ࡱ> vxu 'bjbjߍ &j RR R   )))====8u4=3=^jQQQ22222224W7p2)Q//"QU2Y ))*2Y Y Y Y$))2Y Q2Y Y -))00~e=}4/L0l203F/7Y 7$00Y )00QQQR :   IT Project Request Form Instructions Step 1: Is your request a project? A technology project is defined as an activity undertaken to acquire, develop, enhance, or repair functional capabilities or services using IT components (software, hardware, or both) requiring a significant level of effort to meet objectives. A significant level of effort is defined as encompassing more than 40 hours of labor or cost more than $5,000 to complete. If your request does not meet the definition above or it fits into one of the following categories, then refer to HYPERLINK "http://www.ets.fhda.edu/ITProject"www.ets.fhda.edu/ITProject on how to obtain ETS support for non-project requests. Non-Project Related Requests: Routine break / fix / moves Computer refresh / installs Multimedia refresh / installs Wireless networking installs Banner functionality improvements within original implementation project scope Infrastructure projects (Measure C, etc.) If you are not sure if your request meets the above criteria, you can contact the Call Center at for assistance. Step 2: Discuss your project with your manager Discuss your project with your manager (dean, director, or above) and obtain his or her agreement to submit the request Step 3: Complete the IT Project Request Form Fill out the one page IT Project Request Form New projects must have both a source of funding and a user project lead before projects will be initiated. The user project lead is a person who has the authority and responsibility to make decisions about the project and represents the user perspective when multiple departments / users may be involved. Have your manager send the form electronically from his / her email account to HYPERLINK "mailto:ITProject@fhda.edu"ITProject@fhda.edu. You should receive an acknowledgement of your request within a few days. An ETS manager will contact you within ten business days to discuss the project with you. Schedule Projects are reviewed twice a year and results are published at HYPERLINK "http://www.ets.fhda.edu/ITProject"www.ets.fhda.edu/ITProject. After submitting a request, requestors may view project status online at HYPERLINK "http://www.ets.fhda.edu/ITProject"www.ets.fhda.edu/ITProject using the assigned ETS Project Title (refer to returned IT Project Request Form). IT Project Request Form Please complete all information Send completed form to the following email account: HYPERLINK "mailto:ITProject@fhda.edu"ITProject@fhda.edu. Requestors Name:DRAFTDate Submitted:10.30.12 College: ý Date Needed:TBD Department:Disability Support Programs and Services Email address:haynesjim@deanza.eduUser Project LeadJim Haynes Phone Ext:X8923 Please discuss this project with your Technology Task Force committee. => Completed (Y or N): Description of project need and scope: This request is to install the Clockwork Database Scheduler for use by the ý Disability Support Programs & Services (DSPS) Division. The Divisions current paper record-keeping presents increasing limitations, evidenced in inordinate time consumption and difficulties coordinating between 4 programs and two additional departmental units housed in 6 different campus locations. Students often receive services and instruction from more than one unit and additionally, the units share common statewide and federal regulations and requirements, including conducting outcome studies, extracting data for compliance reporting and handling student issues and potential civil rights complaints. As a comprehensive scheduling and data tracking program designed with the specific needs of disability departments in higher education, Clockwork will enable the Division Office, Disability Support Services (including the CAL lab and Deaf/Hard of Hearing Services), the Educational Diagnostic Center, Adapted Physical Education and Hope ý to transition to an electronic data management system with unique data collection, sharing, and analysis capabilities that also meet the reporting requirements for community college disability programs in California. Clockwork is set for a one-way sync from Banner, it shares calendar functions with Outlook and it can be configured to integrate with the Portal, if preferred. In addition to counseling record-keeping, the package includes modules for many specialized DSPS functions and accommodation requirements. These include, among others: Electronic student files with state mandated forms, assessments, counseling notes, student contacts and service usage Scheduling and tracking of test accommodations, sign language/real time captioners, note takers, workshop attendance Inventory and tracking of equipment, closed captioned media, alternate instructional media Tracking of student accommodation requests, permissions, assignment and usage Faculty notifications and electronic submission of materials for accommodations booking and tracking, including electronic filing of exams by instructors Instant messaging, automatic notifications and email merge On line student intake, appointment booking, surveying, and evaluations Flexible reporting of all data elements It has a powerful permissions system and firewalls for confidentially, especially sensitive in the area of disability services. Yet it allows, as appropriate, cross program communication and collaboration and provides for student, staff and faculty access via the web to applicable sections. With 60 standard report scripts available, and the ability to customize additional reports, the Division will be able to meet outcome, internal and external reporting requirements and improve program planning. Data is set to migrate one way from Banner. Clockwork can be accessed via the Portal, if desired, and can generate, print, export or import to Word, Excel and Access files. All forms are digitized. The program modules are customizable to our specifications and through a unique form editor tool box, forms and reports can be adapted on site and over time by designated, trained DSPS staff. Clockwork consists of 3 software components: Server application built on WCF Technology; the central point all clients connect to. Client application is a .NET-based application installed on client computers. Web application is an asp.NET-based application to provide front-line interface through various modules. The Division will purchase the server and MS Sequel Server software. TechnoPro (the Clockwork software developer) will work closely with DSPS to customize the package and with ETS to plan and execute the initial installation. ETSs involvement would start with the initial planning conference call. It will receive TechnoPro documentation and will have an assigned TechnoPro contact for coordination. ETS would set up the server, install the Sequel Server software and configure the PC and Macintosh client computers. Coordinating with ETS, it will be TechnoPros responsibility to configure, test and install the Clockwork application, the Banner Sync, the optional Portal integration and the Exchange/Outlook integration. ETS would need to provide the necessary information and access to do so. In conjunction with TechnoPro, ETS would install Clockwork on client computers. Future Clockwork program updates are web-based. Notifications can be delivered, as desired, to either ETS or DSPS to apply.  (Box expands as you type) Source of project funding:Measure C I approve this project request. 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