draft - cabrillo college · 2015-05-21 · executive summary this report covers both department...

DRAFT

Information Technology Program review & annual update

Institutional goals & department objectives Spring 2015

April 9, 2015 IT annual update: 2015

Information Technology Department Program Review 2015 annual update

Prepared by: Spring Andrews Interim IT Director Kevin Cartier Interim Manager Technology Applications Hart Hancock Information Technology Services Manager

This report was prepared on 2/13/2015 and submitted for review to the Technology Committee. Updates from the Technology Committee are reflected in this report. This report looks specifically at the changes in the IT department throughout 2014 and the beginning of 2015. The goal of this document is to provide a status update on IT’s progress to meeting the strategic operational and technical goals as set by the Tech Committee.


Executive Summary

This report covers both department objectives and institutional goals relating to technology. The department includes four functional teams; Applications, Network, Client Service, and Academic all of which support the technical needs of Students, Faculty, and Staff. The Tech Committee, which is based on the collegial principles of shared governance, assists the Information Technology department by providing advice and direction. Members from each of the three components sit on the Committee and provide valuable input. This document is an annual update process that started with the more comprehensive Technology Plan and Program Review of 2012.


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1. Administrative Unit Program Plan & Institutional Goals Name of Unit: Information Technology Date: 3/11/2015 College Mission Statement: Cabrillo College is a dynamic, diverse, and responsive educational community dedicated to helping all students achieve their academic, career, and personal development goals. IT Mission Statement: The objective of the IT department at Cabrillo College is to align department objectives with Institutional goals. By meeting the technical demands and integration requirements IT promotes efficient use of district resources for technology. Key Responsibilities

1. Provide network and infrastructure for Cabrillo College 2. Design and implement Instructional technology 3. Ensure secure and valid data for enrollment and reporting purposes 4. Develop proficient and productive desktop application environment 5. Provide cost effective service to the college both with one time and annual funding

Administrative Unit Outcomes or Goals AUO Assessments Status Students at Cabrillo College will access technology to enhance their learning environment and contribute to their academic success.

Wireless network has improved access for students.

Deployed new Interior and Exterior Access Points

Cabrillo faculty and staff will utilize technology and services to support their efforts to encourage a successful college environment

Access to electronic resources for all faculty and staff has provided value for college employees

58 Classroom received technology improvements


2. 2014 Program Plan Audit The following list itemizes the status of projects that were described in the 2014 Annual Plan Update .

Budget source Project Reason Cost When Status

1 College Virtualize Colleague EOL: Sun box $25,000 1415

In Process. Estimated Cut Over 7/15

2 College Windows XP replacement

EOL: Microsoft $95,000 1415 Completed

3 College Firewall Service Mod

EOL: failed recently $155,400 1415 Deferred

4 IT Professional development

institutional effectiveness $42,000 1415 Completed

5 College Identity Management

improve security $70,000 1415 In Process

6 College IPAM for DNS, DHCP

EOL: appliance $36,000 1415

Completed. Implemented InfoBlox Solution

7 College RADIUS Server EOL hardware $37,000 1415 In Process

8 College Video surveillance

protect infrastructure $27,000 1415

In Process. 8 Cameras for B1200

9 College Fiber 600, 1000, 1050

failing infrastructure $27,000 1415 Deferred 1516

10 College Cisco Prime NCS licences

network management $10,000 1415

Pending Staff Resources

11 College Voice Gateway EOL hardware $51,825 1516

Planned. New Estimate $75,000

12 College VDI for Staff promote efficiencies $35,000 1415 Deferred

13 College Emergency phones phase 3 $34,000 1415 Completed

14 College Fire Suppress protect MDF $65,000 1516 Deferred to 1617

15 College Move 450 IDF

hot shared FPPO space $20,000 1516 Completed

16 College Syslog system + IDS $25,000 1516 Deferred to 1617

17 College Move 700 IDF upgrade fiber $52,000 1516

New Estimate $100,000


18 SIE or Lottery

Replace Projectors

help instruction $155,000 1415

Completed

19 SIE or Lottery WIFI upgrade

improve coverage $52,000 1415

Completed

20 SIE or Lottery

Repl UPS batteries

EOL: power off issue $55,000 1415 Completed

21 SIE or Lottery

Premises switches Refresh EOL $78,000 1415 Completed

22 SIE or Lottery

Colleague to SQL

effective data environment $210,000 1516 Deferred 1617

23 SIE or Lottery

Student Portal

student success

$285,000 Ellucian one

time cost 1516 Deferred. Pending Title V Grant


3. Strategic Influences The Cabrillo IT department follows a specific strategy when new requirements develop. They can come from any of the areas of the College and are specifically identified and discussed at the monthly Tech Committee. There are many project priorities which are documented in the IT Priorities Smartsheet. Enterprise Resource Planning (ERP) 1 Support Student Success: Ed Plans, Matric, etc. 2 Develop Reporting strategy: SQL cubes, DMAT 3 Have Colleague running on supported hardware 4 Consolidate and Align ERP and Reporting platforms 5 Streamline Business Processes Utilizing all Purchased Modules in

Colleague 6 Enhance Student Experience with WebAdvisor and Colleague

Application 7 Secure Sensitive Data

Applications 1 Analyze and Implement Efficient Applications 2 Ensure Newly Adopted Applications Provide Flexible Access Control 3 Develop and implement a Centralized Identity Management Platform

Planning 1 Annual Technology Plan 2 Academic & Administrative IT procedures 3 Electronic & Physical security 4 Business Continuity Plan

Infrastructure 1 Ensure End User Infrastructure is Current thus Providing a Positive

Experience 2 Ensure Network Infrastructure Remains Robust and Is Able to

Accommodate the Demands of the College 3 Ensure Technology Infrastructure is correctly Sized and Supported to

Perform at Maximum Efficiency


https://app.smartsheet.com/b/home?lx=03A86ZxM2p5T_rKtq6xzJQ

Client Services 1 Ensure Desktop Systems Remain Current 2 Ensure End Point Anti Virus Protection 3 Ensure Classroom Technology Provides a Positive Student Experience 4 Ensure College Community Receives Excellent Customer Service and

Support


4. IT Future Projects and Funding The following items have been identified through equipment endoflife, system analysis, and advice or recommendations from the Tech Committee for the 1516 and 1617 fiscal years. Rank Strategic

Plan Generated By

Fund Source

Project Impact Cost When

1 Sp4.1 Sp4.2

End of Life Equipment/Health and Safety

Unfunded UPS Refresh Provides emergency power to protect hardware and to keep network phones operational during a power outage.

$55,000 1516

2 Sp4.1 Sp4.2

End of Life Equipment

Unfunded Premise Network Switch Refresh

Provides network connection to devices $100,000 1516

3 Sp4.1 Sp4.2


Unfunded WIFI Refresh Provides wireless access $150,000 1516

4 Sp4.1 Sp4.2


Unfunded ASA Firewall Provides network security $350,000 1516

5 Sp4.1 Sp4.2

Critical Need/Security Needs

Unfunded Analyze Email/Calendar

Productivity of integrated solution. Needs analysis/TBD

1516

6 Sp4.1 Sp4.2


Unfunded Firewall Service Modules

Provides security for core switch $155,500 1516

7 Sp4.1 Sp4.2

Failing Unfunded Repl fiber to 600, 1000, 1050

Provides building network connection $50,000 1516

8 Sp4.1 Sp4.2


Unfunded Voice Gateway Refresh

Provides VOIP phone $75,000 1516

9 Sp4.1 Sp4.2

Failing Unfunded Move 700 IDF & rewire CAT6

Provides building network connection $100,000 1516

10 Sp4.1 Sp4.2


Unfunded IDF Switch Refresh

Provides network connection $250,000 1516

11 Sp4.1 Sp4.2

Security Issue

Unfunded Single Anti Virus Solution

Provide central management and alerting for infected computers

TBD 1516

12 Sp4.1 Sp4.2

Institutional Responsibility

Unfunded IT Professional development

Provides skills required to implement andmaintain College technology initiatives

$50,000 1516

13 Sp4.1 Sp4.2

Security Issue

Unfunded Implement Colleague LDAP

Secure method to manage student logins $20,000 1516

14 Sp4.1 Sp4.2 Sp4.11

Presidential Unfunded Student Portal Provides standard unified College communication

$500,000 1516

15 Sp4.1 End of Life Unfunded UPS Refresh Provides emergency power to protect $55,000 1617


Sp4.2 Equipment hardware and to keep network phones operational during a power outage.

16 Sp4.1 Sp4.2


Unfunded Premise Network Switch Refresh

Provides network connection to devices $100,000 1617

17 Sp4.1 Sp4.2


Unfunded WIFI Refresh Provides wireless access $150,000 1617

18 Sp4.1 Sp4.2

Security Issue

Unfunded Syslog Provides central reporting of network events

$25,000 1617

19 Sp4.1 Sp4.2

Critical Need

Unfunded Colleague to SQLProvides a more data driven environment allowing for ease of reporting

$210,000 1617

20 Sp4.1 Sp4.2

Health and Safety

Unfunded Repl Emergency phones

Safety $175,000 1617

21 Sp4.1 Sp4.2

Security Issue/Health and Safety

Unfunded 1300 MDF Fire Suppression

Protect infrastructure $65,000 1617

22 Sp4.1 Sp4.2


Unfunded IDF Switch Refresh

Provides network connection $250,000 1617

23 Sp4.1 Sp4.2

Institutional Responsibility

Unfunded IT Professional development

Provides skills required to implement andmaintain College technology initiatives

$50,000 1617

24 Sp4.1 Sp4.2

Critical Need/Security Needs

Unfunded Implement Email/Calendar

Productivity of integrated solution. TBD 1617

Additionally, IT is responsible for the following ongoing maintenance.


https://docs.google.com/a/cabrillo.edu/spreadsheets/d/1XVoGwNvyfpyVBA2jj_PXpZ4wp3qJvIstTQFxCfak5rE/edit?usp=sharing

5. IT staff changes & modifications The IT department changed significantly in 2014, not only with key positions but also with the strategic direction. Changes were required to adapt to the technological landscape. One of the most significant staffing modifications was replacing the Faculty Lab Coordinator position in Watsonville with a classified System Administrator position to better support Cabrillo’s technology initiatives. See the organization chart in section B. IT Organization Chart. A) The 20142015 IT staff changes Management team

Interim Appointment of IT Director Dan Borges left Cabrillo in 2014 and is the position is in recruitment. Spring Andrews has been appointed Interim Director.

Manager, Technical Applications Kevin Cartier has been appointed interim Manager of Technical Applications

Replaced Client Support Manager Ray Rider retired from Cabrillo in 2014 and was replaced by Hart Hancock in 2014.

Network team

Replaced departed Network Administrator. Holly Miller left Cabrillo in 2014 and was replaced by Byron Cornwell in 2015.

Changed Computer Lab Coordinator position in Watsonville to System Administrator Greg Garrett was promoted to System Administrator (Classified position) and replaced Marcelo Norgueira (Faculty position) in Watsonville.

Academic team Replaced departed CSMT

Greg Garrett was promoted from CSMT and was replaced by Daniel Bomarito

Replaced departed Computer Lab Coordinator Barb Durland retired and was replaced by Marcelo Nogueira


Client team

Replaced Helpdesk Support Assistant Jordin Rouch left Cabrillo in 2014 and was replaced by Ryan Schell in 2014

Open Positions 50% CSMT at Watsonville

Daniel Bomarito moved over to CSMT at Aptos, the position is in recruitment. 11Month CSMT at Aptos

Ann Schwartz retired March 15, 2015, the position is in recruitment. Colleague Analyst

Byron Cornwell moved over to Network Administration, the position is in recruitment.


B) Information Technology organization chart The following organization chart shows the two IT groups and the four teams.


C) Recommendations for new IT positions IT is a unique department at Cabrillo with wideranging responsibility over all aspects of the College with the knowledge, skill, and expertise to deliver productivity, efficiency, and value. Investment into IT has proven to directly benefit the entire College. The following new positions are important and could enhance the College at a core level using the specific skill sets indicated. 1. Applications Programmer 1 The Apps team has wide ranging responsibility over systems and applications related to the Colleague ERP and related systems. In the administration of system and applications, the Apps team needs assistance on project implementation with other business units on campus. This position would enable the team to bridge some of the gaps that exist between the system interface requirements, the IT department and the business unit. 2. IT Project Manager A Project Manager position would assist IT with the objective of running projects and delivering value to the College, especially with Instruction classroom deployment. The recent Tech Refresh project proved that having a central contact with responsibility and coordination assignments greatly enables the department’s ability to foster improvements quickly at the College. The position would help IT to quickly adapt to business unit requirements thus helping to enable business unit productivity and student success. 3. Network Administrator 1 The IT department has many functional lines of responsibilities. Many of the areas overlap each other with skill, knowledge, and experience. In the administration of system and network duties, the network team interfaces with the server team, the desktop team and the service desk. The department and the college could gain significant benefit by creating a position that can coordinate projects with these different groups. 4. Data Analysis & Auditor MIS data is now tied closely to budget. The College has a need for a person who understands data as it relates to data systems as well as requirements applicable with Cabrillo’s regulatory agencies. This duty and responsibility for IT now falls under the Manager of Network & Applications. Since many hours are spent with research and analysis, the department and the college require a data auditing expert. This position would provide satisfaction that Cabrillo data requirements are adhered to.


7. IT Accomplishments in 2014 The department completed several projects in 2014 in the following areas:, A) Network & server architecture and design, B) Client Services & support, C) Application development, data analysis, & web design, D) Staff development. A) Network & server architecture and design Telecommunication / Voice System: Project to upgrade of the Cisco VOIP (Voice over Internet protocol) was completed. The old configuration of five physical servers was modified as the IT department deployed two new server blades into the Cisco Unified Computing System (UCS) chassis. All VOIP services are housed in Cabrillo’s virtual server environment. Additionally, a fault tolerant, failover solution for the Voice network using the Watsonville network was implemented. Server Administration:

Upgrade end of life Windows XP and Windows 2003 servers to Windows 2008R2 Expanded EMC SAN storage Expanded virtual infrastructure by adding two additional VM Ware host servers

(blades) New Astra 7.5 was deployed and is being used for space scheduling New SARS messaging server was configured and being used to send students

texts regarding counseling appointments. Network Administration: B) Client services & support This area performs direct technology support and services for faculty, staff, and students. It is comprised of academic technology of the Computer Technology Centers (Watsonville & Aptos) and the administrative support team. Building 400 Smart Classroom design: The building 400 project created two new Smart Classrooms in 401 and 429. This bond project improved Instructional technology for the HASS division and the Communications Studies department, and were deployed during the Spring semester. This project greatly improved the technology in these classrooms, and have simplified technological controls for instructors.


Building 1500/1600 Smart Classroom design: This bond project created new Smart Classrooms in rooms 1508 and 1605, benefiting the Early Childhood Education and Fire technology departments respectively. 1508 was deployed in time for the Spring 15’ semester. 1605 was completed in March 2015. VAPA Smart Classroom design: Five Smart Classrooms were deployed in VAPA: Rooms 2014, 2015, 2020, 3004, and 3013. This project brought standard desktop computing and projection to these rooms. Additionally, network ports were added to VAPA 3004, where there were none previously. These rooms were completed for the Spring 15’ semester. Smart Classrooms and Multimedia: Nine new smart classrooms were deployed during 201415. Full classroom upgrades included Rooms 401, 429, 1520 and 1605 for the HASS division, as well as VAPA 2014, 2015, 2020, 3004 and 3013 for the VAPA division. Projectors in thirteen classrooms were upgraded: Room 406 for BELA, 705, 713, and 1306 for NAS, SAC 202, 214, 225, and 226, and six projectors for the Watsonville campus. The IP projector project, which aims to monitor projector resources across campus, continues. Threequarters of all campus projectors (135 units) have been networked and are now tracked. Technology Refresh: The technology refresh project for 20142015 took receipt of equipment in November 2014, with much of the deployment taking place over winter break, and completed in March 2015. Equipment deployed during this technology refresh cycle includes: 298 computers, 10 spectrum carts, 22 projectors, and 8 ELMO document cameras that will benefit 152 faculty and staff, 9 smart classrooms, and 19 labs. Windows XP Retirement: Approximately 120 staff and faculty desktops were replaced or upgraded to Windows 7 as part of the Windows XP retirement project. New systems were purchased to replace systems too old to accommodate an upgrade. C) Application development, data analysis, & web design This area covers the development aspect of the department and covers the Colleague Enterprise Resource & Planning (ERP) system and other college based applications including web development and maintenance.


8. Professional Development A) Course work and conferences in previous year A significant amount of professional development including both conferences and training for the IT department took place throughout the year. The following list indicates each member of the department and the development opportunity.

Name Class Dates

Alex Renteria IT Documentation Training 10/1/2014

Keyserver 2/6/2015

Windows 10 11/20/2014 Ann Schwartz IT Documentation Training 10/1/2014

Athena Locke IT Documentation Training 10/1/2014

3CDUG 1/22-1/23 2014

Ben TenCate IT Documentation Training 10/1/2014

Keyserver 2/6/2015

Byron Cornwell IT Documentation Training 10/1/2014

3CDUG 1/22-1/23 2014

3CDUG 7/30-7/31 2014 Carol Jacobs IT Documentation Training 10/1/2014

Chyrel Nicholson IT Documentation Training 10/1/2014

Mac Tech 3/25/2015

Dan Borges

IT Documentation Training 10/1/2014

3CDUG 1/22-1/23 2014

CISOA 2/18-2/20 2014

Ellucian Live 4/4-4/9 2014

3CDUG 7/30-7/31 2014

Daniel Bomarito


Academic Lab Management 6/1-6/5 2014

Mac Tech 3/25/2015

Microsoft Roadshow 10/14/2014

David Gilmore CCC Security Center 1/15/2015

Cisco Tech Day 2/5/2015

InfoBlox 3/9-3/13 2015 Gdavid Gilmore IT Documentation Training 10/1/2014

Greg Garrett IT Documentation Training 10/1/2014

Academic Lab Management 6/1-6/5 2014 Hart Hancock CISOA 3/9-3/11 2015 Holly Miller IT Documentation Training 10/1/2014 Kathy Williams IT Documentation Training 10/1/2014

Kyle McCarthy IT Documentation Training 10/1/2014


3CDUG 1/22-1/23 2014

SoftDocs 2/18-2/20 2014

Ellucian Financial Aid 3/11-3/13 2014

SoftDocs Eforms 3/24-3/28 2014

3CDUG 7/30-7/31 2014

Marcelo Nogueira

IT Documentation Training 10/1/2014 Summer 2014 Faculty Development 6/23-6/27 2014

Keyserver 2/6/2015

Marcy Wieland IT Documentation Training 10/1/2014

3CDUG 1/22-1/23 2014


Matt Locke IT Documentation Training 10/1/2014

Board Docs 1/13/2014

3CDUG 1/22-1/23 2014

Mikki Adams IT Documentation Training 10/1/2014

InfoBlox 3/9-3/13 2015 Rhea Leonard IT Documentation Training 10/1/2014

Spring Andrews


3CDUG 1/22-1/23 2014

Educause 1/27-1/30 2015

CISOA 2/18-2/20 2014

CACCRAO 4/27-4/30 2014


3CDUG 7/30-7/31 2014

Educause 9/28-10/3 2014

Steve Wheeler

3CDUG 1/22-1/23 2014

SoftDocs 2/18-2/20 2014

Ellucian Financial Aid 3/11-3/13 2014

SoftDocs Eforms 3/24-3/28 2014

3CDUG 7/30-7/31 2014


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