1. Navigating Technology Change www.plannet.net Campus-Wide Technology Assessment Report Overview June 13, 2008

2. Navigating Technology Change www.plannet.net Agenda Report Layout Summary of Findings Recommendations and Roadmap Rough Order of Magnitude Costs Questions

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. Navigating Technology Change www.plannet.net Recommendations and 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

13. Navigating Technology Change www.plannet.net Recommendations and 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

14. Navigating Technology Change www.plannet.net Recommendations and 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

15. Navigating Technology Change www.plannet.net Recommendations and 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

16. Navigating Technology Change www.plannet.net Recommendations and 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

17. Navigating Technology Change www.plannet.net Recommendations and 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

18. Navigating Technology Change www.plannet.net ROM Costs Estimated AreaItemCostNotes InfrastructureImplementation 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 TechnologyUpgrade smart classrooms$29,000Per room Upgrade distance learning room$100,000 Establish streaming media recording studio$20,000 Podcasting server$8,000 Recording / editing hardware and software$4,000Per room Sub-total for Instructional Technology$161,000 Business ContinuityRedundant 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 ServicesService desk ticket tracking software$30,000Includes integration Sub-total for IT Services$30,000 StaffingStaffing recommendations$1,019,000An increase of $1,019,000 over current budget Sub-total for Staffing$1,019,000 ApplicationsODS (Datatel Reporting software)$25,000Licensing and implementation Sub-total for Applications$25,000 Grand total$3,806,000

19. Navigating Technology Change www.plannet.net Questions