it governance purpose: information technology is a catalyst for productivity, creativity and...

IT GovernancePurpose: 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 MeetingAction Items Presentation

May 29, 2015

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

Administrative Technology Working Group

Presenters: Glendy Yeh & Kathleen Street

Administrative Technology Working GroupIT Code Freeze

• Current IT and functional staff and resources are responsible for the:

Development, maintenance, testing & integration of all PeopleSoft-related programs, functionalities, business processes, reports/dashboards and modifications

Integration with third-party and other campus applications

Development of other new IT initiatives that involve IT and functional resources needed for semester conversion

• Semester conversion will require a substantial commitment of these same staff and resources

• Work on the initiatives that are in progress will continue through completion

• A code freeze is needed to shift IT and functional staff and resources to the semester conversion implementation and will impact PeopleSoft modifications, custom enhancements, new initiatives (PeopleSoft and non-PeopleSoft)

• An exception request process will be in place

Administrative Technology Working Group IT Code Freeze

• August 1, 2015 Initiate code freeze (or 1 month following the appointment of the PeopleSoft consultant)

• June15, 2015 Initiate exception request process

• June 30, 2015 Finalize priorities and timelines for PeopleSoft/other milestones

through Fall, 2018

• April 30 ,2017 Determine if extension of freeze is needed

• July 31, 2017 End code freeze (unless extended)


• Semester Conversion Implementation cannot be completed successfully in the mandated timeframe unless it is given top priority over other IT projects

• Current IT and functional staffing levels and resources are limited and business cannot continue as usual

• New technologies and initiatives (PeopleSoft and Other) will be delayed or deferred until after the code freeze, postponing the realization of desired improvements or enhancements (unless exception is approved by IT Governance)


Emerging Technology Working Group

Presenters: Gabriel Kuri & David Drivdahl

Recommendation – Background• Three types of mass email

• EMM, mail groups, Mailman lists

• Presently no guideline on what is considered mass email, and no defined approval process for using it.

• Excludes academic related communications

• References Public Affairs guideline for content

• Delivery is problematic due to variety of cloud services

• Goal should be to improve delivery rates of mass mailing

Emerging Technology Working GroupMass Email Guideline

Recommendation – New Guideline• Standardize on email mass marketing systems

• One approved system for sending to campus/off campus users

• Approval process for establishing mass mailing lists• Requires VP approval for lists of 50 or more people

• College dean approval for lists where users contained within a single college or for student clubs

• Additionally requires CIO approval if users span divisions or contain off campus users

• Annual renewal process for lists

Emerging Technology Working GroupMass Email Guideline

Recommendation - Background• Students provided forwarding email address as applicants

• Not automatically changed to deliver to campus email system Presently there is a large number of users forwarding mail

• Previous email solutions were lacking

• Email is official communication for students

• Emails are being sent from third party accounts

Emerging Technology Working GroupEmail Forwarding

Recommendation – No email forwarding• Office 365 improves on our mail system

• Email delivery can be validated and tracked

• Provide a higher degree of certainty for faculty and advisors of who they are communicating with

• Implementation Timeline• June 2015: Begin communications• July 2015: Change forwarding for employees to Office 365• June 2016: Change forwarding everyone else

Emerging Technology Working GroupEmail Forwarding

Recommendation – Background• Mail systems have been changed and migrated over

time

• The path emails take to be delivered is complex

• Dependency on campus for a large portion of mail

• Office 365 is only used for mail storage

Emerging Technology Working GroupSimplified Mail Flow

Recommendation – Risks• Feature differences

• Some features not supported in Office 365

• Campus is currently a single point of failure

• Mail delays have been caused by current mail flow


Recommendation – Simplify mail flow• All mail functions will be processed by Office 365

• Simple mail flow• Reduces the number of steps from 16 to 4 or fewer

• Implementation Timeline• Summer 2015: Migrate low-impact mail services to Office 365,

and begin communicating changes where there is user impact• Winter 2016: Complete migration of mail features to Office

365


Instructional Technology Working Group

Presenters: Kevin Morningstar

Instructional Technology Working GroupSSF Lab Computer Funding Guideline

Recommendation - Background/Findings

• March 2015 - $459,000 approved to upgrade college labs

• Two approved labs required a funding supplement of $95,690

• IT worked with two colleges in an effort to secure additional financial resources – funds were not available

• Additional funding from IT Division enabled two rooms to be fully upgraded


Recommendation - Background/Findings

Performance Labs Highlight a Challenge

• Providing the broadest funding support, balanced investment of resources, and purchasing a sufficient number of computers to support timely replacement

Actual Costs for Current Computers:

Dell Standard PC $ 911.24

Dell Performance PC $1,117.93

Mac Standard 27” $1,960.01 + 75%

Mac Performance 27” $3,285.99 +194%


Recommendation – Guidelines

• SSF should fund the computers appropriate to course and faculty requirements

• Balanced model for the utilization of fiscal resources

• Funding per computer should be sufficient to purchase Windows and Mac standard computers

• Additional funding should be supplemented by the department, college or other resources


Recommendation – Risks

• SSF Funding may not be sufficient in some cases

• Additional funding may not be available from colleges

• Computer platform preferences may result in higher costs

• Lab computer replacement data does not accurately estimate the problem

• Recommendation was based upon only one purchase cycle; cost differences may be exaggerated


Recommendation –

The Student Success Fee will fund up to two times (2x) the current price of a designated Windows Performance Personal Computer. The ceiling will be set each year based upon the current cost for the campus’ standard Windows Performance Personal Computer purchased for deployment in computer labs. This ceiling amount is intended to fully fund the purchase of a Windows Standard PC, Windows Performance PC, and Mac Standard computers. Colleges will be responsible for funding the incremental cost above the ceiling amount.

it governance purpose: information technology is a catalyst for productivity, creativity and...

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