DRAFT Information Technology Program review & annual update Institutional goals & department objectives Spring 2015 April 9, 2015
IT annual update: 2015 ​
Page 1 Information Technology Department Program Review 2015 annual update Prepared by: Spring Andrews Interim IT Director Kevin Cartier Interim Manager Technology Applications Hart Hancock Information Technology Services Manager This report was prepared on 2/13/2015 and submitted for review to the Technology Committee. Updates from the Technology Committee are reflected in this report. This report looks specifically at the changes in the IT department throughout 2014 and the beginning of 2015. The goal of this document is to provide a status update on IT’s progress to meeting the strategic operational and technical goals as set by the Tech Committee. April 9, 2015
IT annual update: 2015 ​
Page 2 Executive Summary This report covers both department objectives and institutional goals relating to technology. The department includes four functional teams; Applications, Network, Client Service, and Academic all of which support the technical needs of Students, Faculty, and Staff. The Tech Committee, which is based on the collegial principles of shared governance, assists the Information Technology department by providing advice and direction. Members from each of the three components sit on the Committee and provide valuable input. This document is an annual update process that started with the more comprehensive Technology Plan and Program Review of 2012. April 9, 2015
IT annual update: 2015 ​
Page 3 1. Administrative Unit Program Plan & Institutional Goals Name of Unit: ​
Information Technology Date: 3/11/2015 College Mission Statement: Cabrillo College is a dynamic, diverse, and responsive educational community dedicated to helping all students achieve their academic, career, and personal development goals. IT Mission Statement: The objective of the IT department at Cabrillo College is to align department objectives with Institutional goals. By meeting the technical demands and integration requirements IT promotes efficient use of district resources for technology. Key Responsibilities 1. Provide network and infrastructure for Cabrillo College 2. Design and implement Instructional technology 3. Ensure secure and valid data for enrollment and reporting purposes 4. Develop proficient and productive desktop application environment 5. Provide cost effective service to the college both with one time and annual funding Administrative Unit Outcomes or Goals AUO Assessments Students at Cabrillo College will Wireless network has access technology to enhance their improved access for learning environment and contribute to students. their academic success. Cabrillo faculty and staff will utilize Access to electronic technology and services to support resources for all faculty and their efforts to encourage a successful staff has provided value for college environment college employees April 9, 2015
IT annual update: 2015 Status Deployed new Interior and Exterior Access Points 58 Classroom received technology improvements ​
Page 4 2. 2014 Program Plan Audit The following list itemizes the status of projects that were described in the 2014 Annual Plan Update . Budget source Project Reason Cost When Status 1 College Virtualize Colleague EOL: Sun box $25,000 14­15 In Process. Estimated Cut Over 7/15 2 College Windows XP replacement EOL: Microsoft $95,000 14­15 Completed 3 College Firewall Service Mod EOL: failed recently $155,400 14­15 Deferred 4 IT Professional development institutional effectiveness $42,000 14­15 Completed 5 College Identity Management improve security $70,000 14­15 6 College IPAM for DNS, DHCP EOL: appliance $36,000 14­15 In Process Completed. Implemented InfoBlox Solution 7 College RADIUS Server EOL hardware $37,000 14­15 In Process 8 College Video surveillance protect infrastructure $27,000 14­15 In Process. 8 Cameras for B1200 9 College Fiber 600, 1000, 1050 failing infrastructure $27,000 14­15 Deferred 15­16 10 College Cisco Prime NCS licences network management $10,000 14­15 Pending Staff Resources 11 College Voice Gateway EOL hardware $51,825 15­16 Planned. New Estimate $75,000 12 College VDI for Staff promote efficiencies $35,000 14­15 Deferred 13 College Emergency phones phase 3 $34,000 14­15 Completed 14 College Fire Suppress protect MDF $65,000 15­16 Deferred to 16­17 15 College Move 450 IDF hot shared FPPO space $20,000 15­16 Completed 16 College Syslog system + IDS $25,000 15­16 Deferred to 16­17 17 College Move 700 IDF upgrade fiber $52,000 15­16 New Estimate $100,000 April 9, 2015
IT annual update: 2015 ​
Page 5 18 SIE or Lottery Replace Projectors help instruction 19 SIE or Lottery WIFI upgrade 20 SIE or Lottery 21 $155,000 14­15 improve coverage $52,000 14­15 EOL: power off issue $55,000 14­15 Completed SIE or Lottery Repl UPS batteries Premises switches Refresh EOL $78,000 14­15 Completed 22 SIE or Lottery Colleague to SQL effective data environment 15­16 Deferred 16­17 23 SIE or Lottery Student Portal student success $210,000 $285,000 Ellucian one time cost 15­16 Deferred. Pending Title V Grant April 9, 2015
Completed Completed IT annual update: 2015 ​
Page 6 3. Strategic Influences The Cabrillo IT department follows a specific strategy when new requirements develop. They can come from any of the areas of the College and are specifically identified and discussed at the monthly Tech Committee. There are many project priorities which are documented in the ​
IT Priorities​
Smartsheet. Enterprise Resource Planning (ERP) 1 Support Student Success: Ed Plans, Matric, etc. 2 Develop Reporting strategy: SQL cubes, DMAT 3 Have Colleague running on supported hardware 4 Consolidate and Align ERP and Reporting platforms 5 Streamline Business Processes Utilizing all Purchased Modules in Colleague 6 Enhance Student Experience with WebAdvisor and Colleague Application 7 Secure Sensitive Data Applications 1 Analyze and Implement Efficient Applications 2 Ensure Newly Adopted Applications Provide Flexible Access Control 3 Develop and implement a Centralized Identity Management Platform Planning 1 Annual Technology Plan 2 Academic & Administrative IT procedures 3 Electronic & Physical security 4 Business Continuity Plan Infrastructure 1 Ensure End User Infrastructure is Current thus Providing a Positive Experience 2 Ensure Network Infrastructure Remains Robust and Is Able to Accommodate the Demands of the College 3 Ensure Technology Infrastructure is correctly Sized and Supported to Perform at Maximum Efficiency April 9, 2015
IT annual update: 2015 ​
Page 7 Client Services 1 Ensure Desktop Systems Remain Current 2 Ensure End Point Anti Virus Protection 3 Ensure Classroom Technology Provides a Positive Student Experience 4 Ensure College Community Receives Excellent Customer Service and Support April 9, 2015
IT annual update: 2015 ​
Page 8 4. IT Future Projects and Funding The following items have been identified through equipment end­of­life, system analysis, and advice or recommendations from the Tech Committee for the 15­16 and 16­17 fiscal years. Rank Strategic Generated Fund Project Impact Cost Plan By Source 1 Sp4.1 End of Life Unfunded UPS Refresh Provides emergency power to protect $55,000 Sp4.2 Equipment/
hardware and to keep network phones Health and operational during a power outage. Safety 2 Sp4.1 End of Life Unfunded Premise Network Provides network connection to devices $100,000 Sp4.2 Equipment Switch Refresh 3 Sp4.1 End of Life Unfunded WIFI Refresh Provides wireless access $150,000 Sp4.2 Equipment 4 Sp4.1 End of Life Unfunded ASA Firewall Provides network security $350,000 Sp4.2 Equipment 5 Sp4.1 Critical Unfunded Analyze Productivity of integrated solution. Needs Sp4.2 Need/Secur
Email/Calendar analysis/TB
ity Needs D 6 Sp4.1 End of Life Unfunded Firewall Service Provides security for core switch $155,500 Sp4.2 Equipment Modules 7 Sp4.1 Failing Unfunded Repl fiber to 600, Provides building network connection $50,000 Sp4.2 1000, 1050 8 Sp4.1 End of Life Unfunded Voice Gateway Provides VOIP phone $75,000 Sp4.2 Equipment Refresh 9 Sp4.1 Failing Unfunded Move 700 IDF & Provides building network connection $100,000 Sp4.2 rewire CAT6 10 Sp4.1 End of Life Unfunded IDF Switch Provides network connection $250,000 Sp4.2 Equipment Refresh 11 Sp4.1 Security Unfunded Single Anti Virus Provide central management and alerting TBD Sp4.2 Issue Solution for infected computers 12 Sp4.1 Institutional Unfunded IT Professional Provides skills required to implement and $50,000 Sp4.2 Responsibil
development maintain College technology initiatives ity 13 Sp4.1 Security Unfunded Implement Secure method to manage student logins $20,000 Sp4.2 Issue Colleague LDAP 14 Sp4.1 Presidential Unfunded Student Portal Provides standard unified College $500,000 Sp4.2 communication Sp4.11 15 Sp4.1 End of Life Unfunded UPS Refresh Provides emergency power to protect $55,000 April 9, 2015
IT annual update: 2015 When 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 15­16 16­17 ​
Page 9 Sp4.2 16 17 18 19 20 21 22 23 24 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Sp4.1 Sp4.2 Equipment hardware and to keep network phones operational during a power outage. End of Life Unfunded Premise Network Provides network connection to devices $100,000 Equipment Switch Refresh End of Life Unfunded WIFI Refresh Provides wireless access $150,000 Equipment Security Unfunded Syslog Provides central reporting of network $25,000 Issue events Critical Unfunded Colleague to SQLProvides a more data driven environment $210,000 Need allowing for ease of reporting Health and Unfunded Repl Emergency Safety $175,000 Safety phones Security Unfunded 1300 MDF Fire Protect infrastructure $65,000 Issue/Healt
Suppression h and Safety End of Life Unfunded IDF Switch Provides network connection $250,000 Equipment Refresh Institutional Unfunded IT Professional Provides skills required to implement and $50,000 Responsibil
development maintain College technology initiatives ity Critical Unfunded Implement Productivity of integrated solution. TBD Need/Secur
Email/Calendar ity Needs 16­17 16­17 16­17 16­17 16­17 16­17 16­17 16­17 16­17 Additionally, IT is responsible for the following ​
ongoing maintenance. April 9, 2015
IT annual update: 2015 ​
Page 10 5. IT staff changes & modifications The IT department changed significantly in 2014, not only with key positions but also with the strategic direction. Changes were required to adapt to the technological landscape. One of the most significant staffing modifications was replacing the Faculty Lab Coordinator position in Watsonville with a classified System Administrator position to better support Cabrillo’s technology initiatives. See the organization chart in section B. IT Organization Chart. A) The 2014­2015 IT staff changes Management team ● Interim Appointment of IT Director Dan Borges left Cabrillo in 2014 and is the position is in recruitment. Spring Andrews has been appointed Interim Director. ● Manager, Technical Applications Kevin Cartier has been appointed interim Manager of Technical Applications ● Replaced Client Support Manager Ray Rider retired from Cabrillo in 2014 and was replaced by Hart Hancock in 2014. Network team ● Replaced departed Network Administrator. Holly Miller left Cabrillo in 2014 and was replaced by Byron Cornwell in 2015. ● Changed Computer Lab Coordinator position in Watsonville to System Administrator Greg Garrett was promoted to System Administrator (Classified position) and replaced Marcelo Norgueira (Faculty position) in Watsonville. Academic team ● Replaced departed CSMT Greg Garrett was promoted from CSMT and was replaced by Daniel Bomarito ● Replaced departed Computer Lab Coordinator Barb Durland retired and was replaced by Marcelo Nogueira April 9, 2015
IT annual update: 2015 ​
Page 11 Client team ● Replaced Helpdesk Support Assistant Jordin Rouch left Cabrillo in 2014 and was replaced by Ryan Schell in 2014 Open Positions ● 50% CSMT at Watsonville Daniel Bomarito moved over to CSMT at Aptos, the position is in recruitment. ● 11­Month CSMT at Aptos Ann Schwartz retired March 15, 2015, the position is in recruitment. ● Colleague Analyst Byron Cornwell moved over to Network Administration, the position is in recruitment. April 9, 2015
IT annual update: 2015 ​
Page 12 B) Information Technology organization chart The following organization chart shows the two IT groups and the four teams. April 9, 2015
IT annual update: 2015 ​
Page 13 C) Recommendations for new IT positions IT is a unique department at Cabrillo with wide­ranging responsibility over all aspects of the College with the knowledge, skill, and expertise to deliver productivity, efficiency, and value. Investment into IT has proven to directly benefit the entire College. The following new positions are important and could enhance the College at a core level using the specific skill sets indicated. 1. Applications Programmer 1 The Apps team has wide ranging responsibility over systems and applications related to the Colleague ERP and related systems. In the administration of system and applications, the Apps team needs assistance on project implementation with other business units on campus. This position would enable the team to bridge some of the gaps that exist between the system interface requirements, the IT department and the business unit. 2. IT Project Manager A Project Manager position would assist IT with the objective of running projects and delivering value to the College, especially with Instruction classroom deployment. The recent Tech Refresh project proved that having a central contact with responsibility and coordination assignments greatly enables the department’s ability to foster improvements quickly at the College. The position would help IT to quickly adapt to business unit requirements thus helping to enable business unit productivity and student success. 3. Network Administrator 1 The IT department has many functional lines of responsibilities. Many of the areas overlap each other with skill, knowledge, and experience. In the administration of system and network duties, the network team interfaces with the server team, the desktop team and the service desk. The department and the college could gain significant benefit by creating a position that can coordinate projects with these different groups. 4. Data Analysis & Auditor MIS data is now tied closely to budget. The College has a need for a person who understands data as it relates to data systems as well as requirements applicable with Cabrillo’s regulatory agencies. This duty and responsibility for IT now falls under the Manager of Network & Applications. Since many hours are spent with research and analysis, the department and the college require a data auditing expert. This position would provide satisfaction that Cabrillo data requirements are adhered to. April 9, 2015
IT annual update: 2015 ​
Page 14 7. IT Accomplishments in 2014 The department completed several projects in 2014 in the following areas:, A) Network & server architecture and design, B) Client Services & support, C) Application development, data analysis, & web design, D) Staff development. A) Network & server architecture and design Telecommunication / Voice System:​
Project to upgrade of the Cisco VOIP (Voice over Internet protocol) was completed. The old configuration of five physical servers was modified as the IT department deployed two new server blades into the Cisco Unified Computing System (UCS) chassis. All VOIP services are housed in Cabrillo’s virtual server environment. Additionally, a fault tolerant, failover solution for the Voice network using the Watsonville network was implemented. Server Administration: ● Upgrade end of life Windows XP and Windows 2003 servers to Windows 2008R2 ● Expanded EMC SAN storage ● Expanded virtual infrastructure by adding two additional VM Ware host servers (blades) ● New Astra 7.5 was deployed and is being used for space scheduling ● New SARS messaging server was configured and being used to send students texts regarding counseling appointments. Network Administration​
: B) Client services & support This area performs direct technology support and services for faculty, staff, and students. It is comprised of academic technology of the Computer Technology Centers (Watsonville & Aptos) and the administrative support team. Building 400 Smart Classroom design: The building 400 project created two new Smart Classrooms in 401 and 429. This bond project improved Instructional technology for the HASS division and the Communications Studies department, and were deployed during the Spring semester. This project greatly improved the technology in these classrooms, and have simplified technological controls for instructors. April 9, 2015
IT annual update: 2015 ​
Page 15 Building 1500/1600 Smart Classroom design: This bond project created new Smart Classrooms in rooms 1508 and 1605, benefiting the Early Childhood Education and Fire technology departments respectively. 1508 was deployed in time for the Spring 15’ semester. 1605 was completed in March 2015. VAPA Smart Classroom design: Five Smart Classrooms were deployed in VAPA: Rooms 2014, 2015, 2020, 3004, and 3013. This project brought standard desktop computing and projection to these rooms. Additionally, network ports were added to VAPA 3004, where there were none previously. These rooms were completed for the Spring 15’ semester. Smart Classrooms and Multimedia: Nine new smart classrooms were deployed during 2014­15. Full classroom upgrades included Rooms 401, 429, 1520 and 1605 for the HASS division, as well as VAPA 2014, 2015, 2020, 3004 and 3013 for the VAPA division. Projectors in thirteen classrooms were upgraded: Room 406 for BELA, 705, 713, and 1306 for NAS, SAC 202, 214, 225, and 226, and six projectors for the Watsonville campus. The IP projector project, which aims to monitor projector resources across campus, continues. Three­quarters of all campus projectors (135 units) have been networked and are now tracked. Technology Refresh: The technology refresh project for 2014­2015 took receipt of equipment in November 2014, with much of the deployment taking place over winter break, and completed in March 2015. Equipment deployed during this technology refresh cycle includes: 298 computers, 10 spectrum carts, 22 projectors, and 8 ELMO document cameras that will benefit 152 faculty and staff, 9 smart classrooms, and 19 labs. Windows XP Retirement: Approximately 120 staff and faculty desktops were replaced or upgraded to Windows 7 as part of the Windows XP retirement project. New systems were purchased to replace systems too old to accommodate an upgrade. C) Application development, data analysis, & web design This area covers the development aspect of the department and covers the Colleague Enterprise Resource & Planning (ERP) system and other college based applications including web development and maintenance. April 9, 2015
IT annual update: 2015 ​
Page 16 8. Professional Development A) Course work and conferences in previous year A significant amount of professional development including both conferences and training for the IT department took place throughout the year. The following list indicates each member of the department and the development opportunity. Name
Alex Renteria
Ann Schwartz
Athena Locke
Ben TenCate
Byron Cornwell
Carol Jacobs
Chyrel Nicholson
Dan Borges
Daniel Bomarito
David Gilmore
Gdavid Gilmore
Greg Garrett
Hart Hancock
Holly Miller
Kathy Williams
Kyle McCarthy
April 9, 2015
Class
IT Documentation Training
Keyserver
Windows 10
IT Documentation Training
IT Documentation Training
3CDUG
IT Documentation Training
Keyserver
IT Documentation Training
3CDUG
3CDUG
IT Documentation Training
IT Documentation Training
Mac Tech
IT Documentation Training
3CDUG
CISOA
Ellucian Live
3CDUG
IT Documentation Training
Academic Lab Management
Mac Tech
Microsoft Roadshow
CCC Security Center
Cisco Tech Day
InfoBlox
IT Documentation Training
IT Documentation Training
Academic Lab Management
CISOA
IT Documentation Training
IT Documentation Training
IT Documentation Training
IT annual update: 2015 Dates
10/1/2014
2/6/2015
11/20/2014
10/1/2014
10/1/2014
1/22-1/23 2014
10/1/2014
2/6/2015
10/1/2014
1/22-1/23 2014
7/30-7/31 2014
10/1/2014
10/1/2014
3/25/2015
10/1/2014
1/22-1/23 2014
2/18-2/20 2014
4/4-4/9 2014
7/30-7/31 2014
10/1/2014
6/1-6/5 2014
3/25/2015
10/14/2014
1/15/2015
2/5/2015
3/9-3/13 2015
10/1/2014
10/1/2014
6/1-6/5 2014
3/9-3/11 2015
10/1/2014
10/1/2014
10/1/2014
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Page 17 Marcelo Nogueira
Marcy Wieland
Matt Locke
Mikki Adams
Rhea Leonard
Spring Andrews
Steve Wheeler
3CDUG
SoftDocs
Ellucian Financial Aid
SoftDocs Eforms
3CDUG
IT Documentation Training
Summer 2014 Faculty
Development
Keyserver
IT Documentation Training
3CDUG
Ellucian Live
IT Documentation Training
Board Docs
3CDUG
IT Documentation Training
InfoBlox
IT Documentation Training
IT Documentation Training
3CDUG
Educause
CISOA
CACCRAO
Ellucian Live
3CDUG
Educause
3CDUG
SoftDocs
Ellucian Financial Aid
SoftDocs Eforms
3CDUG
1/22-1/23 2014
2/18-2/20 2014
3/11-3/13 2014
3/24-3/28 2014
7/30-7/31 2014
10/1/2014
6/23-6/27 2014
2/6/2015
10/1/2014
1/22-1/23 2014
4/4-4/9 2014
10/1/2014
1/13/2014
1/22-1/23 2014
10/1/2014
3/9-3/13 2015
10/1/2014
10/1/2014
1/22-1/23 2014
1/27-1/30 2015
2/18-2/20 2014
4/27-4/30 2014
4/4-4/9 2014
7/30-7/31 2014
9/28-10/3 2014
1/22-1/23 2014
2/18-2/20 2014
3/11-3/13 2014
3/24-3/28 2014
7/30-7/31 2014
April 9, 2015
IT annual update: 2015 ​
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