Annual Plan Progress Report Form - College of the …collegeofthedesert.edu/fs/CPC/Documents/Progress Reports... · Web viewAnnual Plan Progress Report Form Strategic Planning Annual

ANNUAL PLAN PROGRESS REPORT FORM

Strategic PlanningAnnual Plan Progress Report

FY: 2010/2011Office/ Program: Information Technology & Institutional Research Completed by: Bina Isaac

Goal: 1 Empower Users with Research and Data Primary Person & Others Involved: The Dean of ITIR and IT and Research staff

Objective: 1.1 Customize the research web page to meet user’s needs.

Assigned Groups: ITIR

Action Plan: 1.1.1 Get input from users and design the research web page to meet their needs

Assessment Process: Completion of the project and presenting it at the various committees such as the End User data Committee, Administrative Computing Committee, Ed Tech Committee, President’s Cabinet, etc.

Estimated Cost: One Time : Time and effort of ITIR staff

Funding Source: None

Ongoing: Time and effort of ITIR staff and may be web tools

Time Line: On going

November, 2010

Retired the obsolete Research server

Deployed new research site on the new server

Consulted various educational research sites and emulated key functionalities/features E.g. Palomar site – fact book

Consulted key users to prioritize what was needed

Organized information

Changed terminology to college terminology – E.g. Data ware house to Report Libraries (Information warehouse)

February, 2011

Trained specific users in HR, A&R and Financial Aid on a weekly basis

Demonstrated & presented new functions in Datatel at Administrative Computing Committee and End User Data Committee

Presented the SIP (System Interruption Plan) in Datatel at the Administrative Computing Committee.

Completed the Pre-req. verification programming and working with cohorts.

Doubled the no. of queries on Informer that are deployed automatically.

May, 2011

Completed the Student Characteristics File and updated it on the Research page

In the process of compiling Datatel Data Dictionary Compilation (local site). This is a summer project as it needs input from various Offices, especially A & R.

Refined IT & IR main web page, as well as the Research web page

Created the following publications for constituents:

Catalog of ServicesFactbookAccreditation Data Book

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FY: 2010/2011Office/ Program: Information Technology & Institutional Research Completed by: Bina IsaacAdded new functions and links such as Data Dictionary for datatel, Chancellor’s office, etc.

Documented timelines (all major submissions)

Created attractive graphics

Added Important Links

Presented the new research page to the various committees

Continue to provide training on Informer and Data Discovery to promote the use of data.

Submitted all reports to the state & federal agencies.

Completed the BSI Assessment Survey for IPEDS

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Goal: 1 Empower Users with Research and Data Primary Person & Others Involved: The Dean of ITIR and IT and Research staff

Objective: 1.2 Collaborate and support key personnel on the BSI and BRIC projects.

Assigned Groups: ITIR & BSI members

Action Plan: 1.2.1 Work with the vendor in the design, analysis and customization of the surveys and data warehouse project

1.2.2 Collaborate with the end users to meet their needs via training and reports generation specific to this project (BSI)

Assessment Process: Completion of the project

Estimated Cost: One Time: BSI funds Funding Source: None

Ongoing: Time Line:

November, 2010

Met with all members of BSI group along with the vendor

Did a systems analysis of the project and conveyed the specifications to the vendor

Specifications on the survey, reports were provided.

It was decided that the data warehouse project is not proceeding, but the survey project is moving forward.

Collaborated with the vendor on technical details of the survey project

Waiting on the hardware purchase for implementation and testing of the survey project.

February, 2011

Tom Jones’ reclass completed and is dedicated as a liaison to all academic units

Each ITIR staff assigned for each major area

Met with the Program Review Coordinators

Provide individualized custom onsite consultation for departments

Customization of EMS for Cost Projections for Summer Enrollment

Met with all members of Leadership group (all who came down to TLC) one on one for their individual/departmental research needs

Completed all Add/Codes reports for faculty – tracking of codes, distribution of codes, etc.

May, 2011

Worked very closely with the End User data, BSI and Administrative computing committees to meet their reporting needs.

Worked on the STRK (Student Right to Know) project with the BSI committee

Provided continuous training at TLC on Informer Query tool as well as Data Discovery class. Offered the same at Classified Tech as well as Flex.

With the major changes in MIS, completed the Race/Ethnicity Cleanup for 09/SU, 09/FA, 10/SP

Met with all the members of the leadership group who were available and showcased what we have readily

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Improve the de-reg for non-payments via custom reports

Completed all reports for 1098T

available as well as did a needs analysis on their future needs (app. 40 appointments)

Several custom reports were created at the users’ needs

Several surveys were created as requested by the various departments, especially Nursing

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Goal: 1 Empower Users with Research and Data Primary Person & Others Involved: The Dean of ITIR.

Objective: 1.3 Create standard custom reports. Assigned Groups: ITIR

Action Plan: 1.3.1 Perform technical systems analysis

1.3.2 Empower users to create their own reports or assist them with their custom reports

Assessment Process: Users are self-sufficient in creating their own queries

Estimated Cost: One Time: Time and effort of ITIR staff


Ongoing: Time and effort of ITIR staff and may be more query tools

Time Line:

November, 2010

Increased Informer reports to a total of 2280

The total number of Informer users have reached to 185

We have now over 179 custom scheduled reports sent daily/weekly to users via email, web or by phone

Made presentations at End User data committee

Having membership at Deans meeting, Administrative Computing committee and End User data committee, the Informer tool was presented & information disseminated

Created Live excels that work with Informer were created for Math department

Updated the taxonomy in EMS.

February, 2011

Perform technical analysis of the needs of the various dept. (HR, A&R, and Financial Aid) and assist accordingly.

Pre-requisite verification evaluation sheets were created.

Worked with Financial Aid to activate new features in Web Advisor.

Met with PRU coordinators to refine the form

Demos of other packages such as EMS and Research pages are also done on a periodic basis

Smart Tool (CalPass) demo was scheduled for all data-related entities on campus

May, 2011

Initiated several new training sessions (Data Discovery, Informer, open lab sessions, etc.)

Working with A&R on the Communications Management module of Datatel for system cancelled classes, Instruction as well as accounting methods.

To further assist users, IT and Research staff attended the I-dashboards training. The software was purchased through title 5 grant.

Updating the Taxonomy to meet the new Division format.

A Virtual Informer FTP site was created

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Goal: 1 Empower Users with Research and Data Primary Person & Others Involved: The Dean of ITIR and the ITIR staff

Objective: 1.4 Collaborate with end users to submit reports and data on time to federal, state and county agencies.

Assigned Groups: ITIR and end users

Action Plan: 1.4.1 Train IT staff to submit reports to external agencies accurately and on time

1.4.2 Collaborate with end users to get the data input needed for data submissions for external agencies

Assessment Process: Reports submitted to external agencies on time and accurately

Estimated Cost: One Time : Time and effort of IT staff and end users


Ongoing Time Line:

November, 2010

Several files have to be submitted to the State and Federal government on a constant basis. MIS Course, Employee, Student, Categorical, preCollegiate, VTEA, Program, Assessment, etc.), IPEDS, BSI Assessment Survey, ARCC, Gender Equity, etc. It is important to have the ITIR staff trained on the latest requirements. Also, it is vital to have the various constituents input to make the submissions successful.

We are completing our reports submissions before DUE dates (for funding, ARCC, IPEDS, etc.).

And we are continuously communicating and coordinating with the Chancellor’s Office should we anticipate any delay on our part.

February, 2011

MIS modification confirmed

Worked on the grants data

Continued with survey for BSI and Nursing and other areas on campus

New datatel patches completed so that the regular MIS submissions can be completed successfully.

Within the college, we have had the challenge of the turnover of key staff in FA and A&R and also the challenge of reduction in hours for staff overall. Additional challenges have been created by the demands on our department staff by the addition of research. This has included a significant number of meetings and discussions as well as requests for data and reports.

May, 2011

Worked on the accreditation report as well as provided all information to the accrediting team, resulting in commendations on providing ”college-wide access to comprehensive data that informs all departments at all levels” with “minimal staff”.

Several surveys were created as requested by the various departments, especially Nursing

Provide data to grants and projects – GKK works, STEM, Cal-Pass, new grants (Ed Morante), Title 5, etc.

Increased the number of offerings

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FY: 2010/2011Office/ Program: Information Technology & Institutional Research Completed by: Bina IsaacMeeting CCCO MIS submission deadlines has been increasingly challenging in the last year. Due to mounting pressure on the CCCO, they have made significant changes to the data dictionary over the past number of years. In addition, this past year, they have made error checking and limits far more stringent. New errors and more errors overall have needed both IT and user resources and time to address. Areas significantly impacted were FA, courses, and student demographics.

Also, we have to work closely with Datatel to assure all the patches are working to be compliant with the changes in the MIS and the various submissions.

In the past we have met deadlines with errors fully addressed. This year, we have endeavored to at least have a working submission posted by the deadlines and errors corrected within a month’s time. This still is above par when compared to other districts who often are correcting errors months later.

Within the college, we have had the challenge of the turnover of key staff in FA and A&R and also the challenge of reduction in hours for staff overall. Additional challenges have been created by the demands on our department staff by the addition of research. This has included a significant number of meetings and discussions as well as requests for data and reports.

at Technology Learning Center as well as introduced new topics such as Data Discovery, Portal Access etc. in addition to providing open labs.

Met all the Chancellors Office requirements on the MIS fields and programming

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Goal: 2 Ensure student successes by providing technology support.

Primary Person & Others Involved: The Dean of ITIR and IT staff

Objective: 2.1 Provide support to the new CAD, Students Services, Dining Hall and Nursing labs.

Assigned Groups: ITIR & Bond

Action Plan: 2.1.1 Collaborate with Bond staff in purchasing the district standard equipment and end users in customizing the hardware and software

Assessment Process: Completion of the implementation of the instructional labs

Estimated Cost: One Time Time and effort of the IT staff


Ongoing Time Line:

November, 2010

CAD lab installation completed

Student Services Lab was brought online in June 2010

Dining Hall – wireless support completed

Nursing Lab in the old remodeled Nursing building completed along with wireless access.

Moved the backup tape auto loader system from Social Science to MDF in Student Services.

Other new technologies such as security cameras, digital signage, etc. were implemented in the new buildings.

New Bursar’s office move (technology) was completed.

February, 2011

Worked with the Sexton Consultants on the new standards as it relates to technology

Worked with the Bond staff on the infrastructure & cabling projects for on-campus and off-campus sites

Worked with security staff on the installation of security cameras and software.

Upgraded the certificates for the guest wireless network.

Blackboard archives – Collaborated with Blackboard staff to get the hard disk from Blackboard on all course archives for the past 3 years that was received will be saved on our servers.

May, 2011

Worked with Bond on the purchase and installation of the following new labs: Nursing, Career Center, and Student Services Labs.

Working with the Sexton consulting group, to revise and improve standards for Media, PCs, APs and security cameras for the new buildings. The standards are constantly updated to meet the changes in technology.

Worked with Bond and Sexton on the Fiber Infrastructure project; Plans are in place for the Site B implementation.

Made a switch over from Verizon to Time Warner Cable for significant cost savings both on our two T1 lines

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New media installed in Soc 11 and Soc 15.

as well as on approximately 700 DiDs.

Implemented installation of the Plug Load Indicators for energy savings campus-wide. The chancellor’s office has estimated this savings to be $50/unit.

Worked with bond on the purchase and installation of the following new labs: Nursing, Career Center, and Student Services.

Wireless access was provided to the Alumni Office by installing Access Points for Alumni and Power Plant.

Facilitated in the purchasing and installation of the new Netbooks in Tutoring lab

Workinig on implementing wireless at EVC.

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Primary Person & Others Involved: The Dean of ITIR and IT staff

Objective: 2.2 Implement Windows 7 in the lab environment to provide students with latest technology


Action Plan: 2.2.1 Work with individual lab coordinators/Deans and do the Windows 7 upgrade as needed

Assessment Process: Completion of projects

Estimated Cost: One Time Time of IT staff Funding Source: None

Ongoing Time Line:

November, 2010

Windows 7 implemented in South Annex 8, Business labs 3,6,7, DDP lab, TLC, Soc Sci 15 and Library .

Reimaged all instructor workstations to Windows 7

LanSchool was implemented/ deployed in Bus 6,7, South Annex 8, ASC, TLC, Soc. 15, Student Services to replace Vision software for cost savings and additional functionality.

Office 2010 installed in some Office computers and labs.

Special software deployed in math labs.

Deep Freeze installed on Instructor work stations.

Changed log in screens to campus logo on all Instructor work stations logins/wall paper.

February, 2011

Continue to install Office 2010 in office computers.

UIWEB is being Beta Tested

Financial Aid Direct Load project Updates completed

HP Repair / Replacement analysis (SQL versus Unidata) - completed.

Section Roster Revision (A&R) completed

ASCOD Eligibility (Live Excel) – completed.

Phi-Kappa-Theta Eligibility Process Tracking – completed.

STARS – Scholarship Application completed.

May, 2011

Completed the technical implementation on the Eisenhower Project: providing our students access to the software available at Eisenhower via VPN tunnel.

@mycod.us – Final Stage Implementation

Remove the count limit in sending and receiving messages.Developed procedure & scripts to load students

XAP – Implemented the changes in IPEDS for Race/Ethnicity

Datatel & Download program/scripts completed.

Did the analysis on HyperV versus VMWare and several servers were virtualized. This gives additional cost savings as it relates to server

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maintenance.

Forefront 2010 upgrade completed.

Cisco 5508 LAN controller setup completed.

Office Communicator installed on all users who requested it.

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Primary Person & Others Involved: The Dean of ITIR and staff

Objective: 2.3 Improve Helpdesk support Assigned Groups: ITIR

Action Plan: 2.3.1 Secure additional assistance and realign Helpdesk functions to improve services

Assessment Process: Assisting users successfully

Estimated Cost: One Time Time of It staff Funding Source: None

Ongoing Time Line:

November, 2010

Increased Helpdesk support for evening Hours for 22 days beginning Spring 2011 until 8 pm Monday – Thursday.

Logging all Helpdesk calls and types of calls for FAQs to assist with training

Changed the workflow of the Helpdesk and work order system to allow for the first level of support to be immediate rather than just to transfer the calls.

Working with Presidium for better assistance with their support and for faster call pick up.

Looking at alternative options for Presidium (contract is up 6/30)

Student Worker Authorization Form/Work Flow created

February, 2011

To provide better service, the Helpdesk software licenses were increased.

Continue to work with Presidium bi-weekly to decrease the call pickup time.

Requested Presidium for a new quote for additional faculty support (200 calls) with better skilled staff as well as quicker call pickup time

Systems Proposal Work Flow created

Pre-reg verification implemented in Live Excel as well as did a demo and promotion at End Users committee.

Revised Positive Pay for the Business Office

May, 2011

Purchased Presidium enhanced support for faculty.

Collaborated with the creation of Personnel Action Form (HR).

320 program for ACTUAL Hours calculations completed for one year (testing for other years)

Revised the Payroll / Assignment Program

Continue to work on Mt. SAC Nursing Database implementation for Nursing – Technical aspects completed (access database)

Convert Confidentiality Agreement/Datatel Access Form into electronic form

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Goal: 3 Promote New Technology and Technology Training. Primary Person & Others Involved: The Dean of ITIR.

Objective: 3.1 Implement the new Spam Server Assigned Groups: ITIR

Action Plan: 3.1.1 Monitor the new Spam server and customize it to COD

Assessment Process:

Estimated Cost: One Time Cost of server and IT time


Ongoing Time Line:

November, 2010

New spam server – Cisco Iron Port implementation completed

Created reports that provides information such as:

Stopped reputation filtering by app. 95% (431.959 messages)

The rest app. 1.4% is invalid recipients, spam & virus

Total threat message is on an average basis 97%

Clean message is 2.8% (12,580 messages out of 450,971) as of 1/14/2011

February, 2011

Continue to monitor the no. of spams & viruses

Update the software on spam server to keep up with the changes.

Keep patches updated on the ForeFront anti-virus software – completed 2010 upgrade.

Cisco 5508 LAN Controller setup completed

Working with student services on a procedure for students who download music and videos. Plans are in place to put posters across campus in addition to a strong policy/procedure.

May, 2011

The Key server project implementation (for the Maintenance office) has been completed.

Did the analysis on HyperV versus VMWare and several servers were virtualized. This gives additional cost savings as it relates to server maintenance.

Web UI 4.0 server set and installation complete; Domain Controller at EVC was implemented

Windows 2008 was installed on key servers & domain servers

(3) Call Managers upgraded to version 6.5

Testing Informer 4.2 for upgrades.

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FY: 2010/2011Office/ Program: Information Technology & Institutional Research Completed by: Bina IsaacGoal: 3 Promote New Technology and Technology Training.. Primary Person & Others Involved: The Dean of ITIR

and staff

Objective: 3.2 Support all new technologies implemented by Bond construction in the new buildings


Action Plan: 3.2.1 Provide support to increased core infrastructure that is necessitated by the increased technology in the new buildings

Assessment Process: Successful support of increased hardware and software

Estimated Cost: One Time Cost of hardware and software


Ongoing Time Line:

Attended pertinent Bond meetings to provide input on all technology.

Completed the installation of the redundant switch in the Student Services building.

February, 2011

New media installed in Soc 11 and 15.

Facilitated in the purchasing and installation of the new Netbooks in Tutoring lab

Office Communicator installed on all users who requested it.

Wireless access was provided to the Alumni Office by installing Access Points for Alumni and Power Plant.

May, 2011

Completed the Signage project for the CSSE building using the new Magic software.

The software for the new kiosks and the software for 69 cameras have been installed and the work is in progress on the procedures at the CCSSE.

Purchasing new hardware for MTC which will reduce the maintenance cost for the existing obsolete equipment, thus generating savings in the general fund.

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Goal: 3 Promote New Technology and Technology Training.. Primary Person & Others Involved: The Dean of ITIR and staff.

Objective: 3.3 Offer training classes in EMS and for any custom programs


Action Plan: 3.3.1 Provide ongoing customized training for specialized software as it related to research

Assessment Process: Users getting comfortable with data and reports

Estimated Cost: One Time Time of It staff Funding Source: None

Ongoing Time Line:

November, 2010

Met with every member of the Leadership group who was available to meet with us and demonstrated the EMS

Demonstrated EMS at Data Advisory Committee, Deans Meeting, BSI and The Administrative Computing Committee

Initiated on-going weekly meetings with several departments (Financial Aid, A & R, Communications, etc.) for on-going custom training and report creation.

Financial Aid on-line award letters were created along with automated cover sheets.

Any external data reporting is now documented in the portal via document library for historical recording purposes.

February, 2011

We offered customized training to all Deans on the Cost projections part of the EMS

We have one ITIR staff member dedicated for the EMS.

May, 2011

Met with all the members of the leadership group who were available and showcased what we have readily available as well as did a needs analysis on their future needs (app. 40 appointments)

Several custom reports were created at the users’ needs

Working with the faculty, the prerequisite verification project was completed.

The technology planning process was completed and as commended by the Accrediting team “the technology resource planning has clear planning process and is tied to the college planning process as well”.

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Goal: 3 Promote New Technology and Technology Training.. Primary Person & Others Involved: The Dean of ITIR.

Objective: 3.4 Deploy Office Communicator, Extended SSLs and Windows Live Meeting


Action Plan: 3.4.1 Implement new technology as needed by department and divisions

Assessment Process:

Estimated Cost: One Time Funding Source: None

Ongoing Time Line:

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FY: 2010/2011Office/ Program: Information Technology & Institutional Research Completed by: Bina IsaacNovember, 2010

Deployed Office Communicator and Live Meeting to all Leadership group

Switched from Verizon to Time Warner cable for additional savings

Added 10 meg line to EVC and eliminated 3 T1s

We perform monthly testing of the Emergency paging system – administrators participated.

Upgraded SSL on the Outlook web access (Exchange Client Access to 2048 bit encryption)

UI web 4.1 installation, testing and deployment completed. Providing ongoing training. 20% of users adapted it.

E-Sars installation for Counseling completed (scheduling from off campus)

Provide Smart phone support for new phones – Droids, IPhones, HTC, etc.

Blackboard 9 installation completed

Completed and training on going

Black Board Mobil building Block deployed

February, 2011

Revised Positive Pay for the Business OfficeStudent Worker Authorization Form/Work Flow created

320 program for ACTUAL Hours calculations completed for one year (testing for other years)

Revised the Payroll / Assignment Program

Testing Informer 4.2 for upgrades

CITrack POS - Additional Lab/Sections added to the software & completed the software upgrades

ASC – TEST Scores Live Excel for HS

CCSSE –Consolidated and Posted Results in our WA

CITrack POS - Additional Lab/Sections added to the software & completed the software upgrades

Revised DREG Process

Revised the WAITLIST & ADD Code Process

Revised Priority Assignment & Registration Process

Financial Aid Direct Load project completed.

STARS – Scholarship Application

May, 2011

Collaborated with the creation of Personnel Action Form (HR).

Revised Positive Pay for the Business Office

Student Worker Authorization Form/Work Flow created

HP Repair / Replacement analysis (SQL versus Unidata)

Section Roster Revision (A&R) completed

Revised DREG Process

Revised the WAITLIST & ADD Code Process

Revised Priority Assignment & Registration Process

Convert Confidentiality Agreement/Datatel Access Form into electronic form (Pam C. /MPH)

Systems Proposal Work Flow created

ASCOD Eligibility (Live Excel)

Phi-Kappa-Theta Eligibility Process Tracking

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Updates completed

MIS – Race/Ethnicity Clean up) (09/SU, 09/FA, 10/SP) completed.

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