september 27, 2013 information technology governance
TRANSCRIPT
SEPTEMBER 27 , 2013
Information Technology Governance
Agenda
Review of actions and decisions from previous meetingCompleted projects since previous meetingQuestions/Answers for Completed Projects and Status Reports
(circulated material)New and Emerging initiativesDemonstration of the re-designed IT Services websiteUpdate on mobile application roadmapReview on Model ClassroomHigh level view of IT Services strategy IT Services support statisticsAny other business
Next governance meetingReview of actions and decisions coming out of this meeting
Actions from previous meeting
Completed Projects
Key Performance Indicators
AV Booking System V2
Automated Password Reset
Banner Finance/AR Upgrade
IT Website Redesign
Laptop and Desktop Refresh
Penticton Environmental Phase I
Preventative Maintenance Application Requirements
Projects in progress – Questions?
Automation of Staffing
Dean’s and Director’s List
Exchange (email) rollout
FAST 4.1
Financial Awards Consortium
SARMS replacement
Service Review
Student Job Postings
Emerging initiatives
OUC Banner Replacement (Informational – Mitigate Risk)
Document Imaging Server Replacement(Informational – Mitigate Risk)
Evisions Upgrade (Argos, FormFusion, Intellecheck, MAPS)(Informational – Compliance/Support)
Central Data Warehouse (CDW) Extract Process(Informational – Process improvement)
SARMS Redesign(Informational – Compliance/Support)
Consent to Release Self Service Channel(Client initiated)
Demonstration of the revised IT Services website
History of OC Website Prior to April 2013, OC had over 120 separate templates to maintain Through the re-design we simplified our template layout and
narrowed that down to only 3
Objective To update IT Services’ current website with up-to-date, useful and
well placed content.
Benefit Reduced calls to the helpdesk because self-help information
can easily be found via the website. Implement and test a new template leveraging “Responsive Web
Design” Increased accessibility from mobile device ( currently, IT website
only)
Update on mobile application roadmap
The BlackBerry version of OC Mobile was approved in August and is now available on BlackBerry10 and Playbook as well as Android and IOS phones. We also have a Web App version which is accessible via Chrome.
Version 3.1 - October 2013 New Features
Bookstore Events app Contact information for emergency app Inside OC public link
Technical Improvements Implement Google analytics
Update on mobile application roadmap
Version 3.2 - December 2013 New Features
Program/course calendar app Unified calendar (class schedule, events, important dates) Staff: College Matters Staff: Leave balances (read only) IT staff: IT system tools
Technical Improvements Use Sencha routes to enable history support; update the Sencha touch SDK Windows phone development and support Implement Sencha profiles for better tablet support Implement OCExpress security for staff access to apps
Version 3.3 – February 2014 New Features
Push notifications Update the interface to modern URL (slide technology) Standard user interface direction
Review on Model Classroom
Interactive Whiteboard (Epson Brightlink) 2nd display (for instructor or student use - ie.
backchannel?) Instructor computer workstation HDMI connection to displays (with VGA adapter
for older machines) Wireless connection to display (for
instructor/student laptop, iPad) Document camera Videoconferencing capability (BlueJeans,
LifeSize) Webconferencing capability (Blackboard
Collaborate, Teamviewer, Skype) Lecture capture capability Sufficient wireless network capacity for entire
class to be using laptops or mobile devices
Create a space on each campus where instructors can gain familiarity with current educational technologies in use at Okanagan College
PRESENTATION
Information Technology Strategy
•Summary of progress•Strategy Map•Emerging directions•Proposed Next Steps
Agenda
BACKGROUND AND CONTEXT
IT Strategy
June: Kick-off orientation
meetings
July/August Consultation with
Stakeholders
October onward:Additional consultation
and draft writing
Explore
Nov/Dec: Draft document; feedback from
governing groupsMarch: Amalgamate
feedback for PlanEnd April: IT Directions
Plan
Navigate…Discover
MAJOR FOCUS AREAS/THEMES
IT Strategy
17
OUR USERSGrow Technology Enabled Learning Environment
Advance student IT environment
Technology supported student success
Enable research objectives
Enable outreach
PROCESS AND SUPPORT SERVICES
Secure Technology EnvironmentEnable operational excellence
ORGANIZATIONAL CAPABILITIES and CULTURE
Be easy to do business with
Build an IT knowledgeable community
Build Collaborative relationships
Leverage Innovation
Theme 1 - Advance Student IT Environment Developing, supporting and enabling a technology environment that will foster student productivity, active communication and collaborative learning.
• Flexibility for BYOD• Mobile applications roadmap• Wireless• Enhance LMS and complementary tools• Social media strategy - connectedness• Access to open learning resources• Student advisory committee for technology
Our Users
Theme 2 - Grow technology enabled environmentDriven by the needs of teachers and learners, building classroom and virtual environments that enable flexible use of current learning technologies and can evolve to incorporate future technologies.
Theme 3 – Technology enabled student successUsing analytics to connect students to supporting resources (information and people)
Our Users
Theme 4 – Enable applied research objectives Access to required resources for research purposes and provide a public face to research activities.
Theme 5 – Technology enabled outreachProvide new and innovative technology to engage and inform a broader cross-section of the public and stakeholders about OC programs, activities, and research
Our Users
Theme 6 - Enable operational excellenceEach and every employee can see the flow of value to the customer, and fix that flow before it breaks down
Theme 7 - Secure Technology EnvironmentPromote a secure computing environment balancing the need for openness and sharing that is essential for learning
Process and Support Services
Theme 8 – Leverage innovationContinuously seek new technologies and evaluate how and where they might fit into the organizational needs or add business value.
Process and Support Services
Organizational Capabilities and Culture
Theme 9 – Easy to do Business withHelping faculty, students and staff solve their technology
problems quickly and easily.
Theme 10 – Build collaborative relationships Meet regularly to exchange direction, ideas and information regarding issues to address, opportunities and service approaches
Theme 11 - Build an IT knowledgeable community
Assisting people to become comfortable with the concepts, and operations of available technology, allowing for the knowledge to choose products appropriately, operate them properly and do basic troubleshooting when something goes wrong.
Organizational Capabilities and Culture
• Present themes and projects at Deans forum• Seek agreement that continuing with planning
process is advantageous given the time and effort required
• If yes
• Seek agreement on prioritization criteria• Identify workshop participants and facilitators• Design and dry run workshop (TOR)• Conduct workshops• Prepare report
Proposed Next Steps
Compliance • Meet regulatory or contractual requirements or
to mitigate high risk
Run the Business• Do what we do today more efficiently
Grow the Business• Do what we do today more effectively – today’s
challenges
Transform the Business• Change the way we do business or change
culture
Project Definition - Type of project
• Strategic alignment• Value to students• Value to employees• Risk • Potential for sharing solution• Impact • Cost
• Rate 0 – 3• Potential to add weighting
Criteria Options
Support overview
IT Service Requests
Request Type Sept 11-12Sept 12-13
ACM 21 23Account Maintenance 638 832Computer & Equipment 97 84Computer Upgrade 8 172Duplicate IDs resolved 241 51IT Request General 5063 5722Lynda Com Account 220 119Lab Issues 194 270Laptop Loans 80 78Moodle 88 223Password Reset 3216 2714Records Storage 116 74Total 9982 10362
FAQsSept 11-12
Sept 12-13
Questions answered on line 400 417FAQs viewed on line 49,969 246, 235
IT Request General Sept 11-12
Sept 12-13
Software 820 915Networks/Telecom 1194 1317IT Technicians 2212 2574Admin, Misc 837 916Total 5063 5722
Current Open Request Count
Networks Technicians IT general
Any other business
Next governance meeting
Review Actions and Decisions