Information Technology
Program review & annual update
Institutional goals & department objectives
Spring 2014
Updated June 10, 2014
Information Technology Department
Program Review
2014 annual update
Prepared by:
Dan Borges
IT Director & CISO
This report was prepared on 4/28/2014 and is the second annual plan prior to the 2012
Technology Plan and Program Review. This report looks specifically at the changes in the
IT department throughout 2013 and the beginning of 2014. The first two sections cover
department objectives; section 3 covers IT accomplishment over the previous year, and
the last 3 sections cover institutional goals relating to technology. The goal of this
document is to cover the two primary duties of IT: maintenance & support and project
delivery providing value and benefit to the College.
Table of Contents
1. PROFESSIONAL DEVELOPMENT .................................................................................................................. 3
A) COURSE WORK AND CONFERENCES IN PREVIOUS YEAR......................................................................................................3
2. IT STAFF CHANGES & MODIFICATIONS .................................................................................................... 5
A) THE 2013 IT STAFF CHANGES ...............................................................................................................................................5
B) INFORMATION TECHNOLOGY ORGANIZATION CHART ........................................................................................................6
C) RECOMMENDATIONS FOR NEW IT POSITIONS .....................................................................................................................7
3. IT ACCOMPLISHMENT IN 2013........................................................................................................................ 8
A) TECHNOLOGY INFRASTRUCTURE & BUILDING CONSTRUCTION ........................................................................................8
B) NETWORK & SERVER ARCHITECTURE AND DESIGN ............................................................................................................8
C) CLIENT SERVICES & SUPPORT .................................................................................................................................................9
D) APPLICATION DEVELOPMENT, DATA ANALYSIS, & WEB DESIGN ................................................................................... 10
E) STAFF DEVELOPMENT ........................................................................................................................................................... 11
4. ADMINISTRATIVE UNIT PROGRAM PLAN & INSTITUTIONAL GOALS ....................................... 12
5. STRATEGIC OBJECTIVES .............................................................................................................................. 14
6. IT PROJECT FUNDING ..................................................................................................................................... 15
7. CONCLUSION....................................................................................................................................................... 17
June 10, 2014
IT annual update: 2014
Page 1
Executive Summary
The objective of the Information Technology department at Cabrillo College is to meet the
technical demands and integration requirements through the efficient use of district
resources for technology. This report covers both department objectives and intuitional
goals relating to technology. The department includes four functional teams; Application,
Network, Client Service, and Academic 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.
The primary areas for change included Professional development of IT staff, staff changes,
accomplishments for the previous year and the department’s strategic direction based on
key future projects. During the year, IT management worked collaboratively with other
organizations throughout the state. The IT Director joined two boards, CISOA as the
northern representative and 3cDUG as vice chair. The Manager of Network & Applications
joined the 3cDUG board on the MIS team. Cabrillo hosted the 3cDUG conference in
January 2014 where over 120 attendees joined the 2 day event. Lastly, the IT department
received a commendation from the visiting Accreditation team based on the successful
visit that took place in October 2013.
In an effort to provide value for Cabrillo two inexpensive applications were provided for
staff and faculty, both of which were related to Google applications. Lucidchart was
configured for Cabrillo employees in early 2014 at no cost. In addition, a video
conferencing application was evaluated by IT in response to the 2014 Visioning Day
outcome. The application proved to be both functional and easy to use and could bring
significant value to the College as it is rolled out.
June 10, 2014
IT annual update: 2014
Page 2
1. 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
POSITION
Class
Athena Locke
Info Systems Analyst
Staff Development
CHUGADUG
Ann Schwartz
Computer Systems
Maint Tech
Byron Cornwell
Info Systems Analyst
Barbara Durland
CTC Lab Coordinator
Staff Development
Tech Talk II Apple Security
Solutions for Higher Ed
6/13/2013
Staff Development
6/13/13
6/13/13
Computer Systems
Maint Tech
Staff Development
Dan Borges
Director
CISOA 2013
3CDUG
CISOA Cert
Network Administrator
Holly Costa
Telecom Network
Administrator
Kyle McCarthy
Info Systems Analyst
June 10, 2014
3/10/13-3/11/13
7/9/13-7/11/13
5/31/13-6/2/13
SoftDocs
9/23/13-9/26/13
CISOA Cert
9/27/13-9/29/13
CISOA Cert
12/6/13-12/8/13
Google Docs
David Gilmore
3/8/14
Staff Development
Chyrel Nicholson
Rhea Leonard
6/13/13
6/13/2013
4/7/14-4/10/14
Carol Jacobs
Instructor/CTC Lab
Manager
6/13/2013
7/9/13-7/11/13
Staff Development
Ellucian Live
Computer Systems
Maint Tech
Help Desk/Network
Support
Ben TenCate
Dates
1/18/14
3CDUG
1/22/14-1/23/14
CISOA 2014
2/23/14-2/26/14
Ellucian Live 2014
4/7/14-4/10/14
Staff Development
6/13/13
VM World 2013
8/28/13
Staff Development
CISOA 2013
Google Docs
Chug-a-Dug
Ellucian
IT annual update: 2014
6/13/13
3/10/13-3/13/13
1/18/14
7/9/13-7/11/13
Page 3
Research Fundamentals
Rule Writing
Comm. Management
Federal Student Aid
Softdocs Doc eScan
Ellucian FA
Softdocs Doc eFill
11/25/13
12/16/13-12/17/13
1/13/14-1/15/14
12/2/13-12/6/13
2/18/14-2/20/14
3/11/14-3/13/14
3/24/14-3/28/14
Kathy Williams
Administrative Assistant
Staff Development
6/13/13
Mikki Adams
Network Administrator
Staff Development
6/13/13
Matt Locke
Computer Systems
Maint Tech
Staff Development
6/13/13
Melody Mills
Computer Systems
Maint Tech
Staff Development
6/13/13
Marcelo Nogueira
Lab Coordinator
Marcy Wieland
Info Systems Analyst
Ray Rider
Tech Services Manager
Rhea Leonard
Steve Wheeler
Instructor/CTC
Info Systems Analyst
Chug-a-Dug
Colleague Studio Prog.
Fundamentals
11/4/13-11/8/13
Ellucian Live
4/7/14-4/10/14
Google Docs
1/18/14
Chug-a-Dug
Ellucian
Research Fundamentals
Rule Writing
Comm. Management
Softdocs Doc eScan
Ellucian FA
Softdocs Doc eFill
Wade Gil
Systems Administrator
Staff Development
Spring Andrews
Applications Manager
Chug-A-Dug
7/9/13-7/11/13
11/25/13
12/16/13-12/17/13
1/13/14-1/15/14
2/18/14-2/20/14
3/11/14-3/13/14
3/24/14-3/28/14
6/13/13
7/9/13-7/11/13
VM World 2013
8/26/13-8/30/13
SoftDocs
9/23/13-9/26/13
Educause
CISOA
June 10, 2014
7/9/13-7/11/13
10/15/13-10/18/13
2/22/14-2/26/14
Ellucian Live
4/6/14-4/10/14
CACCRAO
4/28/13-5/1/13
IT annual update: 2014
Page 4
2. IT staff changes & modifications
The IT department changed significantly in 2013, 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 things included moving four Network & System administrators
from the former Technical Services group to the former Technical Applications group. The
department was divided into two groups of two teams each: The Client Services group
consists of the Client team and the Academic team and the Apps & Infrastructure group
consists of the Applications team and the Network team. See the organization chart in
section B. IT Organization Chart. There were 7 staff changes in 2013.
A) The 2013 IT staff changes
Applications team
o Replaced retired Colleague analyst
Dan Johnson retired in 2013 and was replaced by Kyle McCarthy in 2014
Network team
o Replaced departed Network Administrator.
Ryan Andres left Cabrillo in 2012 and was replaced by David Gilmore in 2013.
o Replaced departed System Administrator.
John Mauceri left Cabrillo in 2012 and was replaced by Matt Locke in 2013.
Academic team
o Replaced departed Computer System Maintenance Technician (CMST)
April Hyder left Cabrillo in 2012 and was replaced by Alex Renteria in 2013.
o Created new Helpdesk support assistant
Jordin Rouch started as HAWK SIM Lab Tech in 2013.
o Replaced departed CMST
Matt Locke was promoted from CMST on Academic team and was replaced by
Greg Garrett in 2013.
Client team
o Moved CMST position from Library to Client team
Ben Ten Cate was moved from the Academic team in Watsonville to the Client team
in Aptos using the former Library position.
June 10, 2014
IT annual update: 2014
Page 5
B) Information Technology organization chart
The following organization chart shows the two IT groups and the four teams. The
retirement of Ray Rider, Manager of Technical Services, in April 2014 has created a
vacancy that should be filled before the Fall 2014 semester.
The next significant change, the retirement of faculty member and Lab Coordinator Barb
Durland, is expected in June 2014. To fill this vacancy, the faculty member and Lab
Coordinator from Watsonville will take the position at the Aptos CTC. A decision was
made to replace the vacated Watsonville faculty position with a classified position to better
support the facility. Additionally, teaching units will be used to hire an adjunct in
Watsonville to perform oversight of the lab.
June 10, 2014
IT annual update: 2014
Page 6
C) Recommendations for new IT positions
IT is a unique department at the Cabrillo with wide-ranging 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. Instruction Support Technician
In 2013 the SIM lab tech position was created and grant funded. This has proven valuable
for the complex SIM lab tests that take place each semester. Recently the VAPA division
has defined a similar need specifically in the Music department but generally additional
support requirements apply throughout VAPA. This position would assist Instruction with
focused IT support that would promote student success.
4. 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.
5. 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.
June 10, 2014
IT annual update: 2014
Page 7
3. IT Accomplishment in 2013
The department was busy in 2013 closing out projects for A) Technology infrastructure &
building construction, B) Network & server architecture and design, C) Client Services &
support, D) Application development, data analysis, & web design, F) Staff development.
A) Technology infrastructure & building construction
Four significant construction projects required IT effort throughout 2013. The projects
were either infrastructure upgrades or Smart Classroom development.
B800 / STEM building redesign: This project was quite extensive considering over 600
network connections were deployed. The Science, Technology, Engineering, and Math
departments of the NAS division were moved to B800 from many different campus
locations. One of those departments included the Computer and Information Systems
(CIS) group and their entire data center. This important resource operates in a virtual 24/7
environment for students. Additionally 9 new Smart Classrooms were deployed in the
building, a few with dual projectors to enhance the Instructional experience for students.
The building was completed in time for the fall semester of 2013.
B600 Smart Classroom design: The building 600 project created 4 new Smart Classrooms
in place of 15 small rooms. This bond project improved Instructional technology for the
NAS division and will be ready for the spring 2014 semester. Using new HDMI switch
technology, the Smart Classrooms in B600 (as well as in B800) have simplified the
technological controls for Instructors.
B100 core infrastructure upgrade: The network core modifications started in October 2013.
The primary emphasis for this project included an improved work location for Student
Service employees and students. It also included improving the network infrastructure in
scope for the Main Distribution Frame (MDF) of the upper campus hub for all buildings. A
proper Data Center for all the core switching equipment was designed with environmental
monitoring and controls which were previously lacking. Additionally, new fiber runs were
deployed for the B300 video surveillance project.
B300 video surveillance deployment: To improve the safety and security of Cabrillo staff,
faculty, and students an IP video surveillance project was deployed. To limit impacts on
the network by increasing bandwidth, direct fiber links were deployed between B300,
B350, B400, and B450 and the network core in B100. The heart of the video system
includes a Network Video Recorder (NVR) which is housed in the main B1300 MDF and is
utilized by the Sheriff. The system was designed to require very little effort by IT staff for
service and support requirements.
B) Network & server architecture and design
This area develops technology to improve IT services & capability by managing or creating
better resources, services, and support for the College.
June 10, 2014
IT annual update: 2014
Page 8
Telecommunication / Voice System: A project to upgrade of the Cisco VOIP (Voice over
Internet protocol) has been funded and is planned to be upgraded during the spring 2014
break. The current configuration of five physical servers will be modified as the IT
department deploys two new server blades into the Cisco Unified Computing System
(UCS) chassis. All VOIP services will be housed in Cabrillo’s virtual server environment.
Additionally, a fault tolerant, fail over solution for the Voice network using the Watsonville
network has been designed into the plan.
Server Administration:
New Counseling schedule, tracking, and student contact system: Application was
purchased and designed in 2013 with full deployment scheduled for spring 2014.
This system was migrated from a physical to a virtual environment with a Text
messaging component to contact students.
Stanley security system upgrade project: This project consolidated two disparate
physical Stanley servers, each with different target systems, into one virtual
combined virtual system. An upgrade of the many dozens of wireless WI-Q access
points was performed over the period of a month.
Virtual system health check: An outside vendor was brought in to analyze and
validate the configuration of Cabrillo’s virtual servers and network.
Work order system consolidation: Two physical server applications, Maintenance
Tracker and Tech40 were retired in favor of a new Work order tracking system for
both IT and FPPO called Trackit.
Astra scheduler upgrade: The application was upgraded to gain more advanced
features to provide key user data. Full implementation is scheduled for fall 2014.
Network Administration: Several improvements were made to increase bandwidth of the
trunk lines into and out of the Aptos campus. The connection to the Watsonville campus
was more than doubled from 100 megabits to a 250 megabit connection. This helped to
improve network traffic and latency between the two sites, especially for the Virtual
Desktop Infrastructure (VDI). The connection to the Scotts Valley campus was upgraded
from 1.5 megabits to 100 megabits. This enabled IT to remove an old & failing server from
the Scotts Valley MDF that was required for user authentication due to the limited
connection. The Bookstore was moved off the Aptos core network as they received their
own connection to the Internet as Barnes and Noble took over management of this student
resource. The CIS network connection to the Internet was moved from Aptos core
resources and rerouted to Cabrillo’s backup 45 megabit circuit decreasing requirements on
the Aptos gigabit primary circuit.
C) 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.
Trackit work order & ticketing system: The system was deployed in spring 2013 helped the
Administrative Services component provide a consistent interface for all faculty and staff
requiring service or support from either IT or FPPO. Training videos for users and
June 10, 2014
IT annual update: 2014
Page 9
technicians alike were created to provide employees the knowledge and skills to become
proficient in the use of a new resource. The more advanced service desk system has key
features that improve the ability to provide user support. Other key features include
improving effectiveness with the implementation of workflow improving technician
efficiency.
Smart Classrooms and Multimedia:
Many additional Smart Classrooms were completed in 2013 & added to the 13 mentioned
above. Full classroom upgrades included room 712 for NAS, 450 & 1606 for HASS, and
1093 &1094 for BELA. Projector upgrades included 2105, 2113, 2210, 2212, and 2214 for
HAWK.
An IP networking projector project has been developed to more easily monitor projector
resources throughout the campus. One third of the campus projectors (about 50-60 units)
have been networked are being tracked.
Technology Refresh: Planning took place to evenly divide both restricted and nonrestricted budget across all parts of the campus. As many of the items were received in
December 2013, the deployment will take place in spring of 2014. The equipment in the
pipeline includes: 190 computers, 115 zero clients, 16 carts, 25 projectors, 18 visualizers,
and 9 mobile Smart Boards that will benefit 110 faculty & staff, 30 Smart Classrooms, and
7 labs.
Labs & Virtual Desktop Infrastructure (VDI): The VDI system is now two years old and has
paid significant dividends by having diminished service and support requirements in
virtualized labs. In spring 2013 an additional 270 zero clients were deployed in room 318,
516, and the Writing Center (BELA), Transfer Center & EOPS for Student Services, the
CTC, the Library, and A214, A210, and A310 in Watsonville. In fall 2013 124 more zero
clients were setup in 507, 513, 515, and the ESL lab & the Puente lab.
To support the growing infrastructure, investments were made in additional memory for the
server blades. From a support and maintenance requirement, the Unidesk software
application was purchased to more easily manage the virtual infrastructure with more
efficient use of resources and better standards and methods for virtual pool deployment.
Future deployments will include the Reading center, the Assessment center, Math center,
and the Watsonville CTC.
D) 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.
Student Planning: A web tool for students and counselors used to develop an Education
plan that is integrated with Colleague ERP. This tool is informed by the students' program
of study and displays progress toward reaching their goal by evaluating past and current
courses as well as their planned courses up to 3 years into the future. After students have
planned courses, they can register by a click of a button on their plan. Beginning in spring
June 10, 2014
IT annual update: 2014
Page 10
2013 counselors will be able to archive an approved plan and staff working in areas that
require Education Plans will be able to access these plans online.
Accreditation team: The IT department developed an Intranet site using Google Sites that
was referenced and used by the visiting team during the site visit in October. The
evidence that was posted helped the visiting team get a good perspective on IT
department goals, objectives, and accomplishments.
Data Management Advisory Team: The goal of this project was to redefine the reporting
procedures, processes, and activities for Cabrillo to improve reporting practices. MIS
reporting is tied to SB1456, data accuracy is critical for Cabrillo. After establishing a single
point of contact for reporting & creating a data task team the annual timeline with specific
college reporting requirements. Lastly data management roles and responsibilities were
established.
SQL Data Warehouse: Advances in the College’s SQL-DW took place during the year. As
the IT department teamed up with the Planning and Research department, many SQL
reports were developed showing data from the single definitive source which is Colleague
via Export Transform, and Load (ETL) procedures. The most recent phase of the SQL-DW
included the formation of data cubes that can be used to more easily extract complex data.
E) Staff development
This section covers the development of the department based on people resources and
requirements.
Staff Changes: Many staff were new to the IT department at Cabrillo or were new to their
new positions. Two system administrator positions were filled (one via an internal
candidate) and three Computer Systems Maintenance Technicians were filled (two via
former student hourly workers). Two new positions came into the department; one from
the Library and the other being a new grant funded SIM tech position. One position was
moved from the academic side due to the need on the administrative side. It was further
made possible by the maintenance and support savings experienced by the labs that have
migrated to VDI.
Staff Training: In 2013 the emphasis of training has been placed on the changing ERP
environment to the new SQL based data in a Microsoft .net framework. The classes that
staff has taken have included: Colleague Studio: ELF Programming & Programming
Fundamentals and Self Service Customization. In addition to the K-alliance software
training subscription application, the Colleague ‘Just in Time’ subscription library has
proven to be valuable resources for the Applications team.
June 10, 2014
IT annual update: 2014
Page 11
4. Administrative Unit Program Plan & Institutional Goals
Name of Unit: Information Technology
Date: 5/6/2014
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.
Unit Mission Statement:
The objective of the IT department at Cabrillo College is to align department objectives
with Institutional goals thus meeting the technical demands and integration requirements
through the efficient use of district resources for technology. Support & project delivery are
the 2 primary duties to provide value and benefit to the College.
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 access Wireless network has
technology to enhance their learning
improved access for
environment and contribute to their
students.
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
Status
Bandwidth and user
metrics will validate
The number of
Smart Classrooms
increased by 35 in
2013
Multiple year objectives
The following list itemizes the IT projects that are needed to meet institutional goals with
both short term and long term impact sorted by priority. All items have a budget
requirement component:
Budget
source
Project
Reason
Cost
When
2012 Tech Plan
1
College
Virtualize
Colleague
EOL: Sun box
$25,000
14-15
Page 52: Applications
long term goal #4
2
College
Windows XP
replacement
EOL:
Microsoft
$95,000
14-15
Page 57: Client
Service goal #1
3
College
Firewall
Service Mod
EOL: failed
recently
$155,400
14-15
Page 55: Operations
goal #5
June 10, 2014
IT annual update: 2014
Page 12
4
IT
Professional
development
institutional
effectiveness
$42,000
14-15
Page 57: Client
Service goal #3
5
College
Identity
Management
improve
security
$70,000
14-15
Page 53: Operations
goal #2
6
College
IPAM for
DNS, DHCP
EOL:
appliance
$36,000
14-15
Page 53: Operations
goal #2
7
College
RADIUS
Server
ID engines
$37,000
14-15
Page 53: Operations
goal #2
8
College
Video
surveillance
protect
infrastructure
$27,000
14-15
9
College
Fiber 600,
1000, 1050
bad
infrastructure
$27,000
14-15
10
College
Cisco Prime
NCS licences
for network
devices
$10,000
14-15
11
College
Voice
Gateway
EOL
$51,825
15-16
Page 55: Operations
goal #5
12
College
VDI for Staff
promote
efficiencies
$35,000
14-15
Page 57: Client
Service goal #1
13
College
Emergency
phones
phase 3
$34,000
14-15
Page 55: Operations
long term goal #3
14
College
Fire
Suppress
protect MDF
$65,000
15-16
Page 55: Operations
goal #5
15
College
Move 450
IDF
hot shared
FPPO space
$20,000
15-16
Page 55: Operations
goal #5
16
College
Syslog
system + IDS
$25,000
15-16
17
College
Move 700
IDF
upgrade fiber
$52,000
15-16
Page 55: Operations
goal #5
18
SIE or
Lottery
Replace
Projectors
help
instruction
$155,000
14-15
Page 55: Operations
long term goal #2
19
SIE or
Lottery
WIFI upgrade
improve
coverage
$52,000
14-15
Page 55: Operations
long term goal #1
20
SIE or
Lottery
Repl UPS
batteries
EOL: power
off issue
$55,000
14-15
Page 55: Operations
goal #5
21
SIE or
Lottery
Premises
switches
EOL
$78,000
14-15
Page 55: Operations
goal #5
22
SIE or
Lottery
Colleague to
SQL
effective data
environment
$210,000
15-16
Page 52: Applications
long term goal #4
23
SIE or
Lottery
Student
Portal
student
success
$135,000
15-16
Page 52: Applications
long term goal #4
June 10, 2014
IT annual update: 2014
Page 55: Operations
goal #5
Page 13
5. Strategic Objectives
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. The following list contains the key projects
divided by the responsible area and were reported in the previous year. The status of the
project is indicated to have been either recently completed, currently in process, planned
to start soon, or need budget to begin.
Enterprise Resource Planning (ERP)
1
Support Student Success: Ed Plans, Matric, etc.
2
Develop Reporting strategy: SQL cubes, DMAT
3
Virtualize Colleague
4
Migrate Colleague to SQL
5
Implement Colleague Requisition process
6
Design integrated student portal
In process
In process
Complete 8/14
Start 10/14
Not started
Not started
Applications
1
Complete SARS migration
2
Complete Astra implementation
3
Implement CCCapply & Shiboleth
4
Authentication processes and protocol: Identity Mgmt
5
Develop integrated Email & Calendar
Complete 8/14
Deploy 8/14
Finish 6/14
Need budget
Not started
Planning
1
Annual Tech Plan update
3
Academic & Administrative IT procedures
4
Electronic & Physical security
Complete 5/14
In process
In process
Infrastructure
1
Implement VOIP
2
Upgrade IPAM & ID engines
3
Install SAN Shelf
Completed 3/14
Evaluation
In process
Client Services
1
Tech Refresh
2
Deploy faculty/staff VDI
3
IT Student Worker Academy
In process
Start 6/14
In Process
June 10, 2014
IT annual update: 2014
Page 14
6. IT Project Funding
The following items have been identified through equipment end-of-life, system analysis,
and advice or recommendations from the Tech Committee for the 14-15 and 15-16 fiscal
years. The categories are consolidated into related areas and are sorted by current
priority.
Team
Budget
source
Project
Reason
Cost
When
2012 Tech Plan
Client services
1
IT-CS
College
Windows XP
replacement
EOL
$95,000
14-15
Page 57: CS #1
2
ITOps
College
VDI for Staff
promotes
efficiencies
$35,000
14-15
Page 57: CS #1
Academic services
1
ITNet
SIE or
Lottery
Repl IDF UPS
EOL power off
issue
$55,000
14-15
Page 55: Ops #5
2
ITNet
SIE or
Lottery
Replace
Projectors
Tech Refresh
phase 2
$155,000
14-15
Ops LT #2
3
ITNet
SIE or
Lottery
Premises
switches
EOL Solve
wiring needs
$78,000
14-15
Page 55: Ops #5
4
ITNet
SIE or
Lottery
WIFI upgrade
improve
coverage
$52,000
14-15
Page 55: Ops LT #1
Infrastructure
1
ITNet
College
EOL and
failed recently
$155,400
14-15
Page 55: Ops #5
College
Firewall Service
Modules
Repl fiber to
600, 1000,
1050
2
ITNet
Infrastructure
failing
$29,000
14-15
Page 55: Ops #5
3
ITOps
College
Cisco Prime
NCS Licenses
all network
devices
$10,000
14-15
4
ITNet
College
Voice Gateway
EOL
$51,825
15-16
Page 55: Ops #5
5
ITNet
College
Repl Emer
phones
Phase 3
$34,000
15-16
Page 55: Ops LT #3
6
ITNet
College
1300MDF Fire
Suppress
Protect
infrastructure
$65,000
15-16
Page 55: Ops #5
7
ITNet
College
Move 450 IDF
& rewire CAT6
Hot shared
space
$20,000
15-16
Page 55: Ops #5
June 10, 2014
IT annual update: 2014
Page 15
8
ITNet
College
Syslog
troubleshoot
IDS
$25,000
15-16
9
ITNet
College
Move 700 IDF
Upgrade fiber
$52,000
15-16
Page 55: Ops #5
Improve
electronic
security
$70,000
14-15
Page 53: Ops #2
Security
1
ITOPS
College
Identity
Management
2
ITNet
College
Video
surveillance
Protect
infrastructure
$27,000
14-15
Page 55: Ops #5
3
ITOps
College
IPAM for DNS,
DHCP
failing EOL
appliance
$36,000
14-15
Page 53: Ops #2
4
ITOPS
College
RADIUS Server
ID engines
$37,000
14-15
Page 53: Ops #2
Applications
1
ITApps
College
Virtualize
Colleague
move from
EOL Sun box
$90,000
14-15
Page 52: Apps LT #4
2
ITApps
Title V
Colleague to
SQL
effective data
environment
$210,000
14-15
Page 52: Apps LT #4
3
ITApps
Title V
Student Portal
Student
Success
$135,000
14-15
Page 52: Apps LT #4
$42,000
14-15
Page 57: CS #3
Professional Development
1
June 10, 2014
ITDept
IT
IT Professional
development
Skills required
for institutional
effectiveness
IT annual update: 2014
Page 16
7. Conclusion
There were significant changes in the IT Department in 2013. There was a lot of attrition
due to layoffs, retirements, and filling positions. Staff training effort was extensive
throughout the year. Many tangible benefits were realized with the use of more advanced
techniques to not only deliver complex and technical projects to the users of Cabrillo
College but also with more advanced technology such as the VDI and SQL environments.
Many projects have successfully raised and transformed the IT environment to the cutting
edge of technology.
The Desktop support area is a vital concern for both the Client team and the Academic
team. Microsoft Windows XP is now end of life and there are over 150 XP clients still
resident on the campus that need to be replaced. Also as Smart Classroom requirements
techniques have become more complex and critical in the classroom; the IT department
has modified Academic technology methods needed to stay current with technology due in
a large part to the Tech Refresh project that began in late 2013.
A significant part of the Cabrillo infrastructure is aging at a rapid rate. This includes the
Firewall Service Modules, connection points to specific upper campus buildings, the UPS
environments for the IDFs, switches, access points, but especially the Colleague platform.
These areas need to be addresses to ensure a reliable and responsive network.
June 10, 2014
IT annual update: 2014
Page 17