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.

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

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.

Accessible Technology CSU Annual Campus Status Report13-14; Goals 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 IT Governance Executive Committee Informational Items

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 Top Level Goal CPP 2013/2014 CSU Median Above or Below CSU Median Procurement Procedures Established Same Staffing or role definition Established Same Exemption Process Established Same Equally Effective Access Plans EstablishedDefined Above Training Established Same Outreach (Communications) Defined Same Evaluation & Monitoring DefinedInitiated Above Experience/Implementation ManagedDefined Above

Accessible Technology Working Group CSU Annual Campus Status Report 2013/14 CPP/CSU 2013/14 - Web Top Level Goal CPP 2013/2014 CSU Median Above or Below CSU Median Evaluation Process DefinedEstablished Below New Web Development Established Same Monitoring Process Defined Same Exemption Process Defined Same Training Process Established Same Communication DefinedEstablished Below Administrative Process DefinedEstablished Below

Accessible Technology Working Group CSU Annual Campus Status Report 2013/14 CPP/CSU 2013/14 - IM

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. Accessible Technology Working Group Goals

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

Administrative Technology Working Group Updates 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 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 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 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

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

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, … Administrative Technology Working Group Goals

Infrastructure Technology Working Group Informational Items Presenter: Al Arboleda

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 Infrastructure Technology Working Group Goals

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

Instructional Technology Working Group Classroom Updates 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 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 Objectives for 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 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 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 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 Options for use of 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 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 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 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

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 IT Governance Executive Committee Announcements/Adjournment