Trevor Tooke, M.Ed CandidateUVU Intern 2012

Internship 2012

Objective 1

Marketing Plan

• Comprehensive

• 55% Complete

Objective 2

Review of Risk Management Guidelines

• Benchmarking

• 60% Complete

Objective 3

Review of Current Classroom Presentations

• 15% Complete

Objective 4

It Audit

• Benchmarking

• Research-based

• Innovative

• 75% Complete

IT Audit

Transitioning From File Cabinet to .file

Why Audit our Information Technology?

• “People invented technology, and technology invents and shapes people” (p.163)

• Information is the lifeblood of an organization (p.136)

• Information is a resource:

“Information is the most basic and most important resource in any organization because it is what fosters action, development, and innovation in organizations.”(p.130)

*Rethinking Student Affairs Practice 2004

Why Audit our Information Technology?

*Rethinking Student Affairs Practice 2004

“An important competency needed for effective student affairs practice now and in the future is a technology mindset - the willingness to perceive,

critically engage with, adapt, apply, and assess the technology in student affairs work.” (p.153)

What is an IT Audit

• The purposes of an IT audit are to evaluate the system’s internal control design and effectiveness. This includes but is not limited to efficiency and security protocols, development processes, and IT governance or oversight.

*Rethinking Student Affairs Practice 2004

• The goal is to evaluate the organization’s ability to protect its information assets and properly dispense information to authorized parties.

Parts of an IT Audit

• Who has responsibility for that information?

• Is that information safe?

• Does our information process meet policy guidelines?

Data Flow Considerations

• Input

• Output• Transfer• Processing• Master Data

Budgets & IT

• When information is viewed as a vital resource and the budget is recognized as a vital source of information, the assumptions about who should have access to this information can be called into question. (p.137)

*Rethinking Student Affairs Practice 2004

Decision Making & IT

• “Decisions related to technology adoption and application should not be made on potential cost savings, but on the ability to more effectively meet the needs of the organizational unit and, in turn, students.” (p.163)

*Rethinking Student Affairs Practice 2004

The IT Audit

• How do we distinguish what info is the most current?

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• Does it have structure? For example: S Drive folders being used?

• Who manages our IT? Who is the gatekeeper? Is this the right person for the job?

• What do we do when IT goes down?Do we have sufficient backups? Emergency plan? Cloud? Off-site?

• Have we granted or removed access to data appropriately?

Procedural checklist for new hires & termination of students/staff

The IT Audit cont.

• Do our programs work like they say we do?

*Rethinking Student Affairs Practice 2004

• What is lost by using our current system?

• What are the unintended consequences if we shift to another method or system?

Who is the gatekeeper? Is this the right person for the job?

• How is our communication shaping our behavior?Is emailing each other when we could walk next door helping or hurting?

Where to go From Here

Recommendations

• Engage in conversation with a (the) technology expert and with students about the role technology plays in their lives.

*Rethinking Student Affairs Practice 2004

• Ask yourself, “I wish my ___(computer/phone/etc)___ could do __(______)__.” Then ask someone who can show you how.

• Consider doing: Webinars, online tours, financial aid online applications, orientation for new staff/faculty/students, volunteer registration (i.e. a link to Orgsync), etc.

Recommendations

• You don’t have to be an IT genius to be good at IT.

*Rethinking Student Affairs Practice 2004