Rodrick Gorden's blog ::Caveat emptor: Forensic investigations and due diligence
EDUCAUSE, the nonprofit organization whose mission it is to advance higher education by promoting the use of Information Technology, recently released the 2007 list of Top Ten Issues in Higher Education. This year's list, summarized in the May/June 2007 issue of Educause Review, is the result of an online survey of IT leaders who were asked to select up to 5 of 32 issues in each of the following areas: - Issues critical to strategic success - Issues expected to increase in significance - Issues that have great demand on the IT leader's time - Issues requiring the largest expenditure of human and fiscal resources Funding IT, the #1 issue identified this year, is the only strategic issue that has consistently ranked in one of the top two positions since the inception of the list eight years ago. As education administrators face internal and external pressures to improve productivity and outcomes, they in turn pass those pressures on to IT departments via requests for enhanced support systems. Not only are the IT departments responding to administrators' needs, they are also responding to students' needs for access and the entire institution's need for security and capacity. One critical area constantly needing a campus IT Managers' attention is that of campus Calendaring and Scheduling. Bob Mahoney and Paul Hill, both of MIT and former co-chairs of the Internet Engineering Task Force Calendaring and Scheduling (C&S) Working Group, defined Calendaring and Scheduling for higher education in a 2001 article for Educause. "In broad terms, C&S may include personal calendars, group calendars, event publishing, resource management, facilities management, and reservation systems." They also added that since it was very unlikely that any single tool would meet an institution's needs in all of those areas, it was critical to identify the specific subset of services needed per department. More recently, Robert Brumfield noted in eSchool News that schools and colleges rely on scheduling and calendaring software for everything from making personal appointments to propagating class schedules. Brumfield quotes Oren Sreenby, assistant director of computing and communications from the University of Washington on the state of calendaring and scheduling on UW's campus. "A lot of different departments use different calendaring and scheduling software to meet their individual needs...many different types of standalone software are used on the individual desktop level as well...You name it, it's out there." UW is now one of a handful of universities that have now joined CalConnect, The Calendaring and Scheduling Consortium, whose mission it is to provide mechanisms and standards to allow calendaring and scheduling methodologies to interoperate. As IT continues to support the calendaring and scheduling needs of their institutions or as departments find solutions through research or recommendations from colleagues, consider the following: - Will the new software acquisition clearly help to advance the department's, division's or institutional goals? - If considering calendaring and scheduling solutions already embedded in an ERP system, what percentage of the functionality of the system will actually be used or is needed? (Excess in this area was identified in Item #3 from the 2007 Educause Top 10 list.) - Can this new calendaring and scheduling software complement existing products already in place? - What is the software publishers' ability to adapt to your needs and be responsive? Are they available for help during your critical spring, fall and late summer periods? - Are there ways to minimize costs of implementation? Do not overlook training and operations as a consideration in these costs. - Could time and money be saved by utilizing an off-the-shelf solution? Will it be necessary for IT to do customization work and if so, how much? - Will the new calendaring and scheduling software have immediate and direct positive impact for students and administrators? - Will the new software require future sustainable funding allocations? Are there education discounts that offset costs or free or low cost product updates or plans that lock in update costs for a fixed time? - Are there security concerns with the integrity of data? What, if any limitations exist for sharing scheduling software and scheduling information? - How will departments and users manage level of access? Will there be a way to approve what is being calendared and scheduled by students if that capability exists? - What kind of campus IT support will the new purchase require? Some institutions limit staff from even downloading any new software without the approval and support from IT. Regardless of the division or department, from Student Affairs to Academic Affairs, calendaring and scheduling remains a key IT issue for higher education. Doing the required due diligence and research is critical to bringing the right tools into the system. After all, working with three or four calendars at a time is one sure way to kill productivity and who has time for that! |
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