South Texas College. Detailed Assessment Report Mid-Bi 2010 Information Systems

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1 Page 1 of 7 Open List Print this report Detailed Assessment Report Mid-Bi 2010 Information Systems Mission/Purpose Goals The Department of Information Systems is dedicated to improving the College's administrative processes through the use of technological solutions while providing comprehensive stewardship of information resources and exceptional customer service. G 1: Support data-driven decision-making The decision-making process at every level of the institution will be data-driven through the continuous enhancement of our Enterprise Resource Planning system, Web application services and the immediate delivery of real time ready to use information to every STC administrator G 2: Facilitate data storage and access Facilitate data storage and access by maintaining current, relevant, ready to use data in a centralized place and automating most frequently run reports G 3: Require authentication of all users All users accessing any Information Resources at STC will be required to use their unique username. Public terminals such as kiosks are exempt from this goal G 4: Consolidate aging servers across the district Deploy server virtualization environments at Pecan, Mid Valley and Starr and migrate all servers older than three years at each campus into the new virtual server G 5: Increase Hurricane and Disaster readiness Implement procedures and measures to increase readiness and further reduce recovery time should a disastrous event occur G 6: Enhance application support and Information Systems services Application support and Information Systems services will be improved Outcomes/Objectives, with Any Associations and Related Measures, Achievement Targets, Findings, and Action Plans O 1: Complete Banner 8 conversion Complete software application enhancement to all Banner System modules by upgrading current Banner System to version 8

2 Page 2 of 7 M 1: Completion of Banner 8 conversion Full completion of Banner conversion to version 8 by the end of fiscal year Banner 8 conversion will be finished by the end of fiscal year Findings (Mid-Bi 2010) - Partially Met 1. A Banner test area was created and upgraded to Banner Technical and Functional testing phases were conducted. 3. Database and System verification were performed. 1. Unexpected Database and System performance issues were encountered during testing. 2. CBM reporting needs for fall 2010 were not included in Banner 8.1 Changes: 1. Database and System verification phases by expert consultants were included as part of the project. 2. The scope of the project was expanded to include Banner 8.3 upgrade version instead of 8.1 Findings ( ) - Partially Met The Banner 8 conversion is still in the development phase. A test instance was created and the in house modifications and Texas Connection modules were moved to the new test area. Preliminary technical and functional testing has been on-going. The project is 50% complete and is expected to be deployed to production by the first week in April Related Action Plans (by Established cycle, then alpha): Consulting time/training on new system platform Consulting/training on new system platform For full information, see the Action Plan Details section of this report. O 2: Complete Student Self Service Banner customization Complete Student Self Service Banner customization to help students, faculty and staff access information and provide the best services possible anytime anywhere. M 2: Completion of SSB customization Self Service module will be fully customized for students, faculty and staff to use by target date

3 Page 3 of 7 SSB will be fully customized and in use by August 2011 Findings (Mid-Bi 2010) - Partially Met Self Service Banner has been modified for faculty and staff access to paystub and W2 information. Other modifications include Continued Education students access to Banner student information and Jagmail access for all. No major issues were encountered. Findings ( ) - Partially Met The Student Self Service Banner customization is an on-going project. Features such as adding EDI status to students transcripts were added to the on-line service. Jag mail for students was also added to SSB. More features will be added next year as the need arises. O 3: Continue the Banner Luminus Web Portal enhancements Continue the Banner Luminus Web Portal enhancements to provide web-based access to a more robust set of information for students, faculty, and staff. M 3: Include in-house web applications with Jagnet content Jagnet content will be enhanced to include access to new in-house web applications by the end of calendar year Jagnet content will be enhanced to include access to new in-house web applications by the end of calendar year Findings (Mid-Bi 2010) - Not Met A Statement Of Work was worked out with an outside consultant to train technical staff in Luminus Channels and to head start and recommend enhancements for the Luminus Web portal. The project was postponed until next fiscal year due to unexpected schedule conflicts between technical staff and consultant. O 4: Centralize independent databases Independent databases will be centralized in ODS M 4: Internal databases will be centralized in our Operational Data Storage A percentage of all internal databases will be centralized in our Operational Data Storage by the target date

4 Page 4 of 7 By the end of calendar year 2011, 80% of all in-house databases will be stored in ODS in order to increase storage and access efficiency Findings (Mid-Bi 2010) - Partially Met The ODS software was upgraded to the most recent version to be able to interface it with the new Banner 8.3. Due to the lack of resources the centralization of independent databases into ODS has been delayed. A Statement Of Work was worked out with an outside consultant to lead the project starting in Fall O 5: Automate production runs Software applications such as Appworx will be used to automatically run frequently used reports and distribute to clients on specified days and times M 5: Move most frequently run reports to Appworx At least 80 percent of most frequently production run reports will be moved to Appworx by the target date 80 percent of production cycle reports will run automatically from Appworx by the end of calendar year 2011 Findings (Mid-Bi 2010) - Partially Met The programming team held internal working sessions to convert existing procedures into automated appworx chains to be run automatically on specified days and times. The new version of Appworx was installed and integrated with the Banner8 test area to be ready by the Banner 8 go live date. No major issues were encountered. O 6: Complete student username and password authentication Student username and password authentication will be reached by interating Jagnet and Windows network. M 6: Students will have one login id Students will be able to access information resources using their unique assigned login id Students will be able to access information resources using their unique assigned login id by the end of calendar year 2011.

5 Page 5 of 7 Findings (Mid-Bi 2010) - Partially Met The Active Directory infrastructure was designed and reviewed. Third party applications were tested to verify integration with AD. Impact of Student/Student account deletion to CLE, open labs, and library was evaluated. The master deployment plan was finalized. Deployment plan had to be phased out due to the complexity of the project and the concern of interfering with students and faculty access to main computer systems during fall term registration. The project deployment date was moved to mid September (after census date). A more aggressive communication plan will be implemented in order to address other complex issues. O 7: Migrate all servers older than three years Identify all district servers older than three years old and migrate them into the virtual server environment M 7: Virtualizes 30 servers A percentage of all district servers will be virtualized and migrated to the new server farm 60 percent of servers older than 3 years will be migrated by 08/31/2010 Findings (Mid-Bi 2010) - Partially Met Servers older than three years were identified and migrated to Virtual server environments. The current virtual servers are functioning at maximum capacity. New Virtual servers were budgeted for the next fiscal year in order to complete the server migration. O 8: Establish a remote data site Implement valuting solution at the Starr county campus to replicate nightly data backups from main Pecan campus M 8: Remote site established The remote site will be established and ready to resemble Pecan campus backups Starr county will be established as the main remote site and will be ready to store data backups and server resources by 08/31/2010 Findings (Mid-Bi 2010) - Partially Met

6 Page 6 of 7 Third party remote site replication software solutions have been evaluated. Budget and network considerations will be evaluated for next fiscal year in order to implement a remote site data center. O 9: Provide Banner 8 and main core software application training Continued functional support will be provided to client offices in the form of hands on Banner 8 training and other main core software applications Empower faculty and staff for greater achievement through systematic and intensive professional development. M 9: Schedule more hands on training Information systems will schedule more hands on training next year. The training sessions will be scheduled according to client's needs on main core software applications, and will focus on data standard awareness. At least one hands-on training session will be scheduled and held each month. Findings (Mid-Bi 2010) - Not Met No activities have been implemented to achieve this target. The main issue to complete this target was the deployment date postponement to October 14th and later the project scope change. Functional Banner 8 training will be set as soon as the new software is deployed to production. O 10: Conduct IS/Client Focus meetings More communication with client offices by creating focus meetings to discuss current issues and possible solutions to software applications Empower faculty and staff for greater achievement through systematic and intensive professional development Empower faculty and staff to achieve high standards of professionalism through effective professional development. M 10: Creation of IS/Client focus meetings We will create focus meetings to meet with clients more frequently to talk about current issues and possible solutions to software applications in order to provide more quality in our services. Information Systems will hold one client focus meeting each month. Findings (Mid-Bi 2010) - Partially Met The assistant CIO has been meeting with Business Office and Human Resources at least once a month to discuss current technology issues and possible solutions. The only issue has been meeting time conflicts due to busy schedules for both TR and clients.

7 Page 7 of 7 Action Plan Details for This Cycle (by Established cycle, then alpha) Consulting time/training on new system platform Implementation Status: In-Progress Priority: High Relationships (Measure Outcome/Objective): Measure: Completion of Banner 8 conversion Outcome/Objective: Complete Banner 8 conversion Implementation Description: Completion Date: 12/2010 Responsible Person/Group: Assistant CIO Budget Amount Requested: Consulting/training on new system platform Implementation Status: In-Progress Priority: High Relationships (Measure Outcome/Objective): Measure: Completion of Banner 8 conversion Outcome/Objective: Complete Banner 8 conversion Implementation Description: Budget Amount Requested: 80000