Campus-Wide Technology Assessment Report Overview June 13, 2008

1. Campus-WideTechnology AssessmentReport OverviewJune 13, 2008

2. Report Layout • Summary of Findings • Recommendations and Roadmap • Rough Order of Magnitude Costs • Questions Agenda

3. 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: • General: Focuses on VVC network • Web: Web-based servers and applications • Instructional Technology: Learning / classroom technologies Report Layout

4. 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: • Staffing: Assesses the Tech Services department’s staffing and organization model • IT Services: Recommends improvements for customer service and operational policies, processes and systems Report Layout(continued)

5. 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 Report Layout(continued)

6. Infrastructure • The VVC network and web infrastructure design does not meet the college’s stated 24 x 7 availability service levels • There is little or no policy, procedure, or general documentation for the campus network, servers or applications • Lack of instructional technology standards has created an unsupportable and ineffective environment Summary of Findings

7. 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 • 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. • VVC has insufficient storage infrastructure and backup capability to ensure data recovery • Industry accepted storage management practices are not being employed Summary of Findings(continued)

8. Technical Services Staffing • VVC lacks technology leadership and governance • The majority of Technical Services departments are understaffed and there is little or no professional development and staff evaluation • Lack of a functional IT help desk (insufficient structure and process) handicaps the ability to properly load resources and respond to demand • End-user training is not occurring for key enterprise systems Summary of Findings(continued)

9. IT Services • Technical Services does not have an effective communication plan • VVC lacks a well articulated catalog of services • VVC lacks fundamental IT policies and documented standard operating procedures • Industry accepted project management and IT delivery methodology are not utilized Summary of Findings(continued)

10. Application Performance • VVC lacks formal performance benchmarks • There is no communication plan to notify end users of system outages • Blackboard performance and capabilities are generally regarded as suitable, although faculty state there is a critical lack of training • Staff and faculty are frustrated with the limited feature set of GroupWise Web Access • Financial systems management is satisfied with Financial 2000 • Some county financial modules are running on an unsupported and obsolete operating system Summary of Findings(continued)

11. Registration • WebAdvisor is suitably customizable and extensible for future registration needs • Priority online registration and course wait-listing via WebAdvisor is not offered • VVC experiences an excessive amount of walk-up registrations, although student information kiosks reduce some of this traffic Summary of Findings(continued)

12. Phase One • Governance: • Hire a CIO • Establish a new governance structure • Develop core IT policies • Establish a communication plan • Organization: • Establish an IT service desk • Staff new positions • Services: Publish a catalog of services with stated service level objectives and technology standards Recommendationsand Roadmap

13. Phase One (continued) • Infrastructure: • Architect appropriate SAN backup and recovery solution • Implement an off-site storage solution • Applications: • Modify file resizing activities for Datatel • Implement secure protocols for GroupWise Recommendationsand Roadmap(continued)

14. Phase Two • Governance: • Establish Web Design and Information Assurance task forces • 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 • Services: • Establish standard IT procedures, including change, configuration and capacity management processes • Institute a business continuity program Recommendationsand Roadmap(continued)

15. Phase Two (continued) • Infrastructure: • Deploy a redundant network core • Establish a plan and budget for refreshing end-of-life hardware • Solicit a secondary path to the Internet • 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 Recommendationsand Roadmap(continued)

16. Phase Three • Services: • Centralize all technology purchases through Technical Services • Infrastructure: • Expand network monitoring tools to include performance analysis, alerting, and end-to-end application performance • Upgrade wireless infrastructure Recommendationsand Roadmap(continued)

17. Phase Three (continued) • 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 • Registration: • Within Datatel, implement priority registration, course wait-listing, a faculty-accepted grade book program, and chat capabilities Recommendationsand Roadmap(continued)

18. ROM Costs

19. Questions