Area Effectiveness Plan Report - Four Column
El Paso Community College
Vice President Information Technology - Dr. Jenny Giron
Outcomes
Planning - Instructional Media Services District-wide Media Support Services for
Faculty, Students, and Staff (2010- 2011). To provide increased instructional media
services District-wide to meet faculty,
students, and District needs.
Outcome Types:
2010 - 2011
Outcome Status:
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
Planning - Instructional Media Services Improve technology for classroom use and
special events (2010-2011) - Research and
coordinate the implementation of
technology-enhanced classrooms with
emerging instructional technologies, and
functional equipment for classroom or
special event use
Outcome Types:
2010 - 2011
Means of Assessment & Standards Criterion for Success / Tasks
Means of Assessment:
Provide District-wide support to IMS Centers
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Hire appropriate level staff. Baseline: Hire 6
full-time Audiovisual Assistants.
Results
Recommendation & Follow-Up
11/09/2011 - One part-time employee was hired
for the Rio Grande Campus.
Result Type:
Unsatisfactory
Recommendation Status:
1 - Action Plan Needed
11/09/2011 - Ask for funding to add
more staff to cover College
operation hours.
Task Name:
Supervision of the IMS Centers District Wide
Task Description:
District-wide IMS Manager will assist with
planning and supervision of IMS Centers;
additional Audiovisual Assistants will ensure
for increased support to faculty and students.
Budget Impact:
Additional/New Funding Required
Projected Cost:
126426.0000
Funding Justification:
Additional staff needed to cover the
additional hours of operation, increased
number of the equipment for delivery, and
events district wide.
Means of Assessment:
Increase the number of classrooms
converted to technology-enhanced
classroom, and replace old outdated
equipment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Increase the number of classrooms
converted to technology-enhanced
classroom. Improved and replace old
11/09/2011 - This year we converted 78
classrooms district wide to technology-enhanced
classrooms, five of those are designated as ADA
compliant classrooms one per campus.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Outcome Status:
01/12/2012 12:00 PM
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Outcomes
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
Planning - Instructional Media Services Provide training to faculty and staff on
technology equipment (2010-2011) Provide ongoing training to faculty and staff
utilizing technology to achieve their
objectives, and policy and procedures for
use of media equipment.
Outcome Types:
2010 - 2011
Outcome Status:
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
01/12/2012 12:00 PM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
outdated equipment to support events district
wide.
Task Name:
Improve media equipment tehnology
Task Description:
Request funding to convert regular
classrooms into technology-enhanced
classrooms. Request funding to upgrade
event equipment to support all the special
events district wide.
Budget Impact:
Additional/New Funding Required
Projected Cost:
400.0000
Funding Justification:
There is a list of 22 classrooms that need to
be converted. With a goal to have all the
rooms converted.
Means of Assessment:
Develop training on the use of media
equipment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Develop training on the use of media
equipment in technology-enhanced
classrooms, media equipment for classroom
use, and policy and procedures for faculty
and IMS staff.
11/09/2011 - Training was conducted throughout
the year with a concentration during faculty
development weeks.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Training of faculty and staff in the use of
technology.
Task Description:
Develop workshops during faculty
development week, one-to-one training,
providing hand-outs on step-by-step on how
to use technology-enhanced classrooms.
Budget Impact:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Rollover/Maintain Current Funding
Projected Cost:
3500.0000
Funding Justification:
Materials need to give facutly and staff to
help them remember how to use the
equipment and how to contact the IMS
Center for assistance.
Planning - Instructional Resources and
Technology - Increase in-house productions
(2010 - 2011). - Increase in-house
productions for the weekly television
programming; increase of three programs
by the end of 2009.
Outcome Types:
2010 - 2011
Start Date:
09/01/2008
End Date:
08/13/2010
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Dr. Jenny Giron
Means of Assessment:
The objective will be met with the completion
of one pilot program per series and a
production calendar for each of the three
series.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Complete the pilot programs and production
calendar to be ready for full production by
the end of 2009. Baseline: Make needed
modifications to be prepared for full
production.
Planning - Instructional Resources and
Technology - EPIC Cable Collaborative
membership participation (2010 - 2011). Increase the EPIC Cable Collaborative
membership participation on scheduled
productions. Schedule two programs in the
new EPCC television studio by the end of
Means of Assessment:
Present project to the Cable Collaborative
group for approval.
Assessment Tool:
External Report
Standard - Criteria for Success:
Completion of two programs as a
01/12/2012 12:00 PM
Task Name:
Identify Faculty and Staff
Task Description:
Identify faculty and staff to develop TV show
ideas and work with EPCC-TV staff.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
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Outcomes
2009.
Outcome Types:
2010 - 2011
Start Date:
03/14/2008
End Date:
03/11/2011
Outcome Status:
In Progress
Budget Account Number:
11000-52146
Person(s) Responsible:
Jenny Giron
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
collaborative venture. Baseline: Broadcast
two EPIC TV collaborative programs.
Task Name:
EPIC TV Collaborative Group
Task Description:
Provide the EPIC TV Collaborative group the
opportunity to meet regularly and jointly
produce two television programs.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Instructional Resources and
Technology - Review and assess the
relevancy or currency of leased TV
programs (2010 - 2011). - Review and
assess the leased TV programs by the end
of 2009.
Outcome Types:
2010 - 2011
Start Date:
08/29/2008
End Date:
11/05/2010
Outcome Status:
Met
Budget Account Number:
11000-52136
Person(s) Responsible:
Dr. Jenny Giron
Means of Assessment:
Conduct a study to identify outdated
programs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Complete study and identify needed
programming. Baseline: Current programs
have shown poor playback and broadcast
quality due to age and content. New
programs will be identified to provide
updated and current information.
Planning - Instructional Resources and
Technology - Staff trained in digital
Means of Assessment:
Once the new digital equipment is installed
01/12/2012 12:00 PM
Results
Task Name:
TV Program Committee
Task Description:
EPCC-TV staff and AVP, Instructional
Resources & Technology have reviewed and
assessed the leased programs to ensure for
current information.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
30000.0000
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Outcomes
equipment (2010 - 2011). - To have the
EPCC-TV staff fully trained by 2009 in the
use of digital equipment.
Outcome Types:
2010 - 2011
Start Date:
12/12/2008
End Date:
09/17/2010
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Dr. Jenny Giron
Means of Assessment & Standards Results
Criterion for Success / Tasks
at the new TV studio, a study will be done to
determine training needs for the design of a
digital equipment training plan.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
The production staff will be cross-trained to
increase and improve their digital equipment
operation knowledge. The production staff
will be sent out-of-town for training as
needed. The Digital Equipment Plan will
identify the staff member's strengths and
weaknesses. Baseline: Each one of the
producers will have a specialized area and
conduct his own training.
Recommendation & Follow-Up
Task Name:
Training
Task Description:
Identify appropriate training for EPCC-TV
staff and encourage participation in releant
conferences and seminars.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - IT Security - Red Flag Rule
Compliance Program (2009-2010) - Achieve
complete compliance with the Red Flag
Rule as part of the Fair and Accurate Credit
Transactions Act (FACT Act) of 2003;
integrate actions with other EPCC
information security awareness initiatives;
and promote departmental awareness
programs.
Outcome Types:
2009 - 2010
2010 - 2011
01/12/2012 12:00 PM
Means of Assessment:
Incorporate exisiting policies and procedures
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
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Outcomes
2011 - 2012
Start Date:
12/10/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75205
Person(s) Responsible:
Richard Buller
01/12/2012 12:00 PM
Means of Assessment & Standards Results
Criterion for Success / Tasks
Means of Assessment:
Identify relevant red flags.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Means of Assessment:
Procedures to detect red flags
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Means of Assessment:
Appropriate responses to red flags
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
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Recommendation & Follow-Up
Page 6 of 18
Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Means of Assessment:
Periodic updating of the program
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Means of Assessment:
Administering the Program
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Results
Recommendation & Follow-Up
11/23/2009 - Efforts to achieve a successful start
to the program, to find a functional area (Student
Services - Admissions, Financial Aid, Personnel or all) to take responsibility for the implementation
and operation (including training of staff) for this
identity theft program, did not produce an area
willing to participate.
Result Type:
Unsatisfactory
Recommendation Status:
2 - Action Plan Documented
11/23/2010 - First and second
attempts did not develop a
functional area administrator to take
ownership of the program.
Action: Refresh all areas with the
requirements and encourage an
administrator to take the lead in
marketing the program and
developing the "Red Flags"; then
developing the training program and
implementing it within their area.
Means of Assessment:
Other legal requirements
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
01/12/2012 12:00 PM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Name:
Adapt the Program
Task Description:
Adapt the program to provide oversight to
new threats as business process change.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Funding Justification:
August 2010
Task Name:
Approved Policy
Task Description:
Produce a Board of Trustee-approved policy
and monitoring plan for the ongoing
program.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Assess Effectiveness
Task Description:
Assess effectiveness with supervisors via an
annual audit of practices and training
provided.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Find a functional area sponsor
Task Description:
Information Security is not to be in the lead
for the Red Flags Rule Program. Functional
areas where face-to-face service to
customers must take ownership and operate
the program.
01/12/2012 12:00 PM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Budget Impact:
No Funding Needed
Task Name:
Possible Identity Theft
Task Description:
Determine which indicators of possible
identity theft are available to alert
employees.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Potential Points
Task Description:
Identify all potential points of vulnerability in
work processes in every department and
program.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Training
Task Description:
Train all staff to recognize the red flags and
provide continous awareness training.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Planning - IT Security - Microsoft
SharePoint Platform Environment - (20102011) - Develop instruction on Permissions
Management for Site and Site Collection
Owners. Provide policy for governance and
then monitoring to ensure compliance.
01/12/2012 12:00 PM
Means of Assessment:
Progress will be measured on a project
basis. Success is achieved when
serviceable enhancements are released to
users, placed into service and value is
added to the business process.
Assessment Tool:
05/19/2011 - All governance documentation is
drafted and reading for staffing/comment.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
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Outcomes
Outcome Types:
2010 - 2011
2011 - 2012
Start Date:
10/31/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75205
Person(s) Responsible:
Richard Buller
Planning - IT Systems Application - Banner
Upgrade 8.2 to 8.3 (2010-2011) - Upgrade
Banner in order to be compatible with the
latest version of SCT, Financial Aid, and
TCC software versions.
Outcome Types:
2010 - 2011
Start Date:
03/20/2011
End Date:
03/20/2011
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
IT systems applications staff and Banner
functional users
01/12/2012 12:00 PM
Means of Assessment & Standards Results
Criterion for Success / Tasks
Department/Area Report
Standard - Criteria for Success:
Projects are delivered and implemented and
the using customer declared the new product
to be beneficial to their mission. Baseline:
Phase 1 developed MS SharePoint for the
EPCC instructional area. Phase II enhanced
the environment with Microsoft LIVE@edu
and a basic administrative configuration
Recommendation & Follow-Up
Task Name:
EPCC Information Technology
Task Description:
Present the Goverance policies to the
SharePoint Administrator for distribution to
all users.
Build a Permissions Management FAQ and
knowledge base for customers.
Budget Impact:
Additional/New Funding Required
Means of Assessment:
Test all Banner modules with Department
users and satisfy any descepancies with
testing outcomes.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Comply with the latest version of Student
and Staff reporting requiements and
enhance the Banner functionality through a
version upgrade with minimal interruption of
service to the college community.
12/06/2011 - Banner 8.3 was implemented with
minmal service interruptiona and met its go live
production time lines.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Banner Upgrade plan
Task Description:
Setup a test environment for testing.
Coordinate user testing and resolve any
descrepanices in a timely manner. Upon
stakeholder approaval, the conversion will
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
scheduled and implemented
Budget Impact:
Rollover/Maintain Current Funding
Planning - IT Systems Application - Banner
system hardware upgrade (2010 - 2011). Install and convert to new server hardware
in order to continue to stay current with
Oracle software database upgrades and
ERP Banner upgrades.
Outcome Types:
2010 - 2011
Start Date:
10/31/2011
End Date:
10/31/2011
Outcome Status:
Met
Budget Account Number:
75207
Person(s) Responsible:
Gary Chacon IT Systems Executive Director
Means of Assessment:
Hardware will provide effcient performance
for EPCC Banner users.
Assessment Tool:
Student Related Data
(Tracking/Performance)
Standard - Criteria for Success:
The standard will be to provide EPCC
Banner users with the highest quality of
service and response time. The Baseline for
this project is in test phase. Servers are up
and our database administrators are loading
test databases for user testing.
Planning - Library Technical Services (IT) Spanish language equivalent catalog 2009
& 2011 - With guidance of Librarians and
help of Web Development Team, construct
a Spanish language catalog that is
equivalent to the current catalog which is in
English
Outcome Types:
2009 - 2010
2010 - 2011
Means of Assessment:
Vet the Spanish language catalog through
Spanish speaking librarians until it is ready
for presentation to students and library
patrons.
End Date:
06/01/2010
01/12/2012 12:00 PM
11/30/2011 - The conversion from old servers to
new servers was successful and the new
hardware provides a much improved response
time.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Banner system hardware upgrade
Task Description:
Servers will be puchased and installed. Data
base administrators will load test database
for EPCC users to throughly test. Signoff
from stake holders on test results.
Budget Impact:
Rollover/Maintain Current Funding
11/09/2011 - Students and patrons have option to
utilize Spanish language OPAC - On-line Public
Access Catalog
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
coordinate efforts with WebDevelopment
staff and librarians
Task Description:
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Outcomes
Outcome Status:
Met
Budget Account Number:
75405
Person(s) Responsible:
Hoefner, Hollis, Vilca
Planning - Library Technical Services (IT) Overhaul Library Catalog (OPAC - Online
Public Access Catalog) 2009 & 2011 Update catalog to EPCC web standards
and latest version available from Library
Automation Vendor (Innovative Interfaces,
Inc. or III)
Outcome Types:
2009 - 2010
2010 - 2011
End Date:
01/08/2010
Outcome Status:
Met
Budget Account Number:
75405
Person(s) Responsible:
Hoefner, Hollis, Vilca
Planning - Media Production - Increase InHouse Productions (2010-2011) - Increase
in-house productions for the weekly
television programming; increase of three
programs by the end of 2010.
Outcome Types:
2010 - 2011
Start Date:
08/13/2010
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
01/12/2012 12:00 PM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Regular meetings to request changes,
evaluate changes, further refine.
Budget Impact:
Rollover/Maintain Current Funding
Means of Assessment:
Coordinate efforts with Web Development
staff and Librarian before presentation to
students and library patrons.
11/09/2011 - Revised, more modern OPAC now
available for students and library patrons
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
coordinate Web Development staff and
librarian for appropriateness and efficacy
Task Description:
Meet regularly to request and evaluate
modifications to OPAC
Budget Impact:
Rollover/Maintain Current Funding
Means of Assessment:
The objective will be met with the completion
of one pilot program per series and a
production calendar for each of the three
series.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: Make needed modifications to be
prepared for full production. Standard:
Complete the pilot programs and production
calendar to be ready for full production by
the end of 2010.
11/09/2011 - Provided producers with new Apple
editing computers.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
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Outcomes
Pat Ebert & Raul Muñoz
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
Task Name:
Identify Faculty and Staff
Task Description:
Identify faculty and staff to develop TV show
ideas and work with EPCC-TV staff.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Media Production - EPIC Cable
Collaborative Membership Participation
(2010-2011) - Cooperate with other
members of the El Paso Educational
Television Collaborative by facilitating the
production of television programs. Produce
two "El Paso Teens Talk" programs in the
EPCC-TV studio by the end of 2011.
Outcome Types:
2010 - 2011
Start Date:
03/11/2011
End Date:
10/26/2011
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Pat Ebert & Raul Muñoz
Means of Assessment:
The programs will be recorded, edited and
distributed for public viewing through the
EPIC cable channel.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: (We're right here, having rounded
third and crossed home plate.) Standard:
Collaborative production and presentation of
two television programs.
Planning - Media Production - Staff
Training (2010-2011) - Improve the
performance and job satisfaction of
Television Operations Staff members by
means of continuous instruction and training
Means of Assessment:
Performance of staff members will improve;
quality and quantity of production and
accuracy and efficiency of distribution will
increase.
01/12/2012 12:00 PM
Results
10/28/2011 - Two programs successfully produced 11/09/2011 - Train two TV student
and distributed.
interns to work on the production of
Result Type:
collaboratie programs.
Satisfactory
Recommendation Status:
3 - Follow-Up Documented
Task Name:
Plan, produce and distribute
Task Description:
Persuade other Collaborative members to
participate; decide upon the allocation of
responsibilities; gather and prepare the
necessary workers, equipment and oncamera talent; record, finish and distribute
the program so as to meet or exceed our
usual standards.
Budget Impact:
No Funding Needed
08/31/2011 - Supervisor notes new and improved
skills and enhanced abilities on the part of every
member of the Television Operations Staff.
Result Type:
Satisfactory
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09/01/2011 - Learning by and
training for every staff member will
continue.
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Outcomes
in the use of digital production and
distribution systems.
Outcome Types:
2010 - 2011
Start Date:
08/31/2011
End Date:
08/31/2011
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Pat Ebert & Raul Muñoz
Planning - Media Production - Review and
Assess the Relevancy of Current Leased
TV Programs (2010-2011) - Review and
assess leased TV programs by the end of
2010.
Outcome Types:
2010 - 2011
Start Date:
11/05/2010
Outcome Status:
Met
Budget Account Number:
11000*52136
Person(s) Responsible:
Pat Ebert & Raul Muñoz
01/12/2012 12:00 PM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Assessment Tool:
Recommendation Status:
Department/Area Report
0 - No Action Plan Necessary
Standard - Criteria for Success:
Baseline: Staff members currently perform at
least acceptably. Standard: Staff members'
performance will improve noticeably.
Task Name:
Training
Task Description:
Identify appropriate training for EPCC-TV
staff and encourage participation in relevant
conferences and seminars.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Means of Assessment:
Conduct a study to identify outdated
programs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: Current programs have shown
poor playback and broadcast quality due to
age and content. New programs will be
identified to provide updated and current
information. Standard: Complete study and
identify needed programming.
Task Name:
TV Program Committee
Task Description:
EPCC-TV staff have reviewed and assessed
the leased programs to ensure for current
information.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
30000.0000
Planning - Records Management Implement SACS Imaging for Deans (2010 2012). - SACS required infomation will be
available on the servers from all imaged
documents imaged by the Deans office
such as Faculty Evaluations and licenses.
Outcome Types:
2010 - 2011
2011 - 2012
Start Date:
12/31/2013
Outcome Status:
New
Budget Account Number:
11000 753000
Person(s) Responsible:
Bonnie Prieto
Means of Assessment:
IT Division has provided RM with scanners
to create scanning stations in all Dean
s office
Assessment Tool:
Department/Area Report
Planning - Records Management - Imaging
Project for Health Clinic (2010 - 2011). Convert paper files used in the Health Clinic
daily operations into imaged view and work
process. Store old records into the College
warehouse.
Outcome Types:
2010 - 2011
Means of Assessment:
Identify records and begin to move paper
records to the Records Warehouse. RM will
return at Dr. Mitchell's request to begin a
plan to capture , image and store patient
records. Train staff in HIPAA laws.
Assessment Tool:
Department/Area Report
End Date:
03/30/2010
Outcome Status:
New
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Task Name:
Move paper records from Clinic
Task Description:
Identify records, document and store in the
Records Management warehouse. Begining
early 2012, meet wth Dr. Mitchell 's staff to
start imaging program for the Health Clinic.
Train RM staff in HIPAA rules.
Budget Impact:
No Funding Needed
01/12/2012 12:00 PM
Task Name:
Create scanning stations in all campus
where Deans work.
Task Description:
Meet with each Dean, review all documents,
define on a retention schedule. Create work
flow and install scanners. Provide training.
Budget Impact:
No Funding Needed
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Planning - Records Management - Literacy
Program BDMS Application (2010 - 2011). To be more efficient and organized, books
and other Grant Records were digitized by a
local vendor and then delivered to Records
Management in a PDF format. Records
Managment then created a program for the
Literacy Program to begin to scan and store
thier docments in house.
Outcome Types:
2010 - 2011
Start Date:
12/17/2010
End Date:
02/01/2011
Outcome Status:
Met
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto, Dan Gaytan, Sara Martinez
Means of Assessment:
Review Scope of work and quote for
services from DataXport (vendor).
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Return back feedback to DataXport server
topology that must be delivered for BDMS
AX. Define Document type return and dta
extract defintions. Contact PDS (owner of
POTG server) for training on AX index image
import application. Train back up on how to
do this. Move application to production.
Planning - Records Management Warehouse Cooling & Heating (2010-2011)
- Create a temperature controlled
environment for the protection of paper
records stored in the warehouse, for the
duration of the retention period assigned to
the record titles.
Means of Assessment:
Working closely with the Director of Physical
Plant on the time span and design of the
work to be done.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
01/12/2012 12:00 PM
Results
Recommendation & Follow-Up
11/09/2011 - Literacy Program contracted DATA
Source to image their records, we took those
images from a CD and downloaded to our systems
for storage. Created progeram folr them to scan,
view and store for all future work in this area.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Tasks to be competed
Task Description:
Process work from DataXport, design new
BDMS application to the images, gain
knowledge of AX index image export
application and train backup team. Move into
production.
Budget Impact:
Additional/New Funding Required
Projected Cost:
2450.0000
Funding Justification:
New upgrade to POTG server to provide
access to the POTG data and images to
authorized indeviduals via internet
connection.
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Outcomes
Outcome Types:
2010 - 2011
End Date:
03/30/2010
Outcome Status:
In Progress
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Planning - Technology Resource Center District-Wide Technology Training Services
2009-2011 - The Technology Resource
Center will operate three centers: one at
the VV, the second at RG, and the third at
TM. This is in an effort to increase
technology training to faculty and staff.
Combined training methods will be utilized
such as on-demand, web-based training
opportunities that will allow the user to
select training modules; and training will be
delivered 24x7.
Outcome Types:
2009 - 2010
2010 - 2011
Start Date:
08/31/2011
End Date:
08/31/2011
Outcome Status:
In Progress
Budget Account Number:
11000-51005
Person(s) Responsible:
Nancy Gamez
01/12/2012 12:00 PM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
The entire warehouse will be properly heated
and cooled. Baseline: Planning stages of
the project, projected time frame before
Summer 2010.
Task Name:
Work with Physical Plant
Task Description:
Working together with Mr. Lobato and his
staff and HIVAC.
Budget Impact:
No Funding Needed
Means of Assessment:
Training to faculty and staff will increase by
20% and 11 online modules will be
developed.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Develop a catalog of web-based training
modules and tutorials. Hire appropriate staff.
Baseline: Extensive online module
development occurred in year 2004-05 in
areas such as WebCT training, Flash,
PowerPoint and the use of HorizonLive
webinars. Training in respondus was also
available. Hire 9 additional staff member to
support services.
11/24/2010 - Training has increase by 17%.
Online on-demand webinars are available for
faculty or staff to view at their convieniance. The
online modules need to be updated. Everything is
still in progress.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Teaching Online Courses
Task Description:
Assist with the training of faculty teaching
online courses.
Budget Impact:
Rollover/Maintain Current Funding
11/24/2010 - Training is on-going, with webinar
workshops, face-to-face and one-to-one.
Increased the training faculty and staff obtained by
all methods listed by 17%
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Training Needs
11/24/2010 - New training materials development
started for TracDat, Student Response System
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Task Description:
TRC staff will continue to assess training
needs and develop online tutorials, webbased training in various areas.
Funding Justification:
This will require staff, software and training
to create the online tutorials and web-based
training modules.
Budget Impact:
Additional/New Funding Required
Projected Cost:
164968.0000
Task Name:
Training Software
Task Description:
Continue to support or purchase the
necessary training software.
Funding Justification:
Training is required to support the training
software and maintain memberships to
organizations that provide online webinars
for training faculty, and staff.
Budget Impact:
Additional/New Funding Required
Projected Cost:
15000.0000
Task Name:
Web Development Services
Task Description:
Increased Web Development services.
Budget Impact:
Additional/New Funding Required
01/12/2012 12:00 PM
Results
Recommendation & Follow-Up
"Clickers", and Smart Classrooms.
Result Type:
Unsatisfactory
Recommendation Status:
1 - Action Plan Needed
11/24/2010 - Purchased Captivate5, Respondus
and renewed memberships to WECT and TxDLS
for training and webinare oppurtunities.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
11/24/2010 - No longer under Technology
Resource Center.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
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Area Effectiveness Plan Report - Four Column
El Paso Community College
Vice President Information Technology - Dr. Jenny Giron
Outcomes
Planning - Academic Computing Services District-Wide Computing Support Services
for Students and Faculty (2011-2012) Increase hours of operation to
accommodate student demand.
Outcome Types:
2009 - 2010
Start Date:
08/31/2010
End Date:
08/31/2010
Outcome Status:
In Progress
Planning - Academic Computing Services District-Wide Computing Support Services
for Students and Faculty (2010-2011) Increase hours of operation to
accommodate student demand.
Outcome Types:
2009 - 2010
Start Date:
08/31/2010
End Date:
08/31/2010
Outcome Status:
01/12/2012 11:58 AM
Means of Assessment & Standards Results
Criterion for Success / Tasks
Means of Assessment:
Provide district-wide administrative support
to all ACS labs; increase level of faculty and
student support at all ACS labs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Hire appropriate level staff. Baseline: Hire 3
full-time ACS Lab Assistants and 2 part-time
ACS Lab Assistants.
Recommendation & Follow-Up
Task Name:
ACS Lab Manager
Task Description:
District-wide ACS Lab Manager will assist
with planning and supervision of ACS labs.
Additional part-time Lab Assistants will
ensure for increased support to faculty and
students. ACS Lab Manager continues to
plan with ACS staff on ensuring appropriate
support for labs and identify funding for PT
staff. Also manager continues to monitor
departmental budget on a monthly basis.
Means of Assessment:
Provide district-wide administrative support
to all ACS labs; increase level of faculty and
student support at all ACS labs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Hire appropriate level staff. Baseline: Hire 3
full-time ACS Lab Assistants and 2 part-time
ACS Lab Assistants.
Task Name:
ACS Lab Manager
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Page 1 of 52
Outcomes
In Progress
Planning - Academic Computing Services District-Wide Computing Support Services
for Students and Faculty (2009-2010) Increase hours of operation to
accommodate student demand.
Outcome Types:
2009 - 2010
Start Date:
08/31/2010
End Date:
08/31/2010
Outcome Status:
In Progress
Budget Account Number:
11000-52101
Person(s) Responsible:
Raymundo Vilca
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Description:
District-wide ACS Lab Manager will assist
with planning and supervision of ACS labs.
Additional part-time Lab Assistants will
ensure for increased support to faculty and
students. ACS Lab Manager continues to
plan with ACS staff on ensuring appropriate
support for labs and identify funding for PT
staff. Also manager continues to monitor
departmental budget on a monthly basis.
Means of Assessment:
Provide district-wide administrative support
to all ACS labs; increase level of faculty and
student support at all ACS labs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Hire appropriate level staff. Baseline: Hire 3
full-time ACS Lab Assistants and 2 part-time
ACS Lab Assistants.
11/18/2010 - Funding for FT positions was not
11/18/2010 - Continue working on
available. Due to funding limitations, do not think current action plan.
it is possible to hire 2 FT for the next several
years. However increased PT staff to accomodate
the additional lab hours of operations for ACS labs
district wide to accomodate student demand and
growth.
Result Type:
Unsatisfactory
Recommendation Status:
1 - Action Plan Needed
Task Name:
ACS Lab Manager
Task Description:
District-wide ACS Lab Manager will assist
with planning and supervision of ACS labs.
Additional part-time Lab Assistants will
ensure for increased support to faculty and
students. ACS Lab Manager continues to
plan with ACS staff on ensuring appropriate
support for labs and identify funding for PT
staff. Also manager continues to monitor
departmental budget on a monthly basis.
Funding Justification:
To ensure the increase hours of operation to
accomodate student demand and support at
ACS labs district wide.
Budget Impact:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Additional/New Funding Required
Projected Cost:
142000.0000
Planning - Instructional Media Services District-wide Media Support Services for
Faculty, Students, and Staff (2009 - 2010). To provide increased instructional media
services District-wide to meet faculty,
students, and District needs.
Outcome Types:
2009 - 2010
Means of Assessment:
Provide District-wide support to IMS
Centers.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Hire appropriate level staff. Baseline: Hire 6
full-time Audiovisual Assistants.
End Date:
03/02/2009
Outcome Status:
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
11/24/2010 - There were 6 part-time Audiovisual
Assistant hires to cover crutial areas needing help.
Due to lack of funding at this time the full-time
Audiovisual Assistants have not been hired.
Result Type:
Unsatisfactory
Recommendation Status:
1 - Action Plan Needed
10/27/2010 - Completed LCD replacement
projectors 84 district wide. Replaced original 32
smart classroom desk top computer district wide.
Obtained 68 new multi-media carts district wide.
Replaced PC's on old multi-media carts with
refurbished computers district wide.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Supervision of IMS Centers
Task Description:
District-wide IMS Manager will assist with
planning and supervision of IMS Centers;
additional Audiovisual Assistants will ensure
for increased support to faculty and students.
Budget Impact:
Additional/New Funding Required
Projected Cost:
71413.0000
Funding Justification:
Additional staff needed to cover the
additional hours of operation, increased
number of the equipment for delivery, and
events district wide.
01/12/2012 11:58 AM
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Page 3 of 52
Outcomes
Planning - Instructional Media Services District-wide Media Support Services for
Faculty, Students, and Staff (2010- 2011). To provide increased instructional media
services District-wide to meet faculty,
students, and District needs.
Outcome Types:
2010 - 2011
Outcome Status:
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
Planning - Instructional Media Services Improve technology for classroom use and
special events (2010-2011) - Research and
coordinate the implementation of
technology-enhanced classrooms with
emerging instructional technologies, and
functional equipment for classroom or
special event use
Outcome Types:
2010 - 2011
Outcome Status:
In Progress
Budget Account Number:
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Means of Assessment:
Provide District-wide support to IMS Centers
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Hire appropriate level staff. Baseline: Hire 6
full-time Audiovisual Assistants.
11/09/2011 - One part-time employee was hired
for the Rio Grande Campus.
Result Type:
Unsatisfactory
Recommendation Status:
1 - Action Plan Needed
11/09/2011 - Ask for funding to add
more staff to cover College
operation hours.
Task Name:
Supervision of the IMS Centers District Wide
Task Description:
District-wide IMS Manager will assist with
planning and supervision of IMS Centers;
additional Audiovisual Assistants will ensure
for increased support to faculty and students.
Budget Impact:
Additional/New Funding Required
Projected Cost:
126426.0000
Funding Justification:
Additional staff needed to cover the
additional hours of operation, increased
number of the equipment for delivery, and
events district wide.
Means of Assessment:
Increase the number of classrooms
converted to technology-enhanced
classroom, and replace old outdated
equipment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Increase the number of classrooms
converted to technology-enhanced
classroom. Improved and replace old
outdated equipment to support events district
wide.
11/09/2011 - This year we converted 78
classrooms district wide to technology-enhanced
classrooms, five of those are designated as ADA
compliant classrooms one per campus.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
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Outcomes
11000-52115
Person(s) Responsible:
Nancy Gamez
Planning - Instructional Media Services Provide training to faculty and staff on
technology equipment (2010-2011) Provide ongoing training to faculty and staff
utilizing technology to achieve their
objectives, and policy and procedures for
use of media equipment.
Outcome Types:
2010 - 2011
Outcome Status:
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Name:
Improve media equipment tehnology
Task Description:
Request funding to convert regular
classrooms into technology-enhanced
classrooms. Request funding to upgrade
event equipment to support all the special
events district wide.
Budget Impact:
Additional/New Funding Required
Projected Cost:
400.0000
Funding Justification:
There is a list of 22 classrooms that need to
be converted. With a goal to have all the
rooms converted.
Means of Assessment:
Develop training on the use of media
equipment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Develop training on the use of media
equipment in technology-enhanced
classrooms, media equipment for classroom
use, and policy and procedures for faculty
and IMS staff.
11/09/2011 - Training was conducted throughout
the year with a concentration during faculty
development weeks.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Training of faculty and staff in the use of
technology.
Task Description:
Develop workshops during faculty
development week, one-to-one training,
providing hand-outs on step-by-step on how
to use technology-enhanced classrooms.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
3500.0000
Funding Justification:
Materials need to give facutly and staff to
help them remember how to use the
equipment and how to contact the IMS
Center for assistance.
Planning - Instructional Media Services Improve technology for classroom use and
special events (2011-2012) - Research and
coordinate the implementation of
technology-enhanced classrooms with
emerging instructional technologies, and
functional equipment for classroom or
special event use.
Outcome Types:
2011 - 2012
End Date:
05/31/2012
Outcome Status:
In Progress
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
Planning - Instructional Media Services Provide training to faculty and staff on
technology equipment (2011-2012) Provide ongoing training to faculty and staff
utilizing technology to achieve their
objectives, and policy and procedures for
use of media equipment.
Outcome Types:
2011 - 2012
Outcome Status:
In Progress
01/12/2012 11:58 AM
Means of Assessment:
Conduct a survey of faculty for feedback on
current rooms. Research new equipment,
and develop plan for implementation.
Assessment Tool:
Department/Area Report
Task Name:
funding
Task Description:
Present proposed room layout and cost
estimate to IT Committee for approval and
funding.
Budget Impact:
Additional/New Funding Required
Projected Cost:
550000.0000
Funding Justification:
To convert 30 rooms to technologyenhanced classrooms.
Means of Assessment:
Develop training on the use of media
equipment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Develop training on the use of media
equipment in technology-enhanced
classrooms, media equipment for classroom
use, and policy and procedures for faculty
and IMS staff.
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Outcomes
Budget Account Number:
11000-52115
Person(s) Responsible:
Nancy Gamez
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
Task Name:
Training of faculty and staff in the use of
technology.
Task Description:
Develop workshops during faculty
development week, one-to-one training,
providing hand-outs on step-by-step on how
to use technology-enhanced classrooms.
Planning - Instructional Resources and
Technology - Increase in-house productions
(2010 - 2011). - Increase in-house
productions for the weekly television
programming; increase of three programs
by the end of 2009.
Outcome Types:
2010 - 2011
Start Date:
09/01/2008
End Date:
08/13/2010
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Dr. Jenny Giron
Means of Assessment:
The objective will be met with the completion
of one pilot program per series and a
production calendar for each of the three
series.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Complete the pilot programs and production
calendar to be ready for full production by
the end of 2009. Baseline: Make needed
modifications to be prepared for full
production.
Planning - Instructional Resources and
Technology - EPIC Cable Collaborative
membership participation (2010 - 2011). Increase the EPIC Cable Collaborative
membership participation on scheduled
productions. Schedule two programs in the
new EPCC television studio by the end of
Means of Assessment:
Present project to the Cable Collaborative
group for approval.
Assessment Tool:
External Report
Standard - Criteria for Success:
Completion of two programs as a
01/12/2012 11:58 AM
Results
Task Name:
Identify Faculty and Staff
Task Description:
Identify faculty and staff to develop TV show
ideas and work with EPCC-TV staff.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
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Outcomes
2009.
Outcome Types:
2010 - 2011
Start Date:
03/14/2008
End Date:
03/11/2011
Outcome Status:
In Progress
Budget Account Number:
11000-52146
Person(s) Responsible:
Jenny Giron
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
collaborative venture. Baseline: Broadcast
two EPIC TV collaborative programs.
Task Name:
EPIC TV Collaborative Group
Task Description:
Provide the EPIC TV Collaborative group the
opportunity to meet regularly and jointly
produce two television programs.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Instructional Resources and
Technology - Review and assess the
relevancy or currency of leased TV
programs (2010 - 2011). - Review and
assess the leased TV programs by the end
of 2009.
Outcome Types:
2010 - 2011
Start Date:
08/29/2008
End Date:
11/05/2010
Outcome Status:
Met
Budget Account Number:
11000-52136
Person(s) Responsible:
Dr. Jenny Giron
Means of Assessment:
Conduct a study to identify outdated
programs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Complete study and identify needed
programming. Baseline: Current programs
have shown poor playback and broadcast
quality due to age and content. New
programs will be identified to provide
updated and current information.
Planning - Instructional Resources and
Technology - Staff trained in digital
Means of Assessment:
Once the new digital equipment is installed
01/12/2012 11:58 AM
Results
Task Name:
TV Program Committee
Task Description:
EPCC-TV staff and AVP, Instructional
Resources & Technology have reviewed and
assessed the leased programs to ensure for
current information.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
30000.0000
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Page 8 of 52
Outcomes
equipment (2010 - 2011). - To have the
EPCC-TV staff fully trained by 2009 in the
use of digital equipment.
Outcome Types:
2010 - 2011
Start Date:
12/12/2008
End Date:
09/17/2010
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Dr. Jenny Giron
Means of Assessment & Standards Results
Criterion for Success / Tasks
at the new TV studio, a study will be done to
determine training needs for the design of a
digital equipment training plan.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
The production staff will be cross-trained to
increase and improve their digital equipment
operation knowledge. The production staff
will be sent out-of-town for training as
needed. The Digital Equipment Plan will
identify the staff member's strengths and
weaknesses. Baseline: Each one of the
producers will have a specialized area and
conduct his own training.
Recommendation & Follow-Up
Task Name:
Training
Task Description:
Identify appropriate training for EPCC-TV
staff and encourage participation in releant
conferences and seminars.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - IT Security - Red Flag Rule
Compliance Program (2009-2010) - Achieve
complete compliance with the Red Flag
Rule as part of the Fair and Accurate Credit
Transactions Act (FACT Act) of 2003;
integrate actions with other EPCC
information security awareness initiatives;
and promote departmental awareness
programs.
Outcome Types:
2009 - 2010
2010 - 2011
01/12/2012 11:58 AM
Means of Assessment:
Incorporate exisiting policies and procedures
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
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Outcomes
2011 - 2012
Start Date:
12/10/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75205
Person(s) Responsible:
Richard Buller
01/12/2012 11:58 AM
Means of Assessment & Standards Results
Criterion for Success / Tasks
Means of Assessment:
Identify relevant red flags.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Means of Assessment:
Procedures to detect red flags
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Means of Assessment:
Appropriate responses to red flags
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
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Recommendation & Follow-Up
Page 10 of 52
Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Means of Assessment:
Periodic updating of the program
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Means of Assessment:
Administering the Program
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
Results
Recommendation & Follow-Up
11/23/2009 - Efforts to achieve a successful start
to the program, to find a functional area (Student
Services - Admissions, Financial Aid, Personnel or all) to take responsibility for the implementation
and operation (including training of staff) for this
identity theft program, did not produce an area
willing to participate.
Result Type:
Unsatisfactory
Recommendation Status:
2 - Action Plan Documented
11/23/2010 - First and second
attempts did not develop a
functional area administrator to take
ownership of the program.
Action: Refresh all areas with the
requirements and encourage an
administrator to take the lead in
marketing the program and
developing the "Red Flags"; then
developing the training program and
implementing it within their area.
Means of Assessment:
Other legal requirements
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completely implemented with all employees
aware and regularly refreshed on the
requirement of the program. Baseline: At
initiation, no department or program in EPCC
is in compliance, some because they have
not begun their review of business
processes to identify "red flags" and potential
vulnerabilities.
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Name:
Adapt the Program
Task Description:
Adapt the program to provide oversight to
new threats as business process change.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Funding Justification:
August 2010
Task Name:
Approved Policy
Task Description:
Produce a Board of Trustee-approved policy
and monitoring plan for the ongoing
program.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Assess Effectiveness
Task Description:
Assess effectiveness with supervisors via an
annual audit of practices and training
provided.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Find a functional area sponsor
Task Description:
Information Security is not to be in the lead
for the Red Flags Rule Program. Functional
areas where face-to-face service to
customers must take ownership and operate
the program.
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Budget Impact:
No Funding Needed
Task Name:
Possible Identity Theft
Task Description:
Determine which indicators of possible
identity theft are available to alert
employees.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Potential Points
Task Description:
Identify all potential points of vulnerability in
work processes in every department and
program.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Task Name:
Training
Task Description:
Train all staff to recognize the red flags and
provide continous awareness training.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Planning - IT Security - Enhance Banner
Security Administration (2011-2012) Distribute Banner security administration to
the module owners for Finance, Financial
Aid, Personnel and Student. Validate all job
description-based authorizations.
01/12/2012 11:58 AM
Means of Assessment:
Degree of collaboration and communication
occuring between module Banner
administrators.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
05/19/2011 - Data Owners are supportive of this
project. With the proof of concept, accomplished
with Financial Aid, successfully completed Finance
module will be next. There support was
fundamental for the success of this project.
Result Type:
Satisfactory
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Outcomes
Outcome Types:
2011 - 2012
Start Date:
08/29/2014
Outcome Status:
New
Budget Account Number:
75205
Person(s) Responsible:
Richard Buller
Means of Assessment & Standards Criterion for Success / Tasks
All module-exclusive account creations,
modifications, and terminations are
accomplished by module Banner
administrators. Cross-module requests are
approved and serviced in a timely manner.
Results
Recommendation & Follow-Up
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Gain Module Owner's approval for the
project.
Task Description:
Write and distribute the implementation plan
and associated operating policy.
Once approved, designate the order of
module implementation.
Arrange for module administrators staffing.
Train in the Banner Security Administration
tools.
Train in request form imaging.
Assess, by module, on quarterly intervals.
Budget Impact:
No Funding Needed
Task Name:
Gain support of the four Data Owners:
Finance; Financial Aid; Personnel; Student
Task Description:
It is requisite that the Data Owners
appreciate the value and need of this
rehabilitation of Banner access security.
Budget Impact:
No Funding Needed
Planning - IT Security - Microsoft
SharePoint Platform Environment - (20102011) - Develop instruction on Permissions
Management for Site and Site Collection
Owners. Provide policy for governance and
then monitoring to ensure compliance.
Outcome Types:
2010 - 2011
01/12/2012 11:58 AM
Means of Assessment:
Progress will be measured on a project
basis. Success is achieved when
serviceable enhancements are released to
users, placed into service and value is
added to the business process.
Assessment Tool:
Department/Area Report
05/19/2011 - All governance documentation is
drafted and reading for staffing/comment.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
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Outcomes
2011 - 2012
Start Date:
10/31/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75205
Person(s) Responsible:
Richard Buller
Means of Assessment & Standards Results
Criterion for Success / Tasks
Standard - Criteria for Success:
Projects are delivered and implemented and
the using customer declared the new product
to be beneficial to their mission. Baseline:
Phase 1 developed MS SharePoint for the
EPCC instructional area. Phase II enhanced
the environment with Microsoft LIVE@edu
and a basic administrative configuration
Task Name:
EPCC Information Technology
Task Description:
Present the Goverance policies to the
SharePoint Administrator for distribution to
all users.
Build a Permissions Management FAQ and
knowledge base for customers.
Budget Impact:
Additional/New Funding Required
Planning - IT Security - Business Continuity
and Disaster Recovery Planning (20112012) - Provide the supported departments
the knowledge to plan the continuance of
their business processes in the event of a
natural or man-caused disaster.
Outcome Types:
2011 - 2012
Start Date:
08/31/2018
Outcome Status:
New
Budget Account Number:
75205
Person(s) Responsible:
Richard Buller
Means of Assessment:
.
Standard - Criteria for Success:
Supported department or program has
developed their Continuity of
Operations/Disaster Recovery planand
practiced it at least once during the
academic year.
Planning - IT Security - Log Management
Program (2011-2012) - Acquire Log
Management and Security Event and
Incident Management Software, then
Means of Assessment:
Purchase Log Management software
Assessment Tool:
Budget Data
01/12/2012 11:58 AM
Recommendation & Follow-Up
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Outcomes
provide active monitoring of network traffic
to identify violations of policy and provide
corrective action to prevent recurrence.
Outcome Types:
2011 - 2012
Start Date:
08/30/2013
Outcome Status:
New
Budget Account Number:
75205
Person(s) Responsible:
Richard Buller
Planning - IT Security - Risk Management
Services (2011-2012) - Build a Risk
Management Service to support risk
assessment, analysis and management at
the department level.
Outcome Types:
2011 - 2012
Start Date:
08/31/2017
Outcome Status:
New
Budget Account Number:
75205
Person(s) Responsible:
Richard Buller
Means of Assessment & Standards Criterion for Success / Tasks
Standard - Criteria for Success:
Complete the procurement action and
implement the software.
Means of Assessment:
Design and implement monitoring activities
Standard - Criteria for Success:
Review logs daily and take the necessary
corrective actions.
Results
Recommendation & Follow-Up
Means of Assessment:
Build a prioritized list of departments. May
solicit "early adopters" or volunteer
administrators to participate first.
Standard - Criteria for Success:
Engaged all departments and programs.
Planning - IT Security - Information Security
Governance (2011-2012) - Develop and
publish the governance, the standards and
rules that apply to the protection of
information throughout the District.
Outcome Types:
2011 - 2012
Start Date:
08/31/2012
Outcome Status:
In Progress
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Budget Account Number:
75205
Person(s) Responsible:
Richard Buller
Planning - IT Systems Application - EDI
TREX High School Transcript (2009 2010). - Modify existing code to load High
School Transcript data to Banner Tables.
Work with Texas high schools and
successfully execute the transfer of high
school student records.
Outcome Types:
2009 - 2010
Start Date:
12/16/2011
End Date:
12/16/2011
Outcome Status:
Met
Budget Account Number:
11000-75207
Person(s) Responsible:
Gary Chacon
Means of Assessment:
Successful electronic data exchange
between EPCC and area High Schools.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
A full time Programmer Analyst was
assigned to support the EDI project and
servers as a liason in working with area high
schools.
Planning - IT Systems Application - Web
Payment Software by TouchNet (2009 2010). - The SCT SunGard PCI compliance
support ended spring of 2010 and Touchnet
software was acquired to support Web
Payment for student registration and also to
comply with payement card industry (PCI)
regulations.
Means of Assessment:
Provide the necessary functionality for easeof-use automated web payment and loan
processing.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Enhance automation of student web
payments and loans. No baseline.
Outcome Types:
2009 - 2010
01/12/2012 11:58 AM
04/27/2011 - Successful electronic data exchange
between EPCC and area high schools has been
establish.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Programmer Analyst
Task Description:
Requesting institutional funding for full-time
Programmer Analyst to continue working on
EDI projects beyond July 31, 2009.
Budget Impact:
Additional/New Funding Required
Projected Cost:
38000.0000
Funding Justification:
Support Texas DOE EDI mandate.
04/27/2011 - The implementation of a web
payment Software by TouchNet along with our IT
staff was successful (2009 - 2010). SCT SunGard
PCI compliance support ended spring of 2010 and
Touchnet software was implemented to support
student online web payments. Students and
employees are able to make payments online as
needed.
Result Type:
Satisfactory
Recommendation Status:
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Outcomes
Start Date:
02/01/2010
End Date:
02/01/2010
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
Gary Chacon
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
0 - No Action Plan Necessary
Task Name:
Purchase and Implement
Task Description:
Purchase software and implement.
Budget Impact:
Additional/New Funding Required
Projected Cost:
150000.0000
Planning - IT Systems Application - People
ADMIN Reporting Database (2009 - 2010). Implement a reporting database for
administrative reporting from data in the
people ADMIN Remote System.
Outcome Types:
2009 - 2010
Start Date:
05/31/2010
End Date:
05/31/2010
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
Gary Chacon
Means of Assessment:
Provide the necessary functionality for "AD
HOC" reporting from the people ADMIN
Database. Provide the necessary
functionality.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Provide reporting functionality. No baseline.
Planning - IT Systems Application SCT/SUNGARD BANNER Version 8 (2009
- 2010). - Upgrade Banner version 7 to
version 8 on all functional modules.
Outcome Types:
2009 - 2010
Start Date:
03/19/2010
Means of Assessment:
Establish upgrade plan to include a test
instance and the production Banner
environment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Enhance the Banner functionality through a
01/12/2012 11:58 AM
Results
09/01/2010 - People ADMIN Reporting Database
(2009 - 2010). : Implemented a reporting database
for administrative reporting from data in the people
ADMIN Remote System.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Purchase and Install
Task Description:
Purchase and install a server to host the
people ADMIN Reporting Database with
interactive interfaces.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
12/06/2011 - Large enterprise conversion upgrade
from version 7 to version 8 was successful. A
team which consisted of IT Systems support staff
and department functional users tested in a
developement environment and implemented the
SCT SunGard version 8 on a production
environment.
Result Type:
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Outcomes
End Date:
03/19/2010
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
Gary Chacon
Planning - IT Systems Application - SAS
Business Intelligence (2009 - 2010). Implement the SAS Business Intelligence
Program to include cube design, portal
delivery and web reporting through one
centralized repository.
Outcome Types:
2009 - 2010
Start Date:
06/30/2010
End Date:
10/25/2010
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
Gary Chacon
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
version grade with minimal interruption of
service to the college community.
Results
Recommendation & Follow-Up
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Upgrade a Test
Task Description:
Upgrade a test instance with Banner 8 and
test with the functionality user community,
compile forms and custom programmers to
assure error free results. Set a timeline for
testing and signoff from programming and
user groups. Upgrade the production
environment.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Means of Assessment:
Establish a program that will enhance
tracking of student success through a web
portal reporting process.
Assessment Tool:
Institutional Research Data
Standard - Criteria for Success:
Provide the necessary reporting functionality
throughout all the college areas. No
baseline.
12/06/2011 - SAS is now providing reporting
needs to EPCC staff that are working with Bill and
Melinda Gates DEI grant project and the College
Readiness program
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Implement SAS Business Intelligent
Software
Task Description:
Implement SAS Business Intelligent
Software through a web based portal.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
47238.0000
Funding Justification:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Provide the data for DEI grant funding.
Planning - IT Systems Application - Banner
Upgrade 8.2 to 8.3 (2010-2011) - Upgrade
Banner in order to be compatible with the
latest version of SCT, Financial Aid, and
TCC software versions.
Outcome Types:
2010 - 2011
Start Date:
03/20/2011
End Date:
03/20/2011
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
IT systems applications staff and Banner
functional users
Means of Assessment:
Test all Banner modules with Department
users and satisfy any descepancies with
testing outcomes.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Comply with the latest version of Student
and Staff reporting requiements and
enhance the Banner functionality through a
version upgrade with minimal interruption of
service to the college community.
Planning - IT Systems Application - SACS
web portal (2011 - 2012). - Develop a SACS
web portal for the 2012 SACS faculty
credentialing process. Utlilzing SharePoint
to exract faculty credential documents in
order to provide a web and remote access
option for the SACS reveiw members.
Outcome Types:
2011 - 2012
Start Date:
02/01/2012
Outcome Status:
In Progress
Budget Account Number:
Means of Assessment:
Provide secure access to SACS related
documents through a web portal.
Assessment Tool:
Program Review Data
Standard - Criteria for Success:
The SACS web portal will provide easy
access to authorized personnel. Baseline:
web portal has been generated and is being
updated by EPCC SACS stakeholders.
01/12/2012 11:58 AM
12/06/2011 - Banner 8.3 was implemented with
minmal service interruptiona and met its go live
production time lines.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Banner Upgrade plan
Task Description:
Setup a test environment for testing.
Coordinate user testing and resolve any
descrepanices in a timely manner. Upon
stakeholder approaval, the conversion will
scheduled and implemented
Budget Impact:
Rollover/Maintain Current Funding
12/06/2011 - The SACS Faculty Roster is currently
in Production mode and is being tested for quality
assurance.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
SACS Web Portal
Task Description:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
75207
Person(s) Responsible:
Gary Chacon IT systems Manager
Continue to develop and enhance the SACS
web portal with required links and
documents for SACS review committee.
Budget Impact:
Rollover/Maintain Current Funding
Planning - IT Systems Application - Banner
system hardware upgrade (2010 - 2011). Install and convert to new server hardware
in order to continue to stay current with
Oracle software database upgrades and
ERP Banner upgrades.
Outcome Types:
2010 - 2011
Start Date:
10/31/2011
End Date:
10/31/2011
Outcome Status:
Met
Budget Account Number:
75207
Person(s) Responsible:
Gary Chacon IT Systems Executive Director
Means of Assessment:
Hardware will provide effcient performance
for EPCC Banner users.
Assessment Tool:
Student Related Data
(Tracking/Performance)
Standard - Criteria for Success:
The standard will be to provide EPCC
Banner users with the highest quality of
service and response time. The Baseline for
this project is in test phase. Servers are up
and our database administrators are loading
test databases for user testing.
Planning - IT Systems Application - Banner
Flex Registration implementation (20112012) - Install and implement the Banner
Flex Registration module in order to provide
Continuing Education students a web based
registration solution.
Outcome Types:
2011 - 2012
Start Date:
09/01/2012
Means of Assessment:
Identification of all required online
registration needs and to meet CE online
student services demand.
Assessment Tool:
Enrollment Data
Standard - Criteria for Success:
Purchase Flex registration module to serve
EPCC's continuing education online
requirements in order to improve student
01/12/2012 11:58 AM
Results
Recommendation & Follow-Up
11/30/2011 - The conversion from old servers to
new servers was successful and the new
hardware provides a much improved response
time.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Banner system hardware upgrade
Task Description:
Servers will be puchased and installed. Data
base administrators will load test database
for EPCC users to throughly test. Signoff
from stake holders on test results.
Budget Impact:
Rollover/Maintain Current Funding
12/06/2011 - Implement latest version in order to
comply with IT standards.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
12/06/2011 - Currently have Flex registration
installed but need to upgrade because it has too
many flaws and SCT Sungard has a new version
that resolve most of the issues. We are scheduling
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Outcome Status:
services.
In Progress
Budget Account Number:
11000-75006
Person(s) Responsible:
IT systems Manager, Assistant Registrar for Task Name:
Banner Flex Registration implementation
CE
Task Description:
Install and Implement the Banner Flex
Registration module. Work with key
stakeholders to test and satisfy EPCC
business process and quality assure results.
Budget Impact:
Additional/New Funding Required
Projected Cost:
120000.0000
Funding Justification:
Initial purchase price and renewal costs.
Planning - Library Technical Services (IT) On-line Training (2011-2012) - Attain skills
for managing Library System.
Outcome Types:
2011 - 2012
Start Date:
02/01/2011
End Date:
08/31/2012
Outcome Status:
New
Budget Account Number:
11000-75401
Person(s) Responsible:
Lori Hoefner
Means of Assessment:
Individual will acquire and employ learned
skills
Planning - Library Technical Services (IT) Ad Hoc Requests (2011-2012) - Day to day
activity, meeting user needs as they arise
Outcome Types:
2011 - 2012
Means of Assessment:
Meet users' needs, help resolve problems
01/12/2012 11:58 AM
Results
Recommendation & Follow-Up
an upgrade to the new version in Spring 2012.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
seek and evaluate training opportunities
Task Description:
seek and evaluate training opportunities online, at IUG, and what can be brought inhouse. Possibly include staff from Library
Technical Services.
Budget Impact:
Rollover/Maintain Current Funding
Task Name:
remain sensitive and responsive to users'
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Start Date:
09/01/2011
End Date:
08/31/2012
Outcome Status:
In Progress
Budget Account Number:
11000 75401
Person(s) Responsible:
Lori Hoefner
needs, requests, problems
Task Description:
Respond to user requests and problems
promptly. Explain what - if anything - was
irregular about our process. Plan, outline
and recommend changes when necessary.
Budget Impact:
Rollover/Maintain Current Funding
Planning - Library Technical Services (IT) Spanish language equivalent catalog 2009
& 2011 - With guidance of Librarians and
help of Web Development Team, construct
a Spanish language catalog that is
equivalent to the current catalog which is in
English
Outcome Types:
2009 - 2010
2010 - 2011
Means of Assessment:
Vet the Spanish language catalog through
Spanish speaking librarians until it is ready
for presentation to students and library
patrons.
End Date:
06/01/2010
Outcome Status:
Met
Budget Account Number:
75405
Person(s) Responsible:
Hoefner, Hollis, Vilca
Planning - Library Technical Services (IT) Overhaul Library Catalog (OPAC - Online
Public Access Catalog) 2009 & 2011 Update catalog to EPCC web standards
and latest version available from Library
Automation Vendor (Innovative Interfaces,
Inc. or III)
Outcome Types:
2009 - 2010
2010 - 2011
End Date:
01/12/2012 11:58 AM
Results
Recommendation & Follow-Up
11/09/2011 - Students and patrons have option to
utilize Spanish language OPAC - On-line Public
Access Catalog
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
coordinate efforts with WebDevelopment
staff and librarians
Task Description:
Regular meetings to request changes,
evaluate changes, further refine.
Budget Impact:
Rollover/Maintain Current Funding
Means of Assessment:
Coordinate efforts with Web Development
staff and Librarian before presentation to
students and library patrons.
11/09/2011 - Revised, more modern OPAC now
available for students and library patrons
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
coordinate Web Development staff and
librarian for appropriateness and efficacy
Task Description:
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Outcomes
01/08/2010
Outcome Status:
Met
Budget Account Number:
75405
Person(s) Responsible:
Hoefner, Hollis, Vilca
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
Meet regularly to request and evaluate
modifications to OPAC
Budget Impact:
Rollover/Maintain Current Funding
Planning - Library Technical Services (IT) Sierra 2011 - migrate Millennium data to
Sierra data format
R0050875 in amount of $44,944 from
account 75006 (org.)- 71470 (acct)
initiate hosting services
Outcome Types:
2011 - 2012
Start Date:
08/01/2012
Outcome Status:
New
Budget Account Number:
75404
Person(s) Responsible:
L Hoefner
Means of Assessment:
Has libary data migrated?
Is hosting in place?
Planning - Library Technical Services (IT) Encore 2011 - purchase and install Encore
Synergy from III
introduce to librarians, internal trainers from
TRC, faculty in turn before release
phased release to students: allow gradual
and voluntary shift away from traditional
Means of Assessment:
Is Encore-based searching an option for
students and library patrons?
01/12/2012 11:58 AM
Results
Task Name:
Generate PO, sign contract, get scheduled
for migration, hosting will follow
Task Description:
work with Purchasing dept to generate PO,
get contract signed by October 31, 2011 to
take advantage of discounts. Signed
contract will put EPCC on a schedule for
migration. Once data is migrated, hosting
will begin.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
44944.0000
Funding Justification:
Current server in need of $17,000 upgrade
which will only carry us one year further.
Discounts available if EPCC 'early
implements' by moving to Sierra platform by
Oct 31.
Task Name:
arrange Integrated Technology cmt funding,
schedule Encore installation
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Outcomes
R0050877 - requested funds from
Integrated Technology Committee
10/11/2011
Outcome Types:
2011 - 2012
Start Date:
03/09/2012
Outcome Status:
New
Budget Account Number:
75405
Person(s) Responsible:
L Hoefner
Planning - Media Production - Increase InHouse Productions (2010-2011) - Increase
in-house productions for the weekly
television programming; increase of three
programs by the end of 2010.
Outcome Types:
2010 - 2011
Start Date:
08/13/2010
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Pat Ebert & Raul Muñoz
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Description:
Awaiting contact by ITC, requisition requires
only ITC budget number. III will schedule
Encore for EPCC, then have a 'launch' event
to introduce librarians and staff to product.
Plan and schedule Encore option
presentation to students and library patrons.
Budget Impact:
Additional/New Funding Required
Projected Cost:
17850.0000
Funding Justification:
Encore makes searching more efficient and
intuitive for students. Purchasing Encore
with Sierra can result in cost savings.
Means of Assessment:
The objective will be met with the completion
of one pilot program per series and a
production calendar for each of the three
series.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: Make needed modifications to be
prepared for full production. Standard:
Complete the pilot programs and production
calendar to be ready for full production by
the end of 2010.
11/09/2011 - Provided producers with new Apple
editing computers.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Identify Faculty and Staff
Task Description:
Identify faculty and staff to develop TV show
ideas and work with EPCC-TV staff.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Planning - Media Production - EPIC Cable
Collaborative Membership Participation
(2010-2011) - Cooperate with other
members of the El Paso Educational
Television Collaborative by facilitating the
production of television programs. Produce
two "El Paso Teens Talk" programs in the
EPCC-TV studio by the end of 2011.
Outcome Types:
2010 - 2011
Start Date:
03/11/2011
End Date:
10/26/2011
Outcome Status:
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Pat Ebert & Raul Muñoz
Means of Assessment:
The programs will be recorded, edited and
distributed for public viewing through the
EPIC cable channel.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: (We're right here, having rounded
third and crossed home plate.) Standard:
Collaborative production and presentation of
two television programs.
Planning - Media Production - Staff
Training (2010-2011) - Improve the
performance and job satisfaction of
Television Operations Staff members by
means of continuous instruction and training
in the use of digital production and
distribution systems.
Outcome Types:
2010 - 2011
Start Date:
08/31/2011
End Date:
08/31/2011
Outcome Status:
Means of Assessment:
Performance of staff members will improve;
quality and quantity of production and
accuracy and efficiency of distribution will
increase.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: Staff members currently perform at
least acceptably. Standard: Staff members'
performance will improve noticeably.
01/12/2012 11:58 AM
Results
Recommendation & Follow-Up
10/28/2011 - Two programs successfully produced 11/09/2011 - Train two TV student
and distributed.
interns to work on the production of
Result Type:
collaboratie programs.
Satisfactory
Recommendation Status:
3 - Follow-Up Documented
Task Name:
Plan, produce and distribute
Task Description:
Persuade other Collaborative members to
participate; decide upon the allocation of
responsibilities; gather and prepare the
necessary workers, equipment and oncamera talent; record, finish and distribute
the program so as to meet or exceed our
usual standards.
Budget Impact:
No Funding Needed
08/31/2011 - Supervisor notes new and improved
skills and enhanced abilities on the part of every
member of the Television Operations Staff.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
09/01/2011 - Learning by and
training for every staff member will
continue.
Task Name:
Training
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Outcomes
Met
Budget Account Number:
11000-52146
Person(s) Responsible:
Pat Ebert & Raul Muñoz
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
Task Description:
Identify appropriate training for EPCC-TV
staff and encourage participation in relevant
conferences and seminars.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Media Production - Review and
Assess the Relevancy of Current Leased
TV Programs (2010-2011) - Review and
assess leased TV programs by the end of
2010.
Outcome Types:
2010 - 2011
Start Date:
11/05/2010
Outcome Status:
Met
Budget Account Number:
11000*52136
Person(s) Responsible:
Pat Ebert & Raul Muñoz
Means of Assessment:
Conduct a study to identify outdated
programs.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Baseline: Current programs have shown
poor playback and broadcast quality due to
age and content. New programs will be
identified to provide updated and current
information. Standard: Complete study and
identify needed programming.
Planning - Media Production Collaboration with instructional departments
(2011-2012) - Increase interaction with
Mass Communications, Drama, Music, and
other instructional programs to create
mutual benefits. Students can gain
experience working and performing in a
Means of Assessment:
Successfully persuade teachers to assign
students to take advantage of EPCC-TV
facilities and production capabilities.
Plan and create television programs
involving students.
Assessment Tool:
01/12/2012 11:58 AM
Results
Task Name:
TV Program Committee
Task Description:
EPCC-TV staff have reviewed and assessed
the leased programs to ensure for current
information.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
30000.0000
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Outcomes
digital television production and
broadcasting environment while EPCC-TV
can get fresh, locally-produced material to
augment its schedule of educational and
entertaining programs.
Outcome Types:
2011 - 2012
Start Date:
08/31/2012
Outcome Status:
New
Budget Account Number:
11000-52146 and 11000-52136
Person(s) Responsible:
Patrick Ebert
Planning - Network Systems - Fax Server
Deployment (2009 - 2010). - Deploy a Fax
Server to increase employee productivity.
The use of a Fax Server can efficiently and
securely send and receive documents
through fax, email, and print devices off the
Internet.
Outcome Types:
2009 - 2010
Start Date:
08/31/2012
Outcome Status:
In Progress
Budget Account Number:
11000-75005
Person(s) Responsible:
Marco Fernandez
01/12/2012 11:58 AM
Means of Assessment & Standards Results
Criterion for Success / Tasks
Department/Area Report
Standard - Criteria for Success:
Baseline: on the one from home plate toward
first base.
Standard: completion of television programs
of sufficient quality for broadcast or
cablecast; and determination by faculty
members that their students received
significant benefits from their experience.
Recommendation & Follow-Up
Task Name:
Pitch the concept
Task Description:
(Continuing with the baseball terminology)
approach faculty members and pitch the idea
of their including in their teaching strategies
some involvement with television production.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Means of Assessment:
Increase employee productivity by
automating fax delivery of user created
documents, reduce cost by eliminating
manual faxing, paper, phone lines, and fax
machines.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completion. Baseline: Fax Server is not
currently used.
Task Name:
Deploy
Task Description:
Deploy to users in a phase approach.
Budget Impact:
No Funding Needed
Projected Cost:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
0.0000
Planning - Network Systems - ASC VoIP
Expansion (2009 - 2010). - Expand existing
VoIP telephone equipment to ASC Building
A (Phase I) as part of its strategy to update
the older voice technology currently in place
at the College.
Outcome Types:
2009 - 2010
End Date:
07/14/2009
Outcome Status:
Met
Budget Account Number:
11000-75005
Person(s) Responsible:
Marco Fernandez
Means of Assessment:
Older voice technology equipment is
replaced.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion of Phase I.
Baseline: VoIP technology currently installed
at ASC Building B.
Means of Assessment:
Utilize existing data network infrastructure.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion of Phase I.
Baseline: VoIP technology currently installed
at ASC Building B.
Means of Assessment:
Better control of calls and cost.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion of Phase I.
Baseline: VoIP technology currently installed
at ASC Building B.
Means of Assessment:
Integration with Microsoft Exchange.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion of Phase I.
Baseline: VoIP technology currently installed
at ASC Building B.
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Results
Criterion for Success / Tasks
Means of Assessment:
Simplified maintenance of VoIP System.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion of Phase I.
Baseline: VoIP technology currently installed
at ASC Building B.
Recommendation & Follow-Up
Task Name:
Deploy
Task Description:
Deploy user's telephone device
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Implement
Task Description:
Implement QoS on network devices.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Installation
Task Description:
Installation of core equipment.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Integrate
Task Description:
Integrate user's voicemail box with Microsoft
Exchange.
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Relocation
Task Description:
Relocation of voice TI circuits for AT&T and
Long Distance Provider.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Network Systems - TM VoIP
Expansion (2009 - 2010). - Expand existing
VoIP telephone equipment to TM Campus
(Phase II) as part of its strategy to update
the older voice technology currently in place
at the College.
Outcome Types:
2009 - 2010
Start Date:
03/22/2010
End Date:
03/22/2010
Outcome Status:
Met
Budget Account Number:
11000-75005
Person(s) Responsible:
Marco Fernandez
01/12/2012 11:58 AM
Means of Assessment:
Older voice technology equipment is
replaced. Utilize existing data network
infrastructure. Better control of calls and
cost. Integration with Microsoft Exchange.
Simplified maintenance of VoIP system.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion of Phase I.
Baseline: VoIP technology currently installed
at ASC Building B.
Task Name:
Install and Inplement
Task Description:
Installation of core equipment. Relocation of
vocie T1 circuits for AT&T and Long
Distance Provider. Implement QoS on
network devices. Integrate user's voicemail
box with Microsoft Exchange. Deploy user's
telephone device.
Budget Impact:
No Funding Needed
Projected Cost:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
0.0000
Planning - Network Systems - Disaster
Recovery (2009 - 2010). - Centralized
backup to include Disaster Recovery,
Remote Site SAN (Storage Area Network)
Technology.
Outcome Types:
2009 - 2010
Start Date:
11/30/2012
Outcome Status:
In Progress
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
01/12/2012 11:58 AM
Means of Assessment:
EPCC off-site hardware and software
secondary solution for minimal downtime
during a disaster.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Designated milestones on the project
roadmap. Baseline: No project plan detailed.
Task Name:
Alternate Site
Task Description:
Establish alternate site and provision with
network services and duplicate servers to
meet the needs developed under the Risk
Management Plan.
Budget Impact:
Additional/New Funding Required
Projected Cost:
400000.0000
Task Name:
Collate Recovery
Task Description:
Collate recovery requirements and apply risk
management principles to design the plan.
Budget Impact:
Additional/New Funding Required
Task Name:
Customer's Staff Transition
Task Description:
Have major exercise of customer's staff
transition to operations under their Business
Continuity Program every two years.
Budget Impact:
Additional/New Funding Required
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Name:
Level Agreements
Task Description:
Collect service level agreements from each
major customer of IT.
Budget Impact:
Additional/New Funding Required
Task Name:
Test
Task Description:
Test each recovery or redundancy capability
each year.
Budget Impact:
Additional/New Funding Required
Planning - Network Systems - Email
Archiving System (2009 - 2010). - Meet
requirements for compliance specified in the
Federal Rules of Civil Procedure. Be able
to support "e-discovery" and recovery of
specific messages to support litigation or
routine College operations.
Outcome Types:
2009 - 2010
Start Date:
08/03/2012
Outcome Status:
In Progress
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
01/12/2012 11:58 AM
Means of Assessment:
Installed system recovers material
requested during the test and validation
phase.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Implementation and successful testing for
the ability to restore or retrieve specific
messages. Baseline: Feasibility of
performing or the time required to perform to
the requirements of a discovery requirement
without this system.
Task Name:
Begin Research
Task Description:
Begin research and list technical
requirements.
Budget Impact:
Additional/New Funding Required
Projected Cost:
97500.0000
Task Name:
Capability is Required
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Task Description:
Emphasize that this capability is required by
law and that failure to implement may draw
contempt of court charges if materials are
required by a court.
Budget Impact:
Additional/New Funding Required
Task Name:
Implementation
Task Description:
Failure to implement such a system will
virtually shut down routine operations as all
resources would be reallocated to answer a
discovery requirement.
Budget Impact:
Additional/New Funding Required
Planning - Network Systems - Disk-to-Disk
Tape Database (2009 - 2010). - EPCC is
moving toward a 24 hour per day availability
requirement and can no longer backup
critical databases and files in the time
available. All backup media must be
encrypted to protect student and
institutional information and any media
leaving the Data Center unencrypted is a
security violation. A D2D2T system will
move an encrypted file to the alternate site
and write the encrypted copy to tape when
convenient. This will greatly improve the
disaster time to recovery and provide the
necessary security and redundancy for our
information.
Outcome Types:
2009 - 2010
End Date:
09/18/2009
Outcome Status:
Met
01/12/2012 11:58 AM
Means of Assessment:
Backups will be completed in the time
allocated. All backups will be encrypted.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completion. Baseline: Collect measurements
of current backups and requirements for
recovery from each customer. Document
with Service Level Agreements.
Task Name:
Disk to Disk
Task Description:
Disk to disk at the alternate site is dependent
on the project for planning and building the
EPCC Alternate Site.
Budget Impact:
Additional/New Funding Required
Projected Cost:
156250.0000
Task Name:
Disk to Tape
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Outcomes
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
Task Description:
Disk to tape, with encryption is the primary
requirement.
Budget Impact:
Additional/New Funding Required
Task Name:
Initial Phase
Task Description:
Initial pahse is to develop recovery
requirements of each computer.
Budget Impact:
Additional/New Funding Required
Planning - Network Systems - Data
Deduplication (2009 - 2010). - Identifying
document and message duplication and
removing duplicates should recover 30
percent or more of our storage capacity and
improve performance of all technology that
locates, moves and processes data.
Outcome Types:
2009 - 2010
Means of Assessment:
Compare the size of files before and after
implementation of the duplication system.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percent of change. Baseline: Current
measurements for space and access times
to recover specific files or messages.
End Date:
09/18/2009
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
Task Name:
First Implement
Task Description:
First implement on file systems being sent to
backup and archival systems. Then
implement on real-time, in-use production
systems.
Budget Impact:
Additional/New Funding Required
Projected Cost:
20000.0000
Planning - Network Systems - Service Desk
(2009 - 2010). - To improve the existing
tracking system of workorders district-wide.
Outcome Types:
2009 - 2010
Means of Assessment:
Accommodation for district in the service
desk area.
Assessment Tool:
Department/Area Report
01/12/2012 11:58 AM
Results
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Outcomes
Start Date:
04/29/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
Planning - Network Systems - Virtualization
(2009 - 2010). - Optimize utilization of
server hardware by virtualizing server
functions on a single computer server.
Implement multiple server functions on a
single server computer until processing
power approaches saturation. Consolidate
by function and do not violate fundamental
rules for virtualization.
Outcome Types:
2009 - 2010
Outcome Status:
In Progress
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Standard - Criteria for Success:
Establish advanced technology within the
Service Desk. No baseline.
Results
Recommendation & Follow-Up
Task Name:
Purchase Software
Task Description:
Purchase software and implement.
Budget Impact:
Additional/New Funding Required
Projected Cost:
60000.0000
Means of Assessment:
Net number of server is reduced. Each
server's CPU has higher utilization. Server
preventive maintenance and repairs are
easier to accomplish. Server configuration
and administration is easier to accomplish.
Server configuration and administration is
easier to accomplish.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Percentage of completion by ASC and by
campus. Baseline: Virtualization is not
currently practiced.
Task Name:
Identify Candidate
Task Description:
Identify candidate standalone towers to be
replaced by blades and rack-mounted
servers.
Budget Impact:
Additional/New Funding Required
Projected Cost:
82766.0000
Task Name:
Identify Servers
Task Description:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Identify servers by function: network
administration, application, storage, email,
etc.
Budget Impact:
Additional/New Funding Required
Task Name:
Insure
Task Description:
Insure all EPCC computers are life-cycle
managed.
Budget Impact:
Additional/New Funding Required
Task Name:
Reallocate
Task Description:
Reallocate as necessary and then put into
regular service.
Budget Impact:
Additional/New Funding Required
Task Name:
Server Functions
Task Description:
Identify server functions to be virtualized.
Build test bed. Place virtualized servers into
production service to test loading.
Budget Impact:
Additional/New Funding Required
Planning - Network Systems - Windows
Live Mail (2009 - 2010). - Implement and
administer Microsoft Live email accounts for
all EPCC students. Link student's Live
accounts with their MS SharePoint portal.
Support a unified communications
environment for students. When
appropriate, end the use of Luminus as the
student email system.
01/12/2012 11:58 AM
Means of Assessment:
Students receive services equal or improved
to that received in the "Smart Start Net"
Luminus environment.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completion of phase and milestones
declared during system design. Baseline:
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Outcomes
Outcome Types:
2009 - 2010
Start Date:
12/30/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
Means of Assessment & Standards Criterion for Success / Tasks
Begin design and plan of implementation.
Results
Recommendation & Follow-Up
Task Name:
Coordination
Task Description:
Coordination with EPCC Instruction.
Budget Impact:
Additional/New Funding Required
Projected Cost:
50000.0000
Task Name:
Identify Technology
Task Description:
Identify technology infrastructure
requirements, including servers, backup,
network devices, administration and
management hardware and software.
Budget Impact:
Additional/New Funding Required
Task Name:
Implement
Task Description:
Implement in production.
Budget Impact:
Additional/New Funding Required
Task Name:
Obtain Advice
Task Description:
Obtain advice and system design
assistance.
Budget Impact:
Additional/New Funding Required
Task Name:
Test and Evaluate
Task Description:
Test and evaluate.
Budget Impact:
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Additional/New Funding Required
Task Name:
Test Bed
Task Description:
Develop the test bed and populate.
Budget Impact:
Additional/New Funding Required
Task Name:
Training Needs Customer
Task Description:
Training needs for each (student) customer.
Budget Impact:
Additional/New Funding Required
Task Name:
Training Needs Managing
Task Description:
Training needs for managing the sytem.
Budget Impact:
Additional/New Funding Required
Planning - Network Systems - Network
Equipment (2009 - 2010). - Replace
obsolete switches with gigabit-capable, fully
manageable switches capale of supporting
digital video, voice and data network traffic.
Outcome Types:
2009 - 2010
End Date:
12/30/2009
Outcome Status:
Met
Budget Account Number:
11000-75006
Person(s) Responsible:
Marco Fernandez
01/12/2012 11:58 AM
Means of Assessment:
All user needs are met with capacity for
expanded services.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Completion. Baseline: Replace all obsolete
network switches and provide network
expansion capabilities.
Task Name:
Identification
Task Description:
Identify all obsolete units. Identify areas
requiring more capacity and/or expansion
than is currently available. Replace and
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
configure units.
Budget Impact:
Additional/New Funding Required
Projected Cost:
69375.0000
Planning - Records Management Trimming Routines for Retention Period
(2011-2012). - This plan will monitor, control
and dispose of electronic records in a timely
manner for all departments in the College
who store records in the SAN server while
complying with the laws and regulations
relating to the retention periods of those
records.
Outcome Types:
2011 - 2012
Start Date:
12/16/2011
End Date:
12/16/2011
Outcome Status:
New
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
01/12/2012 11:58 AM
Means of Assessment:
All eletronic records will be managed in the
same manner as hard copy records. Each
department manages their records from a
control schedule that has been tailored
especially for the needs and requirements of
that department.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
100% Baseline: Gradually work with each
department in the College to move from
paper documents to working with imaged
copy documents in a more efficient manner
while acquiring a savings in paper and other
office supplies.
Task Name:
Records
Task Description:
Each deparment and section that use and
store records and have a control schedule in
place will gradually move from paper
documents to imaged documents on their
systems. Their imaged records will be
stored on servers and will remain there until
they are superseded or they have met their
retention period. A trimming system will
monitor, control and dispose of the records
according to the retention period assigned to
each of those records . All parties in the
department and sections of those
departments will sign-off when records are
disposed and the original of the destruction
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
notice will be kept in the office of the Director
of Records Management.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Records Management Implement SACS Imaging for Deans (2010 2012). - SACS required infomation will be
available on the servers from all imaged
documents imaged by the Deans office
such as Faculty Evaluations and licenses.
Outcome Types:
2010 - 2011
2011 - 2012
Start Date:
12/31/2013
Outcome Status:
New
Budget Account Number:
11000 753000
Person(s) Responsible:
Bonnie Prieto
Means of Assessment:
IT Division has provided RM with scanners
to create scanning stations in all Dean
s office
Assessment Tool:
Department/Area Report
Planning - Records Management - Imaging
Project for Health Clinic (2010 - 2011). Convert paper files used in the Health Clinic
daily operations into imaged view and work
process. Store old records into the College
warehouse.
Outcome Types:
2010 - 2011
Means of Assessment:
Identify records and begin to move paper
records to the Records Warehouse. RM will
return at Dr. Mitchell's request to begin a
plan to capture , image and store patient
records. Train staff in HIPAA laws.
Assessment Tool:
Department/Area Report
End Date:
03/30/2010
Outcome Status:
New
Budget Account Number:
11000-75300
Person(s) Responsible:
Task Name:
Move paper records from Clinic
Task Description:
Identify records, document and store in the
Records Management warehouse. Begining
early 2012, meet wth Dr. Mitchell 's staff to
01/12/2012 11:58 AM
Task Name:
Create scanning stations in all campus
where Deans work.
Task Description:
Meet with each Dean, review all documents,
define on a retention schedule. Create work
flow and install scanners. Provide training.
Budget Impact:
No Funding Needed
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Outcomes
Bonnie Prieto
Means of Assessment & Standards Criterion for Success / Tasks
Recommendation & Follow-Up
start imaging program for the Health Clinic.
Train RM staff in HIPAA rules.
Budget Impact:
No Funding Needed
Planning - Records Management - Bursars
Office (2011-2012) - Imaging Conversion for
Cashiers Document Types: Audit Records,
Accounts Payable and Disbursement,
Banking Records, Ledgers, JE, & Entry
Documentation and Enrollment of
Registration.
Outcome Types:
2011 - 2012
Start Date:
12/16/2011
End Date:
12/16/2011
Outcome Status:
New
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Means of Assessment:
Identify document types .
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Create BDMS Aplication to fit specifications
and create secuity level access.
Planning - Records Management Accounts Payable (2009-2010). Discontinue use of paper. Establish imagng
program to view, work and store records.
Outcome Types:
2009 - 2010
Start Date:
03/05/2010
End Date:
05/07/2010
Outcome Status:
Met
Means of Assessment:
Collect specs from users. Apply their
Control Schedule for proper retention and
comply with legislative laws. Create
program and index fields.
01/12/2012 11:58 AM
Results
Task Name:
Create workflow, train and test plan.
Task Description:
Management meeting to understanding the
need for BDMS imaging support from
Records Management.
Budget Impact:
Additional/New Funding Required
Projected Cost:
3000.0000
Funding Justification:
This is a brand new project for the
Comptroller /Cashier sections using the
technology. No equipment in place.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Inactive records are moved to the
warehouse, the department will now use
digitized system to work, view and store
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
records.
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Task Name:
Develop
Task Description:
Develop maintenance
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Implement Imaging
Task Description:
Implement imaging on TSST7 test
environment, define document types, assign
security, and train.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Outcome
Task Description:
Outcome - physical paper system diminished
and complete use of virtualized records for
staff usage.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Production
Task Description:
Move to production
Budget Impact:
No Funding Needed
Projected Cost:
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
0.0000
Task Name:
Save
Task Description:
Save on SAN
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Scanning
Task Description:
Demo on scanning from Faculty
Accreditation/HR
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Training
Task Description:
Scanner training
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Task Name:
Two Week Test
Task Description:
2 week test, changes on documents types,
index structure
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
01/12/2012 11:58 AM
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
11/09/2011 - Accounts Payable are now 100%
paperless. Using forms on line and storing images
on EPCC servers
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Planning - Records Management - Faculty
Credentials Records/Continuing Education
(2010 - 2011). - To establilsh a shared
relationship of all Faculty Credential in the
college and store them in one BDMS
server.
Outcome Types:
2009 - 2010
Start Date:
01/01/2010
End Date:
02/01/2010
Outcome Status:
Met
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Means of Assessment:
Identification of all desired characteristis for
CE Credential Records use and shared
relationship from HR
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Management meeting to understand there is
a need for BDMS imaging support from RM.
Re-design system per preliminary review.
Programiatic Documenttion (struture,
methods, flow, processes, business rules,
backup) Define user group, define and
impement doc level security for share level
access.
Planning - Records Management - Literacy
Program BDMS Application (2010 - 2011). -
Means of Assessment:
Review Scope of work and quote for
01/12/2012 11:58 AM
11/09/2011 - H/R and Continuing Education are
now storing Faculty Credentials under one BDMS
system. H/R has view rights only to CE F/C.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Relationship established between CE
Credentials and HR
Task Description:
Programatic Documentation (Structure,
Methods, Flow, Processes, Backup. Load
scan drivers, tie software and scanners
together and test. Define user group and
level security and train users. Call all parties
from H/R and CE to review RM plans and
approve them to move forward.
Budget Impact:
No Funding Needed
11/09/2011 - Literacy Program contracted DATA
Source to image their records, we took those
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Outcomes
To be more efficient and organized, books
and other Grant Records were digitized by a
local vendor and then delivered to Records
Management in a PDF format. Records
Managment then created a program for the
Literacy Program to begin to scan and store
thier docments in house.
Outcome Types:
2010 - 2011
Start Date:
12/17/2010
End Date:
02/01/2011
Outcome Status:
Met
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto, Dan Gaytan, Sara Martinez
Planning - Records Management Academic Forms for Counselors @ TM,
NW, RG, VV, MdP (2009-2010). - The
purpose of this project is to eliminate the
need to fax academic records to the
Counselors during the time they are
advising the student.
Outcome Types:
2009 - 2010
Start Date:
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
services from DataXport (vendor).
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Return back feedback to DataXport server
topology that must be delivered for BDMS
AX. Define Document type return and dta
extract defintions. Contact PDS (owner of
POTG server) for training on AX index image
import application. Train back up on how to
do this. Move application to production.
Results
Recommendation & Follow-Up
images from a CD and downloaded to our systems
for storage. Created progeram folr them to scan,
view and store for all future work in this area.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Tasks to be competed
Task Description:
Process work from DataXport, design new
BDMS application to the images, gain
knowledge of AX index image export
application and train backup team. Move into
production.
Budget Impact:
Additional/New Funding Required
Projected Cost:
2450.0000
Funding Justification:
New upgrade to POTG server to provide
access to the POTG data and images to
authorized indeviduals via internet
connection.
Means of Assessment:
Meet with Registrar office and Deans from
each campus so that the counselors can
gain access to student records and advise
them on the spot on line to Registrar
system.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
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Outcomes
04/02/2010
End Date:
04/30/2010
Outcome Status:
Met
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Means of Assessment & Standards Criterion for Success / Tasks
Means of Assessment:
add scanning stations to the counselors
office, set up stucture and software.
Results
Recommendation & Follow-Up
11/09/2011 - Students are now advised on same
visit with the counselor, the counselor has viewing
access to Reg. records
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Counselor's Offices
Task Description:
All campus Counselor's Offices will make
available CPU and scanner, Assign a
workstation to perform work, Provide
training, Get sign-off
There is need for this technology because
there is a two week delay to retrieve forms
from the Counselor's office to Registrar, in
the mean time the student goes to another
Counselor to get the classes they want.
Create testing on TST7 testing environment,
assign Counselors to security groups, and
provide training.
Replicate the work stations in all Counselor
offices.
The final outcome will provide the needed
academic advising forms online during the
moment the Counselor is advising the
student; providing a speedy, efficient and
accurate advising service to the student.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
Planning - Records Management Warehouse Cooling & Heating (2011-2012)
- Create a temperature controlled
environment for the protection of all types of
records stored in the warehouse, for the
01/12/2012 11:58 AM
Means of Assessment:
Meet with the Director of Physical Plant on
the need for climate control for paper
records, scope of work, and time span of the
work to be done.
11/09/2011 - The warehouse now operates under
temperture controled
Result Type:
Satisfactory
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
duration of the retention period assigned to
the record titles. Physical Plant on Aug.
2010 made an assement of cost with local
contractors and will inform RM when the
work will be done.
Outcome Types:
2011 - 2012
Start Date:
12/16/2011
End Date:
12/16/2011
Outcome Status:
In Progress
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Recommendation Status:
Assessment Tool:
0 - No Action Plan Necessary
Department/Area Report
Standard - Criteria for Success:
The entire warehouse will be properly heated
and cooled. Baseline: Planning stages of
the project, projected time frame before
Summer 2010.
Planning - Records Management - Registrar
/ Continuing Education (2009 - 2010). - CE
Registrar will disconnect from Registrar and
Admissions and will establish itself in the
Continuing Education area.
Outcome Types:
2009 - 2010
Start Date:
02/28/2011
End Date:
05/02/2011
Outcome Status:
Met
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto, Dan Gaytan, Yolanda Ahner,
Sandy Walker, Daryl Hendry, Hazel Silva,
Julie Bustamante
Means of Assessment:
Transfer and create new infrastructure for
the operation of the CE Registra office to the
B Building.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
Create programs, set-up scanning stations,
create control schedule, training provided to
staff, create training manuls and provide
maintenance for continued sucess of project.
01/12/2012 11:58 AM
Recommendation & Follow-Up
Task Name:
Working with Mr. Lobato
Task Description:
Working with Raymound Vilca on the status
of the work in progress.
Budget Impact:
No Funding Needed
Projected Cost:
0.0000
11/01/2010 - The CE Registrar Office has now
moved to the ASC B bulding and under the
Continuing Education VP.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Move all CE Student Record and establish
them under CE area.
Task Description:
Meet with VP of CE, Director of Registrar
and Director of Records Management to
establish the new CE Registrar office under
the Continuing Education Office. Prepare the
new area with infrastructure, equipment and
software.
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Budget Impact:
No Funding Needed
Planning - Records Management - SACS
saccredittiion imaging project - Work with
the H/R accreditation staff to review high
volume scanners, setup scanning station
with IT intrastructure, create workflow to
image all Faculty, Administrators,
Professionals, Liberians, Student Advisors
and Counselors. Additionally, VP
evaluations. Train H/R staff to scan and
index documents. Collect documentation
from list provided by Saul Candelas and
Mary Beth Hann that are required by SACS.
Work with Liz Ryan to include VP
evaulations for SACS review.
Outcome Types:
2009 - 2010
Start Date:
11/15/2011
Outcome Status:
In Progress
Budget Account Number:
11000 75300
Person(s) Responsible:
Bonnie Prieto
Means of Assessment:
Work with various IT teams, H/R and SACS
committee to define and create workflow to
gather all documentation for imaging.
Assessment Tool:
Committee Recommendation
Planning - Records Management Electronic Record Storage/Retention Activate software to store, add retention to
college records that are not banner linked.
Outcome Types:
2011 - 2012
Means of Assessment:
Review best products for electronic records
storage. Product must proform various
functions for managing records, provide
reports, storeage and retention.
Assessment Tool:
Program Review Data
Outcome Status:
In Progress
Budget Account Number:
11000 75300
Person(s) Responsible:
01/12/2012 11:58 AM
Task Name:
Meet on a regular bases to set goals for
each imaging projects.
Task Description:
Bi-weekly meeting with VP/CIO and IT staff
to go over status on imaging projects.
Monthly meetings with SACS team. Select
best scanner to image F/C folders, train H/R
personal and begin to scan all records
required by SACS. Monitor progress with
H/R, assure the scan all documentation by
dead line of Jan. 2012
Budget Impact:
No Funding Needed
Task Name:
Activate Retention Manager
Task Description:
Retention Manager is an SCT product that
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Outcomes
Bonnie Prieto
Planning - Records Management Warehouse Cooling & Heating (2010-2011)
- Create a temperature controlled
environment for the protection of paper
records stored in the warehouse, for the
duration of the retention period assigned to
the record titles.
Outcome Types:
2010 - 2011
End Date:
03/30/2010
Outcome Status:
In Progress
Budget Account Number:
11000-75300
Person(s) Responsible:
Bonnie Prieto
Planning - Technology Resource Center District-Wide Technology Training Services
2009-2011 - The Technology Resource
Center will operate three centers: one at
the VV, the second at RG, and the third at
TM. This is in an effort to increase
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
will store, manage and apply retention to
college records not tied to the banner
application used by EPCC. This product will
be used to store and manage legacy records
from the Registrar Office, Literacy Program
and any record not associated to banner.
Budget Impact:
Rollover/Maintain Current Funding
Projected Cost:
11377.0000
Funding Justification:
Electronic Records Storage for non-banner
records.
Means of Assessment:
Working closely with the Director of Physical
Plant on the time span and design of the
work to be done.
Assessment Tool:
Department/Area Report
Standard - Criteria for Success:
The entire warehouse will be properly heated
and cooled. Baseline: Planning stages of
the project, projected time frame before
Summer 2010.
Task Name:
Work with Physical Plant
Task Description:
Working together with Mr. Lobato and his
staff and HIVAC.
Budget Impact:
No Funding Needed
Means of Assessment:
Training to faculty and staff will increase by
20% and 11 online modules will be
developed.
Assessment Tool:
Department/Area Report
11/24/2010 - Training has increase by 17%.
Online on-demand webinars are available for
faculty or staff to view at their convieniance. The
online modules need to be updated. Everything is
still in progress.
Result Type:
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Page 50 of 52
Outcomes
technology training to faculty and staff.
Combined training methods will be utilized
such as on-demand, web-based training
opportunities that will allow the user to
select training modules; and training will be
delivered 24x7.
Outcome Types:
2009 - 2010
2010 - 2011
Start Date:
08/31/2011
End Date:
08/31/2011
Outcome Status:
In Progress
Budget Account Number:
11000-51005
Person(s) Responsible:
Nancy Gamez
01/12/2012 11:58 AM
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
Satisfactory
Recommendation Status:
Standard - Criteria for Success:
0 - No Action Plan Necessary
Develop a catalog of web-based training
modules and tutorials. Hire appropriate staff.
Baseline: Extensive online module
development occurred in year 2004-05 in
areas such as WebCT training, Flash,
PowerPoint and the use of HorizonLive
webinars. Training in respondus was also
available. Hire 9 additional staff member to
support services.
Task Name:
Teaching Online Courses
Task Description:
Assist with the training of faculty teaching
online courses.
Budget Impact:
Rollover/Maintain Current Funding
11/24/2010 - Training is on-going, with webinar
workshops, face-to-face and one-to-one.
Increased the training faculty and staff obtained by
all methods listed by 17%
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
Task Name:
Training Needs
Task Description:
TRC staff will continue to assess training
needs and develop online tutorials, webbased training in various areas.
Funding Justification:
This will require staff, software and training
to create the online tutorials and web-based
training modules.
Budget Impact:
Additional/New Funding Required
Projected Cost:
164968.0000
Task Name:
Training Software
Task Description:
Continue to support or purchase the
necessary training software.
Funding Justification:
11/24/2010 - New training materials development
started for TracDat, Student Response System
"Clickers", and Smart Classrooms.
Result Type:
Unsatisfactory
Recommendation Status:
1 - Action Plan Needed
11/24/2010 - Purchased Captivate5, Respondus
and renewed memberships to WECT and TxDLS
for training and webinare oppurtunities.
Result Type:
Satisfactory
Recommendation Status:
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Outcomes
Means of Assessment & Standards Criterion for Success / Tasks
Results
Recommendation & Follow-Up
0 - No Action Plan Necessary
Training is required to support the training
software and maintain memberships to
organizations that provide online webinars
for training faculty, and staff.
Budget Impact:
Additional/New Funding Required
Projected Cost:
15000.0000
Task Name:
Web Development Services
Task Description:
Increased Web Development services.
Budget Impact:
Additional/New Funding Required
01/12/2012 11:58 AM
11/24/2010 - No longer under Technology
Resource Center.
Result Type:
Satisfactory
Recommendation Status:
0 - No Action Plan Necessary
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