Gavilan Technology Plan - Final Draft 2003-2005

Executive Summary

Gavilan Community College faces many challenges in serving today’s students:

A. Managing constrained resources

B. Providing ubiquitous access to all students

C. Keeping current on today’s technology in order to ensure that Gavilan’s students will be prepared to enter the workforce.

D. Properly integrating new technologies into the teaching and learning environment, and ensuring the faculty and staff are properly trained, and programs are developed to assist the faculty in making this transition.

E. Applying appropriate technology in support of Student and Administrative Services

It is recognized that funding resources are limited, and Gavilan College must make critical decisions as to how to best use the resources available. The purpose of the Gavilan Technology Plan is to provide a prioritization list that the College can utilize when making strategic technology and resource allocation decisions. This list is comprised of the highest priority initiatives, as approved by the various committees formed to develop technology priorities. It identifies the requirements necessary to support Gavilan’s Strategic Plan and Facilities Master Plan and was developed with Gavilan’s “Mission Statement” and Educational Master Plan Update in mind.

Strategic Plan:

Gavilan College’s Strategic Plan is a three-year plan that expresses the mission of the College, its core values, and specific objectives that support the core values. It is presently being updated; the Technology Plan will reference the January 8, 2003, draft. (See Appendix A.)

Educational Master Plan:

Gavilan College’s new Educational Master Plan will take the objectives and activities of the Strategic Plan and apply learning outcomes to them. As Educational Master Plan is under construction, it will be referenced in this document through the Strategic Plan.

Facilities Master Plan:

The Facilities Master Plan states that the campus has “an excess of lecture and laboratory space” and that “many existing facilities do not provide the proper infrastructure or flexibility needed in today’s changing instructional program needs.” [1] Therefore, a key initiative of the Facilities Master Plan is to develop multi-functional instructional spaces that can be used for many different learning environments (i.e., lecture, laboratory, distance learning, etc.) and meet the future diverse growth needs of the campus. This will require that buildings be designed with the proper technology infrastructure that will be scaleable, supportable, and maintainable.

To support the efforts of the Facilities Master Plan, the MIS department will work with the Facilities Department in all stages of development and design of these remodels, retrofits, and new buildings. MIS will also incorporate the IT-related issues and initiatives into the building project. Please refer to the Facilities Master Plan for information on the physical infrastructure plans for the campus.

This Technology Plan is meant to be a practical outline for identifying and developing initiatives that will be implemented to best support the Strategic Plan, the Education Master Plan, and overall vision of the campus. This plan takes a more strategic approach (as opposed to operational approach) to outlining and identifying the technology initiatives necessary to support the campus. The Plan is not meant to be a document that has a “completion date.” Rather, it is to be a living document that will be reviewed and updated annually. The Technology Committee is responsible for the ongoing review and updating of the Plan.

Acknowledgements

The development of this Technology Plan involved the time and collaboration of many faculty and staff at Gavilan College. The Technology Advisory Committee (Mimi Arvizu, Shuk Chun AuYeung, Marlene Dwyer, Jane Edberg, Frances Lozano, Jane Maringer, Joy Parker, Vic Robinson) worked through various phases and drafts. With input from the following groups, the Gavilan College Technology Master Plan, 2002-2005 was developed.

Gavilan Administrators, Faculty, and Professional Support Staff

Gavilan College President

Gavilan College Vice-Presidents

Technology Committee

Faculty Senate

President’s Council

Administrative Council

MIS Staff

Associated Student Body

Tim Phillips

Dan Crozier, Butte Community College

Purpose Statement

The purpose of the Technology Plan is to take the highest priority initiatives developed in this process and identify and clarify the technology resources needed to successfully implement these initiatives. This Plan will assist in the strategic decision making process for the District. This Plan was developed to be strategic in nature and, therefore, many of the initiatives involve performing feasibility studies or further research.

Funding issues were considered to be beyond the purview of this Plan. It is recommended that funding strategies be developed through collaborative discussion between relevant parties.

Planning Assumptions

A. All initiatives contained in the Plan were developed to directly support the visionary educational goals of the College, as articulated in the Strategic Plan, Educational Master Plan, and Facilities Master Plan.

B. The development and implementation of the Technology Plan is one of the District’s key strategic plans and plays a critical role in the success of the District’s Educational Master Plan, Facilities Master Plan, and other key areas of the College.

C. As the detailed design and planning phases are implemented through the Technology Plan, the Management Information Systems (MIS) department will identify technology issues and initiatives to be incorporated into relevant plans.

D. A significant number of demands for technology-related support will compete for limited funding. Consequently, the use of resources allocated to technology will be driven by needs, which are identified and prioritized in this plan as the first step of a selection process involving appropriate campus committees and decision-makers.

Gavilan College Technology Plan

Planning Process Overview

The Gavilan College Technology Plan represents the evolution, refinement, and culmination of technology goals and objectives set by the College in the 1990s. During the 1990s and into the next decade, the College laid an infrastructure, built a network, purchased appropriate hardware and software, built computer laboratories, provided multiple levels of staff and student training, augmented facilities, and launched technology-based instructional programs. Members of the Technology Committee led technology planning for the Educational Master Plan, and, in 2001, began, with the help of planning consultants, the process of gathering information and identifying goals for the Gavilan College Technology Plan.

As the Technology Plan went through a series of phases, there were various levels of involvement from the campus community. Preparatory work included student, staff, and faculty surveys and meetings with deans, leadership teams, administrators, user groups, standing committees, and technical staff. These steps were performed to ensure proper understanding of the resources, needs, and desires of the entire campus community.

At the beginning stages of this plan, there were over 100 key initiatives that involved or impacted technology. These initiatives came out of the Educational Master Plan, Facilities Master Plan, Telecommunication Technology Infrastructure Program (TTIP), including Total Cost of Ownership guidelines, and the State Chancellor’s Office guidelines for Disabled Student Programs and Services. Initially these initiatives were prioritized as high, medium and low, and technology resources were identified for the highest priority initiatives. In Fall 2002, the Technology Advisory Committee reevaluated the initiatives and priorities based on what had been accomplished in the intervening months and created a Technology Plan draft with leaner set of priorities. This draft was presented to the full Technology Committee and then to other appropriate campus bodies (the Academic Senate, Department Chairs, the President’s Council) for review, discussion, and modification. The result of that process is a final list of initiatives that contains the highest priorities related to the needs of Institutional Technology, Instruction, Administrative Systems, and Student Services. It is these initiatives that are the main content of this Technology Plan. This list will be used by appropriate campus organizations to make funding and other decisions for approving technology related project.

Gavilan Community College

Summary of Prioritized Initiatives

Class I

Initiative	Estimated Cost	Funding Source	Reference
Infrastructure (Power, Network, AC, Security, Telephones) Leadership: MIS
Provide 24 x 7 operations and maintenance.	$90,000	GF	Strategic Plan 1/8/03 Value 2
B. Provide funding for technology and establish an allocation process for technology needs.	Committee Time	GF	Strategic Plan 1/8/03 Value 3
C. Provide funding for spare parts, data drops, phone drops and new equipment.	$50,000	GF	Strategic Plan 1/8/03 Value 3
D. Prepare a disaster recovery strategy.	Committee Time	GF	Strategic Plan 1/8/03 Value 3
E. Upgrade and maintain UPS for all network switches.	$25,000	GF	Strategic Plan 1/8/03 Value 3
F. Implement on-line registration.	$200,000	GF & Title V	Strategic Plan 1/8/03 Value 4 C 2
Replacement of the HP 3000 system hardware due to end of life. (Student Services, HR, Financials, etc.) in 2006.	$500,000	GF	Strategic Plan 1/8/03 Value 3
Implement routine, scheduled Maintenance.	$50,000	GF	Strategic Plan 1/8/03 Value 3
I. Implement, maintain and publish security standards for network and equipment.	Committee Time	GF	Strategic Plan 1/8/03 Value 3
J. Implement wireless technologies where applicable.	$10,000	TRIO	Strategic Plan 1/8/03 Value 3, 4
K. Create a network backbone loop for redundancy.	$50,000	GF	Strategic Plan 1/8/03 Value 3
L. Allocate faculty and staff server space for backup.	$10,000	GF	Strategic Plan 1/8/03 Value 3
M. Expand the Internet access to provide for new technologies such as streaming video.	$60,000	State Funding	Strategic Plan 1/8/03 Value 3, 4
N. Implement a network login environment.	$50,000	GF	Strategic Plan 1/8/03 Value 3
Initiative	Estimated Cost	Funding Source	Reference
O. Add remote desktop management.	$75,000	GF	Strategic Plan 1/8/03 Value 3
P. Purchase a server monitoring system.	$50,000	GF	Strategic Plan 1/8/03 Value 3
Q. Schedule voicemail replacement.	$30,000	GF	Strategic Plan 1/8/03 Value 3, 4
R. Upgrade the phone switch to voice over IP.	$200,000	GF	Strategic Plan 1/8/03 Value 3, 4
MIS Environment / Staffing / Tech Support Leadership: MIS
A. Identify staff needs; recruit and hire as appropriate.	Committee Time	GF	Strategic Plan 1/8/03 Value 2 A
B. Continue funding for contract personnel if it is the most cost-effective option.	$150,000	GF	Strategic Plan 1/8/03 Value 2 A
Provide staff for help desk.	$45,000	GF	Strategic Plan 1/8/03 Value 2 A
Provide adequate facilities for existing and future MIS personnel and equipment.	$30,000	GF	Strategic Plan 1/8/03 Value 3 G
E. Provide staff to meet infrastructure needs identified in Initiative #1.	$300,000	GF	Strategic Plan 1/8/03 Value 2 A
F. Provide additional support staff to meet the state TCO guidelines. (Improve response times and support for campus users. Note: See TCO Section for detail on technical support initiatives.)	$400,000	GF	Strategic Plan 1/8/03 Value 2 A
G. Provide staff to meet the state’s Technology II inventory/reporting requirements and document areas in which minimum standards are not being met.	$260,000	GF	Strategic Plan 1/8/03 Value 2 A
H. Provide technical support and training for Macintosh computers as well as PCs.	$20,000	GF	Strategic Plan 1/8/03 Value 2 A

Initiative	Estimated Cost	Funding Source	Reference
Student Services Leadership: Vice President of Student Services
Provide financial aid/scholarship applicants and recipients with web and/or telephone access to information regarding the status of their application and award.	Established	GF, Title V	Strategic Plan 1/8/03 Value 3 C
Use technology to provide an alternate way for students to access services such as counseling, transfer information, health services, tutoring, assessment, orientation, book purchasing, etc. (including offsite locations).	$10,000	Grants	Strategic Plan 1/8/03 Value 3 C
Acquire software compatible with CCCSC (California Community College Software Consortium) to enable counselors to develop student educational plans and conduct degree/certificate audits.	$40,000	GF	Strategic Plan 1/8/03 Value 3 C
Implement Phone and Web Registration.	$100,000	GF, Title V	Strategic Plan 1/8/03 Value 4 C
Develop a system of prioritizing requests for fixes and enhancements to the student database systems.	Committee Time		Strategic Plan 1/8/03 Value 3
Provide web access to faculty and students for grade recording and lookup.	Established	GF, Title V	Strategic Plan 1/8/03 Value 3
Use computer lockout for students who do not pass prerequisite courses.	Established	GF	Strategic Plan 1/8/03 Value 3
Administrative Systems Leadership: Vice President of Administrative Services
Establish an Administrative Systems Steering Committee with representatives from student services, academic affairs, business services, and MIS/Tech Support, to prioritize project requests/ enhancements for all software systems and applications.	Committee Time	GF	Strategic Plan 1/8/03 Value 3
Investigate integrated systems for student records, general ledger, payroll, human resources and inventory control.	Committee Time	GF	Strategic Plan 1/8/03 Value 3
Investigate outsourcing all or part of campus-wide software and hardware functions including MIS state reporting requirements.	Committee Time	GF	Strategic Plan 1/8/03 Value 3
Implement an integrated, automated human resources system linked to the payroll and accounting systems.	QSS - $52,000/year	GF	Strategic Plan 1/8/03 Value 3

Initiative	Estimated Cost	Funding Source	Reference
Electronic Library Leadership: Head Librarian
Update and implement the Library Technology Plan in accordance with state requirements.	Staff Time		Strategic Plan 1/8/03 Value 3
Provide adequate staffing support and library security.	$45,000	GF	Strategic Plan 1/8/03 Value 2 A
Maintain library automation system.	$18,000	State Funding, GF	Strategic Plan 1/8/03 Value 3
Provide adequate and timely access to electronic resources for multiple concurrent users, including licensing, consortia purchases and document delivery.	$38,000	State Funding, GF	Strategic Plan 1/8/03 Value 3
Provide adequate student access to computers and related technology to match level of research and information needs.	$30,000	GF, Grants	Strategic Plan 1/8/03 Value 3
Maintain support for participation in networking and regional and state collaboration.	$5,000	GF	Strategic Plan 1/8/03 Value 4
Complete climate control project.	$600,000	GF, Title V, Bond Measure	Strategic Plan 1/8/03 Value 3 G
Distance Learning Leadership: Distance Learning Coordinator
Identify staff needs; recruit and hire as appropriate.	$30,000	GF	Strategic Plan 1/8/03 Value 2 A
Continue to develop and implement distance learning at an appropriate level.	$15,000	GF, State Funding	Strategic Plan 1/8/03 Value 4 C
Provide training, awareness and support for faculty who want to engage in distance learning instruction.	$5,000	GF	Strategic Plan 1/8/03 Value 1 C, IV C
Develop structure, delivery and budget for distance learning program.	Staff Time	GF	Strategic Plan 1/8/03 Value 4 C
Provide support for faculty in course structure and development.	$2,500 Stipends	GF	Strategic Plan 1/8/03 Value 4 C
Provide support for student services, library/resources, and technical assistance.	$80,000	State Funding, Grants	Strategic Plan 1/8/03 Value 4 C, III
Explore and expand campus, regional, and national collaboration.	Staff Time		Strategic Plan 1/8/03 Value 4

Initiative	Estimated Cost	Funding Source	Reference
H. Develop an online orientation plan for first time online students.	Staff Time		Strategic Plan 1/8/03 Value 4 C
Computer Assistive Technology Leadership: DSP&S Provide students with disabilities access to computers, technology, and equipment in accordance with state guidelines, Section 508 and ADA requirements that support students’ disabilities and positively enhance their learning experiences at Gavilan College.			Strategic Plan 1/8/03 Value 2 Appendix C: CCCCO Guidelines for Alternate Media & Distance Education
Establish a comprehensive Section 508 policy for computer access technology purchases and support.	Committee Time		CCCCO Guidelines
Develop Alternate Media Guidelines in accordance with the Chancellor’s Office to meet the legal obligation of making instructional materials and other information resources available in alternate formats, including, but not limited to: audio, Braille, tactile graphics, large print, or electronic text.	Committee Time		CCCCO Guidelines
Develop and adopt specific Distance Education guidelines with state guidelines in mind to guarantee that students with disabilities will be able to access Gavilan’s distance learning programs.	Committee Time		CCCCO Guidelines
Provide assistive technology and awareness training for core technical personnel and tech support for on-going user assistance.	Staff Time		CCCCO Guidelines
The DSP&S and professional Library and Learning Resources staff will identify and evaluate existing software programs for total access (automation, databases, multimedia, etc.), furniture and equipment needs for students with disabilities.	Committee Time		CCCCO Guidelines
Increase the number of accessible stations well above and beyond the minimum percentage until every station affords access to students with disabilities campus-wide and off-site locations.	$30,000	GF	CCCCO Guidelines/ Statewide TCO

Initiative	Estimated Cost	Funding Source	Reference
Computer Labs Leadership: Dean of Technology or Substitute
Assess the need to establish a new, college-wide, open computer learning/tutoring center (Learning Assistance Center).	Committee Time		Strategic Plan 1/8/03 Value 3 D, G
Create preliminary drawings for remodeling or new construction that includes an open computer lab, computer classrooms, tutoring facilities, office space, and computer service areas. -Perform cost analysis and identify both the short-term and long-term costs and savings to the college. -Develop funding strategies including bond measures and grant applications	$200,000	GF, State Construction Funding, Bond	Strategic Plan 1/8/03 Value 3 D, G
Evaluate use of all new and existing facilities, upgrade equipment, and implement improvements on a regular basis.	$200,000	GF, State Funding	Strategic Plan 1/8/03 Value 3 D, G
Implement wireless technologies where applicable.	$10,000		Strategic Plan 1/8/03 Value 3 D, G
At Morgan Hill site, assess the need for a second PC lab.	Established		Strategic Plan 1/8/03 Value 4 G
Multimedia Classrooms Leadership: Technology Committee
Determine appropriate levels of technology required in each classroom.	Staff Time		Strategic Plan 1/8/03 Value 3
Identify financial resources for purchase and installation.	Staff Time		Strategic Plan 1/8/03 Value 3 D, G
Provide user training.	Staff Time		Strategic Plan 1/8/03 Value 1 C
Establish a technology renewal program for classrooms.	$25,000 per year	Title V	Strategic Plan 1/8/03 Value 3
Research and Development Leadership: MIS, Media Services, Technology Committee
A. Continuously research and evaluate developments in technology as they apply to the College through the Technology Committee and other appropriate groups.	Conference Fees	GF, State Funding	Strategic Plan 1/8/03 Value 3

Initiative	Estimated Cost	Funding Source	Reference
B. Continuously investigate cost effective improvements to the campus technology infrastructure and include recommendations for same in the annual update of the plan.	Staff Time	GF	Strategic Plan 1/8/03 Value 3
C. Evaluate all new and existing instructional software and systems to determine their effectiveness.	Conference Fees	GF, State Funding	Strategic Plan 1/8/03 Value 3
Provide the institutional researcher with access to all databases.	Staff Time		Strategic Plan 1/8/03 Value 3
E. Direct the Technology Committee to include the most cost effective and innovative methods of delivering and supporting instruction in its annual update of this plan.	Staff Time		Strategic Plan 1/8/03 Value 3
Gavilan Channel 18 Leadership: Executive Producer Channel 18
Create a programming schedule using prepared and created material to reach students, staff, and community members through educational, informational, and artistic programming, including non-credit and community education offerings.	Staff Time		Strategic Plan 1/8/03 Value 4 C
Establish guidelines for Gavilan programming.	Committee Time		Strategic Plan 1/8/03 Value 4 C
Establish a working group to curate programs.	Committee Time		Strategic Plan 1/8/03 Value 4 C
Assign and fund staff to executive produce shows and manage day-to-day programming operations.	$15,000-65,000	GF	Strategic Plan 1/8/03 Value 4 C
Create a crew of Gavilan students, staff and community members to shoot and edit campus projects.	0	CMAP Training	Strategic Plan 1/8/03 Value 4 C
Cultivate underwriters for Gavilan Channel programming.	Staff Time		Strategic Plan 1/8/03 Value 4 C
Create links between the television production classes, the television acting classes, the digital media classes, other appropriate classes and the Gavilan Channel.	Staff Time		Strategic Plan 1/8/03 Value 4 C
Establish a budget for necessary expenditures.	Staff Time		Strategic Plan 1/8/03 Value 4 C

Initiative	Estimated Cost	Funding Source	Reference
Information Competency Leadership: Head Librarian
Develop a program to continuously assess student information competency needs and integrating information competency into the curriculum.	Staff Time		Strategic Plan 1/8/03 Value 3
Implement state recommendations and professional standards for Information Competency requirements.	$25,000	GF, State Funding	Strategic Plan 1/8/03 Value 3
Maintain and expand virtual library resources to support information competency, including off sites.	$50,000	GF	Strategic Plan 1/8/03 Value 3, 4 G

FINAL DRAFT

Technology Master Plan 2002-2005

Table of Contents

Initiative