Information Technology Services Program Plan FY12 (2011-2012)4itsupport.ccp.edu/pdf/ITS FY12 Plan.pdf · 1 Casa Mila La Pidrera, Antoni Gaudi – Barcelona Spain The mission of Information

Information Technology Services Program Plan FY12 (2011-2012)

ITS Program Plan FY12 May 2011 1

Casa Mila La Pidrera, Antoni Gaudi – Barcelona Spain

The mission of Information Technology Service at the Community college of Philadelphia is to plan,

create, and manage an information environment that enables members of the college community to

utilize information resources effectively, productively, and securely. We strive to support excellence

and innovation in teaching, learning, and to support efficiency and productivity in administration.

Information Technology Services partners with faculty, students, and staff to identify the needs of the

college community; provides appropriate infrastructure and tools to enable work; and helps service

areas and individuals meet their goals.



Table of Contents Introduction: Information Technology Services Overview ........................................................................... 6

Enabling the College Mission, Core Values and Vision ................................................................................. 7

Goal I. Implement Green Initiatives through technology ............................................................................. 8

Goal I.a. FY12 Cisco Infrastructure Refresh Project .................................................................................. 8

Goal I.a. Objectives ............................................................................................................................... 8

Goal I.a. Planned Outcome ................................................................................................................... 8

Goal I.b. Implement VMWare virtualization software solution ................................................................ 9

Goal I.b. Objectives ............................................................................................................................... 9

Goal I.b. Planned Outcome ................................................................................................................... 9

Goal I.c. Implement a Pay for Print Management solution to reduce paper consumption ..................... 9

Goal I.c. Objectives ............................................................................................................................... 9

Goal I.c. Planned Outcome ................................................................................................................. 10

Goal I.d. Document Imaging ................................................................................................................... 10

Goal I.d. Objectives ............................................................................................................................. 10

Goal I.d. Planned Outcome ................................................................................................................. 11

Goal I.e. Explore the CLOUD ................................................................................................................... 11

Goal I.e. Objectives ............................................................................................................................. 12

Goal I.e. Planned Outcome ................................................................................................................. 13

Goal II. Improve the Delivery of Technology Services for the Teaching/Learning and Support Service

Environments .............................................................................................................................................. 13

Goal II.a. Support the Campus Expansion Project .................................................................................. 13

Goal II.a. Objectives ............................................................................................................................ 14

Goal I.a. Planned Outcome ................................................................................................................. 15

Goal II.b. Implement Microsoft Active Directory as an Identity Management Solution ........................ 15

Goal II.b. Objectives ............................................................................................................................ 15

Goal II.b. Planned Outcome ................................................................................................................ 16

Goal II.c. Implement Resource25/Schedule 25 ....................................................................................... 16



Goal II.c. Objectives ............................................................................................................................ 16

Goal II.c. Planned Outcome ................................................................................................................ 17

Goal II.d. Raiser’s Edge Implementation ................................................................................................. 17

Goal II.d. Objectives ............................................................................................................................ 18

Goal II.d. Planned Outcome ................................................................................................................ 18

Goal II.e. Implementation of the Disaster Recover/Business Continuity Planning Project .................... 18

Goal II.e. Objectives ............................................................................................................................ 18

Goal II.e. Planned Outcome ................................................................................................................ 22

Goal III Support Teaching/Learning and Education/Student Support Services through multiple priority

projects ....................................................................................................................................................... 23

Goal III.a. Develop a system for requesting priority projects requiring technology ............................... 23

Goal III.a. Objectives ........................................................................................................................... 23

Goal III.a. Planned Outcome ............................................................................................................... 23

Goal III.b. Provide the Technology Support Requested of ITS ................................................................ 24

One Summer – In Progress ................................................................................................................. 24

Student Billing Rewrite & Banner Self-Service modification .............................................................. 24

Hyperion (Brio) reporting via a Master Data Warehouse – Sept 2011 - Sept 2012 ........................... 24

Banner 9 Project Horizon implementation - PENDING ....................................................................... 24

Lumins 5 – MyCCP upgrade - PENDING .............................................................................................. 25

Academic Advising - PENDING ............................................................................................................ 25

Web Redesign Project – In Progress ................................................................................................... 25

CAPP – Banner Curriculum, Advising and Program Placement - Pending .......................................... 25

Hybrid course implementation – In Progress ..................................................................................... 26

QLess queuing system for Enrollment Services - Pending .................................................................. 26

ProED solution to assist in student verifications of Financial Aid – Pending ...................................... 26

Development of a New Graduation Application – In Progress ........................................................... 26

Non-baseline pre-requisite check process - Pending Completion June 2011 to be used Spring 2012

during EOT Drop ................................................................................................................................. 26

Self Service P&P 5 – Instructor Drop for Poor Attendance – In Progress - Testing ............................ 27



SWATODO – Development of an Enrollment Service ToDo list for students inside MyCCP – Not

Started ................................................................................................................................................ 27

Non-matriculating student process – In Progress – Pending completion – Testing in progress ........ 27

Federal Regulatory changes in SAP – Pending November 2011 Due Date ......................................... 27

AVOW system implementation – Pending ......................................................................................... 27

Registration integration for Barnes & Nobel – Not Started ............................................................... 27

Dining Services-Canteen-website build with catering form – Awaiting Spec ..................................... 27

Endowment Module – Finance & IA – Awaiting end-user input ........................................................ 27

Central Supply online web form – Awaiting Spec ............................................................................... 27

Redesign of Duplicating web request form – Not Started .................................................................. 27

ACH – Awaiting end user testing & sign-off ........................................................................................ 27

Automated Faculty Load process – Pilot scheduled for Summer 2011 .............................................. 28

Redesign of Professional Development website – Not Started .......................................................... 28

Web Time Entry – Pending a Pilot Summer 2011 ............................................................................... 28

HR/Payroll: Review of all reports built in Word – Not Started ........................................................... 28

Faculty Step Form – Pending .............................................................................................................. 28

Tenure/Non-Tenure Reporting – Pending .......................................................................................... 28

E-Brochure tied to Recruitment module – Pending ........................................................................... 28

MMS Reservation/Inventory system – Not Started ........................................................................... 28

Math Common Final Exam expansion beyond MATH 118 – In Progress ........................................... 28

Telecom RFP/Implementation ............................................................................................................ 28

RFP completed .................................................................................................................................... 28

Implementation of ISP provider August 2011 .................................................................................... 28

PRI-Local & Long distance service replacement – Pending RFP award .............................................. 28

KINBER installation – Pending PennREN scheduling ........................................................................... 28

Anti-virus review/replacement – Pending .......................................................................................... 28

Misc IDF HVAC issues – In progress .................................................................................................... 28

Ongoing Lease Replacement cycles – In Progress .............................................................................. 28



Sun Server Lease Refresh – In Progress – Sept 2011 and Dec 2011 ................................................... 28

Redesign of Governance website – Not Started ................................................................................. 28

Teleconferencing for ESS (umi Cisco); Advising. ................................................................................. 28



Introduction: Information Technology Services Overview

The Information Technology Services (ITS) department was restructured in 2003 following the start of

the SungardHE Banner Administrative and Student Systems implementation. The following units make

up the department:

Information Support Services (ISS) o Staff and Student Support Center (4ITSupport) o Banner Support and Development; Finance, HR/Payroll, Student o 3rd-Party Support and Development o Web & Interactive Systems Service Support and Development

Technology Support Services (TSS) o Network infrastructure Service and Support o Telecommunication (VoIP) infrastructure Service and Support o Hardware Service and Support o Desktop/Server Service and Support

Information Security and Policies

The ITS department strives to provide the Community College of Philadelphia’s faculty, staff and students with information resources and services that enable them to meeting their goals whether academic or professional growth. We strive to assist in identifying and supporting innovative uses of information technology to advance the academic and service mission of the College. The College has a large and complex information technology infrastructure which is managed by the ITS department. Campus technology resources include telecommunication systems, email systems, wired and wireless networks, web services, administrative systems, directory services, academic applications, support for teaching and learning initiatives and more. We are responsible for planning, testing, implementation, and maintenance of systems and services. We provide support for the administrative units of the College to ensure that business needs are met. In addition, our team provides technical support for the College’s web presence. The ITS department consults with and assists campus technology users to ensure their success and satisfaction.



Enabling the College Mission, Core Values and Vision The Information Technology Services department stands strongly behind the College Mission, Core Values and Mission and is applying its resources towards goals stated therein. The strategic plans were central to our planning discussions for the 2011-2012 fiscal year. This report highlights areas of strategic impact in out FY12 work plan. A recent trip to Spain influenced our FY12 planning. The image on the front cover of this report is of Casa Mila La Pidrera designed by Antoni Gaudi (1852-1926). Gaudi inspired me to bring new thoughts to our discussions concerning our service level goals and our future support of the technology needs of the College. Gaudi’s innovative designs and “pushing the limit” of materials available during his lifetime encourages us to do more with less and to be more creative in our solutions during these tight budget years. Casa Mila was plagued throughout construction by Gaudi’s unconventional design ideas. His design concepts included a structure were the only weigh-bearing walls would be in the stairways. The undulating façade is picturesque but one wonders how it has remained standing since 1910. Unconventional or radical implementations will assist us in developing solutions as we tackle the Campus Expansion Project. Gaudi’s use of nature in his designs also reminds us that we are to move toward a green environment. You will see that the goals within this report detail not only plans to keep “going green” foremost in our minds as we renew technology equipment but to also be innovative in our use of existing spaces to provide technology to the college community. Many of the stated goals and objectives reflect the priorities as defined by the President and Cabinet. Those that are not included are listed in the associated ITS Priorities Listing and should be included as related to overall accomplishment in FY12. You may observe that some goals from FY11 are repeated here as FY12 goals, this is due to their incomplete status. Examples of these goals are the finalization of the Disaster Recovery/Business Continuity Planning (DR/BCP), Virtualization implementation, Data Warehouse and Data Management project, and the Web re-design project.



Goal I. Implement Green Initiatives through technology To serve Philadelphia as a premier learning institution where student success exemplifies the strength of a diverse, urban community college.

State-of-the-art technology employed to enhance teaching and learning.

Goal I.a. FY12 Cisco Infrastructure Refresh Project The 2010-2011 year was used by ITS to plan for an infrastructure refresh that will ensure the Campus Expansion projects and existing main campus and regional centers have adequate bandwidth to support teaching, learning and support activities through technology. This refresh is meant to enable the College with a 10G infrastructure using a refreshed backbone structure with single mode fiber as well as the existing fiber ring connecting all campus locations. The design and equipment have been detailed in RFP # 9641. This RFP will increase the capability of all MDF and IDF locations. Project Timeline: June 2011 – March 2012 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal I.a. Objectives

The project will begin June 2011 and by completed by March 2012.

Build/refresh the College network infrastructure which will support the future of wired and wireless technology needs of the College.

Obtain further training for the Network Services staff to ensure knowledgebase is adequate to support the effort.

A promise of minor downtime inconveniences for the students, faculty and staff at all sites.

Improved Quality of Service for all network devices at the completion of the project.

Automated configuration of all MDF & IDF equipment to ensure up time of services.

Improved monitoring of services to ensure the availability of bandwidth to support College services and needs.

Goal I.a. Planned Outcome

The ITS team will implement the planned infrastructure refresh for all locations.



Goal I.b. Implement VMWare virtualization software solution The green efforts with ITS will continue in FY12. The implementation of virtual servers with decrease

the need for server hardware and lower the cooling and electric costs of Core server rooms within the

College by consolidating servers within a virtual environment.

Project Timeline: August 2011 – January 2012 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal I.b. Objectives

The project will begin August 2011 and by completed by January 2012.

Using the current hardware/software at the NERC-DR site, implement a virtual server setup for core servers needed to support the critical services of the College.

Obtain further training for the Network Services staff to ensure knowledgebase is adequate to support the effort.

Once built, testing should include fail-over services for DR Testing.

Plan for expand the virtual capability for core services of the College.

Goal I.b. Planned Outcome

The ITS team will implement VMWare virtualization software solution to support server environments

then begin planning for expansion of virtual services to the desktop.

Goal I.c. Implement a Pay for Print Management solution to reduce paper

consumption This goal is intended to further support our green initiatives as well as reduce costs. In conjunction with

the CBord One Card solution, a Pay for Print management solution will be implemented first in the Main

Campus and Northeast Regional Center Library/Learning Commons areas as well as the main campus

Student Academic Computing Center (SACC).

The chosen solution, GoPrint, will provide the College with the ability to allow printing in a controlled

environment. The College One Card pre-loaded with “CCP Bucks” will allow student printing based on

their course load. A machine as well as a web interface will allow students to add to their printing

capability through our Campus One Card.

Project timeline: Pilot: June 2011 – August 2011 Full implementation: September 2011 - June 2012

Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal I.c. Objectives

The overall project will begin June 2011 and by completed by June 2012.



Phase One will include a pilot deployment of the GoPrint solution to the main campus Library and the Northeast Regional Center Learning Commons.

o Discussions with Academic Affairs will include functional training on the product as well as discussions concerning the future amount of CCP Bucks to be provided to students.

o During the pilot phase Students will have a limited printing capacity but will be monitored to ensure that they can print during the Summer.

o Reporting will be used to help determine the amount per students of CCP printing bucks.

o The 4ITSupport call center will provide active support for the pilot operations to ensure students and staff are not adversely affected by the solution.

o Release stations will be setup near printers to allow for job release via the College One Card. Library staff will be consulted on the location of these stations.

o Job Control will be handled by both Library and Learning Commons staff as well as ITS. o Phase Two will expand this solution into all Student Academic Computer Centers and all

Learning Commons/Library facilities. o Future expand copy machines in these same locations will be added.

Goal I.c. Planned Outcome

Assist the College in a green initiative to control printing through the implementation of the GoPrint Pay

Printing Management solution via the College One Card system.

Goal I.d. Document Imaging The need to reduce paper storage both from a green perspective and limit the cost of external storage

has lead the College to pursue document imaging technology. Begun in 2010, this initiative will continue

into this fiscal year. Enrollment services will continue the efforts with Admissions and Records &

Registration to provide scanned images of paper documents provided by students related to enrollment

services. In addition, Human Resources and Payroll will move toward the imaging of documents to

reduce the storage of paper related to employment files.

Project Timelines:

Admissions and Records & Registration – June 2011 – October 2011

Human Resources & Payroll – August 2011 – December 2011 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal I.d. Objectives

Following the discovery defined in 2010-2011 for the offices of Admissions and Record and Registration, the process of intake and retrieval of student related information will become electronic.

o Acting in the role of Project Manager of the product, S.K. Calkins will ensure the goals of the project are completed.



o ISS staff will provide the support of the implementation as in 2010-2011 through system administration and support of the implementation.

o Complete this activity by October 2011 bringing the Admissions office and Records & Registration live using the OnBase system.

o The TSS Network Team will upgrade the server and storage capacity of the system as well as provide the deployment and installation of hardware and software related to this system.

o Coordinate the implementation of defined workflows to improve processing. o Coordinate training of Enrollment Services staff in the use of the system. o ITS will continue in the role of system administration of the OnBase implementation

while the centralized area defined as the Document Imaging Center will continue in the responsibility of scanning and indexing. An ISS staff member is now certified in Sys Admin of OnBase.

o Implement the document retention module of OnBase to ensure compliance of Records Retention as defined by the General Counsel of the College for Enrollment Services.

A defined priority of this fiscal year, document imaging will be implemented for the offices of Human Resources and Payroll. These offices currently store duplicate copies of some employee information as well as individual office-related employee documents.

o Electronically stored information will become shared within an electronic repository through the implementation of specific security rules to ensure privacy of employee information.

o Coordinate the effort of the backlog paper scanning through a 3rd-party vendor to reduce the paper storage.

o Implement the necessary workstations and hardware in these offices to provide scanning capability of ongoing document imaging thus reducing paper storage.

o Coordinate the training of Human Resources and Payroll staff members in the use of the system.

o Go Live of this project will be June 2012.

Goal I.d. Planned Outcome

Implementation of document imaging for the offices of Admissions, Record & Registration, Human

Resources and Payroll as defined within the objectives of this goal.

Goal I.e. Explore the CLOUD To support the efforts to contain costs and reduce the carbon footprint of technology, ITS will further

explore the use of Cloud computing.

The centralized hosting of business application dates back to the 1960s. Starting at that decade, IBM and

other mainframe providers conducted a service bureau business, often referred to as time-sharing or

utility computing. Such services included offering computing power and database storage to banks and

other large organizations from their worldwide data centers.

http://en.wikipedia.org/wiki/IBM

http://en.wikipedia.org/wiki/Mainframe_computer

http://en.wikipedia.org/wiki/Service_bureau

http://en.wikipedia.org/wiki/Time-sharing

http://en.wikipedia.org/wiki/Utility_computing

http://en.wikipedia.org/wiki/Computing

http://en.wikipedia.org/wiki/Data_center



The expansion of the Internet during the 1990s brought about a new class of centralized computing,

called Application Service Providers (ASP). Application service providers provided businesses with the

service of hosting and managing specialized business applications, with the goal of reducing cost by

central administration and through the solution provider's specialization in a particular business

application.

In an extension to this concept, cloud computing fundamentally allows for a functional separation

between the resources used and the user's computer, usually residing outside the local network, for

example, in a remote outsourced datacenter. The principle behind the cloud is that any computer

connected to the Internet is connected to the same pool of computing power, applications, and files.

Software as a Service or SaaS is the "on-demand software," is a software delivery model in which

software and its associated data are hosted centrally [typically in the (Internet) cloud] and are typically

accessed by users using a thin client, normally using a web browser over the Internet.

The SaaS concept is currently being employed by Sungard to bring distinct upgrade paths to a previously

integrated system. These independent upgrades are a change in the philosophy and bring new

challenges to providing administrative and student services to the College. In addition, SaaS models are

proliferating throughout software provides as a means to lower costs of the user community while

centralizing services. The College currently employs the use of SaaS in the Human Resources

department through our agreement with PeopleAdmin which provides job applicant collection and

storage. The Cloud is also currently being utilized by the College to deliver student email via Google.

Issues related to this effort include:

Privacy and security of data

Delivery of services; maintaining the 5-Nines of system availability and reliability

Compliance and regulatory requirements

Cost of initiating Cloud and SaaS

Project Timeline: June 2011 – September 2011 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal I.e. Objectives

Deliver an analysis of Cloud and SaaS models to the Board of Trustees by the end of the first quarter of FY12.

o This analysis will include A review of what on-demand services can be provided. A review of the regulatory and compliance issues related to the concept of

resource pooling. A review of Cloud SaaS models available to the College.

http://en.wikipedia.org/wiki/Centralized_computing

http://en.wikipedia.org/wiki/Application_service_provider



Comparison of Private, Public and Community Cloud concepts. A review of Quality of Service issues related to Cloud and SaaS provisioning. Initial costs associated with provisioning Cloud and SaaS as compared to current

costs.

Goal I.e. Planned Outcome

Provide a white paper analysis of the possibilities of moving the College to provisioning Cloud and SaaS to provide technology services.

Goal II. Improve the Delivery of Technology Services for the

Teaching/Learning and Support Service Environments

The College will enhance quality, innovation, and effectiveness in the delivery of academic, administrative, and student support services. – 2008-2012 Strategic Plan In efforts to continue the goals of the College Strategic Plan, ITS is part of the process to build a new strategic plan for 2013 and beyond. These discussions include improved delivery of services to a more technology savvy student body, demands for smart learning spaces and integration of services through social media and web-based services. As we move into the 2011-2012 year, the challenges of tomorrow are present today. The Campus Expansion project requires more technology availability to staff, faculty and students. The need for integration of services via the web is becoming increasing necessary to keep pace with the higher education environment. Distance Education has expanded by providing more courses and will become a course supplement of in-class courses, hybrid courses existing within both environments are becoming more common and the use of technology to tutor and enhance instruction is demanded by the Educational Support Services department. Use of hosted testing continues to be at the forefront. The current common math final is provided through a hosted service as is the College assessment testing process. Support for these initiatives and the need to further the expansion of technology is a paramount goal for 2011-2012 and beyond.

Goal II.a. Support the Campus Expansion Project The Campus Expansion Project has seen the fruition of the new Northeast Regional Center and now looks to the completion of the New Pavilion building, renovation of main campus spaces, and the expansion of the West Philadelphia Regional Center. These efforts are guided by the Planning & Finance division and require coordination with many other college constituents including ITS. As in the 2010-2011 year, ITS will continue to support the Campus Expansion Project by providing technology support in planning and implementation. Project timelines:



Pavilion Building – Opening July 2011 West Philadelphia Regional Center expansion – Go Live October 2011 West Building renovation – Go Live as defined by Construction Management Bonnell and Mint Building renovations – Go Live as defined by Construction Management One Card implementation – Staged: Phase One with opening of the Pavilion building Smart Classroom technology expansion – Ongoing Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal II.a. Objectives

Continue participation in the Main Campus Transition meeting to provide technology-related input into the expansion process.

Provide the necessary oversight to technology implementation as needed by the Director, Facilities Construction Management.

Provide technology assistance in swing-space moves. Provide technology assistance in setup and configuration of new space. Provide technology-related support to the One-Stop Enrollment Services configuration and

setup. Continue the implementation of related technology efforts of the Campus One Card and Digital

Signage projects. o Provide back-end system administration for the Campus One Card CBord and Digital

Signage implementations. Train ITS staff members as system administrators for support of the One Card

system. Implement the necessary hardware and software in support of the One Card

and NICE security systems as detailed in the One Card integration plan. This is to include improved ID processing, One Card vending, POS for Canteen services, GoPrint Pay Printing Management (Goal I.a.), One Card door access controls, and the NICE security system.

Provide support for staff and students in troubleshooting issues with the One Card implementation via the 4ITSupport Call Center.

Build and modify the appropriate Banner data feeds to supplement the One Card system.

Assist in the implementation of declining balance for the One Card system. o Provide input into the use of smart classroom technology.

ITS in conjunction with MMS and Academic Technology will continue to participate in efforts to improve and build more smart classrooms.

Implement more Smart Podiums in classrooms on all campus locations. Explore smart technology use in the Library and Learning Commons areas. Explore the use of a Telepresence system in the Learning Lab to enhance

tutoring; UMI Cisco. Continue to work toward a complete standardization of classroom technology

that will enhance the teaching/learning process.



o Explore social media options for the College in relationship to the Enrollment Management Plan needs.

Explore the continued use of social media in recruiting and admissions. o Explore the ADA compliance issues within the internal web.

Explore the changes in ADA regulation and compliance issues. Determine a strategy for improving ADA compliance of internal web sites.

Goal I.a. Planned Outcome

Provide support and technology implementation and integration for the Campus Expansion project, the implementation of the College One Card system, and the Smart Classroom initiatives.

Goal II.b. Implement Microsoft Active Directory as an Identity Management

Solution The current network file, print and authentication services are provided by Novell. This network os is now at an end with the purchase by Attachmate in 2011. The end-of-life of the College email system, GrouWise, is looming. The Suse Linux OS on Novell servers will have continued support but the need for a true LDAP and identity vault is needed to provide staff, faculty and students with the secure and consistent access to College services. Implementation of Active Directory (AD) will bring the needed IDM services required to move the College email to Google. This outsourcing of email will lead to cost savings as well as increased functionality for users. Planned following the migration of the student email system to Google, security and identity management within our current Novell e-directory environment proved to be unable to provide a seamless and secure solution. In addition, IDM will bring true single sign-on capabilities to all systems provided at the College; Banner, Hyperion, Document Imaging, etc. This IDM concept uses a Kerbrose protocol environment to maintain security for all users of the system. Paramount in maintaining regulatory compliance, this solution will provide IT audit compliance for the College. Project Timeline: July 2011 – June 2012 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal II.b. Objectives

Define a team for implementation o W. Bromley & S.K. Calkins Project Leads o Team members: E. Crosbee, F. Talabis, J. Polich, A. Gatto o No outside consulting will be utilized

Assess the Goals for the migration from Novell to Windows migration

Create a vision



Create the Solution Concept

Define the Scope of the Project

Determine a timeline for the project with milestone deliverables

Assess Project Risks

Provide needed training for ITS staff

Development communications for College staff concerning project

Major Tasks and Deliverables: o Key design goals o Summary of existing environment o Scope Summary o Background information that places the solution in a business context o The solution design and architecture, from the conceptual, logical, and physical points of

view o Features and services that define the functionality of the solution o Component specifications that define the products that will be used to deliver required

features and services o Dependencies on other projects or resources outside the project team’s control o Master project plan and schedule, which describes when each piece of the work will be

done and shows how the work will be coordinated, taking dependencies into account. o An updated risk assessment with management plans for top risks. o See the TechNet document – Planning Your Novell to windows Migration Project for

details.

Goal II.b. Planned Outcome

Implement Microsoft Active Directory to provide an IDM solution for the College which will enable the

move to internal and external user services; Google, Hyperion, Banner, OnBase, CBord, Cloud

opportunities yet to be defined etc.

This implementation will lead to a migration of email services to the Cloud for faculty and staff as well as

secure Google email and apps for students.

Goal II.c. Implement Resource25/Schedule 25 A college product for many years, Collegenet’s R25/S25/X25 space management/analysis and scheduling software packages will be implemented by December 31, 2011. This implementation will provide better utilization of academic spaces as well as event planning. Project Timeline: June 2011 – Dec 2011 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal II.c. Objectives

Engage Collegenet services to perform a training/discovery session for the College.

Setup a team meeting to discuss goals of project – June 2011



o Team members: Facilities – Harry Moore, Nadya Day, Laura Harmon, Ed Nolan Marketing – Erica Harrison

Academic Affairs – Elayne Geissler, John Jones and Pete Llewellyn

Note correction to AA list 6/4/2011 per Dr. Gay ITS – S.K. Calkins, Beth Giampietro, Jerome Phillips Executive Committee – Jody Bauer, Lynette Brown, Judy Gay, Tom Hawk

IT Affinity group member offered assistance: Contact CCAC - http://www.ccac.edu/default.aspx?id=138057

Develop a timeline with milestones for December 2011 Go Live o Go Live will be a phased approach

Phase One: Dec 2011 will provide for room management during Spring 2012 Phase Two: March 2012 will provide for S25 build of the Summer & Fall 2012

academic schedules – involvement of academic schedulers imperative here

Purchase updated server hardware needed to support the expansion of the product

Purchase software licenses to support the expanded use of the product by multiple areas

Review and update current room attributes, characteristics and partitions related to academic scheduling and Facilities/ITS/Academic room needs

Review room request approval process

Review/define the uses of R25/S25

Provide training for users that will interact with R25/S25/X25

Provide updates on the status of the project to the President and Cabinet

Goal II.c. Planned Outcome

Implement R25/S25 for use as a room scheduling application for events, for academic room scheduling, and building an adequate room/equipment maintenance schedule for Facilities and ITS. Include all campus locations in the build including public, faculty and administrative office and support area space.

Goal II.d. Raiser’s Edge Implementation As an interim solution for Institutional Advance fundraising activities, a re-implementation of Raiser’s Edge will be accomplished. This solution will provide IA’s fundraising and alumni activities a real-time database solution with the objectives of:

Relationship Cultivation

Contact Management

Diversifying Fundraising Methods

Communication about Organizational Effectiveness

Operational Management

Automating Processes

Data Security

Project timeline: June 2011 – April 2012 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

http://www.ccac.edu/default.aspx?id=138057

http://www.blackbaud.com/products/fundraising/raisersedge.aspx#2









Goal II.d. Objectives

Meet with institutional Advancement Executive Management to define the goals of the project, timeline, and team for the project including IA and Finance staff.

Contact Blackbaud for assistance in the re-build process.

Purchase new server hardware needed to support the project.

Determine licensing strategy best for the College.

Develop a timeline with milestones.

Report progress to the President and Cabinet on progress.

Determine training needs for staff.

Goal II.d. Planned Outcome

Implement an interim solution for Institutional Advancement fundraising activities using Raiser’s Edge from Blackbaud.

Goal II.e. Implementation of the Disaster Recover/Business Continuity

Planning Project This project, started 3 years ago continues as an ongoing project for the College and the ERMT

committee. ITS support for this project as to date included the setup and testing of a redundancy of the

AP/Payroll system to ensure payment of employees and vendors in the event of a disaster at the main

campus site. The backup location for this effort has been designated as the Northwest Regional Center

where equipment and access have been setup for this purpose. The ITS department continues to test

connectivity and viability of the setup.

New efforts during the 2010-2011 fiscal year included the construction of a disaster recovery room at

the Northeast Regional Center. The network server and storage equipment have been setup and are

awaiting resolution of the HVAC/UPS services to the room. Efforts will continue this year to setup and

test the redundancy of critical services of the College via technology.

Project Timeline: July 2011 – June 2012 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal II.e. Objectives

Continue to convene the DR/BCP team within ITS to perform discovery and planning for the NERC DR site.

ITS tasks to include: I. Hardware

List of all installed hardware in NERC room

List of all hardware targeted for NERC room but not yet in room. Include: Any existing hardware at Main campus and any other sites Purchased hardware not yet received



Hardware to be purchased (and anticipated dates by which purchase can be expected to be made)

For all hardware, determine who has the system/device password(s) and by what other means are those passwords accessible

II. Software

List of all software licensed for the room and its purpose/function

List of all software yet to be purchased for room and its intended function

List of data backup frequency and backup type (Full / Differential / Incremental) for each software/application

III. Support Service/Contracts

Define a list of support services for all hardware and software List to contain/detail, at least, the following:

Support provider

Contract number

Contract duration

Renewal period

Coverage hours/days

Any limits on usages/tickets to be submitted

Min/max guaranteed response time

Main CCP contact person designated (if applicable/relevant)

Support contact information: o Telephone number(s) o Web site(s) o Fax number(s) o E-mail address(es) o Any username or password required for access/call

Identify any plans that are in place to obtain support when support service is unavailable List to contain alternate plans for hardware and software

IV. Additional Services/Contracts

List of details for all additional services acquired/secured to support the room Internet Service Provider Network/LAN connectivity Off-site storage/Backup

Company, frequency of retrieval, duration of time storage available

If tape is used, note schedule will be replaced tape so it does not deteriorate

Network or systems monitoring

Devices/systems being monitored

Contact notification list



V. Business Processes

List of business processes that will be supported by the devices/applications in the NERC room List any production processes separately from any processes that would be

available in a disaster recovery mode

Timeline by which each business process / DR component is intended to be live in the NERC room

As business processes change, define a process where change will be earmarked/reviewed for inclusion in new room

What has been the agreed or promised recovery time for each business process? VI. Technical Configuration/Implementation Details

Detail/describe infrastructure supporting the room

For all devices/servers/systems in NERC room (or those in existence and targeted for NERC room): IP address Server name Mac address List of all software installed on each unit of hardware

Include any BIOS, firmware, operating system, application versions and other relevant details

Any relevant application names/identification

Identify which hardware/software devices/components support each business process

Identify associated storage device, if applicable

Plan for testing/validating configuration/failover Provide details of any tests that already occurred Provide schedule of tests currently planned

List plan to address or account for impact to existing processes (changes to upgrades, new installs, etc.)

Staff member/role responsible for monitoring certain hardware/software

For production processes operating from the room, data backup and recovery plans for those processes

VII. Other Items

Security Access to Room Detail who will be authorized to enter room Detail the process for access to room Details of any security log reviews for access to room

Determine who will review or monitor the security log(s)

Passwords Determine how passwords are stored or made available



Detail where can staff find the password(s) when primary responsible staff member [with password] is not available

Power backup Document and test the life of backup power Determine if any additional battery backup will be needed Develop a testing schedule for the UPS to know when replacement will be

necessary

Note any room protection measures (to protect room and/or devices/servers in room from natural or other disaster) Floods Winds Fire Overheating

Communications devices/accessories available within room Walkie-talkie Document available telephone number to room

Determine the need to have a backup or POTTS line in the room Cell carrier issues

Determine the viability of using cell/mobile devices in the room Post an Emergency contact list in the room

Other necessary items for the room Batteries Emergency contact list (hard copy) CCP Phone list Safe

Document the safe combination PCs / laptops for use

Document availability

Document printer and fax Additional laptop battery chargers Additional phone chargers Paper and writing utensils Water

List any other decision made regarding the room not otherwise categorized by the preceding list.

List any known issues/challenges/risks with room VIII. Emergency Events and Recovery Plans

Identify triggering event that will prompt failover to room for each process supported by the equipment housed at the site Document which services will fail-over automatically or must be triggered

manually



Note: Triggering of an event should be escalated from the ERMT or the Vice President ITS & CIO

Automatic fail-over should be documented and reviewed at the Executive Management Team level

Compare/contrast purpose of room with any current disaster prevention measures in place elsewhere for the processes moving into the room (Main, NWRC, other) This will allow a clear understanding of what recovery process will handle which

situation/scenario

Once a process has failed to room, detail the recovery plan to restore operations to original location (if any)

Goal II.e. Planned Outcome

To document, setup and test the redundancy of critical services of the College via technology located at the NERC.



Goal III Support Teaching/Learning and Education/Student Support

Services through multiple priority projects As defined as priorities by Cabinet, the ITS department will support multiple project and

implementations in support of teaching & learning and support services of the College.

Goal III.a. Develop a system for requesting priority projects requiring

technology As the number and scope of projects involving technology increase, the ITS department will enlist the support of the President’s Cabinet in determining priorities for each fiscal year. In order to provide the user community with the support and analysis needs of exploring technology, ITS will develop a web-base form for submitting project requests. These submitted requests will be reviewed and vetted internally within ITS followed by a recommendation to the requesting body with optional solutions for their review. The user areas will then review the proposed solution options and bring a single option forward to the area of responsibility Vice President. The resulting project will then be placed as an agenda item for Cabinet review and prioritization among other IT projects. Project Timeline: Go Live August 2011 Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

Goal III.a. Objectives

ITS will develop a web-based form which will allow users to enter information pertaining to projects requiring technology.

ITS will develop a standardized process for reviewing submitted projects that have technology needs or support.

o The process should provide viable alternative where they exist. o The process should provide feedback to the originating group. o The process will be documented.

ITS will publish a listing of projects each quarter with a status for the college community.

Goal III.a. Planned Outcome

ITS will develop and publish a standardized procedure for submitting project requests involving technology.



Goal III.b. Provide the Technology Support Requested of ITS The multiple projects and timelines listed below have been approved by the President’s Cabinet where noted and will be accomplished as noted within the context of available staff resources. Most the projected listed below are in progress. Project Timeline: June 2011 – June 2012 (milestones are defined within each project) Activity Leaders: J. Bauer, W. Bromley, S.K. Calkins

One Summer – In Progress

College reporting modification

Support of implementation issues

Faculty seniority changes

Student Billing Rewrite & Banner Self-Service modification

Phase Two– Spring 2012 o Student Bill, SSB enhancements & (drop) payment match by payment group o OnBase solution allowing students to view multiple bills via MyCCP

Under review

Build Cost $8,000-$10,000

OnBase licensing – Cost unknown

Student bill PDF storage and retention – Cost unknown

Hyperion (Brio) reporting via a Master Data Warehouse – Sept 2011 - Sept 2012

Upgrade to Essbase

Perform Discovery Phase

Revisions to all reports and dashboards following upgrade o Phased approach – area by area

IR report revisions

Data dictionary build

Banner 9 Project Horizon implementation - PENDING

Dependence on Sungard Module release schedule o Discovery phase o Explore/Test multiple development platforms o Train ITS staff in development tools o Assess hardware needs



Lumins 5 – MyCCP upgrade - PENDING

Rebuild current MyCCP view to enhance student/staff/faculty productivity

Explore ADA compliance

Hardware/software upgrade

Requires and Identity Management Solution

Academic Advising - PENDING

Build of a new application for faculty/student advising sessions o Scheduling o Reporting o Payroll

Development tasks o Kiosk check-in solution for students with way finding o Scheduling system for faculty advising hours (workload)

Payroll interface required o Web interface for faculty entering information concerning student advising

session o Web interface for faculty concerning student to be advised o Academic history, Catalog year, Major status and history, program placement

level, CAPP information

Web Redesign Project – In Progress

Participate in the redesign phase

FY13 begin Re-build process of web as designed o Selection/Implementation of new hardware/software in support of the redesign o Selection/Implementation of a Search Engine o Selection/Implementation of a Content Management Solution

CAPP – Banner Curriculum, Advising and Program Placement - Pending

Perform discovery of progress in Academic Affairs & Student Affairs following meeting of Nov 2010

o Definition of vision & goals

Banner upgrade of CAPP patch – Implementation/Testing

Verify CAPP and Catalog builds



Hybrid course implementation – In Progress

High priority for Academic Affairs

Requires modifications of Course Finders, New & Developmental Course Search interfaces, Student Schedule, Enrollment Confirmation, My Enrollment Profile

Requires modifications of Master Schedule report, Institutional Research reporting, Finance reports

QLess queuing system for Enrollment Services - Pending

Request from Enrollment Services for new one-stop areas

A SaaS solution – no in-house hardware/software required

ProED solution to assist in student verifications of Financial Aid – Pending

3rd-party solution that will require outside agency access to Banner and OnBase o Security issues require exploration o SAS 70 compliance review o Cyber insurance review o Licensing cost for vendor access to OnBase o Development of a job to populate the popsel for verification within OnBase

workflow o Log for tracking of changes in Banner o Log for tracking of vendor VPN access o Log retention for support possible incidents o Define Quality Assurance for review of external vendor access to Banner and

OnBase systems

Development of a New Graduation Application – In Progress

In progress – (15+ components to address) Demo completed on 4/20. Several small defects discovered and being corrected. Awaiting specification of additional functionality requested.

Non-baseline pre-requisite check process - Pending Completion June 2011 to be used Spring

2012 during EOT Drop



Self Service P&P 5 – Instructor Drop for Poor Attendance – In Progress - Testing

SWATODO – Development of an Enrollment Service ToDo list for students inside MyCCP – Not

Started

Non-matriculating student process – In Progress – Pending completion – Testing in progress

Federal Regulatory changes in SAP – Pending November 2011 Due Date

AVOW system implementation – Pending

Review of a change to outsourced transcript processing

Registration integration for Barnes & Nobel – Not Started

Dining Services-Canteen-website build with catering form – Awaiting Spec

Endowment Module – Finance & IA – Awaiting end-user input

Central Supply online web form – Awaiting Spec

Redesign of Duplicating web request form – Not Started

ACH – Awaiting end user testing & sign-off

Banner AR Release 8.3 – In Progress o Will require an Intellicheck upgrade



Automated Faculty Load process – Pilot scheduled for Summer 2011

Redesign of Professional Development website – Not Started

Web Time Entry – Pending a Pilot Summer 2011

HR/Payroll: Review of all reports built in Word – Not Started

Faculty Step Form – Pending

Tenure/Non-Tenure Reporting – Pending

E-Brochure tied to Recruitment module – Pending

MMS Reservation/Inventory system – Not Started

Math Common Final Exam expansion beyond MATH 118 – In Progress

Telecom RFP/Implementation

RFP completed

Implementation of ISP provider August 2011

PRI-Local & Long distance service replacement – Pending RFP award

KINBER installation – Pending PennREN scheduling

Anti-virus review/replacement – Pending

Misc IDF HVAC issues – In progress

Ongoing Lease Replacement cycles – In Progress

Sun Server Lease Refresh – In Progress – Sept 2011 and Dec 2011

Redesign of Governance website – Not Started

Teleconferencing for ESS (umi Cisco); Advising.

Documents

Information Technology Services Program Plan FY12 (2011-2012)4itsupport.ccp.edu/pdf/ITS FY12 Plan.pdf · 1 Casa Mila La Pidrera, Antoni Gaudi – Barcelona Spain The mission of Information