Districtwide Technology Plan Initiatives 2019-2020 Mid-Year Report

Districtwide Technology Plan for the fiscal year 2019-2020 outlines 34 initiatives focusing on implementing various technology solutions to enhance enrollment management, data quality, student onboarding, case management, hardware and software replacement cycles, patch cycles, content management, reporting solutions, security measures compliance, business continuity, disaster recovery, SOP development, facility projects support, website experiences, cybersecurity awareness, accessibility scores, system stability, and off-the-shelf product adoption.

• Technology Plan
• Initiatives
• 2019-2020
• Districtwide
• Mid-Year Report

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1. ITS Mid-Year Report FISCAL YEAR 2019-2020 JULY 1, 2019 TO DECEMBER 31, 2019

2. Districtwide Initiatives from Technology Plan 34 Initiatives for 2019-2020 ITS District Wide Initiatives 2019-2020 Short Title ID # Implement an improved enrollment management solution Multiple Measures Implementation Online Education Initiative (OEI) Implementation Improve overall data quality for reporting needs Optimize student onboarding process Implement student case management solution with early alert and predictive analytics Abide by technology replacement cycle for hardware Refresh or replace end of life software Establish Colleague patch cycle standards Standardize Electronic Content Management (ECM) solutions Implement Ellucian Ethos Integration Manager (EIM) Implement a standard reporting solution with ad-hoc capability Self Service Implementation Implement CCCCO Integrated Library System (ILS) ExLibras/Alma Implement a single sign on (SSO) authentication solution for staff and students Assess functional and technical gaps with SharePoint Deploy Microsoft s SCCM centralized solution for computer management and support Assess future use of AirWatch as centralized solution for mobile device management Deploy a centralized ITSM solution for ticketing, inventory tracking and project management. Assess guided pathways scheduling optimization options Utilize professional services for Database Administrator support for district wide applications Assess solutions for browser security measures to proctor online testing Improve Enrollment Management Implement AB705 Implement OEI Improve Data Quality Optimize Student Onboarding Implement Student Case Mgmt Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Establish Colleague Patch Cycles Standardize on ECM Implement EIM Implement Standard Reporting Solution Implement Self Service Implement ILS Implement SSO Assess SharePoint Gaps Deploy SCCM Assess Airwatch Deploy ITSM Solution Optimize Guided Pathways DBA Professional Services Support Assess Online Proctoring 19-20*01 19-20*02 19-20*03 19-20*04 19-20*05 19-20*06 19-20*07 19-20*08 19-20*09 19-20*10 19-20*11 19-20*12 19-20*13 19-20*14 19-20*15 19-20*16 19-20*17 19-20*18 19-20*19 19-20*20 19-20*21 19-20*22 Implement security solutions to comply with Gramm-Leach-Bliley Act (GLBA) and General Data Protection Regulation (GDPR) Implement Security Solutions 19-20*23 Implement solutions and processes to support Business Continuity (BC) and Disaster Recovery (DR) Support DR and BC 19-20*24 Develop Standard Operating Procedures (SOPs) that define and streamline functions and services across ITS teams Develop SOPs 19-20*25 Support technology solutions that support facility construction projects, improve efficiencies and automate manual processes Improve Efficiencies and Automation 19-20*26 Improve district website mobile experiences and platform stability Standardize classroom mediation deployments Provide business process documentation for districtwide technology solutions Document technology planning standards and ITS project prioritization procedures Schedule ongoing cybersecurity awareness training sessions. Develop training materials and schedule training sessions for districtwide technology solutions Improve Siteimprove accessibility scores for district websites Foster base system utilization and improve stability while reducing customizations within Ellucian Colleague Improve District Mobile Experience Standardize Classroom Mediation Provide Business Process Documentation Document Standards and Prioritization Cybersecurity Awareness Training Develop Training Materials Improve Accessibility Foster Off the Shelf Product Adoption 19-20*27 19-20*28 19-20*29 19-20*30 19-20*31 19-20*32 19-20*33 19-20*34

3. All ITS Projects 207 Total Projects completed July 1 to December 31 Accreditation Standard III.C.1 III.C.1 III.C.4 III.C.1, III.C.4 III.C.2 III.C.3 III.C.4 III.C.4 III.C.1 III.C.1, III.C.4 III.C.3 III.C.3 III.C.4 III.C.4 III.C.5 III.C.3 III.C.4 III.C.3 III.C.1 Number of Projects 5 22 46 1 37 40 1 2 10 1 5 2 2 8 8 1 6 8 2 ID # ITS District Wide Initiatives 2019-2020 DW Goal # Improve Enrollment Management Implement OEI Improve Data Quality Optimize Student Onboarding Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Establish Colleague Patch Cycles Standardize on ECM Assess SharePoint Gaps Optimize Guided Pathways Implement Security Solutions Support DR and BC Develop SOPs Improve District Mobile Experience Provide Business Process Documentation Cybersecurity Awareness Training Develop Training Materials Improve Accessibility Foster Off the Shelf Product Adoption 19-20*01 19-20*03 19-20*04 19-20*05 19-20*07 19-20*08 19-20*09 19-20*10 19-20*16 19-20*20 19-20*23 19-20*24 19-20*25 19-20*27 19-20*29 19-20*31 19-20*32 19-20*33 19-20*34 19-21*3C 19-21*1B 19-21*3B 19-21*1C 19-21*2A 19-21*4A 19-21*2D 19-21*2D 19-21*5C 19-21*1C 19-21*4A 19-21*4B 19-21*2D 19-21*1D 19-21*2C 19-21*4D 19-21*5B 19-21*5D 19-21*5C

4. All ITS Projects Projects by District Wide Initiatives Improve Enrollment Management Implement OEI Improve Data Quality Optimize Student Onboarding Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Establish Colleague Patch Cycles Standardize on ECM Assess SharePoint Gaps Optimize Guided Pathways Implement Security Solutions Support DR and BC Develop SOPs Improve District Mobile Experience Provide Business Process Documentation Cybersecurity Awareness Training Develop Training Materials Improve Accessibility Foster Off the Shelf Product Adoption 1 2 5 8 6 22 8 2 8 2 5 1 10 46 2 1 40 37 1

5. Enterprise Applications Projects 98 Total Projects completed July 1 to December 31 Accreditation Standard Number of Projects ID # ITS District Wide Initiatives 2019-2020 DW Goal # Improve Enrollment Management Implement OEI Improve Data Quality Optimize Student Onboarding Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Establish Colleague Patch Cycles Standardize on ECM Support DR and BC Develop SOPs Provide Business Process Documentation Develop Training Materials Foster Off the Shelf Product Adoption 19-20*01 19-20*03 19-20*04 19-20*05 19-20*07 19-20*08 19-20*09 19-20*10 19-20*24 19-20*25 19-20*29 19-20*32 19-20*34 19-21*3C 19-21*1B 19-21*3B 19-21*1C 19-21*2A 19-21*4A 19-21*2D 19-21*2D 19-21*4B 19-21*2D 19-21*2C 19-21*5B 19-21*5C 5 III.C.1 III.C.1 III.C.4 22 44 1 2 4 1 2 1 2 8 4 2 III.C.1, III.C.4 III.C.2 III.C.3 III.C.4 III.C.4 III.C.3 III.C.4 III.C.5 III.C.4 III.C.1

6. Enterprise Applications Projects District Wide Initiatives 2 5 4 8 2 1 12 Improve Enrollment Management Implement OEI Improve Data Quality Optimize Student Onboarding Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Establish Colleague Patch Cycles Standardize on ECM Support DR and BC Develop SOPs Provide Business Process Documentation Develop Training Materials Foster Off the Shelf Product Adoption 22 4 2 1 44

7. Districtwide Infrastructure Projects 71 Total Projects completed July 1 to December 31 Accreditation Standard ID # ITS District Wide Initiatives 2019-2020 DW Goal # Number of Projects 19-20*04 Improve Data Quality III.C.4 19-21*3B 2 19-20*07 Utilize Hardware Replacement Cycles III.C.2 19-21*2A 35 19-20*08 Utilize Software Replacement Cycles III.C.3 19-21*4A 27 19-20*23 Implement Security Solutions III.C.3 19-21*4A 3 19-20*24 Support DR and BC III.C.3 19-21*4B 1 19-20*31 Cybersecurity Awareness Training III.C.3 19-21*4D 1 19-20*32 Develop Training Materials III.C.4 19-21*5B 2

8. Districtwide Infrastructure Projects 2 2 1 1 3 District Wide Initiatives Improve Data Quality Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Implement Security Solutions Support DR and BC Cybersecurity Awareness Training Develop Training Materials 35 27

9. Web Team Projects 38 Total Projects completed July 1 to December 31 Accreditation Standard Number of Projects ID # Short Title DW Goal # 9 19-20*08 Utilize Software Replacement Cycles III.C.3 19-21*4A 10 19-20*16 Assess SharePoint Gaps III.C.1 19-21*5C III.C.1, III.C.4 1 19-20*20 Optimize Guided Pathways 19-21*1C 2 19-20*23 Implement Security Solutions III.C.3 19-21*4A 8 19-20*27 Improve District Mobile Experience III.C.4 19-21*1D 8 19-20*33 Improve Accessibility III.C.3 19-21*5D

10. Web Team Projects 8 9 District Wide Initiatives Utilize Software Replacement Cycles Assess SharePoint Gaps Optimize Guided Pathways Implement Security Solutions Improve District Mobile Experience Improve Accessibility 8 10 2 1

11. All ITS Support Total of 5,653 Tickets closed Total Tickets Closed by Department 103 141 826 897 Apps Helpdesk 1323 Network SAC 1818 SCC 545 Security Web

12. Total Projects by Initiatives ID # ITS District Wide Initiatives 2019-2020 DW Goal # Projects Completed Projects in Progress 19-20*01 19-20*02 19-20*03 19-20*04 19-20*05 19-20*06 19-20*07 19-20*08 19-20*09 19-20*10 19-20*11 19-20*12 19-20*13 19-20*14 19-20*15 19-20*16 19-20*17 19-20*18 19-20*19 19-20*20 19-20*21 19-20*22 19-20*23 19-20*24 19-20*25 19-20*26 19-20*27 19-20*28 19-20*29 19-20*30 19-20*31 19-20*32 19-20*33 19-20*34 Improve Enrollment Management Implement AB705 Implement OEI Improve Data Quality Optimize Student Onboarding Implement Student Case Mgmt Utilize Hardware Replacement Cycles Utilize Software Replacement Cycles Establish Colleague Patch Cycles Standardize on ECM Implement EIM Implement Standard Reporting Solution Implement Self Service Implement ILS Implement SSO Assess SharePoint Gaps Deploy SCCM Assess Airwatch Deploy ITSM Solution Optimize Guided Pathways DBA Professional Services Support Assess Online Proctoring Implement Security Solutions Support DR and BC Develop SOPs Improve Efficiencies and Automation Improve District Mobile Experience Standardize Classroom Mediation Provide Business Process Documentation Document Standards and Prioritization Cybersecurity Awareness Training Develop Training Materials Improve Accessibility Foster Off the Shelf Product Adoption 19-21*3C 19-21*5C 19-21*1B 19-21*3B 19-21*1C 19-21*1C 19-21*2A 19-21*4A 19-21*2D 19-21*2D 19-21*5C 19-21*3A 19-21*1A 19-21*5C 19-21*4C 19-21*5C 19-21*5C 19-21*5C 19-21*5A 19-21*1C 19-21*5C 19-21*1A 19-21*4A 19-21*4B 19-21*2D 19-21*5C 19-21*1D 19-21*2B 19-21*2C 19-21*2E 19-21*4D 19-21*5B 19-21*5D 19-21*5C 5 1 22 46 1 1 15 2 37 40 1 2 2 4 0 2 0 0 0 2 1 2 0 1 1 1 1 1 10 0 0 0 1 0 5 2 2 2 3 3 8 0 8 0 1 6 8 2 3 5 1 4 4 12 74 207

13. ITS Workforce Load 5,683 Total Tickets Closed 207 Major Projects Completed 74 Major Projects in Progress 48 ITS Personnel: 14 at SAC/CEC 7 at SCC/OEC 15 Enterprise Applications 6 Districtwide Infrastructure 3 Helpdesk 2 Web 1 Security Average Ticket closure of 24 Tickets Per ITS Resource per month Average ITS Resource is working on 3.5 Projects at any given time