VICE CHANCELLOR
FOR
IT & CIO
500 WELLS FARGO PLACE
30 EAST SEVENTH STREET
ST. PAUL, MN 55101-4946
ph 651.296.8970
fx 651.296.8488
www.mnscu.edu
MEMORANDUM
Date: August 8, 2007
To:
Leadership Council
From: Ken Niemi
Vice Chancellor for Information Technology and CIO
and
Laura King
Vice Chancellor for Finance and CFO
Subject: Guidance on College/University Spending of FY 08 IT Allocation
The purpose of this memorandum is to provide guidelines for the acceptable spending of each
College/University’s FY 08 special IT funding allocation totaling $5 million for the system. Your
spending allocation should, overall, be consistent with the final legislative language which states:
"This appropriation includes funding for operation and maintenance of the system, including
technology infrastructure improvements to deliver more online programs and services to students "
Also, in order to ensure that the special IT funding allocation is spent in accordance with the Board
of Trustees’ intent, each College or University should allocate this special funding in support of the
appropriate institutional efforts in implementing the 8 key projects proposed in the 08-09 legislative
funding request. These 8 key projects are consistent with the legislative appropriation language and
include: Network and Data Center Modernization, Security Management, Identity Management,
Retooled Administrative Systems, New Technology Architecture, Student Services and Online
Learning, and Faculty Research and Development. Although much of the proposed work on these
projects is carried out at the Enterprise System level, there are many investments and activities in
support of these projects that will need to occur at each College and University. Attachment A
includes the general description of these eight projects which was provided to the Board, the
Governor and the Legislature. Attachment C is a spreadsheet listing the FY 2008 amounts already
distributed to your institution by the Budget Unit.
We have also included as Attachment B a short template which should be completed by each
College/University and returned to the Office of the Chancellor by the end of September, 2007. This
form will clarify and document your institution’s intent to spend the allocated dollars on the various
projects. We have purposely made it as simple and straightforward as possible to minimize the time
it will take to report this information. We will follow up at the end of the fiscal year as well to
confirm your actual accounting of this special IT allocation.
Feel free to contact either of us if you or your staff have any questions.
The Minnesota State Colleges and Universities System is an Equal Opportunity employer and educator.
VICE CHANCELLOR
FOR
IT & CIO
500 WELLS FARGO PLACE
30 EAST SEVENTH STREET
ST. PAUL, MN 55101-4946
ph 651.296.8970
fx 651.296.8488
www.mnscu.edu
ATTACHMENT A
Eight Key IT Projects
Network and Data Center Modernization
The network and data center modernization will provide around-the-clock availability for all learning, research, and
administrative systems. The modernization effort also includes implementing procedures and technologies for
business continuity and disaster recovery.
Security Management
The security management project will ensure that the network, systems, and databases, which currently contain
records for 6.4 million people, are not compromised and that our systems and policies comply with the law and Board
policies related to security and privacy.
Identity Management
The identity management project will enable trusted collaboration and resource sharing between MnSCU institutions
and with K-12, higher education, government and industry. The identity management infrastructure will also allow us
to limit data and system access, both at the system and at the campus level, to those who need it for legitimate
reasons.
Retooled Administrative Systems
The systems currently in use for all faculty, staff and administrators will be migrated to present day technologies in
order to keep running. The system changes will be accompanied by documentation, training, and other support
materials. Tools for reporting and assessment will be greatly expanded to allow better tracking of metrics, including
student success and retention.
New Technology Architecture
A new, flexible technology architecture will enable innovation and preserve the ability of individual institutions to
systematically customize and enhance core, systemwide applications while implementing identified best business
practices and preserving data integrity and systemwide business/academic seamless operations. A modular
architecture will allow us to realize the benefits of economies of scale while still allowing for institutional variation
within an interoperable technology framework.
Student Services & Online Learning
Investments in our online learning and electronic student services will allow us to keep pace with increasing demand
while also expanding access and opportunities for the growing pool of non-traditional learners. Enhancing online
functions will go beyond learning and include online career planning, disability services, advising and business
functions. Around-the-clock help and support for accessing the new online services will also be provided.
Faculty Research & Development
Faculty need help to manage diverse classrooms and support their research and development activities. Severe
funding constraints have prevented us from helping faculty to use existing technology well – much less provide
enhanced technology for their use. Faculty will receive more and better automated tools to help communicate with
students, manage their classrooms and simplify reporting. Faculty will also begin to receive extensive training on
administrative tools as well as eLearning tools.
The Minnesota State Colleges and Universities System is an Equal Opportunity employer and educator.
VICE CHANCELLOR
FOR
IT & CIO
500 WELLS FARGO PLACE
30 EAST SEVENTH STREET
ST. PAUL, MN 55101-4946
ph 651.296.8970
fx 651.296.8488
www.mnscu.edu
ATTACHMENT B
College or University:
Northland Community and Technical College
Total FY 07 special IT Funding allocation:
$102,220
SPENDING PLAN
Enterprise Project Name: Faculty Research & Development
College/University Project Name: Relocate and upgrade TRF ITV classrooms
College/University Project Short Description:
The current Instructional Television (ITV) classrooms have existing technology that is more than 20
years old and reached the end of its useful life. Modern technology will increase efficiency and
allow faculty to utilize innovative practices to manage multiple classrooms from one location.
Relocation will allow a physical setting that enhances the technology upgrades and supports an
optimal student learning environment.
Total Proposed Spending: $40,000
Enterprise Project Name: Network and Data Center Modernization
College/University Project Name: Network Backup System
College/University Project Short Description: The Network is currently backed up at each
campus by a tape drive and running onto multiple tapes. The backup is running all day and night or
waiting for tapes to be changed. Due to the inefficiencies of manually changing tapes, they are
frequently left in the server room next to the server. A Disk Backup system will be implemented at a
satellite office providing off site storage and a more efficient, reliable, backup system for both
campuses.
Total Proposed Spending: $35,000
Enterprise Project Name: Security Management
College/University Project Name: Wireless Security
College/University Project Short Description: Implement a Wireless Security System that will
allow central management and secure wireless access college-wide.
Total Proposed Spending: $20,000
Enterprise Project Name: Student Services & Online Learning
College/University Project Name: Online Student Kiosks
College/University Project Short Description: Implement kiosks that provide students easy
access to online functions such as online bill payments, class registration, schedules, campus
directions, program offerings, etc.
Total Proposed Spending: $7,000
(Repeat as needed for any additional projects)
The Minnesota State Colleges and Universities System is an Equal Opportunity employer and educator.
VICE CHANCELLOR
FOR
IT & CIO
500 WELLS FARGO PLACE
30 EAST SEVENTH STREET
ST. PAUL, MN 55101-4946
Return to Ken Niemi, Vice Chancellor for IT by September 30, 2007
ATTACHMENT C
Minnesota State Colleges and Universities
FY2008 Distribution of $5 million - Information Technology
Initiative
Distribution based on FY2006 Actual FYE
FY2008 Information
Technology Initiative
Institution Name
(FY2006 FYE)
Alexandria TC
77,149
Anoka Ramsey CC
169,125
Anoka TC
59,641
Bemidji SU & Northwest TC-Bemidji
184,734
Bemidji SU
157,540
Northwest TC-Bemidji
27,194
Central Lakes College
87,431
Century College
222,769
Dakota County TC
84,004
Fond du Lac Tribal & CC
44,330
Hennepin TC
135,934
Inver Hills CC
122,932
Lake Superior College
126,509
Metropolitan SU
170,280
Minneapolis College
198,517
Minnesota SC-Southeast Technical
58,784
Minnesota State College
172,068
Minnesota SU Moorhead
253,986
Minnesota SU, Mankato
497,057
Minnesota West College
77,000
Normandale CC
223,812
North Hennepin CC
155,156
Northeast Higher Education District
156,013
Hibbing College
43,809
Itasca CC
37,178
Mesabi Range College
39,823
Rainy River Cc
11,920
Vemilion CC
23,283
Northland College
102,220
Pine TC
15,273
Ridgewater College
117,158
Riverland College
86,090
Rochester College
163,463
Saint Paul College
115,110
South Central College
83,371
Southwest Minnesota SU
139,845
St. Cloud SU
515,013
St. Cloud TC
99,315
Winona SU
285,911
Total
5,000,000
The Minnesota State Colleges and Universities System is an Equal Opportunity employer and educator.
ph 651.296.8970
fx 651.296.8488
www.mnscu.edu