Information Resource Committee (IRC) The Information Resource Committee (IRC) moved forward with the recommendations submitted with its 2015-2016 Executive Summary Report, addressing the following action items: ACTION ITEM 1: Review, participate and complete the Educause Core Data Services (CDS) Survey Over the course of the Fall 2016 semester, the members of the IRC worked together to complete and submit the Educause Core Data Services (CDS) survey. The CDS survey is highly regarded for providing essential and verifiable data that serve to identify technology benchmarks and trends throughout higher education. It is organized into a set of both required and optional modules: IT Organization, staffing and financing Information Systems and Applications Capability and Technology Deployment Education technology services Information security It Support Services Research Our active participation in this annual survey will provide FGCU with access to critical comparative data from peer institutions of higher learning. The core data allows FGCU information technology to establish benchmarks and identify trends that may be used to soundly inform technology recommendations, strategic planning, management recommendations and administrative decisions within our University. IRC RECOMMENDATIONS ACTION ITEM 1: 1. Review the results of the 2015-16 CDS Survey and report on the findings 2. Complete and submit the 2016-17 CDS Survey Page 1 of 5
ACTION ITEM 2: Work with FGCU Human Resources on a pilot project to address IT staffing classifications used at FGCU in relationship to their SUS classifications In November 2014, IRC members met with human resource representatives of FGCU in order to initiate a project to create a new classification system for IT staff. The classifications lacked clarity in describing what job functions IT employees were responsible for, and did not clearly specify minimum requirements, or salary ranges. The IRC, working collaboratively with Human Resources, implemented a new technology job classification system that will aid in future recruitment of staff and give current staff clear career paths. The Directors and Assistant Directors of each of the University s primary technology units contributed to this pilot project: Mary Banks, Sven Hahues and Neal Snyder: Business Technology Services(BTS) Mario Bernardo: Library Technology Systems David Jaeger: e-learning and Academic Web Pat O Connor-Benson: Academic & Event Technology Services (AETS) This Action Item is complete. ACTION ITEM 3: Update 2016-2020 Strategic Plan for Technology (SPT). The Strategic Plan for Technology (SPT) was reviewed and updated to accommodate changes for academic year 2017-2018. In addition, the plan was updated to align with the goals of the University Strategic Plan FOCUS for 2016 to 2021. Listed below is a summary of accomplished goals and progress made on goals that cross AY boundaries or have a multi-year implementation. Priority Technology Funding items completed or progress made on strategic plan: Goal 1 Innovation and Growth of Technology Pilot roll-out of Kaltura video storage and delivery system was started during the Fall semester and completed during Spring, 2017. In addition, the migration of Adobe Connect license holders has begun during this time period with associated Adobe Connect videos being transcribed to.mp4 format for use within Kaltura s system. Full launch of Kaltura remains on schedule for Fall, 2017. FGCU s lecture capture system (developed in-house) was been deployed to all classrooms located in Reed Hall in time for the Fall, 2016 semester and in an additional 3 Page 2 of 5
classrooms in Merwin Hall during the Winter 2016 break. Workshops are continuously scheduled through the Lucas Center for Faculty Development and on-line documentation has been generated for easy access. Funding requests are set to allow further expansion of this technology throughout all classrooms on campus. Faculty Technology Survey was distributed in February, 2017 with responses tallied and distributed by March 30, 2017. Virtual Student Lab licenses has been expanded to comply with licensing restrictions of select academic software (e.g., Maple.) BYOD (Bring Your Own Device) project is being slowly deployed as limitations are set by funding to expand needed infrastructure throughout campus. However, select locations are being amplified with needed access points and bandwidth to accommodate those faculty members who specifically request this technology for their course(s.) In response to submitted prioritized technology needs funding request, approximately $1M was allocated to Academic & Event Technology during the Spring, 2016 term. All subsequent expenditures were directly related to Priority 1 (mandatory academic technology licenses, contracts) and Priority 2 (academic instruction technology needs) prior to the fiscal year ending June 30, 2016. Student Technology Survey was opened in November, 2016 with responses tallied and distributed by March 30, 2017. Improved student success by Implementing the student educational planner (SEP)and associated customized reporting, a student advising scheduling system, the technology needed to support Soar in 4, supporting the University s dashboard, and implementing document imaging for advising Improved business process by implementing a performance management system Implemented MaaS 360 mobile phone management system Implement one additional feature of Office 365, such as Skype for Business or OneDrive Assisted with report creation for student directory information, graduate admissions reports for colleges, parent information report for orientation Implemented Call Management System (CMS) to automate call center reporting for admissions, helpdesk and housing Continued usage of the Online Proctoring tool, Respondus Monitor, after a successful pilot program last year. Summer 2016 (Pilot): 7 sections/128 unique students. Fall 2016: 14 sections/427 unique students. Spring 2017: 15 sections/327 unique students. Development and testing of a beta system for FGCU e-learning support and tracking tool. The purpose is to improve instructional design and technology support to faculty, identifying courses that have received a quality design review and maintaining a record of ID and IT support at the course section level. System will receive ongoing revisions during beta phase. Recommendations related to the implementation of the FL 2025 SP for Online Education will guide further development of this system. Goal 2 Responsive and Agile IT Support and staffing Improved student success by improving the process for selecting students best admissions test score, moving state reporting files into the operational data store, adding multiple attendance periods in the admission process Improved business processes by revising the benefits reporting file, assisted with financial year end closing, and Human Resources open benefits enrollment Page 3 of 5
Updated ERP system, Banner through three major upgrade cycles. Other Major upgrades included parking, student recruitment, and check processing systems. Technical support hours were extend to support students in housing after wireless refresh Move R25 scheduling system to the Hosted Environment Collaborated with Human Resources to develop new position classifications for FGCU s technical positions for all technical staff in AETS, WEPS, Library and BTS Worked with Human Resources on becoming part of the New Employee Orientation (NEO) process and deliver updated content on a recurring bases to new employees Upgraded the wired network equipment in Merwin, Reed and Ben Hill Griffin Hall from aging Extremeware equipment to updated XOS equipment Updated wireless equipment in Ben Hill Griffin with newer Cisco AC Wave 2 compatible access points, capable of delivering a much denser client count Completed wireless upgrade plans for Student Union and the Library that will be deployed depending on available funding Upgraded VoIP Endpoint Firmware Replaced 5 VoIP Analog Gateways Completed Call Management System for call center reporting Replaced 300 VoIP Telephones Upgraded VoIP phone registration to native CM Ethernet Upgraded and replaced Code Blue Toolvox PBX Goal 3 Security and Business Continuity Created and updated restricted data inventory for FGCU in accordance to the restricted data policy Completed vulnerability scanning per procedure Implemented SIEM solution for logging and monitoring Implemented server and network equipment log management system Completed quarterly security audits of Network and Banner accounts Completed Banner security review for Human Resources and Finance and accounting Implemented source code repository and updated change management processes Upgraded of remote site Firewalls to new Palo Alto firewalls Performed yearly disaster recovery test of Banner and Raisers Edge Cataloged all business systems and categorized the systems according to the Federal Information Processing Standards (FIPS) Publication No. 199 Provided training classes for enterprise applications such as BDM and Microsoft Office Updated security plan ensured compliance with state regulation 3.0075. Completed risk assessment according to the Agency for State Technology cybersecurity standards. Enhanced functionality of Banner security request forms Goal 4- Improve Institutional Data Management Created a PCI Compliance group consisting of Finance & Accounting and BTS staff in order to define, and assess PCI compliance at FGCU. The correct SAQs have been selected and work has begun to track and complete all objectives. Rolled out secure PC to student services and finished Administrative Services & Finance Page 4 of 5
Complete the Banner student revitalization, added new student types, and employee groups, Documented the programs used for create state reporting and tied Banner fields to performance metrics Created data stewardship program and developed roles and responsibilities for data stewards and encourages data stewards to document processes and institute quality controls for critical dada. Started creating Banner training Created business analytics and data integrity white papers Created Banner input standards for names, addresses, phone numbers and buildings. IRC RECOMMENDATIONS ACTION ITEM 3: 1. Update the 2016-2020 strategic plan for technology and report on accomplishments. For the 2016-2020 Strategic Plan for Technology please see Appendix A Strategic Plan for Technology. ACTION ITEM 4: Submit technology funding priority report The technology funding priority report was submitted to the Budget Committee in April of 2017. The report is available in Appendix B IRC's Technology Funding Priority Report 2017 IRC RECOMMENDATIONS ACTION ITEM 4: 1. Update the technology funding priority report in fiscal year 2016-2017. Respectfully submitted: Florida Gulf Coast University Information Resources Committee Mary Banks, Co-Chair, Assistant Vice President, Business Technology Services Mario Bernardo, Assistant Director, Library Technology Dr. Robert Beatty, Dean, Lutgert College of Business Sven Hahues, Director, BTS Network Services and Helpdesk David Jaeger, Co-Chair, Director, e-learning and Academic Web Dr. Ken Watanabe, Associate Professor, Department of Physics Faculty Representative Pat O Connor-Benson, Director, Academic & Event Technology Clinton Nitz, BTS Computer Support Specialist SAC Representative Neal Snyder, Director, Telecommunications Robert Vines, Director, Institutional Research and Analysis Alexander Erlenbach, Student Government Representative Page 5 of 5