Report 2017-102 Recommendation 6 Responses

Report 2017-102: California Community Colleges: The Colleges Reviewed Are Not Adequately Monitoring Services for Technology Accessibility, and Districts and Colleges Should Formalize Procedures for Upgrading Technology (Release Date: December 2017)

Recommendation #6 To: Community Colleges Chancellor's Office

To assist all community college districts and colleges in ensuring that they have consistent, transparent, and continuous implementation of their processes for upgrading and replacing IT equipment, by September 2018, the Chancellor's Office should issue guidance to the districts and community colleges on establishing written procedures for those processes.

60-Day Agency Response

A proposal is under development to bring before the Board of Governors to adopt the following STANDARDS, EVALUATION CRITERIA, and BEST PRACTICES from the Telecommunications and Technology Advisory Committee (TTAC) and Systemwide Architecture Committee (SAC). These include the following:

- Evaluation Criteria

o Feasibility Study

o Suitability for systemwide deployment

o Life cycle plan for components

o Goals versus functionality

o Adherence to published standards

o Exposure to risk

o Outsourcing

o Funding and resource support

- Standards

o A technology feasibility study must be conducted before significant project funds are committed.

o Data transfer

o System (Application, Hardware, Network Operating Systems, etc.)

o End user compatibility

o Databases and DBMS

o Query and Report Writing Tools

o Security

o System configuration and operating procedures

o Vendor provided systems and components

o Deviations

- Best Practices

o Components should be chosen which have a significant market share within industry and / or the community college system.

o Components should be available and supportable in the Community College System

o Components should be chosen in which the vendor has implemented an active product improvement program

o Project managers should solicit broad based input

o Components should be chosen that are not at the end of their natural life cycle

- Recommended Tools

o Databases

o Server Operating Systems

o Web Servers

o Report Writers / environments

o Programming Languages

o Programming Environments

o Web Development Tools

o Middleware

o Office Applications

o ADA Evaluations

  • Estimated Completion Date: September 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2017-102

Agency responses received are posted verbatim.