CampusWorks Technology Plan Proposal_PCCD 02-07-2020

Proposal for an Information Technology Plan Prepared for Peralta Community College District February 7, 2020 Table of Contents Cover Letter Qualifications Description of the project staff structure 24 References 40 Pricing 41 Cover Letter Leading a higher education institution has never been more difficult than it is today The balancing act required to ensure that the fiscal, academic, and administrative needs of a modern organization are met while also ensuring that the institution meets enrollment, graduation and budgetary goals is a never-ending task Even with a dedicated and focused team of College leaders, successful institutions must find ways to work smarter and not harder to meet the increasing demand of their constituents This is why IT has never mattered more to the continued success of an institution As new students arrive to Peralta with ever increasing technology expectations, as employers demand more technologically savvy graduates and as faculty and staff look for more personalization of academic and administrative experiences, Colleges need IT organizations with the vision, expertise and leadership skills necessary to ensure that tomorrow’s IT department is well-positioned to collaboratively lead the institution into the future Which is why CampusWorks was extremely pleased to see Peralta Community College District’ IT leadership team taking a proactive approach to reviewing, understanding and planning your IT and technology ecosphere and its alignment with the student lifecycle With the explosion of cloud technologies, the need to minimize on-going IT support costs while also leading transformation efforts and the evolving digital nature of new students there has never been a better time to evaluate the people, processes and technology that represent the backbone of every College CampusWorks is delighted to submit this proposal for an Information Technology Plan for Peralta Community College District (PCCD) Dedicated exclusively to higher education, CampusWorks is focused on helping community colleges increase student success and completion by addressing institutions’ technical and business needs CampusWorks has completed similar IT reviews and technology planning activities for over 75 community colleges nationwide The size and complexity of our clients span enrollments of less than 3,000 to over 120,000 and single campus institutions to systems with 32 schools in countries The vast majority of CampusWorks’ clients are community and technical colleges, very similar to PCCD in mission, size, scope, make-up of student body, and service area In California, CampusWorks has worked with Chaffey College, City College of San Francisco, College of the Siskiyous, Imperial Valley College, Los Rios Community College District, San Jose Evergreen Community College District, Santa Monica College, Shasta College, Southern California University of Health Sciences, State Center Community College District, and University of California, Irvine The technology planning project begins with an assessment of the PCCD’s technology environment, usage, and leverage in support of student success The outcome of the assessment will feed the Technology Plan that will detail the prioritized actions essential to ensure technology enables the District’s mission and strategic objectives The complete engagement is estimated at weeks; however, the timeline depends on the availability of College staff to participate in the data gathering and reporting phases of the project The full project methodology is described in the following pages CampusWorks has assembled a strong team of higher education IT professionals consisting of assessment and planning specialists, infrastructure specialists, instructional technologists, administrative system professionals and functional experts CampusWorks’ experiences, references, and résumés for the proposed team are included in this proposal We look forward to further discussing our qualifications and approach to deliver an actionable technology strategic plan Sincerely, Liz Murphy CEO CampusWorks, Inc success@campusworksinc.com 941.316.0308 Qualifications Founded in 1999, CampusWorks distinguishes itself by providing clients with a unique combination of business acumen, higher education expertise, technical know-how and professional planning bundled into senior higher education professionals These senior professionals serve as leaders, facilitators, translators, and trusted advisors to institutional CEOs and IT leaders CampusWorks has more than 20 years of experience leading, evaluating and managing IT operations for colleges, universities and higher education systems, and we have repeatedly demonstrated our ability to facilitate campus-wide discussions which provide the insights, strategic visions and actionable plans need to evolve IT into the organization needed in the future Since CampusWorks is dedicated exclusively to higher education, we have a deep understanding and appreciation for your institution's mission, vision, and values as well as the business and technical challenges you are facing Our team is comprised of senior professionals who bring decades of higher education experience to every project Why CampusWorks? Focus on Higher Education • Our exclusive commitment is to higher education institutions • The size and complexity of our higher education clients span enrollments of less than 3,000 to over 120,000 and single campus institutions to systems with 32 schools in countries • We are known for our ability to collaboratively work with community colleges Proven Methodology for Organization and IT Strategic Plans as Evidenced by Our Client Satisfaction • Knowledgeable, transparent, and collaborative approach • Approach has been proven effective at other large institutions/systems and tailored specifically for Peralta Fiercely Independent • We are not an implementation partner (formal or informal) for any software or ERP vendor • We not sell or promote any software or hardware products • We provide 100% objective, unbiased results Moderately Sized • CampusWorks’ size and structure allow us to deliver more services at less cost than larger competitors We not burden the project costs with overhead percentages or third-party mark ups • Our 170 higher education professionals allow us to deliver superior expertise and talent in our primary and back-up staffing plans Client References • CampusWorks encourages Peralta to talk with our clients to learn how we completed the IT strategic planning process with excellence and prepared the institutional community for the change • CampusWorks has earned a very positive reputation in the area of IT assessment and planning services • Additional client references and case studies detailed further herein CampusWorks has provided Information Technology Assessment, Audit, Strategic Planning and related services to the following higher education institutions: Alberta College of Art and Design Aims Community College, CO Alabama Community College System Anne Arundel Community College, MD Arizona Western College, AZ Bunker Hill Community College, MA Buena Vista University, IA Butler County Community College, PA City College of San Francisco, CA Cecil College, MD Central Arizona College, AZ Chemeketa Community College, OR Chesapeake College, MD Culinary Institute of America, NY Cochise College, AZ College of the Siskiyous, CA Cowley College, KS East Central College, MO Flagler College, FL Florida State College at Jacksonville, FL Grayson College, TX Green Mountain Higher Education Consortium, VT Gulf Coast State College, FL Harford Community College, MD Holyoke Community College, MA Jefferson Community College, NY Lakeland Community College, OH Limestone College, SC Lincoln University, MO Los Rios Community College District, CA Macomb Community College, MA Milwaukee Area Technical College, WI Montgomery County Community College, PA McDaniel College, MD Middlesex Community College, MA Minnesota State Colleges and Universities, MN Montgomery College, MD Moraine Park Technical College, WI North Carolina Community College System, NC North Iowa Community College, IA Norfolk State University, VA Northampton Community College, PA Pace University, NY Parkland College, IL Passaic County Community College, NJ Penn State University, PA Portland Community College, OR Prince George Community College, MD Quinsigamond Community College, MA Rio Salado College, AZ Roxbury Community College, MA Southern Alberta Institute of Technology San Juan College, NM Santa Monica College, CA Schenectady County Community College, NY Springfield Tech Community College, MA St Louis University, MO St Mary’s College of Maryland, MD St Petersburg College, FL State University of New York, Orange Sussex County Community College, NJ Southwest Wisconsin Technical College, WI Tacoma Community College, WA University of California, Irvine University of Scranton, PA University System of New Hampshire, NH Vassar College, NY Virginia Community College System, VA Vermont State Colleges, VT Washtenaw Community College, MI West Virginia University Foundation Westchester Community College, NY Westmoreland County Community College, PA CampusWorks has provided further details for the following examples Coconino Community College, AZ Coconino Community College serves more than 10,000 learners annually in northern Arizona's Coconino County The Partnership Our partnership with Coconino Community College began in 2007 after a competitive bid process led the College to choose CampusWorks as the strategic partner to assist with a multi-week technology planning assessment The CampusWorks team arrived onsite and worked closely with College staff to develop a five-year technology plan that was aligned with the institution’s goals and objectives The College was so impressed with our work, our contract was expanded to provide IT leadership, business process reengineering, and Banner support services In 2016, the College welcomed a new president, Dr Colleen Smith “When I arrived, I was pleased to discover CampusWorks’ track record of impressive accomplishments,” said Dr Smith “Normally, small, under-funded colleges have trouble finding and retaining quality talent So, it was exciting that Coconino Community College was able to stay current and had strong, well-trained staff through the partnership with CampusWorks Even more impressive is how CampusWorks’ team members felt like an extension of the Coconino team rather than consultants.” Real Results Over the course of our partnership, we helped Coconino Community College: • Identify opportunities to recalibrate key operating costs for the institution in light of a lost effort to increase property taxes allocated to the College • Analyze the current technology roadmap and develop options for continuing to increase technology gains while lowering costs • Create an innovative alternative for increasing college revenue and leveraging core competencies of the college • Develop a multi-year technology tactical plan • Implement DegreeWorks and Starfish • Redesign the College’s website • Implement a student portal • Transition student email to Google • Reengineer functional and college-wide business processes • Strengthen the technology infrastructure • Mentor ITS department members • Design and implement SharePoint • Achieve organizational realignment • Recruit, train and transition to a new, permanent vice president of ITS to permanently fill the CIO role • Upgrade the Banner ERP to Banner Noteworthy Coconino Community College and CampusWorks: A Success Story in Effective Technology Partnerships Annual Conference, San Antonio, TX September 2014 Presentation Description: Coconino Community College and CampusWorks entered into a partnership years ago to provide IT leadership and subject matter experts Come learn how effective this partnership is, including challenges and successes Lessons learned will be discussed and explore how the college will eventually transition to becoming self-sufficient Presented by: Joe Traino, CTO/Senior IT Executive, Coconino Community College/CampusWorks and Jami Van Ess, Vice President of Business & Administrative Services, Coconino Community College Project duration: 2007-present Voice of the Client “[CampusWorks Senior Optimization Executive] Linda Champion helped the Business Process Review go smoothly She kept the team on track and progressing forward She knew what questions to ask and it was apparent that she is very good at what she does [CampusWorks Senior Technologist] April McGuire is an excellent worker and is always ready to put in the extra time and push to meet tight deadlines She is extremely competent and she is the real reason that our transition to Vantagen has been so successful! And [CampusWorks Senior Optimization Specialist] Therese Skinner was a great help during the Business Process Review She knew what processes and forms we were referring to and that became very apparent when we received the process maps for the review." – Sarah Southwick, Department IT Analyst, Human Resources, Coconino Community College “CampusWorks has been and will continue to be instrumental in helping Coconino Community College understand the service we’re providing and where gaps exist.” – Dr Colleen Smith, President, Coconino Community College Chaffey College, CA Chaffey College is a two-year public institution serving western San Bernardino County With an enrollment of approximately 20,000 students, Chaffey offers transfer, occupational, and special interest programs The Partnership Chaffey College partnered with CampusWorks to develop a comprehensive Information Technology Strategic Technology Plan Real Results • Visioning Process o Integrated perspective of the direction for technology at the College o Shared understanding of technology trends relevant to the College and its constituents o Documented view of the desired student experience within the College o Actively engaged constituents in the planning process o Technology vision statement vetted against the College vision • Assessment o “First Look” meeting to identify the most important findings o The complete presentation of findings, observations, and recommendations • Strategic Technology Plan o In collaboration with governance and leadership teams representing College constituents, CampusWorks developed a strategic technology plan that leveraged both the approved student experience document and technology vision statement and will be aligned with the College’s strategic plan o In preparation for the Spring 2016 accreditation visit Project duration: 2014- 2015 10 Robin Brown, PMP Sr Optimization Executive Robin has dedicated her career to higher education She is known for her ability to leverage technology and optimize processes to improve operations and enhance the student experience Areas of Expertise: IT leadership, process redesign and reimagine, Project Management, Data Analytical Reporting Higher Education Experience • • • Over 20 years’ experience in higher education PMP Certification ITIL Training Relevant Projects • • Purdue University Texas Southern University Real Results • • • • As CampusWorks’ senior optimization executive, Robin provides Process Redesign & Reimagine expertise to improve the student lifecycle Texas Southern University, Chief Information Officer/Executive Director through Ellucian o Developed communications strategy to communicate effectively with campus leadership, timely IT-related information on projects, service levels, tasks and issues o Aligned technology projects and recommended appropriate action and resources to meet the campus strategy and goals o Coordinated the day-to-day operations of the information technology department (IT) including: the Enterprise Application (Banner and 3rd party software), Business Intelligence and Enterprise Architecture and Infrastructure (Networking) o Served as the Enterprise Application Director and supervised the Functional Analyst for all modules of Banner o Project Manager for the implementation of Banner software and Ellucian Recruit This included hardware upgrade, software implementation, data reporting (ARGOS) and training Purdue University, Assistant Vice Chancellor – Information Technology – Calumet and North Central Campuses o Provided overall vision and leadership for the development and implementation of innovation technology services that support the decision-making process for each campus’s mission and goals while developing the strategic direction for the department o Developed, coordinated and implemented a cooperative and comprehensive technology environment that supported both academic and administrative computing systems as well as developed innovative and cost-effective methods for better service delivery o Oversee the IT support and maintenance of the campuses computers and audio visual equipment Purdue University, Chief Information Officer (CIO) – North Central Campus, Interim Assistant Vice Chancellor for Information Technology – North Central Campus (CIO), Senior Director, Information Systems – North Central Campus, OnePurdue Project, Subject Matter Expert – West Lafayette Campus o Evaluation of Oracle, Peoplesoft, SAP and Banner software ERP systems o Provided IT Project Management for the North Central campus’ implementation of the SAP and Banner software solution o Cultivated the Information Services (IS) 20 staff members This included the Networking, Customer Support, Technical and Instructional Support and Programming Staff o Developed and facilitated the IS Governance Structure 27 o o o o Created and oversaw the Information Services department budget Generated and maintained the campus long-term and short-term technology plans Evaluated and enhanced department policies and procedures Served on Purdue-wide committees that are working to improve information technology uses for the entire university Education • • • LOYOLA UNIVERSITY o Quinlan School of Business, Executive Education - PMP Certification CARNEGIE MELLON UNIVERSITY o Master of Science, Concentration: Management of Information Systems, MIS WILBERFORCE UNIVERSITY o Bachelor of Science, Biology/Pre-Medicine Jason Hurley Senior Technologist Jason is a skilled technologist with extensive knowledge of Peoplesoft 8, 9, and Ellucian Banner and Colleague student information systems and a demonstrated understanding of institutions’ functional processes and how to leverage technology to meet their needs Areas of Expertise: ERP systems, functional analysis, business process improvement, database and system administration Higher Education Experience Relevant Projects • • • Over 14 years’ IT experience in higher education IT skills include SQL, PL/SQL, JAVA PMBOK Project Management Methodology • • • • • • Real Results • As University of North Carolina-Charlotte's functional lead, Jason consulted on Banner and Banner Workflow while defining preliminary solutions for clients and senior ITS staff He trained Finance, HR, and AR staff on Banner basic navigation and led efforts to test all project functions of applications and worked with the project team to ensure they applied standards and best practices He also worked with senior-level decision makers to define long-term application strategies for the campus Jason demonstrated his understanding of the campus community's functional processes and recommended solutions based on a gap analysis He also worked with technical staff members to design solutions or triage issues to applications for the betterment of the university He worked with infrastructure staff and campus end users to install software upgrades as required, and he troubleshot applications on a daily basis to recover, adjust, modify and improve application systems to ensure production or delivery of products and services, including tools and mechanisms for distributing new or enhanced software, worked with end users to ensure applications conformed to their business needs He also designed functional requirement documentation based upon analysis and needs City College of San Francisco, CA DePaul University, IL Georgetown University, D.C Johns Hopkins School of Medicine, MD Prince George’s Community College, MD University of North Carolina, NC 28 • • • • • • • As Georgetown University's senior functional analyst, Jason developed, implemented, and executed testing plans for Banner Student Information System and developed detailed specifications for application development of the University's business processes He developed end-user training and documentation, and coordinated and conducted testing Jason maintained an extensive knowledge of end-user business processes, engaged in appropriate change management activities, and managed communications with University Information Services by working with and reporting to the user community He worked across teams to support the acquisition of new skills and areas of expertise and managed all aspects of Banner Workflow implementation and development Jason served as the functional lead and subject matter expert for Banner XE applications and engaged in functional testing with the DegreeWorks 4.1.4 upgrade As Prince George's Community College's business analyst/programmer, Jason led and conducted the analysis of business processes and functions as they relate to the development, modification, and enhancement of applications within the Colleague ERP System He gathered and wrote business/technical requirements for student application programming/system development changes, analyzed student application programming problems and devised solutions, tested and implemented student system and application program specifications, and researched best practices and proposed best solutions to the user community Jason also researched, analyzed, and tested software updates to determine their impact on existing financial aid processes He the creation and implementation of queries to meet internal and external reporting needs, trained faculty and staff on creating reports out of Business Objects reporting solution, and created ad-hoc reports using Microsoft FrontPage, SQL, and Business Objects to enable sending of appropriate HTML e-mails using Communications Management As John Hopkins School of Medicine's senior programmer/analyst, Jason analyzed, designed, developed, documented, tested, implemented, and supported the database systems for the Registrar's Office, including security, maintenance, and data integrity He incorporated faculty data from the DataEase database into the Registrar's Office database systems, designed and developed database modules for enhancements of new items required of the mission-critical legacy database systems, including defining business rules As DePaul University's senior functional analyst, Jason was responsible for the regular reporting and database analysis of both current and historical records from the PeopleSoft ERP System He ceated and implemented queries to meet internal and external Student Records reporting needs and assisted with the PeopleSoft version upgrade He maintained, redesigned, and developed student information systems and functionality for Student Records and Advising purposes, analyzed the database to secure the quality of student records data, and served as the technical liaison between Student Records and IS in the analysis, design, development, and support of the various systems that house student record information, such as the data mart and warehouse He oversaw the integral implementation of the all Student Records Reports from the database, performed data process modeling for using existing data and tools for analytical decision making process related to student records, and led the analysis of software updates and unit testing in the Office of Student Records He also worked closely with the leadership team in Student Records in strategy development and long-term planning As Jackson State University's knowledge management associate, Jason conducted an analysis of Banner Student applications to determine conformance with user requirements He troubleshot and corrected routine software malfunctions and patches and prepared documentation on program coding and testing processes He queried against SCT Banner ERP system to create reports based on user specifications He also supervised a team to assist with the completion of faculty portfolios, backup, deployment, installation of computer systems, printers, audio, and visual equipment for administrators, faculty, staff in the Office of Academic Affairs and academic units Jason served as the system administrator, which included training faculty, staff, and graduate students and creating and managing user accounts and groups with Quantum Knowledge Management tool (Oracle database) supplied by Entopia Inc He also worked directly with academic offices, facilities operation, and preferred state vendors to plan and purchase new systems and services Education MS, Computer Science, Jackson State University BS, Computer Science, Jackson State University 29 Peter Bosco Senior IT Executive Peter is a talented IT leader adept at tactical planning, identifying cost savings, and deploying effective solutions to complex business problems Peter is known for his ability to promote teambuilding and professional development of staff, developing consensus among stakeholders, and delivering high-quality results Areas of Expertise: IT leadership, project management, infrastructure, programming, ERP system implementation and support Higher Education Experience Relevant Projects • Over 15 years’ IT experience in higher education • As CampusWorks’ executive practice leader for ERP support services, Peter leads a team responsible for providing database support, migrations, data integration, and other shared services to client institutions to help them reduce costs and increase the ROI of their ERP investments As CampusWorks’ chief information officer at Roxbury Community College, Peter is responsible for providing executive IT leadership and implementing collaborative services, which will align the College’s technology with their strategic goals and will help them transition to IT independence, resulting in savings of more than $1.2M Recently, Peter’s team worked tirelessly through the early morning hours to identify the root cause of a network outage and restore services for the entire campus, ensuring a live Presidential Town Hall meeting was streamed successfully He also discovered, as the Fall semester was beginning, that an ISP agreement was never enacted and the vendor was about to terminate internet services Peter worked with the vendor to provide continued services with reduced costs and increased bandwidth He also renegotiated a Microsoft Campus Agreement, which will allow all Roxbury students free downloads of the MS Office suite for their use at no additional cost to the college As CampusWorks’ CIO at San Jose Evergreen Community College District, Peter worked closely with the interim vice chancellor of institutional research to implement Ellucian's Colleague Reporting and Operating Analytics (CROA) Peter also led critical OS and database upgrades of HP-UX and Oracle 11g respectively, both of which had been unsupported, stabilizing the ERP system for the District prior to the migration He was also instrumental in framing out the SQL migration plans that were successfully executed in early 2016 • • • Anne Arundel Community College, MD • Bergen Community College, NJ • Brookdale Community College, NJ • Bunker Hill Community College, MA • Cochise College, AZ • Community College of Allegheny County, PA • Cowley College, KS • Green Mountain Higher Ed Consortium, VT • Iowa Central Community College, IA • Joliet Junior College, IL • McDaniel College, MD • Montgomery College, MD • Moraine Park Technical College, WI • Northern Lights College, B.C • Pace University, NY • Roxbury Community College, MA • San Jose Evergreen Community College District, CA • Southern Alberta Institute of Technology, Canada • SUNY Orange, NY Real Results 30 • • • • • As CampusWorks' senior IT executive at Bergen Community College, Peter provided executive leadership and mentoring He conducted an IT staff assessment and organizational proposal, developed a technology plan, and inventoried and upgraded lab/classroom technology He also provided staff management, training, and professional development and oversaw vendor relationships and partnerships He established and executed an IT governance process and provided project management leadership and mentoring He conducted a security audit, remediation, and training As CampusWorks' CIO at Northern Lights College, Peter assessed the data center and server infrastructure upgrade He developed an IT disaster recovery plan addressing database backup and redundancy, power outages, critical systems, and data center failures He implemented IT operational procedures and best practices including change management, communications, and proactive network management He ensured project completion and provision of resources for ongoing support of the Colleague HR and Payroll modules As SunGard Higher Education's chief information officer, Peter provided technology leadership at Polytechnic Institute of NYU in NY, University of Bridgeport in CT, Brookdale Community College in NJ, Hudson County Community College in NJ, and Greenville Technical College in SC Education MBA, Management Information Systems, Saint Peter’s College BS, Computer Science, Saint John's University Del Anderson Handy Executive Advisory Board Member Del Anderson Handy has 27 years of higher education experience in California Early in her career, Del served as vice president of Skyline College and later became president of San Jose City College In 1995, Anderson became the first woman president of the 77,000student City College of San Francisco (CCSF), from which she retired in 1998 Del earned both her BS in early childhood education and teaching and her MSW in social work and community organizing from San Diego State University CampusWorks Executive Advisory Board members are seasoned community presidents who provide an additional level of quality assurance for our clients 31 Overview of approach and description of methodology to be used Documentation Review IT Assessment/ SWOT/ Gap Analysis Plan Development PCCD Technology Plan Information Technology Best Practices and Standards Focus Groups, Open Forums and Interviews IT Process Review CampusWorks will conduct a comprehensive, independent review of PCCD’s Information Technology services, systems, practices, and organization including recent assesments conducted for PCCD such as the recommendations from the April 2019 Collobrative Brain Trust (CBT) Assessment, the June 2019 Fiscal Criss & Management Assistance Team (FCMAT) as well as recent reviews from the Accrediting Commission for Community & Junior Colleges (ACCJC) reports The assessment will determine the effectiveness of current IT systems, infrastructure, and processes in meeting the District’s technology needs and will form the basis for the IT Plan CampusWorks’ planning methodology is a collaborative and holistic approach to reviewing the effective use of technology to support and advance the PCCD’s strategic objectives based on industry best practices and depth of experience with consulting on IT services for colleges of similar size and characteristics to PCCD In today’s technology-rich environment it is unlikely that a single strategic objective for the institution will be absent a technology component at the core of its achievement This also means that the planning process is a broad and wide-reaching activity that is not confined to the PCCD’s IT department Rather, the planning team moves adeptly throughout the institution conversing, probing, discussing, and observing how people are interacting with technology, how processes are supported by technology, and how technology is focused to achieve the PCCD’ strategic objectives 32 Project Activity Schedule/ Planning Analysis of Current Documentation Description CampusWorks will work with the PCCD Vice Chancellor of IT to plan the effort and develop a specific project schedule The CampusWorks Senior Transformation Team will conduct a thorough review of existing documentation CampusWorks will prepare a list of requested material and work with the Peralta Project Liaison or key contact on identifying additional documentation and coordinating receipt of that information Some of the information requested could include but not be limited to the following (final request will be based on discussion with Project Sponsor): Organizational Information • • • • • • Institutional Strategic Plans Institutional organizational charts through the management level Student or Employee Satisfaction Surveys ACCJC Accredidation Reports CBT April 2019 Assessment FCMAT June 2019 Report IT Department Information • • • • • • • • • IT operational plans (current and prior year) IT security plan including identity management IT disaster recovery/business continuity plans IT operating and capital budgets for current and two prior fiscal years IT expenditures for all technology expenses for current and two prior fiscal years Inventory of the IT applications portfolio o Include support provided even if outside IT o Identify integration between systems o Include means of authentication IT service catalogs identifying scope and breadth of responsible delivery for all IT organizations Documentation for the current central IT computing enviornments and data centers including storage, server & application hosting, database administration, etc and the related monthly billings Most recent IT Security Audits and/or Self-Assessment Questionnaire for PCI Compliance Academic Technology • • • • Description and charter for IT advisory groups and committees Online learning planning, policies, procedueres, and applications used Smart- or technology-enabled standards, current configurations, funding model, and percentage of classrooms that are technology-enabled Structure for providing media, library, print, web and graphic services 33 • • • Computer lab policies and procedures, including the process by which decisions are made about software and its deployment Description of internal technology training programs and the list and description of courses and services offered Inventory of Learning Management technologies, solutions and support environments Administrative Technology • • • • Description and charter for IT advisory groups and committees Description and high-level documentation and primary contact person, functional and technical, for the student support services – e.g student information system, financial information system, human resources/payroll system, development system, and ancillary non-instructional systems Policies and procedures for gaining and rescinding access Descirption of the training available, including HR on-boarding and 0ffboarding practices IT Polices, Processes and Procedures • • • • • • IT and Internet use policy, both academic and administrative, if different Web development policies and procedures Help desk policies and procedures Life cycle replacement approach and associated funding model Policies and procedures for ordering equipment, including printers and multifunction devices Description of campus hardware and software standards IT Support Services • Overview of the various support areas/services and how they interact • Past two years of user satisfaction surveys (if identified and captured) Initial Onsite Visit Assessment Kickoff Data Collection, Field Investigation, and Focus Groups Two senior CampusWorks professionals will be on campus for a 4-day IT planning visit The CampusWorks team will meet with stakeholders from all campuses at a central location CampusWorks recommends an initial session with selected members of the District Technology Committee so that the appropriate members of the District’s IT and functional teams can present the project and introduce the CampusWorks team CampusWorks' assessment leader will provide a brief presentation on the scope, methodology, and objectives of the assessment project and will introduce the project team and confirm the project schedule CampusWorks' staff will meet with the District’s leadership, technology committees, instructional and administrative users, IT staff, faculty, students, and other constituents to gather input for the Technology Plan CampusWorks' staff will lead focus group sessions with selected business units across specific areas of PCCD The assessment methodology will include field investigation and cross-reference investigation across business units to ensure accurate and consistent data Individual 34 Scope of Work and group interviews will be conducted with faculty, staff, students, and standing committees during the onsite process Following is an outline of the components that will be reviewed during the technology assessment Technology Environment Assess the IT business processes, operational procedures, and technology environment, including: • Project/Portfolio Management and priority setting • Technology policies and procedures • Budgetary resources • IT Best Practices for strategic use of technology, including technology governance, technology leadership, business processes, technical support model, data governance, interactive services and planning model • Observations and recommendations to support a data-informed culture • Identify high-impact business processes that will improve the student and employee experience • IT benchmarking against peer institutions including staffing levels, cloud readiness, Core system maturity and Service levels Student Support services and Customer Service (help desk, desktop support, software/ hardware distribution) Assess the technology environment, including: • Quality and quantity of provided end-user services • User satisfaction of IT services, functions, and equipment • Professional and support personnel in the IT department • Mobile, BYOD, etc • Student Journey from Spark of Interest to Successful Completion as it exists in the current systems, applications and digital experiences PCCD requires students to utilize • Other technology policies and procedures IT Staffing and Organization • Review the efficacy of the current IT organizational structure, delineation of roles and responsibilities, staffing allocation, and outsourced activities to determine if the current staffing structure will meet PCCD future goals • Where is additional staffing essential? Where can staffing be optimized with new and additional training? Where can technology be used to maintain the current staffing levels, yet increase services provided? What is the ideal organizational structure to support the Colleges? • Is technology leveraged to optimize the use of human and financial resources? • Do staff and faculty have the training and professional development to support the technology plans and the PCCD’s service needs? Administrative Systems/ software applications portfolio • Assess the Peoplesoft ERP system’s ability to support PCCDs’ current and future service demands 35 • • • • Recommend effective implementation and usage of software applications for student services, finance, facilities, human resources, and instruction o Status of the current applications o Problems, issues, and concerns of IT staff who support the applications o Expectations of College staff and students who use these applications Identify areas to improve the return on investment for IT initiatives Compliance and appropriateness of IT administrative regulations and policies Recommend better ways to use the applications to support current business processes Infrastructure/Network/Security • Review IT service functions and delivery platforms, especially the campuswide network (i.e., core, buildings, labs, wireless, fiber), the telephone system, cyber security, and user satisfaction • Review infrastructure design and the robustness, redundancy, and reliability of services, including public safety capable network • Review equipment and systems used for administrative, instructional, and other academic purposes • Review adequacy of hardware to meet the District’s current and future business needs • Review IT security, identity management and disaster recovery/business continuity plans and status • Review infrastructure uptime (availability and reliability) metrics to compare with Educause's core data services measures for similar sized institutions “First Look” meeting Data Analysis / Verification and Draft Plan Creation IT Strategic Plan Delivered and Presented At the close of the onsite assessment, the District leadership will be invited to hear the results of the assessment team’s findings in the “First Look” meeting This high-level meeting will identify the most important findings and may provide immediate recommendations of “low hanging fruit” that can be addressed quickly CampusWorks will perform a detailed analysis of the data collected during the focus group sessions and technical investigations and will draft the Technology Plan Based on feedback collected, CampusWorks will develop the final version of the IT Plan The plan will include a level of prioritization and detail that will position the Colleges to take action Associated costs, timelines, resources, and staffing recommendations will also be included CampusWorks will submit the final plan to the District and will conduct a final presentation to the appropriate constituents 36 Outcomes & Deliverables The fixed fee of this engagement includes the following outcomes and deliverables CampusWorks’ planning clients say one of the greatest outcomes from the planning is the shared understanding that develops throughout the District for the role of technology in meeting the Colleges’ mission Functional users and IT staff also comment that they have a greater appreciation for the needs and challenges faced by their colleagues in other areas The collaborative nature of the CampusWorks assessment approach lends itself to this outcome Status reports and leadership meetings will be conducted as requested The work product delivered by CampusWorks and outlined below will provide Peralta with a Technology Plan • First Look Meeting: At the close of the onsite visit, the cabinet will be invited to hear the results of the assessment team’s findings in the “First Look” meeting This high-level meeting will identify the most important findings • Presentation & Forums: The presentation of the Technology Plan findings, observations and recommendations will be presented during a return visit The Presentation of the Technology Plan will include: o Summary of assessment of current IT operations and the current state of technology o Potential vulnerabilities that require immediate mitigation and potential risks that could emerge overtime as technology advances o Identification of “low hanging fruit” improvements that can make a big impact with minimal effort o Guidance towards implementing new and emerging technologies o Recommendations to sustain or improve District performance against best practices with the strategic use of technology in community colleges o Recommendations of an optimal IT organizational “Customer Service” model to best meet the needs of Peralta’s faculty, staff and students o Recommendations for any suggested hardware or software, suggested professional development, business processes redesign, etc o Observations and recommendations to support a data-informed culture o Other opportunities for cost avoidance and optimization • Technology Plan: CampusWorks will deliver a “working draft” of the PCCD Technology Plan that includes recommendations, methodologies and transformational efforts to help Peralta develop an action-oriented plan to be a leader in technology within the higher education space This will include, recommendations on modifications or enhancements to IT business and technology practices with a special eye toward striking the right balance between resource, budget and effort aligned to those aspects of IT that provide for the day-to-day operations and those that provide growth and innovation A review, modification or recommendation of a new framework for IT governance will be presented CampusWorks will consider IT best practices and industry benchmarks as it makes recommendations to Peralta; however, CampusWorks professionals are sensitive to the fact that each institution is unique and not all practices apply to all institutions With that in mind, CampusWorks’ team will rely on its deep knowledge of community college IT as it makes recommendations to PCCD 37 Requested Participation CampusWorks asks that a point of contact from Peralta staff be assigned to ensure the plan is meeting the needs of the campus throughout the process CampusWorks will collaborate with the District to develop a comprehensive list of groups, individuals, and committees that should be interviewed as part of the review process We specifically encourage focus groups with students and faculty Following is a sampling of the groups and individuals we suggest actively participate in the IT assessment and technology planning activities Targeted Administrative Users & Groups as Appropriate for PCCD • • • • • • • • • • • • • • • • • • • • Student Services Recruiting Admissions and Records Enrollment Counseling and Student Success Financial Services Budget Purchasing Accounts Payable Accounts Receivable Financial Aid Curriculum Management and Room Scheduling Human Resources Institutional Effectiveness Advancement/Foundation Facilities Services, Planning & Capital Projects Alumni Relations Communications/Marketing Library Other key user focus group Information Systems and Technology • Key IT Staff Members o o o o o o o CIO Directors Managers ERP Administrator Network Administrator Information Security Specialist Technical Support Specialist o Other IT staff as appropriate to District District and College Leadership • Chancellor/Vice Chancellors • Administrative Team • Deans Campus Community • Peralta Technology Committee • Faculty standing committee(s) and focus groups • Student focus groups 38 Customer Satisfaction/Engagement/Collaboration All the work we requires engagement among a broad range of constituents We recognize that the value we bring to our clients is only as good as its ability to be sustained We have made it our business to position our clients for sustainable change We this by: Encouraging and maintaining clear, open, frequent communication Acknowledging that all persons go through transitions at their own pace and that pace must be respected if these individuals are not to be left aside ◼ Creating numerous opportunities for individuals to participate ◼ Engaging in appreciative inquiry ◼ Listening, synthesizing, engaging, and listening some more ◼ ◼ Once the current needs and future opportunities are detailed, CampusWorks experts work with identified stakeholders to review the IT vision, mission, and values of Peralta and determine if changes need to be accommodated to support the long-term horizon IT strategic plan CampusWorks also works to show all participants in the process who assisted in lending their voice how their ideas get incorporated CampusWorks encourages PCCD to establish a portal site where information, notices, and documents can be accessible to the College community In addition, CampusWorks will provide status reports to PCCD leadership on the progress of the engagement CampusWorks’ philosophy is collaborative We inculcate a sense of professional pride and accountability in the work effort on the part of all members Our goal is for staff and consultants alike to realize a sense of ownership for delivering results as an interdependent, highly functioning team: each member of the team recognized as an indispensable, valued, and trusted resource 39 References City College of San Francisco, CA Dianna Gonzales, Vice Chancellor 415-241-2255 dgonzales@ccsf.edu Los Rios Community College District, CA Brian King, Chancellor 916-568-3021 KingB@losrios.edu Bunker Hill Community College, MA John Pitcher, Vice President of Administration and Finance 617- 228-2208 jkpitcher@bhcc.mass.edu 40 Pricing The cost for CampusWorks technology planning services as described above is $49,210 Travel expenses will be billed as incurred CampusWorks does not charge for travel time and does not markup expenses 41 ... to deliver an actionable technology strategic plan Sincerely, Liz Murphy CEO CampusWorks, Inc success@campusworksinc.com 941.316.0308 Qualifications Founded in 1999, CampusWorks distinguishes... partnered with CampusWorks to develop a comprehensive Information Technology Strategic Technology Plan Real Results • Visioning Process o Integrated perspective of the direction for technology at... recommendations • Strategic Technology Plan o In collaboration with governance and leadership teams representing College constituents, CampusWorks developed a strategic technology plan that leveraged