Information Technology Strategy

Agenda• Approach and Methodology

• Summary of progress

• Principal Findings

• Vision

• Strategic objectives

• Initiatives identified

• The Plan

• Proposed Next Steps

IT StrategyAPPROACH AND METHODOLOGY

Approach Methodology Three phases… Structured to ensure client participation and

collaboration

Provide a means to understand business direction & issues and to build the roadmap for the development of IT opportunities

• Explore• Discover• Navigate

Progress to Date

June:

Kick-off orientation meetings

July: Gather

"what we already know"

July/August Consultation with

Stakeholders

September: Interim view

January onward:

Additional consultation and

draft writing

Progress to DateIncluded the following activities:• Conduct research into emerging technology trends in Education (Gartner, Info-Tech and

Educause)

• Review IT Strategies for educational institutions to identify areas of focus

• Conduct in person workshops (4) for identification of strategic objectives and potential initiatives

• Conduct survey and workshop with student representatives (Vernon)

Discover…Navigate – to come

Nov/Dec:

Draft document; feedback from

governing groups

Jan: Draft Report communication

March: Amalgamate feedback for

Plan

April: Approval

by governing

groups

End April: IT Directions Plan

IT StrategyPRINCIPAL FINDINGS

Principal findings The framework for the IT Strategy involved understanding the general direction and operations environment and in that context answering four key questions• How well is IT supporting requirements?

• Are we working on the right projects that provide value?

• Will the current applications and infrastructure serve us into the future?

• What changes and immediate investments do we need to enhance the IT Department’s ability to improve service provisioning?

Principal findings How well is IT supporting requirements?

• General consensus was that the current model was working, that OC has high quality staff possessing the technical skills and aptitude to perform effectively. The staff are perceived as dedicated and efficient in addressing IT issues.

• However;

Principal findings The following points need to be considered:• A more formal relationship model is desired (budget/communication)

• There are areas of responsibility which require clarification

• An enhanced focus on project management and process design and knowledge sharing across the College is desirable.

• Continued focus on improving customer service is desirable

• Proactive readiness checking (deployment)

• More student input is required

Principal findings Are we working on the right projects that provide value?• Continued support for face to face learning but we need to explore complementary

technologies for providing student choice and flexibility

• Administrative streamlining projects bring high benefit

• Need to harvest innovation in teaching and learning

• Focus on technologies supporting challenges of recruitment and retention

• Need to proceed with Bring Your own Device

• Mobile is a key future trend

Principal findings Will the current applications and infrastructure serve us into the future?

• Core applications serve us well - need to be enhanced – need to work with vendors on roadmaps

• Plan required for replacement of obsolete databases

• Need to develop cloud strategy to address delivery

• Need to exploit shared services opportunities

• Wireless and tools do not meet current expectations for BYOD and introduction of technology into the classroom

• Need more definition of applied research needs

• Need enhanced security focus

Principal findings What changes and immediate investments do we need to enhance the IT Department’s ability to improve service provisioning? • Review security policies and practices and educational materials

• Enhance project management expertise and practice

• Review major service processes and build metrics for operational improvement

• Enhance IT Steering to include business case “light” to prioritize potential projects listed in this document

Vision for IT at Okanagan College

• IT will be proactive in understanding and responding to stakeholders information technology requirements and will actively promote technology that supports and benefits the goals of the College

• IT will support end users with effective services including the right tools and skills to meet current and anticipated needs

• Applications will be aligned to need and built (or bought) using current, well supported technologies

• The technology platform will use industry standard software and hardware and be built to be flexible to new technology and requirements

IT will be proactive in understanding and responding to stakeholders information technology requirements and will actively promote technology that supports and benefits the goals of the CollegeVISION FOR IT

** Denotes initiatives or future initiatives which may be dependent on funding

IT will be proactive in understanding and responding to stakeholders information technology requirements and will actively promote technology that supports and benefits the goals of the College

IT will design and implement:

• A relationship management model (voluntary) to establish faculty priorities, investigate areas of interest and to address presenting issues

• Materials for Technical orientation for students

• A business case light framework for IT Steering

• An educational technology conference**

• A seed fund for subscription based technology access (for the purpose of assessment)**

• A process for proactive maintenance and readiness checking of classrooms and labs

• Client service training**

• Application to aid in budgeting , projecting, and monitoring faculty workloads

IT will be proactive in understanding and responding to stakeholders information technology requirements and will actively promote technology that supports and benefits the goals of the College

IT will design and implement:

• IT management and security controls - Phase 2

• Process for maintaining currency of disaster recovery plans

IT will research and develop proposals for:

• Approaches to increasing student input regarding current and future services and products

IT will participate in:

• Shared services and collaboration with Higher Ed community

• Education opportunities with ILT

IT will support end users with effective services including the right tools and skills to meet current and anticipated needsVISION FOR IT

** Denotes initiatives or future initiatives which may be dependent on funding

IT will support end users with effective services including the right tools and skills to meet current and anticipated needs

IT will design and implement:

• Enhanced self help materials – web, chat, mobile, poster

• Processes for accessing Blue Jeans for video and web conferencing

• Establish catalogues of videos available

• Co-develop a process view of services identifying roles and responsibilities for technical resources outside of IT

IT will research and develop proposals for:

• Appropriate access and methods of support for incubators**

• Establishing media production services as a core service**

• Establishing a center of expertise for Project Management, Lean**

• Services for event setup and execution**

IT will support end users with effective services including the right tools and skills to meet current and anticipated needs

IT will participate in:

• Research into emerging technologies including but not limited to :**

• Gesture Based Computing, E-Text, Gamification

• Collaboration tools

• Research applicability of peer and virtual counseling tools **

• Development of a social media strategy

• Establishment of SLA’s and IT dashboard

• Development of a technology portfolio for online/distance learning**

Applications will be aligned to need and built (or bought) using current, well supported technologiesVISION FOR IT

** Denotes initiatives or future initiatives which may be dependent on funding

Applications will be aligned to need and built (or bought) using current, well supported technologies

IT will design and implement:

• An application for automating ethics review submissions

• A supported application for accessing OUC data

• A redesign of the continuing studies website

• Mobile applications (as per the roadmap)

• Workflow software for employee termination (planned)

• Phase 2 of automated staffing

Applications will be aligned to need and built (or bought) using current, well supported technologies

IT will research and develop proposals for:

• Electronic forms and workflow projects – streamlining of student facing processes (SEM)

• Document management software**

• College roadmap for Banner**

• Plan for replacing access databases**

• LMS roadmap

IT will participate in:

• A College CRM strategy

• Research applicability of Learning Analytics (SEM)**

• Definition of applied research technology needs**

The technology platform will use industry standard software and hardware and be built to be flexible to new technology and requirementsVISION FOR IT

** Denotes initiatives or future initiatives which may be dependent on funding

The technology platform will use industry standard software and hardware and be built to be flexible to new technology and requirements

IT will design and implement:

• Wireless in each classroom**

• Enhancements to virtual lab performance

• Virtual labs – expansion**

• BYOD infrastructure (multi-phase)**

IT will research and develop proposals for:

• Threat analysis and IT Controls

• Cloud strategy

Proposed Next Steps• Work with IR to finalize IT input for student survey (Draft 1) – Feb

• Circulate initial information on IT Strategy to workshop participants for verification of findings and initiatives – Feb/Mar

• Prepare draft timeline for initiatives - March

• Update document to reflect feedback - March

• Finalize for Steering – March/April

• Circulate final copy to participants - April

Proposed Plan Layout – Year 1 View Project Quarter 1 Quarter 2 Quarter 3 Quarter 4

Collaboration and

Partnership

A relationship management model (voluntary) to establish faculty priorities, investigate areas of interest and to address presenting issues Processes for accessing Blue Jeans for video and web conferencing

An application for automating ethics review submissions

Review of the software and lab deployment process

*College roadmap for Banner

Engaging Students and Staff

Materials for Technical orientation for students Approaches to increasing student input regarding current and future services and products Client Service training Enhanced self help materials – web, chat, mobile, poster *Research applicability of peer and virtual counseling tools *Development of a social media strategy Mobile applications (as per the roadmap) *A College CRM strategy * Research applicability of Learning Analytics (SEM) BYOD infrastructure (multi-phase) Develop IT security materials for end users

Student Transition A redesign of the continuing studies website

Legend Scheduled Requires Sponsorship

Proposed Plan Layout – Year 1 View Project Quarter 1 Quarter 2 Quarter 3 Quarter 4

Sustainability

A business case light framework for IT Steering Shared services and collaboration with Higher Ed community Establishing a center of expertise for Project Management, Lean *Electronic forms and workflow projects – streamlining of student facing processes (SEM) Review disaster recovery process for currency

IT Security controls - Phase 2

Tuition workload

Review of OUC systems and data

Threat analysis and IT Controls

Teaching and Learning

An educational technology conference A seed fund for subscription based technology access (for the purpose of assessment) A process for proactive maintenance and readiness checking of classrooms Education opportunities with ILT Establish catalogues of videos available VDI performance analysis and enhancements

Co-develop a process view of services identifying roles and responsibilities for technical resources outside of IT

*Research into emerging technologies *Development of a technology portfolio for online/distance learning *LMS roadmap

Legend Scheduled Requires Sponsorship

Potential Projects Year 2 Project

Collaboration and

Partnership

Appropriate access and methods of support for incubators Services for event setup and execution Definition of applied research technology needs Cloud strategy

Workflow software for employee termination (planned)

Sustainability Phase 2 of automated staffing Document management software

Plan for replacing access databases

Teaching and Learning

Establishing media production services as a core service Establishment of SLA’s and IT dashboard Wireless in each classroom

Virtual labs - expansion