Program Review Update Worksheet
Program (or discipline):__Information Systems______Date: _____10/15/2014______
The purpose of this form is to record any significant changes in the program in the past year.
1. In the past year have there been any significant changes to staffing?· I have a programmer who was put in Admin Leave – and he is the only one who has the latest knowledge on how to run and submit MIS. Due to the limited staffing vs work load – although we have a general idea on what area each and every one are working on – we cannot find the time to properly duplicate the know-how of each to have a backup person.
Documentation help to a certain point, but multiple isolated & unique scenarios cannot all be documented. This post a challenge – meaning if anyone leaves, retires, etc. – the knowledge transfer will be a huge undertaking.
· I am recommending to move Michael Harlow to a new position : Junior Programmer (class 18) – which will combine his current duties with some of the programmers responsibilities. He is now working out of class and has been doing the needed help like MIS Files generation, Data cleanup, LDAP related processes, etc. He is now class 16.
2. Changes in facilities?
· Our current DD510 will have the “End of Life” support in Dec 2014. Because of this, the support cost doubled with “best effort” only. Thanks to the previous PRU, we are purchasing a new and better replacement with built in 4 years support & maintenance. This proves to be cheaper and has increased our current capacity from raw 4GB to 14TB (DD2200). PO has been sent and soon to be installed.
· Support & License renewal for HP before the Fiscal year ends.
3. Any new courses, degrees, certificates offered?
· Yes – and with said changes, processes, computer programs, and compliance mandate changes too. We need to apply and implement all necessary computer updates and help with testing and implementation.
4. Any significant modifications to any existing courses, degrees, certificates?
· Self Service – SEP : is still in its initial stage. We are playing catch-up as the programs are developed and tweaked to comply with the new Student Success Initiative from the Chancellor’s Office.
· Customizing Waitlist - in progress
· Faculty Contract via WebAdvisor – in progress
· MOX – Mobile Access – Phone version of the WebAdvisor (Future) Approx $35K
· Self Service – Enrollment System (replacing WebAdvisor – Approx $190K)
· OpenCCC / CCCApply Process
5. Significant equipment purchases?
Our current ERP – HP BL870C i2 support will expire in the following:
· HP P6300 EVA – in 30 APR 2015
· HP BL870c i2 Server – in 03 APR 2016
· HP OS Software in 31 JUL 2015
This means we will have to start paying maintenance starting April 2015.
What we did in the past is we buy a better and newer replacement (HP-RENEW – refurbished) with built in 4 to 5 years support & license. The price is usually the same if not cheaper than what we will end up spending should we decide to stay with our current refurbished system. We will need to set aside around $180K to match our existing one or about $220K - 260K if we want a better one – to accommodate the increasing loads & demands on our hardware and to accommodate the new business practices (priority registrations) changes that we are implementing.
We need to either upgrade the WebAdvisor Server or buy and implement the new version via Self Service flat form. Approx $190K for SS-WA or $45K to replace the WA servers
6. Significant changes in enrollment or FTES?
· Yes, but more than the FTES – the increase in headcounts and changes on how we process Priority Registration is pushing our ERP Computer Hardware to its limits. We either need to increase our hardware capacity or make the necessary changes in the way we do business to accommodate the registration load during peak times.
7. Any other major changes in the program in the past year?
· Implemented Self Service (SEP & Fin Aid Docs) in OCT 2013.
· Implemented/ Improved Campus EAI, Higher One, Docufide, Shibboleth (OpenCCC / CCCApply), Informer 4.x,
8. What assessments (course, program, etc.) have been done in the past year?
· Load Balancing and Configuration Check for Datatel / WebAdvisor: Done by Ellucian.
9. What were the results of the assessments?
· We are at critical level in terms of CPU to Process ratio – thus creating a bottle neck resulting to increased wait time or slowness.
10. Based on the assessments what changes have been made?
· Software configurations were change to optimal settings
· Bought additional CPU and memory
· Bought additional 20 Unidata License