Campus Technology Plan and Committees/Technol… · Campus Technology Plan December 2010 Last Updated: 08.21.2011 Reviewed & Recommended by the Technology Steering Committee

Campus Technology Plan

December 2010

Last Updated: 08.21.2011

Reviewed & Recommended by the Technology Steering Committee

WAU Campus Technology Plan 2


Campus Technology Plan

Table of Contents

Introduction ............................................................................................................................................ 5

Vision ......................................................................................................................................................... 6

Mission Statement ................................................................................................................................. 6

Principles ................................................................................................................................................. 6

IT Organization Roles and Responsibilities................................................................................. 7

Help Desk ............................................................................................................................................................. 7

Infrastructure .................................................................................................................................................... 7

Business Application Services ...................................................................................................................... 7

Academic Resources ........................................................................................................................................ 7

ITS Organizational Structure ........................................................................................................................ 8

Goals and Objectives ............................................................................................................................ 9

Data Integrity ..................................................................................................................................................... 9

Customer Care .................................................................................................................................................... 9

Professionalism ................................................................................................................................................. 9

Technology .......................................................................................................................................................... 9

Skills ...................................................................................................................................................................... 9

Success Factors ...................................................................................................................................... 9

Executive Support ............................................................................................................................................. 9

Planning & Governance .................................................................................................................................. 9

Leadership ........................................................................................................................................................... 9

Financial and Skilled Resources .................................................................................................................. 9

Key Issues Surrounding Information Technology ................................................................... 10

Action Items .......................................................................................................................................... 12

Increase Campus Internet Bandwidth ................................................................................................... 12

Campus Wireless Infrastructure .............................................................................................................. 12

Increase Multimedia Classrooms ............................................................................................................. 13

Increase IT Staffing Level ............................................................................................................................ 13


Build External Partnerships ...................................................................................................................... 13

Cloud Calendaring Services ........................................................................................................................ 13

Online Registration for SGPS ..................................................................................................................... 14

Implement Active Directory (AD) ............................................................................................................ 14

Implement Datatel e‐Advising .................................................................................................................. 14

Implement Emergency Alert System ...................................................................................................... 15

Implement Datatel Reporting and Analytics (DROA) ....................................................................... 15

Implement a Work Order Tracking System ......................................................................................... 15

Implement Online Requisitions ................................................................................................................ 16

Cost Recovery Printing Control ................................................................................................................ 16

Digital Signage ................................................................................................................................................ 16

Increase Cooling and Electrical Capacity of Server Room ............................................................... 16

Upgrade Backup Services............................................................................................................................ 17

Telephone PBX System Upgrade .............................................................................................................. 17

Implement Datatel Electronic Time Management ............................................................................. 17

Implement Datatel e‐Commerce v4.0 ..................................................................................................... 18

Increase Datatel Knowledge ...................................................................................................................... 18

Implement Datatel Web UI v4.2 ................................................................................................................ 18

Electronic Document Management ......................................................................................................... 18

Implement Ad Astra Classroom Scheduler ........................................................................................... 18

Implement Datatel MOX .............................................................................................................................. 19

Fund PC Replacement Cycle ....................................................................................................................... 19

Fund Server Replacement Cycle ............................................................................................................... 19

Distance Education Classroom .................................................................................................................. 19

Central File Server (SAN) ............................................................................................................................ 19

Centralize Work Group Printing .............................................................................................................. 20

Send Departments to Datatel User Groups ........................................................................................... 20

Web Based Student Support Services ..................................................................................................... 20

External Caller ID Functionality ............................................................................................................... 20

Laptops for Faculty ........................................................................................................................................ 20

Implement Datatel Student Portal System ........................................................................................... 21

Datatel e‐Recruiter ........................................................................................................................................ 21

Enhance Physical Security Infrastructure ............................................................................................ 21

Implement “Greener” Servers ................................................................................................................... 21

Wire Upgrade (CAT‐3 to CAT‐6) ............................................................................................................... 21

Implement Datatel Online Benefits Enrollment ................................................................................. 22

Budget Projections ............................................................................................................................. 23


Introduction The purpose of this document is to provide a plan for sustained support and growth of Washington Adventist University’s technology systems over the next three years. This plan is not an “all or nothing” proposition, or a step-by-step blueprint, but is a series of recommendations that can be adopted in their entirety or piecemeal and still achieve the desired benefits. This Campus Technology Plan includes input from external and internal sources to provide strategic opportunities. External sources include an IT assessment by Dynamic Campus, industry best practices, regulatory requirements and competitor benchmarking. Internal sources include the Technology Steering Committee (TSC), Datatel Users Group (DUG) subcommittee, Academic Technology Group (ATG) subcommittee, technology requests from departments and customer satisfaction surveys. Action items are prioritized and vetted through the TSC and the ITS department. This is a live document that will evolve as changes occur in the University's needs, technology, resource planning and prioritization. The Plan is designed to be as flexible as possible and have independence between objectives to accommodate change as much as possible. Below is a diagram of the Campus Technology Planning process:


Vision The Information Technology Systems department seeks opportunities to promote technology solutions that increase efficiency to support the University’s growth and stability.

Mission Statement In support of Washington Adventist University’s goal to produce strong moral leadership in our communities, the Information Technology Systems (ITS) department is committed to providing services that promote timely, accurate and reliable information, in a secure manner that support efficiency of business processes and the academic learning process through the effective use of information and technology.

Principles The following practices support this vision:

Use Planning, Process and Governance to achieve Performance (P+P+G=P)

Utilize current information technology to promote growth and development throughout the University

Use technology to enhance the learning process for students and faculty

Use standards to maximize compatibility and keep support costs down

Use technology that is adaptable and interoperable

Leverage investments to benefit the entire WAU community

Provide automation solutions for business processes and new initiatives when possible

Foster partnerships between campus schools, departments and other Adventist organizations

Provide information sharing between departments through intranet and network infrastructure

Build external partnerships with experts to support our internal resources

Use continual assessment and feedback loops to ensure success


IT Organization Roles and Responsibilities Information Technology is a very broad field. It’s helpful to understand the different roles of IT and how it is organized. Below are the four primary roles a summary of their associated responsibilities.

Help Desk The Help Desk is the first line of end-user support. Support calls are tracked, prioritized and assigned to someone on the support team.

PC Support Help Desk Software Hardware and Software End-User Support Purchasing and Deploying New Computers and Printers Tracking Computer Assets Desktop Software Upgrades

Infrastructure Technology Infrastructure is the core that supports all other technology layers.

Networking Infrastructure and Monitoring Cabling, Fiber Optic and Wireless Physical and Virtual Servers Maintenance Firewalls, Routers and Switches, VLAN's Anti-Virus and Anti-Spam Email Services Backup Services

Business Application Services Application Services focuses on software systems that are key to the daily operational processes of the University.

ERP Application Support for End-Users (example: Datatel, WebAdvisor, myWAU/ourWAU)

Programming and Integration Services Business Process Review Rule Writing for ERP Software User Permissions Web Programming Database Administration

Academic Resources Academic Resources provides support resources for faculty and students to utilize technology in the learning process.

Learning Management System Resources (such as D2L, Turn-it-in, Respondous) Smart Classroom Support Computer Base Testing Support Faculty Development and Support of New Technologies Used in the Learning Process Academic Instructional Computer Labs


ITS Organizational Structure The light blue boxes represent the currently funded and staffed positions. The light green boxes represent future positions required to keep up with the wide set of expertise required to support a university's technology resources.


Goals and Objectives Below are the goals and objectives of the Information Technology department.

Data Integrity The ITS department strives to provide strong data integrity, accuracy, and protection from the loss of data or corruption.

Customer Care The objective of the ITS department is to provide excellent customer care. We have established and are constantly evaluating and enhancing customer relationship procedures.

Professionalism

The ambition of the ITS department is that all staff will relate to customers with the highest standards of professionalism. This includes treating other people with respect and honesty, as well as doing our work in a timely and proficient manner.

Technology The ITS department strives to provide customers with efficient technical resources that will advance the delivery of cost-effective and reliable services.

Skills The department strives to keep abreast of new technology trends, evolutions and best practices. It conscientiously invests in training the team members with new skills and certifications to leverage new technical solutions.

Success Factors As with any plan, there are critical success factors in implementing these goals:

Executive Support The endorsement and ongoing support of the Plan by the WAU Officers, directors, faculty and staff from the University is crucial to the Plan’s success.

Planning & Governance Proper planning and governance are critical in achieving success. Adequate planning of new initiatives with input from the Technology Steering Committee will be required.

Leadership Information Technology solutions have become an integral part of WAU. Strong leadership in the ITS department and a clear vision for the future are essential components in making this plan come to fruition.

Financial and Skilled Resources Technology requires both financial and specialized skilled human resources in order to be successful.


Key Issues Surrounding Information Technology For many years, the focus of Washington Adventist University has been to keep spending across campus at an absolute minimum in order to maintain its financial position. Due to the University’s need to minimize expenditures, the IT department budget has been seriously affected. Through innovation and utilizing the resources available to the ITS team a tremendous amount has already been achieved, regardless of the limited resources available. This is an achievement we are very proud of. However, after years of under budget spending on IT, a gap has evolved between what is expected of IT in the higher education sector and WAU’s current capabilities. This is in contrast to the spending of other similar institutions. The WAU Information Technology Assessment performed by Dynamic Campus (DC) of 2010 creates opportunities to embrace technology as part of the strategic plan and enhance the educational process while making our university distinctive. Like the Entinex assessment, performed in 2004, the DC assessment reported that the ITS resources are too small given the University’s present technology needs. To address these issues, the University must increase spending on Information Technology solutions for the campus including personnel and capital. There are many contributing factors that have expanded this gap. Within our geographical sphere, the pool of highly qualified candidates in the IT sector, who are church members, is very limited. This is due mostly to the difference in compensation between church remuneration and local industry. WAU’s location has the highest employment rates for IT talent which makes it hard to find highly qualified individuals who are able to commit to the church mission and who are not already employed in the industry at substantially higher salaries. Our current WAU ITS employees are highly sought after by other organizations. These employees have remained because of their dedication to the mission. The resources to support a university’s technology can be measured it two dimensions – breadth and depth. Breadth is a measurement of the required technical abilities and skill sets and is determined by the number of services offered and the skills required to for those services. It is not dependent on the enrollment size of the institution. Depth is a measurement of the number of support personnel within each technical skill set and is depended on the enrollment size of the institution and staffing load. The current staffing of the ITS department is equipped to handle daily, routine, operations. New initiatives require additional staffing and expenditures. Today’s IT environments are becoming broader and demands more specialized talent. Therefore, not only is additional staffing required to take on new initiatives, but these staff must have a more diverse set of specialized skills. When it comes to the need for technological services in an institution of higher education, the amount of resources required to adequately fulfill these needs is not tied solely to the enrollment size of the institution. But is also tied to the number of specialized skill sets required. When WAU decided to invest in Datatel as the Enterprise Resource Planning (ERP) software solution six years ago, an accelerated implementation schedule was created, which required WAU to focus on a limited set of key modules. During this implementation, some modules were not fully developed or implemented at that time. This creates an opportunity to retrain and retool our employees by establishing a training program for Datatel users and review new modules that have been released since our original implementation.


The core of Information Technology is infrastructure. The growth of Internet usage, online computerized testing and multi-building wireless requires an investment in our network infrastructure. The opportunity allowed WAU’s infrastructure to be upgraded to adequately support the current and future demands for network speed, security and reliability. WAU’s previous Internet speed was 12 Mbps (mega bytes per second). A new Internet connection of 100 Mbps from Comcast has been added and plans are to add an additional Internet provider in the near future. At the same time, there are key elements of our networking infrastructure that were upgraded to accommodate this new speed and security -- including a new core switch, firewall and wireless access points. Many of these upgrades were bundled with the Campus Wireless Infrastructure project. Future network upgraded include replacing old Category-3 with industry standard Category-6 wires. There are pockets of the older wiring throughout the old buildings on campus, that, up until this point, the ITS department has found innovative ways to work around, deferring the cost required to pull new cabling. But the higher speed of today's networks can no longer be accommodated on old wiring. We have the opportunity to implement a new governance structure that supports the strategic goals and mission of WAU’s technology requirements across the campus. In the field of technology, just as with any other field, there are always more requests then can be accommodated. It is impracticable for the ITS department to keep up with all the requests from every sector of the University. Outlining priorities and communicating how limited resources will be utilized should be realized through the Technology Steering Committee (TSC). Members of the TSC represent a broad sampling of administration, faculty, staff, and students. Some of the items the TSC would is responsible for include ownership of the campus technology plan, prioritizing requests for new initiatives, making recommendations to the President’s Cabinet, and researching solutions to address technology gaps. There are several new software initiatives already being discussed concerning which need to be prioritized – such as e-Advising, Reporting and Analytics and Early Intervention Tracking. In addition to the TSC, another committee are being established as a subcommittee of the TSC to focus on the internal operations of Datatel. This subcommittee is to be a cross functional group composed of key Datatel users from multiple departments. The responsibilities of this subcommittee would include: implementing and testing new procedures and policies from Administration, cross communication, cooperatively review, and adjust rules and codes in Datatel. The new policies and procedures would be created and communicated to the all Datatel users. The membership of the subcommittee would include a representative from each department as appointed by the TSC and an ITS staff appointed by the Associate VP of ITS. The establishment of a subcommittee would help to provide structure to help allow Datatel users to take a more active role in understanding the software and assist with internal training There is much opportunity available to move the technology level of the University to new levels and prepare for the campus of the future. It is necessary that we take the initiatives required to utilized technology as a tool to help propel the University to the next level. .


Action Items Action items are composed of items from the University’s Strategic Operating Plan, External IT Assessment and Internal Opportunities. They are prioritized over a three year period subject to available resources. Year 1 = FY 2010/2011, Year 2 = FY 2011/2012, Year 3 = FY 2012/2013.

Increase Campus Internet Bandwidth Internet speed needs to increase as usage increases on campus. The campus wireless network and additional usage will require speed increases. Moore’s law, which states that the number of transistors on a chip doubles every 24 months, has been the guiding principle of the high-tech industry since it was coined by Intel co-founder Gordon Moore in 1965. Internet bandwidth consumption follows a similar need to double every 24 months. Related Department(s): ITS Action Item(s): 4.3.23 Priority: High Timeframe: Year 1 (Ongoing) Budget Impact: $3,000/month x 12 months = $36,000/year Status Update: Several vendors have already presented quotes to increase our Internet speed to 100 Mbps. These include AT&T, Cogent and Comcast. We have already implemented a 100 Mbps connection with Comcast. We are also working on getting a FiOS connection from Verizon. The goal is to get at least three Internet providers, each on a different network; with an aggregate bandwidth of 300 Mbps. July, 2011 Update: The AT&T Internet speed has been increased to 100 Mbps.

Campus Wireless Infrastructure Implement ‘anytime-anywhere’ access for faculty, staff and students allowing them secure remote access to the university network services. This includes campus wireless and VPN connectivity. Related Department(s): Facility Services Action Item(s): 4.3.3 Priority: High Timeframe: Year 1: Heat Map Study Implement Network Core Switch Infrastructure Implement High Availability Firewall

Implement Wilkinson Hall Implement Health Science Implement Science Building Implement Library

Year 2: Implement Richards Hall Implement New Music Building Year 3: Implement Halcyon Hall Implement Morrison Hall

Budget Impact: Year 1: $160,000 Year 2: $40,000 (estimated) Year 3: $75,000 (estimated) Status Update: The four buildings outlined for Year 1, including Wilkinson Hall, Health Science, Science and the Library have been completed. Pricing for the next four buildings is being determined. July, 2011 Update: We are on target to complete Year 2 campus wireless, including Richards Hall, Gym and the New Music Building. Richards Hall and the Gym will be wireless


the semester starts. The Music building is planned to be wireless when it opens in December.

Increase Multimedia Classrooms Add computer projector, screen and speakers in additional classrooms. Related Department(s): ITS Action Item(s): 4.3.22 Priority: Medium Timeframe: Year 1 through 3 Budget Impact: $7,500/room Status Update: Six new Multimedia classrooms have been added in the last year. Four rooms were paid from the Nursing grant and two were paid from the Education grant. Three rooms were installed in Health Science and three more have been installed in WH301, WH340, and WH460. The Science Amphitheater has been selected as the distance education room. As part of Phase-1, it is receiving a technology refresh with an HD projector and 16:10 screen, new surround sound system, document cam and microphone. Additional funding may be available in future years from the same grants. WH039 is the next classroom to add smart classroom equipment. July, 2011 Update: We are planning four new classrooms for this year, pending capital expenditures approval.

Increase IT Staffing Level Increase the staffing levels of the ITS department to reduce risk of loss of knowledge through employee attrition. Currently there is only one employee per IT sector with no vertical succession capability. Related Department(s): ITS Action Item(s): new Priority: Highest (First things first) Timeframe: Year 1 through 3 Budget Impact: Year 1 (1 new position) = $66,660 ($45,000 base + 48% Fridge) Year 2 (2 new positions) = $42,000, $46,000 base + 48% Fridge) includes Office Manager and Web Programmer Year 3 (2 new positions) = $46,000, $46,000 base + 48% Fridge) includes Computer Lab and Network Engineer July, 2011 Update: The ITS department added one new FTE, as the ERP Programmer in March 2011.

Build External Partnerships Build partnerships with external recourses to increase our universities technical abilities. For example, build partnerships with consultants in Networking Engineers, Smart Classroom, Distance Education and Datatel Consultants. Related Department(s): ITS Action Item(s): new Priority: Medium Timeframe: Year 1 Budget Impact: TBD

Cloud Calendaring Services Provide cloud services for calendaring, contact and email connectivity to computers and cell phones. Related Department(s): ITS Action Item(s): 4.3.25 Priority: Medium


Timeframe: Year 1 Budget Impact: $500 Status Update: Since this action item was created technology has progressed and Google Apps for universities connected with Google cell phones can provide much of this same functionality at a fraction of the cost. The Verizon HTC Incredible Google cell phone has been adopted as the standard phone for WAU Administration. 4Team software is used to synchronized desktop Outlook clients to the Google cloud. This has already been put in place. July, 2011 Update: WAU continues to use the Google Apps for Universities for cloud based calendaring paired with Android cell phones. As a registered university for the Google Apps; we may extend this service to students as an email service in the future.

Online Registration for SGPS Re-engineer registration rules and codes to support the online registration process for SGPS students. Related Department(s): ITS Action Item(s): new Priority: High Timeframe: Year 1 Budget Impact: $1,000 Status Update: Up until this point, the Datatel registration rules have been designed to work for undergraduate traditional students. Each of the rules have been reviewed and rewritten to accommodate both SGPS undergraduate and graduate level students. The rules have been put in place and testing is in progress to meet the Dec. 1 deadline of the launch of a new online campus. July, 2011 Update: This is done. SGPS students can now utilize the online registration process via Datatel's WebAdvisor portal system.

Implement Active Directory (AD) AD will increase the campus security and technology capabilities. It’s the foundation for several technologies including single sign-on. Related Department(s): ITS Action Item(s): 4.3.24 Priority: High Timeframe: Year 1 Budget Impact: $1,500 Status Update: An AD server has been set up and is now being tested. The ITS department is working to integrate authentication systems with it. It is already creating student accounts, as they are created on the myWAU student portal. A redundant AD service needs to be established and a backup strategy established before AD services can be relied upon for Tier-1 services. July, 2011 Update: An Active Directory (AD) service is now running. Some applications have already been integrated -- such as Go Print, VPN and File Server access. Additional applications will be integrated.

Implement Datatel e‐Advising Implement Datatel's e-Advising module. This will allow faculty advisors to better assist students during the advising process electronically. It relies heavily on the Degree Audit rules. Related Department(s): ITS Action Item(s): new Priority: High Timeframe: Year 1 Budget Impact: $9500/year Status Update: The e-Advising module is already licensed by WAU. However it


has never been implemented. $9,500 is an estimate of the professional services time for Datatel consultants to come onsite and assist in training and implementing the e-Advising module. July, 2011 Update: The Datatel e-Advising module is up and running. This Fall semester is the first semester that required students to create an academic plan and have their advisors electronically approve the plan before registering for courses. There is still work to be done in ensuring the Degree Audit rules and course offering schedule are as precise as possible.

Implement Emergency Alert System Implement an emergency alert system (One Call Now) that will allow rapid deployment of messaging to students, faculty and staff concerning weather related closings or other emergencies. The alert system will include the ability to send voice messages, text and email. Related Department(s): ITS Action Item(s): new Priority: High Timeframe: Year 1 Budget Impact: $1500/year Status Update: The One Call Now agreement has been signed. Testing of the system for a limited group of seven individuals was performed during the Thanksgiving break, Nov. 26, 2010. Testing of importing records was also performed. The goal now is to determine which telephone numbers from Datatel should be exported into Excel for importing in to the One Call Now system. Also, the list of WAU cell phone numbers should be entered in to Datatel by HR so they will be imported as well. It may make sense to create a new telephone type in Datatel for emergency contact. July, 2011 Update: WAU has chosen One Call Now as the emergency alert system. The ITS department creates an export list to import in to the One Call now database of currently enrolled students.

Implement Datatel Reporting and Operating Analytics (DROA) Allow end users to create and run custom reports via web technology utilizing Datatel's ODS-Orchestrator and Business Objects Web Intelligence. This will increase the availability of Datatel data to directors and end users. It should also empower end users to create their own reports and not realize as heavily on IT to custom program each requested report. Related Department(s): ITS Action Item(s): 4.3.26 Priority: High Timeframe: Year 1 Budget Impact: $122,556 Purchase & Implement + $18,500 Annual Status Update: Datatel provided a demonstration to the campus of this capability called Datatel Reporting and Operating Analytics (DROA). A product evaluation was administered via a web survey to all who attended the demonstration with favorable results. July, 2011 Update: Phase-1 of the DROA project has been completed. We are currently about 75% in to Phase-2. Phase-1 is the ability for end users to run ad-hock reports via a web interface. Phase-2 is Dashboard reports for departmental directors that can be used for operating analytics.

Implement a Work Order Tracking System Provide a means of tracking ITS requests through a web based system. It would allow users to submit request into the system and check on statuses of open work orders. Related Department(s): ITS Action Item(s): 4.3.10.b Priority: Medium


Timeframe: Year 1 Budget Impact: $10,000 to $70,000 Status Update: Different tracking software vendors are being reviewed. One question is to purchase one just for ITS or broadened the scope to include a work order system for multiply departments. The cost for a system for multiply departments increases significantly over just an ITS implementation.

Implement Online Requisitions Utilize Datatel’s solutions via WebAdvisor for online requisitions and purchase orders. Related Department(s): ITS Action Item(s): new (strategy and imperative) Priority: Medium Timeframe: Year 1 Budget Impact: TBD

Cost Recovery Printing Control Implement a campus wide cost recovery system for student printing in computer labs. Related Department(s): ITS Action Item(s): 4.3.21 Priority: Medium Timeframe: Year 1 Budget Impact: $10,000 Status Update: The vendor Go-Print has already been selected and is awaiting purchasing and implementation. Go-Print requires Active Directory (AD) Services to be operational for end-user authentication. July, 2011 Update: We are planning to start using the Go-Print service starting this Fall to control printing cost. Each student will be given a declining balance of pages they can print for the semester. Once they use up their declining balance; additional prints can be purchased.

Digital Signage Provide a way messages can be administrated centrally and distributed and displayed across campus on LCD screens. Related Department(s): ITS, PR, SA, Facilities Action Item(s): new Priority: Medium Timeframe: Year 1 Budget Impact: TBD based on Requirements; Estimate $20,000 Status Update: The SA office has asked that ITS work in this project. They have purchased some flat TV screens and are offering them for the project. However a central server to distribute the information to the screens needs to be purchased in order to properly control the information flowing to the flat screen monitors. A policy and procedure of who controls the information posted on the information displays needs to be developed by the Communications department. July, 2011 Update: Three new digital signs will be running as the start of Fall this year. These include WH Lobby (new 47" screen), SA Office (beside the elevator) and the Cafeteria. Two additional signs will be added shortly after the term begins in the Halcyon Hall and Morison Hall Lobby.

Increase Cooling and Electrical Capacity of Server Room Due to the additional servers and network equipment added to the Server room through the past years; the air conditioners are not able to keep the room cool anymore. Especially on hot days the room can get up to 90 degrees. The room needs to be kept at 70 degrees. Addition cooling


and electrical capacity needs to be added to ensure our server do not over heat and provide reliable services. Related Department(s): ITS Action Item(s): new Priority: High Timeframe: Year 2 Budget Impact: $20,000 Estimate July, 2011 Update: This is done. Two additional air conditioners were added in the ITS Server room. The temperature held to 72 degrees this summer.

Upgrade Backup Services The current server backup solution needs to be upgraded. The current backup software is several versions old and is no longer supported by the manufacture. And additional storage space is required to provide reliable backup services. Funds would upgrade the backup software to the newest version and purchase new storage space. Related Department(s): ITS Action Item(s): new Priority: High Timeframe: Year 2 Budget Impact: $35,000 Estimate July, 2011 Update: New back storage space, server, software and tape drive have been purchased. ITS is currently in the process of converting to the new backup services.

Telephone PBX System Upgrade Upgrade the telephone PBX system. Select a VoIP solution or newer style PBX. The current telephone system has exceeded its service life and can no longer be upgraded with newer software releases. Related Department(s): ITS Action Item(s): 4.3.33 Priority: Med Timeframe: Year 2 Budget Impact: TBD ($400,000 Estimate) Status Update: Our current telephone PBX system is the same system as Washington Adventist Hospital and General Conference use. However, it is aging and it is becoming harder to find support personnel to fix the system when it fails. Currently we do not have a maintenance contract to support the PBX. Instead we have a "crash cart" of know good board that can be switched with failing boards. However if swapping parts doesn't fix the problem; the an external firm is contact to come on-site and repair the system on a time and materials basis. A newer PBX system may include VoIP technology. However, a complete VoIP solution will required upgrades to the university network system and cabling.

Implement Datatel Electronic Time Management Implement Datatel's Benefits Enrollment modules. Related Department(s): ITS Action Item(s): new Priority: Low Timeframe: Year 2 Budget Impact: $25,000 July, 2011 Update: The Datatel Electronic Time entry module has been activated and is running in several departments as a pilot program. Once HR is ready, it can be rolled out to the remaining departments.


Implement Datatel e‐Commerce v4.0 Implement Datatel’s e-commerce version 4.0 capabilities via WebAdvisor for automated credit card processing using external credit card processing. Related Department(s): ITS Action Item(s): new Priority: Med Timeframe: Year 2 Budget Impact: $2,500 July, 2011 Update: The Datatel e-Commerce v4.2 package has been purchased and scheduled to installation in September. The original install schedule was delayed because Datatel changed the release date of the new software module.

Increase Datatel Knowledge Establish a strategy to increase end-user knowledge and understanding of the Datatel system. Create a training schedule. Related Department(s): ITS Action Item(s): new Priority: Low Timeframe: Year 2 Budget Impact: TBD July, 2011 Update: The Datatel User's Group (DUG) has been meeting weekly as a group dedicated to working together in an integrated system.

Implement Datatel Web UI v4.2 Implement Datatel’s new web based User Interface version 4.2. Related Department(s): ITS Action Item(s): new Priority: Medium Timeframe: Year 2 Budget Impact: $5000 for New Server July, 2011 Update: Done. The new web based User Interface version 4.3 is now running. The DUG groups has been notified and is testing it. Both the older UI v3.2 and the new UI v4.3 can be used at the same time.

Electronic Document Management Implement electronic document management for key departments on campus – Admissions, Records, Student Accounts, Financial Aid and HR. This requires selection of an electronic document management solution and a multi-year implementation plan. Related Department(s): ITS Action Item(s): 4.3.16.b Priority: Medium Timeframe: Year 2 through Year 3 Budget Impact: $100,000 (Estimate) Status Update: The recommended vendor for electronic document management is ImageNow. They are a Datatel partner and offer integration points with the Datatel UI. Cost will range depending on the scope of work required. Electronic Document Management involves document archival, current document gather and document work flow. A server to house all the electronic documents will also need to be purchased.

Implement Ad Astra Classroom Scheduler Implement a master scheduling system for all instructional space linked to Datatel course offerings. Related Department(s): ITS


Action Item(s): 4.2.4 Priority: Medium Timeframe: Year 2 through Year 3 Budget Impact: $55,000 Status Update: This item was dropped in a previous year and is now request to be added again by the Provost.

Implement Datatel MOX Implement Datatel's MOX (mobile access) Applications for Cellular Smart Phones. Related Department(s): ITS Action Item(s): new Priority: Low Timeframe: Year 2 Budget Impact: Included free with Datatel Support Contract. Status Update: Datatel provides the MOX for free included in our annual support contract. MOX currently support the iPhone and will soon support Google and Blackberry smart phones too.

Fund PC Replacement Cycle Budget and fund a 75% replacement cycle for PC replacements (laptops and desktop computers) on a three year rotation schedule. Related Department(s): ITS Action Item(s): 4.3.13 Priority: Medium Timeframe: Year 2 through Year 3 (Ongoing) Budget Impact: (600 units * 75%) x $650 each / 3 yrs = $97,500/yr

Fund Server Replacement Cycle Budget and fund a 100% replacement cycle for servers on a five year rotation schedule. Related Department(s): ITS Action Item(s): 4.3.14 Priority: Medium Timeframe: Year 2 through Year 3 (Ongoing) Budget Impact: 30 Servers x $6000 each / 5 yrs = $36,000/yr

Distance Education Classroom Implement a high tech classroom that can be used for distance education and video streaming of lectures. Related Department(s): ITS Action Item(s): 4.3.17 Priority: Medium Timeframe: Year 1 (Phase-1); Year 2 (Phase-2); Year 3 (Phase-3) Budget Impact: $100,000 (Estimate) Status Update: The Science Amphitheater has been selected as the distance education room. It is a multi-year phase approach. The Nursing grant has help fund the majority of this project. The Science Amphitheater has been selected as the distance education room. As part of Phase-1, it is receiving a technology refresh with an HD projector and 16:10 screen, new surround sound system, document cam and microphone. Phase-2 will incorporate the distanced education technology for video conferencing, such as Polycom. Phase-3 will provide the class capture video streaming capability.

Central File Server (SAN) Create a central file storage location for University files.


Related Department(s): ITS Action Item(s): 4.3.19 Priority: Medium Timeframe: Year 2 Budget Impact: $50,000 (Estimate)

Centralize Work Group Printing Strategically position multifunction printers (MFP) at a central work group locations to increase efficiency and degree cost. Related Department(s): ITS Action Item(s): 4.3.28, 4.3.29 Priority: Medium Timeframe: Year 2 Budget Impact: $350/month (48 Month, FMV Lease) for Each MFP Status Update: A lot of progress has already been done on this item. Ricoh has been selected as the primary vendor of MFP technology for the campus. As copiers are up for renewal, Ricoh solutions are selected based on size and speed requirements. Several new MFP units have been ordered in the last year – including Library, Richards Hall, SGPS and Financial Aid. Areas remaining include Health Science and the Science building. July, 2011 Update: This is a multiyear strategic initiatives. As copiers and printer lease agreements are up for renewal; work group locations are being reevaluated as new equipment leases are purchased.

Send Departments to Datatel User Groups Send departments to Datatel User Group meetings Related Department(s): ITS Action Item(s): new Priority: Medium Timeframe: Year 2 Budget Impact: (5) departments x $3000 = $15,000

Web Based Student Support Services Implement a communication system that informs potential and current students of the system and programs in place that support student development and success. Develop this on the web. Related Department(s): Student Learning Center, Records, Admissions, PR Department Action Item(s): 3.3.14 Priority: Low Timeframe: Year 3 Budget Impact: TBD

External Caller ID Functionality Add external caller ID functionality to the campus telephone system. Related Department(s): Telecommunications Action Item(s): 4.3.11 Priority: Low Timeframe: Year 3 Budget Impact: TBD – Annual Operating Cost

Laptops for Faculty Provide a new laptop for every fulltime faculty. Related Department(s): ITS Action Item(s): 4.3.20


Priority: Medium Timeframe: Year 3 Budget Impact: 50 Faculty * $700/ea = $35,000 July, 2011 Update: This process has already started. As new faculty are hired and as older computers fail; new PC laptops are purchased for faculty.

Implement Datatel Student Portal System Implement Datatel Student Portal System based on Microsoft SharePoint Services. Related Department(s): ITS Action Item(s): 4.3.27 Priority: Low Timeframe: Year 3 Budget Impact: $100,000 (Estimate)

Datatel e‐Recruiter Implement Datatel's e-Recruiter Enrollment module. Related Department(s): ITS Action Item(s): 4.3.15.b Priority: Medium Timeframe: Year 3 Budget Impact: $100,000 (Estimate)

Enhance Physical Security Infrastructure Enhance the campus security infrastructure to include electronic access controls to doors and video camera surveillance in strategic locations. Related Department(s): Facility Services, Security Action Item(s): 4.2.7, 4.2.7.a, 4.2.7.b, 4.2.7.c, and 4.2.7.d Priority: Medium Timeframe: Year 1, 2 and 3 Budget Impact: TBD July, 2011 Update: The Facility Services department has added several cameras outside and inside building's entrances.

Implement “Greener” Servers Implement virtualization technology (such as VMware or Microsoft Hyper-V solutions) to increase server density and reduce electricity and cooling requirements. Related Department(s): ITS Action Item(s): 4.3.30 Priority: Low Timeframe: Year 3 Budget Impact: TBD

Wire Upgrade (CAT‐3 to CAT‐6) Several buildings have old Category-3 wires used in the campus network. Current network technology has surpassed Category-3 wire capacity and needs to be replaced with Category-6 cabling. Related Department(s): ITS Action Item(s): 4.3.34 Priority: Medium Timeframe: Year 3 Budget Impact: TBD


Implement Datatel Online Benefits Enrollment Implement Datatel's Benefits Enrollment modules. Related Department(s): ITS Action Item(s): new Priority: Medium Timeframe: Year 3 Budget Impact: $30,000 July, 2011 Update: The HR department has implemented a third party web based tool to manage online applications for open positions.


Budget Projections Below are Action Items broken out in a multiyear plan with projected budgetary impact. They are prioritized over a three year period subject to available resources. Year 1 = FY 2010/2011, Year 2 = FY 2011/2012, Year 3 = FY 2012/2013.

Year Priority Project Action Item(s) Capital Operating Capital Operating Capital Operating

1 1.1 Increase Campus Intrenet Bandwidth L S 4.3.23 5,000$ 36,000$ 36,000$ 36,000$

1 1.2 Campus Wireless Infrastructure L S 4.3.3 160,000$ 40,000$ 75,000$

1 2.0 Increase Multimedia Classrooms S S 4.3.22 15,000$ 30,000$ 45,000$

1 3.0 Increase IT Staffing Level L S new 66,600$ 130,240$ 136,160$

1 4.0 Build External Partnerships M S new

1 5.0 Cloud Calendaring Services M F 4.3.25 1,000$

1 6.0 Online Registration Rules for SGPS M F new 1,000$

1 7.0 Implement Active Directory (AD) L S 4.3.24 1,500$

1 7.0 Implement Datatel e‐Advising L P new 9,500$

1 7.5 Implement Emergecy Alert System M S new 1,500$ 1,500$ 1,500$

1 7.5 Implement Datatel Reporting and Analytics (DROA) L P 4.3.26 122,566$ 18,500$ 18,500$ 18,500$

1 8.0 Implement a Work Order Tracking System S P 4.3.10.b 10,000$ 2,000$ 2,000$

1 9.0 Implement Online Requisitions M new

1 9.1 Cost Recovery Print Control M P 4.3.21 10,000$ 2,000$ 2,000$

1 9.2 Digital Sinage M P new 20,000$ 2,000$ 2,000$

2 1.0 Increase Cooling & Electrical Capacity of Server Room M new 20,000$

2 1.2 Upgrade Backup Services M new $35,000 2,500$ 2,500$

2 1.5 Telephone PBX System Upgrade L 4.3.33 400,000$ 40,000$ 40,000$

2 2.0 Implement Datatel Electronic Time Management M new 5,000$ 1,500$ 1,500$

2 3.2 Implement Datatel e‐Commerce v4.0 L new 2,500$ 500$ 500$

2 3.5 Increase Datatel Knowledge M new 7,500$ 12,500$

2 4.0 Implement Datatel Web UI v4.2 M new

2 4.5 Electronic Document Mangement L 4.3.16.b 100,000$ 20,000$ 20,000$

2 4.6 Implement Ad Astra Classroom Scheduler M 4.2.4 55,000$ 8,000$ 8,000$

2 4.7 Implement Datatel MOX M new

2 5.0 Fund PC Replacement Cycle L 4.3.13 97,500$ 97,500$

2 5.1 Fund Server Replacement Cycle S 4.3.14 36,000$ 36,000$

2 6.0 Distance Education Classroom L 4.3.17 75,000$

2 6.5 Central File Server (SAN) M 4.3.19 50,000$

2 7.0 Centralize Work Group Printing S 4.3.28, 4.3.29

2 8.0 Send Departments to Datatel User Groups S new 15,000$

3 1.0 Web Based Student Support Services M 3.3.14

3 1.0 External Caller ID Functionality S 4.3.11

3 2.0 Laptops for Faculty M 4.3.20 35,000$

3 3.0 Implement Datatel Student Portal System L 4.3.27 100,000$

3 4.0 Datatel e‐Recruiter M 4.3.15.b 100,000$

3 5.0 Enhance Physical Security Infrastructure L 4.2.7

3 7.0 Implement "Greener" Servers M 4.3.30 25,000$ 2,500$

3 8.0 Wire Upgrade (CAT‐3 to CAT‐6) M 4.3.34 50,000$

3 8.5 Implement Datatel Online Benefits Enrollment M new 30,000$ 5,000$

Total Cost: 353,566$ 124,600$ 946,000$ 287,240$ 593,500$ 290,660$

Year 1 Cost Year 2 Cost Year 3 Cost

Scope (Sm

all, M

edium, Large)

Status (Planning, Started

, Completed)


Documents

Campus Technology Plan and Committees/Technol… · Campus Technology Plan December 2010 Last Updated: 08.21.2011 Reviewed & Recommended by the Technology Steering Committee