navigating technology change campus-wide technology assessment report overview june 13, 2008
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Navigating Technology Change www.plannet.net
Campus-WideTechnology Assessment
Report Overview
June 13, 2008
Navigating Technology Change www.plannet.net
Agenda • Report Layout
• Summary of Findings
• Recommendations and Roadmap
• Rough Order of Magnitude Costs
• Questions
Navigating Technology Change www.plannet.net
Report Layout • Executive Summary: Summarizes findings and recommendations
• Project Background: Summarizes purpose of project and methodology utilized
• Infrastructure: Identifies architecture, hardware / software, organizational, and operational gaps and recommendations in the following areas:
o General: Focuses on VVC network
o Web: Web-based servers and applications
o Instructional Technology: Learning / classroom technologies
Navigating Technology Change www.plannet.net
Report Layout(continued)
• ADA: Makes recommendations for better use of AV technologies for meeting ADA standards
• Business Continuity: Evaluates business continuity plans and processes with an additional emphasis on backup and restore methods
• Technical Services: Two topics are covered:
o Staffing: Assesses the Tech Services department’s staffing and organization model
o IT Services: Recommends improvements for customer service and operational policies, processes and systems
Navigating Technology Change www.plannet.net
Report Layout(continued)
• Application Performance: Evaluates five applications (Blackboard, Datatel, GroupWise, Financial 2000 and the county financial system [Snow White]) and makes recommendations for improved performance
• Registration: Presents ways to enhance VVC’s registration system
• Implementation Roadmap: A prioritized list of implementation actions
• Financial Considerations: ROM costs for recommendations
• Appendices
Navigating Technology Change www.plannet.net
Summary of Findings
• Infrastructure
o The VVC network and web infrastructure design does not meet the college’s stated 24 x 7 availability service levels
o There is little or no policy, procedure, or general documentation for the campus network, servers or applications
o Lack of instructional technology standards has created an unsupportable and ineffective environment
Navigating Technology Change www.plannet.net
Summary of Findings(continued)
• ADA: VVC does not have a program for ADA compliance, this includes accessibility standards, course content standards, and training for both staff and end users
• Business Continuity
o There is no business continuity capability / program. This includes the lack of a risk officer, business and technical recovery plans, an emergency communication plan, and workflow documentation.
o VVC has insufficient storage infrastructure and backup capability to ensure data recovery
o Industry accepted storage management practices are not being employed
Navigating Technology Change www.plannet.net
Summary of Findings(continued)
• Technical Services Staffing
o VVC lacks technology leadership and governance
o The majority of Technical Services departments are understaffed and there is little or no professional development and staff evaluation
o Lack of a functional IT help desk (insufficient structure and process) handicaps the ability to properly load resources and respond to demand
o End-user training is not occurring for key enterprise systems
Navigating Technology Change www.plannet.net
Summary of Findings(continued)
• IT Services
o Technical Services does not have an effective communication plan
o VVC lacks a well articulated catalog of services
o VVC lacks fundamental IT policies and documented standard operating procedures
o Industry accepted project management and IT delivery methodology are not utilized
Navigating Technology Change www.plannet.net
Summary of Findings(continued)
• Application Performance
o VVC lacks formal performance benchmarks
o There is no communication plan to notify end users of system outages
o Blackboard performance and capabilities are generally regarded as suitable, although faculty state there is a critical lack of training
o Staff and faculty are frustrated with the limited feature set of GroupWise Web Access
o Financial systems management is satisfied with Financial 2000
o Some county financial modules are running on an unsupported and obsolete operating system
Navigating Technology Change www.plannet.net
Summary of Findings(continued)
• Registration
o WebAdvisor is suitably customizable and extensible for future registration needs
o Priority online registration and course wait-listing via WebAdvisor is not offered
o VVC experiences an excessive amount of walk-up registrations, although student information kiosks reduce some of this traffic
Navigating Technology Change www.plannet.net
Recommendationsand Roadmap
• Phase One
o Governance:
Hire a CIO
Establish a new governance structure
Develop core IT policies
Establish a communication plan
o Organization:
Establish an IT service desk
Staff new positions
o Services: Publish a catalog of services with stated service level objectives and technology standards
Navigating Technology Change www.plannet.net
Recommendationsand Roadmap
(continued)
• Phase One (continued)
o Infrastructure:
Architect appropriate SAN backup and recovery solution
Implement an off-site storage solution
o Applications:
Modify file resizing activities for Datatel
Implement secure protocols for GroupWise
Navigating Technology Change www.plannet.net
Recommendationsand Roadmap
(continued)
• Phase Two
o Governance:
Establish Web Design and Information Assurance task forces
o Organization:
Move instructional technologies resources under the deputy superintendent / executive VP of Instruction
Create training programs for technical staff and faculty
Implement budget allocations for professional development
o Services:
Establish standard IT procedures, including change, configuration and capacity management processes
Institute a business continuity program
Navigating Technology Change www.plannet.net
Recommendationsand Roadmap
(continued)
• Phase Two (continued)
o Infrastructure:
Deploy a redundant network core
Establish a plan and budget for refreshing end-of-life hardware
Solicit a secondary path to the Internet
o Applications:
Implement a Web content management system
Deploy a decentralized report writing utility
Roll-out a more robust IT services ticket tracking system
Upgrade hardware and licenses for Datatel
Navigating Technology Change www.plannet.net
Recommendationsand Roadmap
(continued)
• Phase Three
o Services:
Centralize all technology purchases through Technical Services
o Infrastructure:
Expand network monitoring tools to include performance analysis, alerting, and end-to-end application performance
Upgrade wireless infrastructure
Navigating Technology Change www.plannet.net
Recommendationsand Roadmap
(continued)
• Phase Three (continued)
o Applications:
Upgrade legacy instructional systems
Establish an instructional content production facility
Relocate distance learning room to a permanent location
Pursue a path toward a fully functional Datatel ERP
o Registration:
Within Datatel, implement priority registration, course wait-listing, a faculty-accepted grade book program, and chat capabilities
Navigating Technology Change www.plannet.net
ROM Costs Estimated
Area Item Cost Notes
Infrastructure Implementation of redundant core $403,000
End-of-life switch replacement $1,811,000
Wireless network upgrade $189,000
NMS replacement $21,000
Sub-total for Infrastructure $2,424,000
Instructional Technology Upgrade smart classrooms $29,000 Per room
Upgrade distance learning room $100,000
Establish streaming media recording studio $20,000
Podcasting server $8,000
Recording / editing hardware and software $4,000 Per room
Sub-total for Instructional Technology $161,000
Business Continuity Redundant SAN for backup of critical data $60,000
Redundant tape drive $12,000
SAN for archive data $60,000
Software package to backup open files $15,000
Sub-total for Business Continuity $147,000
IT Services Service desk ticket tracking software $30,000 Includes integration
Sub-total for IT Services $30,000
Staffing Staffing recommendations $1,019,000 An increase of $1,019,000 over current budget
Sub-total for Staffing $1,019,000
Applications ODS (Datatel Reporting software) $25,000 Licensing and implementation
Sub-total for Applications $25,000
Grand total $3,806,000
Navigating Technology Change www.plannet.net
Questions
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