SEPTEMBER 27 , 2013

Information Technology Governance

Agenda

Review of actions and decisions from previous meeting Completed projects since previous meeting Questions/Answers for Completed Projects and Status Reports

(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 IndicatorsAV Booking System V2Automated Password ResetBanner Finance/AR UpgradeIT Website RedesignLaptop and Desktop Refresh

Penticton Environmental Phase I

Preventative Maintenance Application Requirements

Projects in progress – Questions?

Automation of StaffingDean’s and Director’s ListExchange (email) rolloutFAST 4.1Financial Awards ConsortiumSARMS 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 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

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

Create a space on each campus where instructors can gain familiarity with current educational technologies in use at Okanagan College

PRESENTATION

Information Technology Strategy

•Summary of progress•Strategy Map•Emerging directions•Proposed Next Steps

Agenda

BACKGROUND AND CONTEXT

IT Strategy

June: Kick-off orientation

meetings

July/August Consultation with

Stakeholders

October onward:Additional consultation

and draft writing

Explore

Nov/Dec: Draft document; feedback from

governing groupsMarch: Amalgamate

feedback for PlanEnd April: IT Directions

Plan

Navigate…Discover

MAJOR FOCUS AREAS/THEMES

IT Strategy

17

OUR USERSGrow Technology Enabled Learning Environment

Advance student IT environment

Technology supported student success

Enable research objectives

Enable outreach

PROCESS AND SUPPORT SERVICES

Secure Technology EnvironmentEnable operational excellence

ORGANIZATIONAL CAPABILITIES and CULTURE

Be easy to do business with

Build an IT knowledgeable community

Build Collaborative relationships

Leverage Innovation

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 environmentDriven 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 successUsing 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 outreachProvide new and innovative technology to engage and inform a broader cross-section of the public and stakeholders about OC programs, activities, and research

Our Users

Theme 6 - Enable operational excellenceEach and every employee can see the flow of value to the customer, and fix that flow before it breaks down

Theme 7 - Secure Technology EnvironmentPromote a secure computing environment balancing the need for openness and sharing that is essential for learning

Process and Support Services

Theme 8 – Leverage innovationContinuously seek new technologies and evaluate how and where they might fit into the organizational needs or add business value.

Process and Support Services

Organizational Capabilities and Culture

Theme 9 – Easy to do Business withHelping 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

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.

Organizational Capabilities and Culture

• 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

Proposed Next Steps

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

Project Definition - Type of project

• Strategic alignment• Value to students• Value to employees• Risk • Potential for sharing solution• Impact • Cost

• Rate 0 – 3• Potential to add weighting

Criteria Options

Support overview

IT Service RequestsRequest Type Sept 11-12

Sept 12-13

ACM 21 23Account Maintenance 638 832Computer & Equipment 97 84Computer Upgrade 8 172Duplicate IDs resolved 241 51IT Request General 5063 5722Lynda Com Account 220 119Lab Issues 194 270Laptop Loans 80 78Moodle 88 223Password Reset 3216 2714Records Storage 116 74Total 9982 10362

FAQsSept 11-12

Sept 12-13

Questions answered on line 400 417FAQs viewed on line 49,969 246, 235

IT Request General Sept 11-12

Sept 12-13

Software 820 915Networks/Telecom 1194 1317IT Technicians 2212 2574Admin, Misc 837 916Total 5063 5722

Current Open Request Count

Networks Technicians IT general

Any other business

Next governance meeting

Review Actions and Decisions