IT GOVERNANCE SUMMARY REPORT

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1 IT GOVERNANCE SUMMARY REPORT Page 1 9

2 IT GOVERNANCE EXECUTIVE COMMITTEE MEMBERS ( ) John McGuthry Marten denboer Lisa Rotunni Peggy Kelly Richard Lapidus Steven Garcia Christine Hall John Daniel Morales Michael Adams David Speak Ertan Salik Gregory Carlton Hyuan G Kang Paul Nissenson Susan Reese Doug Freer Michelle Stoddard Dennis Miller Co-Chair,, Academic Senate, Science, Business, Science, Engineering University Foundation IT GOVERNANCE WORKING GROUPS ( ) Accessible Technology Initiative Working Group Carol Gonzales Kevin Colaner Sherry Daniel Victoria Bhavsar Bo Choi Carmen Munoz-Silva Debra Garr Kathleen Prunty Cathy Ann Neale Jayson Smith Glendy Yeh Debbie Jackley Tracee Passeggi Catherine Schmitt Witaker Suzanne Donnelly Michelle Magcalas Co-Chair,, elearning, elearning, Procurement, Procurement (Staff) (Student), Disability Resource Center University Foundation. Page 2 9

3 Administrative Technology Working Group Glendy Yeh Kathy Street Co-Chair, Claudia Pinter-Lucke Teresa Taylor Darwin Labordo Jane Self Devon Graves Zhongming Ma Angela Shih Diane Carter Tim Raymond Cathy Bates Thomas Puchalski Joe Boeke Kevin Morningstar Peggy Kelly Walter Marquez Raquel Mercado Andrea Cendejas Jasmine Andino Jordan Gonzalez Ron Pike Shahnaz Lotfipour Krista Smith Emily Velasco Al Arboleda Sharon Reiter Anita Jessup Bruce Kennedy Joice Xiong Christina Hall Dan Manson Rebecca Gutierrez Keeton Melissa Riordan Uyen Mai Randy Townsend Emerging Technology Working Group Co-Chair, Information Security Working Group Co-Chair, University Foundation Page 3 9

4 Kevin Morningstar Shanthi Srinivas Jasmine Andino Nailah Zoi Givens Obi Okafor Raquel Mercado Muditha Senanayake Olive Yao Li Glendy Yeh Joseph Boeke Peggy Kelly Richard Lapidus Suzanna Conrad Darwin Labordo Jorge Lomeli Jomel Bautista Anne Wohlcke Mario Guerrero Jason Beers/Marcy Gates Tim Raymond Christi Chisler Kathy Street Uyen Mai Esther Chou Tanaka Alex Hernandez Instructional Technology Working Group Web Technology Working Group Co-Chair, Co-Chair,, CLASS University Foundation Page 4 9

5 IT GOVERNANCE EXECUTIVE COMMITTEE October 25, 2013 Meeting The IT Governance Working Groups presented the following recommendations and informational items to the IT Governance Executive Committee Survey Tool Recommendation The Administrative Technology Working Group provided a recommendation to the IT Governance Executive Committee on the acquisition and deployment of an enterprise survey and assessment tool to support the needs of the campus. The tool recommended to IT Governance was Class Climate, a product from Scantron. The recommendation was accepted by the Executive Committee and Division of was tasked with implementing the survey tool solution. Website Conversion, Phase 2B Recommendation The Web Technology Working group recommended that the scope of Phase 2B for the Web Redesign project would include the remainder of the University Colleges that elect to migrate that were not migrated as part of the phase 2A conversion; all remaining pages for the University Library,, and sites in. The target kick-off for Phase 2b would be Spring 2014 with the target launch of Fall The recommendation was accepted by the Executive Committee and the Division of was tasked with implementing phase 2b for the website conversion project. Identity Access Management Recommendation The Information Security Working Group recommended that the IT Governance Executive Committee approve the proposed Identity and Access Management guidelines. The document was sent out ahead of time and included a definition of the standards, who would govern the standards, what the standard provisions are and who were the authorities for Identities, Affiliation and Status. The recommendation was accepted by the Executive Committee. Page 5 9

6 IT GOVERNANCE EXECUTIVE COMMITTEE January 31, 2014 Meeting The IT Governance Working Groups presented the following recommendations and informational items to the IT Governance Executive Committee Wireless Upgrades and Enhancement Service Recommendation The Emerging Technology Working Group recommended that the following locations to be updated, enhanced or be provided with wireless network connectivity: o Bronco Student Center o University Park o Campus Market Place (Outdoor Patios & Quad) o BRIC pool area and Bronco Commons o CLA classroom tower areas, picnic tables and 4 th floor landing, o Library (all floors) o Housing (common and living areas) was tasked with implementing those wireless implementations. Replacement of System Recommendation The Emerging Technology Working Group recommended to the IT Governance Committee and the CIO that the university seek to deploy a new or upgraded system that provides more collaborative tools, provides space for secure file storage, and accommodates large mailboxes and attachments. was tacked with implementing these enhancements. Investigate Trends and Technologies Recommendation The Emerging Technology Working Group recommended that the IT Governance Executive committee charge the Emerging Technology Committee to identify technological trends and technologies that would enhance student success, promote learning relationships and improve university technology services. In specific, they will look at technologies that enable access to files anywhere, access to software from anywhere and collaboration tools. in collaboration with the University was tasked with continuing to evaluate technologies to enhance student success. Page 6 9

7 Upgrade Computers in Open College Computer Labs Recommendation The Instructional Technology Working Group recommended to IT Governance the upgrade of computers in open and college labs that would be funded by the student success fee. They presented the criteria used to prioritize and the locations to be addressed for the funding year. This includes computer labs in the following areas: o College of Business (2) o College of Engineering (2) o College of Agriculture (1) o College of Letters Arts and Social Sciences (1) was tasked with implementing these computer lab enhancements. Upgrade Technology Enhanced Learning Spaces Recommendation The Instructional Technology Working Group recommends that half of the Technology Enhanced Learning Spaces (TELS) be funded for upgrades this year with the remaining TELS classrooms to be upgraded in the following year. The seven classrooms from the following colleges include: o College of Engineering (3) o College of Business (2) o College of Agriculture (1) o College of Letters Arts and Social Sciences (1) was tasked with implementing these classroom technology enhancements. Web Standards and Guidelines Recommendation The Web Technology Working Group provided a recommendation to the IT Governance Executive Committee on the Web Standards and Guidelines document. The objective of this document is to provide a structure for collaborative governance for the ongoing development, deployment, delivery, and maintenance of key elements of the Cal Poly Pomona web site. The recommendation was not accepted by the Executive Committee. However, the Executive Committee determined that a special session was necessary to refine the language of the document. Document Management Informational Presentation Scanning Informational Presentation College Scheduler Informational Presentation Page 7 9

8 IT GOVERNANCE EXECUTIVE COMMITTEE March 7, 2014 Meeting Special Meeting of the Executive Committee This special session was held to provide comprehensive input to the Web Governance document by the IT Governance Executive Committee. IT GOVERNANCE EXECUTIVE COMMITTEE March 28, 2014 Meeting The IT Governance Working Groups presented the following recommendations and informational items to the IT Governance Executive Committee. E-Advising Recommendation The Administrative Technology Working Group made a recommendation to the IT Governance Executive Committee to deploy a campus wide e-advising solution to support student success. They presented the key features and goals of the software. The committee had reviewed eight different e-advising solutions. GradesFirst was chosen and selected as the solution. The recommendation was accepted by the Executive Committee and the Division of Information technology will work with the appropriate campus stakeholders to assist in implementing the solution. Web Standards and Guidelines Recommendation Based on the Special Meeting held on March 7 and follow up work done via by the IT Governance Executive Committee, the Web Technologies Working Group brought forward the revised Web Governance Guidelines for approval. The recommendation was accepted by the Executive Committee Computers in Open & College Lab Recommendation The Instructional Technology Working Group presented a revised recommendation to the IT Governance Executive Committee that included input from the colleges and an updated funding estimate and recommendation based on room requirements and specifications. One additional lab was added in the College of Science which brings the final college lab upgrades to the following seven areas: o College of Business (2) o College of Engineering (2) o College of Agriculture (1) o College of Letters Arts and Social Sciences (1) o College of Science Page 8 9

9 The recommendations for IT managed open labs remained the same. The updated recommendation was accepted by the Executive Committee VDI Joint Effort with Emerging Technologies Recommendation The Instructional Technology Working Group presented a recommendation to the IT Governance Executive Committee that the investigation of the application virtualization and virtual desktops be done as a joint partnership with the Emerging Technologies Working Group. This was an effort originally approved by the IT Governance Executive Committee at the January 31 st meeting to be carried out by the Emerging Technologies Working Group. The updated recommendation was accepted by the Executive Committee IT GOVERNANCE EXECUTIVE COMMITTEE May 23, 2014 Meeting The IT Governance Working Groups presented the following recommendations and informational items to the IT Governance Executive Committee. Information Update Virtual Desktop Strategy Informational Presentation Student Success Fee Update Informational Presentation Survey Tool, Course Scheduling Application, Portal, Web Informational Presentation CSU ATI Audit Report Informational Presentation Information Security Informational Presentation Page 9 9

Organization Chart Effective July 2014

IT@CPP Organization Chart Effective July 2014 IT@CPP Organization Office of the CIO Security Services Operations Applications Office of the CIO John McGuthry CIO Carolyn Erwin Executive Assistant Whitney