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 March 11, 2016 Adopting a strategic approach to information technology planning, budgeting and implementation at Cal Poly Pomona.

Information Security Recommendations Appropriate Use for Both Remote Access and Privileged User Activities Instructional Technology Recommendations Classroom Lab Upgrades IT Contingency Money IT Governance Executive Committee Action Items

Information Security Working Group Action Items Presenter: Rufus Gant

Information Security Working Group Issue Background Significant incident Fall Quarter 2015 / An employee’s credentials were unknowingly obtained and used from a remote location to accomplish unauthorized student record modifications. CIO directed a review aimed at minimizing the chances for reoccurrence. Results: The proposed institution of guidance addressing appropriate use both Remote Access and Privileged User activities Standards drafted to document the expectations and responsibilities associated with being granted remote access and/or privileged access to university systems and data.

Information Security Working Group Remote Access Standard Overview Remote users must ensure that their Remote Host (External Access) Device meets End User Security guidelines Users requiring remote access to CPP’s electronic resources for business, maintenance, or upgrade access should not use public wifi without connecting through use the university provided VPN portal University sensitive or restricted data should not be saved on the Remote Host (External Access) Device At no time should remote users share login information or password with anyone Key Requirements

Information Security Working Group Privileged User Standard Overview Only granted to employees who: 1) Need it in order to perform their job responsibilities and 2) Acknowledge that they have read, understand, and will comply with all applicable policy guidance and procedures 3) Agree to apply privileged access appropriately, respect privacy, protect institutional data, and enforce security and legal compliance Privileged users are responsible for permissions they grant as follows: Supervisors and administrators approving or granting privileged access are accountable for any abuse of privileged access if proper procedures were not followed when granting such access. Privileged users must not breach delegated trust by misusing privileges or failing to maintain a high professional standard. Key Requirements Privileged access, commonly referred to as supervisor, system administrator, admin, or root access, grants an individual non-standard elevated access to the resources and data to perform system / data administration job duties.

Information Security Working Group Recommendation Recommendation – Appropriate Use for Both Remote Access and Privileged User Activities The campus should adopt the proposed standards as guidance addressing the expectations and responsibilities associated with both Remote and Privileged access to University systems and data.

Instructional Technology Working Group Action Items Presenter: Susan Reese

Instructional Technology Working Group Student Lab Upgrades Recommendation #1 - Background/Findings Over 80 Labs are on campus today Since Labs have been upgraded using Student Success Fee money Upgrades have been prioritized based on computer lab student Enrollment and Age of computers A list of top twenty Rooms were Prioritized and reviewed this year by the committee for upgrades The $370-$400K SSF money is estimated to upgrade 9 of the 20 labs prioritized by the Instructional Technology Working Group this year.

Instructional Technology Working Group Student Lab Upgrades Recommendation #1 – Funding Recommendation LAB UPGRADECOST AG (30 machines)$37,500 CBA (37 machines)$46,250 CLASS (24 machines)$49,200 ENG (41 machines)$51,250 ENG (31 machines)$38,750 ENV (25 machines)$51,250 LIBRARY (42 machines)$52,500 LIBRARY open (53 machines)$66,250 SCI (6 machines)$7,500 TOTAL: 290 machines$400,450

Instructional Technology Working Group Student Lab Upgrades Recommendation #1 – Schedule & Milestones March Confirm lab locations and priorities with colleges March/April Purchase Lab equipment June through August – Build and deploy lab equipment All equipment will be installed prior to the start of Fall Term

Instructional Technology Working Group Student Lab Upgrades Recommendation #1 – Risks Equipment delivery or vendor delays Structural or facility constraints, desks won’t fit equipment properly, may need new ways to mount/secure Equipment may not meet the functional expectations of faculty Lab availability or access restrictions for installations

Instructional Technology Working Group IT Contingency Money Recommendation #2 - Background/Findings What would we do with extra money in Classrooms and Lab support areas? Asked to provide a plan for $100K, $200K and $300K Prioritize money for Classroom and Lab upgrades equally Provide equipment to Classroom Support staff for Research and Development that would double as backup equipment for Classroom failures.

Instructional Technology Working Group IT Contingency Money Recommendation #2 - Funding Recommendation Split the money 50/50 between Classrooms and Labs For Classrooms 40% will be designated for Classroom upgrades of rooms that have minimal technology installed 10% Designated for the Classroom Staff to have R&D Equipment that would double as backup equipment for the classrooms For Labs Money would be used to upgrade as many labs as possible on the 15/16 Lab priority list Extra money that can not fund a full upgrade to a classroom or lab would be put towards (1) Analog to Digital Conversion project or (2) towards R&D equipment for the classroom staff

Instructional Technology Working Group IT Contingency Money Recommendation #2 – Schedule & Milestones March Confirm Classroom and Lab equipment to be purchased March/April Purchase equipment June through August – Build and deploy equipment All equipment will be installed prior to the start of Fall Term

Instructional Technology Working Group IT Contingency Money Recommendation #2 – Risks Equipment delivery delays Equipment may not meet the functional expectations of faculty Unavailability of equipment training opportunities or resources Vendor service constraints (classrooms) New equipment integration into older/current classroom system Classroom availability or access restrictions for installations