IT Governance Purpose: Information technology is a catalyst for productivity, creativity and community that enhances learning opportunities in an environment of unlimited demands and limited resources. Executive Committee Meeting Action Items Presentation March 27, 2015 Adopting a strategic approach to information technology planning, budgeting and implementation at Cal Poly Pomona.

Emerging Technology Working Group Presenters: Gabriel Kuri

Emerging Technology Working Group Wireless Recommendations Recommendation - Background/Findings Evaluate areas on campus for expanded wireless and improve existing wireless infrastructure to support additional load of wireless on campus. The following areas were identified by Emerging Technologies, using any remaining funds from SSF this fiscal year (in order of priority). Areas to be install by end of calendar year. No risk on deployment.

Emerging Technology Working Group Wireless Recommendations Building 4 Remediation, Building 1 Remediation, Quad North Side Picnic Tables Outside 98, Outside Areas Between Engineering Meadow & Rose Garden Outside Areas of Buildings 2, 4, and 7; Olive Ln Walk; Building 3/8 Courtyard; Building 94 3 rd Floor Patio

Emerging Technology Working Group Outdoor Wireless Areas

Emerging Technology Working Group Mobile Phone Policy Recommendation - Background/Findings Campus-wide mobile phone policy that covers state provided phones and reimbursed employee owned phones. State provided phones – Mobility plans would be managed by IT Division Employee reimbursed phones – 4 different categories based on usage, ranging from $20 - $65 per month reimbursement. Subject to VP approval.

Emerging Technology Working Group Mobile Phone Policy Employee Reimbursed Phones – All Categories Require VP Approval Category I – up to $20 / month for up to 3 months (temporary and light usage) Category II - $35 / month (occasional usage, ie 8/5) Category III - $65 / month (frequent usage, ie 24/7) Category IV – Custom (custom amount, does not fit into above categories) No other reimbursements for phones, devices, cases, accessories, etc.

Information Security Working Group Presenter: Albert Arboleda

Recommendation – Background/Finding This policy establishes the conditions under which the Division of Information Technology will provide hands-on technical support (i.e., receive, troubleshoot, and configure) for electronic devices (server computers, desktop computers, mobile phones, laptop computers, printers, tablets and other devices). The basic support policy for information Technology is to support all University owned electronic devices in use by faculty and staff on the campus. Information Security Working Group IT Computer and Peripheral Support

Recommendation – Background/Finding Information Technology provides hands-on support for 2,100 electronic devices in the labs and 4, 500 electronic devices for staff and faculty. However, the enormous variety of this equipment makes it impossible to deliver the same level of service for all devices. This policy lays out the principles and practices regarding electronic device support that the Information Technology Division will adhere to. Information Security Working Group IT Computer and Peripheral Support

Recommendation – Background/Finding Information Security Working Group IT Computer and Peripheral Support

Recommendation – Background/Finding Of all the various asset types that Cal Pol Pomona controls and maintains, data is one of the most valuable. Should a portion of that data that has been classified as confidential become compromised, it could result in severe damage to the CSU, its students, employees, or customers. A policy is needed to ensure that Level 1 Confidential data is managed in an appropriate and secure fashion. Information Security Working Group The Storage of Electronic Level 1 Information

Recommendation – Background/Finding Level 1 Confidential data is data exempt from disclosure whose unauthorized use would result in severe harm to the university intended for use solely within the CSU and by a user with a “business need to know” governed by specific statutes and laws Information Security Working Group The Storage of Electronic Level 1 Information Social Security Numbers Drivers licenses Credit Card numbers Bank Account numbers DOBs with SSNs Medical records Passport numbers

Recommendation – Background/Findings This policy establishes the protocols for the storage of Level 1 Confidential Information on electronic devices. The storage of Level 1 Confidential Information on electronic devices is highly discouraged and should only be done when necessary. It is strictly prohibited to store Level 1 Confidential Information on electronic storage devices without the express written consent of the Chief Information Officer or his/her designee. It is also strictly prohibited to electronically transfer (including but not exclusive to , instant message, file transfer, and other transfer mechanisms), Level 1 data without the express written consent of the Chief Information Officer or his/her designee. Information Security Working Group The Storage of Electronic Level 1 Information

Information Security Working Group IT Requests for Electronic Data Recommendation - Background/Findings This policy establishes the protocols for requesting access to digital content or an analysis of digital content associated with electronic accounts. The policy covers the how and why these kinds of requests are made? Electronic accounts are broadly defined accounts, electronic file storage, desktop computers, phone records, other electronic systems that store digital content on computers and other related systems supported by the Division of Information Technology

Information Security Working Group IT Requests for Electronic Data Recommendation - Background/Findings How? Requests for access must be made in writing to the Vice President/Chief Information Officer (CIO). A request for this information must be authorized by one of the following: The University President or designee; The Vice President/Chief Information Officer (CIO) and the account holder’s Vice President or designee; or (I.E. Vice President of Administrative Affairs; Vice President of Student Affairs, Provost/Vice President of Academic Affairs) The California State University Chancellor or Designee

Information Security Working Group IT Requests for Electronic Data Recommendation - Background/Findings Why? The University will grant access to digital content or permit an analysis of digital content to be conducted without the consent of the holder of the electronic account when ① required by and consistent with the law; ② when there is substantial reason to believe that violations of law or University policy have taken place ③ when there are compelling circumstances such as; a. under time-dependent, critical operational circumstances; or b. to preserve records or information consistent with a litigation hold.

Instructional Technology Working Group Presenter: Kevin Morningstar

Instructional Technology Working Group FY 14/15 SSF Lab Computer Funding Recommendation - Background/Findings The committee recommends all SSF funding be applied to college specific labs in FY 14/15. Committee determined each college’s need as a percentage of the total replacement units. Colleges that did not receive any funding in FY 13/14 were funded for one lab. Committee applied the percentage to determine the approximate funding for each college. Committee evaluated projected costs per lab and made minimal adjustments to the percentages to ensure sufficient funding to replace whole labs.

Instructional Technology Working Group FY 14/15 SSF Lab Computer Funding Recommendation - Background/Findings If additional funding is available for computer labs in FY14/15, that consideration be made to use the funds for Open Labs in Building 97 and Public Stations in the Library. If additional funding is not located, the committee recommends that 15 percent of the FY 15/16 SSF funds be designated for Open Labs and be expended as soon as practical after July 1, 2015 with the computer replacements to occur as soon as practical thereafter.

Instructional Technology Working Group FY 14/15 SSF Lab Computer Funding Recommendation – Funding for FY 14/15 by College College of Agriculture$41,000 College of Business Administration$91,000 College of Education & Integrative Studies*$60,000 College of Engineering$75,000 College of Environmental Design* $25,000 College of Letters, Arts & Social Sciences$60,000 College of Science$68,000 University Library (classroom space)$39,000 Total:$459,000 Recommended for additional funding or early FY 15/16 Building 97 Open Lab$50,000 Library Open Stations$22,000

Instructional Technology Working Group FY 14/15 SSF Lab Computer Funding Recommendation – Schedule & Milestones March – Confirm rooms & computer configurations with colleges and order computers with CPP Bulk Buy Program June – Receive Equipment Summer – Image and deploy as classrooms are available 2015 Fall Term – Complete before class begins

Instructional Technology Working Group FY 14/15 SSF Lab Computer Funding Recommendation – Risks Funding is based upon cost estimations utilizing known and projected data Lab computer utilization data continues to be incomplete or does not represent the long term plans of the colleges Costs for labs were based upon estimated costs and not actual vendor quotes. Consultation to determine on the final room selection & equipment configurations is ongoing. Funding may not be sufficient in some cases to replace equipment in college labs.