The Information and Educational Technology team provides service and support
to the students, faculty and staff of Mt. San Antonio College by providing
leadership in the development, integration, application and delivery of information
and educational technologies. The IET team shall efficiently and effectively
manage communication, academic and administrative computing, printing
services and related information resources that support and enhance teaching,
community development and public service at the College.
In order to fulfill its mission, IET asserts the following responsibilities:
- To deliver prompt, courteous service to all clients.
- To direct IET planning at the institutional level and provide leadership
to departments within the College to ensure the appropriate
implementation and application of technology
- To establish, communicate and enforce standards for the use and
delivery of information and educational technology.
- To facilitate and encourage the use of information technologies within
- To maintain the mechanisms for appropriate information technology
access, security, availability and integrity.
- To manage the physical infrastructure in support of IET, assuring the
reliability and availability to meet current and future requirements.
- To identify, implement and manage institutional databases as a college
resource. To support departmental data bases to the extent that IET
- To evaluate and enhance the effectiveness of IET resources including
human, physical and financial resources.
- To research and evaluate emerging technologies and to implement
and integrate new technology.
- To educate and train the College Community in the use and application
of information and educational technology through consultation and
- To represent and act as advocate for the College Community at the
local, state, national and international level.
- To use educational technology to provide faculty more flexibility in the
method of delivery of instruction and instructional material.
In order to accomplish the mission and vision statements listed above Mt San
Antonio College requires a comprehensive plan for information and educational
technology in conjunction with a commitment to action. The need for this plan is
necessitated by several factors:
• The acceleration of technological advances
• The College-wide planning effort for Vision 2020
• Recent changes that created the Information and Educational
• The Chancellor’s Office Telecommunication & Technology Plan II
In preparing this plan, IET has adopted the four major objectives of the
Chancellor’s Office TTIP II plan. The four objectives are:
• Implementing Information Technology Across the Curriculum
• Infusing Information Technology in Student Services
• Improving Student Access to Information Technology
• Increasing Staff Access to Information Technology
A major goal of this plan is for Mt. SAC to become a leader in the use of
information technology among California Community Colleges. This is important
not just for our standing among the other colleges in our use of information and
educational technology, but also important to Vision 2020’s commitment for Mt.
SAC to be recognized as one of California’s very best community colleges.
Mt SAC is approaching this new strategic plan from a position of already having
many comparative advantages. We plan to establish a position of technology
leadership that is consistent with our current strengths including:
• The largest single campus community college in the State
• A dedicated and skilled staff committed to providing outstanding
service and support to the College’s students, faculty and staff
• A commitment by College Senior Administration to provide the latest
technology for faculty
• Campus network expansion to gigabit bandwidth
• Integrated Community College Information System (ICCIS)
• Strong academic programs that emphasize information technology
• A vision:
o To be a premier community college
o To be a leader in teaching, learning, programs and service
o To provide access to quality education, focusing on student
success within a climate of integrity and respect
o To consistently exceed expectations of our students, staff and
It is becoming clear that the College will participate in many of the following
• New ways to deliver instruction are becoming rapidly available
• Ability to reach students in many ways other than the traditional
• Students and faculty will access information and learning materials
from on and off campus using laptop computers
• The Internet and the Web will be primary communication links and user
• Information systems coupled to the Web will change many of our
business processes making them more effective and efficient
• Distance Learning will require new methods of delivering student
support services remotely
• New methods of communication among the campus constituents will
raise issues of access, security, and privacy
Information and educational technology is in a state of flux. We were not able to
predict a few years ago where we are today. Even with our best efforts we
cannot predict where technology will be in the future.
This plan will not be just a plan for the Information and Educational Technology
team but rather a plan for information and educational technology for the entire
College. Full implementation of this plan will require that much of the activity and
funding take place at the Division and departmental level. This is consistent with
the distributed nature of information technology.
It is recognized that this plan requires expenditures beyond what we have
become accustomed to and implementation of all elements of the plan will be
competing with other College needs.
The major focus of this plan is on the design, development, and application of
information and educational technology in support of teaching and learning,
service, and the conduct of College business. Toward the realization of this,
there are set forth in this plan a number of recommendations. The timeline of this
plan is intended to cover the period of FY 2002-2003 through FY 2005-2006.
B. Fiscal Planning
Information and educational technology is now a fundamental part of Mt. SAC.
Given the importance of technology in teaching and service we should no longer
budget for technology on a crisis basis. Planning for the full cost of technology,
including on-going replacement and support must be built into the budgeting of
all units of the College. This applies to all components of technology:
• Desktop computers for faculty, staff and students
• Classroom presentation equipment
• Central systems (ICCIS)
• Distributed systems (imaging systems)
The IET team feels strongly that a permanent base budget must be established
for the critical components of information technology. This includes, but is not
limited to, the IBM enterprise server, staff, faculty, and student computers,
servers, network infrastructure, and voice communication infrastructure. One
method to achieve that is to lease/purchase equipment rather then outright
A related issue, which also has fiscal implications, is our ability to recruit and
retain the technical staff needed to support information and educational
technology in academic and administrative departments. It is important for us to
recognize that the information and educational technology function depends
upon the skills of technical staff, and that those skills are in high demand locally
and throughout the State.
Mt. SAC has been building a foundation for the IET infrastructure for the past few
years. Sound fiscal planning will be required in order to assure the maintenance
of this infrastructure at state-of-the-art levels. The fiscal planning should include
life-cycle replacement policy in the planning at every level of information
technology investment in the academic and administrative departments. It may
be in the best interests of the College to incorporate the Chancellor’s Office Total
Cost of Ownership (TCO) model (see Section J) while planning for the College’s
strategic plan. The TCO model budgets a standard amount per year per personal
computer (PC) for life-cycle replacement of faculty and staff computers as well as
network components and the cost of staff support.
C. College Information Systems
Information technology has become a key component in the management and
operation of the College’s administrative systems. The College’s information
systems are seen and used by students who access these systems through the
Web and by faculty and staff in departments within the College. These systems
are an essential component of the administrative affairs of the College in support
of teaching, learning, and service.
Information is a strategic asset for the College and must be carefully managed.
The challenges of replacing a thirty year old information system and
implementing an Integrated Community College Information System (ICCIS) has
shown us that managing the information resources of a community college the
size of Mt SAC can be a huge undertaking. The College Information System
(CIS) team within IET has been given the responsibility for managing our
The CIS team supports the administrative computing needs of the College. This
department is responsible for advising the Vice President of IET in advancing a
coordinated and comprehensive application systems strategy for the College. It
is also responsible for the maintenance and enhancement of the College's
integrated administrative information systems. This department shall provide
timely and accurate informational reports as required for planning, decision-
support, and government compliance. The operation, maintenance, and support
of the College’s data center, which includes mainframe hardware and support
devices and Interactive Voice Response systems, are also this department’s
responsibility. The team is responsible for preparation of the College’s Disaster
Recovery/Business Continuity plan.
The College Information System department is comprised of five units:
Administrative Computing, Technical Writing/Training, Database Administration,
Systems Programming, and Computer Services support.
The Administrative Computing unit's primary responsibility is the development,
maintenance, and support of administrative software systems in use. One
Project Administrator, nine Senior Systems Analyst/Programmers, and one part-
time hourly Senior Systems Analyst/Programmer positions make up this unit.
The part-time hourly programmer has worked for Mt. SAC both as a consultant
for three years and two years in a part-time hourly capacity. This individual
provides applications programming support for the Registration and Attendance
Accounting sub-systems as well as providing some back-up support to the
Database Administrator. No other programmer is cross-trained in these functions
or as a Database Administrator at this time.
The Project Administrator oversees and guides analyst/programmers in the
development of ICCIS. This position also has responsibility to coordinate the
integration efforts between sub-systems to ensure proper referential integrity.
Analyst/programmers perform analysis, design and programming of computer
programs in support of such activities as admissions, registration, counseling,
student records, transcripts, research, and state reporting to name a few. In
addition they act as technical liaison with vendors of software programs in use for
Financial Aid and other administrative functions. Programmers also design and
develop applications for delivery via the Web or kiosk. Staff members from this
group also provide support for the development and deployment of the College’s
The Technical Writing/User Training unit assists in user system testing, ICCIS
user support, develops ICCIS user documentation, and provides user training
services. This unit is made up of one full-time Training & Applications Specialist
and one part-time hourly position. This group also handles first- and second-
level ICCIS user support issues referred from the Help Desk, and shares
responsibility for the administration of ICCIS user security clearances.
The Systems Programming unit supports the enterprise server operating system
software installation and configuration, conducts performance analysis, assists in
problem resolution, and monitors system and network performance. This group
also administers user security for this system as well as being responsible for
administration of the Help Desk software server, Interactive Voice Response
(IVR) servers, network configuration and security, and email servers. Systems
programmers are also responsible for system backup/recovery functions and
assists in the implementation of interfaces with administrative databases and
cross-system communications. One Senior Systems Programmer and one
Systems Programmer make up this unit.
The Database Administration unit is responsible for the installation, maintenance,
and utilization of the development, quality assurance, and production databases
to ensure that data integrity is maintained during new releases of both
applications software and the underlying database management system. This
unit is made up of one Database Administrator (DBA). One part-time hourly
programmer provides minimal backup to this position.
A DBA’s responsibilities are more focused at the collection of database
requirements as opposed to application requirements. Database requirements
include the number of transactions per second that the database must support,
as well as backup and recovery requirements, necessary security procedures,
and distribution of data. The DBA also defines and documents the conceptual
and physical database model and ensures standardized usage of data elements
as well as appropriate usage of the College’s databases.
Computer Services has several areas of responsibility: ICCIS user support,
production scheduling and control, coordination of maintenance support (both
preventative and maintenance) for the mainframe computer and its peripherals,
monitoring of Mt. SAC’s network resources, and central computer data center
1. The Operations Scheduler handles the day-to-day user requests for batch
jobs that cannot be submitted online, handles first- and second-level ICCIS
user support issues referred from the Help Desk, and administers ICCIS user
2. Production Scheduling and Control is responsible for:
• The development of the daily computer operations schedule for three
computer operations shifts;
• The submission of input to the college's administrative information system;
• The set-up and submission of administrative system jobs (ICCIS Student
Information System, Human Resources, Facilities Management, Financial
Information System, and Sigma SAM systems) and their verification;
• Assists the administrative computing unit in the development and
maintenance of the administrative information system;
3. Computer Operations is responsible for the running and printing of
administrative system jobs, faculty test scoring, survey processing, and
mainframe operations and computer network monitoring. Other functions
include network systems backup, mainframe systems backup, and monitoring
of Mt SAC’s network resources. The Computer Operations staff includes one
Lead Computer Operator and two Computer Operators.
College Information Systems Staff
No. Detailed Skills Narrative Required Experience
Director, 1 Plan, organize, and direct the Bachelor's degree in computer
College design and implementation of information systems, computer
Information the College's integrated science, or other related field or five
Systems information systems in support years of programming and data
of the administrative, processing experience. Master's
instructional and student degree preferred.
services functions of the
College. This position is also Two years in a lead or supervisory
responsible for the College Data capacity.
Center’s enterprise server and
support devices. Four years experience with a
computer system which supports a
large teleprocessing network and
experience in programming are
desirable, two years of which must
have included work with mainframes.
Operations 1 Organize and perform technical Equivalent to an Associate degree
Scheduler/ duties in support of the day-to- and one year of related experience.
Support day operations of the College’s
Specialist Data Center. This position Knowledge of applicable systems and
(Range 73) establishes, maintains, and related technical terminology,
revises master and daily applications, features, and/or services
production schedules. Duties for customer service.
include setting up job submittals,
processing job results, analyzing Demonstrated knowledge of
output, and communicating with mainframe computer systems and
users on scheduling PCs.
requirements, job status and
corrections required. This Excellent interpersonal and
position coordinates the day-to- communication skills.
day multi-shift operations,
supervises the Hourly Report / One year experience in the operation
Computer Operator, and of IBM S/390 computers and
maintains user mainframe and peripheral equipment. Also
network security access. Also experience with system and network
backs up the Computer monitoring.
Operator position when that
person is unavailable. Experience with the following
software: VSE/ESA, VM, NVAS,
Functional supervision may be VTAM, DOCS and CICS, TCP/IP,
exercised over the Lead VTAMPRINT, OMEGAMON,
Computer Operator and Power/VS, and VSE job control
Computer Operators with language.
regards to the submission of
Lead 1 Monitors system performance, Three years of experience in the
Computer assists users after 4:30pm each operation of IBM S/390 computers
Operator day when the Help Desk closes, and peripheral equipment.
(Range 74) runs production jobs, runs
system backups, troubleshoots Three years experience with system
abnormal systems behavior, and network monitoring.
monitors and maintains forms
inventory, confers with Experience with the following
programmers when jobs software: VM, VSE/ESA, Netview,
abnormally terminate, confers TCP/IP, NVAS, VTAM, OMEGAMON,
with systems programmers and DOCS and CICS, Power/VSE, and
database administrator on VSE job control language.
system related issues.
A Lead Computer responsible
for monitoring and operating
mainframes and network server
systems incorporating high-
speed peripherals, such as
consoles, readers, magnetic
tape units and printers, and
related equipment in support of
a large teleprocessing network.
This position is also responsible
for identifying and resolving
problems according to
Functional supervision may be
exercised over Computer
Computer 2 Under general supervision, a One year experience in the operation
Operator Computer Operator operates of IBM S/390 computers and
(Range 57) and monitors mainframe peripheral equipment.
computing equipment and
network server systems One year experience with system and
incorporating high-speed network monitoring.
peripherals, such as consoles,
readers, magnetic tape units Experience with the following
and printers, and related software: VSE/ESA, VM, TCP/IP.
equipment in support of a large NVAS, Netview, VTAM, EPIC,
teleprocessing network. This OMEGAMON, DOCS and CICS,
position is also responsible for Power/VSE, and VSE job control
identifying and resolving language.
systems problems according to
established procedures. Runs
production jobs, assists users as
needed, assumes Operations
Scheduler duties in absence of
that person, and runs system
Hourly 0 Prepares and delivers One year experience in the operation
Report production report output. of IBM S/390 computers and
Distribution / Performs computer operator peripheral equipment.
Computer duties in absence of Computer
Operator Operator. Performs Computer One year experience with system and
Operator duties on Saturdays network monitoring.
from 8 am – noon.
Experience with the following
software: VSE/ESA, VM, NVAS,
VTAM, Netview, EPIC, OMEGAMON,
DOCS and CICS, Power/VSE, and
VSE job control language.
Senior 1 Supports VM mainframe Associate degree in computer science
Systems operating system software or computer information systems
Programmer installation and configuration, required, Bachelor’s degree preferred.
(Range 104) conducts performance analysis,
monitors network performance, Five years experience with IBM S/390
server administrator for Help series computers and peripheral
Desk software server, Interactive equipment.
Voice Response servers,
web/kiosk servers, network Five years experience with
configuration and security, e- networking, TCP/IP, network security,
mail servers. Responsible for Cisco Router configuration, Domain
VM user security and security of Name Services, Listman, e-mail
servers under this position’s services, Windows 2000 Server, web
control. Responsible for server administration, Lotus Notes,
backup/recovery functions. Lotus Domino, Linux, and systems
Assists in implementation of integration.
interfaces with other
administrative databases. Experience with the following
Assists in implementation of software: VM, OMEGAMON,
interfaces with administrative VSE/ESA, NVAS, Netview, VTAM,
databases and cross system EPIC, OMEGAMON, DOCS and
communications. CICS, Power/VSE, and VSE job
Extensive experience and
knowledge in network, host, and Experience with the following
information security. programming languages: Assembler,
COBOL, REXX, EPOS scripting,
Strong networking and HTML, LotusScript.
Experience with TCP/IP,
routers, switches, VLANs,
firewalls, DHCP, DNS, IPX,
Token Ring, Ethernet, SMTP,
VSE 1 Supports VSE mainframe Associate degree in computer science
Systems operating system software or computer information systems
Programmer installation, configuration, required, Bachelor’s degree preferred.
(Range 102) problem resolution, conducts
performance analysis, monitors Five years experience with IBM S/390
VSE and CICS performance, series computers and peripheral
and provides backup database equipment.
Responsible for VSE user Three years experience with
security. Responsible for networking, TCP/IP, Linux, and
backup/recovery functions. systems integration.
Assists in implementation of
interfaces with administrative Three years experience with the
databases and cross system following software: VM, VSE/ESA,
communications. Provides NVAS, OMEGAMON, VTAM, TCP/IP,
support and VM/VSE training to DOCS and CICS, Power/VSE, EPIC,
the Data Base Administrator and MAXBACK, VTAMPRINT, VSE
application programmers. utilities, and VSE job control
Experience with the following
programming languages: Assembler,
COBOL, REXX, HTML.
Database 1 ADABAS product planning and Associate degree in computer science
Administrator installation, change control, or computer information systems
(Range 104) verifying all system resources as required, Bachelor’s degree preferred.
required, backup and recovery
planning and execution. Monitors Five to ten years of experience in a
and tunes database for disk DBA role with experience in ADABAS
usage, performance, and database design, development, and
integrity. Performs problem maintenance experience.
investigation and resolution.
Handles database and ICCIS Three years experience with IBM
user security functions. S/390 series computers and
Responsible for backup/recovery peripheral equipment.
functions. Responsible for
administrative databases Experience with installation and use of
including the data warehouse. ADABAS, SYSAOS, NATURAL,
Establishes procedures to NATURAL SECURITY, CONSTRUCT,
ensure proper updates and data PREDICT, and REVIEW, and other
integrity. Assists in SoftwareAG products.
implementation of interfaces with
other administrative databases. Three years of recent paid experience
in programming and systems analysis
and design for medium or large scale,
multi-programmed computers using
ADABAS and PREDICT.
Three years experience in a large,
complex administrative or educational
organizational environment with an
IBM mainframe system using
VSE/ESA, VM, and CICS,
POWER/VSE, and VSE job control
Experience with the following
programming languages: Assembler,
COBOL, REXX, HTML, NATURAL,
Project 1 Under general supervision, Associate degree in computer science
Administrator provide primary leadership for or computer information systems
(Range 104) implementation, maintenance, required, Bachelor’s degree preferred.
and new development of
application systems, and Five years of progressively
supervision of responsible technical experience
programmer/analysts in support required.
of campus student
administrative applications. Three years of recent paid experience
Performs analysis of business in programming and systems analysis
needs and performs applications and design for medium or large scale,
programming tasks. Assumes multi-programmed computers using
departmental supervisory ADABAS and PREDICT.
responsibilities in absence of
Director. Three years experience in a large,
complex administrative or educational
Coordinate system changes and organizational environment.
integration with other
programming project teams for Experience with the following
tasks that overlap into another programming languages: Assembler,
team’s area. Work closely with COBOL, REXX, HTML, NATURAL,
staff to ensure tasks are CONSTRUCT.
completed to specifications, fully
tested, and implemented.
Senior 9 A Senior Systems Associate degree in computer science
Analyst / Analyst/Programmer, working or computer information systems or a
Programmer independently or as a team closely related field which includes at
(Range 102) member, analyzes work least two programming languages and
procedures of operating systems a course in the use of database
and coordinates the work of a management software. Bachelor’s
project group engaged in degree preferred.
analyzing, designing, and
implementing information Three years of recent paid experience
systems. Programming in programming and systems analysis
responsibilities span a range of and design for medium or large scale,
platforms including mainframes, multi-programmed computers using
minicomputers, local area ADABAS and PREDICT.
networks, and personal
computers. Two years experience in a large,
complex administrative or educational
Under direction, performs organizational environment with an
complex computer systems IBM mainframe system using
analysis to determine VSE/ESA, VM, and CICS,
administrative system POWER/VSE, and VSE job control
requirements and desired language.
outputs; perform a variety of
complex applications Experience with the following:
programming; design, write, COBOL, REXX, HTML, NATURAL,
maintain, enhance, and install CONSTRUCT, Visual Basic, Java,
software programs to assure XML, ASP, .NET, SQL Server, SQL,
proper systems operation and CICS, Dreamweaver, C++.
produce desired output;
coordinates the work of a project
group engaged in analyzing,
designing, and implementing
Analyst / 0 A systems analyst/programmer Associate degree, in computer
Programmer performs systems analysis and information systems, computer
(Range 92) programming, working with science, or a closely related field
considerable independence on which included at least two
fairly complex systems and programming languages and a course
programs or on major segments in or the use of database
of the most complex projects. management software. Bachelor's
This position also assists degree preferred.
analyst/programmers in a higher
job classification on the most One year of recent paid experience in
complex projects, and may business applications programming
provide work direction and and systems analysis and design for
technical assistance to assigned medium or large scale, multi-
programming personnel. programmed computers.
span a range of platforms Experience with NATURAL,
including mainframes, local area CONSTRUCT, ADABAS, CICS, and
networks, and personal PREDICT desirable.
Experience with the following: HTML,
Visual Basic, Java, XML, ASP, .NET,
SQL Server, SQL, Dreamweaver, C+
Training and 1 This position is responsible for Bachelor’s Degree with an emphasis
Applications providing technical training and in Information Systems, Computer
Specialist expertise to end users on Science or related field.
(Range 83) various software and systems
applications and assisting with Minimum of two years experience
various technical projects from developing technical documentation
planning to final development; and testing systems application
developing course curriculum software.
and preparing training materials;
recommending software and Strong customer service skills.
developing and maintaining
standards for user
documentation on software and
This position also troubleshoots
and resolves end user problems
with existing and new software
applications; responds to user
questions and issues; evaluates
and tests new software and
systems applications for quality,
accuracy and effectiveness;
maintains logs and tracks
identified errors; and, reviews
and maintains and updates
security access to end users.
Hourly Sr. .5 Same as Senior Systems
The size of the College Information Systems staff is adequate. The Project List
is a dynamic document where tasks are completed and added daily. Because of
this, sufficient resources will never be available to overcome the project backlog.
The College Information Systems staff accomplishes as much as possible with
the resources available.
The department has hired a number of new employees since the implementation
of ICCIS. Job duties of others have changed with the Classification Review
process. The applications programming staff is made up of two programmers
and a project administrator that have been with the College prior to the purchase
and implementation of ICCIS. These three people are relied on extensively to
provide guidance and support to the newer programmers who came to Mt. SAC
with little or no experience in the programming languages or no experience with
an educational institution. Staff members continually strive to expand their
knowledge and skill sets by exchanging ideas and attending internal “brown bag”
lunches to discuss technical topics pertinent to their needs.
The College Information Systems team is concerned about the lack of back up
for the systems programmers, database administrator, and major system
functions. Without database administration support, programmers cannot add
additional fields or files to the database or migrate changes to the Production
environment. Having a competent back up person for each function and system
assignment is desirable but there is never enough time to focus on this effort
without taking time away from other priority projects.
Planning for the Future
All Information Technology organizations face similar issues with regards to
staffing and planning for the future. It is difficult to attract and retain qualified
employees. Salaries at Mt. SAC are not competitive with business and industry
which makes it difficult to attract qualified, skilled, and talented employees. For
example, DBA salaries start in the $90,000 range in non-educational
environments but Mt. SAC’s pay ranges from $57-79,000 for this position. Today,
with the slow economy and tight job market, Mt. SAC would have a better chance
of attracting potential employees but we too are faced with budgetary issues
which prevent hiring.
In addition to the economic issues surrounding the hiring process, there is a
shortage of persons with skills needed by Mt. SAC. Local colleges and
universities do not teach mainframe skills or those skills our programmers
require. Vendor training is expensive and also requires travel expenses to send
employees to training. Mt. SAC has saved money by bringing trainers to the
College to train groups of programmers.
There are employees that will consider retirement within the next five to ten
years. The department has had very good luck with two programmers that were
hired and trained to use the programming languages. It is the department’s plan
to “grow our own” skilled staff when openings become available. We must
proactively drive this process to minimize the impact of this staffing challenge.
Administrative Information Systems
Administrative information systems are computer applications that serve the
administrative and business functions of the College, including maintenance and
enhancements to systems. These systems include the support of online
transaction processing systems, data warehouse systems, decision support
activities, interactive voice response systems, Web application servers, and
integration and data exchange between systems which reside on multiple
Information and Educational Technology currently supports several
administrative Information Systems, such as ICCIS, Sigma Systems’ Student Aid
Management (SAM), and the Data Warehouse. ICCIS is the College’s integrated
administrative information system, which handles Student Records, Human
Resources, Student Fees/Financial, Facilities, Security Access, and on-line
Batch Job Submission. Student Financial Aid transactions are handled by a
combination of Sigma Systems’ SAM system and in-house ICCIS developed
ICCIS (Integrated Community College Information System)
ICCIS grew out of the 1996 purchase of the Florida Community College Software
Consortium’s INTEGROW system. Mt SAC obtained the product in its early
stages and created a California version of the system. INTEGROW included
modules to support Student Records, Human Resources, Facilities Management,
Financial, Security Access, and online Batch Job Submission systems.
Mt. SAC was offered the opportunity to join the Florida Community College
Consortium (FCCC) as a non-voting member. This membership would entitle the
College to obtain software upgrades and enhancements to the software product
for a yearly fee of $50,000. In 2000, consideration was given to this proposal but
it was determined that Mt. SAC’s version of the software was substantially
different than Florida’s and there was no easy way to align the Florida and
California software versions to take advantage of and benefit from the
Phase I implementation of ICCIS included Facilities, Human Resources, Security
Access, online Batch Job Submission, Finance as related to student fees and
obligations, and a major portion of Student Records.
Phase II implementation of ICCIS focused on refinement of all sub-systems
already implemented, the addition of new functionality, and providing greater
reporting capabilities. New functionality in Phase II included: degree audit,
graduation, automatic awarding of degrees/certificates, student fee payments by
credit card on the IVR system, and web enablement of student records
processing. Credit card fee payments will be complete in Fall 2002 as will the
rollout of additional web applications.
As of Fall 2002, ICCIS functionality is much more stable than it was two years
ago. Fewer problems are being reported and the applications programming team
is able to concentrate on providing additional functionality and make
enhancements to current functions to better support the needs of the user
community. The chart on the following page illustrates the functionality and
status of ICCIS functionality identified for implementation. ICCIS has additional
functionality in the areas of Finance and Human Resources that is not identified
in the chart because of Administrative Services’ contract with the Los Angeles
County Office of Education for budget, accounting, and payroll functions.
ICCIS Statistics and Functions
Former October May July Projected
System 1999 2001 2002 2004
Source Program Modules 7,339 9,257 11,900 12,786 15,000
Database Size N/A 25.2GB 36.5GB 40GB 65GB
Database Files 71 207 282 336 400
Student Records 872,079 886,493 926,503 974,795 1,000,000
Total Database Records 14,924,194 33,586,75 48,122,984 66,140,384 67,000,000
On-line Functions 134 217 530 870 800
Reports 928 45 200 300 900
Monthly Transactions N/A 1,000,000 1,500,000 3,000,000 5,000,000
Average CPU Utilization N/A 90 – 90 – 100% 40% 90 – 100%
User Accounts 1,117 950 1,365 1,567 1,700
Telephone Registration Lines in Use 48 12 – 72 12 – 72 72 72
World Wide Web Connections – Student 0 0 0 3 500
Network Printers 0 32 58 65 80
Applications Yes Yes Yes Yes Yes
Assessment Yes Partial Yes Yes Yes
Counseling/Advisement Yes No Yes, partial Yes Yes
Standards of Progress – Yes No Yes Yes Yes
Educational Plan No, manual No No Yes Yes
Registration Yes Yes Yes Yes Yes
Registration Prerequisite Verification Partial No Yes Yes Yes
Registration Illegal Repeaters No, batch No Yes Yes Yes
Registration Holds & Overrides No Yes Yes Yes Yes
Former October May July Projected
System 1999 2001 2002 2004
Academic History – Credit Yes Yes, Yes Yes Yes
Academic History – Non-Credit No No Yes Yes Yes
Academic History – Credit External Yes, limited No Yes Yes Yes
Term End Grade Processing Yes, batch No Yes Yes Yes
Transcripts Yes Partial Yes Yes Yes
Degree Audit Yes, batch No Yes Yes Yes
Degree Audit Substitutions No No Partial Yes Yes
Degree Audit Waivers No No Partial Yes Yes
Graduation Petitions Yes No Yes Yes Yes
Graduation Posting Yes Yes Yes Yes Yes
Auto-identify Degree & Certificates No No No No Yes
Electronic Exchange of Transcripts No No No Possibly Possibly
Evaluate Incoming Electronic External No No No Possibly Possibly
Special Student Populations Tracking No No No No Yes
Disabled Students Programs & Services Yes No Yes Yes Yes
Extended Opportunity Programs & Yes No Yes Yes Yes
Athletic Eligibility Certifications Yes, batch No Yes Yes Yes
International Students Yes, batch Partial Yes Yes, Partial Yes
ESL Students No No Yes Yes Yes
CalWorks & JTPA No No Yes Yes Yes
Veterans Yes No No No Yes
Enrollment Verification Yes, No No Yes Yes
Student Services Tracking Yes No Yes, partial Yes, partial Yes
Automatic Assignment of Email Address No No No No Yes
Student Telephone Access – Yes Yes, Yes Yes Yes
Registration, Grades, Open Class partial
Student Record Web Access No No No No Yes
Student Record Kiosk Access Yes No No Yes, partial Yes
Attendance Accounting Batch No Yes Yes Yes
Student MIS Reporting Yes, batch Yes, Yes, batch Yes, batch Yes, batch
Community Education Center - MetSys Yes No No No Yes
Student Health Services - MedPro Yes No Yes Yes Yes
Library Services – NOTIS/SIRSI Yes No Yes Yes Yes
Photo ID Interface No No No No Yes
Student Financial Aid
Student Financial Aid Management Yes Yes Yes Yes Yes
Document Tracking Yes Yes Yes Yes Yes
Award Packaging Yes Yes Yes Yes Yes
EDE Data Exchange Yes Yes Yes Yes Yes
Financial Aid Disbursement Checks Yes Yes Yes Yes Yes
Former October May July Projected
System 1999 2001 2002 2004
College Work Study Functions Yes No Yes, Yes, partial Yes
Auxiliary Services BiTech Interface No No No No Yes
Financial Aid MIS Reporting Yes No Yes Yes Yes
Curriculum / Class Scheduling
Course Dictionary Management Yes Yes Yes Yes Yes
Class Scheduling Yes Yes Yes Yes Yes
Instructor Resource Management Yes, Yes, Yes, Yes, partial Yes
limited partial partial
College Term & Session Calendar Date Yes, Yes Yes Yes Yes
Class Roll Sheet Attendance Processing Yes Yes Yes Yes Yes
Curriculum / Class Scheduling MIS Yes No Yes Yes Yes
Class Schedule Download for Schedule Yes Yes Yes Yes Yes
Course Dictionary Download for Catalog Yes, No Yes, Yes Yes
Production batch batch
Program of Study for Catalog Production No No No Yes Yes
Class Schedule / Bookstore Database No No No Yes Yes
WebCMS & ICCIS Interface No No No No Yes
Faculty Class Web Access No No No No Yes
Faculty FTEF Load Reporting Yes, Yes, Yes, Yes, partial Yes
limited partial partial
College Calendar MIS Reporting Yes, Yes, Yes, Yes, manual Yes
manual manual manual
Employee Demographics Yes Yes Yes Yes Yes
Position Control Yes Yes Yes Yes Yes
Classification & Assignment Yes Yes Yes Yes Yes
Hourly Faculty Payroll Yes No Yes, Yes Yes
Hourly Faculty Substitutes Yes No No Yes, partial Yes
Automatic Assignment of Email Addresses No No Yes No Yes
Staff Web Access No No No No Yes
Student Fees - Finance/Chart of Accounts / Obligations
Student Fee Calculation Yes Yes Yes Yes Yes
Credit Card Payments No No Yes No, testing Yes
Fee Exemption Calculation Yes Yes, Yes, Yes, Yes
manual manual manual
Refunds Yes Yes, Yes, Yes, Yes
manual manual manual
Student Fee Billing No No No No Yes
Student Obligations & Holds Yes No Yes Yes Yes
Student Obligation Notification Yes No No No Yes
BiTech to ICCIS Extract for 1098-T No No No No Yes
Former Octob May July Projected
System er 2001 2002 2004
ICCIS to BiTech Student Address Extract for Yes No No Complete Yes
Refund Processing AuxSvcs not
Master Calendar No Yes Yes Yes Yes
Master Events Calendar No No No No No
Facilities Inventory No Yes Yes Yes Yes
Parking Permits Yes Yes Yes Yes Yes
Facilities MIS Reporting No Yes Yes Yes Yes
Application Security Yes Yes Yes Yes Yes
Distributed Network Printing No Partial Yes Yes Yes
College departments may create and maintain departmental databases. IET
does not have any involvement with these databases. It is not known how many
departmental databases exist, the reasons for these databases, if these systems
are adequately backed up, properly secured, or accurately maintained. These
systems generally run on an employee’s personal computer or on a small
departmental server. IET does not create data extract files for the majority of
these databases. It is, however, a concern when it is found that that these
databases are not properly maintained and secured. The lack of integration
between various databases becomes problematic for the user community when
data in ICCIS does not agree with their own database or if the data captured is in
a different format and there is a desire to integrate the databases with ICCIS.
For example, it is difficult to determine which student identification number is
correct when the change is made in one database and not in the other(s).
The proliferation of personal computers and local area networks has, in many
cases, improved individual productivity while at the same time created mini
versions of the mainframe computer. Whereas the mainframe creates a single
bottleneck in terms of service and support, these many smaller systems create
many, many smaller bottlenecks. These systems require substantial staff time in
collecting data, keeping it up-to-date, and reconciling discrepancies between
multiple databases. These tasks add additional costs to personal computer
maintenance, hardware and software upgrades, training, and user support.
IET recommends that consideration be given to consolidating the functionality of
departmental databases into the College’s integrated system to reduce the need
for duplicate data entry and ensure the databases are properly maintained and
Administrative Systems’ Planning
Administrative systems’ planning is intended to promote the alignment of
administrative systems with the needs of the campus. The College Information
Systems programmers work on projects approved and supported by the Vice
President of the area that generated the work request. Prioritization of work
requests was formerly done by the Administrative Systems Advisory Committee
(ASAC). Currently, each VP now has the responsibility of setting priorities for
work requests in their respective area.
It is the intent of the College Information Systems group to devote programmers
to work simultaneously on the highest priority projects established by each Vice
President. In the event that projects are competing for the limited programmer
labor pool the Vice President of IET with the advice of the Director of College
Information Systems will resolve the order of project completion in order to meet
the needs of the campus.
Project Approval and Prioritization Process
Programming modifications and new programming requests are to be submitted
in writing to the Director, College Information Systems, using the ICCIS Request
Form. This form is available at the Help Desk. The form is also available
electronically by request.
Emergency requests and problem reports are handled as they arise. Problem
reports receive the highest priority. All standard requests for new or modified
programs will be reviewed by the Vice President of the requesting area for
consideration and approval. The Vice President will consider the impact of the
request on other project requests that are in progress or not started.
Each month a status report of projects completed, those in progress, and those
on hold will be sent to each Vice President for the purpose of keeping them
informed on progress of the requests from their area. The Vice Presidents are
encouraged to contact the Vice President of IET with any questions and
concerns they may have on projects in their area. Discussion can be held at the
weekly President’s Cabinet meeting to review the latest status report and resolve
Current and Planned Projects
Online Student Services
To provide seamless access to services at the College, it is necessary to have a
variety of student services available via the Internet. This will allow students to
experience Mt. San Antonio College with a minimum amount of on-campus time.
Web and kiosk access to ICCIS is the transformation of a traditional on-line
application for use over the World Wide Web. For example, the new kiosk
system has the ability to deliver information via the kiosk or the World Wide Web.
The kiosk uses a Web browser and Web server to present information on the
screen, which then makes it easy to deliver the same information over the Web
with no change to the kiosk application. The kiosks currently support the ability
to vie and print: the student class schedule, unofficial transcript, and semester
grade reports. Plans for additional functionality are identified below. This project
will greatly enhance kiosk and web site functionality without the duplication of
This project involves student and faculty access to ICCIS data. All access is
controlled by the requirement of a student or employee number and a personal
identification number (PIN). This will grant the person access to his or her own
information as well as other general campus information, such as the class
The following student records accesses have been completed: Student Class
Schedule, Open Class Search, Student Term Grade Reports, Unofficial
Academic Transcript, PIN Number Change, E-mail Address Update, and Class
The following have also been identified for student records access:
Admissions Applications – Focus to include the community education and
non-credit programs as well as credit programs.
Student Records – Ability to review and update mailing address information,
telephone number, program of study, and educational goals. Also provide
support for enrollment verifications, transcript requests, and other current
paper-based functions related to student records.
Class Registration – Process student class registrations including support for
wait lists and a conditional drop/add process.
Student Accounts – Provide ability to check account balances, deferred
payments, obligations, pay fees and obligations with credit card payments,
request refunds, and request 1098-T forms.
Assessment/Placement – Provide ability to view assessment scores and
Degree Audit – Provide ability for student to check their educational progress
against a selected Program of Study, transfer credits to the California State
University system, and other baccalaureate-level institutions. Provide ability
to compare against Articulation Agreements with other institutions.
Student Educational Plan – Couple the advisement function with the ability to
complete, update, and track status against an individual educational plan.
Financial Aid Status – Focus on access to awards, award letters, student
document requirements, missing documents, scholarship information, and
related web sites.
Other Web accessible Student Services information requested includes:
Transfer Registry – Students complete application to the registry to receive
services and to enable staff follow-up and measurement of progress towards
goal; this is a College-wide goal and KPI.
Career Placement Registry - Students complete application to the registry to
receive services and to enable staff follow-up and measurement of progress
towards goal; this is a College-wide goal and KPI.
Web Page Development for Student Services – prioritized, integrated – the
look and placement of student services on the College’s website—how will
integrate to other offices, services, how to link to other college and off-
campus sites. Student Services departments have indicated a need for
assistance with this development and maintenance effort.
Key Links to On-Campus and Off-Campus Sites – ASSIST, scholarships,
services, CSU and UC applications for admission.
Online Faculty/Staff Services
The following have been identified for Faculty/Staff access:
Faculty/Staff Records – Ability to review and update mailing address
information, telephone number, e-mail address, personal web address, faculty
teaching schedule, and faculty office hours, etc. Provide ability to update or
reset the assigned personal identification number (PIN).
Forms and Applications – Provide for electronic forms processing.
Implement WebCMS – Course Management System
WebCMS was purchased to handle the Course Approval process. IET is working
on the implementation of this software application. Extensive changes to the
standard course outline have been made to enhance WebCMS’ ability to better
validate data input as well as enable automatic update of ICCIS when a new
course or new course version is approved.
Data Warehouse Support
The following have been identified for Institutional Research access support:
Data Warehouse – Ability to review pre-prepared data warehouse reports.
Research Reports – Provide reports on student and staff data profiles. Focus
on enrollment trends, special student populations, and institutional
Chancellor’s Office Reports – Provide access to current and historical reports
and data from the Chancellor’s Office. These reports and data come from Mt.
SAC’s MIS reporting to the Chancellor’s Office.
Enhancement of the Instructor Resource Management Functions
Instructor Resource Management functions have been partially implemented.
There is an Instructional Management work team that has been meeting to
identify the changes necessary to support full and accurate FTEF reporting,
calculation of the Full-Time Faculty Obligation (FTFO), monitoring of the 50%
and 60% rules, and to better support the requirements of the Hourly Payroll
Implementation of Wait Lists, Guaranteed Enrollment Plans
This project is under investigation and definition. The work team is talking to
other California Community Colleges to determine how other schools handle wait
lists and to discover potential pitfalls and decisions that must be made before
SEVIS: INS Mandated Tracking of Foreign Students
SEVIS is a mandated compliance issue from the INS. The College must comply
with this mandate by January 31, 2003 or it will not be allowed to accept foreign
Implement Credit Student Refund Policy Changes
Automate functions of the fee refund policy once it is approved by the Leadership
Council. The proposed changes will require additional programming to handle
the automation and reduce the amount of manual data input.
Implement Credit Student Fees Calculations
Standard fees are calculated correctly in ICCIS. Problems come about when
some fees are to be waived or not accessed. These transactions are currently
being handled manually by the Bursar’s Office. Changes to the Student Fees
assessed amounts, calculations, and automation will be addressed once the
student fee assessment policy is approved by the Leadership Council.
Complete Data Conversion Problem Resolution
IET plans to complete the data conversion error resolution process this fiscal
year. There are approximately 60 Course IDs that overlap with other Course IDs
and cause problems on student transcripts when it cannot pull up the correct
course and course version. These Course IDs will need to be changed to
eliminate the overlap and student academic history problems.
1098-Ts: IRS Reporting of Student Fees
In 2003, the College must provide students with detailed fee information related
to the fees paid for classes. Some fees paid by students are in ICCIS, others are
in Bi-Tech, the system purchased and used by Auxiliary Services to handle its
accounting functions. Auxiliary Services is contracting with the vendor to provide
an extracted file for using in calculating total student fees and producing detailed
Interfaces between Bi-Tech and ICCIS, Bi-Tech and Sigma SAM, ICCIS and
The Interface Team is exploring ways to exchange data with Bi-Tech and
MetSys. Bi-Tech data extracts are handled by contracting with the company to
provide the extract file. Mt. SAC must also contract with Bi-Tech for data import
into Bi-Tech functionality. ICCIS and Sigma SAM already exchange data but
additional data exchanges may be identified as necessary. MetSys, a software
application used by the Community Education Center, has data export
capabilities but no data import capabilities. Discussions will take place with the
vendor once the data to be exchanged is identified.
Eliminate the Use of Social Security Number for Students and Staff
Identity theft and increased concern for privacy draws attention to the use of
Social Security Numbers (SSN) as identifiers of our student and staff data
records. The State of California enacted legislation in July 2002 to restrict the
use of SSN. Per legal counsel, this restriction applies to K-12 but does not apply
to higher education. Federal legislation is still pending related to similar
restrictions but as of this time has not made it through committee approvals. It is
predicted that this legislation will not be passed or enacted this year. IET plans
to determine the scope and estimate for moving to an assigned number for
student and staff records.
Tracking of Special Student Populations
Special student populations have been identified in conjunction with Student
Services and Student Learning. ICCIS currently has the ability to track a student
population at the student level rather than the term level. There is a need to also
track a population at the term level. IET plans to add this functionality at the term
level which will enable better cohort tracking.
Administrative and Academic Information Systems
The World Wide Web brought more information that anyone thought imaginable
to the fingertips of those requesting information. No longer is there a need to go
to a specific location to obtain a particular service when it can almost always be
obtained from any computer with an Internet connection.
Increasing demands for information services to faculty, staff, and students is
driving the need for greater convergence of administrative and academic
information systems. The growing e-learning environment, whether it is a whole
or partial online course, requires information from administrative systems as well
as providing the capability for a faculty member to organize and control the
delivery of course materials to students. Course Management Systems for the e-
learning environment is not something that administrative systems software
vendors gave much thought. Consequently, the software applications available
to support the e-learning environment have been developed as stand-alone
systems. Currently, no single vendor is able to provide the level of integration
between systems to automate the administration of the e-learning environment
and couple this with the information resources available in administrative
information systems. This is not to say that it is not on the horizon, because it is
a vision of education-application systems ERP vendors today. These vendors
have formed partnerships with Course Management Systems software vendors
to bring the needed integration between administrative and academic systems.
Batch, not real-time, processes are being used to update databases in the e-
learning academic environment. This prevents round-the-clock access to
information as well as a substantial time delay before the e-learning system is
updated with the current day’s administrative system activities.
In the April 2002 issue of Syllabus, Bob Moul, SCT Global Services, says, “As
the traditional definitions for what is administrative or academic continue to blur,
the focus for future technology applications needs to be on a broader, e-
education architecture. The institution’s strategic technology plan must look
across all current application systems for gaps in the support of teaching,
learning, and business processes, as well as deficiencies with respect to the
expectations of users. The goal is to equip the institution to adapt to, and keep
pace with, what is becoming a dynamic market for postsecondary education
services, traditional and non-traditional.”
Information Systems and the Internet
John Van Decker, an analyst at the META Group IT Research firm in Stamford,
CT, predicts that it is only a matter of time before organizations will shift to web-
based applications. ICCIS is a legacy system which was not designed to be
web-based but has been made Web-accessible through the use of a middleware
application server. In general, legacy systems are increasingly difficult and
expensive to upgrade, support, and maintain. Van Decker states that companies
“will lose out on the savings that easy-to-maintain web-based solutions provide.”
On the other hand, replacing any existing information system is expensive to
replace, not only in terms of software and hardware but also in terms of human
resources, process reengineering, and training.
A web-based solution can provide open access to legacy data silos where data is
stored on the mainframe as well as take advantage of using network servers and
personal computers to bring together a flexible architecture in a decentralized
management role. All of this information can then be pulled together into a Web
portal. Forging ahead with the use of Internet technologies to pull together a
wide range of information together in a Web Portal should be carefully planned
and thought out in terms of the system architecture and the content to be brought
together for presentation and use.
The use of Internet technologies will not necessarily reduce the employee
headcount for an organization. A greater potential lies in making improvements
in business processes and in systems rather than in the area of reducing the
need for staff.
Enterprise Application Integration/Interoperability
Enterprise Application Integration (EAI) is the unrestricted sharing of data and
business processes among any connected applications and data sources in the
enterprise. The need for EAI comes from the proliferation of in-house developed
or purchased stand-alone systems without considering a central vision or
strategy. Many times the applications use older technology but function well for
the organization. Many of these systems use non-standard data storage and
application development technology. Additionally, many application software
packages were not designed to access other systems outside their own. Many
systems were not designed to be web accessible.
Mt. SAC has many stand-alone systems that users now want to connect and
share data between. For example, there is a need to share data between ICCIS
and MetSys. ICCIS is a mainframe-based system and MetSys is a FoxPro
database on a Windows NT network. Data is extracted from ICCIS and sent to:
the Library’s proxy server; SIRSI, a library automation product; Student Health
Service’s MedPro system; the Data Warehouse. IET has many additional
requests for data extracts, such as: Photo ID system, SacBookRac book
inventory system, and Microsoft Access compatible extracts for student progress
research and tracking purposes.
Essentially what is happening is the ICCIS system extraction and replication of
data to other of the College’s databases. Of course, when the data changes in
ICCIS, it again must be extracted and re-loaded on these systems.
Though this approach is workable, it is obvious that it is time-consuming and
requires different strategies for transferring data to other systems. Several
software products address the issues of application integration. IET has
investigated these products and are developing a strategy for easy sharing and
access to data in the many stand-alone systems on campus. This investigation
is being done in conjunction with the Data Warehouse project.
A portal is a Web site or service that offers a broad array of resources and
services, such as e-mail, forums, search engines, and on-line shopping malls. It
is used to create a personalized vision of the Web. From an academic
standpoint, a Web portal can be used to deliver information specific to the
College’s programs and services. It can also allow for a student or staff member
to set specific preferences about the content they wish to view when entering the
A portal offers the opportunity to bring all College information resources together
in an organized manner to make them easily accessible and have the ease of
dynamically changing the content once the portal has been created. A well-
planned strategy for a portal includes course capabilities, campus life services,
and administrative services. Course capabilities include links to class sites, a
grade book entry/display system, and the ability for students to submit
assignments online. Campus life services include information about campus
events, links to other campus media, ability to locate fellow students, purchase
books online, and the ability to purchase tickets for campus events.
Administrative services include the typical administrative transactions students
must do to register for class and pay for fees. Additional links could be provided
for making counseling or health services appointments.
Major ERP vendors utilize Web portals as part of their product offerings. There
are also free Web portal software products available (i.e., uPortal) as well as the
products being marketed such as Campus Pipeline. META Group’s Research
Trends for 2002 include predictions that 2002/03 will be the year when
organizations begin to exploit portal architecture and Web services principles. By
2006, the personalized portal framework will be used for most common services.
Gartner Group predicts that 80% of U.S. colleges with enrollments of more than
1,000 will have a campus portal by 2005. Business intelligence tool suites will
also begin to be deployed through enterprise portals. Web portals are a
technology trend that should be further investigated and studied for use at the
Web services came about from an evolution of component-based software
development which can be used to support Enterprise Application Integration. It
does not, however, eliminate the need and use of an Enterprise Application
Integration middleware infrastructure.
Web services are not transactional in nature and provide basic non-session-
based “request/response” functionality. In addition, Web services standards do
not yet define security, operational management, workflow, business rules,
transactional integrity, and other elements of an enterprise-ready computing
Web services provide a platform for almost limitless interoperability between
different programs and computing platforms. They are built on HTTP and XML,
rather than on proprietary protocols, and exchange information using Simple
Object Access Protocol (SOAP). Each service describes its own capabilities
using Web Services Description Language (WSDL). Web Services are open in
nature. For example, an application needing a particular service could locate it
on the Web using Universal Description, Discovery, and Integration (UDDI),
determine its capabilities by examining its WSDL document, and immediately
begin using the service. It is this openness that makes Web Services a target for
Security poses the greatest risk for this technology. The key security
requirements for Web services include authentication, authorization, data
protection, and non-repudiation. In digital security terms, non-repudiation means
to ensure that a transferred message has been sent and received by the parties
claiming to have sent and received the message. Non-repudiation is a way to
guarantee that the sender of a message cannot later deny having sent the
message and that the recipient cannot deny having received the message. The
use of digital services is one method for obtaining non-repudiation. At this point,
industry standards are in the development stage to address these issues. As
with other Internet technologies, there are competing standards that are working
on the security issues. Ultimately, the success of Web Services in an e-
commerce environment will depend on these standards.
Web services and related technologies show great promise. These services
allow the re-usability of software that was closed and can now be shared on the
web as a service with a minimum of re-work of the interface. When built on top
of existing architectures, an organization can expect a high return on investment.
META Group also sees great promise in Web Services. Its Research Trends for
2002 indicate that Web services will emerge in 2005/06 and displace component-
oriented development such as J2EE, CORBA, and COM+.
Extensible Markup Language, or XML, is a specification developed by the World
Wide Web Consortium (W3C). XML is a pared-down version of SGML (Standard
Generalized Markup Language), designed especially for Web documents. SGML
is a system for organizing and tagging elements of a document for formatting
purposes. It allows designers to create their own customized tags, enabling the
definition, transmission, validation, and interpretation of data between
applications and between organizations. XML has already emerged as a
standard for Web services. By 2005, the META Group predicts that XML will be
dominant in the data exchange layer when integrating disparate systems.
The distinct advantage of XML is the ease of data exchange that is possible by
establishing a mutually-agreed upon format. Each partner in the data exchange
is able to maintain its own closed, proprietary system without having to take into
account the architecture of the other partner’s systems.
Use of XML also has risk with respect to security. Until security standards are
set, the use of XML data sharing should be limited to a virtual private network
(VPN) or extranet. XML currently is transmitted unencrypted which poses great
security risks when sensitive information is transmitted.
Mt. SAC must acquire and utilize this technology in the near future. SEVIS, the
INS’s newly developed system for tracking and reporting foreign nationals, must
be fully operational by January 31, 2003. SEVIS was developed using XML, and
Mt. SAC is required by law to comply with SEVIS reporting requirements or
cease to allow foreign students to attend Mt. SAC.
Disaster Recovery/Business Continuity Plan
The development of a Disaster Recovery/Business Continuity Plan is broken into
two components—disaster planning and disaster recovery. Disaster Planning is
the process of anticipating and providing for disasters. A disaster can be an act
of nature (earthquake, flood, or fire), a human act, hardware failure, software
error, or erasure of an important file. Disaster planning focuses primarily on
three issues: 1) maintaining the contingency plan for the recovery of systems
and information; 2) maintaining the integrity of the information; and, 3) keeping
the information system running until normal operations can be resumed.
Disaster recovery is the implementation of the business resumption plan.
Although Mt. SAC has known of the importance of disaster planning and
recovery for many years, very little has been done in this area and IET is not
adequately prepared for a major disaster.
Mt SAC’s Disaster Recovery/Business Continuity Plan will encompass all central
computing, network infrastructure, and telecommunications equipment.
D. User Support & Network Services
The use of information and educational technology at Mt. SAC depends on
providing students, faculty, and staff with appropriate access to technology. The
nature of academic work will require students, faculty and staff to have reliable
and high-speed access to the network from offices, homes, and virtually all areas
of the campus.
Telecommunications has become one of the most important and fundamental
technologies in recent years. It promises to be even more so in the future. It is
changing greatly the manner in which we teach and conduct business.
Telecommunications at Mt. SAC consists of two components: the voice, video
and data campus networks and services, and the connections from this
infrastructure to national and international telecommunications networks
Mt. SAC is fortunate in that we have considerable expertise and organizational
strengths and skills in the management of our communication networks. The
User Support and Network Services team within IET has the responsibility of
maintaining and configuring the campus networks to the latest standards.
The mission of the User Support and Networking Services team is to provide
timely, competent, and friendly support for all district owned technology systems
including client/server networks, digital imaging systems, desktop computers,
and voice/data communications systems campus wide. The team uses a pro-
active approach in striving to exceed customers’ expectations in an ongoing
pursuit of service excellence. Additionally this team is responsible for providing
recommendations to the Vice President, IET, for upgrades and enhancements to
the campus voice and data network infrastructures
The User Support and Network Services department is comprised of four units:
Telecommunications & Audio Visual, Network Administration, Desktop Support,
and Help Desk.
The Telecommunications & Audio Visual team is responsible for designing and
implementing the physical aspect of the campus communication infrastructure.
The Mitel telephone switch and the Active Voice Response voice mail system are
the key components of the voice communication system on campus and are the
responsibility of this team. Additionally, the installation of the campus’ data
infrastructure consisting of routers, switches, and hubs as well as cabling and
jack termination is overseen by this team. The quantity and complexity of the
Audio Visual work has increased tremendously in recent years necessitating a
re-evaluation of both the quantity of the staff and the position descriptions.
Historically this work consisted of things like bulb replacement and removal of
broken media lodged in the works of a projector. Advanced diagnostic and
soldering techniques are now employed to do component level repairs on the
high tech electronic components of the audiovisual equipment on campus
requiring maintenance and repair. Recent staffing changes will require
outsourcing of some of this work.
Network Administration is another major growth area on campus. This group is
responsible for server maintenance as well as network security and integrity.
The rash of highly publicized attacks on various business enterprises has
brought network and server security to the forefront of most enterprises. IET
currently has four and a half Network Administrators. Each has a unique area of
responsibility. Three oversee the computer operations in academic areas: the
LTC, the Business Division, and one works to improve network server
administration in the other unsupported academic areas. The other two share
the centralized IET server support. One of those also supports Community Ed
while the other is contracted out to Auxiliary Services half time. All of these
individuals also endeavor to insure that Mt. SAC has a safe and secure network
environment by constantly monitoring and improving our network security.
Future concerns in this regard will be the wide-spread implementation of wireless
networking technologies on campus.
The Desktop Support team is responsible for installing, maintaining, and
supporting enterprise desktop computer systems and their peripherals. They
also provide consulting and recommend solutions to client hardware and
software problems. Additionally they assist with maintaining the safe and secure
computing environment by installing and keeping current workstation antivirus
software. With the passing of the Campus bond project and the associated
growth both in the Campus and in the quantity of technology on it, this team will
need to grow with the campus to continue to provide the high quality support the
campus has become accustomed to. Additionally, the Open Space Technology
(OST) report clearly indicated a desire to “align support services with instructional
hours”. To accomplish this alignment, additional staff is required.
The Help Desk acts as the campus community’s single point of contact for the
resolution of technical problems. In addition to providing initial first line (level
one) support, the Help Desk also prioritizes and dispatches the unresolved calls
creating an efficient call resolution process. This team too is affected by the
increase in quantity of systems on campus and the stated desire to “align support
services with instructional hours”. Of concern in this area is our reliance on part-
time hourly staff for so vital a function. Staff churn has consistently been an
obstacle to maintaining the desired Quality of Service (QOS). Adding additional
full-time staff will be required as Campus reliance on this service increases.
Because of the nature of this department most of our projects and priorities span
across several functions. Meaning several or all of the units within the
department are involved at various stages of the project.
One of our key projects is the Campus Network Upgrade. We are installing a
distributed network core with 4 to 8 gigabit interconnectivity. From the core we
will provide switched gigabit links to each building and switched 10100 megabit
connectivity to each desktop or, at least, to each classroom. This is a significant
upgrade to our current and past shared 100-megabit backbone and shared 10-
megabit desktop connections. This is required to support many of the programs
currently on campus and most of those proposed. For example there is currently
a Real AudioVideo server on campus capable of 100 simultaneous sessions of
streaming video. If this server were put into use with just one or two sessions it
would monopolize the current campus network rendering everyone else on
campus unable to access the network. Upcoming projects, which require an
upgrade to the network, include the LTC Language Lab going on-line with
massive streaming audio files, Library Databases on-line, the new Real Audio &
Streaming Video server, Distance Learning in General, and The Document
Many of the reasons stated for the Campus Network Upgrade also apply to the
need to upgrade the Campus Internet Connection. Two years ago we were able
to double the size of the campus Internet connection from 1.5 Mbps to 3Mbps.
Immediately we were using 75% of the new connection and within four weeks we
had hit 100% utilization during peak times. The demand for Internet bandwidth
continues to grow. The Chancellors office via the 4CNet and TTIP programs
have been trying for over a year to upgrade Colleges such as ours to a 10Mbps
fractional DS3 level of service. This has been an on-again off-again effort which
is currently back on. We anticipate that even this upgrade will be insufficient to
support the current demand. IET undertook a project to provide an additional
10Mbs fractional DS3 and has identified funding for it. We hope to install that
within six months of 4CNet installing the infrastructure to support it.
Location and quantity of Emergency Phones has become an issue on campus.
IET’s Telecom team is working with Facilities and Maintenance to plan for and
install several more “Blue Light” style phones around campus.
Our Telecommunications budget of $10,585 is woefully insufficient to maintain
the needs of the campus. This year a required software upgrade to the campus
PBX cost $40,000. Estimated costs to install the phones required to
accommodate the growth in campus staff was $30,000. Assuming we proceed
with the proposed project to install a phone in every classroom and to provide a
phone for each faculty member there will be an additional 400 instruments and