Planning and Assessment Process

Download the Planning and Assessment Process policy or review the policy below.
 

Last Updated: Septembmer 15, 2021

Mission Statement

Information Technology’s mission is to promote, facilitate and support the effective use of technology in instruction and learning, in research, and in processing and accessing institutional information.

Aspirational Goals:

• To comply with regulatory standards; security and risk management requirements; and business process improvements
  
  Desired Outcomes
  • All applicable rules, regulations, policies and procedures are fully complied with
  • All systems are fully secure, all risks are completely mitigated and business continuity planning is fully robust
  • All business processes are completely efficient and effective
• To engage in professional development and career advancement
  
  Desired Outcomes
  • All IT staff are fully abreast of all applicable technologies and have acquired all necessary skillsets
  • All IT staff always reflect the highest standards of professional behavior, ethics and service
  • All GC faculty, staff and students are fully trained and fluent in all applicable technologies
  • All IT staff are advancing as quickly as possible in their career ladders
• To provide support for teaching, learning, research and public programming
  
  Desired Outcomes
  • All offices, classrooms and meeting spaces are outfitted with current technologies and fulfill all needs of faculty, staff, students and researchers
  • All lab settings are outfitted with current technologies and fulfill all needs of faculty, staff, students and researchers
  • All auditoria venues are outfitted with current technologies and fulfill all needs of program organizers and participants
  • All online and remote resources and services reflect current technologies and fulfill all needs of faculty, students and researchers

PLANNING PROCESS

INTRODUCTION

Information Technology engages an annual planning and assessment process to inform decision-making which is directly linked to the GC Strategic Plan and the college’s financial planning. Through this process, we consider sustainability and deferred maintenance wherever possible while continuing to provide up-to-date technology to the GC Community and remaining fiscally responsible.

Ongoing

• Planning assumptions kept current (e.g., budget outlook, IT staffing level, technology advancements, GC developments, technology replacement cycles, etc.)
• Assessment metrics compiled to inform decision-making that include:
  • Number of staff computers at end of life; proposed replacement plan formulated
  • End User satisfaction scores assessed through surveys
  • Volume of calls and emails to IT Services, tickets opened and closed
  • Identification of applicable end-of-support/end-of-life dates, system uptime, reliability and availability for critical backend infrastructure
  • Budget variance comparing actual vs. budgeted costs
  • Amount of professional development workshops, seminars, and courses engaged by each staff member
  • Restructuring of organization to match skill sets with the needs of the department and to maintain staffing level
  • Feedback from other sources such as the twice-annual IT Security Attestation, CUNYfirst audits, KPMG audits, assessment of internal controls and risk management, PCI audit and other ad-hoc audits, cyber security, etc.
• ASRC “Monday Group” Meeting
• GC Strategic Plan reviewed to inform decision-making and to measure progress of goals
• Status updates provided on active projects, initiatives and undertakings

July

• Start of new fiscal year
• ITMT+ Meeting is held if necessary

August

• ITMT+ Meeting is held if necessary

September

• ITMT+ Meeting
  • Update on current projects
    • Project Activity list updated on GC IT website accordingly

October

• ITMT+ Meeting
  • Update on current projects
    • At-a-Glance Project list updated on GC IT website accordingly

November

• ITMT+ Meeting
  • First IT Planning and Assessment Meeting
    • Give an update on current projects; identify current projects that may carry over to the new fiscal year
• At-a-Glance Project list updated on GC IT website accordingly
• Review GC Strategic Plan to inform decision making
• Fall Semester IT/DSC Leadership meeting
  • Status updates, identification of concerns, recommendations, etc.
• Fall Semester Graduate Council IT Committee meeting
  • Status updates, identification of concerns, recommendations, etc.

December

• ITMT+ Meeting
  • Update on current projects
    • At-a-Glance Project list updated on GC IT website accordingly
  • Review budget balance and procurement status of major purchases

January

• ITMT+ Meeting
  • Update on current projects
    • At-a-Glance Project list updated on GC IT website accordingly
  • Review budget balance and procurement status of major purchases
• Student Tech Fee (STF) planning underway for upcoming fiscal year; metrics captured:
  • Number of student computers at end of life; proposed replacement plan formulated
  • Analysis of desktop software on student computers (including usage data); proposed changes identified
  • Data on printing consumables; proposed funding level identified
  • Analysis of STF contractual obligations; proposed revisions identified
• Capital project (Reso-A) proposal narrative finalized and submitted
• First review of IT contracts

February

• ITMT+ Meeting
  • Update on current projects
    • At-a-Glance Project list updated on GC IT website accordingly
  • Review budget balance and procurement status of major purchases
• Student Tech Fee Committee meets
  • Projects and budget for upcoming fiscal year adopted

March

• ITMT+ Meeting
  • Second IT Planning and Assessment Meeting
    • Identify current projects that will carry over to the new fiscal year
    • Review and discuss project proposals for new initiatives for upcoming fiscal year based on:
      • Data captured from metrics:
        • The need for new technology and services
        • Update or repair existing systems
        • Warranty/maintenance requirements
        • New CUNY policies and mandates
        • City and State regulations
  • Review GC Strategic Plan
    • Report on progress towards achieving goals and objectives related to the GC Strategic Plan
  • Review budget balance and procurement status of major purchases
• Second review of IT contracts
  • Generate a report of all contracts coming up for renewal within the year and future years
    • Review cost of each contract
    • Research the need to continue all maintenance agreements
    • Consider decreasing software licenses
    • Confirm vendor and IT primary and secondary contacts are the same
• Spring Semester IT/DSC Leadership meeting
  • Status updates, identification of concerns, recommendations, etc.
• Spring Semester Graduate Council IT Committee meeting
  • Status updates, identification of concerns, recommendations, etc.

April

• ITMT+ Meeting
  • Final IT Planning and Assessment Meeting
    • At-a-Glance Project list updated on GC IT website accordingly
• Detailed “Project Plans” completed for all adopted initiatives (those that do and do not require a Project Manager)
• Final review of IT contracts
  • Decisions finalized on revisions for upcoming fiscal year
• Budget request drafted for upcoming fiscal year based on:
  • Annual UTI Charges (CUNY obligations)
  • Operating Expenses
  • The implementation of new technology and services
  • The need for new faculty and staff computers

May

• ITMT+ Meeting
  • Update on current projects
    • At-a-Glance Project list updated on GC IT website accordingly
• Budget request for upcoming fiscal year finalized and submitted to Business Office for approval
• Capital project proposals identified and drafted

June

• ITMT+ Meeting
  • Update on current projects
    • New fiscal year's At-a-Glance Project list posted on GC IT website accordingly
• Notification by Business Office of approved budget for upcoming fiscal year
• Notification by President’s Office of approved Capital Project submissions for upcoming fiscal year

This comprehensive planning and assessment process will continue to serve as a driver of enterprise IT vision and strategy and will be reviewed and updated annually (if necessary) to respond to emerging technologies and evolving community needs.