IT Governance
Purpose: Information technology is a catalyst for productivity, creativity and community that enhances
learning opportunities in an environment of unlimited demands and limited resources.
Executive Committee Meeting
October 31, 2014
• Adopting a strategic approach to information technology planning, budgeting
and implementation at Cal Poly Pomona. •
Accessible Technology
Working Group
Presenter: Carol Gonzales
Accessible Technology Working Group
Fall 2014 Report
•
ATI Audit @ CPP
•
•
•
•
Overview
Findings
Follow up actions
2014-15 Themes & Priorities
Accessible Technology Working Group
CSU ATI Audit @ CPP
•
Audit objective – To review the campus ATI program to
ensure individuals are receiving equal access to programs,
services, and activities.
•
Scope: Campus policies and procedures related to
administration of the campus ATI program, campus IT plan
versus the CSU Annual ATI report and employee
accommodations.
•
•
Included ASI & Foundation
Items reviewed:
•
•
Interviews – ATI committee members, staff involved with
processes
Evidence – Annual ATI Plan, procedures, outputs/copies, log
Accessible Technology Working Group
Findings & Campus Response
•
Program Administration
•
Accessibility Guidelines
•
Accessible Technology Plan
•
Accessible Technology Reporting
•
Accessible Technology Training & Participation
•
Web Accessibility
•
Procurement
DUE: JANUARY 24, 2015
Accessible Technology Working Group
Findings – Program Administration
•
In conjunction with ASI, add student representative
•
 Completed
Accessible Technology Working Group
Findings - Accessibility Guidelines
•
Campus develop formal procedures for reviewing websites
for accessibility
•
•
Completed
•
Presented available tools and options to campus, ASI and
foundation web teams.
•
Discussed risk-based prioritization – instruction, public access,
critical business processes (e.g., payments, HR, payroll).
To be done
•
Need to reconvene groups to discuss/define procedures
•
Respective groups to document the procedures.
•
 Completed - Foundation
Accessible Technology Working Group
Findings – Accessibility Technology Plan
•
Update ATI plan to provide clear and measurable steps for
achieving goals listed as “not started” or “initiated”.
Describe how those priorities will be determined.
•
 Completed
•
ATI Working Group defined priorities and next steps.
Accessible Technology Working Group
Findings – Accessibility Technology Reporting
•
Evaluate the success indicators in the ATI plan and adjust
the ATI status report accordingly.
•
In progress
•
Housekeeping issue with transfer to new CSU ATI plan template.
In the process of reviewing documentation to ensure data is
accurate.
Accessible Technology Working Group
Findings – Training and Participation
•
Create clear and measurable objectives for faculty, staff, and
procurement participation in accessibility training.
•
Current efforts
•
•
•
•
Faculty – New faculty @ orientation; CSU ATI establishing MOU
with CSU East Bay for Faculty Awareness training.
Staff – MPP training (required)
Procurement –
• Procurement 101 (optional – trains about ~80 staff/year)
• Pcard (required)
Possible options
•
•
New staff orientation
General awareness training
Accessible Technology Working Group
Findings – Web Accessibility
•
Campus, ASI, and foundation maintain evidence that Section 508
compliance scan reports are reviewed on a periodic basis and that
issues identified are followed up on in a timely manner
•
•
Campus, ASI and Foundation develop and implement a process to
perform manual checks on documents added to websites.
•
•
Related to prior web finding – Accessibility Guidelines
Related to prior web finding – Accessibility Guidelines
Revise ATI plan to include reviews of faculty websites and other
non-administrative websites
•
•
Related to prior web finding – Accessibility Guidelines
Victoria Bhavsar, Shanthi Srinivas, Frank Ewers, Carol Gonzales
Accessible Technology Working Group
Findings - Procurement
•
ASI will revise procurement policies and procedures to
specifically address ATI requirements.
•
•
Foundation and the campus will review all E&IT purchases made
from grant funds for compliance with accessibility requirements.
•
•
•
Cora Culla
Randy Townsend, Frank Ewers
 Completed
The Foundation will revise its procurement guidelines to align
with system-wide guidance
•
•
David Prenovost, Randy Townsend
 Completed
Accessible Technology Working Group
2014-15 Themes & Priorities
•
Training/Communication (audit related)
•
•
Web (audit related)
•
•
Set measurable objectives for faculty & staff.
Document evaluation & feedback processes, and maintain
evidence (ASI, Foundation, & IT)
Procurement (audit related)
•
Consistent documented policy/procedures for ASI, foundation
and grants (ASI, Foundation, & Office of Research)
Accessible Technology Working Group
2014-15 Themes & Priorities (cont’d)
•
Instructional Materials
•
•
•
Develop process for evaluating Faculty Websites and providing
feedback (audit related)
Evaluate the feasibility of offering an accessibility
review/remediation service for instructional materials
through DRC (audit & plan-related - addresses several notstarted items)
Timely adoption –distribute performance reports regarding
text book adoptions to campus administration as part of
annual campus ATI report (plan related – addresses notstarted item)
Administrative Technology
Working Group
Presenter: Glendy Yeh/Kathy Street
Administrative Technology Working Group
Fall 2014 Report
•
Enterprise Survey Tool (Class Climate)
•
Campus Portal (MyBronco)
•
Document Management (PolyDoc)
•
eAdvising (GradesFirst)
•
Course Scheduler
•
Higher One Refund Process
Administrative Technology Working Group
Enterprise Survey Tool (Class Climate)
•
Priorities set by the Survey Coordination Committee
•
CEIS will go live with Class Climate in fall
•
College of Agriculture plans to go live in winter
•
Blackboard integration - Online course evaluation
Administrative Technology Working Group
Campus Portal (MyBronco)
•
Assumptions for the portal design
•
Launch point for single sign-on enabled applications
•
An evolving application with ongoing development
•
Information pushed to all or targeted users
•
Collaborative effort of the Core Team, Tech Team, Web
Technology and Administrative Technology Working
Groups
Administrative Technology Working Group
Campus Portal (MyBronco)
Administrative Technology Working Group
Campus Portal (MyBronco)
Administrative Technology Working Group
Campus Portal (MyBronco)
Administrative Technology Working Group
Campus Portal (MyBronco)
Administrative Technology Working Group
Document Management (PolyDoc)
•
Enrollment Services (Transcript Capture & EDI Transcripts)
•
President’s Office
•
Facilities Planning and Management (FPM)
•
First workflow – Property survey
•
Semester conversion - Course and program proposal
tracking (Academic Programs)
Administrative Technology Working Group
eAdvising (Grades First)
•
Project kickoff
•
Functional setup – Committee
•
Data feed and integration – IT
•
Go-live – Beginning of Spring advising
Administrative Technology Working Group
Course Scheduler
•
Software installation and configuration completed
•
Testing in progress (students and staff)
•
Marketing and communication to students
•
Marketing and communication to faculty & staff
•
Go live – End of Fall 2014
Administrative Technology Working Group
Higher One Refund Process
•
Background/Business Justification
•
Higher One Refund Options
•
Student Consultation
•
Status and Next Steps
Emerging Technology
Working Group
Presenter: David Drivdahl
Emerging Technology Working Group
Office 365 Update
•
Identified limitations with existing email solution
•
•
•
Limited mailbox and attachment size
Does not provide for online collaboration
Does not provide external file sharing tools
Emerging Technology Working Group
Office 365 Update
•
Working group identified requirements of new email
solution
•
•
•
•
•
•
Unlimited mailbox capacity
Means to securely and quickly share large files
Chat and video enabled services
Improved indexing of mailbox contents
Training and resources for Faculty and Staff
Recommendation was made to migrate email to Office 365
Emerging Technology Working Group
Office 365 Update
•
Office 365 as the solution
•
•
•
•
•
•
•
Provides 50GB of email storage to all users
Unlimited email archive for employees
Provides 1TB of OneDrive for Business storage
Provides Lync and Office web apps and desktop/mobile Office
installs
Office 365 is based on latest version of Exchange
IT Services will be updating training materials
Training materials available via Lynda.com
Emerging Technology Working Group
Office 365 Update
•
Current Status
•
•
•
IT has engaged Microsoft Consulting Services
Presently working on configuring the Office 365 environment
Planning on launching with email and OneDrive
•
Additional features (Lync, SharePoint, Yammer, etc.) to follow
Emerging Technology Working Group
Office 365 Update
•
Next Steps
•
•
•
•
•
•
Continuing work with Microsoft Consulting Services
Populate accounts in new Active Directory domain
Migrate students to the using BroncoName/Password
Create integration between on campus Exchange and cloud
Migrate on campus Exchange users to the cloud
Targeting January 2015 for the migration
Instructional Technology
Working Group
Presenter: Kevin Morningstar
Instructional Technology Working Group
Classroom Updates
•
8 Classrooms with AV equipment 10 years & older were
proposed for replacement in January
•
Colleges with upgraded rooms included Agriculture, CBA,
CEIS, CLASS, Engineering, & Science
•
Budget proposal was for $30,000 per room; total project
budget of $240,000
Instructional Technology Working Group
Classroom Updates
•
With the current equipment standards, the actual average
room cost turned out to be $18,252 and only one room was
over $20k
•
Pending final chargebacks from Facilities, the current
expenditures for the project are $146,022
•
Budgetary savings of almost $94,000 and 39% below
projections
Instructional Technology Working Group
Classroom Updates
•
Other Classroom Upgrades Also Completed Over Summer
• 46 classrooms received new projectors in AG (5), CBA
(5), CLASS (5), ENG (6), ENV (5), SCI (6), Shared (3)
• Budgeted at $70k; actual was $51,153
• 28 rooms received new lectern computers - $26,099
(Budget to actual savings of $6,217
• 7 additional classrooms upgraded over the summer
with IT support 4 SPICE Funded ($ 52,258.35)&
3 Department Funded ($ 47,465.05)
Instructional Technology Working Group
Classroom Updates
•
Objectives for 14/15 Academic Year
• Identify any remaining “TELS” vintage rooms
• Receive feedback on upgraded classrooms and modify
design for next round
• Based upon budget experience, increase the number of
classroom upgrades
• Review budget approach from 13/14 that designated
30% for targeted maintenance and 70% for full
classroom upgrades
Instructional Technology Working Group
Classroom Updates
•
Objectives for 14/15 Academic Year
•
•
•
•
Evaluate existing design to upgrade projector standard for
“lights on” viewing & compatible resolution with faculty HDMI
laptops
Evaluating alternative lecterns with wider surface & lift
capability for desk/lectern functionality
Engaging vendors for installation partners
Developing a budget template to provide more configuration
flexibility and budgetary accuracy
Instructional Technology Working Group
Lab Computer Upgrades
•
March Executive Committee meeting approved revised
recommendation for $60k allocated to Open Labs &
$255,700 for College Labs
•
Colleges with updated labs included Agriculture (1),
Business (2), CLASS (1), Engineering (2), & Science (1)
•
Proposal to purchase 60 computers for use in the Library
and Building 97 Open Lab
Instructional Technology Working Group
Lab Computer Upgrades
•
College Labs upgraded with specifications coordinated with
each college
•
The final cost of the college lab computers were slightly
higher than budgeted by $40 per unit; overall difference per
lab of up to $1,700
•
Total purchase cost was $265,512
•
College lab computer purchase was over budget by $9,812
Instructional Technology Working Group
Lab Computer Upgrades
•
Open Labs upgraded
•
•
•
•
10 computers in Building 97 (Campus Center)
27 computers in the Library (5th floor)
23 computers in the Library (6th floor)
Actual costs were slightly lower than budget by $1,693
Web Technology
Working Group
Presenter: Glendy Yeh
Web Technology Working Group
Fall 2014 Report
•
“We Are Cal Poly Pomona” website
•
Web Redesign Phase 2b status
•
Google Analytics
•
Department Templates
Web Technology Working Group