Plans for Technology and Educational Support Services >> TESS 2010-2011

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TESS 2010-2011
Glen Kuck

Version: 4
Group: 2010 - 2011
Type: District Program Review
Last Modified On: 7/18/2011 10:49:36 AM
Last Modified By: Glen Kuck
State: Submitted (Finalized)
State By: Glen Kuck

Sub Plans

  • Administrative Applications: DCS Administrative Systems Plan 2011
  • Distance Education: Distributed Education 2010-2011
  • Printing Services: Copy of Louis Chavira
  • Technical Services: Technical Services

Instructions

1. Mission

  1. Assume the reader knows nothing about your unit. Please describe concisely its mission.

To provide the RIGHT services, at the RIGHT time, in the RIGHT way for the RIGHT people

2. Description

  1. Please describe concisely the following characteristics of your unit. Feel free to use both narrative and quantitative information.
    1. Purpose
    2. Functions or services
    3. Clientele(s)
    4. Value of your services to the clientele(s), the Colleges, and the District
    5. Organizational structure and number of personnel by function
    6. Annual budget by object code for the last three years
    7. Hours of operation, location, and other pertinent service characteristics
    8. Significant changes, if any, since the last program review

The purpose of Technology and Educational Support Services (TESS) is to provide the core and underlying educational and administrative technologies and services necessary to enable our colleges to serve students and their communities.
TESS is comprised of District Computing Services, Distributed Education, Printing Services, and EduStream. The services we offer include maintenance and support of District-wide core technology hardware and applications; help desk services; web-services; graphics and publications; hosting of learning management systems; training; project management; and more.
We serve the faculty, students, staff, and administration of the San Bernardino Community College District, Crafton Hills College, and San Bernardino Valley College.
TESS is overseen by the Executive Director of Technology and Educational Support Services and consists of 5 additional managers and 25 staff.
All DETS operations are located at the SBCCD 8th Street Annex located at 441 West 8th Street, San Bernardino, CA 92401. Our hours of operation are Monday-Friday from 8:00am - 5:00pm during Fall and Spring sessions and 7:00am - 6:00pm Monday - Thursday during Summer session. We can be reached at (909) 384-4325.
 

3. Outcomes and Other Measures of Effectiveness

  1. Identify at least one essential measure of effectiveness for each major operation of the unit. (See Effectiveness Measurement Guidelines and Examples.)
  2. Include at least one baseline measure or measure of progress on a well-defined outcome.
  3. Include at least one measure showing effectiveness in responding to the Colleges’ needs.
  4. For each measure, identify the assessment method you used.
  5. Please summarize the results of the measures you have applied. If results showing trends over time are available, please report them.

Outcomes and measures of effectiveness are done at the unit level for each DETS area.

 

4. External Opportunities and Challenges

  1. Describe any external opportunities that might lead to unit improvement over the next three to five years.
  2. Describe any external challenges (e.g., legal requirements, budgetary constraints) that might limit operations or improvement over the next three to five years.

Opportunities
SBCCD is one of the few colleges in the state to have 1 gigabyte of bandwidth;
SBCCD has implemented a new IT governance model that better ensures responsiveness to stakeholder needs by actively soliciting and incorporating input from all stakeholders and enabling the colleges to have a greater role in establishing the technology priorities of the District.
SBCCD has been successful in securing many grants to support technology, including two Title V grants, a CCC State grant, and numerous nanotechnology grants.
With the exception of the Help Desk, SBCCD has recently brought all IT services back in-house and is now fully staffed with quality District employees.
SBCCD has developed EduStream and hosts a full digital repository of courses for all California Community Colleges for which it has received numerous awards and grants.
For the first time in 20 years, SBCCD IT is now managed by District employed managers. These positions include two Campus Directors of IT, a District Technical Director, the Director of District Computing Services, and the Executive Director of Distributed Education and Technology Services.

Challenges
Significant fiscal challenges over the next 2-3 years due to state budget cuts;
Serving more with fewer staff and the need for staff development to bring employees with new responsibilities and new hires up to necessary competence levels;
Increasing demands on core systems as we address increasing class sizes;
Remaining technologically current, despite budget cuts, and finding innovative ways to serve more with less;
Finding effective ways of collaborating with, serving, and meeting the expectations of end-users and other stakeholders;
Ensuring the security and integrity of all information systems while improving access;
Modernizing our infrastructure and accommodating for emerging technologies that will enable us to streamline applications and business processes;
Anticipating and implementing systems that will enable us to address federal, state, local, and accreditation requirements;
 

5. Analysis and Evaluation

  1. Analyze the implications of the assessment results and external factors for your unit.
  2. In light of your analysis, what are your unit’s main strengths?
  3. In light of your analysis, what are your unit’s main weaknesses?

6. Three-to-Five Year Vision

  1. Describe your unit as you would like it to be three to five years from now.

Our Technology Vision:
Technologies will enable and enhance collaboration, communication, and partnerships within the District, and with federal, state, local, and community partners;
Administrative applications will communicate seamlessly, enabling real time exchange of reliable data between systems;
Information systems will expand and enhance services while maintaining forward and backward compatibility;
Students, faculty, and staff will have an environment that is technologically current;
The privacy and security of information within our technology systems will be ensured.
 

7. Impact on the Colleges and the District

  1. Describe the most significant relationships with other District operations and College operations.
    1. What major impact does your unit have on them?
    2. .What major impact do they have on your unit?
  2. How do your mission, vision, and goals contribute to the Board Imperatives and the District and/or College mission, vision, strategic directions, and/or goals?

All entities within the San Bernardino Community College District rely on TESS to provide them with secure and reliable access to the systems used to run the District (e.g. student information, employee tracking, library systems, etc.). TESS, in turn, is dependent on the colleges and the planning process of the entire District to provide direction and focus to the services we offer. Thus, there is the need for constant communication and two-way alignment.

8. Other Pertinent Information

  1. Include here any other information you regard as necessary for a full understanding of your unit.

The overarching Mission, Vision, and Goals of TESS come for the District Technology Strategic Plan. This plan is developed using the collegial consultation model and is based on the other master planning documents in the District (District Strategic Plan, College Technology Plans, etc) and the Board of Trustee imperatives.

9. Goals, Objectives, Action Plans, and Resource Requests

  1. Goals (with priority rank) over the next three years
  2. Objectives (with priority rank) under each Goal
  3. Principal Activities under each Objective, if available
  4. Timeline for completion of each Activity or Objective
  5. Person responsible for ensuring completion of each Activity or Objective
  6. Progress on or achievement of a given Goal or Objective does not necessarily require additional resources. For Goals and Objectives that do require resources, enter the following information:
    1. Resources required to achieve Goals and Objectives over the next three years, with description and rationale for each
    2. Identification of associated Goals or Objectives
    3. Type of Resource
      1. Expenditure Category
      2. One-time/Ongoing
    4. Estimated annual cost (or savings) for the next three years
  • 1 - Goal - Self Sufficient User Community

    Users who are self sufficient and knowledgeable about all ERP apps DCS supports and provides.

    Priority Rank:
    1
    Originating Entity:
    Administrative Applications
    Objectives:
    • 1.1 - Objective - Provide user training

      User training is critical to the goal of self-sufficiency. It requires expenditure of both time and money on the part of technology staff and user departments. It requires much thought in the development of training programs to ensure the right content is targeted to the right people at the right time. It requires continual feedback to ensure that on-going training remains current in light of changing work processes

      Priority Rank:
      1
      Start Date:
      04/01/2010
      End Date:
      04/01/2012
      Responsible Person:
      Carol Hannon
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Resource Requests:
      • 1.1.r1 - Class setup
        Description

        Need moveable classroom infrastructure to allow for setting up classes in various venues. This should consist of a switch with at least 16 ports, 15 laptops loaded with all the current administrative and office productivity software, and some form of container system suitable for protecting the hardware. Alternatively, this could be a set of virtual desktops and monitors with a switch that can be set up to a host server for the virtual PCs.

        Rationale

        In order to satisfy the need for providing training at different sites, for different class sizes, and to ensure people are away from their desks, a movable classroom infrastructure is needed that can be set up in available spaces and take advantage of wireless networking technologies, or single-connect hardwired network outlets where ever they are. Need is for 15 laptops, a switch, and a printer.

        Resource Type:
        One-time
        Expenditure Category:
        Equipment
        Originating Entity:
        Administrative Applications
        First Year Cost/Savings:
        $25,000.00/$0.00
      Actions/Activities:
      • 1.1.a1 - Develop and deliver training programs

        Training will cover major aspects of Datatel, ImageNow, SARS and related systems the group supports. Various training classes will be delivered throughout the year on a schedule as set forth by the group or as needed by the user community. A list of critical training needs will be maintained by the group and classes will then be developed, scheduled, and provided periodically for each need. Classes may be taught using in-person or web-based lecture/lab experiences or provided as a web-based rich media experience (video/flash/etc).

        Start Date:
        01/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        All staff
        Originating Entity:
        Administrative Applications
      • 1.1.a2 - Develop training skills

        In order to effectively train others a trainer must develop a basic skill set in teaching modalities and delivery techniques. This is an on-going process requiring a trainer to grow and become better with time and each training engagement.

        Start Date:
        04/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        All Trainers
        Originating Entity:
        Administrative Applications
      • 1.1.a3 - Build a training classroom

        DCS must build workable classroom environments for small-to-medium class groups that can be available at each supported work site (Valley, Crafton, District and Annex). Most current labs and classrooms at college campuses are not suitable presently because they are on a sub-network that denies access to ERP systems. In addition, ERP client programs are not loaded on these PCs due to security concerns. District and Annex office space generally does not lend itself well to classroom teaching and, if it does, does not contains required technology such as PCs or laptops. DCS should maintain a set of laptops and related technology configured for use as a roving classroom. Physical training space has been requested in a new proposed building to be ready in 3-5 years.

        Start Date:
        07/01/2010
        End Date:
        04/01/2015
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 1.1.a4 - Deliver video capability

        Software - Camtasia or Captivate (sufficient licenses, updated version): In order to deliver video capability, the technology must be available and usable. We currently have one copy of Camtasia and Captiva. For training purposes a camcorder with accessories is also needed. In addition, the training developers must be trained to use the technology.

        Start Date:
        07/01/2010
        End Date:
        06/30/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 1.1.a5 - Training development

        Time must be set aside to ensure that training is developed well. Trainers must be given time to dedicate to, and focus on, this activity

        Start Date:
        03/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        All staff
        Originating Entity:
        Administrative Applications
      • 1.1.a6 - Develop other user training resources

        Other training opportunities for users need to be explored including, but not limited to: training from vendors, training from external peer groups (other colleges using the software), trainig from power users (within departments), user group conferences, internal campus peer groups, and on-line forums and list-serves.

        Start Date:
        04/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        All
        Originating Entity:
        Administrative Applications
    • 1.2 - Objective - Provide current documentation

      User and technical documentation together provide a solid foundation for support and an on-going reference to assist in the learning process after classroom instruction. However, to be usable, documentation must remain current and must be readable. Standardization of documentation formats is recommended to ensure ease of use.

      Priority Rank:
      3
      Start Date:
      04/01/2010
      End Date:
      04/01/2012
      Responsible Person:
      User Liaisons
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Resource Requests:
      • 1.2.r1 - Documentation Specialist
        Description

        Hire a documentation writer

        Rationale

        Whatever technology is utilized, documentation must be developed and maintained. Standards must be developed and enforced. Creation of some sort of documentation is easy enough. However, managing that documentation and maintaining its currency is, and has always been, extremely difficult if not impossible without someone focused on that task. There currently is no body.

        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Administrative Applications
        First Year Cost/Savings:
        $40,000.00/$0.00
        Second Year Cost/Savings:
        $40,000.00/$0.00
        Third Year Cost/Savings:
        $40,000.00/$0.00
      Actions/Activities:
      • 1.2.a1 - Standardize format

        Before developing and updating documentation a standardized format should be developed.

        Start Date:
        07/01/2011
        End Date:
        09/30/2011
        Responsible Person:
        User Liaisons
        Originating Entity:
        Administrative Applications
      • 1.2.a2 - Clean up old documentation

        Existing documentation is mostly out of date and not well suited to use in current environments. All existing documentation should be quarantined. Each document can then be reviewed, updated, and placed back into service as time permits. This can only be done with help from the user community.

        Start Date:
        06/02/2010
        End Date:
        04/01/2012
        Responsible Person:
        All
        Originating Entity:
        Administrative Applications
      • 1.2.a3 - Web services

        Use wikis to provide procedural documentation. Wikis provide more opportunity for collaboration in maintaining process steps than does other types of documentation. In addition, use web services such as Sharepoint to provide a single portal experience for access to diverse document resources.

        Start Date:
        04/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 1.2.a4 - Evaluate new technologies to deliver documentation

        New technologies are introduced periodically to enhance the learning experience and many involve documentation. These technologies consume resources just for the evaluation process and then more resources for implementation and use if they are selected. However, this is a critical component of currency in technology and support services that can help ensure the colleges are successful in their missions. Identification of these technologies should be open to all and evaluation and selection done by cross-functional and cross-campus teams or committees.

        Start Date:
        04/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        All
        Originating Entity:
        Administrative Applications
      • 1.2.a5 - Incentivize use of documentation

        Provide incentives to users to use documentation provided and to report updates needed.

        Start Date:
        04/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        User Liaisons
        Originating Entity:
        Administrative Applications
      • 1.2.a6 - Explore the feasibility of obtain additional resources

        Current staff has limited time and energy to devote to document maintenance and management. Possible options include approving overtime for current staff, contract sourcing document maintenance, or hiring additional staff. This is a resource management activity.

        Start Date:
        07/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
    • 1.3 - Objective - Publicize provided opportunities

      Systems users need to be advised of new and updated systems so they know what is available for use. Training and documentation is useful only after users know things are available and that they might be affected.

      Priority Rank:
      2
      Start Date:
      05/01/2010
      End Date:
      04/01/2012
      Responsible Person:
      Everett Garnick
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Actions/Activities:
      • 1.3.a1 - Newsletter

        Develop and publish a periodic newsletter containing published content as well as links to web-based content that describes what DCS is doing. This information should be submitted by all DCS staff for compilation and publishing via email and the web.

        Start Date:
        06/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 1.3.a2 - Maintain website

        The DCS website should contain current content and links that help users do their jobs effectively and keeps them abreast of work that DCS does to assist them to that end. Maintaining currency and quality of information is critical in the support of employees at all sites.

        Start Date:
        05/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
    • 1.4 - Objective - Permissions maintenance

      Datatel system users must be provided proper access to the system to be able to effectively do their jobs. It is not always easy for users to know what is needed or what is available so users have, in the past, been given to much access. In some cases users do not have enough access to perform functions they need to perform and are, therefore, crippled.

      Priority Rank:
      4
      Start Date:
      09/01/2011
      End Date:
      06/30/2012
      Responsible Person:
      User Liaisons
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Actions/Activities:
      • 1.4.a1 - Re-Vamp permissions

        DCS must re-vamp the permissions granting process, as well as the current permissions classes, to ensure this does not continue to be a problem.

        Start Date:
        06/01/2011
        End Date:
        04/01/2012
        Responsible Person:
        User Liaisons
        Originating Entity:
        Administrative Applications
  • 2 - Goal - Louis Chavira

    - To support the students through faculty and staff
    - Provide faculty and staff with professional results and printing assistance
    - Continue to work towards outstanding quality and excellent customer service
    - Maintain an efficient and cost effective production schedule
    - To afford a multitude of resources to enable effective communication between the
    District, students and community

    Priority Rank:
    1
    Originating Entity:
    Printing Services
    Objectives:
    • 2.1 - Objective - Four color press

      Upgrade printing capabilities by acquiring a four color press.
      Upgrade equipment in Quick Copy
      Upgrade on demand color requests.
       

      Priority Rank:
      2
      Start Date:
      07/01/2010
      End Date:
      07/01/2011
      Responsible Person:
      Louis Chavira
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Printing Services
      Resource Requests:
      • 2.1.r1 - Louis Chavira
        Description

        Secure funding
        Staff Training
        Attend Workshop
        Attend Conferences

        Additional staff
         

        Rationale

        In order to improve the services provided by the San Bernardino Community College district Printing Services we will need the necessary budget to accomplish this.

        Staff will need to get training through attending workshops and confwerences in thier field of expertise.

        Resource Type:
        One-time
        Expenditure Category:
        Equipment
        Originating Entity:
        Printing Services
      • 2.1.r2 - Improve customer Satisfaction
        Description

        • Objective 1: Modernize Printing Services equipment
        o Activity 3: Cost out and prioritize technologies and develop a project plan for implementation, including procurement, training, communication, etc
        o RESOURCE REQUEST: Dependent upon findings of Activity 3
        • Objective 2: Implement technologies to facilitate communication with end-users with regard to turn around times, due dates, updates, etc; (In place 2011)
        o Activity 2: Cost out and prioritize technologies and develop a project plan for implementation, including procurement, training, communication, etc
        o RESOURCE REQUEST: Dependent upon findings of Activity 2
         

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Equipment
        Originating Entity:
        Printing Services
      Actions/Activities:
      • 2.1.a1 - objectives
        Start Date:
        07/01/2010
        End Date:
        07/01/2011
        Responsible Person:
        Louis Chavira
        Originating Entity:
        Printing Services
      • 2.1.a2 - objectives
        Start Date:
        07/01/2010
        End Date:
        07/01/2011
        Responsible Person:
        Louis Chavira
        Originating Entity:
        Printing Services
  • 3 - Goal - Educational Experience

    1. Goal - Provide technologies that are cohesive accross all services areas of the district

    Priority Rank:
    1
    Originating Entity:
    Technical Services
    Objectives:
    • 3.1 - Objective - Objective 1

      Objective – Implement the wireless standard at both colleges and the district.

      Priority Rank:
      1
      Start Date:
      06/01/2011
      End Date:
      08/17/2011
      Responsible Person:
      Jeremy Sims
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 3.1.r1 - Resource Request
        Description

        1 District STSS, 1 Campus TSS from SBVC and CHC

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
  • 4 - Goal - Provide infrastructure to support DE courses and services

    Infrastructure, with funded replacement cycles, will be in place to allow constituents access to DE and campus information through computer based websites and application as well as mobile computing.

    Priority Rank:
    1
    Originating Entity:
    Distance Education
    Objectives:
    • 4.1 - Objective - Identify district and campus level infrastructure needs

      Identify hardware, software, technical support, and ancillary material & resources

      Priority Rank:
      1
      Start Date:
      04/13/2011
      End Date:
      12/15/2011
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Actions/Activities:
      • 4.1.a1 - Develop, implement, & review DE technology maintanence plan

        Start Date:
        04/11/2011
        End Date:
        08/11/2011
        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
    • 4.2 - Objective - Integrate online student services into DE and traditional courses

      Further the services required to support DE courses in keeping with the quality afforded to face-to-face and campus programs

      Priority Rank:
      2
      Start Date:
      04/01/2011
      End Date:
      04/01/2014
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Actions/Activities:
      • 4.2.a1 - Research best practice regarding online student services

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 4.2.a2 - Identify & prioritize student service areas

        Identify & prioritize student service areas to augment with online technology

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 4.2.a3 - Develop online student services plan for DE component

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
  • 5 - Goal - Quality, timely and accurate project implementation

    Because most processes in business today interact in significant ways with technology, delays in implementing new systems, or systems updates, can have major negative impacts on employees' ability to perform work, or the District's ability to meet mandated requirements. Since technology projects make these updates available and project management is the control mechanism to ensure projects are done well and efficiently, lack of a structured management process generally will equate to poorly done and implemented projects. Thus, this goal requires an underlying project management structure with staff trained in its use and in the toolsets needed to meet project goals and milestones

    Priority Rank:
    2
    Originating Entity:
    Administrative Applications
    Objectives:
    • 5.1 - Objective - Implement structured project management

      A standardized project management approach to project implementations ensures that all projects are approached, controlled, and implemented the same way. This allows you to manage expectations, communicate effectively, and complete work with a high degree of accuracy. Implementing a standard methodology would ensure the campuses are involved when necessary and are prepared up-front for that involvement.

      Priority Rank:
      2
      Start Date:
      04/01/2010
      End Date:
      04/01/2012
      Responsible Person:
      Everett Garnick
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Actions/Activities:
      • 5.1.a1 - Project documentation

        Define, build and continuously improve a standardized set of documents to be used for project management including, but not limited to: scope, specifications, risk management, change management, startup and shutdown checklists, resource requirements, milestone definitions, etc.

        Start Date:
        07/01/2011
        End Date:
        07/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 5.1.a2 - Methodology definition

        Define and document methodology to be used.

        Start Date:
        04/01/2010
        End Date:
        12/31/2011
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 5.1.a3 - Implementation

        Implement the new methodology as a project itself using the project life cycle approach (define, plan, implement, maintain). This requires refinement and/or redefinition of parts and pieces over the life of the project management process.

        Start Date:
        09/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
    • 5.2 - Objective - Assistive technology

      Obtain, implement, and train on assistive technologies in support of a structured project management methodology. Note: a methodology can be put in place using available tools but assistive technologies will build collaboration and capability.

      Priority Rank:
      3
      Start Date:
      09/01/2010
      End Date:
      04/01/2012
      Responsible Person:
      Everett Garnick
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Resource Requests:
      • 5.2.r1 - Project Database
        Description

        Purchase commercial project managment software and eliminate custom written access database (Tenrox preferred). This will allow for fully collaborative management of all projects including linkages with MS project server for planning of individual projects.

        Rationale

        This would eliminate a custom application, provide greater functionality, and allow greater access with more security to the projects database.

        Resource Type:
        One-time
        Expenditure Category:
        Software
        Originating Entity:
        Administrative Applications
        First Year Cost/Savings:
        $350.00/$0.00
      Actions/Activities:
      • 5.2.a1 - MS Project server

        Implementing Microsoft project server will make the project lifecycle a more collaborative effort through use of technologies that do not currently exist within the District.

        Start Date:
        01/01/2011
        End Date:
        09/01/2011
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 5.2.a2 - Project management software

        Converting to a professional project management software package could improve the collaboration between DCS staff and users as well as assist in tying disparate processes together more tightly. This activity would search for, evaluate, and implement a system if one can be found.

        Start Date:
        07/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        DETS Administrative Applications Committee
        Originating Entity:
        Administrative Applications
    • 5.3 - Objective - Staff development

      Staff, both technical and user, must be trained, to understand, work with, and accept the structures surrounding standardization of project management processes.

      Priority Rank:
      1
      Start Date:
      07/01/2010
      End Date:
      04/01/2012
      Responsible Person:
      Everett Garnick
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
      Actions/Activities:
      • 5.3.a1 - Find staff training funding sources

        Work to find and establish staff training funding sources to allow for funding training for both technical staff and users.

        Start Date:
        07/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        Everett Garnick
        Originating Entity:
        Administrative Applications
      • 5.3.a2 - Staff investment

        Find ways to get staff (technical and users) invested in the processes. This may be achieved through querying individual users, committees, departments, or other user groups

        Start Date:
        07/01/2010
        End Date:
        04/01/2012
        Responsible Person:
        All
        Originating Entity:
        Administrative Applications
  • 6 - Goal - Goal 2: Improve the reliability and consistency of user experiences.

    • Objective 1: Review and revise internal procedures
    o Activity 1: Review all internal business procedures and processes, including: how work is received, processed, and returned, along with level and types of communication provided to users.
    o Activity 2: Revise and document all processes, making document publicly available.
    o Activity 3: Revise at least annually based on surveys, focus groups, and end-user feedback.
     

    Priority Rank:
    2
    Originating Entity:
    Printing Services
    Objectives:
    • 6.1 - Objective - implementation

      Acquire software to accomplish submission of jobs, tracking of jobs, complete all accounting of jobs, keep inventory of materials and supplies. (In place 2011)
      Implement changes to improve customer needs.
      Implement a schedule to visit sites on a regular schedule, or as needed.
      Implement a disclaimer that explains terms and conditions.
       

      Priority Rank:
      4
      Start Date:
      07/01/2010
      End Date:
      07/01/2011
      Responsible Person:
      Louis Chavira
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Printing Services
    • 6.2 - Objective - implementation

      Acquire software to accomplish submission of jobs, tracking of jobs, complete all accounting of jobs, keep inventory of materials and supplies
      Implement changes to improve customer needs.
      Implement a schedule to visit sites on a regular schedule, or as needed.
      Implement a disclaimer that explains terms and conditions.
       

      Priority Rank:
      4
      Start Date:
      07/01/2010
      End Date:
      08/01/2011
      Responsible Person:
      Louis Chavira
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Printing Services
  • 7 - Goal - Computing Environment

    2. Goal - Provide a secure and stable computing environment for the district and colleges
         

    Priority Rank:
    2
    Originating Entity:
    Technical Services
    Objectives:
    • 7.1 - Objective - Objective 1

      Objective –  Implement hardware and software standards for network infrastructure.

      Priority Rank:
      1
      Start Date:
      11/01/2010
      End Date:
      12/31/2011
      Responsible Person:
      Jeremy Sims
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 7.1.r1 - Resource Request
        Description

        3 District STSS

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
      • 7.1.r2 - Resource Request
        Description

        Kitchel BRJ

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
        Originating Entity:
        Technical Services
    • 7.2 - Objective - Objective 2

      Objective – Review, update and or create the District Security Policy. This will be handled through the district Technical Services DETS Committee.

      Priority Rank:
      2
      Start Date:
      01/03/2011
      End Date:
      12/31/2011
      Responsible Person:
      Jeremy Sims
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 7.2.r1 - Resource Request
        Description

        Resources – DETS Managers, CISOA Online Community

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
    • 7.3 - Objective - Objective 3

      Objective – Implement mechanisms that will aid in the identification and prevention of abuse in SBCCD networks and computer systems

      Priority Rank:
      3
      Start Date:
      05/11/2011
      End Date:
      10/31/2011
      Responsible Person:
      Jeremy Sims
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 7.3.r1 - Resource Request
        Description

        Resources – Campus Tech Directors, 3 District STSS

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
      • 7.3.r2 - Resource Request
        Description

        Fortinet

        Rationale
        Resource Type:
        One-time
        Expenditure Category:
        Services
        Originating Entity:
        Technical Services
        First Year Cost/Savings:
        $8,000.00/$0.00
        Second Year Cost/Savings:
        $16,000.00/$0.00
    • 7.4 - Objective - Objective 4

      Objective – Train the appropriate user groups on the newly implemented telephony emergency systems. 

      Priority Rank:
      5
      Start Date:
      05/02/2011
      End Date:
      07/21/2011
      Responsible Person:
      Jeremy Sims
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 7.4.r1 - Resource Request
        Description

        Resources – 2 Telecommunication Specialists

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
  • 8 - Goal - DE Staffing Matrix

    Develop framework to ensure appropriate personnel and financial resources are allocated to the DE department

    Priority Rank:
    2
    Originating Entity:
    Distance Education
    Objectives:
    • 8.1 - Objective - Develop Staffing Matrix
      Priority Rank:
      1
      Start Date:
      08/03/2010
      End Date:
      10/20/2010
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Resource Requests:
      • 8.1.r1 - Recruit & hiring of DE staff
        Description

        Based on staffing matrix, funds to hire additional DE staff to support our services (For example, an additional DE Systems Administrator at $50, 000 - Step I salary).

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Distance Education
        First Year Cost/Savings:
        $50,000.00/$0.00
      Actions/Activities:
      • 8.1.a1 - Identify staffing needs
        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 8.1.a2 - Determine staffing requirements

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 8.1.a3 - Develop staff management plan

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 8.1.a4 - Make formal staffing recommendations

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
  • 9 - Goal - Employee Maintenance

    This goal relates to the maintenance of employee job satisfaction, ability to perform job functions, and overall departmental operations efficiencies.

    Priority Rank:
    1
    Originating Entity:
    Administrative Applications
    Objectives:
    • 9.1 - Objective - Reclass UL Position

      Working with HR, the job, title and compensation for the UL class needs to be reviewed and adjusted to meet current operational necessities.

      Priority Rank:
      1
      Start Date:
      07/01/2011
      End Date:
      12/31/2011
      Responsible Person:
      Everett Garnick & HR
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Administrative Applications
  • 10 - Goal - Support System

    3. Goal- Establish an effective support system to empower district and college users to effectively report and resolve technology issues.
      

    Priority Rank:
    3
    Originating Entity:
    Technical Services
    Objectives:
    • 10.1 - Objective - Objective 1

      Objective – Work closely with with Helpdesk management to improve response times and expand 1st call resolution options.

      Priority Rank:
      1
      Start Date:
      02/01/2011
      End Date:
      02/01/2012
      Responsible Person:
      Everett Garnick
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 10.1.r1 - Resource Request
        Description

        Presiduim, DETS Managers

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
    • 10.2 - Objective - Objective 2

      Objective – Work with TESS managers to reevaluate Helpdesk solution in order to insure we are providing the best solution to our users.

      Priority Rank:
      3
      Start Date:
      01/02/2012
      End Date:
      03/31/2012
      Responsible Person:
      Everett Garnick
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Technical Services
      Resource Requests:
      • 10.2.r1 - Resource Request
        Description

        TESS Managers

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Personnel
        Originating Entity:
        Technical Services
  • 11 - Goal - Expand DE services offerings

    Develop prioritize list of potential services and technology that DE may offer at the district and campus levels and to support DE constituents.

    Priority Rank:
    2
    Originating Entity:
    Distance Education
    Objectives:
    • 11.1 - Objective - Identify potential services that can meet the DE constituents' needs
      Priority Rank:
      1
      Start Date:
      08/12/2010
      End Date:
      12/16/2010
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Actions/Activities:
      • 11.1.a1 - Survey

        Survey all constituencies on types of training and technologies they perceive they need.

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
    • 11.2 - Objective - Integrate technology that support DE strategic vision
      Priority Rank:
      2
      Start Date:
      04/13/2011
      End Date:
      04/17/2013
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Actions/Activities:
      • 11.2.a1 - Research emerging technology

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 11.2.a2 - Identify and recommend feasible technology to implement on campuses/district

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
      • 11.2.a3 - Develop timeline to complete integration of agreed upon technology

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
  • 12 - Goal - Faculty/Staff Training

    Increase technology skillset to allow DE to introduce more innovative and emerging technologies and training into the educational process

    Priority Rank:
    1
    Originating Entity:
    Distance Education
    Objectives:
    • 12.1 - Objective - Identify training opportunities for DE Faculty and Staff
      Priority Rank:
      1
      Start Date:
      08/24/2010
      End Date:
      12/15/2010
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Actions/Activities:
      • 12.1.a1 - Survey

        Survey all constituencies on types of training and technologies they perceive they need.

        Responsible Person:
        Trelisa R. Glazatov
        Originating Entity:
        Distance Education
    • 12.2 - Objective - Professional development plan for DE faculty & staff
      Priority Rank:
      1
      Start Date:
      01/05/2011
      End Date:
      03/09/2011
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
    • 12.3 - Objective - Develop web-based training modules
      Priority Rank:
      1
      Start Date:
      04/14/2011
      End Date:
      08/15/2012
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Resource Requests:
      • 12.3.r1 - Software
        Description

        Software to create web-based training modules (I.e. Adobe eLearning Suite @ 1800/per license) Request 2  licenses.

        Rationale
        Resource Type:
        One-time
        Expenditure Category:
        Software
        Originating Entity:
        Distance Education
        First Year Cost/Savings:
        $3,600.00/$0.00
      • 12.3.r2 - Hardware
        Description

        Hardware to create web-based training modules - Dedicated computers to use primarily for development and storing of modules.   Cost would include Computer/monitor as well as external hard drive storage.  Request 2 Computers.

        Rationale
        Resource Type:
        One-time
        Expenditure Category:
        Equipment
        Originating Entity:
        Distance Education
        First Year Cost/Savings:
        $10,000.00/$0.00
  • 13 - Goal - DE Staff Development
    Priority Rank:
    3
    Originating Entity:
    Distance Education
    Objectives:
    • 13.1 - Objective - Identify training areas related to DE
      Priority Rank:
      2
      Start Date:
      08/12/2010
      End Date:
      12/09/2010
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
    • 13.2 - Objective - Create training plan for DE staff
      Priority Rank:
      3
      Start Date:
      01/13/2011
      End Date:
      02/10/2011
      Responsible Person:
      Trelisa R. Glazatov
      Strategic Direction:
      None
      Impact Type:
      -- Pick One --
      Originating Entity:
      Distance Education
      Resource Requests:
      • 13.2.r1 - Training funds
        Description

        Dedicated funds for training of DE staff.  Request a budget of $7000 per fiscal year for conference registration/travel, workshnd online training modules to support DE staff development

        Rationale
        Resource Type:
        Ongoing
        Expenditure Category:
        Services
        Originating Entity:
        Distance Education
        First Year Cost/Savings:
        $7,000.00/$0.00

10. Progress Report on Last Cycle's Goals, Objectives, and Actions

  1. Estimate progress to date on each of the last cycle’s Goals, Objectives, and Activities.
  2. Any uncompleted Goals, Objectives, and Activities that are still important should appear in the Goals, Objectives, and Action Plans section above.

11. Process and Participants

  1. Describe briefly the main steps of the process that produced this report.
  2. List the name and function of each participant in that process.
  3. Include as many members of the unit as possible in the preparation and/or review of this document. It should not be the product of the manager alone or of a small proportion of unit members.
  4. Describe the plan for future assessment cycles, particularly if not all measures were applied in current cycle.

12. Supporting Documents

There are no supporting documents for this plan.