University Technology and Information Plan December 2020 Update

Goal 1: Support effective and innovative teaching and learning with technology.

Initiative 1.1: Create an integrated virtual and physical cen- ter for faculty to access academic technology, research, and instructional design support.
Team Lead: Mark Nichols
Team: Vickie Brady, Fred Hagemeister, Melissa Foster, Melody Wilson, Bryan Gallagher, Chris Kelly, Clovis Khoury, John Wheeler, Micah Berry, Mike Scioscia, Oz Herbert
Status: Complete
Summary: The main accomplishments of Goal 1.1 include: new faculty hub website, increased web presence of the TLC by adding information to the main IS webpage and creating additional SpiderTechNet Knowledge Bases and Services, creating new physical spaces for both the Faculty HUB and the TLC.

Initiative 1.2: Expand the Technology Learning Center (TLC) to become a hub of multi-media and technology support center for student coursework and creative projects.
Team Lead: Doug West
Team: Mark Nichols, Melissa Foster (Phase two will see par- ticipation from the Faculty Hub, BML, and students).
Status: Green
Summary: Phase 1 included the renovation work, and as it relates to the TLC, we have been focused on improving the physical space that is the TLC. The TLC is now in a much more “public” location in the Library, and while the physical layout is similar, there are notable improvements that tie directly to our objectives within the initiative:

  • The space is more visible. The location will create dramatically more student traffic through the space; it is essentially a main thoroughfare through the Library
  • Glassed windows to promote the work that is happening.
  • A much better space (with glass) was created for the 3-D printers
  • A dedicated AR/VR space
  • Access to A/V editing suites, and a
  • One Button Studio A dedicated training room where we can bring faculty/classes in to get assistance with projects

Initiative 1.3: Develop an interdisciplinary academic technology incubator space and grant program to facilitate faculty exploration of new technologies.
Team Lead: Mark Nichols
Team: Christina Shepperson, Mitch Hanley
Status: Not yet started
Summary: Goal 1.3 is scheduled to start in May 2021. At this point, additional department/offices may include the Faculty HUB, Faculty Technology Committee, and Provost Office. The potential obstacles may include funding for the grant program and incubator space physical assets and securing a location. The project is scheduled to be complet- ed in December 2022.

Initiative 1.4: Create collaborative work spaces and virtual software application libraries to enable students to work anytime and anyplace.
Status: Not yet started
Summary: This initiative begins in the Spring 2021 semester.

Initiative 1.5: Expand research and scholarly computing sup- port services including consultation, high performance computing, and access to research software.
Team Lead: Fred Hagemeister
Team: Clovis Khoury, Sasko Stefanovski, John Wheeler, Sam Gibbs, Nick Lydick, Fess Khan, Mark Nichols, Mike Scioscia
Status: Green
Summary: Most of the tasksfor this initiative have been completed, centering on the execution of a shared HPC proof of concept project that served as the basis for an approved initiative in the Provost’s Office for establishing a shared system with a full-time staff support position. The initiative’s remaining work is the development of a restricted network to facilitate faculty and student accessibility to obsolete and vulnerable research computing equipment. The next step is presenting a draft of the updated network device connectivity policy to IS leadership and proceed through IT Governance.

Initiative 1.6: Create programs and resources to expand stu- dents’ technology literacy and proficiency.
Team Lead: Melissa Foster
Team: George Flanagan (team member), Maria Gimenez (team member), Dora Douglas (team member)
Status: Not yet started
ummary: This initiative begins in the Spring 2021 semester.

Goal 2: Provide digital tools and information to help students develop effective academic plans and deepen their co-curricular engage- ment.

Initiative 2.1: Develop advisor dashboards with information about students’ interests, and co-curricular engagement.
Team Lead: Mike Koontz
Team Members: Lee Parker, Andrea Zinski, Doug West, Eric Palmer, Scott Tilghman, Fred Hagemeister, Troy Boroughs.
Status: Green
Summary: Held discovery meeting with the Registrar’s Office, and had a demo of Grad Tracker to understand its capabilities. Next up is a gap analysis of information for Advisors. We will also determine the project sponsor.

Initiative 2.2: Create “digital” planning worksheets for students and advisors to develop prelim- inary forecasts of their 8 semes- ters of course work and engage- ment in internships, study abroad, and other high impact programs.
Team Lead: Lee Parker
Team: Mike Koontz
Status: Begins in May 2021.
Summary: We will consult with the Registrar’s office, advisors, and Student Development offices.

Initiative 2.3: Improve existing and seek new tools to help stu- dents discover, schedule, and join activities and events that match their personal, academic, and career interests.
Team Lead: Doug West
Team: Fred Hagemeister, Eric Palmer, Scott Tilghman, Lee Parker, Mike Koontz, Troy Boroughs, Andrea Zinski, Bill Galaspie, Susan Galvin, Beth Sims
Status: Green
Summary: Slated to begin Fall 2020.

Initiative 2.4: Leverage technology to create a shared “case management” system that helps offices that interact with students track these interactions and share appropriate information as they refer students to one another.
Team Lead: Fred Hagemeister
Team: Andrea Zinski, Beth Simms, Bill Galaspie, Doug West, Eric Palmer, Lee Parker, Mike Koontz, Scott Tilghman, Susan Galvin, Troy Boroughs
Status: Green
Summary: We have been inter- viewing stakeholders to identify a sponsor and project scope.

Initiative 2.5: Leverage mobile technologies to assist incoming students to plan and track their own co-curricular engagement plan and for juniors and seniors to plan and track the activities and support services they should engage with as they transition to engaged alumni.
Team Lead: Sam Gibbs
Team: Alex Cain, Deb Warrick, Derek Toro, Mike Scioscia
Status: Green
Summary: Begins in May 2021

Goal 3: Enable faculty, student, and administrative support services that are efficient and data driven.

Initiative 3.1: Support redesigned processes with digital workflows, electronic signatures, and docu- ment management capabilities. Team Lead: Troy Boroughs
Team: Lee Parker, Mike Koontz, Rett Alexander, Deb Warrick, Keith McIntosh
Status: Complete – October 1, 2020
Summary: Implemented custom application development platform (APEX) to automate UR processes deemed strategic by UR Better. Implemented Chrome River expense management application. Initiated HR/Payroll modernization initiative. Researched and implemented several process/workflow automation options for UR Better. Integrated UR Better with IT Strategic Governance.

Initiative 3.2: Deploy a mobile friendly, integrated student onboarding capability to streamline collection of student information and distribution to Banner and other student support applica- tion software and guide students through the steps to enroll in applicable administrative tasks, activities, campus services, and orientation programs.
Team Lead: Andrea Zinski
Team: Virginia Griffith, Wilbert Thacker
Status: Green
Summary: Begins in May 2021

Initiative 3.3: Create an interactive, self-service site to replace the fact book.
Team Lead: Eric Palmer
Team: Melanie Jenkins, Dustin Engels
Status: Green
Summary: Begins in spring 2021 semester.

Initiative 3.4: Evaluate and plan a transition to a software as a service administrative (ERP) and student information system.
Status: Canceled

Goal 4: Adopt leading IT management practices and develop organizational competencies to effectively and securely use technolo- gies.

Initiative 4.1: Implement IT governance.
Team Lead: Keith W. McIntosh
Team: Troy Boroughs, Kevin Creamer, Susan Galvin, Greg Miller, Mark Nichols, Beth Simms, Doug West, Melody Wilson
Status: Complete – 12/01/2020
Summary: During this past year, we convened the IT Governance Steering committed eight times to review and discuss our current IT projects portfolio, receive updates from each of the advisory committees, provide foundational briefings to inform and educate the ITGSC about current IT and University processes.

Initiative 4.2: Adopt IT Service Management methods and a service management software application across IS.
Team Lead: Susan Galvin
Team: Rett Alexander, Stepha- nie Charles, Jason Cope, Kevin Creamer, Jaime Fairley, Sam Gibbs, Fred Hagemeister, Mitch Hanley, Pam Harper, Alison Harvey, John Hurst, Susan Kirby, Althea McMillian, Greg Miller,
Julie Neville, Mark Nichols, John Reeves, Karl Schmitz, Phil Sher- man, Beth Simms, Sasko Ste- fanovski, Scott Tilghman, Derek Toro
Status: Green, 90% Complete
Summary: Our most recent accomplishment is to get the integration with Sassafras working so that all of our lab machines and our primary laptops are being tracked in the asset module of SpiderTechNet.

Initiative 4.3: Create an IS-wide project management office and adopt consistent tools and practices for resource planning and project management.
Team Lead: Susan Galvin
Team: David Barth, Jason Cope, Bill Galaspie, Susan Galvin, LeVonne Johnson, Eric Palmer, Karl Schmitz, Phil Sherman, Beth Simms, Rob Stuckey, John Wheeler, Jamie Fairley, Keith McIntosh
Status: Green, 40% Complete
Summary: Our most recent accomplishments include deter- mining our recommendations for standard project management and creating both a statement of work template and a lessons learned template. Next steps include finalizing these items and bringing them before the Leadership Team members and the Skip Level Team members for their input and approval. We expect to have this initiative completed by 3/31/2021.

Initiative 4.4: Maintain an up-to-date business continuity strat- egy and disaster recovery plan in alignment with institutional priorities.
Team Lead: Clovis Khoury
Team: Alison Harvey, Don Babb, Karl Schmitz, Lennie Rimmer, Mike Scioscia, Sashkso Stefanovs- ki, Vinnie Petrone
Status: Green
Summary: We have defined and tested a plan to recover systems to our off-site facility in case of
a disaster. We have also defined, confirmed, and improved recovery time objective and recover point objective for three tiers of servers.

Initiative 4.5: Develop a comprehensive security strategy and security awareness program.
Team Lead: Shana Sumpter
Team: Steve Zinski, Frank Amrhein, Althea McMillian, Bobby Hayes, Kevin Creamer, Julie Neville, Wilbert Thacker, Doug Broome, David Foster, Alex Cain
Status: Green - Complete
Summary: The Cybersecurity Awareness goal met its initial outcomes during the previous year. Cybersecurity is an ever changing and evolving area. The Information Security staff will continue with the established efforts and well introduce new tactics to increase and improve awareness across campus.

Initiative 4.6: Strengthen and expand our organizational capabilities.
Team Leads: Eric Palmer & Alison Harvey
Team: Wilbert Thacker, LeVonne Johnson, Douglas Broome, Alem Areki, Derek Toro, Marge Musial, Dora Douglas, Deb Warrick, Chris Kelly,
Status: Green
Summary: All Information Services staff have development plans consisting of at least one development goal. In the coming months, the team will meet to decide how to handle the performance year close out and how to survey the IS staff.