Creation of a Campus Culture of Stewardship for Administrative Information | Administrative Information Environment Group and Information & Technology Services, Pacific Lutheran University
Administrative Information Environment (AIE) Group: Steven Starkovich, Provost; Sheri Tonn, VP/Finance; Karl Stumo, VP/Admissions; Laura Majovski, VP/Student Life; Steven Olson, VP/Development; Kristin Plaehn, Registrar; Greg Brewis, Executive Director/University Communications; Deirdre McGoldrick, Systems & Data Analyst/Institutional Planning
I&TS Leadership Council: David Allen, Director/Systems & Communications; Susan Jennings, Director/Information Systems; Fran Lane Rasmus, Director/Library Services; Layne Nordgren, Director/User Services & Instructional Technologies; Chris Ferguson, Associate Provost/I&TS
Creating a dynamic, well-maintained, and effective administrative information environment (AIE) requires that many individuals and groups across the institution understand their key roles in providing stewardship for institutional data. Development and maintenance of an effective AIE is not solely the responsibility of the administrative computing group or the IT department; a commitment to stewardship is required from multiple institutional levels and partners, starting with executive leadership, flowing through systems managers and data custodians, and extending to nearly all members of the community.
Over the decade following initial deployment of the Banner administrative information system in 1997, ownership of data and participation of personnel in the functional areas (e.g., Admissions, Office of the Registrar, Financial Aid) waned even as expectations of executive leadership increased for I&TS management of projects, deployment of new enterprise systems, and support for functional area data managers.
A high-level group, including campus executive leadership, was formed in 2008 to foster a campus-wide commitment to an excellent AIE. The group established ownership of & leadership for the existing AIE by setting project priorities and considering new technologies and functions that it wanted to deploy, but came to understand the limitations of the institution’s stewardship model. Through a thoughtful and sustained effort guided by consultants G. Spencer and B. Hoyt, this high-level group developed its planning and leadership role more fully, acquired greater understanding of the stewardship required for the AIE at all levels, and formed a multi-year strategic plan. Under the plan, PLU has to date accomplished considerable foundational work in cultivating a campus-wide culture of stewardship, restructured the academic computing unit, completed a series of business process analyses, and is currently building a series of data marts while beginning the acquisition process for a constituent relationship management system (CRMS). As I&TS restructured in partial response to this initiative, it engaged in extensive organization development with one of the consultants.
- Formation of the AIE Group with a detailed charge
- A vision and multi-year plan for the PLU AIE
- An extensive restructuring of I&TS in order to better support the AIE Plan and additional needs
- An I&TS planning process rooted in project definition
Relevance for Other Institutions
Every higher education institution needs to find the right balance in providing stewardship for its AIE. Campus leadership, individual departments, staff within those departments, and members of the IT staff all play critical roles. If these roles and responsibilities are or become misaligned, or commitments are not kept, the information environment will decrease in benefit to the institution. A sustained effort by all parties to maintain a high-quality administrative information environment is in the best interest of the institution and is essential for institutional effectiveness and competitiveness.
The scope of the Hugi Award Program was expanded in 2010. Prior to 2010, Hugi Excellence Awards recognized and raised awareness of outstanding IT practices among higher education institutions of the Pacific Northwest that provided useful models for improving technology resources throughout the region. Awards were made in the following categories:
- Academic technologies: Achievements in the use of information technologies for teaching, learning, or research; innovations in learning space design.
- Technology infrastructure: Achievements in voice, data, or video networking, mobile technologies, provision of network services, security practices, and data center design.
- Business processes and systems: Achievements in the development or use of administrative information technologies and IT-based business practices.
- IT management and administration: Achievements in governance and policies, organizational structure, staff deployment, staff development, management practices, and funding models.
Honorees from 2009 and earlier were selected within these parameters.
In the category of Academic Technologies | Technology Across the Curriculum GEMS • Oregon State University
Oregon State University’s Technology Across the Curriculum (TAC) creates online tutorials called GEMS (Generating Educational Mastery System) to provide faculty and students quick training and solutions to specific technology-related questions. GEMS provide “just-in-time” online training for faculty seeking information on specific functions in applications they work with on a daily basis. GEMS allow TAC staff time to engage faculty in broader questions and strategies to improve educational quality without bypassing the critical role of providing how-to instructions to meet immediate training needs.
In the category of Technology Infrastructure | Effective Support of Classroom Technology Systems via Control, Monitoring and Preventive Maintenance • University of Idaho
High daytime utilization of technology-enhanced classrooms, along with a high ratio of rooms to technicians, generally precludes Classroom Technology support personnel from making first-hand observations of every room throughout the day. However, a well-planned system utilizing control and monitoring elements enables a small group of technicians to receive up-to-the-minute status of all classrooms at a glance. Control and monitoring systems help make it possible for personnel to rapidly take action to assist users, spot trends, and develop preventive maintenance strategies to ensure that classroom technology systems are effectively supported and reliable.
In the category of Business Processes & Systems | Academic Planner • University of Montana
The Academic Planner improves student retention by making it easier for students to plan their academic careers. A student can use this single tool to search for courses, using intuitive and robust search capabilities, read the course description, add the course to the plan, view/print the resulting schedule, and save to a database for future use. Once the plan is completed the student can email the results to an advisor for electronic or in-person comments facilitating early advising when the student is not yet on campus. Alternative plans can be created to assess the feasibility of changing majors or rearranging classes. Storage of the plan in a secure database makes it accessible anytime from on or off campus.
In the category of Academic Technology | Teaching with Digital Images in Classics & Humanities • Reed College
Through a collaboration involving Computing, the Library, Visual Resources staff, and Classics faculty, Reed launched a pilot project to develop and customize a CONTENTdm-based image collection for teaching in Classics and Humanities. The success of this project results from a multi-faceted approach that integrates systems, content, metadata and web interfaces to build a comprehensive, full-featured teaching resource.
In the category of Technology Infrastructure | Managing P2P File Sharing on a Residential Campus • Central Washington University
CWU successfully implemented a two-pronged P2P file sharing management stratgey, which consists of a multi-faceted training and awareness program to educate students on the illegality of file sharing copyrighted material, and on the purposes of Intellectual Property, and implementation of technologies designed to stop/eliminate illegal P2P file sharing, while providing resources necessary for legal P2P.
In the category of Business Process & Systems | Map Information Tool • Pacific Northwest National Laboratory
Pacific Northwest National Laboratory (PNNL) developed the Map Information Tool (MIT), a one-stop, GIS-based, web-accessible system that provides facility and space information to PNNL’s visitors and staff, including safeguards and security personnel and first responders.
In the category of Academic Technology | CLEo - Implementing the Sakai Collaboration and Learning Environment • Office of Technology, Whitman College
CLEo (Collaboration and Learning Environment [online]) is Whitman College's successful implementation of the community source Sakai Project. Whitman is the first U.S. institution to completely and successfully migrate from a commercial vendor to the Sakai platform, and was recognized in a "Sakai Spotlight"by the Sakai Community.
In the category of Technology Infrastructure | Outdoor Campus Public Safety Camera System • Pacific Northwest National Laboratory
The Campus Camera and Emergency Call Station system enhances the safety and security of staff and visitors to the Pacific Northwest National Laboratory. Their implementation leverages both state-of-the-art wireless mesh technology and commodity wireless technologies.
In the category of IT Management and Administration | Unclassified Cyber Security Awareness Training • Pacific Northwest National Laboratory
Pacific Northwest National Laboratory (PNNL) has endeavored through a number of initiatives to raise the awareness of cyber security issues and challenges both at work and at home. Elements of the multi-faceted awareness and education program include on-line training (mandatory for all staff and extended-stay visitors), posters, postcards, and newsletters.
Other Notable Practices (2007)
Catalyst WebQ for Research • The Office of Learning Technologies at the University of Washington
Catalyst provides tools and services to help faculty, students, researchers, and staff achieve their teaching, learning, and research goals. Technology is viewed as a means to this end--specifically through WebQ, a collaboration and communication tool designed by the Catalyst group and available to the whole UW community.
View the press release here.
Orbis Cascade Alliance
The Orbis Cascade Alliance is a library consortium composed of 31 public and private colleges, community colleges, and universities in Oregon and Washington. The Alliance provides a range of services to member libraries, and to other libraries in the region. Chief among these are the Summit union catalog, Summit Borrowing, electronic resource purchasing (ejournals, ebooks, databases), and courier service.