Information Technology
Governance
SEPTEMBER 27, 2013
Agenda
 Review of actions and decisions from previous meeting
 Completed projects since previous meeting
 Questions/Answers for Completed Projects and Status Reports
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(circulated material)
New and Emerging initiatives
Demonstration of the re-designed IT Services website
Update on mobile application roadmap
Review on Model Classroom
High level view of IT Services strategy
IT Services support statistics
Any other business

Next governance meeting
 Review of actions and decisions coming out of this meeting
Actions from previous meeting
Completed Projects
Key Performance Indicators
AV Booking System V2
Automated Password Reset
Banner Finance/AR Upgrade
IT Website Redesign
Laptop and Desktop Refresh
Penticton Environmental Phase I
Preventative Maintenance Application Requirements
Projects in progress – Questions?
Automation of Staffing
Dean’s and Director’s List
Exchange (email) rollout
FAST 4.1
Financial Awards Consortium
SARMS replacement
Service Review
Student Job Postings
Emerging initiatives
OUC Banner Replacement
(Informational – Mitigate Risk)
Document Imaging Server Replacement
(Informational – Mitigate Risk)
Evisions Upgrade (Argos, FormFusion, Intellecheck,
MAPS)
(Informational – Compliance/Support)
Central Data Warehouse (CDW) Extract Process
(Informational – Process improvement)
SARMS Redesign
(Informational – Compliance/Support)
Consent to Release Self Service Channel
(Client initiated)
Demonstration of the revised IT Services website
 History of OC Website
 Prior to April 2013, OC had over 120 separate templates to maintain
 Through the re-design we simplified our template layout and
narrowed that down to only 3
 Objective
 To update IT Services’ current website with up-to-date, useful and
well placed content.
 Benefit

Reduced calls to the helpdesk because self-help information
can easily be found via the website.

Implement and test a new template leveraging “Responsive Web
Design”
Increased accessibility from mobile device ( currently, IT website
only)

Update on mobile application roadmap
 The BlackBerry version of OC Mobile was approved in August and is
now available on BlackBerry10 and Playbook as well as Android and
IOS phones. We also have a Web App version which is accessible via
Chrome.
 Version 3.1 - October 2013

New Features
Bookstore
 Events app
 Contact information for emergency app
 Inside OC public link


Technical Improvements
 Implement Google analytics
Update on mobile application roadmap
 Version 3.2 - December 2013
 New Features
 Program/course calendar app
 Unified calendar (class schedule, events, important dates)
 Staff: College Matters
 Staff: Leave balances (read only)
 IT staff: IT system tools

Technical Improvements


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Use Sencha routes to enable history support; update the Sencha touch SDK
Windows phone development and support
Implement Sencha profiles for better tablet support
Implement OCExpress security for staff access to apps
 Version 3.3 – February 2014

New Features



Push notifications
Update the interface to modern URL (slide technology)
Standard user interface direction
Review on Model Classroom

Create a space on each campus where instructors can gain familiarity with
current educational technologies in use at Okanagan College
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Interactive Whiteboard (Epson Brightlink)
2nd display (for instructor or student use - ie.
backchannel?)
Instructor computer workstation
HDMI connection to displays (with VGA adapter for
older machines)
Wireless connection to display (for
instructor/student laptop, iPad)
Document camera
Videoconferencing capability (BlueJeans, LifeSize)
Webconferencing capability (Blackboard
Collaborate, Teamviewer, Skype)
Lecture capture capability
Sufficient wireless network capacity for entire class
to be using laptops or mobile devices
Information Technology
Strategy
PRESENTATION
Agenda
•Summary of progress
•Strategy Map
•Emerging directions
•Proposed Next Steps
IT Strategy
BACKGROUND AND CONTEXT
Explore
June:
Kick-off
orientation
meetings
October
onward:
Additional
consultation
and draft
writing
July/August
Consultation
with
Stakeholders
July:
Gather
"what we
already
know"
September:
Interim view
Navigate…Discover
Nov/Dec:
Draft
document;
feedback from
governing
groups
March:
Amalgamate
feedback for
Plan
Jan: Draft
Report
communication
End April: IT
Directions
Plan
April:
Approval
by
governing
groups
IT Strategy
MAJOR FOCUS AREAS/THEMES
OUR USERS
Advance student
IT environment
Enable
outreach
Grow Technology
Enabled Learning
Environment
Enable research objectives
PROCESS AND SUPPORT
SERVICES
Enable operational excellence
Technology supported student
success
Secure
Technology
Environment
Leverage
Innovation
ORGANIZATIONAL CAPABILITIES and CULTURE
Be easy to do business
with
Build an IT knowledgeable community
Build Collaborative
relationships
17
Our Users
Theme 1 - Advance Student IT Environment
Developing, supporting and enabling a technology
environment that will foster student productivity, active
communication and collaborative learning.
•Flexibility for BYOD
•Mobile applications roadmap
•Wireless
•Enhance LMS and complementary tools
•Social media strategy - connectedness
•Access to open learning resources
•Student advisory committee for technology
Our Users
Theme 2 - Grow technology enabled environment
Driven by the needs of teachers and learners, building
classroom and virtual environments that enable flexible use of
current learning technologies and can evolve to incorporate
future technologies.
Theme 3 – Technology enabled student success
Using analytics to connect students to supporting resources
(information and people)
Our Users
Theme 4 – Enable applied research objectives
Access to required resources for research purposes and
provide a public face to research activities.
Theme 5 – Technology enabled outreach
Provide new and innovative technology to engage and inform
a broader cross-section of the public and stakeholders about
OC programs, activities, and research
Process and Support Services
Theme 6 - Enable operational excellence
Each and every employee can see the flow of value to the
customer, and fix that flow before it breaks down
Theme 7 - Secure Technology Environment
Promote a secure computing environment balancing the
need for openness and sharing that is essential for learning
Process and Support Services
Theme 8 – Leverage innovation
Continuously seek new technologies and evaluate how and
where they might fit into the organizational needs or add
business value.
Organizational Capabilities and Culture
Theme 9 – Easy to do Business with
Helping faculty, students and staff solve their technology
problems quickly and easily.
Theme 10 – Build collaborative relationships
Meet regularly to exchange direction, ideas and information
regarding issues to address, opportunities and service
approaches
Organizational Capabilities and Culture
Theme 11 - Build an IT knowledgeable community
Assisting people to become comfortable with the concepts, and
operations of available technology, allowing for the knowledge to
choose products appropriately, operate them properly and do
basic troubleshooting when something goes wrong.
Proposed Next Steps
• Present themes and projects at Deans forum
• Seek agreement that continuing with planning process is
advantageous given the time and effort required
• If yes
•
•
•
•
•
Seek agreement on prioritization criteria
Identify workshop participants and facilitators
Design and dry run workshop (TOR)
Conduct workshops
Prepare report
Project Definition - Type of project
Compliance
• Meet regulatory or contractual requirements or to
mitigate high risk
Run the Business
• Do what we do today more efficiently
Grow the Business
• Do what we do today more effectively – today’s
challenges
Transform the Business
• Change the way we do business or change culture
Criteria Options
• Strategic alignment
• Value to students
• Value to employees
• Risk
• Potential for sharing solution
• Impact
• Cost
• Rate 0 – 3
• Potential to add weighting
Support overview
 IT Service Requests
Request Type
Sept 11-12
Sept 12-13
ACM
21
23
Account Maintenance
638
832
Computer & Equipment
97
84
Computer Upgrade
8
172
Duplicate IDs resolved
241
51
IT Request General
5063
5722
Lynda Com Account
220
119
Lab Issues
194
270
Laptop Loans
80
78
Moodle
88
223
Password Reset
3216
2714
Records Storage
116
74
Total
9982
10362
FAQs
Sept 11-12 Sept 12-13
Questions answered on line
400
417
FAQs viewed on line
49,969
246, 235
Current Open Request Count
Networks
Technicians
IT general
IT Request General Sept 11-12
Sept 12-13
Software
820
915
Networks/Telecom
1194
1317
IT Technicians
2212
2574
Admin, Misc
837
916
Total
5063
5722
Any other business
 Next governance meeting
Review Actions and Decisions