Enterprise Investment Committee EIC Meeting Summary

1
Enterprise Investment Committee (EIC) Meeting
Summary

• September 8, 2008 Meeting

2
Year In Review

• First year of governance process complete
• Gained significant knowledge and refined the
  process to reflect lessons learned
• Campus participation and communications enhanced
• Instituted Cross-functional Advisory Group (CAG)
  composed of campus faculty, staff and student
  representatives
• Strengthening user groups for earlier involvement
• Rotated 3 committee members, recognized
  contributions of outgoing members
• Thanked and rolled off EIC consultants

3
Staffing Status

• Staffing requirements on target for year end
  completion
• 24 hires to date (8 filled with existing
  employees)
• Several searches in progress
• Received 4 resignations to date, may lose more in
  relocation to Minneapolis
• 52 vacancies remain
• 144 current staff
• Placed several positions in out state locations
• Rolled off contractors, will internalize as many
  roles as possible

4
Budget Cut Challenge Met

• Agreed not to touch the campus allocations
• Focused on protecting core infrastructure and
  functionality
• Agreed not to sacrifice recent gains in
  bandwidth, performance and duplicity
• Committed that all ITS resources will log time to
  specific projects ensuring true project costing
• Maintained contingency funds for unforeseen
• Stretched project timelines, delayed upcoming
  project starts, negotiated purchasing
  efficiencies, and cut 1 project
• Squeezed remainder from smaller initiatives and
  shaved operational budget

5
Projects Affected by Cuts

• Action Analytics
• cut 320K by delaying the timing (not assigning
  staff as planned)
• High Demand Online Courses
• cut 150K by eliminating completely
• Enterprise Data Backup Support for Campuses
• cut 50K by piloting a smaller group
• D2L Update
• cut 180K through purchasing efficiencies at
  costs lower than forecasted
• eFolio
• cut 200K by purchasing efficiencies (combining
  with other purchases like D2L, APPS, etc.)
• APPS
• cut 100K by folding under Action Analytics
  Program and purchasing efficiencies
• Information Security Program
• cut 300K by pushing out timeline to 2010
• Delayed implementation does not present a
  significant risk.
• Identity and Access Management
• cut 450K by pushing out timeline to 2010
• Delayed implementation will not significantly
  impact campuses

6
EIC Project Status

• 5 projects completed this quarter
• Secondary Data Center (COB)/Disaster Recovery
  Site (Phase I)
• FY08 Firewall Replacement
• Applicant Tracking
• D2L Upgrade for FY09
• Incident Response (Planning Phase)
• 12 projects on schedule
• 6 key project updates and Fall Readiness overview
  appear on the following pages
• 7 projects on hold
• 8 projects under 100K on schedule

7
Fall Readiness

• Purpose
• To ensure that the MnSCU infrastructure, network
  and application systems are ready and available
  for the start of school on August 25, 2008
• Accomplishments
• Formal process in place for evaluating and
  approving changes to capacity, communicating with
  campuses, and identifying and mitigating risk
• Published FAQs to web site
• Established call tree
• Conducted daily conference calls during freeze
  period

8
eTranscript

• Purpose
• To enable electronic exchange of transcripts
  among MnSCU institutions, load the data into
  DARS, and provide evaluation and technical
  planning for server-based solution to allow
  electronic exchange of transcripts with any
  school
• Accomplishments
• Pilot scheduled for September 24, 2008
• Inver Hills Community College
• Winona State University
• St. Cloud State University

9
Information Security Assessment Program

• Purpose
• To provide a method for campuses to determine
  the current health of information security
  effectiveness and, where necessary, establish a
  target for improvement
• Accomplishments
• Completed all roadmaps for phase III campuses
• Conducted exit meetings with all remaining phase
  III institutions
• Developed draft System report with aggregate
  findings/observations
• Reviewed report with System CIO

10
ISEEK Business Solutions (Phase II - Execution)

• Purpose
• To implement career content and technology
  solutions that support the vision of the iSeek
  Solutions Executive Board and enhance processes
  as indicated within the Phase 1 assessment
• Accomplishments
• Completed documentation of use cases
• Completed detailed user interface design
• Gathered and documented technical requirements
  for a content management system, data management,
  and synchronized sign on

11
Quality Assurance Improvements

• Purpose
• To improve the existing Quality Assurance
  function, including an increase to the number of
  dedicated testing resources as well as
  implementation of testing software
• Accomplishments
• Hired QA Supervisor and 3 QA analysts
• QA Process to be implemented on the following
  projects
• Tuition Waver
• Budget Module
• RDB to Oracle Conversion
• eTranscript
• Fall Readiness
• Purchased and implemented QA tools
• Completed plan for transition to MnSCU QA team

12
REGIS (Planning)

• Purpose
• To create a plan defining the strategy for
  implementing the REGIS program including Finance
  related project prioritization, resource
  requirements, and value
• Accomplishments
• Conducted two-day planning meeting
• Broke project into 4 phases
• Wrote and submitted phase I initiative summary

13
Star Alert (Wireless Emergency Notification
System)

• Purpose
• To develop and implement a common notification
  system for campus related emergencies utilizing
  text and email messaging
• Accomplishments
• Developed program implementation plan
• Created marketing tool kit for campus promotion
• Completed training and launched program in two
  locations
• St. Cloud State University
• Vermilion Community College

14
Direct Benefits of FY08 Projects
15
Direct Benefits of FY09 Projects

• Campuses have adequate network application
  functionality due to 50 percent
• bandwidth increase
• Critical campus data is reliably and
  cost-effectively backed up, archived and
• secure
• Strategic planning and decision-making are
  data-driven

• Campuses have conducted security assessments and
  completed security training curriculum

• Students notified of emergencies via text and
  email
• Transfer of information between high schools and
  MnSCU is seamless
• Paperwork necessary from student applicants is
  reduced
• Transcripts are sent and received electronically
  between MnSCU institutions
• Quality of end product is increased
• Students are better prepared for employment upon
  graduation

• Staff notified of emergencies via text and email
• Work load is reduced
• Resources and management required for incident
  response is decreased
• Comprehensive and flexible campus budget modeling
  tool is available
• Processes for candidate searches are automated
• Students, faculty and staff notified of
  emergencies via text and email

• Faculty notified of emergencies via text and
  email
• Student demand for courses is accurately
  projected
• Students, faculty and staff notified of
  emergencies via text and email

16
Fast, Secure, Reliable - Establishing a strong
technology foundation to build upon

• Action Analytics
• Centralized Admissions (Nursing Pilot)
• GPS Lifeplan
• Vets
• Electronic Medical Records / ATHENS
• Reporting Tool (Identification of Future
  Educational Needs)
• Automatic Transfer of H.S. Data
• Regis
• ISRS Communications Module
• Graduation Planner
• eFolio

• Continued Learning Objects Development
• Gaming and Simulation Development
• iSeek
• Web Aid Apply, Failure Notification, Last Date of
  Attendance, Satisfactory Academic Progress
• Online Library Access and Development
• eTranscript
• Student Housing Module Rewrite

Students, Faculty Staff Innovation

• Public Affairs Next Generation Website
• Support Labor Relations and Grievance Management
• Total Compensation Module
• Classification and Compensation

• Financial Planning Tool
• PCI (Credit Card Transactions)
• Identity and Access Management
• APPS
• Campus Reporting Enhancements
• Prinsys
• Budget Module

Enterprise-wide Enablement

• Bandwidth Upgrade
• Enterprise Backup Support for Campuses
• Enterprise Secure File Transfer
• Application Security Assessment
• Security Awareness Training
• Redundant Network Paths

• Enterprise Performance Monitoring Tools
• Security Event Monitoring
• Vulnerability Management
• Oracle Conversion ISRS
• Uniface to J2EE Conversion

Core Infrastructure
17
Projects with Yellow Status

• Identity and Access Management
• Sun assessment resulted in rescheduling of
  milestones
• Graduation Planner (Planning Phase II)
• Resources allocated to Uniface 8 and RDB to
  Oracle conversion projects
• Public Affairs Website
• Awaiting availability of new web server
  environment
• RDB to Oracle Conversion (ISRS)
• Experienced issues with Uniface 8 rollout,
  awaiting load test results before resuming
• Redundant Network Paths
• Awaiting resource allocation and router equipment
• Student Housing Model
• Awaiting scope and resource confirmation

18
Initiative Summary Review and Discussion

• Collaborative DataMart Development for MnSCU
  Universities
• Digital Archive and Institutional Repository
• Library Access and Research Connections (Phase
  II)
• Real-Time Web Grading
• Registration Edit Maintenance Re-Design
• Budget Module (Phases III and IV)
• Online Student 1098-T W-2 Forms
• REGIS (Phase I)
• Applicant Tracking (Phase II)
• IT Asset Protection Campus-requested ISRS
  Enhancements

19
Planned Enhancements to EIC Process

• Increase integration at the grass roots level by
  involving student groups and channel committees
  earlier in the process
• Establish protocols, discipline and structure for
  campus portion of project costs