ITR - Projects


Spring Forward - Ellucian Colleague Upgrade and Functional Refresh

Description

Hartnell has undertaken a year-long project to upgrade the Ellucian Colleague ERP system, and to improve and provide more effective usage of the system. The goals of the Spring Forward project are many: to upgrade the database technology from a Unidata database on Unix to a modern SQL database on Microsoft SQL Server, to improve processes in use by the functional areas across the campus, to enhance the student's self-service experience, to implement a central portal for use by faculty, staff, and students, and to automate sign-on into various third-party systems using just one set of credentials.

Documents

Ellucian Colleague Website Spring Forward Contract
Spring Forward Action Plan  

Current Status

01/26/15: The Colleague system was successfully migrated from Unidata to SQL the first week of the new year. Users validated the migration for two days, and then the system was opened to the public on January 7th as scheduled. There were many urgent programming requests once the new system went live, mostly related to processes that were not fully tested beforehand. Hartnell and Ellucian staff were providing support around the clock during the first week, allowing for rapid problem resolution.

The Colleague software is now running on the new SQL system, which will allow the district to offer enhanced services to students, faculty, and staff - services such as automated degree audits, self-service degree planning, a mobile application, and many other services related to student success.

History

Oracle Taleo HR Suite (Applicant Tracking, Talent Management, and Training/Prof. Development)

Description

Hartnell has undertaken a year-long project to implement Oracle's Taleo HR suite. Taleo's product offerings primarily focus on talent acquisition (recruitment), performance management and learning and development. These capabilities combine to provide an enhanced level of insight into candidates and employees. The goals of the Taleo project are to increase the speed and efficiency of attracting and hiring talented instructional and administrative professionals, to provide better management tools for employee career path development and goals, employee reviews, and professional development.

Current Status

01/25/15: The first module of the Taleo suite, a Software as a Service offering, was configured and is nearly ready to be tested and rolled out to assist in the process of receiving, tracking and managing prospective employees through Hartnell's hiring process. There is still work to be completed for a small companion module called Onboarding. The Spring Forward project and a series of new hires has slowed the progress of the project, but it still continues to move forward with an anticipated launch of the two modules by late spring/early summer. The second module, Talent Management, will then follow during summer 2015 with completion expected by Fall 2015.


eSARS - Addition of SARS Online Appointment System

Description

The SARS student appointment system currently used by the college has an online component called eSARS which allows for students to make appointments online in the areas of counseling, assessment, and orientation. This will make scheduling appointments more convenient for students, and eliminate the need for staff to manually enter appointments into the SARS system.

Current Status

01/23/15: The counseling department is working with IT staff to fine-tune the online counseling appointment system. The system is expected to go-live the last week in January. Work will then begin on offering online appointments for the assessment office.

History

Multi-function Devices

Description

The purpose of this project is to manage the overall copier/printer/scanner population using recently developed technology with a goal of reducing the amount and cost of paper used, reducing the cost of printer maintenance and supplies, and to provide "anywhere" printing and pickup within the campus.

For the student use of the MFD's, students will need to be migrated into the Microsoft Active Directory (AD) system. An additional benefit of having the students in the AD system is that it will facilitate single sign-on into Hartnell's other systems and will help prepare for the new student portal

Documents

MFD Request for Proposal MFD Information Page
User Guides Printer Locations

Current Status

12/31/14: The AD/Colleague was successful, and work is ongoing implementing the new pay-for-print system, which will allow students to use the multi-function devices for printing. The new pay-for-print system will be rolled out for the Spring 2015 semester.

History

eLumen - Outcomes Assessment and Tracking

Description

To facilitate improved SLO and PLO assessment tracking and use, the college has licensed a SaaS (Software as a Service) software system called eLumen. The use of the software will enable the district to easily track and report on the progress of ongoing outcome assessments. The college's ERP system, Datatel, will be integrated with eLumen to eliminate duplicate entry of outcomes and student data, and to ensure that eLumen has the latest course and student information with automatic updating from Colleague. A software evaluation process based on multiple criteria was used to select eLumen as the preferred vendor, with data gathered through documents, presentations, and customer references.

Documents

eLumen Company WebsiteSoftware Selection Evaluation
eLumen Software ContractImplementation Plan

Current Status

12/31/14: Faculty and staff continue to pilot the system. Data will be refreshed for all semesters in eLumen beginning in January. Daily extracts will be automated to keep the data current.

History

Checkpoint Firewall Upgrade

Description

The district's current network infrastructure firewall is outdated and will be replaced with a new model. The firewall separates and protects the campus network from the Internet at large, and controls access between internal systems.

Current Status

12/31/14: The firewall servers were installed over the Christmas break. The new firewall's rules were configured prior to the cutover, so disruption was minimal when the new systems came online. ITR staff will monitor closely during the upcoming weeks.

History

MIS Reporting - New Student Success Report

Description

The ITR department currently submits 17 reports at the end of each term, based on data gathered from Colleague, SARS, and other systems. Beginning with the Summer 2014 term, the current student matriculation report (SM) is being replaced with a newly mandated report, the student success report (SS). This new report replaces the current state matriculation funding model. Districts will derive their student success funding based on this report; however, the Chancellor's office is allowing a sliding scale of funding based on the previous years matriculation reports.

Documents

SS Report DefinitionsSM report Definitions
All Report DefinitionsNew Funding Model

Current Status

12/31/14: The student success files have been submitted for two semester, Summer and Fall 2014, and have passed all syntactical and referential edits. An additional load for Fall 2014 will occur in January.

History

National Student Clearinghouse - Self-service Implementation

Description

The district currently uses the NSC's enrollment and degree verification service, and two additional services are being added: student loan information, and online transcript ordering. The addition of the student loan service will allow students to see their current lender's information and student loan status, and will reduce the load on staff time in the Financial Aid department. The implementation of the online transcript ordering process will make it more convenient for students to order transcripts, and also reduce the amount of staff time needed in the Admissions area when handling transcript orders. There is no additional cost to the district for implementing these services.

Current Status

12/01/14: It was hoped that work would resume on the project the third week of November. The priority of other projects has delayed this implementation until mid-January.

History

Server Virtualization

Description

Server virtualization will reduce the number of physical servers ITR will need to administer by a 5:1 ratio. The project will result in a permanent reduction in electricity usage, and a PG&E refund will be received to offset some of the costs of the project. Server virtualization also reduces server administration and maintenance time, increases security, and provides higher availability and reliability of the servers.

Current Status

Basic level servers such as DHCP, DNS, and IDS have been virtualized, reducing the physical server count by 10, and any new servers are beginning life as virtual. For the Spring Forward Colleague refresh, the 12 needed servers were all created as virtual servers. Work continues by enhancing the virtual infrastructure through the use of tools such as the VMware vCenter Operations Manager Suite.

Network Environment Redesign

Description

The purpose of this project is to move the campus from a Novell-based network environment to a Microsoft-centric environment. The use of Microsoft Active Directory will provide wider and greater opportunities for integration and support from other vendors, and create a foundation to facilitate a single sign-on to campus applications. The project includes moving to the Google e-mail and calendaring system, providing for an easy-to-use interface across all operating systems and all devices.

Current Status

The Active Directory network environment has been created and is currently in use throughout the campus. Google e-mail and calendaring has been implemented, and work continues in integrating single sign-on throughout all of the campus applications. The AD environment will be leveraged moving forward with the Spring Forward portal project.

Desktop Virtualization

Description

The Virtual Desktop Infrastructure (VDI) project will create opportunities for students to have 24/7 access to needed educational software and resources rather than only when on campus and when computer labs are available. This will dramatically increase time on task for students without increasing licensing costs for these resources. VDI will decrease the time needed for maintenance of physical computers, and protect users from harmful viruses and malware. Existing lab computers will be replaced with thin clients, which are less expensive than traditional computers.

Current Status

Approximately 800 desktops have been virtualized to date, and work is underway to increase that number. As lab computers are replaced, they are replaced with thin clients and virtual desktops. ITR has seen a decrease in support time needed for the virtual environment. Memory has recently been added to the virtual servers to increase the speed and capacity of virtual desktops.

Campus Portal

Description

This project will not begin until late summer/early fall, as the website project is winding down. The Hartnell Campus Portal will provide a single location for password protected and personalized campus constituent services, collaboration tools and messaging. Finding a better way to connect and serve our education communities means providing the interactive and collaborative environments they need to thrive. With a Hartnell portal and web services environment tailored for our students and campus can deliver the right information, services, and collaborative tools to every campus stakeholder—anytime and anywhere. That kind of dynamic support is at the heart of the portal experience. With the ability to use almost any data element to personalize content, we can deliver the services our constituents expect—and modify content quickly when roles or preferences change.

Current Status

Work on the portal will begin in September 2014.

BizApp Center

Description

BizApp deploys a set of solution or tools that allows end users to have greater control of their computers and tablets without relying or waiting on IT, while still maintaining security and system integrity. This service will either run in the background updating critical software like Silverlight or JAVA automatically or exhibited as an "App Store" of sorts that will make applications, plug-ins or extensions available for download and installation.

Current Status

Applications are being selected for deployment on the BizApp server, and functional testing of the system will begin shortly.

Bomgar/GoTo Assist

Description

Remote chat or remote control of end user computers to resolve issues quickly and when it is more convenient for campus constituents. Remote assistance can only be completed with end users permission. Deployment of this service will be relatively low impact to end users and will require little to no training.

Current Status

Bomgar and GoTo Assist are being evaluated for features and ease-of-use, with the goal of selecting one of these systems for deployment.

Completed Projects

Older projects that have been completed can be viewed using the link below.

Completed Projects History