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Technology Master Plan Implementation Grid - 2011

Action Items: 66.
CategoryPriorityGoalIDAction ItemLead ManagerStatus
A1TECHNOLOGY SUPPORT F.2 Develop a prioritized staffing plan for hiring additional computer and network staff and management based on Program Review -- Network Analyst (A-1), Systems and Programming Supervisor (A-28), Database Administrator. (A-47)
Activity
1) A prioritized staffing plan was developed and approved through program review processes: Programmer (web), Network Administrator, Systems and Programming Supervisor and Database Administrator (DBA) 

The new Programmer was hired in October 2011. The new Network Administrator was hired in January 2012. The new Programming Supervisor position recruitment began in December 2012. The DBA recruitment is planned to begin after the new Supervisor position is filled. 



VPAA Completed
A2CAMPUS COMPUTING D.1.t Change the current Chart of Accounts to allow Baseline Colleague implementation (A-4)
Activity
1) Pre-planning Meetings:  IT met with Finance to discuss potential Chart of Accounts Project (goal, issues, timeline, workload): 10/17/11, 12/6/11. IT and Finance had phone meeting with Datatel consultants to discuss project: 11/29/11. Generated purchase order for software and service on 12/16/11. Consultant onsite for three days. Began process of pruning accounts and developing new GL structure. 

2) Generated requisition for purchase order based on quote for the GL change utility ($15k) and consulting services ($18K -- 72 hours at $250 each). No: S70:121611:D1, 12/16/2011.
3) Director of Finance and Accountants met with Ellucian Consultant for three days (7/17, 7/18, 7/19) to develop crosswalk for new chart of accounts. 

VPBFA In Progress
A3CAMPUS COMPUTING D.6.a Develop and implement improved processes and ongoing funding for institutional software licenses as determined by ITC -- Adobe Master Suite (A-53), (A-7)
Activity
1) Identified existing Adobe software for instruction and put them in an Adobe Maintenance agreement to ensure they will receive latest updates for the next 18 months. Funded with combination of budgets from various sources. The tech plan program review budget funded $18,532.
Dean of ISS
Director of IT
IPRC
In Progress
A4CAMPUS COMPUTING D.6.c Create a centralized clearinghouse for institutional software licensing and provide staffing. (A-12) Director of IT
VPBFA
In Progress
A5NETWORK INFRASTRUCTURE E.1 Ongoing review of current physical and logical design for the SWC network at all campus locations, focusing on high-availability/ high bandwidth data (wired/wireless), video, voice communications. (A-14)
Activity
1) Inventoried existing network switches, locations and IP information. 


2) Updating VLANs for Main Campus network to resolve network conflict and improve network performance. 
Director of IT In Progress
A6NETWORK INFRASTRUCTURE E.1.a Wireless upgrade District wide (A-14)
Activity
1) Ordered and installed additional Access Points. Changed configurations for improved performance.

Planning request for Bond funding for enterprise wireless project. 
Director of IT In Progress
A7STUDENT SERVICES C.2.d Implement Financial Aid Link to allow students to purchase books and supplies in real time prior to the start of each semester. (A-18)
Activity
1) FA Link was ordered, pending confirmation that it will work with our system. 
2) To: Patti Larkin
Subject: RE: S70: New possibilities for FA~Link
Patti,

Given that we have committed to moving away from custom programming (as a general strategy - not in all cases), and given that FA Link does not work with our Account Receivables because we have not configured ARs the way that Datatel intended (instead we make it work with Mnervanet), Irecommend that we do not implement FA Link at this time.


Director of FA
Director of Bookstore
Deferred
A8NETWORK INFRASTRUCTURE E.2.a Replace redundant network switches for the core network at the main distribution facility, including distribution switches. (A-27)
Activity
1) This action item is dependent upon the implementation of the Network Modernization project to be funded by Prop R. 
Director of IT Waiting
A11NETWORK INFRASTRUCTURE E.2.c Upgrade the electrical back-up system to provide power for important network services and related devices in case of a power outage (Replacement of existing UPS and determine SLA [Service Level Agreement] for supplying temporary power). (A-50)
Activity
1) This action item is dependent upon the implementation of the Network Modernization project to be funded by Prop R.
2) This action item is dependent upon the implementation of the Network Modernization project to be funded by Prop R.
Director of IT Waiting
A13CAMPUS COMPUTING D.1.d Develop, expand, and support SARS Suite applications (Track, Grid, Call, Alert, eSARS) for managing student appointments and tracking student services, tutorial FTEs via positive attendance in compliance with Title 5, and instructional hours at all campus locations. (A-68)
Activity
1) Added SARS GRID to math assessment appointments. 
2) Added tutoring tracking for Academic Success Center.
3) Developed and implemented SARS Kiosk stations for Fitness Lab.
Director of IT
Dean of Counseling
Dean of SS
Dean of ISS
Learning Assistance Services Coordinators
In Progress
A15STUDENT ACCESS A.3.a Conduct an annual prioritization process to determine which student computer labs should be replaced, reissued, or removed for the following school year based upon the age of the computers and program review plans using project management reporting tools. (A-84)
Activity
1) The ITC and ATC prioritized the lab computers to be replaced in summer 2012 (annual process). The prioritization took into account the age of the labs, and, whether or not the labs were used for faculty office hours with students. It included an ATC sponsored faculty survey about office hours in the labs. A total of 118 lab computers were replaced: Room 422 (31), Room 429 (11), Room 426A (13), Room 426C (30), Room 426D (30), Room 393 (3). 


Director of IT
Dean of ISS
Completed
A16CAMPUS COMPUTING D.3 Conduct an annual proposal process to replace 20-25% of faculty and staff computer systems each year (A-84) Director of IT Completed
A17STUDENT ACCESS A.3.b Development and implement new policies and procedures for installing updated software in student computer labs using project management reporting tools Director of IT
Dean of ISS
In Progress
B1NETWORK INFRASTRUCTURE E.1.b WAN [Wide Area Network] upgrade District wide
Activity
1) Upgraded WAN circuits ordered for all HECs and Crown Cove. The project is underway with expectation of completion in July. 
Director of IT In Progress
B2DIGITAL COMMUNICATIONS G.5 Implement a college-wide emergency notification system to send alerts to students and/or employees in a matter of minutes via one or more self-selected communication means; examples include class cancellation, power outages, etc.; consider digital signage
Activity
1) Developed new requirements for emergency communication system and approved by project team: Michael Cash, Mia McClellan, Lillian Leopold, Ben Seaberry. Planning review of various solutions. 
VPBFA In Progress
B3NETWORK INFRASTRUCTURE E.5 Develop a multi-tiered disaster recovery plan to restore access to critical information resources in case of a catastrophic outage Director of IT Not Started
B4STUDENT SERVICES C.4.a Improvement to MIS reporting, including matriculation data collection for improved accuracy using Data Warehouse as a management tool
Activity
1) Linda Hensley (Research) and Ben Seaberry (IT) have started a new MIS User Group to discuss all MIS data requirements from the State Chancellor's Office and to ensure we are meeting them. The group meets once per month and attends Chancellor's Office meetings and webinars regarding MIS data. 
VPSA
VPAA
Director of IT
Director of Research
In Progress
B5STUDENT SERVICES C.2.a Refine an effective system that will execute student awards and electronic disbursements to avoid late payments to students
Activity
1) Reviewed two different Electronic Fund Transfer vendors and preparing to select one for implementation this fall 2012. 
VPSA
Dean of Student Services
Dean of Fin Aid
Director of IT
In Progress
B6NETWORK INFRASTRUCTURE E.3.c Implement network bandwidth shaping to prevent one type of traffic, such as video, from overwhelming all other types of traffic such as web browsing Director of IT In Progress
B7INSTRUCTIONAL TECHNOLOGY B.1.d Adequate support for Office of Institutional Research using Data Warehouse to facilitate Program Review.
Activity
1) Research has hired a new Director and Senior Research Analyst this year.

IT has updated the hardware/software of the Data Warehouse but needs training and support to reconfigure the system to revise the Dashboards and create new reports.  
VPAA SCC
Director of Research
In Progress
B8STUDENT SERVICES C.2.b Implement ACH (Electronic Fund Transfer) of financial aid awards to allow students to receive disbursements in an electronic mode with a deposit into their personal bank accounts.
Activity
1) Reviewed two ACH systems and preparing to select one for installation this summer and implementation this fall 2012. 
Dean of SS
Director of Financial Aid
In Progress
B9NETWORK INFRASTRUCTURE E.4.c Establish secure offsite storage of all backups and archive data files; establish process for destruction of data storage units Director of IT Waiting
B10STUDENT SERVICES C.4.e Implement a CCC Tran for online transcript requests and electronic exchange with other community colleges, and with four-year public and private institutions.
Activity
1)

We are live with eTranscript forelectronically sending our students’ transcript requests to other colleges.

So far, over the past week, wehave processed 65 transcripts electronically with 11 differentcolleges/universities (33 to San Diego State, 1 to San Francisco State and therest went to new trading partners such as the University of Phoenix, NationalUniversity, 4 additional CSU’s and Palomar).



2) Considerable progress has been made to implement eTranscript services. It will be tested with other institutions in April 2012. 
Dean of SS
Director of IT
Completed
B11CAMPUS COMPUTING D.6.b Develop software library and license documentation to account for all copyrighted software installed on any college-owned computer/server.
Activity
1) Created software library for institutional academic and administrive software. There is a server library and physical library.
Dean of ISS
Director of IT
Completed
B12CAMPUS COMPUTING D.1.b Implement the assessment-tracking program for student learning outcomes (SLOs) that is integrated with the existing eLumen program Director of IT In Progress
B13CAMPUS COMPUTING D.1.f Implement a resource scheduling application that integrates with Datatel Colleague to provide detailed information about room scheduling, inventory and space utilization Director of IT Deferred
B14STUDENT ACCESS A.4.a Install an effective, stable course management system
Activity
1) Blackboard hosted solution was implemented several years ago. The system is effective and stable. 
Dean of ISS Completed
B15STUDENT ACCESS A.2.c Develop new policies and procedures for installing updated software in student computer labs using project management reporting tools. Director of IT
Dean of ISS
In Progress
B16STUDENT ACCESS A.4.b Provide reliable synchronized communication among all systems that interface with the CMS [Learning Management System -- BlackBoard] Dean of ISS Completed
B17CAMPUS COMPUTING D.1.q Implementation of an Electronic Student Educational Plan (SEP), e-Advising and Degree Audit reporting for the School of Counseling and Personal Development, and Evaluations office
Activity
1) This was included in a Title V Grant Proposal that was submitted this spring. Awaiting response. 
Director of IT
Dean of SCPD
Waiting
B18CAMPUS COMPUTING D.5.b Review, maintain, and upgrade existing pay-for-print system in computer labs
Activity
1) Installed and configured Uniprint v 8.2 on server so that pay-for-print system is compatible with Windows 7 clients.
2) Installed upgraded pay for print client in ASC lab computers.
3) Installed upgraded pay for print client in Library Open Lab computers.
Dean of ISS Completed
B19STUDENT SERVICES C.4.f Implement online credit and non-credit positive attendance tracking. Reporting for faculty and State reporting.
Activity
1) This is being implemented through the use of SARS TRAK (D.1.d). As new areas area added, they will be updated in D.1.d.
Dean of SS
Director of IT
Dean of ISS
Completed
B20INSTRUCTIONAL TECHNOLOGY B.1.a Provide additional support of faculty in the development of instructional media to be used on- or off-campus and ensure that media meet Universal Design [ADA/UDE] standards. VPAA Not Started
B21INSTRUCTIONAL TECHNOLOGY B.1.b Provide a comprehensive support system to meet the needs of instructors who are teaching online or preparing to teach online and ensure that online resources are accessible for all students.
Activity
1) August 2011, hired a part time Instructional Assistant II to assist with needs of online instructors. Assists with drop-in hours and support. 
VPAA In Progress
B22CAMPUS COMPUTING D.2.d Create and implement a web-based Program Review module.
Activity
1) Initial meetings to discuss framework for program review requests going online. 

Developed program review master prioritization application. 

IPRC
VPAA
Director of Research
Director of CMR
In Progress
B23STUDENT ACCESS A.2.a Develop a new organizational model for the operation, supervision, and technical support of current and future SWC locations - all current and future labs.
Activity
1) A. Established and filled Lead Lab Tech position (trial-basis):

B. Assigned backup coverage for each lab tech.

C. Changed Smart Classroom Support procedures so that it is shared evenly among 8 lab techs (instead of just 2 of the lab techs).

D. Redistributed lab coverage to cover MSE lab tech resignation. 

E. Reassigned some smart classroom support coverage to better match proximity.




Director of IT
Dean of ISS
Completed
B24CAMPUS COMPUTING D.7 Development of policies, procedures, and guidelines for college-wide technology requests, usage, services and support to be included in the SWC Policies & Procedures manual as applicable Director of IT Not Started
B25STUDENT ACCESS A.2.d Implement new policies and procedures for installing updated software in student computer labs using project management reporting tools.
Activity
1) Published inventory of all software in all instructional computer labs online. This is one step in keeping student software up to date in the labs as it enables faculty to readily know the current status of software in the labs and determine whether updates are necessary. 

The online database is updated each semester as software is updated. 
Director of IT
Dean of ISS
Waiting
B26STUDENT ACCESS A.5.a Collaboratively develop action plans and service level agreements [SLAs] with Student Services to provide new or enhanced online student support services (e.g., advising, counseling, enrolling, etc.) Dean of ISS
Dean of SS
Dean of SCPD
Not Started
B27CAMPUS COMPUTING D.1.s Organize and implement a campus wide Datatel Users Group
Activity
1) Patti Larkin and Ben Seaberry (co-chairs) started a Datatel (ellucian) Users Group for Student Services staff that began in spring semester, 2012. The group meets on a monthly basis. It may be expanded to include staff from HR, Finance, Instruction, Research in the future. 

Also, the college has also started an MIS User Group that is co-chaired by Linda Hensley (Research) and Ben and it includes staff from all areas and addresses Datatel (ellucian) as it relates to collecting data and reporting it to the CCCCO. 




 
Director of IT In Progress
B28DIGITAL COMMUNICATIONS G.3.b Hire staff to support faculty in creation and posting of web pages on SWC Website
Activity
1) Completed recruitment for new Programmer Analyst (Web Specialist).
2) Governing Board approved new Programmer Analyst.
3) New Programmer Analyst reports to work (Sam Shuey).
VPBFA
Director of CMR
Completed
B29STUDENT SERVICES C.2.c Calculate and forecast average Pell Grant Award using a 2-year reporting period VPSA
Dean of Student Services
Dean of Fin Aid
Director of IT
Not Started
B30TECHNOLOGY SUPPORT F.3.a Provide employee training workshops on-campus and online throughout the year VPHR In Progress
B31DIGITAL COMMUNICATIONS G.3.c Ongoing review and improvement of the search engine and navigational links of the website Director of CMR Not Started
B32STUDENT ACCESS A.4.c Provide support to instructional departments or divisions if they elect to develop fully online certificate or degree programs
Activity
1) The Distance Education Task Force was convened Fall 2012 and this action item is dependent upon recommendations from this task force. 

VPAA Waiting
B33INSTRUCTIONAL TECHNOLOGY B.1.c Hire digital content media support staff
Activity
1) This action item is mostly for purposes of better supporting online courses. The Distance Education Task Force was convened Fall 2012 and will be making recommendations about professional training and support for DE instructors. 
VPAA Waiting
B34STUDENT SERVICES C.3.c Explore a process to provide students with unified communication and information dissemination e.g., Face book, Twitter, email VPSA
Director of IT
Not Started
B35CAMPUS COMPUTING D.2.a Develop a service catalog for supporting users of integrated third-party applications Director of IT Not Started
B36DIGITAL COMMUNICATIONS G.3.a Develop new and updated web pages for all offices and departments on campus (required activity) Director of CMR In Progress
C1NETWORK INFRASTRUCTURE E.6.a Expand virtual servers to replace physical servers in the SWC domain (employee network); Virtual servers, consume less power and are more reliable and expandable than current servers. Expand virtual servers to offsite Centers.
Activity
1) Additional servers requested in IT's Program Review. Waiting for prioritization and funding. 
Director of IT In Progress
C2TECHNOLOGY SUPPORT F.3.b Provide ongoing training and cross-training for IT staff and management to increase their technical proficiencies and knowledge VPHR In Progress
C3CAMPUS COMPUTING D.2.c Create and implement a course scheduling module that is web-based (might go with Curricunet development in D.1.c) Dean of ISS Not Started
C4CAMPUS COMPUTING D.1.g Expand the document imaging systems to additional offices as requested (ImageNow) Dean of ISS
Director of IT
In Progress
C5CAMPUS COMPUTING D.4 Develop and implement a new system for network access from off-campus that does not require the installation of client software; this authentication system will provide permission- level access to all authorized network resources Director of IT In Progress
C6CAMPUS COMPUTING D.5.a Develop and publish printer standards to govern the purchasing, installation, repair, supplies and support of office and lab printers (network and stand-alone) and purchase through the technology clearing house. Combine with D.6.d.
Activity
1) Conducted special ITC meetings about centralized purchasing including printers. Discussed potential ways to centralize. Considering RFP process.
Director of IT Waiting
C7CAMPUS COMPUTING D.1.l Develop People Admin for adverse impact reporting requirement Director of HR Not Started
C8TECHNOLOGY SUPPORT F.4 Provide faculty and classified employee training workshops on-campus and online throughout the year
Activity
1) Andre Ortiz was hired to provide computer/software training workshops for employees. This spring and summer he focused on MS Office 2010 and SharePoint training to accompany the Office 2010 and SharePoint rollout. 

VPHR Completed
C9CAMPUS COMPUTING D.2.b Develop service level agreements [SLAs] for the support of the various network applications that are used by different departments Director of IT Not Started
C10CAMPUS COMPUTING D.6.d Create a centralized clearinghouse for institutional hardware and peripherals and provide staffing. Combine with D.5.a. Director of IT In Progress
C11DIGITAL COMMUNICATIONS G.3.d Remove former SWC website (www2.swccd.edu) from the Internet; provide SWC employees with at least three months of advance notification of when the former website will be removed Director of CMR Waiting
C12CAMPUS COMPUTING D.1.v Develop various HEAT processes [Help Desk System] Director of IT In Progress
C13STUDENT SERVICES C.3.d Create a Continuing Education application/registration web application
Activity
1) Begun work on web based application for CE.
VPSA
VPAA
Director of Continuing Education
In Progress
C14CAMPUS COMPUTING D.1.p Implement Campus Organization [module] to tracking support for student organizations Director of IT Not Started
C15CAMPUS COMPUTING D.1.o Develop and implement Continuing Education Module, placing non-credit training into the college's primary systems. Director of IT In Progress
D1CAMPUS COMPUTING D.1.c Continuous development of CurricUNET applications. Curriculum Committee
Dean of SS
Not Started
D2DIGITAL COMMUNICATIONS G.6 Create an emerging technology Special Interest Group (SIG) to apprise the Institutional Technology Committee of new developments to emerging technologies Director of IT Not Started