prairie view a&m university information technology roadmap · 1 information technology mission...

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Prairie View A&M University Information Technology Roadmap

April 15th, 2016

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Table of Contents Information Technology Mission ..................................................................................................................... 1

Information Technology Vision ....................................................................................................................... 1

Introduction ........................................................................................................................................................ 1

Guidelines ........................................................................................................................................................... 1

Planning .............................................................................................................................................................. 2

Academic Technology Initiatives .................................................................................................................. 3

Initiative #1: Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot) .................................................................................................................. 3

Initiative #2: Implement audio visual equipment management software ........................................ 3

Initiative #3: Classroom technology upgrades ....................................................................................... 4

Initiative #4: Develop and implement training plan for technology support ................................... 5

Initiative #5: Identify current and develop technology resource support skills ................................. 5

Initiative #6: Digital Media Center ............................................................................................................. 6

Initiative #7: Identify all of technology assets for tracking and compliance .................................... 6

Initiative #8: Auditorium technology upgrade ........................................................................................ 7

Administrative Technology Initiatives ............................................................................................................ 8

Initiative #1: Upgrade Exchange to 2013/Office 365 ............................................................................. 8

Initiative #2: Campus-wide HelpDesk Ticketing tool .............................................................................. 8

Initiative #4: Intranet Solution ...................................................................................................................... 9

Initiative #5: Electronic Signature ............................................................................................................... 9

Research Initiatives ......................................................................................................................................... 11

Initiative 1: Provide a modern, highly manageable, secure, standards based, high speed research network fabric/infrastructure. .................................................................................................. 11

Infrastructure Initiatives ................................................................................................................................... 12

Initiative 1: Upgrade connections in selected buildings to 10GB ...................................................... 12

Initiative #2: Upgrade external firewall ................................................................................................... 12

Initiative #3: Deploy network access controls to wired ports ............................................................. 13

Initiative #4: Virtual Infrastructure for academic and departmental units ...................................... 13

Initiative #5: Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC ........................................................................................................................ 14

Initiative #6: Deploy Eduroam at Prairie View campuses ................................................................... 14

Initiative #7: Deploy unified communication tools (instant messaging, desktop video chat, call control) .......................................................................................................................................................... 15

Mobile Technology Initiatives ........................................................................................................................ 16

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Initiative #1: Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy ............................................................................................................................................................. 16

Initiative #2: Additional features to PVAMU Mobile Application ....................................................... 16

Initiative #3: Learning Management System (LMS) Integration to PVAMU Mobile Application .. 17

Information Security & Risk Management Initiatives ................................................................................ 19

Initiative #1: Data at rest Encryption (laptop & Workstations) ........................................................... 19

Initiative #2: Perform risk assessment on all mission critical systems using DIR tool (Archer) ......... 19

Initiative #4: Establish Change Management Process ........................................................................ 20

Initiative #4: Establish Information Security Awareness Program ....................................................... 21

Initiative #5: Data loss Prevention guideline & solution ....................................................................... 21

Initiative #6: Establish System Specific (mission critical) Security Plans ............................................. 22

IT Roadmap Initiative Timeline …………………………………………………………………………………23

IT Roadmap Estimated Cost …………………………………………………………………………………...24

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Information Technology Mission Information Technology at Prairie View A&M University is committed to providing quality, current, and secure solutions to support and enhance teaching and learning, research, and service.

Information Technology Vision Information Technology at Prairie View A&M University will empower our university community by serving as a catalyst to provide innovative solutions and impeccable customer service to maximize the university’s goals of teaching and learning, research, and service.

Introduction Prairie View A&M University Information Technology is committed to the continuous evolution and improvement of our services and support to the University community. Demand for technology enabled services continue to grow, while economic challenges drive the need of efficiencies and optimized use of resource. PVAMU IT Roadmap has been developed to improve and deliver effective Information Technology services and infrastructure at the University.

The roadmap supports the following IT strategic goals,

1. Cultivate a culture of compliance and risk management 2. Optimize IT operations and efficiency 3. Improve services to our campus community 4. Optimize current and relevant technology solutions 5. Enhance communication and collaboration 6. Support and encourage research initiatives

Guidelines The following documents were considered for the preparation of IT roadmap,

• TAMUS Information Technology Assessment (by Deloitte) • State of Texas Strategic Plan for Information Resources Management • PVAMU Information Security Assessment (by Gartner)

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Planning Information Technology Governance Committee (ITGC) was tasked to deliver PVAMU Information Technology Roadmap by executive management. ITGC identified six major categories for the roadmap, and assigned team leads to the categories identified,

Category Team Lead Academic Technology

Demitris Cambric Executive Director for Academic Technologies

Administrative Technology Charlene Stubblefield Instructional Designer

Research Computing

Dr. Cajetan Akujoubi Vice President for Research and Development

Infrastructure

Dee Thompson Technical Director

Mobile Technology

Hassan Abbasi Information Resource Supervisor

Information Security & Risk Management

Midhat Asghar Assistant Vice President for Information Resource Management David Maxwell Information Security Officer

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Academic Technology Initiatives

Initiative #1: Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot) Purpose/Impact/Benefit:

The implementation of Recruiter, Degree Works, Pilot and other Student Information System tools will enhance the performance and capability of the SIS which will in turn impact the entire university. These systems will create a system that automates recruitment, place the degree planning in the hands of the students will also providing our entire student body with on time support through an early alert system. Owner and Key Partner(s):

• Office of the Registrar • Office of Enrollment Management, Recruitment and Admissions • Office of Academic Affairs • Information Technology

Sponsor:

Office of Academic Affairs

Possible Solutions:

• Banner XE • Recruiter • Degreeworks • Banner Pilot

Cost:

$1.5M approximate

Timeframe for Implementation:

FY15 Q4 - FY18 Q1

Initiative #2: Implement audio visual equipment management software Purpose/Impact/Benefit:

The purpose of audio visual management software is to provide an additional level of technology support. The software will allow remote system monitoring, providing warranty information at our fingertip and provide remote troubleshooting.

Owner and Key Partner(s):

• Office of Academic Affairs

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• Information Technology Services

Sponsor:


Possible Solutions: the installation of Tekvox audio visual equipment management software for current, in progress upgrades as well as future equipment installation

Cost:

$1,200 approximate


FY16 Q2 - FY17 Q4

Initiative #3: Classroom technology upgrades Purpose/Impact/Benefit:

The technology savvy faculty and student with utilize technology to enhance their classroom learning experience. Faculty are presented with a campus wide standard for ease and consistent use while the technology will provide the student with an opportunity to assist in their own learning through a share presentation experience.


• Office of Academic Affairs • Information Technology Services

Sponsor:


Possible Solutions: Adding a university standard to all classrooms that includes projectors, instructor tools and student interactive capability technology.

Cost:

$2M approximate


FY16 Q4 - FY17 Q4

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Initiative #4: Develop and implement training plan for technology support Purpose/Impact/Benefit:

Developing and implementing a training plan to assist our technology resource in providing better and consistent service to the Academic community. Training will also enhance the skills of our current resources along with the students that assist with this support making them more marketable to the job market.


• Office of Academic Technology • Information Technology Services

Sponsor:


Possible Solutions: Provide website support, troubleshooting documentation, tracking of response and solutions for recognition and growth opportunities.

Cost:

$35K approximate


FY16 Q2 - FY17 Q4

Initiative #5: Identify current and develop technology resource support skills Purpose/Impact/Benefit:

Developing and implementing a training plan to assist our technology resource in providing better and consistent service to the Academic community. Training will also enhance the skills of our current resources along with providing opportunities for advancement.


• Office of Academic Technology • Academic Units • Information Technology Services

Sponsor:


Possible Solutions: Provide website support, troubleshooting documentation, tracking of response and solutions for recognition and growth opportunities.

Cost:

$20K approximate

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FY16 Q3 - FY17 Q2

Initiative #6: Digital Media Center Purpose/Impact/Benefit:

The Digital Media Center will provide our general PV student with access to state of the art digital media equipment. Allowing the student the ability to create, edit and work with tools to enhance their educational experience as well as their marketability in the workforce.


• Office of Academic Technology • Information Technology Services

Sponsor:


Possible Solutions:

Cost:

$1M approximate


FY16 Q4 - FY18 Q1

Initiative #7: Identify all of technology assets for tracking and compliance Purpose/Impact/Benefit:

Tracking assets within the University allows for adequate warranty support, regular maintenance support as well as inclusion in the Universities replacement equipment program, ensuring the University as a whole is equipped with current technology for the workforce, labs and classrooms.


• Office of Academic Technology • Academic Units • Information Technology Services

Sponsor:


Possible Solutions:

Cost:

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$0K approximate


FY16 Q4 - FY17 Q4

Initiative #8: Auditorium technology upgrade Purpose/Impact/Benefit:

Technology enhancement of the Julius W. Becton, Jr. Auditorium will provide a streamline formal but ease of use approach to the President’s auditorium. The new design will be ecstatically appealing while providing consistent technology utilization.


• Office of Academic Affairs • Information Technology Services

Sponsor:


Possible Solutions: New projector and technology equipment for streaming and video conferencing as well as new seating and overall design.

Cost:

$90K approximate


FY15 Q4 - FY16 Q2

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Administrative Technology Initiatives

Initiative #1: Upgrade Exchange to 2013/Office 365 Purpose/Impact/Benefit:

Ensure PVAMU email infrastructure remains up to date. Provide resource savings, reduce maintenance and operations impacts and increase accessibility


Information Technology Services

Sponsor:

Senior Vice President for Business Affairs

Possible Solutions:

Microsoft Exchange 2013/Office 365

Cost:

$250K


FY17 Q1 - FY18 Q4

Initiative #2: Campus-wide HelpDesk Ticketing tool Purpose/Impact/Benefit:

The purpose of this helpdesk ticketing system would be to bring all current processes into one central location where response times, resolutions, and a database of campus-wide issues can be collected to improve services. Reports can be generated to further identify common across campus issues to assist with better communication of solutions.


Office of Information Resource Management


Sponsor:


Possible Solutions:

Service Now

Cost:

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$35K


FY17 Q1 – FY17 Q3

Initiative #4: Intranet Solution Purpose/Impact/Benefit:

Intranet solution will improve internal communication, knowledge management, and collaboration.




Sponsor:


Possible Solutions:

• WordPress • Microsoft SharePoint • HyperOffice • Atlassin

Cost:

$75K


FY16 Q4 - FY17 Q3

Initiative #5: Electronic Signature Purpose/Impact/Benefit:

Electronic signatures will allow automating paper heavy process online. Documents can be signed from anywhere and from any device, in a secure manner. It will reduce cost, process time, enhance customer experience with improved security.




Sponsor:

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Possible Solutions:

DocuSign

SignX

Cost:

$35K


FY17 Q1 - FY18 Q2

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Research Initiatives

Initiative 1: Provide a modern, highly manageable, secure, standards based, high speed research network fabric/infrastructure. Purpose/Impact/Benefit:

The Department of Research and Graduate Studies intends to enhance the University’s network infrastructure capabilities by building a Campus Advanced Research Network (CARN) with the objective of meeting the speed increase and data transfer needs of the researchers in the university.

Implement Proposed Research Network on Campus at PVAMU. Existing single mode fiber pairs can be used for dual 40G or 10G links between core and distribution switches. Backbone will start at 100G easily expandable past 200G.


• Department of Research and Graduate Studies • Information Technology

Sponsor:

Office of Research

Possible Solutions:

Cost:

$3M approximate


FY16 Q4 - FY18 Q1

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Infrastructure Initiatives

Initiative 1: Upgrade connections in selected buildings to 10GB Purpose/Impact/Benefit:

Allow for better performance; bring 1GB connections to desktop computing




Sponsor:


Possible Solutions:

Upgrade necessary network switches and interfaces to meet the requirements.

Cost:

TBD


FY16 Q4 - FY17 Q4

Initiative #2: Upgrade external firewall Purpose/Impact/Benefit:

Allow for larger throughput and bandwidth connections. Current hardware utilization is 90%+. Allow for future growth.



Sponsor:


Possible Solutions:

Fortinet firewall

Cost:

~$131,000 in one time cost; ~$15,000 in annual recurring costs


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FY16 Q4 - FY17 Q4

Initiative #3: Deploy network access controls to wired ports Purpose/Impact/Benefit:

Ensure the integrity of connected users, their devices, the network infrastructure and its attached resources



Sponsor:


Possible Solutions:

Cost:

~$160,000 in one-time costs; ~$18,000 in annual recurring costs


FY16 Q4 - FY17 Q4

Initiative #4: Virtual Infrastructure for academic and departmental units Purpose/Impact/Benefit:

• Reduce cost per server – lower total operational cost • Improved server reliability and availability • Faster deploy and redeploy times • No vendor lock in • Improved disaster recovery • Better testing, and easier backups • Smaller carbon footprint – Go Green • Positions PVAMU to move to cloud



Distributed Information Technology departments

Sponsor:


Possible Solutions:

VMWare

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Cost:

~$180,000 one-time cost; ~$36,000 annual recurring cost


FY16 Q4 - FY17 Q4

Initiative #5: Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC Purpose/Impact/Benefit:

Allow for better performance; bring 1GB connections to desktop computing




Sponsor:


Possible Solutions:

Upgrade necessary network switches and interfaces to meet the requirements.

Cost:

$3,5M


FY17 Q1 - FY18 Q4

Initiative #6: Deploy Eduroam at Prairie View campuses Purpose/Impact/Benefit:

Provide ability to use institutions Wi-Fi authentication at any Eduroam hotspot in the world. Augment guest wireless services at Prairie View campuses



Sponsor:


Possible Solutions:

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Eduroam

Cost:

$30K


FY17 Q1 - FY18 Q4

Initiative #7: Deploy unified communication tools (instant messaging, desktop video chat, call control) Purpose/Impact/Benefit:

Single, unified communications infrastructure; enhance productivity and mobility; increase collaboration



Sponsor:


Possible Solutions:

Cisco Unified Communication Suite

Microsoft UC toolset

Cost:

Under development


FY16 Q4 - FY17 Q4

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Mobile Technology Initiatives

Initiative #1: Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy Purpose/Impact/Benefit:

This policy would provide protection for the University's networking system while allowing individuals entering the campus to utilize their devices to access various components of the University's system.

Allowing personal devices connecting to the university network with no policy or restrictions has implications for security, cost of providing bandwidth and other services and customer satisfaction.




Sponsor:


Possible Solutions:

Creating a policy document would be the first. Then if needed, there might be some software / hardware to monitor the devices.

Cost:

TBD


FY16 Q4 – FY17 Q3

Initiative #2: Additional features to PVAMU Mobile Application Purpose/Impact/Benefit:

Adding features such as,

• Registration • Financial Aid Status • Implement multiple configuration support in mobile app • building and class finder (with interactive map) • Employee Portal - HR Connect, LeaveTraq, Employee Benefits, etc.

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Adding these features to the PV Mobile App will help students make use of them and have greater time and energy to devote to their academic pursuits.





Office of Financial Aid

Sponsor:


Possible Solutions:

Ellucian Mobile Platform

Modo Labs Platform

Cost:

Under Development


FY16 Q4 – FY18 Q4

Initiative #3: Learning Management System (LMS) Integration to PVAMU Mobile Application Purpose/Impact/Benefit:

Increase utilization of eCourses across campus. Instructors are using multiple systems for their classroom technology; eCourses should be implemented with a renewed focus on campus wide implementation





Office of Distance Learning

Sponsor:

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Possible Solutions:

Moodle Mobile Application

Ellucian Mobile Platform

Modo Lab Mobile Platform

Cost:

$3K


FY16 Q4 – FY17 Q4

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Information Security & Risk Management Initiatives

Initiative #1: Data at rest Encryption (laptop & Workstations) Purpose/Impact/Benefit:

Encrypting data at rest is a measure to improve overall security posture of the University. It is also a recommendation from Information Security Assessment by Garter.




Sponsor:


Possible Solutions:

McAfee Complete Data Protection

Bitlocker

Cost:

$50K


FY16 Q3 – FY17Q3

Initiative #2: Perform risk assessment on all mission critical systems using DIR tool (Archer) Purpose/Impact/Benefit:

TAC 202 requires that risk assessment of the organizations’ information systems shall be performed and documented. It is also a recommendation from Information Security Assessment by Garter.



Distributed Information Technology Departments


Sponsor:


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Possible Solutions:

Archer (DIR funded)

Cost:

$10K (training cost)


FY16 Q3 – FY17 Q1

Initiative #4: Establish Change Management Process Purpose/Impact/Benefit:

Establish change management controls that include a workflow model with documentation, attribution, approval processes, testing, and execution of the change. Additionally, establish controls to protect the integrity and confidentiality of the change management process commensurate with level of criticality of the resources being changed.



Distributed Information Technology Departments


Sponsor:


Possible Solutions:

Service Now – Change Management module

Cost:

$35K


FY16 Q3 – FY17 Q1

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Initiative #4: Establish Information Security Awareness Program Purpose/Impact/Benefit:

Establish a comprehensive enterprise security awareness and training policy with requirements for regular and periodic (annual) awareness training. . It is also a recommendation from Information Security Assessment by Garter.



Sponsor:


Possible Solutions:

Secure the Human (SANS) training – TrainTraq

October Cyber Security Month

Print campaign

Cost:

$10K


FY17 Q1 – FY18 Q4

Initiative #5: Data loss Prevention guideline & solution Purpose/Impact/Benefit:

To protect confidential, sensitive, critical information.




Sponsor:


Possible Solutions:

Identity finder

Varonis

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lojack

Cost:

$75K


FY17 Q1 – FY17 Q4

Initiative #6: Establish System Specific (mission critical) Security Plans Purpose/Impact/Benefit:

Establish system-specific security plans that defines the overall information protection plan as it relates to security and privacy




Sponsor:


Possible Solutions:

Thorough documentation of mission critical systems

Cost:

NA


FY16 Q4 – FY18 Q4

Category # of Goals Initiative FY16 Q1 FY16 Q2 FY16 Q3 FY16 Q4 FY17 Q1 FY17 Q2 FY17 Q3 FY17 Q4 FY18 Q1 FY18 Q2 FY18 Q3 FY18 Q4

1Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot)

2 Implement AV equipment management software 3 Classroom technology upgrades 4 Develop and implement training plan for technology support 5 Identify current and develop technology resource support skills 6 Digital Media Center 7 Identify all of technology assets for tracking and compliance 8 Auditorium technology upgrade 1 Upgrade Exchange to 2013/Office 3652 Campus-wide HelpDesk Ticketing tool 3 Intranet 4 Electronic Signature1 Upgrade connections in selected buildings to 10GB2 Upgrade external firewall3 Deploy network access controls to wired ports4 Virtual Infrastructure for academic and departmental units

5Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC

6 Upgrade Exchange to 2013/Office 3657 Deploy Eduroam at Prairie View campuses

8Deploy unified communication tools (instant messaging, desktop video chat, call control)

1Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy

2 Add Features to PVAMU Mobile App3 LMS Integration to PVAMU Mobile App1 Data at rest Encryption

2 Perform risk assessment on all mission critical systems using DIR tool (Archer)3 Establish Change Management Process4 Establish Security Awareness Campaign5 Data loss Prevention guideline & solution6 Establish System Specific (mission critical) Security PlansResearch 1 Campus Advanced Research Network

Information Technology Roadmap Initiative Timeline

Academic

Administrat

InfrastructureSecurity

Mobile

miasghar

Typewritten Text

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Category # of Goals Initiative Cost

1Implement and successful utilization of student information system enhancements (Recruiter, Degree Works, Pilot) $1,500,000.00

2 Implement AV equipment management software $1,200.003 Classroom technology upgrades $2,000,000.004 Develop and implement training plan for technology support $35,000.005 Identify current and develop technology resource support skills $0.006 Digital Media Center $1,000,000.007 Identify all of technology assets for tracking and compliance $0.008 Auditorium technology upgrade $90,000.001 Upgrade Exchange to 2013/Office 365 $250,000.002 Campus-wide HelpDesk Ticketing tool $35,000.003 Intranet $20,000.004 Electronic Signature $15,000.001 Upgrade connections in selected buildings to 10GB2 Upgrade external firewall $135,000.003 Deploy network access controls to wired ports $160,000.004 Virtual Infrastructure for academic and departmental units $180,000.00

5Upgrade LAN end user connections to 1GB in buildings based on recommendations of ITGC $3,500,000.00

6 Deploy Eduroam at Prairie View campuses $30,000.00

8Deploy unified communication tools (instant messaging, desktop video chat, call control) $10,000.00

1 LMS Integration to PVAMU Mobile App $3,000.00

2Develop a Bring your own device (BYOD) & Mobile Data Management (MDM) policy $0.00

3 Add Features to PVAMU Mobile App $2,000.001 Data at rest Encryption $50,000.00

2 Perform risk assessment on all mission critical systems using DIR tool (Archer) $10,000.003 Establish Change Management Process $35,000.004 Establish Security Awareness Campaign $10,000.005 Data loss Prevention guideline & solution $75,000.006 Establish System Specific (mission critical) Security Plans $0.00Research 1 Campus Advanced Research Network $3,000,000.00

Total (approximate cost) $12,146,200.00

Security

Information Technology Roadmap Estimated Cost

Academic

Administrat

InfrastructureM

obile

miasghar

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