Strategic IT Governance at Cal Poly Pomona

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 23, 2015 Adopting a strategic approach to information technology planning, budgeting and implementation at Cal Poly Pomona.

IT Governance Executive Committee Action Items Administrative Technology Recommendations Portfolium OnBase Financial Aid Integration

Administrative Technology Working Group Action Items Presenters: Glendy Yeh & Megan Stang Guest Presenter: Melissa Riordan

Administrative Technology Working Group Portfolium The e-portfolio solution serves as a portal for collaboration between students and alumni for the purpose of job placement and professional development opportunities. Students and alumni can visually showcase their work, projects and talents to prospective employers through a branded network. It s intuitive, user-friendly and has built-in interface with LinkedIn, Facebook and Google Docs. The solution was negotiated at the CSU level. There is no cost to the campus. It requires minimum IT support.

Administrative Technology Working Group Portfolium

Administrative Technology Working Group OnBase Financial Aid Verification The solution provides the following functionalities: Captures conventional paper documents Allows students to upload required documents electronically. Updates document checklist in PeopleSoft. Routes complete files to counselors for verification. Displays data in PeopleSoft and OnBase simultaneously. Benefits: Secure storage of confidential documents. Improved processing time and accuracy. Reduced manual effort and better student services.

IT Governance Executive Committee Informational Items Accessible Technology CSU Annual Campus Status Report13-14; Goals 15-16 Administrative Technology Updates 2014/15; Goals 2015/16 Infrastructure Technology Classroom Updates 2014/15; Classroom Goals 2015/16 Lab Computer Updates 2014/15; Lab Computer Goals 2015/16 Web Technology Website Redesign Updates 2014/15; MyCPP Portal

Accessible Technology Working Group Informational Items Presenter: Carol Gonzales

Accessible Technology Working Group CSU Annual Campus Status Report 2013/14 CPP/CSU 2013/14 - Procurement Reviews Completed VPAT as a % of total Tested as % of total Year VPAT EEAP 2011 - 2012 2012 - 2013 2013 - 2014 2014 - 2015 407 501 636 747 189 317 274 322 46.4% 63.3% 43.1% 43.1% 0 10 76 98 0.0% 2.0% 11.9% 13.1% Above or Below CSU Median CPP Top Level Goal CSU Median 2013/2014 Established Established Established Established Established Established Procurement Procedures Staffing or role definition Same Same Exemption Process Same Established Defined Equally Effective Access Plans Above Established Established Training Same Defined Defined Outreach (Communications) Same Defined Initiated Evaluation & Monitoring Above Managed Defined Experience/Implementation Above

Accessible Technology Working Group CSU Annual Campus Status Report 2013/14 CPP/CSU 2013/14 - Web Reviews Completed Web as a % of total Tested as % of total Tested has VPAT Year Web Tested 2011 - 2012 2012 - 2013 2013 - 2014 2014 - 2015 407 501 636 747 5 4 11 12 1.2% 0.8% 1.7% 1.6% 12 22 31 35 2.9% 4.4% 4.9% 4.7% 4 14 14 23 Above or Below CSU Median CPP Top Level Goal CSU Median 2013/2014 Defined Established Evaluation Process Below Established Established New Web Development Same Defined Defined Monitoring Process Same Defined Defined Exemption Process Same Established Established Training Process Same Defined Established Communication Below Defined Established Administrative Process Below

Accessible Technology Working Group CSU Annual Campus Status Report 2013/14 CPP/CSU 2013/14 - IM Instructio nal Use with VPAT Instructio nal with EEAAP Instructional Use as % of total Reviews Completed EEAP as a % of total Instructional Use VPAT as a % of Total Year 2011 - 2012 2012 - 2013 2013 - 2014 2014 - 2015 407 501 636 747 2 11 76 86 0.5% 2.2% 11.9% 11.5% 41 85 148 140 10.1% 17.0% 23.3% 18.7% 25 59 50 48 6.1% 11.8% 7.9% 6.4% Above or Below CSU Median CPP Top Level Goal CSU Median 2013/2014 Timely Adoption Identify IM for Late-Hire Faculty Early Identify of Students w/ Disabilities Faculty Use of LMS (or non-LMS) Course Websites Accessibility Requimrents for Multimedia Accessibility Requirements for Curricular Review and Approval Supporting Faculty Creation of Accessible IM Communication Process and Training Plan Process Indicators 2 - Defined 2 - Defined 4 - Managed 4 - Managed 4 - Managed 0 - Not Started 1- Initiated 2 - Defined 2 - Defined 3 - Established 2 - Defined 4 - Managed 3 - Established 3 - Established 1- Initiated 3 - Established 3 - Established 2 - Defined Below Same Same Above Above Below Below Below Same

Accessible Technology Working Group Goals 2015-2016 Follow up on Audit findings. Web Accessibility. Implementation of plan and procedures for regular scans of campus, ASI, foundation, and faculty web pages. Includes communication of issues and instructions/training for improvement to faculty web pages. Faculty Training Academic Affairs documented training plan for new faculty and temporary faculty. Procurement - Alignment of ASI and Foundation ATI purchase reviews with campus procedures. Identify other opportunities to support faculty in creating and purchasing accessible instructional materials.

Administrative Technology Working Group Informational Items Presenters: Glendy Yeh & Megan Stang

Administrative Technology Working Group Updates 2014-2015 University portal (MyCPP) Launched in November 2014 Single sign-on: CAS and Shibboleth Enterprise Survey Tool (Class Climate) All online course evaluation Classroom-based course evaluation: CEIS, Agriculture, Science Evaluation for MPP search eAdvising (GradesFirst) Phase I launched in September 2015 In process: Project team creating training and rollout plan

Administrative Technology Working Group Updates 2014-2015 Digital Signage (Visix) Implemented for IT Service Desk, CIO s Office, Library, CEU In process: BRIC, BSC Document Management Conversion of Singularity System for Registrar s Office Streamlined scanning environment for Financial Aid Pilot of Workflow: Property Survey and Change of Major Request Housing Exemption workflow New implementation and conversion of legacy scanning solution: Facilities Management, DRC In process: Provost s Office

Administrative Technology Working Group Updates 2014-2015 Mobile Application Soft launch in early October 2015 Existing and new functionalities including registration Schedule Planner Create course schedule in PeopleSoft Avoid conflicts with work schedule and other commitments eRecruit (Candidate Gateway) Launched in August 2015 Phase I: Staff and MPP recruitment Phase II: Business process review for tenure faculty recruitment

Administrative Technology Working Group Updates 2014-2015 Curriculum Management Solution (Curriculog) Currently in implementation Development Code Freeze Effective August 15, 2015 Review and approval for new requests during semester conversion Business Intelligence/Data Warehouse/Dashboard Upgraded Hyperion to the latest release Completed data/reporting needs assessment

Administrative Technology Working Group Goals 2015-2016 Semester Conversion Code review and modification (mods, reports, and integration) Configuration changes, testing and validation Student Planner Curriculum planning tool for students and advisors Document Management Financial Aid processing and integration Business Intelligence/Data Warehouse ODI and OBIEE upgrades Conversion of RDS to ODI

Administrative Technology Working Group Goals 2015-2016 Student Dashboard Innovated way of communicating with students Incorporate key business processes on a digital dashboard PeopleSoft Oracle upgrade and PeopleTools upgrade Fundraising and Donor Management (Raiser s Edge) Implementation in process Next Phase of Other Applications Mobile Application: Enable payment Survey Tool, Digital Signage, Document Management,

Infrastructure Technology Working Group Informational Items Presenter: Al Arboleda

Infrastructure Technology Working Group Goals 2015-2016 Wireless coverage with SSF Informing students of wireless before moving into suites. Office 365 New functionality to be deployed VDI pilot for classrooms and labs

Instructional Technology Working Group Informational Items Presenter: Susan Reese & Shanthi Srinivas

Instructional Technology Working Group Classroom Updates 2014-2015 175 Classrooms were upgraded Total expenditures from SSF for the classroom updates was $689K in the year 14/15 Average cost per room for updates to rooms was $3,937 (NOTE: For reference new classroom installs run an average of $20K per room)

Instructional Technology Working Group Classroom Updates 2014-2015 SSF Funds New Projectors $427k (186) New Computers/Monitors $237k (153/134) Presentation Switchers $25k (41) All colleges had classrooms that were upgraded

Instructional Technology Working Group Classroom Goals 2014-2015 Objectives for 2015-2016 Academic Year Install technology in rooms that have no technology (estimated roughly 44% of all instructional space have no technology) Add more technology to Smart Classrooms Update current classrooms to digital Build one or more high tech demonstration classrooms Combination of these four approaches

Instructional Technology Working Group Lab Computer Updates 2014-2015 Total expenditures from SSF for labs was $449k spent on College Labs in the year 14/15 Average cost per lab $34.5k

Instructional Technology Working Group Lab Computer Updates 2014-2015 College Labs upgraded with specifications coordinated with each college: 10 PC Labs (279 Computers) 3 Macintosh Labs (88 Computers)

Instructional Technology Working Group Lab Computer Updates 2014-2015 Colleges that received updated labs included Agriculture (1), Business (2), CEIS (1) CLASS (1), Engineering (3), ENV (1), LIB (1) & Science (3) Purchase 78 computers for use in the Library and Building 97 Open Lab (if funding available) 45 computers in Building 97 (Campus Center) 18 computers in the Library (Look ups) 15 computers in the Library (spares)

Instructional Technology Working Group Lab Computer Goals 2015-2016 Options for use of 2015-2016 SSF Virtual Environment Lab upgrades/updates

Web Technology Working Group Information Items Presenter: Glendy Yeh on behalf of Tim Raymond & Natalie Graff

Web Technology Working Group Website Redesign Updates 2014-2015 Phase 2b (completed December 2014 January 2015) College of Agriculture (15 sites) College of Letters Arts and Social Sciences (15 sites) College of Science (17 sites) Misc. sites in Student Affairs Library University Advancement 114 Total sites created between July 2014 to June 2015

Web Technology Working Group Website Redesign Updates 2014-2015 Phase 3 (nearing completion) Division of Administrative Affairs Completed in August 2015 CEU - Ongoing IT - Ongoing Academic Senate (being reviewed) Homepage Redesign Requests During Phase 3 College of Letters Arts and Social Science College of Education & Integrative Studies College of Science 24 Total sites created after June 2015 312 Total sites in Cascade

Web Technology Working Group MyCPP Portal MyCPP Portal

Web Technology Working Group MyCPP Portal MyCPP Portal Launched November 2014 Displays Important Academic Dates Displays Holds, To Dos, and Enrollment Appointments Created a launch point for Single Sign-On enabled services including: BroncoDirect Blackboard myBar Lynda.com Scholarships BroncoConnection Parking Permit Management IT Service Desk (Service Now)

Web Technology Working Group MyCPP Usage MyCPP Usage 11/2014 6/2015

IT Governance Executive Committee Announcements/Adjournment Announcements Open to all members Adjournment Future meetings January 22, 2016 9:30-11:30am March 11, 2016 9:30-11:30am May 13, 2016 9:30-11:30am