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www3.sunysuffolk.edu www3.sunysuffolk.edu Document Transcript

  • STRATEGIC TECHNOLOGY PLAN BEYOND UNIVERSAL ACCESS: INTEGRATING THE TECHNOLOGY A STRATEGIC TECHNOLOGY PLAN for SUFFOLK COUNTY COMMUNITY COLLEGE November 2000 Revised November 2004 for submission to Strategic Planning Council Accepted by the Strategic Planning Council April 2006 1
  • INTRODUCTION The objective of the Universal Access Plan adopted in 1998 was to establish a base level of access to technology at Suffolk County Community College. What constitutes a “base” level of access is certainly subjective and, even to the maker of the standard, only valid for one moment of time. In the wake of the successful implementation of the Universal Access Plan, the college developed its first Strategic Technology Plan. That plan was adopted in December of 2000 and is presented here in its first revision. The Revision: The process of updating the Strategic Technology Plan was begun in the Fall 2003. The College Computing Council requested comments on the progress of the original goals along with recommendations for changes. Members of the Computing Council’s Planning Subcommittee and representatives from student and academic areas came together to form an evolution group. It reviewed comments and recommendations received from Computing Council Subcommittees and individuals at sessions held during the 03-04 academic year. In early Fall of 2004, a working update was presented to the college and campus computing councils for the purpose of having this near final version reviewed with their constituencies. The Planning Subcommittee then reviewed the final comments and made changes as needed. The revision was adopted for recommendation to the Strategic Planning Council at the Computing Council’s meeting on 12/03/04 The intention of the college’s Strategic Technology Plan is to go beyond a “base” level of access and to integrate the use of technology into every aspect of the college where it is appropriate. The Internet and computers, and related peripherals and software, offer exciting tools for teaching, learning and for managing the enterprise. These can be effective at serving and motivating students, and proficiency in using technology is certainly important for students in the workplace and in their lives. These tools are extremely useful, but they are not a substitute for other methods of pedagogy. It should remain in the forefront that the technology plan is not the entire plan driving the college. In this context, the plan addresses the needs of academic support, student services and administration, and identifies the outcomes desired in the institutional goals and objectives that follow. VISION Information technology has become ubiquitous, providing mission critical support in offices and in many labs and classrooms on campus, just as it has become a necessity in homes and workplaces. The utilization of broad scale access to computing and the implementation of technology-based applications are delivering on the promises initially identified in the plan of 2000. With this plan revision Suffolk County Community College will continue to create and foster a technology environment in which: 2
  • • There are no barriers to faculty choice of technological tools to enhance the teaching-learning process. • Students will come to develop the skills to make the appropriate and effective use of computing services to carry on self-directed learning. • The students and community are effectively served through accessible systems. • Demonstrable gains in basic skills and critical thinking will be attributable to advances in the teaching-learning process. • Student and administrative services will utilize advanced technology to support the needs of the college community. The Institutional Goals and Objectives that follow are intended to bring about the attainment of this Vision. Note: See Working Document for assignments and status INSTITUTIONAL GOALS AND OBJECTIVES Goal 1: All employees shall achieve a basic working knowledge of electronic communication and software applications (computer literacy), and significant numbers of employees will attain a sophisticated (proficient) level of knowledge. 1. The Computer Council’s Training Subcommittee shall take on the leadership for training at the college, establishing needs, publicizing opportunities and collaborating with the various college groups involved in training. a. Committee membership shall be reviewed periodically to be assured it contains adequate representation from the college technical service areas, training providers, and the groups where training needs are identified. b. The committee shall establish training goals to include the topics to be covered, competencies expected, the number of individuals to be trained and the time frame for the training. c. Information on the college’s training activity shall be collected on a regular basis to include the programs offered, the training objectives covered and the number of individuals trained. d. This information is to be used to show the economic benefit of individual training efforts. e. The subcommittee shall explore the possibility of developing a training portal, initially to report on training results and later to function as a place where the individuals could go to see a schedule of completed and upcoming activity. f. The subcommittee shall investigate alternative methods of institutionalizing the delivery of technology training programs. g. The college’s training efforts should include all of the items that follow. 3
  • 2. Presentations shall be made at departmental meetings and/or special sessions upon the roll-out of all major new systems and then follow-up sessions will be scheduled after usage begins. These sessions should be coordinated by the departments owning the system and the technical department supporting the system, and handled through the groups supporting the college’s training efforts. a. Results shall be tracked to identify who has been trained and to what level, and to prescribe additional sessions as needed. b. New system implementation or major upgrades will include a training plan and timetable. c. The college will provide appropriate funding and resources to support training initiatives. 3. Supervisors shall recommend technology development plans as part of periodic evaluations. a. Supervisors shall include an assessment of technology knowledge and future needs on evaluations for the individuals reporting to them. (Note: For assessment of technology knowledge to be incorporated into all B forms: instructional faculty; librarians; counselors; professional assistants; and coordinators, the recommendation needs to be presented to the VPASA and the FA) b. A list of competencies for both faculty and staff shall be compiled and maintained. The list with recommendations shall be posted on the training portal. c. Feedback from supervisors on their efforts is to be collected and reviewed by the Training Subcommittee and future needs identified. 4. Technology knowledge (e.g., web page design and publishing, web browsing, file management, e-mail) shall be included among the hiring criteria. a. An annual poll shall be conducted to assess needs and competency in key areas and these will be used to identify upcoming literacy recommendations. 5. Individuals with demonstrated skills in technology should be encouraged to share their knowledge with others. a. Campus ETUs, academic chairs and the associate deans will develop a list of individuals available to mentor others in technology. 6. A more formal help system is to be evaluated to determine its role in assisting individuals in the use of technology. a. Areas within the Office of Computer Information Systems and the campus ETU will investigate the development of help services. 4
  • b. Opportunities for more formal help sessions will be made available through the campus TLC's. c. Help and training efforts will be coordinated to reinforce each other. 7. Technology staff will be retrained in the latest techniques, methods and strategies. a. Annual training courses for technical staff, arranged in consultation with the PAs workgroup and their supervisors, have been successful and shall continue. Schedules and results are to be reported to the Training Subcommittee for inclusion in the training portal. 8. New faculty orientation should outline the training available. a. New faculty orientation sessions, coordinated through Human Resources, shall include a presentation from a Training Subcommittee representative. b. Sessions shall have the support of the Campus Dean's office and shall be mandatory as a condition of employment. c. The development and maintenance of a technology brochure, which includes information on the services and training opportunities available at the college, shall continue and be distributed at the orientation sessions. Goal 2: The delivery of services to students will be improved by use of emerging technologies. 1. Continue the development of the recently implemented electronic portal, which allows students to perform transactions, access records, communicate with faculty and peers, and obtain information about events and organizations. a. Continue to solicit college community recommendations for future features and to normalize office participation in managing content within the portal. b. Expand the capabilities for faculty and student communication by implementing such tools as email list serves, discussion boards and on-line chat. 2. Prepare for the electronic transmission of transcripts to schools to which students are transferring and from schools of prior attendance, when standards and safeguards are in place. 5
  • a. Investigate the implementation of a transcript pilot with an appropriate four-year institution to determine the benefit to our students and the cost- effectiveness of the approach. 3. Enhance student access to information, services, and personal records through the continued development of comprehensive, interactive web sites in all Student Affairs areas. a. Plan and implement, as appropriate, a virtual student services' site that seeks to provide students with an on-line equivalent for the services currently only available in person. This will provide for both Distance Education students, who are never on campus, and campus-based students who prefer an on-line alternative. b. Initial sites should include: 1. On-line, inter-active counseling and advising. 2. On-line assistance both for using web-based services and for dealing with problems encountered while attempting to transact business online. 4. Develop a system for all students to register over the web. a. Maintain service viability and, thereby, maintain the current progress through the continued acquisition of adequate Internet bandwidth and back-end systems necessary to support the number of system users and their expectations for current technology. b. Implement a means to allow developmental students and students on probation to register on-line from a list of approved courses which have been identified for them through the proper channels. 5. Evaluate the availability, functionality and effectiveness of the current kiosks. a. The current use of the kiosks shall be reviewed to determine their future role at the college to include: 1. Reviewing their target population and the appropriateness of their use in reaching this population. 2. Determining their usage. For existing students, a poll shall be conducted to determine the kiosks' existing value and students' expectations for future use. Goal 3: Learning outcomes shall be enhanced as a result of the use of technology. 1. Continue to monitor computing laboratories to be assured appropriate levels of access are available with respect to the number and capabilities of PCs/ workstations, size and skill of support staff and hours of operation. 6
  • a. Campus ETUs and Technology Administrators will develop and utilize a standard reporting method to track utilization in each lab. b. Campus ETUs and Technology Administrators shall periodically review the trends in facilities use and update lab missions as needed. c. Adequate budgetary support will be provided to accomplish the missions of each center. d. Adequate training, particularly for part-time staff, will be provided in order that students will have access to appropriate resources whenever the labs are open. 2. All building renovations shall include the installation of advanced presentation technology such as a proxima type projector in the ceiling and shall include the means for delivering multi-media presentations. Every classroom should be equipped with these capabilities, and each campus should have a media server for instructors to retrieve instructional material for in-class use. a. Construction of smart classrooms has progressed well, thanks in part to the availability of Title III funds. With the Title III grant ending, the college shall pick up construction responsibility to maintain the momentum of this initiative. b. Responsibility for installing and maintaining these facilities has not been clearly defined. The campus technology administrators shall review maintenance capabilities and recommend responsibilities for current and new facilities on their campuses. c. The demand for and the capabilities of media servers shall be evaluated. d. Advances in technology seem to point to the need for wireless smart data projectors to be used with faculty laptops. The college shall evaluate this technology and, if appropriate, institute a pilot of the concept. 3. Faculty will be encouraged and supported in plans for the effective incorporation of electronically enhanced pedagogy into their courses. a. The College Associate Deans will encourage and coordinate the incorporation of electronically enhanced pedagogy within the curricula in their area. b. An annual review of plans will be coordinated by the Campus Technology Administrator. Ideally this will coincide with campus budget development. 4. The Distance Education Committee shall continue to evaluate whether students need prior knowledge skills and abilities to prosper in distance learning classes and, if so, determine how the acquisition of this knowledge may be accomplished. 7
  • a. The DE Committee will continue to make use of the pre-test recently developed as a way to give students an idea of the requirements for taking Distance Education classes and to evaluate the preparedness of students for DE courses. 5. The DE Committee shall identify and work toward achieving enrollment targets for the various populations taking DE courses. a. For internal populations, the DE Committee will continue efforts to promote the education of students on Distance Education options to include: 1. Covering it in the OS15 curriculum. 2. Posting notices of course availability. 3. Periodically holding workshops explaining the modality. 4. And developing ways to advertise these courses (1) before students arrive, as part of our recruiting efforts, and (2) at orientation. 5. Each full-time student will be encouraged to take a DE course or one hybrid DE course so as to familiarize themselves with emerging learning modalities. 6. Selected classrooms shall be equipped with wireless hubs. a. Campus Technology Administrators and ETUs shall evaluate how wireless connectivity may be used in the classrooms. Support for the use of faculty and student laptops should be considered and, where appropriate, facilities such as wireless access to projectors shall be investigated. b. As the college expands wireless access, based upon the results of the evaluation above, the campus ETUs shall work with Networking and Telecommunications to identify classroom locations where wireless connectivity is to be implemented. 7. Other appropriate spaces shall be set up as wired or wireless areas that permit students to access the network with their own computers. a. The Office of Computer and Information Systems will periodically poll the college community on their needs and preferences for wireless connectivity. This information will be shared with the Associate Dean for Instructional Technology, Technology Administrators and ETUs to identity implementation requirements. b. Based upon an initial review of faculty needs, wireless access in faculty offices shall be included in implementation plans. This is especially important for instructors who are developing on-line courses. 8
  • 8. A media server and portables (laptops, PDAs, etc. . .) shall be acquired to support the development and offering of technology enhanced courses. a. Notebook equipment has been available for several years now and many instructors are taking advantage of this resource to develop DE courses. The program would benefit from the availability of wireless access points. To this end, Networking and Telecommunications will work with the Associate Dean for Instructional Technology to develop ways to provide network access for these devices. b. Media servers have not been implemented and multi-media materials have not consistently found their way into the asynchronous offerings. The Technology Administrators and DE Subcommittee should review the addition of more advanced learning materials into the curriculum and establish goals as appropriate. 9. Investigate the possibility of providing students with network drive space for the development of web-based Portfolios. a. The Associate Dean for Instructional Technology will work with the Campus Technology Administrators, the ETUs and the Office of Computer and Information Systems to review the appropriateness and feasibility of providing network space for student portfolio development. b. If implementation is recommended, development plans will be included in budget requests. A possible source of funding for this is the Student Technology Fee. 10. Explore the option of becoming a laptop college either within specific programs or as a college-wide initiative. The evaluation should include a review of how the requirement could reduce the college’s PC replacement costs, and how funding saved on replacement devices could be used to safely support the use of laptops within the college’s computing environments. a. The Campus Technology Deans will work with the Associate Vice President for Student Affairs and the Campus Associate Deans to determine if particular curricula or the student body as a whole would benefit from student ownership of standardized laptops. The group will also identify the requirements for the implementation of such a program. b. The Standards Subcommittee will evaluate whether providing all employees or certain employees with laptops would be more effective than desktop PCs, and present their findings to the College Computing Council for review and further action. 11. The current course management system used for blended courses should be reviewed and upgraded as needed. 9
  • a. The Associate Dean of Instructional Technology shall coordinate a review of the current system and provide recommendations on its upgrade/replacement and improved integration with the college’s student administrative system. b. The Computer Center shall review integration needs for incorporation into the student administrative system and portal. 12. All technologies will be compliant with ADA requirements. a. Many issues have been addressed and equipment and software have been added, primarily funded with STF and VTEA funds. However, continued coordination is needed. The campus student services reps should work through the STF and VTEA groups to maintain progress, including assuring that (1) all software ordered for instructional purposes is accessible and (2) that the availability of accessibility systems within labs is publicized to students and counselors. b. The college web site needs to be reviewed for compliance. Several problems have been noted with individual's pages not meeting ADA requirements. College webmasters and individuals putting up materials shall be reminded of the compliance needs. c. Given the needs noted above, the college should look to hire/assign a full- time technical compliance person who understands and can provide leadership on providing access for individuals with needs in a variety of areas. In support of this initiative, templates will be developed to assist in the creation of web sites built in an ADA compliant manner. 13. The effectiveness of various technologically enhanced pedagogues will be assessed, and best practices will be shared. The Office of Academic Affairs should implement a plan to insure computer and information literacy for students. a. The TLCs will create workshops for the exploration of this topic among the faculty, including asking individuals to come and share their ideas and experiences. b. XH06, along with the technology orientation portion of OS15, has been in use for several years now. Continuing Education, in conjunction with the Campus Technology Administrators, the Associate Dean for Instructional Technology, and the Office of Computer and Information Systems should evaluate its effectiveness, including how valuable students find the course. For the latter, an exit questionnaire could be administered to students taking XH06/OS15. The results shall be presented for review and action to the Student Tech Fee Subcommittee (funding source) and the College Computing Council. 14. The Library is a major source of information resources and will use appropriate technology to enhance on-line academic access. 10
  • a. Adequate bandwidth is a key to the successful delivery of electronic resources and continued progress in this area is required. The Network and Services Subcommittee will include consideration of the library’s role as a deliverer of information resources when planning and expanding network/Internet bandwidth. b. In the Spring 2004, the unified SCCC Library Web Page was unveiled which provides organization of and access to library resources and services, including print material, research aids, databases, interlibrary loan requests and reference Q&A forms. The library will continue working on expanding capabilities as follows: i. Off-campus access to on-line database constitutes about 40% of total use. The library and the Computer Center will continue efforts to provide easy and adequate authentication and will consider ways to include single sign-on capability through the MySCCC portal. ii. Effective access to information requires effective search tools. The library will continue to evaluate and acquire tools such as Serials Solutions and continue the implementation of SFX. iii. To expand interlibrary loan capabilities, the library will: 1. Participate in the SUNY on-line union catalog project which will allow patrons direct unmediated borrowing of materials from any SUNY school. 2. Expand participation in SUNY’s statewide delivery service (LAND) by adding East and Grant. The Ammerman Campus library currently participates in LAND. 3. Continue the implementation of Ariel software and scanners purchased this year and work with IT to select the best delivery method. Ariel software allows print material to be scanned and transmitted electronically. a. Also evaluate the integration of Ariel with the recently purchased electronic microfilm digitizers/readers. 4. Begin investigating the possibility of offering reference help via on-line chat services. c. As part of a SUNY-wide initiative, the library will migrate its management system to Aleph in July 2004. The LMS includes an on-line catalog along with circulation, cataloging, serials, and acquisitions modules. The latter two will replace stand-alone programs. The new LMS will also accommodate on-line reserves which allow students to view course reading materials on-line. Goal 4: Funding shall be made available in amounts and for purposes which will enable the use of technology to advance as determined by the benefit to be derived. 11
  • 1. Policies shall be developed on the periodic replacement of software and the budgeting practice necessary to support the policy. a. The Computing Council’s Standards Subcommittee will formalize the timing and process used to evaluate and recommend college-wide standards for desktop software. i. Evaluations should be timed such that major changes occur with the purchase of the next annual hardware purchasing cycle and upgrades of existing devices can be planned for within the existing budget request process. ii. Upgrades of college-wide applications will be requested through the Office of Computer and Information System’s budget. b. A policy shall be implemented requiring that all academic software purchases go through the Campus Technology Administrator/ETU to assure compatibility and the availability of adequate support. The campus ETUs shall develop procedures for reviewing recommendations, including establishing appropriate time tables for requests. i. To facilitate this, the Campus Technology Administrators will discuss with campus leadership, the possibility of placing all software purchasing budgets under the auspices of the campus ETUs. 1. The decision on when to upgrade academic software shall continue to be left up to the instructional departments as theirs is the responsibility of moving the curriculum to stay current. 2. Efficiencies shall be explored through the use of site licenses, leasing, and outsourcing. a. The college recently began participating in the Microsoft Developers Network (MSDN) annual software license agreement, which provides instructional access to a variety of software packages at very reasonable cost, particularly for the Computer Science and Computer and Information Systems programs. The Associate Dean handling these programs should review the value provided by the annual license and recommend the direction for the college’s future participation 3. Desktop computers in excess of one per faculty office should be permitted upon application and if justified. a. Faculty are beginning to request network connectivity for their own laptops. The Computing Council Planning Subcommittee will work with Networking and Telecommunications investigating ways to support faculty-owned computers as an alternative to purchasing additional equipment. 12
  • 4. The college must plan to provide adequate resources to support specific technology implementations, such as providing large screen monitors (19-21) for document imaging and large enough mailboxes and network disk space for advanced users. a. The Computer Center will evaluate the current size of e-mail boxes, box utilization and optimization and expand capabilities as appropriate through more efficient use of resources and upgrading of systems. i. In support of this, the Computer Center will review and implement systems to reduce SPAM, subject to availability of budgetary support. b. In conjunction with the capital project to upgrade the college’s LAN, Computer and Information Systems will review the possibilities of providing network attached storage for departmental use, which includes a means for providing automatic data backup for system users. 5. As utilization expands, additional distance learning rooms should be set up on each campus. a. With current usage at 30%, there is room for program expansion. The DE committee will look for opportunities to use the distance learning classroom for as many low enrollment classes as possible. i. One possibility is the use of the space for Computer Science classes to provide opportunities for East Campus students. b. To maximize utilization of the space for academic purposes, the college should: i. Take advantage of distance learning resources (teleconferences, web conferences) from external sources. ii. Investigate the use of an alternative space that is more conducive for meetings. However, to increase utilization and cut down on travel time, college-wide committees should be encouraged to use the rooms, when the facilities are not being used for classes, as long as it is understood that academic use is the priority. c. To assist with the delivery of computer-based instruction, the Campus Technology Administrators and Associate Dean for Instructional Technology will evaluate the meeting type software and recommend the purchase of one as appropriate. 6. Bandwidth will be increased as necessary for the network to handle the increased demand without slowing down. a. Networking and Telecommunications will develop and share a long range plan for the upgrade of network services. Budget requirements will be identified and ongoing funding requested. 13
  • b. Through the use of the LAN Upgrade Capital Project funding, Networking and Telecommunication will upgrade the building entrances and interconnects on each campus. 7. The Computing Council will do an annual review of the college's PC replacement policy progress and make recommendations as needed. a. The Standards Subcommittee will consider purchasing and replacement cycle alternatives as a way of maximizing available funds by providing resources where they are needed most. b. The Computing Council’s Planning Subcommittee will coordinate a review of the processes associated with the identification, purchase, and replacement of PCs to assure these effectively support the needs of the institution. Goal 5: Establish policies and protections needed as a result of the implementation of new technologies. 1. Provide a commitment on the privacy and system integrity to be afforded to network users as well as on the limitations to privacy. a. The Computer Council Policy Subcommittee will continue to monitor changes in privacy practices and laws as they relate to on-line system users and the protection of on-line data systems, recommending updates to college policy and procedures, as needed, and publicizing policy requirements. b. Computer and Information Systems will work with college constituencies to formalize and put into use policies and systems to provide cyber and information security. c. The Registrar and the Administrative Director for HR will implement office practices and work with the Office of Computer and Information Systems on providing privacy protection within on-line data systems as required by law, college policies and best practices within their professions. d. College departments providing on-line services will enact practices as necessary to be in compliance with policies and, in particular, with the requirement for providing a privacy notice for users of the college web site. 2. Provide for the obligation of web site creators to have in place a system for ensuring that the web site remains up-to-date. 14
  • a. With the implementation of on-line delivery of information through the portal, the Computer Center will include the identification of site authors within all automatically generated pages. b. The Computer Center, when assisting departments with the development of web sites, will reinforce the need for identification of the individual responsible for site content. c. The Computer Council Policy Subcommittee will implement and publicize a policy to make sure sites identify individuals responsible for content and reinforce the need for these individuals to maintain the currency of data. 3. Put in place a policy on departmental purchased equipment, when it will be permitted, how it will be supported, and how it can be shared. a. Campus ETUs and Central IT departments will develop procedures to support the college’s new technology purchase policy. 4. Provide for electronic signatures to be accepted and for when electronic communication will be considered official. a. Recommend the need for a policy that makes it clear that members of the college community have a responsibility to read and maintain their e-mail. b. Look into a way of either labeling critical college communications or setting up a special folder they would automatically go into. 5. A balance should be achieved between free choice of software and desktop configuration and mandatory standards so that efficiency and a safe network environment can be obtained, while permitting creativity as appropriate for different uses (e.g., academic, lab, and administrative). a. Desktop Services and the Campus ETUs shall work together, sharing technologies and solutions, to improve the security of college computers while supporting needed configurations and software. b. Networking and Telecommunications shall work with Desktop Services to investigate ways of providing wireless clients access to OS patches and Virus dat files. c. Networking and Telecommunications shall investigate methodologies to provide secure access to college services for wireless clients. 6. Usage patterns will be monitored and under-utilized resources will be re- assigned, for example, recognizing that it is not always necessary to provide all users with equal network resources. Rather, it might be appropriate to provide expanded resources to power users at the expense of minimal users. a. Campus Technology Administrators will explore the feasibility of identifying differing levels of users, and consider how this information 15
  • may be applied to adjust replacement schedules and/or assignment of differing classes of desktop machines. b. Efforts will be made, where possible, to schedule faculty who teach with smart technology in smart rooms to minimize the use of smart carts. Goal 6: An adequate level of support will be provided so that employees can efficiently pursue their job functions. 1. Resources should be made available to assist faculty with the use of electronic communication modalities such as class chat rooms and bulletin boards. a. The Office of Computer and Information Systems will work with Academic Affairs and the Campus Technology Administrators to identify and implement base levels of electronic communication for courses in the student portal and managed through the faculty portal. Features to be included are: i. Course list serves (Also see Goal 2. Objective 1.b). ii. Links from roster to excel, with option for ID pictures. iii. Electronic grade book with linkages to standard CMS systems provided by publishers where available. b. The Computer Center and the Associate Dean for Instructional Technology will work to provide links to on-line courses to the portal. 2. Faculty and departments will work, in conjunction with their campus ETU, in identifying and implementing required technology. a. Campus Technology Administrators will establish and publicize procedures to facilitate collaboration with academic departments on technology acquisition, implementation and utilization. b. Campus administration will contribute to the success of the faculty ETU collaboration by implementing policies that support effective acquisition and use of technology and adequate lead times for communicating technology needs. 3. Desktop Services should perform repairs through staff situated on each campus. a. Desktop Services will work with campus ETUs, Technology Administrators and other service managers within the Office of Computer and Information Systems to monitor the effectiveness of the methodology for the recently deployed campus-based desktop service personnel. b. Given the addition of campus-based desktop staff, the Campus Technology Administrators, ETUs and managers within the Office of Computer and Information Systems should review the respective roles of campus ETU and central technology staff and adjust as needed. 16
  • 4. The respective roles of the campus educational technology units and the central staff will be clarified. a. Office of Computer and Information Systems managers should work with the Campus Technology Administrators and Associate Dean for Instructional Technology to provide the community with information on responsibilities of each group. b. In support of the above, the publication identified under Goal 1 will identify contacts for various service needs. 5. Additional staff should be funded commensurate with the increased activity in the area. a. The college, through connection between planning and budgeting, will require the identification of the full total cost of ownership when evaluating the implementation of goals and projects. b. Where possible, faculty will be provided with PA support for the implementation of innovative technologies. Goal 7: Administrative systems will be updated to provide full functionality, ease of updating, and end-user friendliness. 1. The college’s administrative systems will be upgraded and expanded to modernize fully-integrated systems with improved reliability, added functionality and self-service capabilities to allow for more office-based and user-based processes. a. The college, through a Planning Subcommittee, will develop and issue an RFP, and evaluate various solutions leading to the upgrade or replacement of the college’s existing administrative systems. b. The system will include a comprehensive human resources module facilitating employee access to information and self-service features, along with a recruitment and job search workflow capability. c. The needs for improved student billing, collection and automated integration of receivables into the county-based IFMS system will be included as part of the project. 2. Existing business practices and systems will be assessed for the need to re- engineer the process. a. In support of, or as a part of, the move to upgraded administrative systems, departments will evaluate current business processes seeking to adopt best practice models where appropriate. 17
  • 3. Use of a multi-functional student and employee identification card will be expanded. a. The college, through the ID Card Committee and departments with ID card responsibility, will continue efforts to expand utilization and obtain full compliance with the college’s ID card policy. b. The ID Card Committee, campus technical representatives and support staff from the Computer Center and Desktop Services will continue efforts toward optimizing ID card productions. c. The Computer Center will work with the college administration to add systems supporting and utilizing the college ID card. 4. Continue the conversion of paper-based forms, data collection and reports to on-line processes. a. Campus and college departments will continue recent progress made with projects like the maintenance management system and the web-based forms for requesting computer/network services, evaluating existing paper-based systems and migrating these to on-line processes, where appropriate. b. The Computer Center will continue the move of paper-based data collection processes to the employee portal, expanding on the progress made with on-line rosters, grades and overload requests. c. The Computer Center and Institutional Research will continue their move to paperless reports including evaluating the delivery of reports via a report portal. 5. Continue to implement document imaging in all appropriate college offices. a. The Office of Computer and Information Systems will continue to work with functional offices assisting with needs analysis and scheduling migration of paper storage to on-line and archive storage where appropriate. b. The Registrar will work with the Computer Center developing and implementing rules to govern record storage for students, which includes migration from paper-based to electronic archiving. c. The Computer Center will review needs for system expansion, including the addition of an archiving solution and implement upgrades as needed. 18