Metrics for Operations, Efficiency and Effectiveness... 27 Technology Project and Service Management... 28 Technical Skills for Students, Faculty and Staff... 28 Technology Collaboration and Planning... 28 Applying Technology to Innovation... 29 Life-Cycle And Computer Replacement Funding... 29 Technology Policy... 30 Assessment of the Information Technology Plan... 30 4
FORWARD UW-SUPERIOR STRATEGIC PRIORITIES Seven (7) Strategic Themes were developed by the Campus Strategic Planning Team in 2006. Academic Excellence Culture of Respect Campus Life Continuous Improvement Resource Management Enrollment Management University Image Under each theme are identified goals. Every two years, the Continuous Improvement and Planning Team (CIPT) prioritizes an institutional action plan from the identified improvement goals and articulate achievable objectives, asking the responsible office, organization, or governance group to respond. Initiatives are to be accompanied with appropriate assessment and review criteria. In addition, utilizing shared governance and a variety of inputs, CIPT reviews the strategic themes and goals and makes adjustments as internal and external environments necessitate. Established in 2010 under the Strategic Theme of Resource Management is a new integrated planning process with shared governance roles whereby all planning and budget activities, throughout every level of the organization, are effectively linked and coordinated, and are driven by the institution s vision, mission, and academic priorities. As a part of the 2011 CIPT Strategic Priorities review and planning process, which sets forth the investment priorities for the campus, included was the priority to develop a campus-wide Information Technology Plan. This document puts forth that first plan that spans campus-wide information technology needs setting the stage for broader campus input on information technology priorities. UW-Superior s use of information technology has grown exponentially as the world around it has also been transformed by technology use. The future strategies and opportunities to utilize information technology to achieve the campus s Strategic Priorities need to be intentional, shared, and prioritized for investment by the campus community. This plan lays out a framework illustrated by five spheres that overlap and yet are each distinct in their focus and needs. The technology investments the campus makes need to be both strategic and tactical to empower our students, faculty, and staff to achieve their educational goals. 5
EXECUTIVE SUMMARY UW-Superior s technology environment is already rich with a wide variety of systems, resources and services. Appendix A: The UW-Superior Technology Environment Snapshot inventories that current state. Moving forward, UW-Superior needs to assure that each investment is still relevant, and if so, maintained and upgraded as needed. Education is always about the future and implies a constant state of change and renewal. Technology offers possibilities to contribute to everything UW-Superior does. With a limited supply of both time and money, the choices need to be mission focused and prioritized. Strengthening Stakeholder Involvement and Prioritization For UW-Superior to truly harness the increasingly complex information technology environment for its Strategic Priorities, stakeholders must come together to evaluate and prioritize IT needs and initiatives at the University level, making investment recommendations to the newly formed Integrated Planning and Budget Executive Council. As a part of our 2012 IT External Review, it was recommended the campus improve the current technology advisory structure examining scope, membership, and charters. One suggestion is the formation of a new Technology Council formed from the foundation of present advisory groups but with additional stakeholders to provide leadership advice and campus-wide prioritization on technology projects and investment recommendations that focus on the best use of resources. As opportunities or exigent circumstances emerge the Technology Council can advise on adjustments to the plan s activities. The framework for this plan will lay out goals and objectives for these areas: Academic and Faculty Support Student Technology Support Administrative Infrastructure Continuous Service Development Under each of the areas, activities will be a combination of broad and specific to accommodate the unknown and known ahead. For example, plans written three to five years ago could not spell out the mass adoption of mobile devices and the impact on campus networks. Therefore, this plan will need to be updated regularly drawing on campus constituents to provide issues, ideas, and opportunities. The UW-Superior Information Technology Environment Snapshot (Appendix A) provides a baseline to measure what has been added or removed. 6
UW-Superior Information Technology Goals 2012-2015 Academic and Faculty Support UW-Superior will facilitate a teaching and learning environment supported with technology that can be easily used, promotes greater self-sufficiency, and enhances the student s learning experience. Focus areas: Teaching and Learning Classrooms and Laboratory Technology Undergraduate Research Digital Media E-Portfolio Teleconferencing Student Technology Support UW-Superior will provide students with a technology environment that facilitates communication, collaboration and convenience in conducting their university business transactions and enhancing their learning experience. Focus areas: E-hive Wireless access on campus Student Learning Online Resources Student Computing Labs Campus Website for Current Students Technology Loan Digital Citizen Responsibilities Administrative UW-Superior will provide and support enterprise technology solutions that enhance all business and administrative services of the university. UW-Superior will maintain an administrative technology environment that facilitates leadership, productive change, effective management, sensitivity to the higher education environment, and a passion for process and people. 7
Focus areas: Administrative Applications Support Student Information Systems (E-Hive) Reporting of Institutional Data Data Integrity Regulatory Compliance Restricted Data Protection Document Imaging Campus Website Redesign Infrastructure UW-Superior will provide a strong technology infrastructure that is reliable, secure, and an effective use of technology. UW-Superior will meet industry, as well as, state and federal standards to protect the security and privacy of both the data and applications used on our network. UW- Superior will monitor and maintain infrastructure elements on a systematic and fiscally responsible schedule. Focus areas: Campus Network: Building Wiring and Switches Campus Network: Security Campus Telephone Services Internet Bandwidth, Campus Fiber Backbone and Edge Devices Data Center and Disaster Recovery Campus Servers for Academic and Business Applications Identity Management: Login Credentials and Access Continuous Service Development UW-Superior will deliver technology customer service and user support that quickly resolves issues, empowers the use of technology, and clearly communicates the available technology resources. UW-Superior will work with the campus community to better identify, plan, and implement information technology projects and improvements. Focus areas: Technology User Support: Customer Service IT Metrics for Operations, Efficiency, and Effectiveness Technology Project and Service Management Technical Skills for Students, Faculty, and Staff Technology Collaboration and Planning Applying Technology to Innovation Life-Cycle and Computer Replacement Funding Technology Policy 8
CAMPUS UNITS SUPPORTING TECHNOLOGY Information and instructional technology services cross unit boundaries and require the planning and coordination of people from multiple units. The IITS Council was created to address this situation. Current members include Technology Services, the Center for Excellence in Teaching and Learning, the Distance Learning Center, the Library Services, and Residence Life (ResNet). The IITS Council purpose is to: 1) collaboratively support services in their area of specialization; 2) to foster communication across units; and 3) to insure that services are not being duplicated. The Council traces its formation to the mid 1990 s, a decade when technology really began to transform our world and our university. Membership evolved over time as organizational units changed. For example in 2005 (following an external review), the separate academic support and administrative support units were merged into what is today s Technology Services unit. Additionally, the former Faculty Development Center was integrated with Technology Services in 2004, and then reestablished separately as the Center for Excellence in Teaching and Learning in 2007. In recent years the Council had been intermittent in convening as the units were involved in large renovation and building projects with intensive project demands. The IITS Council has been meeting steadily since August of 2011 to refocus efforts on how to both plan for the future and wrestle with the immediate needs of campus constituents. TECHNOLOGY SERVICES Location: Swenson Hall, Help Desk: Room 1061, Office Suite: Room 2070 Phone: 715-394-8300, Email: helpdesk@uwsuper.edu, Web: www.uwsuper.edu/technology Serves: All students, faculty, and staff The Mission of Technology Services is to provide technology services that are accessible, reliable, convenient, and secure for the purpose of empowering the UW-Superior community to use technology in teaching, learning, research, creative activity, and service. Technology Services works closely with other campus units to plan and deliver services and to ensure effective use of information technology resources. Technology Services aspires to: 1) continuously improve services, facilities, and staff skills to respond to an ever changing environment; 2) respond to a changing environment in innovative ways; and 3) provide leadership and planning to make the best use of emerging technologies. Staffing is: 19.75 FTE. Assistant Vice Chancellor/CIO reports to Vice Chancellor of Administration and Finance, three teams led by Directors (IS Supervisor 2). Additional student workers in help desk, technology loan desktop support, and computer lab support. (Distance Learning funds.5 FTE D2L site admin position in Techology Services). Technology Services consists of three teams: Application Services is responsible for the development of information systems essential to the operation of the University including student information system, and management information. Infrastructure Services is responsible for providing highly available, high quality access to the University's electronic resources and the Internet. This includes desktop, server and network support. Technology Support Services provides services and facilities for faculty, staff, and students to effectively use current and emerging technology solutions. This includes classroom 9
presentation systems, teaching and learning applications, helpdesk services, technology loans, and graphics production related to teaching and learning. CENTER FOR EXCELLENCE IN TEACHING AND LEARNING Location: Swenson Hall, Room 2076 Phone: 715-394-8548, Email: cetl@uwsuper.edu, Web: www.uwsuper.edu/cetl/ Serves: Educators The Center for Excellence in Teaching and Learning (CETL) provides all educators with services, resources and support to foster meaningful student learning and quality teaching within a liberal arts tradition. CETL staffing is a.5 Director (faculty reassigned) reporting to the Provost,.5 FYS Coordinator (faculty reassigned), 1.0 Coordinator of Instructional Development, 1.0 University Services Associate and a periodic LTE. The LTE is not a position that is permanent or long-term. CETL coordinates with the UW System Office of Professional and Instructional Development (OPID) and the UW System Learning Technology Development Council (LTDC), and provides support for the integration of technologies for teaching and learning into campus courses. DISTANCE LEARNING CENTER Location: Erlanson Hall. Room 105 Phone: 715-394-8487, Email: dlc@uwsuper.edu, Web: www.uwsuper.edu/dl/ Serves: Students enrolled in online programs and Faculty teaching online The Distance Learning Center provides online degree programs to students enrolled across the state of Wisconsin and beyond. Undergraduate majors in Communicating Arts, Elementary Education, Health and Wellness Management, Interdisciplinary Studies, and Sustainable Management are currently supported. The DLC enrolls about 500 students in Spring 2012. The Distance Learning Center provides a fulltime instructional designer to assist faculty in the development of online courses and support online instruction. Staffing: 10 FTE. Associate Dean for Distance Learning reports to Associate Vice Chancellor for Academic Affairs and Outreach, 1 FTE instructional designer and DLC funds.5 FTE D2L site admin position in Tech Services LIBRARY SERVICES Location: Jim Dan Hill Library Phone: 715-394-8343, Email: askref@uwsuper.edu, Web: www.uwsuper.edu/library/ Serves: All students, faculty and staff. Community access provided. Special collections such as Lake Superior Maritime draw world-wide requests. The UW-Superior Jim Dan Hill Library provides extensive instructional technology support with more than 200 electronic databases, 41,595 full-text e-journals, and 14,000 e-books. The electronic databases contain articles, books, and streaming video. The library delivers this content to the desktop along with services such as reference, desktop document deliver, and digitized archive collections. Through consortiums with UW libraries, private academic libraries, and public libraries, UWS students, faculty, and staff have access to the collective resources of Wisconsin and beyond. 10
Librarians organize digital resources on the web and create online tutorials through Camtasia and Jing to assist students, faculty, staff, alumni, and community members with their research. They provide individual research assistance in person, over the phone, through e-mail, and through Meebo Chat. Librarians also offer drop-in workshops on instructional technologies, such as Zotero. Library statistics are gathered through online software programs including Gimlet and Libanalytics. (See section on Library for list of technology equipment resources). 12 FTE. Director of Library Services, reports to Provost. One FTE dedicated to supporting Library technology systems and resources. All Library staff use technology intensively as part of their service delivery. RESIDENCE LIFE RESNET SERVICES Location: Yellowjacket Union, Room 26 Phone: 715-394-8439, Email: resnet@uwsuper.edu, Web: www.uwsuper.edu/resnet/ Serves: Students residing in Residence Halls (approximately 700 per semester). The University Residence Life Network (ResNet) provides voice, video and data services to residence hall rooms. The rooms in all the residence halls are wired for high-speed internet access, cable TV service, and telephone service. Wireless-access points have also been installed throughout residence halls. ResNet provides support for a wide variety of problems any resident staying on campus might encounter. This includes, but is not necessarily limited to the following: Network Card Issues. (Installing drivers, configuring network setting, etc.) Network cable and wall jack troubleshooting and repair Web Browsers. (Internet Explorer, Mozilla, Safari, etc.) Software installs or system installs Virus Removal and removal of spyware, malware and other internet nuisances Gaming system setup on the network ResNet does not provide support on any form of File Sharing or P2P activities and collaborates with Technology Services on dealing with students on Digital Millennial Copyright Act (DMCA) violations. 11
INFORMATION TECHNOLOGY CURRENT STATE UW-Superior s use of information technology is widespread throughout the organization. See Appendix A for a detailed description of systems and services that are currently adopted and supported in some fashion. UW Common Systems Core to our strengths is our affiliation as a University of Wisconsin Campus. The UW System took a leadership role referred to as Common Systems approach that has collaborated over the years in providing centralized services for human resources, budget, accounts payable, purchasing, travel reimbursement, etc. These services mean that the IT resources for these systems reside in Madison and the local resources are a combination of functional users in those key offices and IT infrastructure support of connectivity and data integration. In addition to the administrative systems mentioned, UW-Superior shares a Library system and a Learning Management System through Common Systems. Annual chargebacks are made to the campus for these systems. UW System also provides a number of admissions and central data services to each campus. This includes the electronic application system, the transfer information system, and the services of OPAR (Office of Policy, Analysis and Research). UW-Superior periodically transmits summary data from our local student information system to OPAR through a process called CDR (Central Data Request). OPAR aggregates the campus information for submission to the Federal IPEDS (Integrated Post-secondary Educational Data System) annually and produces information for the Wisconsin accountability reports and other data/information needs of the UW System and Board of Regents. The UW Common Systems are governed by a Common Systems Review Group (CSRG) with representation from across the state. They meet regularly to provide planning, oversight, and budget development for the needs of common systems. They regularly update a Common Systems [Technology] Roadmap document that assists in preparing for strategic investments. (For more information see: http://cs.uwsa.edu/documents/default.aspx). The budget and plan is submitted to the UW Chancellors group for approval and provides a budget plan for the following year of both major projects and operational funding. A new UW-System Human Resources System (HRS) went live in April of 2011 replacing an aged mainframe based payroll and benefits system and is an excellent example of the collaborative work. Student Information System Each UW campus (with the exception of one) is running a local installation of PeopleSoft Campus Solutions as their student information system. Our instance (a.k.a. E-hive ) went live in 1999 and provides the core database and transaction system for students, faculty, and staff. The Technology Services unit provides technical support for the server, upgrades, programming support, reporting, and integration (data loads to other systems). The functional offices provide the operational leadership and business expertise for the use of their modules. The modules include: Admissions, Advising, Financial Aid, Student Records and Registration, Student Financials, and a shared module called Campus Community. The system is accessed through a web-based interface. Students, faculty, and advisors are automatically provisioned upon employment or enrollment with credentials to login and a Center that provides their command center for managing their specific transactions and records. 12
State-wide Collaborations UW-Superior staff members from various units participate in numerous UW System constituent groups that share expertise and respond to developments in their field that influence the development of each of the shared IT systems. Groups include: Council of UW Chief Information Officers, website: http://www.wisconsin.edu/olit/cio/ Council of UW Libraries (CUWL), website: http://uwlib.uwsa.edu Educational Media Technology Council (EMTC), website: http://www.uwex.edu/disted/emtc Information Technology Management Council (ITMC), website: http://www.uwsa.edu/olit/itmc/ Learning Technology Development Council (LTDC), website: http://www.uwsa.edu/olit/ltdc/ Learn@UW Executive Committee, website: http://www.uwsa.edu/olit/luwexec Office of Professional Development and Instructional Development, website: http://www.wisconsin.edu/opid Office of Policy Analysis and Research (OPAR), website: http://www.wisconsin.edu/opar/ Technology Contracts Numerous purchasing contracts for IT products and services have been negotiated at either the UW-System level for all campuses or at the state level by the Department of Administration. Some contracts are mandatory, some voluntary, but all offer campus savings that could not be obtained by a single campus operating independently. For example, UW System manages the negotiation of the MicroSoft software contract, an important component of the common bundle of software available for use by students, faculty, and staff. WISC Software is a shared UW online store that extends purchasing to departments and individuals of many academic discount priced software (http://wiscsoftware.wisc.edu/wisc/). Internet Services UW-Superior obtains its internet bandwidth through WiscNet, a state-wide research and education network (http://www.wiscnet.net/). As of March 2012, our bandwidth connection is at 200 MB. UW-Superior is currently participating in a Federal grant for Broadband Expansion that will link five public anchor institutions in Superior to upgraded bandwidth to the state network by June 2013. Superior will be the nexus of other broadband Federal grants for Minnesota and Michigan that will intersect, providing the possibility of significant redundancy in pathways. INFORMATION TECHNOLOGY PLANNING INPUT Input was drawn from campus surveys, an external scan, and internal interviews. A SWOT analysis campus-wide survey was also conducted in Fall 2011. The systems and services that are itemized in Appendix A: The UW-Superior Information Technology Environment Snapshot each meets specific organizational needs and objectives. These information technology systems and services will continue to be supported in a professional and responsive manner until such time as they are retired or replaced. Metrics of technology usage, user satisfaction, and/or expense need to be gathered and reviewed to provide information for continuous service improvement. 13
2012-2013 PLAN (BY AREA) ACADEMIC AND FACULTY SUPPORT Academic and Faculty support and services include: Email, Outlook Calendaring, and E-hive ; Classroom Technology and Support; General Access and Departmental Computer Labs; Departmental Support for Specialized Technology; Advising; Learning Management System (D2L); Research Computing; Survey Tools, and Library Resources, etc. Each of these systems/services requires continuous service operation or periodic upgrades. Goal: UW-Superior will facilitate a teaching and learning environment supported with technology that can be easily used, promotes greater self-sufficiency, and enhances the students learning experience. TECHNOLOGY SUPPORT FOR TEACHING AND LEARNING UW-Superior lacks specific technical support specialists with strong knowledge and experience in academic applications for educator support (one-on-one coaching and structured professional development opportunities). This type of staffing would assist educators in the experimentation and adoption of information technologies for teaching and learning. Increased academic support for teaching and learning is needed. Formalize increased organizational support for teaching and learning throughout the university. Study and recommend organizational structure to increase support for Academic Computing. Enhance and expand instructional technology support services through increased resources and staffing. Assess technology adoption of educators as well as future needs to establish training and information programs and measure impact. Develop further the skills of faculty and students in utilizing the learning management system and other common systems or volume licensed products to optimize learning. CLASSROOMS AND LABORATORY TECHNOLOGY UW-Superior does not evenly provide educators with equal and adequate access to classroom audio/visual presentation technologies across all campus classrooms and increasingly educators need this same technology in academic laboratory settings. Additionally, classroom audio/visual presentation technologies in some locations are aging and not able to support high-definition display. Life-cycle funding is needed for classroom technology. Provide equal technology access to academic departments by equipping more classrooms and learning/meeting spaces with standards-based multimedia technology and appropriate discipline- 14
specific resources. Inventory and assess state of multimedia technology installations in every classroom. Develop a rolling 4-year schedule documenting when technologies are scheduled to be replaced. Implement replacement as financially feasible. Seek funding from UW-System in addition to allocating the classroom lab modernization funding. Develop method to routinely update software on classroom workstations to improve the classroom teaching experience and avoid any update delay when logging on during class. Evaluate additional technologies appropriate for academic specific classrooms/laboratories and selected general access classrooms (such as, Smartboards, lecture capture, etc.). Seek increased funding sources for technology focused areas such as Mathematics and Computer Science, Natural Sciences, K-12 Teacher Preparation Programs, Business and Economics, and Communications Studies to adequately teach and prepare their students for discipline specific technology requirements. TECHNOLOGY SUPPORT FOR UNDERGRADUATE RESEARCH Undergraduate research efforts are increasing on campus. Researchers require tools for collaboration, communication, and interactive computing capabilities. Researchers in may disciplines pool, share, publish, enter, and interact with large data sources regardless of geographic location. Matching available technology resources to support these initiatives is needed. Provide improved technology support and specific resources for both faculty and undergraduate research efforts. Develop and publish an inventory of current tools and resources for faculty and undergraduate research technology needs. Communicate and promote use of already licensed technologies or services (survey tool, statistics software, presentation poster printing, etc.) Identify additional needs for undergraduate research technology tools and support and sponsor prioritized projects. TECHNOLOGY SUPPORT FOR DIGITAL MEDIA Our world and the educational environment have been transformed by the consumerization of technology providing broad access to content in both video and audio in addition to text resources. Rich technology resources such as digital media enhance the teaching and learning setting. Pilot projects in CETL have demonstrated how faculty utilizing digital media and students producing digital media projects enhances the learning environment. Additional support for digital media is needed. Promote and support the development, production, use, and distribution of learning content utilizing rich technology resources: digital media, video, audio, or narrated photos. Support faculty in the development of digital content for their D2L course shells or in-class activities. Assess and expand as necessary software, training, and documentation of how-to s. Monitor and expand campus streaming media server storage as needed. Explore optional use of itunes University as a distribution point. Support the Center for Excellence in Teaching and Learning Digital Story program. 15
E-PORTFOLIO FOR STUDENT SUCCESS AND ASSESSMENT E-portfolio use on campus is both fragmented and limited. This technology has the possibility of becoming a tool for enhancing both student academic development and learning outcome assessment. A collaborative effort from campus units is needed. Conduct an evaluation of the current use of electronic portfolio software and develop plan for future. Background: In the past, some Educational Leadership students and faculty have used Chalk and Wire with support from Technology Services. Recently, the Career Services office is providing some academic departments a sub-component of JacketJobs as a career portfolio for students. The Wisconsin Department of Instruction is adopting new expectations for Teacher Education departments in the use of e-portfolios for assessment. A number of UW-System schools have piloted the Desire to Learn (D2L) electronic portfolio and UW-System Common Systems purchased a UW site license of the D2L e-portfolio. Through campus collaboration, UW-Superior now needs to develop a plan to provide support and assistance for faculty who wish to expand the use of electronic portfolios in the curriculum. Convene planning group of Office of Assessment, Career Services, Advisement, and Educational Leadership, and Technology Services to frame requirements for e-portfolio comparison. Develop a project charter that reflects the stakeholders and multiple purposes that this tool might assist in our students academic success. Conduct a comparison to determine if D2L e-portfolio can replace Optimal (from JacketJobs).Design and conduct a pilot opportunity for interested academic departments. Evaluate the pilot project and plan for wider adoption if successful. TELECONFERENCING FOR TEACHING AND LEARNING There is an emerging need for faculty to connect with colleagues, experts, or students in a virtual setting. Expanded use of teleconferencing capabilities including virtual conferencing experiences is needed. Expand use of teleconferencing capabilities including virtual conferencing experiences. Support the increased use of D2L s new collaborative web-conferencing product for curriculum purposes (BB- Collaborate formerly Elluminate). Support the use of the administrative teleconferencing system in the Old Main 212 conference room for UW-System meetings that involve faculty. Complete installation of the Cisco TelePresence system in Swenson Hall 1071B and make it available for individual faculty teleconference use. Support the increased use of the Swenson Hall Interactive Television (ITV) Rooms for Distance Learning classes. 16
STUDENT TECHNOLOGY SUPPORT Student technology resources include: Email and Ehive (student information system); Student Computing Labs: Learning Management System (D2L); E-Portfolio; Library Resources; and Mobile Device Support. Each of these systems/services requires continuous service operation or periodic upgrades. Goal: UW-Superior will provide students with a technology environment that facilitates communication, collaboration and convenience in conducting their university business transactions and enhancing their learning experience. E-HIVE The student information system (a.k.a. E-hive) provides the command center for all student transactions (enrollment, registration, financial aid, degree audit, and student billing/payment). UW-Superior needs to provide robust functionality as it becomes available from PeopleSoft for students to easily handle their administrative transactions from enrollment to advising. Provide enhanced support for transaction services through E-hive (student information system). Create a student testing team that can provide feedback and input to the functional offices (Admissions, Financial Aid, Advising, Registrar, and Cashier s Office). Support adoption of upgraded features of the Self-Service component of PeopleSoft as they become available (such as enhanced features of the Academic Planner). Examples: 1) Improve the online payment capabilities of E-hive to include e-check, 2) Improve the financial aid award acceptance process, 3) Improve the degree audit progress report, what-if tools, and the transcript. Etc. Identify and prioritize these and other improvements to actively streamline and improve student services through E-hive. WIRELESS ACCESS ON CAMPUS Students require anytime, anywhere-on-campus access to the network. Improving and maintaining a highly accessible wireless network is needed with ease in connecting student owned devices. Improve anytime, anywhere, on-campus access to the network. Survey student needs and identify the on-campus physical locations/areas with wireless connectivity deficiency. Expand wireless capability in those areas. Improve support for easy registration of student-owned devices on the campus network. Examine the use of network access control software for wireless and residential network connections. Identify and resolve bottlenecks and service problems. Explore and pilot options for wireless printing in Library and Yellowjacket Union. 17
STUDENT LEARNING ONLINE RESOURCES Students are routinely accessing and submitting coursework on-line through Learn@UW (D2L). They need support to access the learning management system and other online learning resources. UW-Superior has a wide variety of Library Resources and Databases. Increased awareness of these resources and information literacy in utilizing them is needed. Maintain and support the learning management system (Learn@UW) and other online learning resources. Improve technology support for submitting coursework through Learn@UW. Survey student needs and identify areas of deficiency. Promote on-line submission of documents to save on printing costs (students would like to avoid the duplication of submitting online and printing assignments). Expand availability, functionality, and use of e-portfolio resources to support the academic success of students. Promote the use of Library Resources and Databases. Participate and support the UW System- wide Library project to develop a new discovery tool for an integrated search interface with google-like ease. STUDENT COMPUTING LABS AND PRINTING Students utilize a variety of software tools and resources to complete homework. UW-Superior has always provided an extensive student computer lab environment in support of student academic work. UW-Superior needs to maintain the student computing labs and appropriate tools, storage and printing support. Maintain the student computing labs with a variety of tools and resources to complete coursework. Maintain and update the Student Computing Lab including providing a more useful desktop with relevant short cuts. Maintain and support the departmental specific computer labs. Expand the software for student projects available in the computer labs. Examine student storage needs (G: Drive) and plan for next generation storage solutions. Maintain and improve printing support for where students are still required to print. CAMPUS WEBSITE FOR CURRENT STUDENTS The campus website in addition to being critical to prospective students is vital to current students in conducting their learning and university business. Students say they find our current website unwieldy and information difficult to find. UW-Superior needs to involve current students in focus groups for input into the next generation design of the website. Involve current students in the next generation design and upgrade of the campus website. Survey students and conduct focus groups on how and what they find important when using the website in their learning and university business. Explore the feasibility of implementing improved login functionality through single-sign on technology. Redesign the Current Student website tab/page and the E-Hive login page to stream-line navigation and access to various systems and resources. 18
Consider moving systems login to the home page like many other campuses provide. Provide a mobile application for convenient on the go access to searchable content including the people directory, news and events, maps, and course schedule. TECHNOLOGY LOAN The technology loan program has provided our students with checkout access to laptops, projectors, and digital and video cameras for use in completing academic coursework. UW-Superior needs to maintain and improve technology loan services. Maintain and improve technology loan checkout for students. Survey students and conduct focus groups on what should be improved. Identify and add appropriate types and quantities of portable equipment for student projects (laptops, digital and video cameras, etc). Expand the staffing and hours at the technology checkout area to improve service. DIGITAL CITIZEN RESPONSIBILITIES Students need to be good digital citizens utilizing computers in a responsible and ethical manner protecting their identity and privacy. UW-Superior needs to communicate these responsibilities and promote the development of strong information literacy skills. Educate students in both the rights and responsibilities of information technology use. Communicate the Acceptable Computer Use Policy annually to refresh students on their responsibilities. Develop and distribute information on proper use and respect for copyrights. Communicate the need to maintain the privacy and security of passwords. Develop and distribute information on the continuous threat of phishing and other social engineering methods that seek to have students disclose their personal passwords or information to steal their identity or money. Work with the Library to support the development of strong information literacy skills. 19
ADMINISTRATIVE Administrative technology resource and systems include: UW System Common Systems (SFS, Budget, WISDM, HRS, OPAR); E-hive PeopleSoft Campus Solutions; ImageNow, and numerous unit specific software systems to support the operations of the University. The campus web site and web servers provide a platform for communications, marketing and systems access through multiple products anchored by the campus content management system (CommonSpot) for departmental web publishing. Each of these systems/ services requires operation support and periodic upgrades. Goal: UW-Superior will provide and support enterprise technology solutions that enhance all business and administrative services of the university. UW-Superior will maintain an administrative technology environment that facilitates leadership, productive change, effective management, sensitivity to the higher education environment, and a passion for process and people. ADMINISTRATIVE APPLICATIONS SUPPORT The Technology Services Applications group lost significant expertise from turnover in the past five years. As a result, a severe backlog of programing requests exists. Also, the requests of the functional units have grown as new directors determine expanded business needs. UW-Superior needs to develop and implement a new applications programming planning process that evaluates and prioritizes proposed technology applications programming projects. Develop and implement a planning process that evaluates and prioritizes proposed technology projects in support of the attainment of the goals and objectives/outcomes of the university s academic and administrative units. Create and define a technology project proposal and approval process that uses a strategic priorities model (most impact to university s goals) rather than an allocation model (first come, first served). Support the use of LEAN business process principles in examining university business and service processes. Provide solid time and effort estimates for the cost of implementing automated solutions so that these projects may be prioritized. Support the academic and administrative units in their Continuity of Operations Planning (COOP). Provide information on planning for various disruptions in technology services during a disaster (such as, all technology services lost to some). STUDENT INFORMATION SYSTEMS SUPPORT (E-HIVE) The Student Information System product is continually evolving with newly delivered functionality. UW-Superior needs to develop the campus use of E-hive (PeopleSoft Campus Solutions) as a central asset to student service through the life-cycle. Support, develop and maintain the campus use of E-hive (PeopleSoft Campus Solutions) as a central asset to student service through the life-cycle of their enrollment. Convene a working group to review and improve our PeopleSoft software update procedures involving the university s technical staff and the staff supporting major business functions of the university. This includes the 20
functional areas of admissions, financial aid, student financials, and student records among others. This project will ensure that UW-Superior continues to have a reliable and effective maintenance schedule for its student information system. Maintain currency on campus student information system. Plan, test and apply vendor Feature Packs/updates quarterly in coordination with the needs of our functional offices. Work with functional PeopleSoft offices to adopt available new functionality of student information system to replace older customizations or bolt-on s to improve service and reduce maintenance of customizations. Improve PeopleSoft/Campus Solutions security roles and procedures. Develop procedures for data stewards to regularly review user access. REPORTING OF INSTITUTIONAL DATA Across the campus, there is an increasing need for timely, meaningful institutional data for operations planning and improvement. UW-Superior needs to improve the use and support of reporting of institutional data from PeopleSoft Campus Solutions. Improve the use and support of reporting institutional data from PeopleSoft Campus Solutions for operational and continuous improvement use. Assess our capabilities for retrieving and consuming institutional data. This will include evaluation of technologies such as data warehousing and reporting tools (PeopleSoft reports, query and Hyperion), as well as evaluation of where and how these tools are used. Improve and expand use of appropriate reporting and query publishing tools, and provide training and documentation for data custodians. Develop and deliver refreshed training and documentation for campus staff, covering the access and interpretation of predefined queries and reports. DATA INTEGRITY To support the increased use of data both internally and externally, the data entered and managed needs to be of the highest quality. UW-Superior needs to maintain accuracy of data in PeopleSoft/Campus Solutions. Maintain accuracy of data in PeopleSoft/Campus Solutions by examining existing procedures and edit reports that would ensure proper data maintenance and the data integrity. Develop new reports as appropriate. Assist units with maintaining the accuracy of internal and external reporting. Continue to maintain the existing reports from PeopleSoft Campus Solutions and make the necessary enhancements to ensure accurate reporting to the internal offices and external agencies, such as UW System, National Student Clearing house etc. 21
REGULATORY COMPLIANCE Required support for regulatory compliance issues, assuring the university is able to meet these obligations as they arise. UW-Superior needs to be responsive to external compliance requirements. Provide support for a variety of regulatory compliances issues assuring the university is able to meet these obligations as they arise. Review existing and new regulatory requirements as it applies to deployed technologies. Review and update all university technology policies and required user acknowledgements where applicable. Assure appropriate environmental and data destruction measures are followed in technology recycling and management. Support the Payment Card Industry (PCI) compliance efforts of the university working closely with Business Services in the assessment of all campus-based servers and systems that support credit card payments to assure compliance with these industry standards. Necessary security measures will be implemented where needed (firewalls, encryption software, etc.) RESTRICTED DATA PROTECTION Restricted Data requires special safe-guarding through the life-cycle of information. UW-Superior needs to protect all data it is entrusted with and provide additional protections for Restricted Data. Develop a comprehensive program to assure protection of Restricted Data through the life-cycle of information. Background: In March 2006, Wisconsin's Personal Information Disclosure Act (statute Section 134.98), was passed. This Act requires an entity to notify the subject of personal information if an unauthorized acquisition of their personal information has occurred. There would be both financial and reputational risks to the university in the case of a security breach. What is Restricted Data? 1) social security number; 2) driver's license number or state identification number; 3) financial account number (including credit/debit card) or any security code, access code or password that would permit access to an individual's financial account; 4) deoxyribonucleic acid profile as defined in S. 939.74 (2d) (a); 5) unique biometric data, including fingerprint, voice print, retina or iris image or any other unique physical representation; and, 6) protected health information (any information about health status, provision of health care, or payment of health care). Breach notification is costly financially and politically. Therefore, these six data elements are classified as restricted and require enhanced security controls to protect its confidentiality from unauthorized disclosure. If a system processes, stores or otherwise propagates any of these elements, the system must implement adequate security controls. Implement a restricted data discovery tool (scan of hard drive to identify presence of restricted data) in phases: phase one for those who regularly handle and enter restricted data into systems, phase two for office program assistants who regularly handle or process documents that could contain restricted data, and phase three for the balance of campus computers. Upon discovery of restricted data provide the user instructions on removing the data and avoiding future storage to the hard drive of this type of data. Provide hard drive encryption software installations for laptops of employees who have access and responsibility for handling restricted data. 22
DOCUMENT IMAGING Plan for expanded use of ImageNow for institutional document management needs. UW-Superior needs to support the efficient and secure sharing of imaged documents. Plan for expanded use of ImageNow for institutional document management needs. Evaluate the business needs for expanded access to Imagenow. Specific high priority areas: Graduate Studies, Advisement and Transfer Analysis, Purchasing, and Human Resources. Identify funding for growth in adoption of ImageNow as a campus-wide solution for document imaging and electronic document management. Strategically manage sharing the current licenses (10 client and 10 WebNow) until the number of software licenses are increased. CAMPUS WEBSITE REDESIGN Technology Services supports departmental web publishing through an implementation of a web content management system using a product called Common Spot. It supports university branding and consistency saving time in approving content and keeping our web site up to date and accurate in a timely manner. UW-Superior needs to support the coming campus website redesign process to refresh the University s web presence. Support the coming campus website redesign process to refresh the University s web presence. Background: Technology Services supports departmental web publishing through an implementation of a web content management system using a product called Common Spot. It supports university branding and consistency saving time in approving content and keeping our web site up to date and accurate in a timely manner. University Relations will lead the graphic redesign utilizing professional services to assure the highest caliber site to appeal to our prospective students. Technology Services webmaster will program graphic designs into CommonSpot templates for campus migration of all departmental campus websites. Departmental and unit web pages will be migrated over a phased timeline to the new design. Plan for expanded use of the web-content management system to extend University branding to web pages for faculty and student organizations. Provide documentation and training to expand use of the web content management system for these constituents. 23