Goal 1: Continue to Pursue ITAPP Growth Opportunities

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1 INFORMATION TECHNOLOGY SERVICES University Technology Administration, Infrastructure and Support ITAPP Goals and Accomplishments Fiscal Year Overview The primary mission of ITAPP is to provide IT management expertise and assistance to participating departments, and help them achieve their goals and fulfill their mission. ITAPP was introduced to help units of various sizes at Florida State overcome the challenges of managing computing resources. Using the ITAPP model, each individual unit continues to maintain ownership of their IT resources, but collaborates with ITS to manage their IT environment and plan future priorities and strategic directions. Participation is voluntary, and staffing terms are evaluated based on the organization s IT support needs. ITAPP also assists in coordinating information technology assessments on behalf of ITS. An ITS Assessment is a collaborative effort with FSU organizations who wish to have a better understanding of how they are currently using and managing information technology. As part of the assessment, ITS will seek to understand the specific needs of an organization, and provide recommendations or options that will help the organization achieve their goals. ITAPP is also responsible for the backend administration of a system called Accutrack. Accutrack is used by FSU s advising and tutoring centers to help streamline and automate their sign-up and scheduling processes. Goal 1: Continue to Pursue ITAPP Growth Opportunities Many FSU departments continue to express interest in joining ITAPP and we will work with those departments to develop potential partnerships. Continue outreach efforts with departments interested in ITAPP Complete assessments of the departments if required Based on the assessment data, demonstrate how an ITAPP partnership would benefit departments and submit a proposal 1

2 Continue to facilitate the partnership between ITS and Division of Student Affairs (DSA) In November 2015, we secured a new partnership with the FSU Panama City Campus. Assessment is currently in progress. Four IT positions were transferred to ITAPP FSU Strategic Goals reference(s): 1, 2 Goal 2: Pursue ITAPP Service Improvement Opportunities To help our partnerships move forward and continue to grow, our organization will continually look for ways to adapt to changing business needs by identifying and implementing improvements. ITAPP departments will continue to document their achievements and future goals each year. Unit goals will be developed in collaboration with the executive leadership in each department, and then presented by the ITAPP managers in a meeting Four ITAPP units will undergo leadership transitions. Each ITAPP unit manager will be required to meet with their new Dean and provide an overview of the ITAPP program, as well as a unit update and plans for the future. The list includes: o College of Law (Dean) o College of Business (Dean) o Social Work (Dean) o College of Motion Picture Arts (Dean) Work with the Film School to acclimate the new IT support specialist. Map out job responsibilities and reporting structure for the new employee so our support efforts are unified During the fall 2015 semester, CTS is expected to transfer workstation support services back to the Film School. ITAPP will work with CTS to facilitate this process and ensure a smooth transition Work with International Programs to determine if an additional application developer positon is needed for their unit International Programs is interested in implementing a web content management system (CMS). ITAPP will analyze and document their business needs and determine if a CMS will improve their business processes. If required, evaluate CMS solutions such as ezpublish and/or other vendor provided solutions Migrate CAPS into the FSU Active Directory (FSUAD) so our support efforts are unified with ITS. This will decrease the risks associated with having one IT professional on staff, and also avoids duplication of effort when redundant systems are implemented. If CAPS cannot migrate to the FSUAD, research other options Assist FSU Police Department in relocating their Computer Aided Dispatch System to the Tanner Hall server room. This is in preparation for the FDLE security audit that is scheduled 1 st quarter

3 ITAPP will assist FSUPD with the upgrade of the Siemens Sygnal Mass Notification System (EZ-Button). This involves assisting Siemens technicians with the installation of the system on redundant in-line servers in Tanner Hall Each ITAPP unit will implement regularly scheduled Nexpose scans of their networks using administrative credentials Create a strategy to unify our account management practices for the various ITAPP areas. Create a procedure for securing, maintaining, managing and storing passwords for administrative accounts in the various ITAPP units Continue to work with the College of Human Sciences on a potential VoIP conversion and ITS port management agreement for non-voip network connections. A proposal has been submitted to the Dean and is under review Research a cost effective solution to upgrade the infrastructure for the Center for Couples and Family Therapy. Wiring needs to be rerouted and/or replaced to better accommodate their needs The College of Law continues to expand their distance education program. The law school's IT office should accommodate this growth by researching and implementing solutions appropriate for the law school Research inventory/asset tracking solutions for the Film School. The solution must take into account the specialized tracking needs for the Film School s equipment room Collaborate with CTS to assist units in removing local admin access for general users. Work to provide guidance precluding the elevation of privileges for workstations ITAPP managers with Law, Business, Social Work and Film School each met with their departmental Dean to provide status updates. Planning documents for were also submitted The Film School s IT Support Specialist position was developed and assigned to the Film School For International Programs, ITAPP completed an assessment to determine the need for an additional applications programmer. Based on the results of the assessment, International Programs authorized the creation of a new developer position and assigned it to ITAPP CTS and ITAPP gradually transferred workstation support services back to the Film School. CTS is no longer supporting the unit ITAPP conducted a web services needs assessment for International Programs. International Programs agrees that a CMS is needed, and plan to evaluate FSU s new Drupal based CMS for The FSU Police dispatch system was moved to Tanner Hall. By March 2016, the vendor also completed the installation of a new server with an updated CADS The ITAPP Manager for FSU Police completed his commitment to the Siemen s Sygnal Mass Notification Upgrade Project VoIP conversion completed for College of Human Science Wiring upgrade completed for the CHS Family Services Clinic. The clinic also joined the FSU active directory and installed VoIP services 3

4 College of Law was successful in implementing several on-line Continuing Legal Education (CLE) classes. The new Dean of the college would like to expand the (CLE) program so additional classes can be offered for lawyers and other legal and law enforcement professionals Active Directory migration for CAPS is currently in progress, and scheduled to be completed in fall 2016 The Film School researched several asset management solutions, but decided to go with a custom FileMaker designed solution since it integrates with their current FileMaker management system Transferred 4 positions from Panama City, and two positions with the College of Law to ITAPP Completed the following projects for Panama City: o Installation of 105 new workstations o Planning and installation of a Digital Design lab o Upgraded computers to Windows 10 in the library o Installation of new computers in all classroom teaching podiums o Rebuild of OS images for FSUPC engineering labs Worked with Office of Business Services (OBS) to evaluate mail/package tracking solutions for Postal Services Updated ITAPP agreements with College of Law and Film School With the help of ITS-NTC, increased network speed of Social Work s Multidisciplinary Center (MDC) by moving them from Comcast to CenturyLink MAN. With a more reliable and efficient connection they were joined to the FSU Active Directory and then transitioned to ITS storage services FSU Strategic Goals reference(s): 1, 2 Goal 3: Pursue Opportunities to Create New ITS Services or Improve Existing ITS Service Offerings One of the foundations of the ITAPP program is to encourage our partners to leverage existing ITS services when possible. Leveraging centralized services allows our partners to focus on their unique IT needs by relieving them of the administrative burdens associate with running systems in-house. The ITAPP program will look for opportunities to help ITS improve existing service offerings, and will also look for opportunities to create new services for our partners and other departments within the university. Increase ITAPP manager involvement with UITM meetings and activities Accutrack Support: 4

5 o Work with the Academic Center for Excellence (ACE) to develop an Accutrack troubleshooting matrix, and provide the same to the ITS Service Center. This should include the breakdown and clear delineation of responsibilities with respect to onboarding new users and departments, providing front end and back end support, troubleshooting and general training o Prepare for the release of Accutrack Updates to include: Portable sign-in for the AccuPad mobile device feature Conversion of Webgateway to HTML 5 Assist ITS with the testing and deployment of the Office 365 service Continue to work with ITS to research digital signage solutions. Determine if this is a new service opportunity for ITS. Participate in developing a digital signage strategy for FSU Continue to work with ITS/CTS as they expand the use of remote management and patching tools. In particular, SCCM Continue to work with CTS to improve collaboration/communication among the ITAPP units that are using the FSU Active Directory Participate in testing the Windows 10 operating system. Prepare ITAPP units for mainstream distribution when compatibility is confirmed with CTS and MSTS For Accutrack, developed a troubleshooting matrix in collaboration with the Service Desk. The onboarding of new units will be evaluated and authorized only by Undergraduate Studies Some phases of the Accutrack update project were completed, but the entire project is now on hold due to Accutrack being phased out ITAPP units participated in testing Exchange and OneDrive services College of Business, Human Sciences, Social Work along with several other FSU units are collaborating on a Digital Signage pilot project using Four Winds Interactive. The College of Business is leading this initiative by securing the licenses for project All ITAPP units are now using Bomgar for remote management. ITAPP units continue to work with CTS to provide SCCM service CTS participates in our monthly ITAPP manager s meetings. CTS actively assists ITAPP with our active directory migration planning and execution All ITAPP units have tested Windows 10 and are transitioning to the new operating system 5

6 FSU Strategic Goals reference(s): 1, 2, 4 Goal 4: Coordinating The ITS Assessment Process The ITS assessment is a voluntary, collaborative effort with FSU organizations who wish to have a better understanding of how they are currently using and managing information technology. The assessment includes a review of the various aspects associated with the acquisition, distribution and management of IT resources, as well as a review of the staffing levels and positions that are required for supporting an organization s IT environment. ITS will also seek to understand the specific needs of an organization, and provide recommendations or options that will help the organization achieve their goals. Work with the various ITS units to continuously improve the ITS assessment process. areas for improvement include: o Communication among the team members o Developing timelines and staying on task utilizing software tools o Continue to search for opportunities to improve the assessment process based on new or changing business needs and/or technologies o Continually improving documentation Continue the assessment of units within the Division of Student Affairs Continue the assessment of University Undergraduate Studies Complete and deliver assessments for at least three units during the fiscal year Implemented a new evaluation method for ITS Assessments that pairs teams together when they have overlapping areas of expertise. This was an effort to eliminate repetitive questions and speed up the assessment fact-finding process Completed assessments for the following areas; o Undergraduate Studies o International Programs o A new unit mini-assessment was completed for Panama City FSU Strategic Goals reference(s): 1, 2, 6 FSU Strategic Goals (Click Here for More) Goal I: Deepening Our Distinctive Commitment to Continuous Innovation 6

7 Goal II: Amplifying Excellence Across our Academic and Research Programs Goal III: Realizing the Full Potential of Diversity and Inclusion Goal IV: Ensuring Student Success on Campus and Beyond Goal V: Preparing our Graduates for 21st Century Careers Goal VI: Investing Strategically in Our Institution and Reputation 7