Annual Report 2005 - = 2006

=C2=A0

Part = 1

Section = A

Unit Information

=C2=A0

Unit:Information Systems

Mission Statement:

Information Systems will endeavor to provide professional = management and development of business systems to support the = university's academic = mission.

=C2=A0

Section B

Unit Goals=C2=A0set within last = year's=C2=A0(2004-2005) Annual Report

Strategic Plan = Goal=C2=A0

With which 1 or 2 goals from the 8 current = strategic plan goals does your 2005-2006 goal best = align?

Unit Goal

=C2=A0

Goal for 2005-2006

=C2=A0

Goal 5 - State of the art = infrastructure

Goal 1 - Automation:=C2=A0 At least = six major business=C2=A0processes will be automated in = 2005-06

=C2=A0

What=C2=A0actions have been taken to attain this = goal?

We are proud of our accomplishments in this area for two reasons; = first, we've exceeded our target of six major process and second, they = have benefited so many different areas of the university. Working with = many different is challenging but also very rewarding. We believe that = the many person-hours=C2=A0that would have been spent=C2=A0performing = these=C2=A0tasks=C2=A0manually have greatly improved our ability to = serve students. Some examples include:

=C2=A0

automation of=C2=A0the transfer of data used for bank reconciliation = with the Bank of America to ensure that the university can better = understand, manage, and model cash flow
automation of the transfer of purchasing card data with the Bank of = America allowing more timely approval of=C2=A0these charges and improved = information for budget managers
automation of the sweep of unapproved p-card charges
automation of the positive pay process to eliminate possible check = fraud
automation of the opening and closing of fiscal months
automation of the retrieval and=C2=A0processing of test score data = for applicants
automation of the production of several key recruitment and = admission letters
automation of the assignment of students to timed registration = periods improving the flow of students through the enrollment = process.=C2=A0
automation of the exchange of credit and charge information with the = Follett bookstore so that students may obtain books and supplies for = classes prior to the disbursement of financial aid
automation of the transfer=C2=A0of library patron data=C2=A0to = FCLA
automation of the production of requests for mid-term progress = reports to faculty for Student Support Services
automation of the feed of payroll data to finance general = ledger
automation of file exchanges with Convergys for employee = benefits
automated the deferred grant process
automation of the Financial Aid loan file exchanges with = OpenNet

=C2=A0

We also have automation projects in progress with a number of other = departments including:

=C2=A0

Financial Aid file exchanges with the State of Florida and the = USDOE.
automated processing of Financial Aid award letters
automatically retrieving data=C2=A0and=C2=A0posting chargeback from = numerous ancilliary systems including copiers, phones, and others
automation of the daily accounts payable check generation = process
automated posting of library fines and = fees

=C2=A0

What measures have you taken towards assessment of this = goal?

We track and report progress = on=C2=A0automation projects to the university's Banner Coordinating = Committee and its data groups. These reports are available online and = distributed to key stakeholders throughout the year. These reports are = reviewed regularly by the Director to assess progress toward the = goal.

=C2=A0

Describe the progress you have made toward attaining this = goal including the anticipated completion date.

We're proud of our accomplishments in = this area and have=C2=A0exceeded=C2=A0our targets. We consider efforts = to automate key tasks ongoing and routinely include tasks to automate = processes in all new initiatives.

=C2=A0

Describe how the results of assessments have been used to = improve student learning or your department's services.

Automation will=C2=A0impact student = learning and departmental services both directly and indirectly. = Obviously, automated processes are more efficient and generally more = reliable than manual versions of the same processes. They help to make = operations more routine and lead to standardization of operating = procedures.=C2=A0This allow the entire university community to become = more efficient and productive. In general, the morale of = employees=C2=A0who are relieved of the manual processing is improved as = they become better equipped to manage the processes. It also allows = these same employees to spend more time in direct contact with their = constituents and participating in initiatives that will enhance = services.=C2=A0

=C2=A0

Strategic Plan = Goal=C2=A0

With which 1 or 2 goals from the 8 current = strategic plan goals does your 2005-2006 goal best = align?

Unit Goal

=C2=A0

Goal for 2005-2006

=C2=A0

Goal 5 - State of the art = infrastructure

Goal 2 - At least three = new self-service options will be made available during the = year

=C2=A0

What=C2=A0actions have been taken to attain this = goal?

We're also proud of our accomplishments in this = area.=C2=A0Partnership=C2=A0with departments to offer new self-service = options has led directly to success. For example:

=C2=A0

Students can now request and pay for official transcripts on-line. = This allows them to get the transcripts to employers and graduate = schools much more quickly.
Students can also now see their fees and anticipated financial aid = on the same page that they pay their bill. This ensures they pay the = right amount.
Students can also accept financial aid=C2=A0that is offered to them = on-line.=C2=A0
We've worked with HR to enable the option for employees to update = some key personal information=C2=A0on line which will speed production = of tax forms
We've migrated from a non-integrated vendor-provided tool to a = local=C2=A0tool that is integrated with Banner to collect data from = prospects.
Departments can now complete requisitions to send to Procurement = Services on-line
Departments can complete budget transfers on-line

=C2=A0

Additional self-service options are planned in the near future. = Some include:

=C2=A0

Students will be able to target their payments at specific charges = like tuition, housing, meal plans, or fines.
Students will be e-mailed their financial aid award letters
Access granted to persons using Banner will be able to be reviewed = by supervisors and custodians on-line. Also, requests for access will be = able to be submitted and reviewed on-line.
Students will be able to select, manage, and pay for=C2=A0their = orientation session on-line.
Dozens of standard Banner reports are run each day and made = available on-line in the e~print system to staff who use = them

=C2=A0

What measures have you taken towards assessment of this = goal?

=C2=A0

Describe the progress you have made toward attaining this = goal including the anticipated completion date.

Again, we're proud of the success in = this area, and are actively working with numerous departments to design = new self-service options and to determine if existing systems have = self-service options that are not currently deployed, but could be. = Numerous departments now routinely consider offering self-service = options when planning new service offerings!

=C2=A0

Describe how the results of assessments have been used to = improve student learning or your department's services.

Similar to automation = projects,=C2=A0self-service options=C2=A0impact student learning and = departmental services both directly and indirectly. By reducing the = demand for in-person services to the exceptional cases, students receive = better service and are able to obtain services when it is convenient. = This is much less disruptive to the educational process. Like = automation, self-service options can help to make operations more = routine and lead to standardization of operating procedures.=C2=A0This = allow the university to become more efficient and productive. Because = less time is spent entering data and more time can be spent delivering = non-routine services, satisfaction with services tends to = improve.=C2=A0Also, the rise of the internet has created a culture where = on-line service offerings are expected. By delivering = them,=C2=A0we=C2=A0help to=C2=A0increase the perception that we = are=C2=A0indeed a technically proficient = university.=C2=A0

=C2=A0

Strategic Plan = Goal=C2=A0

With which 1 or 2 goals from the 8 current = strategic plan goals does your 2005-2006 goal best = align?

Unit Goal

=C2=A0

Goal for 2005-2006

=C2=A0

Strategic Plan Goal=C2=A05 - State of the Art = Infrastructure

Strategic Plan Goal 8 - Ongoing Quality = Improvement

Goal 3 - Development/Integration:=C2=A0 At = least three new systems and/or interfaces will be deployed during the = year.

<= div>

=C2=A0

What=C2=A0actions have been taken to attain this = goal?

Our progress in this area is significant and presents numerous = challenges to the department. A number of new major systems have been = implemented in the production environment, allowing new opportunities = for departments to automate business processes and provide self-service = options. This challenges departments to learn and integrate the system = into their operations and the IS department to supporting their = efforts.

=C2=A0

In addition, we've been very active in constructing interfaces to = integrate the use of new and existing systems.

=C2=A0

Here are some of the new systems=C2=A0implemented this year:

=C2=A0

The CAPP degree audit and program planning system was brought live = this year and is now being tested by end users.
The Operational Data Store and managed reporting environment was = brought live this year and we have begun to migrate existing reports = into this environment to develop a catalog of university reports and = other information assets.
The Banner recruitment system was brought live this year
The Banner 'Prospect' self-service system was brought live this = year.
The Banner Grant (Sponsored Research) module was brought live this = year.
The Medicat system and interfaces to Banner were brought live for = Student Health Services this year.
The Judicial Action system and interfaces to Banner were brought = live this year.
A system used to standardize and expedite the construction of custom = Banner reports for deployment in e~print was developed.

=C2=A0

These interfaces were developed:

=C2=A0

An interface from Banner Human Resources to Sungard for the Florida = Records Administration office was developed.
Numerous interfaces were developed to integrate Banner Human = Resources with Convergys' People First system.
An=C2=A0 interface from Banner Financial Aid to the Follett Accounts = Receivable system was developed.
An interface between the Follett and Banner Accounts Receivable = system was developed.
An=C2=A0interface from Banner Student and Human Resources to the = Aleph Library Management System was developed
Interfaces were developed to integrate the Banner Financial Aid = system with systems at the Florida Office for Student Financial = Assistance.
An interface was developed between Banner Human Resources and the = Florida Department of Revenue
Several new=C2=A0interfaces with the Bank of America for payroll and = banking data were developed.

=C2=A0

These systems and interfaces are being implemented or developed = now:

=C2=A0

A major expansion of the Blackboard Transaction Management system is = in progress. This will include numerous interfaces with Banner and other = campus systems.=C2=A0
A telecommunications management system will be implemented this = Spring. It=C2=A0 includes numerous internal and external = interfaces.
We are planning a pilot for the SCT Workflow and a Document Imaging = system with Academic Affairs, the College of Business=C2=A0and Human = Resources now.
The EDI.Smart system is being=C2=A0implemented for electronic = transcript exchange
Demonstrations for Cashiering systems have been held and may lead to = an implementation.
An orientation management system is being developed for First Year = Advising
An interface from the Aleph Library Management System to Banner = Accounts Receivable is being tested.
Interfaces from numerous systems into Banner Accounts Payable are = being developed for internal chargebacks.

=C2=A0

What measures have you taken towards assessment of this = goal?

We track and report progress on=C2=A0automation projects to the = university's Banner Coordinating Committee and its data groups. These = reports are available online and distributed to key stakeholders = throughout the year. These reports are reviewed regularly by the = Director to assess progress toward the goal.

=C2=A0

The readiness to adopt Information Technologies across campus = is=C2=A0a qualitative=C2=A0indicator of our = success.

=C2=A0

Describe the progress you have made toward attaining this = goal including the anticipated completion date.

We've exceeded our goal and are = excited about the campus' readiness to adopt and use Information = Technologies. Like automated tasks and self-service options, each new = system and interface deployed requires a measure of maintenance and = support.

=C2=A0

Describe how the results of assessments have been used to = improve student learning or your department's services.

Each of these systems and interfaces = has been deployed to ultimately lessen the demands of record keeping or = data entry across multiple systems. In general, this allows time that = would have been spent on these tasks to be=C2=A0redistributed to other = tasks that have a direct impact on student learning.

=C2=A0

Section C

Program or Service=C2=A0Specific = Assessments

=C2=A0

What program or service specific assessment occurred in the = current academic year?

We have begun to develop this survey = and are planning to administer it in April 2006. It will contain = approximately 10 questions and be directed to department heads, who we = will ask to complete this within their department's leadership teams. We = hope to use the information gathered to determine how well we are = accomplishing some of the key aspects of the department's mission = (located at http://admin.fgcu.edu:200= 0/is/mission/). We also hope to discover some areas for = improvement.

=C2=A0

How were the results of the assessment used to improve = programs or services?

Section D

Unit Contribution to President's Performance = Measures

=C2=A0

Please review the President's Performance Measures for = 2005-2006. Did your unit contribute to any specific performance goals = for the President? (If so, please indicate whether the measure = set was attained and to what degree.)

None of=C2=A0the specific = goals=C2=A0contribute to the=C2=A0President's Performance Measures this = year, however, deployment of Information Technologies allows many = departments to=C2=A0focus more effort on achieving these = goals.

=C2=A0

Part 2

Section A

Unit Goals=C2=A0for Coming Year = (2006-2007)

=C2=A0

Str= ategic Plan Goal=C2=A0 With which 1 or 2 goals from the 8 current = strategic plan goals does your 2006-2007 = goal best align?	Unit Goal =C2=A0 Goal for 2006-2007
Goal 5: State of the Art Infrastructure Goal 8: Continuous Quality = Improvement	Complete projects for which funding = has already been = provided

=C2=A0

What action(s) will you undertake to achieve the = goal?

Continue with project plans for major = projects already underway including the conversion of system = ids,=C2=A0expansion of the Blackboard Transaction Management System to = create a "one card" system on campus, and deployment of = telecommunications management system for use with the campus' new VOIP = phone system.

=C2=A0

By what means will you assess goal = achievement?

Project plans will continue to be = reviewed and managed to ensure tasks included are completed on schedule = and within budget.

=C2=A0

How will you know if you have successfully attained each = goal?

All tasks on the defined project plans = will be completed.

=C2=A0

How will the results of the above assessments be used to = improve student learning or services?

The assessments will be used to adjust = services, projects,=C2=A0and initiatives that have indirect impacts on = student learning.

=C2=A0

Str= ategic Plan Goal=C2=A0 With which 1 or 2 goals from the 8 current = strategic plan goals does your 2006-2007 = goal best align?	Unit Goal =C2=A0 Goal for 2006-2007
=C2=A0	To organize and staff the Office of = Information Systems to respond to the ongoing needs of the university = for applications development and = support.

=C2=A0

What action(s) will you undertake to achieve the = goal?

Information Systems will develop an = internal training program and standards to ensure the highest possible = service level is achieved.

=C2=A0

By what means will you assess goal = achievement?

We will develop specific training = objectives for=C2=A0each type of position in the office and will develop = specific activities to achieve these objectives. Learning will be = assessed by monitoring individual assignments and=C2=A0progress on = initiatives identified by the university's data groups and the Banner = Coordinating Committee.=C2=A0

=C2=A0

How will you know if you have successfully attained each = goal?

Staff members will follow developed = standards and complete assigned work on schedule and within = budget.

=C2=A0

How will the results of the above assessments be used to = improve student learning or services?

The assessments will be used to adjust = services, projects,=C2=A0and initiatives that have indirect impacts on = student learning.

=C2=A0

Str= ategic Plan Goal=C2=A0 With which 1 or 2 goals from the 8 current = strategic plan goals does your 2006-2007 = goal best align?	Unit Goal =C2=A0 Goal for 2006-2007
Goal 5: State of the Art Infrastructure Goal 8: Continuous Quality = Improvement	Information Systems will continue to = prepare for, plan, and organize information technology projects in the = university's IT project = portfolio.

=C2=A0

What action(s) will you undertake to achieve the = goal?

We will continue work with the = university's data groups and Banner Coordinating Committee to identify, = prioritize, and propose and organize projects that aid the university in = accomplishing its mission and goals. Some of the projects already = identified include workflow, document imaging and records management, a = campus portal, and a space management system.=C2=A0

=C2=A0

By what means will you assess goal = achievement?

Status of projects in the portfolio = will be monitored on an ongoing basis to ensure that appropriate = progress is being made.

=C2=A0

How will you know if you have successfully attained each = goal?

New projects will be identified and = their priority will be determined by a standard methodology. Projects = with high value to the university will be proposed and the university's = readiness to plan them and organize to complete them will be assessed. = Funded projects will be planned, scheduled, budgeted and managed until = completion.

=C2=A0

How will the results of the above assessments be used to = improve student learning or services?

The assessments will be used to adjust = services, projects,=C2=A0and initiatives that have indirect impacts on = student learning.

=C2=A0

Section B

Resources

=C2=A0

What additional resources have you requested and received a = commitment for during 2006-2007 from your area VP or the President that = is based on your analysis of assessment data for = 2005-2006?

We have received a commitment of approximately $47,000 in funds = needed to reorganize the department.

=C2=A0

In addition, we have received previous commitments to maintenance = increases for already deployed projects as detailed below:

=C2=A0

Item	Amount	Recurring = (Y/N)

SCT Maintenance	18,649	Y
CFRDC Support	25,000	Y
Cognos	2,200	Y
Oracle	6,178	Y
E-Visions	550	Y
Collegenet	650	Y
AssetWorks	350	Y
Windstar	800	Y
MKS Toolkit	50	Y
McAfee E-Business	150	Y

Neusoft	300	Y
Boss Consulting	350	Y
Blackboard	57,000	Y

=C2=A0

What additional resource needs do you have for fulfillment = of your goals that you wish for consideration from your area VP or the = President that is based on your analysis of assessment data for = 2005-2006?

Over the past two years, Information Systems has experienced rapid = growth in productivity, the number and variety of departments seeking = it's services, the number of systems and interfaces deployed, and it's = staff.

=C2=A0

The department has successfully completed a significant number of = major projects and new initiatives, which has led to a spiraling = increase in demand for it=E2=80=99s services. Departments that have = always relied on Information Systems for support are seeking to take = advantage of many new technologies and service offerings. While the = department continues its primary role of leadership in the use of = information technologies on campus, it has also been unhesitant in = taking up new roles to facilitate improvements to the architecture and = infrastructure of the university=E2=80=99s ERP, project planning and = management, process analysis and engineering, and a collaborative, = productive IT environment.

=C2=A0

As new or improved business processes are deployed and systems have = been implemented, the maintenance and ad-hoc workload required to = support their infrastructure has rapidly increased. Training and = on-going engagement with those using existing systems has become = critical to their day to day operations.

=C2=A0

The assistance provided by Information Systems has become central = and integral to the operations of many departments on campus and have = enhanced their ability to proceed with improvements in their own = services and support. By all accounts, the use of information = technologies has become a pillar of the foundation on which the = university is being built.

=C2=A0

Without the university=E2=80=99s support for funding and staffing = new initiatives, this would not have been possible. To continue and = sustain the pattern will require additional investments in the = department=E2=80=99s infrastructure.

=C2=A0

In particular, additional funding is required in=C2=A0four major = areas:
1) Staffing
2) Tools and Staff Development
3) Office = Operating Expenses

4) University Infrastructure

=C2=A0

These are outlined briefly below.

=C2=A0

Staffing
The department embraces the notion of growth = from within. We have been very successful at developing the motivation = and skill required to perform in the department. A number of staff have = increased their skills and abilities and are ready to advance, taking on = new and challenging responsibilities and enhancing their contributions = and commitment to the university=E2=80=99s growth in size and stature. = The administrative tasks required to continue forward momentum have = increased. Therefore, support for a departmental reorganization = was requested and has been provided.

=C2=A0

As staff members advance and take on these new roles, we need to = prepare for the future. New hires have and should continue to be at the = entry level. It requires 6-12 months for new entry level staff members = to gain the skills and abilities to required to successfully perform the = job of a coordinator. Funding for two additional entry-level = coordinators is requested.

=C2=A0

Tools and Staff Development
Technology changes at a = dramatic pace. To maintain currency, knowledge must be developed and new = skills must be honed. Many of our vendors have joined and their products = are evolving from client-servers architectures to service-oriented = architectures. To support these systems, support staff must acquire new = skills with Java, XML and the web. In addition, new software tools are = required to utilize these technologies. Funding for staff = development and tools required to use new technologies is = requested.

=C2=A0

In addition, the department needs tools to better manage its = knowledge and workload. Some open source tools are available and will be = used, however, funding is requested for tools that will improve source = code control, enhance communication related to ongoing projects and = manage the growing body of knowledge staff must be familiar with.

=C2=A0

We must also ensure that new entry level staff obtain the basic = skills and abilities needed to succeed at their jobs. Funding = for internal staff training is requested.

=C2=A0

Office Operating Expenses
As the department grows, so do = our operating expenses. We must be funded at a basic level so that each = staff member has a workspace, telephone, computer basic software tools = and office supplies. The department requests increased funding = to meet basic operational needs.

=C2=A0

University Infrastructure

For ERP software, contractually specified increases in maintenance = fees are incurred every year. If we do not continue maintenance on these = products, support and upgrades will become unavailable. Because of the = complexity of these applications and the need to stay current with = federal mandates, running them in a non-supported environment will = result in disastrous consequences.

=C2=A0

In other instances, increased seating capacity to continue = in-progress implementations and deployment of applications is also = requested. If we do not purchase the required licenses we must stop = implementation or deployment or will become subject to significant fines = and negative publicity for failing to properly license software.

=C2=A0

Planned growth for server configurations to support planned = projects is also requested. New projects cannot be undertaken without = appropriate infrastructure in place.

=C2=A0

Budget Summary

=C2=A0

In addition to two Coordinator positions paid $36,000 each, = Information Systems requests funding for the following items.

Item	Amount	Recurring = (Y/N)
Increased Operating Expenses	7280	Y
Increased Chargebacks	4650	Y
Increased Travel	19000	Y
Increased OCO	5,000	Y

Access to Oracle university on-line training, 1 = yr, 15 seats	15,000	Y
Safari on-line library, 1 year, 15 seats = w/download	7,130	Y
Java programmer training, 15 = students	25,000	N

Luminus Integration Core - Application = Integration - License	20,000	N
Luminus Integration Core - Application = Integration - Maintenance	3600	Y
Luminus Integration Core - API = Training	8000	N
XML Integrated Development Environment Software = - License	15,000	N
XML Toolkit Software - Maintenance	3600	Y
Project Management Software	1200	Y

=C2=A0

Infrastructure needs include:

=C2=A0

Item	Amount	Recurring = (Y/N)	Justification
Cognos	80000	N	Increase capacity of consumer seating to = 135
Cognos	13404	Y	Annual maintenance fees on additional consumer = seating

Oracle	120000	N	Additional Oracle server - 2 processor, = database + RAC licensing + hardware
Oracle	19800	Y	Additional Oracle = maintenance

=C2=A0

Section C

Assessment = Plans

=C2=A0

What assessments are you planning to conduct during = 2006-2007?

We will conduct the same assessment = completed in April 2006 to establish longitudinal = data.

=C2=A0

Section D

Coming Year - Strategic Plan = Contributions

=C2=A0

5.4.1, = 8.2.1