2000-2001 Administrative Plans and Priorities

Information & Technology Services Initiatives for FY 10

Division: Provost Office: Information & Technology Services

I. I&TS- AND CAMPUS-WIDE INITIATIVES

Initiative Persons Responsible Mid-Year Review End of Year A. Establish Annual Strategic Planning Process for I&TS I&TS leadership team  In process; expect Completed  Develop rolling multi-year projection of campus-wide technology & completion in January with  Conversations with information access needs plan span of January 2010- constituent groups have  Identify costs & benefits related to each; recommend next year’s priorities June 2011 begun  Submit to AIE Group for collation with planning and budget consideration for  2nd iteration to begin Strategic Plan for the Administrative Information Environment (AIE Plan) soon

B. Sustain I&TS Re-Structuring Initiative; Advance AIE Plan I&TS leadership team  Org development program Initiative completed  Establish organization development as continuous process finished  Initial org development  Cultivate communication, collaboration, and planning as I&TS hallmarks  Recruitments completed finished  Recruit head of Information Systems successfully  Key personnel  Recruit either new systems analyst or senior trainer  Training program appointments made  Recruit systems administrator immanent  Project management  Build training, skills development capacity  Project management nearly process in place  Begin implementation of a project management methodology in place  Web leadership  Begin consolidation of enterprise applications development & support  New web leadership framework emerging  Begin web leadership framework and responsibility matrix framework just beginning

C. Facilitate AIE Group Implementation of AIE Plan C. Ferguson  AIE Plan, including web  Strategic Technology  Review, finalize report & recommendations from the consultants leadership framework, has Initiative is well  Prioritize outstanding projects to be collated with master plan been implemented underway, AIE Plan has  Implement web development and leadership framework  Strategic planning process been implemented, and  Establish annual strategic planning process for technology & AIE being finalized I&TS planning process is in motion II. LIBRARY SERVICES

Initiative Persons Responsible Mid-Year Review End of Year A. Library Services unit development to enhance services, resources, and the F. Lane Rasmus and  Consolidation of reference Completed building for the PLU community Library Services & circulation successfully  Reference & circulation  Consolidate reference and circulation services leadership team completed consolidated  Enhance the library, including the 1st floor study and circulation areas as well  1st floor study, circulation  Capital improvement as group and individual study space throughout the building areas enhanced and now project proposal for  Optimize access to the collection through collection maintenance and the more heavily used lobby facelift not installation of additional shelving  New media equipment accepted installed in all group study  Plan for refurbishment of spaces; in response to entire building interior student requests, under development computers installed in two  New media equipment single-user study rooms installed in group study  Shifting of 3rd floor spaces collection onto new  Shelving and print shelving continues collection management continues

B. Begin planning for the permanent retention of born-digital university records K. Ringdahl and F. Lane  Planning underway for  Ongoing FY11 Rasmus retention and storage of born-digital records

III. INFORMATION SYSTEMS

Initiative Persons Responsible Mid-Year Review End of Year A. Advance AIE Plan by Information Systems  Restructuring completed Completed  Restructuring according to the guidelines in the plan Team  Training resource remains  Information Systems  Re-distributing responsibilities among end user departments, Systems & in Information Systems, restructured and new Communications, User Services, and within Information Systems team. but participates in larger leadership in position  Recruiting to refill vacant positions I&TS instruction program  Data ownership &  Training new members in Information Systems team on Oracle and Banner  Have developed online management is flowing tools to move reporting to end user departments; into end user hands, e.g., hardware support Campus Call load and shifting to Systems & Population Selection via Communications; 1st tier Banner Self Service user support shift to Help  New systems analyst Desk under review begins Dec. 1; training  Education plan for new begins same day team member fully implemented B. Oracle Upgrade preparations to lay foundations for Banner 8 O’Donnell/Sanders  Completed successfully  Completed smoothly and  Install Oracle 10.2.0.4 patch set to cocoa and upgrade those databases (6/5) over summer and during ahead of schedule  After testing apply the patch set to mint and upgrade those databases fall semester  Perform required data clean up in Banner production to facilitated move to an international code set (UTF8)  Update the production database to the UTF8 code set and install Banner8, these tasks must occur together

C. Implement Banner 8.x Information Systems  Completed successfully  Completed smoothly and  Upgrade software on middle tier servers for Banner 8 Team over Thanksgiving holiday ahead of schedule  Install Banner 8 on Cocoa weekend  Coordinate with User Services and DATF the development and execution of testing plans  Install Banner 8 on Mint3  Apply site specific customizations and modifications as appropriate  Identify with User Services areas where additional training assistance is required

IV. USER SERVICES

Initiative Persons Responsible Mid-Year Review End of Year

A. Provide Support for Email and Calendar Transitions to Google Apps User Support and  Transition communication  Broad communication  Evaluate optimal data migration strategies for email, calendar, and contact lists Digital Media Center and support complete. plan and extensive initial and identify key recommendations for users (for Google Sites)  Web presence at training program  Communicate changes, timelines, and resources for transition www.plu.edu/google-apps completed in timely  Develop and publish local user support documentation and resources; provide  Additional workshops fashion; ongoing relevant workshops being offered next instructional program has  Provide support for individuals during migrations semester and at HR been launched  Transition from Uedit to Google Sites for personal and portfolio sites Development Day  Uedit transition communication and workshops on shift to Google Sites completed In process: B. Enhance Strategic Planning All units of User  Service catalog & product  Service catalog to be  Develop Catalog of Services and Product Map; coordinate with Systems & Services maps in development completed by FY end Communications and with Information Systems  Project management  Service transition plans  Implement project management methodologies for all projects methodologies in process in progress for projects  Develop service transition plans for projects as they come to User Services; for all new projects provide smooth transitions for clients from implementation to ongoing support like Google Groups C. Consolidate Service Entry Points to Help Desk All units of User  Process and workflow In progress:  Evaluate request queues, workflows, and communication to clients Services analysis complete for  In-depth action on all  Explore web-based communication and support tools request intake process. four bullets continues  Develop request referral trees, escalation rules, and target performance metrics  Next Generation Help through implementation  Accumulate knowledgebase content to develop web-accessible help resources Desk Software project in progress to select and teams for new help desk upgrade software tools. software  Classroom issue escalation process analysis complete and improvements implemented.  Request referral trees defined in process analysis.  Knowledge-base content development in progress.

 Comprehensive D. Develop Learning Opportunities for Students, Faculty, and Staff User Services with other  I&TS Learning workshop curriculum  Develop and promote expanded service catalog of I&TS learning opportunities I&TS units Opportunities brochure developed in I&TS  Develop quick overview videos of key support information for new students, completed and distributed Workshop web site along faculty, and staff  Outlines of overview video with learning materials  Cultivate and provide learning opportunities for Banner power users completed linked to workshop  Leverage knowledgebase and staff training materials to develop and publish  Banner power user online tutorials and quick-starts learning shifted to pages  Video storyboards in  Enhance skills of User Services support staff and provide cross-training Information Systems progress  Many workshops team- taught for staff cross- training

E. Enhance Learning Spaces and Event Support Multimedia Services and  Classroom response team  Several focus group  Conduct faculty and staff focus groups to identify areas of concern User Services Team in place to respond rapidly consultations completed  Develop responsive, multi-disciplinary support team to improve learning as issues arise with Conferences & spaces support  Arrivo software installed Events  Integrate Arrivo software for requests, equipment inventory, and billing and populated with data  Scan Center audio  Install equipment in University Center CK East and West; upgrade sound  UC CK equipment system upgrade, self- system in Scandinavian Cultural Center installation complete service multimedia for UC on hold with budget freeze F. Migrate to DSpace Institutional Repository Digital Media Center,  Development version in  Project restarted in April  Migrate content from Digital Asset Manager Web Development place, awaiting Shibboleth following Shibboleth  Develop administrative workflows and skins for the user interface SSO implementation implementation  Develop import and export pathways among other systems  Standardize workflows for storing, publishing, and displaying video and audio on the web

V. SYSTEMS & COMMUNICATIONS

Initiative Persons Responsible Mid-Year Review End of Year

A. Continue Network Upgrade and Expansion Program D. Allen and Systems &  In progress: Summer  Progress made: Most of  Wireless network: expand and upgrade wireless zones for more extensive and Communication staff installations in Foss, Hong, the planned work is robust coverage primarily in Residence Halls. and Stuen; more installations complete with more  Network core and Internet connectivity: establish redundancy to increase and fine-tuning underway schedule and planning overall reliability of network and networked resources underway for next year.

B. Team alignment, responsibility shifts and staffing D. Allen, C. Ferguson,  UNIX Systems Admin  Much progress on  Fill Unix systems administrator vacancy (existing position) and Systems & position filled determination of path to  Realign team and individual responsibilities in conjunction with AIE Communication staff  More to come as balance follow recommendations. This includes taking more responsibility for “Banner” found among new team  Beginning to detail new servers and offloading responsibilities such as copyright infringement member combinations roles. enforcement

C. Implement Google Apps for Education D. Allen and Systems &  Effectively completed  Final work underway to  Develop & implement a technical migration strategy Communication staff  Minor tweaking continues remove old system,  Coordinate the timeline and transition plan with User Support until old system is anticipated completion is completely removed. late Summer/early Fall.

D. Continue Shift From “1 server = 1 service” Resource Allocation to Resource D. Allen and Systems &  In progress; more to be done  Ongoing: Utilizing the Need-Based Model Communication staff in this area as new UNIX new virtualized  Perform capacity assessments and capacity planning of systems and services, Systems Administrator environment, but still particularly mission critical applications comes on board and we need to develop cost  Establish procedures for providing services that use new dynamic resource complete I&TS strategic accounting & capacity pools, including Processor/Memory (VMWare), Storage, (SAN), and planning planning model to avoid redundancy (MCLT & LIBR Data centers) over committing  Begin developing multi-year service and capacity plan focusing on more resources without funds proactive system architecture & sizing strategies and time to expand.