Information Technology @ WCC Follow up discussion to the 3/12/19 Board Retreat meeting Board of Trustee Meeting May 21, 2019 ~Washtenaw W Community College
Agenda • Summary Review of Board Retreat Key Findings • Assessment of Current IT Support Structure • Role of Our Current IT Partner • Proposal of a New IT Partner Structure • IT Staff Impact • Board Review Process • Summary AWashtenaw 'ff Community 2 College
History College engages Campus Works to Board approves IT perform an assessment consulting services contract of the entire IT with Campus Works to Infrastructure and provide CIO, CISO and staffing other SME resources February 2018 Summer 2017 March 2019 January 2018 June 2017 College provides an Three day network College provides the overview of the current state outage impacts all Board with an overview of our technology technology systems on of technology best environment and identifies campus including practice trends and the progress made over the email, website, reviews the results of past year is outweighed by registration, the Campus Works the increasing technology Blackboard, etc. assessment requirements AWashtenaw 3 'ff Community College
Key Findings from our recent IT Infrastructure Assessment Our Infrastructure 1. Support over 3,500 computing devices 2. Support over 450 separate software applications and 25 related software application support tools 3. Maintain over 250 virtual servers 4. Our networks consists of over 250 switches and 360 wireless access points on campus 5. Support over 1,000 phone devices and related software 6. Maintain two ‘live’ data centers and one backup data storage facility 7. Offer a 24x7 Helpdesk center that achieves a >80% Tier 1 ticket resolution standard AWashtenaw 'ff Community 4 College
~ Our Enterprise Systems Map: It’s complex and all systems must integrate with our ERP system - Banner WCC Enterprise System E uc1an Enabled by Banner from Ellucian Banner Student, Finance and HR Systems SIS ~ Gg Legacy Programs & Systems Admiss ions Application ~ t:::::Y ~ Adult Transitions I Blackboard Class Enro llment G 1 ~MA~ Book Database A~om l~ I_ D _C _e _n _ t_ re ~ Ch ild re n's Center Charges I Workflow Co llect ions G Digita l Media Arts Charges UltraTime F/A Feed to the Bookstore E uc1an I Clean_Address() I Faculty Load Banner Financia l Aid Appeals BDMS G SIS tcMaj Fitness Center Feeds Foundation Scholarsh ip App. JATC Sprinkler Fitters DegreeWorks I MPSERS Report ing Evisions Nursing ~AMI~ I Elluc1an Placement Test Load I Mobile . G Registration Purge Second-Tier Admiss ions Third Party Payment UA AWashtenaw 'ff Community 5 College
~ ~ Our Email Infrastructure is complex and costly to maintain ~Washt naw CAMPU NOR mmunity ollt-gc In t l~nu1t). ln1 I • Our Email infrastructure has evolved over a number of years and has become quite complex. • As a result, the support cost is very high and ability to maintain a nimble environment that Ature AD connect St-1'\!C' r •drs,,n.c" loca hosted easily adapts to current technologies has become difficult ocal t...c: h ~d Se:tV ic t 2012~2 S<M rOI ,. h b.c.h u SOJ ERP Serve AWashtenaw 'ff Community 6 College
IT Security Assessment: NIST Model Access Control System and Information 3.00 Awareness and Training Integrity 2.75 System and Audit and Accountability 2.67 2.10 2.50 Communications… 2.00 2.25 1.80 2.04 System and Services Security Assessment and 2.00 Acquisition ~·I Authorization 1.75 2.22 1.85 1.50 tllJ Configuration 1.25 Risk Assessment I 2.50 Management 1.95 1.00 •• 1.59 1.86 Personnel Security Contingency Planning 1.58 2.00 Identification and 1.78 2.00 Planning 2.08 Authentication 2.00 Physical and Incident Response Environmental Protection Media Protection Maintenance Average 7
Technology Security Top Security Risks 1. Security Governance (Culture) 2. Credential Exposure 3. Application of Security-Related Updates 4. Mobile Devices 5. Local Customizations & Development 6. Banner & Oracle Security 7. Network, Server & Service Infrastructure 8. Protection of Sensitive Data at Rest 9. Department Practices 10. Business Continuity/Disaster Recovery AWashtenaw 'ff Community 8 College
Technology Security Top Security Projects Governance Initiatives Email security improvements Mobile device access requirements Anti-phishing / Advanced Threat Protection PII / SSN protection Culture Multi-Factor Authentication Awareness Password management Laptop encryption Secure document transfer Infrastructure improvements Network architecture Awareness VPN Development AWashtenaw 'ff Community 9 College
Overall, we have over 25 significant projects in various stages of completion Project Pia Mire & Schedu le A,oa 2020 Protect Sl.iltl.J$ Nov Dec J.in k!b Mir Apr Miy Jun hil Au& Sltp Oct NCN Oec 1 WebsJte Redt d o, N Marlcei.- 11 1/ITS We-bs.iHPP\ase l{SWAT) inpr0j;1W Wetxutt fun(Donol,cy in prOf:ItiS Wtb$1tt ,ifrastruttrt complete Wtb$1tt ~StltJ9 in IHOi.ltiS WtbSllt «it.maonon ini:irocrw W,rb:ut,r d,rfloyrMnr stratc'gy cornpltH: Wtbsltt commvnt'cotion suot,gy inprocrtiS Websi1iPhist 2 Mirkttrt.&/ITS TBO tblO,Ywt~l'fS Tar~rx studtnt Qpt)licot,on Ot~rforms OKour,,l,rcustom r,,ogroms Wd>silidt<OMmiiSion TBO 2 Procu s Aadi.l,11 & Review N CiMpusWor s R/P , yrol in Proa. ms Proc,r" l?nrit w complete RtcommtndaDom: in IIHOj.ttiS S:udtnt S~cti TBO l T,rzetX N Student S1'1'V ic u ins:ir<:1.rus Ntw Studtnr opplcacion in s:ir<111ess Oarabost fflegmrions. in f'fOlfi'SS Rtrtnrion in i:iroau:ss 4 8~nner 9 Mle:utlon N ITS Custom -on i:iro~mremedQ ini:iroe,ress idrntificat.ion & tJlanni"'I inprqres.s Se:tf Servi~ mitr.ition in i:iro,1ess lmploytt Stlf-Strv icr inprq:ress Srudtnt St.1/-St.nit:r TBO Finontt ~ lf·Strvitt inproeu-ss Srudtnr Rt'gisrmrion in i:iroercss Arttndantt rradan/1 Fccu/ry TBO TBO 8annt.r ExunsJbl,ry S TutotTr></SAAS N Acadetnic Alf.airs review , pl.an 6 CunlclJNHMETA N Academic Aff:iJn review , plan 7 Aude ,worn Alumni/Foundation review, plan N 8 IT Governance ITS TBO N g Protea Mana~ment Off'a N ITS/PMO TBO 10 s«urlryA<don Plan CISO N in progu-ss Opeutlona l Su tt ITS 1 Phone S',Stem mV:r.atlon Comp lete 2 Wll:hdrawa l Process Student Services test -ire 3 FA bll: tfftl!-t r:' il\illncial A.id in i:iroercs 4 SAP Appe~ls Process Fll\illncial A.id tcsti rc Ac.ad emic Aff:iin complQ'te wor fottt OewlOpmcomplt-te 6 Lu mens lntecr~tlon lilUe .IA.TC 7 On lklie Te:sdn&dlan&e 1ni:iroett-ss 8 TEAS.scorff lmpart ursine 1n f)ftli/t'SS g At:cuplater than~ StutfMtS~s 1nf)f0£fHS 10 UmpuSl.OJlt • award lettt!r • mender Fil\illncii l Ai:I 1n i:iroetess 11 UltraTlme remlndu em.a I s Payrol 1ni:iroe1w complete 12 F.,and.a l reportlrc (1098T, 1099, W2 1 P.ayrol 12 MPSE FlS • PT fa<lilty hours MR 1n proe1ess 14 St udent Sulllfflolry JY&li • ~I-SQ-Nice TBO Stutftnt S+r'VU:s l5 Twll o Stud'tnt Services TBO 16 R.an,nl!M WW bal.anc,es • ~1-!etvlc:e TBO MR 17 Rttentlon Schedlil'ts & proms Lepl ini:iroe,eu AWashtenaw 11 Stiff of s.m.tster liW IT ccmplt-te 'ff Community 10 College
Our current state on the IT Maturity Structure l IT FOCUSED ON BUSINESS GOALS EMPOWERED USER/SELF-SERVE STRATEGIC ROI MAXIMIZED NIMBLE IT ORG. Current TURE State INTEGRATED DATA & APPLICATIONS BUSINESS & IT ARE FULLY ALIGNED IT COSTS ARE SCALABLE UNIFIED USER EXPERIENCE .--.--------<.. PROACT VE -o SCHEDULED TASK MAINTENANCE IT GOVERNANCE POLICES IN PLACE DISARRAY SOME ALIGNMENT BETWEEN BUSINESS & IT IT IN CHAOS UNPREDICTABLE IT COSTS REACTIVE DISPARATE SYSTEMS & DATA NO IT GOVERNANCE FOCUSED ON FIGHTING SHADOW IT EXISTS BASIC IT GOVERNANCE SOME COST CONTROL MEASURES AWashtenaw 'ff Community 11 College
Our Current IT Staffing Structure • 31 full time staff • Campus Works consulting services, including two full time resources: CIO & CISO • Campus Works also provides Subject Matter Experts (SME’s) to support specialized projects, such as Network security matters, Banner 9 migration, Banner security assessment, Project Management Office development and HR/Payroll process system usage improvements • In an effort to respond to the growing need for a strong technology environment, the IT Budget for FY2020 of $8.2 million has increased 25% over the past four years AWashtenaw 'ff Community 12 College
Current IT Structure Assessment • Even with increased resources, technology project demand is outpacing capacity • Technology security environment is becoming more complex and has impacted all facets of the technology infrastructure • Regulatory requirements have significantly increased and have also added complexity to the overall technology infrastructure • Many of our software applications have embedded custom functions, which were internally developed and must be addressed in the near term • Technology advancements require that the college migrate to a predominately cloud solutions environment. This effort will require significant resources • Classroom and Facilities equipment is becoming more technology dependent – all of which requires unique support AWashtenaw 'ff Community 13 College
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