ETS Moran Technology Consulting Report Updates

Transcription

1 Project List/Objectives 1.1 Update the IPEDS, Educause and SUNY comparative metrics reports and start an annual file. Sum 2011 Fall 2011 Spr Sum Comments The IPEDS comparative metrics report for and the Educause metrics report for were completed. The report includes MCC's data as compared to 8 SUNY peer schools and 12 national school peers. The Digital Community College survey and the Campus Computing survey were reviewed to determine if there were other standard metrics from these two surveys that could be included in future IPEDs/Educause reports. A suggested draft including some metrics from these surveys was added to the comparative metrics reports and was shared with the ETC at its December 13, 2011 meeting. The ETC was asked to review the draft templates for the reports and provide feedback to Jeff and Marie at the Spring ETC meeting. 1.2 Formalize departmental statistical profiles, divisional performance indicators and comparative metrics reports and share with the ETS Emerging Technology Committee (ETC); decide which timely items are important to share with the College. The ETS statistical profile was shared with the ETC metrics sub committee. The subcommittee reviewed the metrics and submitted a report that suggested that many metrics were of operational use inside of ETS, but were not of concern to non ETS constituencies. The metrics sub committee developed 21 questions that they felt were important to College end users and the sub committee s report and the list of questions were shared with the full ETC group on October 18, ETS agreed to include potential metrics or informational items to respond to each of the 21 questions. The revised version of this document was distributed to the ETC at the December 13, 2011 meeting for their final review. A revised draft of the ETS metrics plan was prepared and was shared with the ETS Eecutive committee in January 2012 for implementation in Spring Create baseline performance measures for those metrics which have value and publish them. 1.4 Develop annual action plans with timelines to address critical performance indicators and value metrics. 2.1 Use the Serving Students Best (SSB) documents and vision as key source for the development of the ETS Technology Plan. 3.1 Create a comprehensive list of on going and potential IT projects; solicit input from all major stakeholders. The ETS Eecutive Team has completed draft forms, criteria, and processes to establish a comprehensive Technology Project Prioritization program. The key element is a request for project form which requires essential details to define the potential size and scope of the project., and which includes preliminary costs and planning elements. This form, once submitted to ETS, would be reviewed by ETS and assigned to an appropriate staff member to work with the proposer to review and validate the content. Once completed the request would be categorized 1) as small and assigned to an ETS director to prioritize and manage, 2) as medium and assigned to an ETS eecutive officer to prioritize and manage, or 3) as large and submitted to the College to prioritize. Collegewide projects would be reviewed by the Emerging Technology Committee and prioritized by the President's staff. As of December 7, this process was put on hold as a commercial program that would virtualize this program is being reviewed. M:\Offices\Educational Technology Services\Vice President's Office\Eileen\Projects\Moran Tech Consulting 2011\Action Plan\ of 5

2 3.2 Prioritize the IT Project List based on SSB documents and vision; with advice from the ETC, the Vice Presidents, and the Budget Resource Committee (BRC). 3.3 Create a working schedule and deployment plan for the prioritized IT Project List. 3.4 Integrate the IT Project List within the ETS Technology Plan and the MCC Budget Reference Objective 3.2 Plan. 3.5 Recycle the IT Project List annually through the ETS Eecutive Team, ETC, BRC Reference Objective 3.2 and other College wide committees. 4.1 Identify Student Services and Academic Services leaders to manage this project. Reference Objective 4.2 Tech Project Forms and Project Prioritization Process have been finalized. Implementation awaiting decision on potential software programs updates epected April 15, Tech Project Forms and Project Prioritization Process have been finalized. Implementation awaiting decision on potential software programs updates epected April 15, Reference Objective Reengineer critical services to students that streamline processes, provide simple ways for students to be successful in the MCC community. For each process identify the customer, determine the customers needs, and determine best customer services. 4.3 Assign ETS programming staff to serve as consultants for the development of the final reengineering processes. 4.4 Submit the reengineering processes into the ETS Project Management System for integration into the IT Project List. 5.1 Review, amend if necessary, and endorse the SSB Guiding Principles as recommended by the Consultants 5.2 Agree that no Banner modification will be programmed until the current process is reengineered or endorsed as efficient and supports a student s perspective. 5.3 Construct a virtual one stop that supports students from point of first contact with the College through application to the College and first semester registration. The College has embarked on a 100 Days to Innovation Program process (Student Account Creation process and its impact on student registration after acceptance) which focuses College resources on a target issue for a concentrated period of time. ETS is managing this project with College wide support and participation. The 100 Days to Innovation project culminates on June 3, Reference Objective 4.2 Reference Objective 4.2 A Student Help Desk was created; student print stations were implemented; a Luminis student portal is being created. Virtual Campus 6.0 was rolled out to more classrooms. This is being addressed by the Banner Steering Committee. ETS is actively participating with college groups to streamline and enhance the student eperience. ETS purchased, configured and installed ten employee and student stations at the Brighton and DCC campus for a virtual one stop printing solution. These multiuse stations have been used for: account activation; student schedule printing; print on the go for course work; and student registration. A Student Technology Help Desk was implemented fall 2011, enhancing student technology support. 5.4 Coordinate ETS staff and major Banner users to compare current functionality of Banner as implemented by MCC and as offered by SunGard, apply comparison to outstanding programming requests and reengineered processes; conduct this review annually and upon the release of any new version of Banner. 6.1 Review the purpose, functionality and benefits of ODS/EDW with major Banner users. This is being addressed by the Banner Steering Committee. M:\Offices\Educational Technology Services\Vice President's Office\Eileen\Projects\Moran Tech Consulting 2011\Action Plan\ of 5

3 6.2 Review data etract tools, protocols, and tables with major Banner users. 6.3 Develop and test a practical business analytics system that supports the College s move to user needs for data driven decisions. 6.4 Define levels of user needs for data analysis from basis review to sophisticated interactive data manipulation, and deploy data warehouse tools appropriate for each level. 6.5 Develop a user training plan for data etraction tools and data reports that responds to user needs. 6.6 Implement the necessary security tools and authorization process to protect the College and users in regards to data analysis and reporting. 7.1 Create and share with users a formal development plan for the faculty and student portals. The faculty portal was completed in The student portal is completed; a "soft" rollout has been implemented for the remainder of spring 2012 and a "hard" rollout will be completed during summer CCR is working on a formal, college wide communication plan. 7.2 Define the purpose and functions of an information intranet to serve as an internal communications vehicle. 7.3 Fi the current or implement a new web search engine. A new web page search engine Thunderstone was implemented during summer Fi the current or implement a new content management system. The Web Content Management System (WCMS) committee has actively sought input from SUNY, League for Innovations, MCC web users liaisons, the MCC community, and vendors. Based on that input, we are developing a list of required and preferred functions and features for a new WCMS. We are in the process of developing an RFP (request for proposals) ; once that is completed we will interact with a consultant who will assist us in acquiring an appropriate WCMS. 7.5 Convene user groups to create, amend and/or validate communication channels and communication strategies. Spring 2012, the committee is looking at open source products and we anticipate a recommendation for a web content management system by early summer ETS and College and Community Relations (CCR) have worked with the President to define a new web development process and web governance system. The web governance system includes an eecutive leadership and planning team and a Collegewide user advisory committee. These processes and systems will be implemented fully in The Web Advisory Committee has been established, as well as liaisons for social media and editorial calendaring. The web project prioritization process has been reviewed and will be field tested spring semester Decide on the continued use of Angel Course Mail. A survey is being developed to evaluate the communication preferences for instructors utilizing Angel. The survey will be distributed to Angel faculty during the spring 2012 semester. M:\Offices\Educational Technology Services\Vice President's Office\Eileen\Projects\Moran Tech Consulting 2011\Action Plan\ of 5

4 7.7 Decide on the implementation of emergency and non emergency teting for communication with the College. Based on the review conducted last spring, MCC will continue to use NY Alert for emergency notifications. The alternate solutions will be further evaluated to see if they can provide an affordable teting solution for non emergencies. 7.8 Redefine web governance for strategy, for production, and for user involvement. 8.1 Develop a single point of contact for IT support for all stakeholders to include: list of products and services supported; defined time frames for Help Desk, onsite support and repair support; and support for administrative systems. ETS and CCR have completed the redefinition of user policy and procedures with approval by the President. Information on the new procedure will be provided in 2012, including a new request for project form to identify, describe, prioritize, and manage web production, web content, and web design projects. The Web Leadership Committee has developed a communications plan to inform the College community of new operational, and governance processes. 8.2 Redefine and implement the ETS business analyst position. Responsibilities associated with the ETS business analyst position are being considered for inclusion into an eisting director level position. The College is also considering an entry level Business Analyst position to focus specifically on business functionality. 8.3 Develop a strategy to provide end user training for Banner and other major technologies. 8.4 Define and implement a multi level help desk structure to include: a single point of contact; tracking all calls to resolution; user oriented problem/solution knowledge base; and Help Desk staff training. 8.5 Consider merging ELC Help Desk, Library technical /reference desk, Call Center and MCC operator services into a single support organization. 9.1 Design and deploy formalized processes for project and technology task management. ETS has designed a Technology Project Prioritization program that will formalize and inform a College wide process of project and technology task management. The program is currently on hold (December) to assess a commercial software program that could manage and virtualize the entire process. 9.2 Train ETS staff in basic project management skills. ETS Eecutive Team members have attended a four hour and ETS staff have attended a two hour project management workshop and orientation conducted by Dr. Jack Cook. Two Eecutive Team members and two ETS divisional staff are completing an etensive but modified Lean Si Sigma course offered through MCC Workforce Development. 9.3 Develop forms and criteria for submission of projects. Forms and criteria have been developed (reference Objective 3.1). 9.4 Develop forms and process for project communications and prioritization Define and deliver technology support services to the Residence Halls and responsibilities in a Service Level Agreement with the MCC Association. A Service Level Agreement for residence hall support has been developed and is being reviewed. M:\Offices\Educational Technology Services\Vice President's Office\Eileen\Projects\Moran Tech Consulting 2011\Action Plan\ of 5

5 10.2 Create a network access contract solution to confirm all student technology units have updated anti virus tools and security controls Identify costs of providing support to Residence Hall students and work with MCC Association to reimburse Establish a College wide security governance structure for servers, workstations, applications, and network appliances Conduct an annual eternal security test to identify and then close security eposures Assess the use of eisting systems and programs to meet College needs for online services, forms, web directories, and related mailers. The possibility of this solution is being reviewed by the Student Technology Help Desk. A RFP for eternal wireless telecom and Internet services was prepared and delivered to Residence Life for implementation. Deferred to Spring/Summer 2012 Deferred to Spring/Summer 2012 A framework for addressing this objective was developed and shared with the ETC on October 18, Emerging Technology Committee members Mary Miller, Rory Butler and Marie Fetzner served on the Objective 11.3 sub committee to review this objective. A chart of MCC's major online systems was developed by the sub committee. The chart included the name of the application/service, its function and its key stakeholders. The sub committee presented their findings to the ETC at the December 13, 2011 ETC meeting. The ETC was asked to review the chart and provide comments on the proposed item prioritization at the Spring 2012 ETC meeting. M:\Offices\Educational Technology Services\Vice President's Office\Eileen\Projects\Moran Tech Consulting 2011\Action Plan\ of 5