ncccs information technology update - creating success · design analysis ncccs requirements, needs...
Post on 02-May-2018
217 Views
Preview:
TRANSCRIPT
NCCCS Information Technology Update
Where are we today and where we’regoing tomorrow
Stephen Reeves, CISSP, CGCIOAVP, CIO Operations and Security
Danny GilchristChief Business Architect - ERP
1North Carolina Community College System
Talking Points
New leadership and division re-organization in Oct. 2016
IT Governance Revamp – New IT Projects and Requirements Oversight
CIS Costing and Sizing
Transition Readiness
ERP Project Update
2North Carolina Community College System
Technology Solutions & Distance Learning
New CIO, Jim Parker, joined the System Office in Sept. 2016
Emphasis on the “I”, or information
IT Division reorganization in Oct/Nov. 2016 to align IT for future efforts.
Established the ERP- PMO to focus on path forward
3North Carolina Community College System
Communications1. Improve communications.
• Consistency - Are we all saying and hearing the same thing?
• Depth – Is the message reaching the people who need to hear it?
• Feedback - How do we enable an appropriate conversation?
2. Broaden the message. Specifically, discuss all systems in our portfolios affecting the colleges.
3. Be efficient and effective. • Respect peoples’ time.
• Meet as much as required but no more than necessary.
• Improve productivity and reduce the coordination required to have two meetings.
4North Carolina Community College System
3/22/2017 5
IT Project and Requirements Oversight
IT Requirements Oversight Council
IT Review BoardChange/Release
Management
Make Available
CCCBDesign Analysis
NCCCS Requirements,Needs & Requests for Change
Design, Build, TestDeploy
Legislation and RegulationPlanning, Programming & BudgetingPortfolio Analysis, Tech RoadmapsResource & Execution Analysis
Agile Methods / Tiger TeamsBusiness Owner Engagement
Make Available
CCCB Recommended Validation & Priority
List
ITROC DecisionPackage
Approved Priority
List
NCCCS IT Projects and Priorities ListIROC 2/27/17
1. ERP RFP Planning/Design
2. Residency Determination Service (RDS)
3. NRS Data Collections and Changes
4. Transition Readiness (TR) ProgramA. Data CleanupB. Platform StabilityC. Solaris 11 Upgrade Support
5. Tuition Remission Report
6. Local Govt. Finance Course – VLC
6North Carolina Community College System
NCCCS IT Projects and Priorities List (cont’d)IROC 2/27/17
7. NC SchoolWorks (P-20W)
8. Integrated Library System RFP
9. Moodle SaaS Hosting RFP
10. Multiple Pathway to High School Equivalency
11. Data Initiative – CE Rewrite
12. College Foundation, Inc. (CFI) Grants Phase 2
13. Tier Funding – Continuing Education
7North Carolina Community College System
IROC Decisions IROC 2/27/17
• Operational Decision Package:• Closed 118 Requests for Change (RFC) (dated before to 1/1/14• Aligned 12 RFCs Under Existing Projects• Accepted 39 RFCs for Future Consideration• Completed/Resolved 28 RFCs
• Moved “NRS Data Collections and Changes” Project from Priority 12 to Priority 3.
• Approved Transition Readiness (TR) Program and Two Supporting Projects.
-Data Cleanup Project-Platform Stability Project
• Approved “Tier Funding – Continuing Education” Project and Assigned Priority to 13.
8North Carolina Community College System
Projects in Process for Future Consideration
• Elevate – IROC process requires additional information before moving this priority forward.
Information needed: Data on the interest by colleges for this platform
Opportunities to pilot at colleges
Timeline to begin and fully implement platform system-wide
Funding required from initial pilot period to full system-wide rollout
• CBAS Enhancement – 3CB has requested submission of the Project Information and Impact forms to initiate the project review process.
9North Carolina Community College System
Distance Learning Updates• ADA Five-Year Compliance Plan UpdateFederal change that moves standard for Section 508 of the
Rehabilitation Act to WCAG 2.0 Level AA, January 17, 2017.
Effective date: March 20, 2017.
Official Compliance Date: January 17, 2018.
• NC-SARA UpdateReciprocity for State Authorization through the SREB Electronic
Campus ends June 30, 2017.
Review Plans to Seek State Authorization from Other States.
NC-SARA applications at http://www.saranc.org/.
10North Carolina Community College System
Distance Learning Updates• Learning Management System Status Blackboard Learn Renewal Contract (Year 2 of 3).
Moodle SaaS Hosting Contract - NCCCS Legal Review/DIT Review.
• Integrated Library System RFP StatusNCCCS Legal Review/DIT Review.
11North Carolina Community College System
February 27, 2017
Executive Summary
College Information System (CIS)
CC Sizing and Costing Project
Outcomes and Recommendations
Project Overview
2/27/2017 14
• Assess CIS Transition Readiness by Analyzing:– Data Integrity (Data match database structure)
– Platform Integrity (Solaris Hardware Status; Infrastructure Status; Physical Security)
– Local Customization
– Local Knowledge, Skills and Abilities (Self-Assessment)
• Detailed Review of 5 Colleges and System Office– Catawba Valley CC
– Central Piedmont CC
– Fayetteville Technical CC
– Rowan-Cabarrus CC
– Surry CC
• Reviewed 53 Colleges Through Scanning Apps & Self-Assessment
• Vendor Provided Its Analysis and Estimate of Effort to Transition a Local (On-Premise) CIS Using SQL Versus UniData DBMS
• Out of Scope– Data Quality: Is the Content Valid and Consistent?
– Local Reports: What Functional Need is Fulfilled and is the Need Recurring?
Based on the Current Colleague ERP and CIS Template
Summary of Findings
2/27/2017 15
• System Maintenance and Security Below Industry Standard [Unexpected]
• IT Staffing and Knowledge, Skills, Abilities (KSA) Insufficient at
Many Colleges to Sustain Needs
• Data Cleanup is Required Regardless of the ERP or Database
• System-wide Reporting Requirements Must be Addressed
• Code Cleanup of CIS Template and Local Customizations
Required for Migration to Non-UniData Database Management
System
• Vetting of Local College Customizations
– What is the Level, Depth and Impact of Local Integration?
0
100
200
300
400
500
600C
olle
ge
- 1
Co
lle
ge
- 2
Co
lle
ge
- 3
Co
lle
ge
- 4
Co
lle
ge
- 5
Co
lle
ge
- 6
Co
lle
ge
- 7
Co
lle
ge
- 8
Co
lle
ge
- 9
Co
lle
ge
- 1
0
Co
lle
ge
- 1
1
Co
lle
ge
- 1
2
Co
lle
ge
- 1
3
Co
lle
ge
- 1
4
Co
lle
ge
- 1
5
Co
lle
ge
- 1
6
Co
lle
ge
- 1
7
Co
lle
ge
- 1
8
Co
lle
ge
- 1
9
Co
lle
ge
- 2
0
Co
lle
ge
- 2
1
Co
lle
ge
- 2
2
Co
lle
ge
- 2
3
Co
lle
ge
- 2
4
Co
lle
ge
- 2
5
Co
lle
ge
- 2
6
Co
lle
ge
- 2
7
Co
lle
ge
- 2
8
Co
lle
ge
- 2
9
Co
lle
ge
- 3
0
Co
lle
ge
- 3
1
Co
lle
ge
- 3
2
Co
lle
ge
- 3
3
Co
lle
ge
- 3
4
Co
lle
ge
- 3
5
Co
lle
ge
- 3
6
Co
lle
ge
- 3
7
Co
lle
ge
- 3
8
Co
lle
ge
- 3
9
Co
lle
ge
- 4
0
Co
lle
ge
- 4
1
Co
lle
ge
- 4
2
Co
lle
ge
- 4
3
Co
lle
ge
- 4
4
Co
lle
ge
- 4
5
Co
lle
ge
- 4
6
Co
lle
ge
- 4
7
Co
lle
ge
- 4
8
Co
lle
ge
- 4
9
Co
lle
ge
- 5
0
Co
lle
ge
- 5
1
Co
lle
ge
- 5
2
Co
lle
ge
- 5
3
Co
lle
ge
- 5
4
Co
lle
ge
- 5
5
Co
lle
ge
- 5
6
Co
lle
ge
- 5
7
Co
lle
ge
- 5
8
Data Cleanup Level of Effort for Template + College
(measured in hours)
Template Data LOE College Data LOE
2/27/2017 16
Findings: Data Integrity
College scans
were not
completed
Total Level of Effort (LOE) for Colleges and TemplateData based on automated data scans
~80% of College Data Issues may be Resolved with CIS Template Changes Made by SO
Data Structure Validation Results
2/27/2017 17
24
17
14
3
High Security Risk
Medium Security Risk
Low Security Risk
Unknown Security Risk
College Risk Ranking
Findings: System Risks
Three College Self-Assessment Surveys Pending
Assessment Based on Status of Solaris Hardware, Infrastructure and Physical Security
High Risk
Medium Risk
Low Risk
Unknown Risk
Recommendations
• Perform Data Cleanup
• Stabilize and Secure the Platform
• Inventory College Reports and Determine
Functional Value - “Out of Scope” for the
Project
• Mitigate Gap of Knowledge, Skills, and
Abilities
2/27/2017 18
1.Transition Readiness Begins Immediately
• Data Cleanup
– Data Quality
– Programmatic Approach
– Manual Approach
– Data Governance
– Data Structure
• Platform Stabilization
– Hosted Linux and Managed Services
2.Enterprise Resource Planning (ERP) RFP
Next Steps
2/27/2017 19
Transition Readiness Program Goals and Guiding Principles
• Achieve acceptable data quality across the 58 and ensure a stable college ERP platform based on Risk.
• Provide Direct Support for most, guidelines and virtual support for some, and instructions for a few.
• Program scope will include, but not limited to:• Data Cleanup
• Platform Stability: O/S, Patches, Network Normalization and DR
• Mitigate KSA gap based on individual college need
• Report utilization and ERP system integration at each College
• Some Colleges will migrate or remain on Solaris based on their situation.
20North Carolina Community College System
2017
Q1 Q2 Q3 Q4
2018
Q1 Q2 Q3 Q4
2019
Q1 Q2 Q3 Q4
2020
Q1
Data Management & Handling System (Pending IROC Process Approval)
Platform Stability
Data Cleanup
Anticipated New ERP RFP
Funding Not
SecuredFully Funded
SO & Colleges Manually Fixing DQ
items from Costing and Sizing
Work w/ DGC to Clarify
Data Cleanup Items
DB Structure
Changes
Continuous
Data Scans
New ERP RFP Ready to Post Evaluation Process, Vendor Awarded Contract, Prototype
Screen & Import
ChangesOn Going Evaluations
DQ Scans
Evaluated
by
SO-RPM
Platform KSA assessment
Network Normalization I*Done Before College PoC’s Network Normalization remaining Colleges
Solaris 11 -
PilotSolaris 11 – Phase I & II
Proof of
Concept
Assess
PoC
Pilot in
Production
Build Business
Case
Java 8
UniData 8.x
UI 5.x
Assess
Pilot
Addressing Platform KSA
DGC: Data
Dictionary
(Expedited
Elements)
Identify
Future DBMS
Identify
OS
Report Inventory &
Utilization Analysis
Identify Cost
Effective DBMS
Build Standard and Custom Reports For New DBMS
Build PoC DBMS
SolutionBuild PoC
using SO
Possible Need: Build Cloud Management Team
Rollout to Colleges Requesting Solution
General
Availability
to All
Colleges
New ERP Begin Deployments
Last updated on 03/07/2017 NCCCS - Transition Readiness Program 21
Transition Readiness - Overview
Contract Service
PoC @ S,M, L
High
Risk
Medium
Risk
Low
Risk
SO Task Assessments
2017
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2018
Jan
Data Management & Handling System
Platform Stability
Data Cleanup
Transition Readiness – Year 1
College
Technical Staff
x1
College
Business Staff
x 1/Bus Funct
System Office
HR / Finance
x 1
System Office
CU / CE / CCR
x1
System Office
RPM
x 1
System Office
CIS HR/Fin
x 1
Platform Knowledge, skills and
ability assessment at colleges
Regular
DQ
Scans
Network Normalization I*Done Before College PoC’s
Solaris 11 - Pilot
Jan ‘18 - Solaris 10
End of Life
Solaris 11 – Phase I & II
System Office
Training
x 1
Build Solution
PoC using SO
PoC @ Small,
Medium & Large
Assess
PoCBuild Business Case
Data Gov
Committee
x 1
TBD - Begin Using
DQ Scripts
Awaiting Resources
from Data Cleanup
Java 8UniData 8.x
UI 5.x
Last updated on 03/07/2017 NCCCS - Transition Readiness Program 22
Work w/ DGC to Clarify Data Cleanup
Items
DB Structure
Changes
Continuous
Data ScansScreen & Import Changes
DGC: Data
Dictionary
(Expedited
Elements)SO & Colleges Manually Fixing DQ items from
Costing and Sizing
Build
Team
Agile
Training
Pilot College in Cloud
Network Normalization remaining Colleges
Addressing Platform Knowledge,
skills and abilities at colleges
Possible Need:
Build Cloud TeamViable Plan for Platform
Stability
System Office
Help Desk
x 1
System Office
CIS Student
x 1
System Office
OS Staff
x 1
College
Technical Staff
x1
College
Business Staff
x 1/Bus Funct
System Office
HR / Finance
x 1
System Office
CU / CE / CCR
x1
System Office
RPM
x 1
System Office
CIS HR/Fin
x 1
System Office
Training
x 1
Data Gov
Committee
x 1
System Office
Help Desk
x 1
System Office
CIS Student
x 1
System Office
OS Staff
x 1
High
Risk
Medium
Risk
Low
Risk
SO Task Assessments
CE Leadership Institute
March 21, 2017
Enterprise Resource PlanningProgram Management Office
North Carolina Community College System
What’s in it for us?
Create a more intuitive student experience
Reduce Risk
Better reporting
Modernized interface for faculty and staff
North Carolina Community College System 243/3/17
Services & Processes
Grants
Student
Payroll
Financial HR
Enterprise Resource Planning Program Management Office
DataFuture State ERP
North Carolina Community College System 253/3/17
ERP Steering Committee
• Comprised of College Presidents and Executive Leadership (Deans, VPs) and System Office executive staff
• Provides leadership and direction to the development of the RFP for the ERP and the implementation of the resulting system
• Chair/co-chairs the three major functional areas and their components
• Approves selection of vendor(s) for the new ERP
• Responds to questions and concerns from their constituents
North Carolina Community College System 263/3/17
NCCCS Major Functional Working Group Components
Financial Aid, Scholarships, Veteran Affairs, Student Life, Athletics
Auxiliary Services – Bookstore, Day Care, Dental, Concessions, Landscaping, Culinary, Cosmetology, etc.
Institutional Research Planning and Reporting
Scanning, Imaging, Electronic Filing, Printing
Institutional SupportStudent ServicesInstruction
Admissions
Advising
Academic Records
Registration
Retention & Counseling
Graduation
Small Business Center
Budgeting & Financials
• Contract/Grant Management
• Purchasing/e-Procurement
• Accounts Payable
• Fixed Assets
• Physical Plant
Human Resources/Payroll
College Budget & Accounting System
Curriculum Programs
Combined Course Library
Competency Based Ed.
Workforce Cont. Education
College & Career Readiness
Customized Training
High School Equivalency
Institutional SupportInstruction
Accounts Receivable, Cash Receipting, Sponsorships
North Carolina Community College System 283/3/17
top related