Strategic Information Technology Governance for Enhanced Accessibility and Compliance

IT Governance Purpose: Information technology is a catalyst for productivity, creativity and community that enhances learning opportunities in an environment of unlimited demands and limited resources. Executive Committee Meeting October 31, 2014 Adopting a strategic approach to information technology planning, budgeting and implementation at Cal Poly Pomona.

Accessible Technology Working Group Presenter: Carol Gonzales

Accessible Technology Working Group Fall 2014 Report ATI Audit @ CPP Overview Findings Follow up actions 2014-15 Themes & Priorities

Accessible Technology Working Group CSU ATI Audit @ CPP Audit objective To review the campus ATI program to ensure individuals are receiving equal access to programs, services, and activities. Scope: Campus policies and procedures related to administration of the campus ATI program, campus IT plan versus the CSU Annual ATI report and employee accommodations. Included ASI & Foundation Items reviewed: Interviews ATI committee members, staff involved with processes Evidence Annual ATI Plan, procedures, outputs/copies, log

Accessible Technology Working Group Findings & Campus Response Program Administration Accessibility Guidelines Accessible Technology Plan Accessible Technology Reporting Accessible Technology Training & Participation Web Accessibility Procurement DUE: JANUARY 24, 2015

Accessible Technology Working Group Findings Program Administration In conjunction with ASI, add student representative Completed

Accessible Technology Working Group Findings - Accessibility Guidelines Campus develop formal procedures for reviewing websites for accessibility Completed Presented available tools and options to campus, ASI and foundation web teams. Discussed risk-based prioritization instruction, public access, critical business processes (e.g., payments, HR, payroll). To be done Need to reconvene groups to discuss/define procedures Respective groups to document the procedures. Completed - Foundation

Accessible Technology Working Group Findings Accessibility Technology Plan Update ATI plan to provide clear and measurable steps for achieving goals listed as not started or initiated . Describe how those priorities will be determined. Completed ATI Working Group defined priorities and next steps.

Accessible Technology Working Group Findings Accessibility Technology Reporting Evaluate the success indicators in the ATI plan and adjust the ATI status report accordingly. In progress Housekeeping issue with transfer to new CSU ATI plan template. In the process of reviewing documentation to ensure data is accurate.

Accessible Technology Working Group Findings Training and Participation Create clear and measurable objectives for faculty, staff, and procurement participation in accessibility training. Current efforts Faculty New faculty @ orientation; CSU ATI establishing MOU with CSU East Bay for Faculty Awareness training. Staff MPP training (required) Procurement Procurement 101 (optional trains about ~80 staff/year) Pcard (required) Possible options New staff orientation General awareness training

Accessible Technology Working Group Findings Web Accessibility Campus, ASI, and foundation maintain evidence that Section 508 compliance scan reports are reviewed on a periodic basis and that issues identified are followed up on in a timely manner Related to prior web finding Accessibility Guidelines Campus, ASI and Foundation develop and implement a process to perform manual checks on documents added to websites. Related to prior web finding Accessibility Guidelines Revise ATI plan to include reviews of faculty websites and other non-administrative websites Related to prior web finding Accessibility Guidelines Victoria Bhavsar, Shanthi Srinivas, Frank Ewers, Carol Gonzales

Accessible Technology Working Group Findings - Procurement ASI will revise procurement policies and procedures to specifically address ATI requirements. Cora Culla Foundation and the campus will review all E&IT purchases made from grant funds for compliance with accessibility requirements. Randy Townsend, Frank Ewers Completed The Foundation will revise its procurement guidelines to align with system-wide guidance David Prenovost, Randy Townsend Completed

Accessible Technology Working Group 2014-15 Themes & Priorities Training/Communication (audit related) Set measurable objectives for faculty & staff. Web (audit related) Document evaluation & feedback processes, and maintain evidence (ASI, Foundation, & IT) Procurement (audit related) Consistent documented policy/procedures for ASI, foundation and grants (ASI, Foundation, & Office of Research)

Accessible Technology Working Group 2014-15 Themes & Priorities (cont d) Instructional Materials Develop process for evaluating Faculty Websites and providing feedback (audit related) Evaluate the feasibility of offering an accessibility review/remediation service for instructional materials through DRC (audit & plan-related - addresses several not- started items) Timely adoption distribute performance reports regarding text book adoptions to campus administration as part of annual campus ATI report (plan related addresses not- started item)

Administrative Technology Working Group Presenter: Glendy Yeh/Kathy Street

Administrative Technology Working Group Fall 2014 Report Enterprise Survey Tool (Class Climate) Campus Portal (MyBronco) Document Management (PolyDoc) eAdvising (GradesFirst) Course Scheduler Higher One Refund Process

Administrative Technology Working Group Enterprise Survey Tool (Class Climate) Priorities set by the Survey Coordination Committee CEIS will go live with Class Climate in fall College of Agriculture plans to go live in winter Blackboard integration - Online course evaluation

Administrative Technology Working Group Campus Portal (MyBronco) Assumptions for the portal design Launch point for single sign-on enabled applications An evolving application with ongoing development Information pushed to all or targeted users Collaborative effort of the Core Team, Tech Team, Web Technology and Administrative Technology Working Groups

Administrative Technology Working Group Campus Portal (MyBronco)

Administrative Technology Working Group Campus Portal (MyBronco)

Administrative Technology Working Group Campus Portal (MyBronco)

Administrative Technology Working Group Campus Portal (MyBronco)

Administrative Technology Working Group Document Management (PolyDoc) Enrollment Services (Transcript Capture & EDI Transcripts) President s Office Facilities Planning and Management (FPM) First workflow Property survey Semester conversion - Course and program proposal tracking (Academic Programs)

Administrative Technology Working Group eAdvising (Grades First) Project kickoff Functional setup Committee Data feed and integration IT Go-live Beginning of Spring advising

Administrative Technology Working Group Course Scheduler Software installation and configuration completed Testing in progress (students and staff) Marketing and communication to students Marketing and communication to faculty & staff Go live End of Fall 2014

Administrative Technology Working Group Higher One Refund Process Background/Business Justification Higher One Refund Options Student Consultation Status and Next Steps

Emerging Technology Working Group Presenter: David Drivdahl

Emerging Technology Working Group Office 365 Update Identified limitations with existing email solution Limited mailbox and attachment size Does not provide for online collaboration Does not provide external file sharing tools

Emerging Technology Working Group Office 365 Update Working group identified requirements of new email solution Unlimited mailbox capacity Means to securely and quickly share large files Chat and video enabled services Improved indexing of mailbox contents Training and resources for Faculty and Staff Recommendation was made to migrate email to Office 365

Emerging Technology Working Group Office 365 Update Office 365 as the solution Provides 50GB of email storage to all users Unlimited email archive for employees Provides 1TB of OneDrive for Business storage Provides Lync and Office web apps and desktop/mobile Office installs Office 365 is based on latest version of Exchange IT Services will be updating training materials Training materials available via Lynda.com

Emerging Technology Working Group Office 365 Update Current Status IT has engaged Microsoft Consulting Services Presently working on configuring the Office 365 environment Planning on launching with email and OneDrive Additional features (Lync, SharePoint, Yammer, etc.) to follow

Emerging Technology Working Group Office 365 Update Next Steps Continuing work with Microsoft Consulting Services Populate accounts in new Active Directory domain Migrate students to the using BroncoName/Password Create integration between on campus Exchange and cloud Migrate on campus Exchange users to the cloud Targeting January 2015 for the migration

Instructional Technology Working Group Presenter: Kevin Morningstar

Instructional Technology Working Group Classroom Updates 8 Classrooms with AV equipment 10 years & older were proposed for replacement in January Colleges with upgraded rooms included Agriculture, CBA, CEIS, CLASS, Engineering, & Science Budget proposal was for $30,000 per room; total project budget of $240,000

Instructional Technology Working Group Classroom Updates With the current equipment standards, the actual average room cost turned out to be $18,252 and only one room was over $20k Pending final chargebacks from Facilities, the current expenditures for the project are $146,022 Budgetary savings of almost $94,000 and 39% below projections

Instructional Technology Working Group Classroom Updates Other Classroom Upgrades Also Completed Over Summer 46 classrooms received new projectors in AG (5), CBA (5), CLASS (5), ENG (6), ENV (5), SCI (6), Shared (3) Budgeted at $70k; actual was $51,153 28 rooms received new lectern computers - $26,099 (Budget to actual savings of $6,217 7 additional classrooms upgraded over the summer with IT support 4 SPICE Funded ($ 52,258.35)& 3 Department Funded ($ 47,465.05)

Instructional Technology Working Group Classroom Updates Objectives for 14/15 Academic Year Identify any remaining TELS vintage rooms Receive feedback on upgraded classrooms and modify design for next round Based upon budget experience, increase the number of classroom upgrades Review budget approach from 13/14 that designated 30% for targeted maintenance and 70% for full classroom upgrades

Instructional Technology Working Group Classroom Updates Objectives for 14/15 Academic Year Evaluate existing design to upgrade projector standard for lights on viewing & compatible resolution with faculty HDMI laptops Evaluating alternative lecterns with wider surface & lift capability for desk/lectern functionality Engaging vendors for installation partners Developing a budget template to provide more configuration flexibility and budgetary accuracy

Instructional Technology Working Group Lab Computer Upgrades March Executive Committee meeting approved revised recommendation for $60k allocated to Open Labs & $255,700 for College Labs Colleges with updated labs included Agriculture (1), Business (2), CLASS (1), Engineering (2), & Science (1) Proposal to purchase 60 computers for use in the Library and Building 97 Open Lab

Instructional Technology Working Group Lab Computer Upgrades College Labs upgraded with specifications coordinated with each college The final cost of the college lab computers were slightly higher than budgeted by $40 per unit; overall difference per lab of up to $1,700 Total purchase cost was $265,512 College lab computer purchase was over budget by $9,812

Instructional Technology Working Group Lab Computer Upgrades Open Labs upgraded 10 computers in Building 97 (Campus Center) 27 computers in the Library (5th floor) 23 computers in the Library (6th floor) Actual costs were slightly lower than budget by $1,693

Web Technology Working Group Presenter: Glendy Yeh

Web Technology Working Group Fall 2014 Report We Are Cal Poly Pomona website Web Redesign Phase 2b status Google Analytics Department Templates

Web Technology Working Group